--- title: "Email Smart-File" slug: "email-smart-file" updated: 2025-08-08T19:43:36Z published: 2025-08-08T19:43:36Z canonical: "help.lexworkplace.com/email-smart-file" --- > ## Documentation Index > Fetch the complete documentation index at: https://help.lexworkplace.com/llms.txt > Use this file to discover all available pages before exploring further. # Email Smart-File > [!NOTE] > Applies To > > LexWorkplace **Starter**, **Core**, **Advanced** In addition to being able to save emails directly to a Matter, LexWorkplace can also *learn what senders you associate to which Matter*. This functionality is called **Smart-File** and is a core part of LexWorkplace’s email management capability. Here’s how it works. ## Requirements First, a few important requirements. - Smart-File, along with most email management functionality, requires **the latest version of LexWorkplace for Outlook** (the Outlook add-in for LexWorkplace). The latest version of LexWorkplace for Outlook is available on the Microsoft Store. Learn more about the different [Outlook Addin Versions](/v1/docs/outlook-addin-versions-reference). - Smart-File, along with most email management functionality, **requires a Microsoft 365 subscription**. LexWorkplace for Outlook is not compatible with on-premise or hosted Exchange. Learn more about [System Requirements](/v1/docs/system-requirements). - Smart-File, along with all LexWorkplace for Outlook functionality, **requires your Microsoft 365 Administrator to perform a simple but important action**, within your firm’s Microsoft 365 account/organization. This allows LexWorkplace to communicate directly with your Microsoft 365/Exchange service. Learn more about [LexWorkplace for Outlook M365 Admin Setup](/v1/docs/lexworkplace-for-outlook-m365-administrator-setup). [Get LexWorkplace for Outlook](https://appsource.microsoft.com/en-us/product/office/WA200008948) ## Saving Emails to a Matter Using LexWorkplace for Outlook, the LexWorkplace Outlook add-in, you can save one or more emails to a Matter (or a subfolder within a Matter). - This is accomplished by selecting one or more emails in Outlook, then clicking *Add to LexWorkplace* in the Outlook ribbon. - Next, select the Matter you’d like to save this Email to (and optionally browse into subfolders). Click *Save Here* to save the selected email(s) to this location. - Use of LexWorkplace for Outlook and general instructions on email management in LexWorkplace are [described in detail here](/v1/docs/how-to-use-lexworkplace-for-outlook-addin). After saving emails to a Matter in this way, you’ll see the email(s) in the Email tab of that matter. ![Email management interface displaying various email subjects and details for a legal matter.](https://cdn.document360.io/cc24f28e-6bf8-4cc0-b7cd-519f8d33e693/Images/Documentation/4-lxw-for-outlook-post-upload-web-view_v2.png) ## Remembering Sender/Matter Associations When saving Emails to a Matter via LexWorkplace for Outlook (add-in), you’ll also see a toggle in the add-in sidebar: *Update Smart-File Association* ![Email interface showing options to save and update smart file associations.](https://cdn.document360.io/cc24f28e-6bf8-4cc0-b7cd-519f8d33e693/Images/Documentation/remember-this-assoc.png) When you enable this toggle (which is off/disabled by default), **LexWorkplace will remember that the selected sender(s) (email addresses) are associated with the selected Matter.** Using this toggle in LexWorkplace for Outlook will build a memory of email-address-to-matter associations, similar to the table below. | Email Address (Sender) | | Associated Matter | | --- | --- | --- | | john.smith@abcfoods.com | → | ABC Foods vs. Corons | | alison.anderson@xyzcorp.com | → | XYZ Entity Formation | | bill.reginald@xyzcorp.com | → | XYZ Contract Dispute | Going forward, you can *automatically save future emails from this sender to the associated matter* in one click, without having to browse to and find the matter. This is called *Smart-Filing*. Here’s how to do it. ## How to Smart File **To Smart-File One or More Email(s):** Select one or more emails in Outlook, then click *Smart-File* in the Outlook (look for the Uptime Legal square icon). ![Outlook email interface displaying various messages and LexWorkplace integration options.](https://cdn.document360.io/cc24f28e-6bf8-4cc0-b7cd-519f8d33e693/Images/Documentation/2-lxw-for-outlook-pre-upload.png) > [!NOTE] > Email. Lots of Email. > > You can select and Smart-File up to 100 email messages in Outlook at a time. When you click *Smart-File*, LexWorkplace will perform the following actions for each selected email: 1. Check to see if this sender (email address) has a Matter association, as described above, then: 2. Check for any duplicates/emails already in this Matter (per LexWorkplace’s normal Email Deduplication functionality) 3. Present a summary screen of options/available actions, before finally executing the Smart-File operation. ## Smart-File Summary Screen When you attempt to Smart-File multiple emails at once, each of the emails you’ve selected: - May or may not have a Sender/Matter association - May or may not be a duplicate email (already saved to this Matter - May or may not be accessible to you (for instance, permissions to the associated Matter may have since been removed by a [Firm Admin](/v1/docs/firm-admins), or the file may have since been moved to the Trash Bin. To summarize the “state” (smart-file-ability) of all selected emails, LexWorkplace for Outlook will present the following summary screen, *before* executing any actions. ![Summary of email filing status with actions for selected emails and associations.](https://cdn.document360.io/cc24f28e-6bf8-4cc0-b7cd-519f8d33e693/Images/Documentation/Screenshot 2025-08-04 at 9.43.40 AM.png) Here LexWorkplace will present all available options, with the recommended option/path forward as a blue button. From here you may proceed with the Smart-File operation, and LexWorkplace will carry out your designated actions on each selected email. ## Managing Smart-File Associations Each time you select *Update Smart-File Association* when saving an email to a Matter, LexWorkplace remembers this Sender/Matter association. Users can view and edit their memorized associations, which is useful as associations build over time. This is done by navigating to: - Settings > Exchange & Email > Manage Smart-File (Email/Matter) Associations ![Table displaying email senders, matters, and clients for Smart-File associations.](https://cdn.document360.io/cc24f28e-6bf8-4cc0-b7cd-519f8d33e693/Images/Documentation/Screenshot 2025-08-04 at 9.47.23 AM - Copy.png) Here you’ll see each association that’s been created, including the Sender (unique email address), the associated Matter, and the associated Client (for that Matter). From here you can: - Edit any association (change the Matter that’s associated with a given email address) - Delete individual Sender/Matter associations - Delete all associations (Note that you cannot create new Sender/Matter associations from this screen; new associations can only be made via the LexWorkplace for Outlook add-in.) > [!NOTE] > Associations are Per-User > > Sender/Matter associations are per-user, not firm-wide. This means that you can associate client@abc.com to Matter A, and another user in your firm can associate the same sender to Matter B. --- ## Related Resources Take a look at these related How-To’s and Email management resources. - [Outlook Add-in Versions](/v1/docs/outlook-addin-versions-reference) (Reference) - [How to Use LexWorkplace for Outlook](/v1/docs/how-to-use-lexworkplace-for-outlook-addin)