The process for linking a draft email to a case is the same as for filing received emails (see File emails). For replies, the add-in attempts to auto-match the case from the message thread context. For new emails, use the search view to find and link the case manually.

See Filing emails for full details on case linking, including auto-match, search, recent cases, bookmarks, and unlinking.

With a case linked, the Recipients section lists case participants available for use as email addresses:

• Recently used - The five contacts most recently used within the add-in for the linked case.
• All participants - All participants on the case whose role type is enabled for email addressing (see Admin configuration, sub-features).
• New participants - Contacts entered in the To or CC fields who do not match any case participant. These can be added to the case from this section.

To add a participant to the email select the To or CC field next to a contact.

Add a new contact to the case

If a recipient does not match a case participant, they appear in the New participants group. To add them to the case:

1. Select Add Participant next to the contact.
   
2. The Add Participant section displays.
    
3. The first name, last name, and email address are pre-populated from the email contact.
4. Select a role for the participant. 
5. Select Submit.

On success, Clio Operate creates a new person ODS record and adds the contact as a participant on the case. The contact then appears in the All participants group.

With a case linked, select Content from the Actions drop-down or, if the panel is expanded, the Content tab. This allows access to email templates and content blocks stored in Clio Operate for the linked case context.

1. Enter a search term to filter the list. Results update on pressing Enter. 
2. Select one or more tags to filter by category - tag filters apply as OR conditions.
3. Select the preview on a content item to display a rendered preview. Data tags within the content are hydrated with data from the linked case.

Insert content

Position the cursor in the email body. On the preview, select Insert.

The content is inserted at the cursor position. If the cursor is not in the email body (for example if the subject line is selected), an error message displays. Reposition the cursor in the email body before inserting.

Select Attach from ShareDo to browse the document repository of the linked case and attach files directly to the email.

1. The repository explorer displays folders and files starting at the root level. Select a folder to navigate into it. A breadcrumb trail is displayed for navigation and can be used to go back to parent folders.
2. Select the preview action for a file to open a Clio Operate document preview in a new browser window.
3. Select one or more files. 
4. The count of selected files updates on the Attach tick.
5. Select Attach to add the selected files to the email.

For details on file types and sizes see Outlook add-in configuration. If an attachment's file type is not included in the configured file type allowlist, the add-in marks it as blocked. Blocked attachments cannot be selected for filing and are excluded from the submission automatically.

When the email is ready, select File. 

On file, Clio Operate:

• Creates an Outbound Email work item as a child of the linked case
• Transitions the work item to Sent
• Saves the email body and any filing attachments to the document repository in the selected folders
• Creates a chronology entry on the case

After successful filing, the File Email Content section and the File Attachments location fields are removed from the add-in panel. The case link and chronology entry remain visible. This confirms the email has been filed and prevents any impression that further changes can affect the filed copy.

When the email is ready and you have filed it to Clio Operate, select Send in Outlook as normal. If a case is linked and the Send and Receive setting is enabled in the add-in settings (for instructions see Using the Add-In > User settings), a luggage tag is appended to the email subject on send.