June 2019

With Kleos 6.6, we have made several improvements to enhance usability and efficiency on Kleos for Outlook. Watch the video below to see how these improvements can be beneficial for you.

Kleos for Outlook: installation and launch (even if Kleos not launched)

If you already used the previous version of the Kleos for Outlook on your PC :  when you will upgrade to Kleos 6.5, the installer will automatically uninstall the old version and install the new version of the Kleos for Outlook.

 

If you need to (re)install the Kleos for Outlook on another PC, you can download it here: https://kleos.wolterskluwer.com/world

 

 

GOOD TO KNOW :

  • Kleos for Outlook is compatible with Outlook 2013-2013-2016-2019
  • Kleos for Outlook is also compatible with Outlook 365 (but only the desktop application, not the web version)

 

When launching Outlook, Kleos for Outlook Add-in will automatically be launched and appear as a panel on the right side in Outlook.

 

At the first launch : you may select your country :

 

 

To log in the Kleos for Outlook:  use the same credentials used in Kleos.

 

To make it simpler, Kleos for Outlook is able to automatically log in when starting Outlook, by selecting the “Automatic login at start up” option:

 

 

If selected, Kleos for Outlook will be automatically launched and connected when launching Outlook….

 

unless you explicitly logout from the Kleos for Outlook

 

To logout from the Kleos for Outlook: click on you name (bottom left of the Kleos for Outlook panel) and Logout

 


 

Kleos for Outlook: destination case : automatic proposal , recent cases or manual search

This is one of the biggest evolution: each time you select an email in Outlook, the Kleos for Outlook automatically tries to find a relevant destination case.

To do that, several information are searched and one (ore several) case is proposed if:

 

For incoming & outgoing emails:

  • The email is part of a thread => the thread is identified and the same case is proposed
  • Your Kleos case reference is mentioned in the subject of the email
  • The reference of a party is mentioned in the subject of the email

 

For incoming emails only:

  • If the sender is a party in a case, Kleos for Outlook will check its email address and in which cases it is found
  • If the recipients are involved as parties in cases, Kleos for Outlook will check the email address and will propose the cases where they are found

 

For outgoing emails only:

  • Sender as internal parties of a case. Kleos for Outlook checks if the sender’s email address matches the email addresses of an office member involved in a case.
  • Recipients as external party of a case. Kleos for Outlook checks if the recipients email addresses match the email addresses of a party of a case in Kleos.

 

If no matching case(s) is found (or the “score” is too low) :

– Kleos for Outlook proposes to file the email in one of the “recent cases”

– You can also search a case manually


 

Kleos for Outlook: destination folder : automatic proposal

After a destination case is selected for the email (automatically or manually), Kleos for Outlook always propose a destination folder to store the email/attachment(s), with the following rules:

 

  1. Selected email in a thread already stored in Kleos. If the selected email is part of a thread, Kleos for Outlook will propose the folder of the last email stored in Kleos of the same thread.
  2. In the selected/proposed case there is at least one email stored but not in the same thread of the selected email.
    • The selected email in Outlook is a sent email. Kleos for Outlook will propose the last folder used to store a sent email in the proposed case.
    • The selected email in Outlook is a received email. Kleos for Outlook will propose the last folder used to store a received email in the proposed case.
  3. In the proposed case, there is no email stored. In this scenario, Kleos for Outlook will propose the default folder configured by the user in the Kleos configuration. For this purpose, 2 new configurations have been added in the document section of user’s preferences (for incoming and outgoing emails).

 

 

If the proposed folder does not meet the needs, you can select another folder, clicking on the Change button on the right of the folder name:

 

 

You will then browse the existing folders of the case to select one (and even create a new folder in the case).


 

Kleos for Outlook: create a new folder in destination case

The new Kleos for Outlook offers the possibility to create “on the fly” a new folder in a case.

After selecting a case, click on Change after the name of the proposed folder.

 

By doing this you may browse the existing folders of the case, but also Create new folder.

 

 

An empty placeholder will appear

 

 

Type the name of the new folder and then <enter> or click outside to save it.

 

Then move the new folder to the desired location: just drag and drop it at the relevant location inside the folders tree view.

 

The new folder can now be used to file emails/attachments inside the case.


 

Kleos for Outlook: file an incoming email

 

Simply click in Outlook on an existing email.

Kleos for Outlook will automatically try to find a matching case according to the rules described above in this document.

 

If a matching case is found it will be shown in Kleos for Outlook panel:

 

 

If the case proposed by Kleos for Outlook is not the one you expect, you can click on Change and select another one.

 

If no matching case is found: you may select one of the recent cases or search one (type at least 3 characters to search)

 

 

When finally a case is selected, 2 situations are possible:

 

SITUATION 1 : the email has no attachment OR you want to file the email + attachments as a single file

Optionally change the destination folder, and then click on File now

 

 

The Kleos for Outlook panel will show confirmation…

 

 

…and you may execute additional steps (Add task…) as described below in this document.

 

SITUATION 2 : the email has attachment(s) and you want to store them as separate files in Kleos

 

Select File attachments as separated documents

 

Then for the email itself and for each attachments you can:

  • Uncheck the item(s) that you don’t want to file
  • Change the proposed folder
  • Rename the attachments (click in the name and you may edit it)

 

 

Then click on File now

 

The Kleos for Outlook panel will show confirmation…

 

 

…and you may execute additional steps (Add task…) as described below in this document.


 

Kleos for Outlook: select multiples email at a time

Simply select several emails in Outlook.

Kleos for Outlook will then show the recent cases, the search field and the number of selected emails:

 

 

Select a case or search one (type at least 3 characters to search).

 

After selecting a case, you may change the destination folder.

 

Then click on File now.

The Kleos for Outlook panel will show confirmation…

 

 

…and you may execute additional steps (Add a task…) as described below in this document

 

 

GOOD TO KNOW: when selecting multiple emails

  • no automatic case matching is launched
  • you cannot save attachments as separate files

 

Kleos for Outlook: create a new email (optionally using a template)

To create a new email, click on the usual button in Outlook (“New message”)

An empty email will appear; the Kleos for Outlook will show the recent cases and propose to search one.

 

 

Select among the recent cases, or search one by typing at least 3 characters in the search field.

 

After a case has been selected, Kleos for Outlook shows a screen to help composing the email:

 

 

The selected case appears, click on < to select another one

 

Kleos for Outlook proposes a folder where the email will be filed on the Kleos case (click on Change if needed, you may even create a new folder).

 

Click on Use a template from Kleos to browse the list of 5 recently used email templates, or search one.

 

The template is then “executed” and will fill (depending on the template) : the recipients, the subject and the body.

 

GOOD TO KNOW:

– If you entered manually recipient(s) (To, Cc or BCc) before executing the template, no recipients will be added from template

– If you entered manually a subject before executing the template, the subject will not be updated by the template

– If you entered manually a body, the body of the template will be added to it

 

 

Click on Add recipients to select recipients coming from the case.

Simply click on the email address to select a direct recipient, or CC  BCC that will appear when you’ll mouse over the email address.

 

 

If needed, click on Add attachments

 

You will then browse the documents of the case.

 

 

 

You can select one (or several, but one at a time)

 

A progression bar will appear, then the document will be added to the attachments in Outlook (a green check in the Kleos for Outlook indicates that the download from the server is successful).

 

 

GOOD TO KNOW: to simplify the selection of attachments you can filter the types of documents to show:

 

After selecting the attachments, you may then type the body of the email

 

You are then almost ready to file the email!

 

IMPORTANT: BEFORE FILING : if you intend to add a calendar or an activity : select Additional steps after filing

 

 

Then click on Send and file

 

If you checked Additional steps after filing you’ll be proposed to create a calendar, a task , an activity or a follow up, this is described just below


 

Kleos for Outlook: additional steps after filing a mail (calendar, task…)

After filing an existing or new email, you may optionally add: an appointment / task / follow up / activity.

These “next steps” are proposed in different ways, depending on the scenario.

 

Scenario 1: filing an incoming or already sent email

The next steps are systematically available, can be executed several times if needed, and the email can also be filed again in another case:

 

 

Scenario 2: creating and filing a new email :

In this case, you should explicitly choose to perform additional actions, selecting Additional steps after filing

 

 

If the option is selected, Kleos for Outlook opens a window that includes:

  • On the left side: a summary of the sent email.
  • On the right side: the possible next steps.

 

Screen KLS-BI-1126. 3

 

The method to register the next steps is common to both scenarios.

 

Adding an appointment (automatically linked to the case where the email has been filed)

 

 

When saved, a feedback will appear (“Appointment added”).

 

GOOD TO KNOW :

– Type of the event: Kleos proposes by default the relevant preference which has been set in the configuration of Kleos  (one for Document import and one for Document creation)

– The appointment is systematically assigned to you.

 

Adding a task (automatically linked to the case where the email has been filed)

 

 

When saved, a feedback will appear (“Task added”).

GOOD TO KNOW:

– Type of task: Kleos proposes by default the relevant preference which has been set in the configuration of Kleos  (one for Document import and one for Document creation)

– The task is assigned to you (logged user) by default but can be assigned to another member

 

Adding an activity (automatically linked to the case where the email has been filed)

 

 

When saved, a feedback will appear (“Activity booked”).

 

GOOD TO KNOW:

– Only time-based of “flat” activity types are available here

– Activity type: Kleos proposes by default the preference which has been set in the configuration of Kleos  (one for Document import and one for Document creation)

–  The owner of the activity is yourself (the logged user)

 

Adding follow-up

 

 

When saved, a feedback will appear (“Follow up created”).


Kleos for Outlook: reply or forward an already filed email

The features related to the creation of a new email are also available when you reply to an email or forward it.

In addition, if the mail you are replying to was already filed in Kleos, the Add-in will automatically propose to store the reply in the case where the original mail was filed (but you can change it).

 

End of document

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