Manage Your Text Messages

You can manage your incoming text messages to better organize them within CosmoLex. If an inbound SMS is a match to a contact, the message will automatically be tagged to that contact. However, you will need to assign each message to a specific matter. You can use the Practice Management > Communication > SMS section to:

• Mark as read
• Mark as unread
• Tag messages
• Untag messages
• Associate Labels
• Flag messages
• Delete messages
• Restore deleted messages
• Bill for your time

Access Text Messages from Practice Management

1. From the left navigation panel, click Practice Management.
2. From the Practice Management menu, click Communication.
3. From the tabs atop the Communication screen, click Text Messages.

Mark as Read/Unread

To mark messages as read/unread:

1. On the Text Messages screen:
   • To mark messages in bulk: Check the boxes beside the messages you wish to mark as read/unread. From the toolbar atop the screen, click Action.
   • To mark a single message: Select the message and click on the three dots at the end of the row.
2. From the drop-down, select the appropriate option Mark as read/Mark as unread.

Tag Messages

To tag a message to a matter:

1. On the Text Message screen, check the boxes beside the messages you want to tag.
2. From the toolbar, click Action > Tag messages.
3. On the Tag Messages screen, either:
   • Enter the first few letters of the Matter. From the possible matches that display in the drop-down, select the Matter. OR
   • From the list of possible matches, check the box beside the phone number you wish to match with the message.

     NoteIf this contact is associated with multiple matters, check the contact name from the list and associate with the correct matter.

4. Once you have made your choice, click Save. After you have assigned a matter and/or contact, the message or entire conversation will be available in the Matter Text Messages area.

Untag Messages

If you tag a message to the wrong matter, you can untag it and then tag it to the correct matter.
To untag an SMS:

1. On the Text Message screen, check the boxes beside the messages you want to untag.
2. From the toolbar, click Action > Untag messages.
   The system untags the message.

Associate Labels

To associate labels to the text message:

1. On the Text Message screen, check the boxes beside the message(s) to which you want to associate labels.
2. From the toolbar, click Action > Associate Labels.
3. On the Associate Labels pop-up, click on + Add New Label. You can choose ‘Create New Label’ option to create a new label or select an existing label from the list. This list is managed under Setup > List Items
4. Click Save.
   The system updates the message label.

Flag Messages

Flagged Messages will have a red flag icon displayed and moved to a separate list,  filtered out of your normal view. This will not block the sender from sending future messages.  However, maintaining these messages can help with future requests to block a sender.
Note: If the messages received are offensive or otherwise objectionable or inappropriate, please immediately call CosmoLex support and our team will work with you and the carrier to have the message blocked.

1. On the Text Message screen, check the boxes beside the messages you want to flag.
2. From the toolbar, click Action > Flag messages.
3. On the Flagging Numbers pop-up, read the message and click Save.

To access a list of your flagged messages, use the grid filter and choose ‘Flagged Messages’ as True.

Delete Text Messages

There may be a message unrelated to a client and unnecessary to have in CosmoLex.

To delete an SMS:

1. On the Text Message screen, check the boxes beside the message(s) you want to delete.
2. From the toolbar, click Action > Delete.
   The system will move this message to the Trash folder under Practice Management > Communications > Text messages.  The system automatically empties the trash folder every 30 days.

Restore a Deleted Message

If a message is still in the Trash folder, it can be restored.

To restore a deleted SMS:

1. On the Text Messages screen, click on Trash.
2. From the messages in the Trash folder, select the message you want to restore.
3. From the tabs atop the list of messages, click Action.
4. From the options in the drop-down, click Move to Inbox.
   Your message will be moved back to the inbox.

Billing for Your Time

To bill time for an SMS:

1. On the Text Messages screen, click the + icon beside Inbox.
2. Select from Tagged, Untagged, Bank, or International.
3. From the list of messages select the message for which you want to create a timecard and click on the three dots at the end of the row.
4. From the drop-down, click Add Time Card.
   The Add Timecard screen opens.
5. Complete the timecard. For additional information, see Add a Timecard.
6. Click Save.