Using the Outlook Add-In

The Outlook Add-in allows you to add an Outlook email that you receive, send, or draft to a matter and track time. If you have not already, learn how to Install the Outlook Add-In.

You can use the Outlook Add-in to:

Note: The Add-In cannot forward emails synced through POP/IMAP, such as from Gmail, Yahoo, etc.

Access CosmoLex from Outlook (Desktop)

To access CosmoLex from your Outlook (Desktop):

Single-click an email from your inbox to select it. For draft email, from the toolbar click on New email.
In the upper right corner of the app, click the CosmoLex icon.
On the far right of your screen, the CosmoLex Outlook Add-in panel opens. If you are not already logged into CosmoLex from Outlook, you will be prompted to sign in.
Click Continue Sign In.
Enter your CosmoLex credentials and click Sign In.
A matter search form displays with a Timer.

Access CosmoLex from Outlook (Web)

To access CosmoLex from your Outlook (Web):

Single-click an email in your inbox to select it.
To the far right of the email, click the three dots.

For Draft email, from the toolbar click on New email. At the bottom of the mail, click on the three dots.

A drop-down displays your apps towards the lower half of the pane.
From the drop-down, click CosmoLex.
If you are not already logged in to CosmoLex from Outlook, you will be prompted to sign in.
Click Continue Sign In.
Enter your CosmoLex login credentials.
Click Sign In.
A matter search form displays with a Timer.

Tag an Email From Any Folder to CosmoLex

To tag a received or sent email to a matter from Outlook:

Use the steps above to access CosmoLex from Outlook (Desktop) or Outlook (Web).
In the Search Matter field, enter either the matter name or the matter file number.
Note: To search only active matters, check the Active Matters Only checkbox.
From the drop-down, click the appropriate matter.
From the Billing Status field’s drop-down, click to assign the status within CosmoLex.
In the Forward Date field, click the radio button to either Use Today’s Date or the Email Date.
If the email includes attachments, they will be included with your submission unless you uncheck the Include Attachments if any checkbox.Important: Outlook’s maximum attachment size is 25MB.
Click Submit.
The tag displays with the processing icon toward the upper right corner.

Tag a Draft Email to CosmoLex

To tag a draft email to a Matter:

On the new draft email, in the To field, enter the email id of the recipient.
In the subject line, enter the subject of your email.
Use the steps above to access CosmoLex from Outlook (Desktop) or Outlook (Web).
In the Search Matter field, enter either the matter name or the matter file number.
Note: To search only active matters, check the Active Matters Only checkbox.
From the drop-down, click the appropriate matter. When you select the matter name, the message atop will change to This email will be automatically filed to CosmoLex matter when it is sent.
From the Billing Status field’s drop-down, click to assign the billing status for the email within CosmoLex.
To Add a Time Entry, slide the radio button to On.
Note: You can start the timer at the top of the pane when you are drafting your email. The system will automatically slide the timer button to On when you stop the timer. When you stop the timer, the message atop will include the time entry.

Track Time from Outlook

Note: This feature can ONLY be used while tagging the email to the Client-Matter.

Use the steps above to access CosmoLex from Outlook (Desktop) or Outlook (Web).
When the search matter form displays, you can track time by clicking on the green Timer.
Slide the Add a time entry toggle button to On. Alternately, you can click on the timer to start it, the Add a time entry toggle button will slide to On when you stop the timer.

Track Time Pop-Up Fields

Date	This will default to today’s date. You can select a different date from the Calendar.
Timekeeper	This will default to the timekeeper selected by you under Settings > My Settings > My Preferences.
Activity	This entry field will only display if the matter you have selected is enabled for eBilling.
Task*	Click on the drop-down to select a task from the list of tasks. If the drop-down does not display your task name, you can choose to give the task a different name by typing in the box.Note: Either a task or description is required to create a timecard from the Outlook Add-In.
Description*	You can type in any description that you would like to give in the timecard .
Time Billed	The time billed will be based on the Min. Timer Unit selected by you under Setup > Firm Settings > Financial If you have selected 6 minutes as your Min. Timer Unit, the system will bill for 6 minutes even if the time spent by you on the email is less than that.
Rate/Price	This will default to the timekeeper’s rate set in CosmoLex. Note: If you had selected different rate levels within CosmoLex, you will NOT be able to use those rate levels in the Add-In. You can choose to override the rate by entering your own rate.
Rate type	You can choose between Hourly or Flat Rate. Flat Rate – This will be the default rate if the matter selected by you is Fixed Fee or Contingency. The system will use the Rate/Price value instead of using the time. Hourly – This will calculate the rate based on the timekeeper rate and time spent.
Billing Status	From the Billing Status field’s drop-down, click to assign the status within CosmoLex. If the matter selected by you is Fixed Fee or Contingency, the Billing Status will default to Non-Billable. If the matter selected by you is Hourly, the Billing status will default to Billable. If you do not wish to charge your client, from the drop-down you can choose NoCharge.
Forward Date	You can choose between Today’s Date and Email Date.

1. Once you have filled out all the fields, click Submit.
  A time entry is created in CosmoLex. The email icon beside the time entry indicates that it is linked to an email.

Tag An Outlook Email from CosmoLex

When you tag an Outlook email in CosmoLex, our Outlook Add-In automatically tags the email in Outlook.

To tag your email to a matter and auto-sync with Outlook:

From the left navigation panel, click Practice Management.
From the Practice Management menu, click Communications.
On the Communications screen, click Emails.
On the Emails screen, select the email you want to tag.
Click on the three dots at the end of the row and from the drop-down, click Tag Emails.
In the Matter field on the Tag Emails screen, enter a matter name or number.
From the drop-down, click the appropriate matter.
In the upper right corner. click Save.
The system tags the email to the matter.

Also see Outlook Add-In: Manage Tagged Email

UpdatedMay 3, 2024

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