Work with emails in WorkZone

In the WorkZone 365 pane in Microsoft Outlook, you can edit email information for your sent or received emails saved to WorkZone.

• You can save your sent and received emails to WorkZone.
• Emails are saved to WorkZone as .eml files. Email attachments are saved in their corresponding format (.doc or .docx files for Word documents, .xlsx or .xls for Excel documents, and so on).
• You can change metadata information for emails saved to WorkZone. Edit the needed fields in the WorkZone 365 pane, and click Save.
• Emails and their attachments will share the same metadata. If you need to save an email and its attachment with different metadata, you can do that from WorkZone Client.
• Before an email is saved to WorkZone for the first time, you can select its State as Archived – ARK or Locked document – UL.
  • Locked document – UL. The email state can be changed to Archived – ARK.
  • Archived – ARK. The email state cannot be changed.
• The Document type field will be automatically set to I, Incoming, except for the following scenarios:
• If sender is the current user, the Document type will be set to O, Outgoing.
• If sender's email is directly in the To or Cc fields, the Document type will be left empty.
• If the email is located in a shared mailbox, the Document type will be left empty.

Configure WorkZone 365 pane

See Configure Documents tab of the WorkZone 365 pane.

Save email with attachments as main documents in WorkZone

When you save an email with attachments (attached files or embedded files) in WorkZone, you can save the email message and its attachments as individual main documents on the selected case.

• When you open the WorkZone 365 pane, all attachments of an opened email are automatically displayed on the Attachments tab.
• WorkZone 365 2022.1 HF 01 only: If the email contains the embedded objects inserted into the email body and regular attachments, the Attachments tab will have two lists: Embedded files and Attachments. This is to make it easier skipping embedded elements, such as logos, graphical signatures and so on. The total number of items in each list will be displayed in "()", for example, "Embedded files (3)". The Embedded files list is collapsed by default. Click to expand it.
• You can save each attachment and the email itself with different details (letter date, document type, classification, etc.), if needed. Case and State fields cannot be different and will be locked after you enter fill them in for the email.
• If you have initially saved only some of the available attachments, you can return and save the remaining attachments to the same case later.

1. Open an Outlook email with attachments that you want to save.
2. Open the WorkZone 365 pane.
3. On the Attachments tab, select the attachments to save, or click Select all to save all available attachments at once.
4. On the Document tab, fill in the required WorkZone information for your email and selected attachments.
5. Click Save. The email and attachments selected in step 3 will be saved in WorkZone as individual main documents on the case selected in step 4.
Tip:
• To open the saved email or attachment as a document in WorkZone Client, select Go to...>Document in WZ Client on the WorkZone 365 pane.
• To open the case with your saved email and attachments, select Go to...>Case in WZ Client.

Save an already saved email on another case (WorkZone 365 HF 01 only)

After saving an email, you can save it as a new document on another WorkZone case. While doing so, you can change the metadata fields, if needed.

1. Open an Outlook email with attachments that you want to save.
2. Open the WorkZone 365 pane.
3. Change the Case value as needed.
   Tip:

   Click Only cases this email is saved on to only see cases where this email is already saved.

4. If needed, edit the metadata fields.
5. Click Save.

Manage email parties

Email parties are the contacts that relate to the email. The contact's role (for example, Sender or Recipient) defines how the contact relates to the email.

When you open the WorkZone 365 pane, the contacts of an opened email will be automatically added as parties on the Parties tab:

• The email sender will be saved as a party with the Sender role.
• The email recipients on the To and Cc lines of the email will be saved as parties with the Recipient role.
• The recipients on the Bcc line of an email will not be added as email parties.

Add WorkZone contacts as email parties

You can add or remove email parties or change their roles at any time.

1. On the Parties tab of the WorkZone 365 pane, use the Add parties search field to add new parties to the email. The parties available in the search are specified for this email in WorkZone Client. You can search parties by name or by email.
   
   Tip: When searching, word order does not matter, but you must enter full words. You can also use a wild card operator * to replace one or more characters in a word. For example, type "Eliz*" to find "Elizabeth".
2. If necessary, change roles for the parties. The default role is Party.
3. If necessary, click the "X" next to the party to remove it.
4. Click Save.