Saving Email Messages to Document

When you save an email to Document using the Outlook® plug-in, Document tries to match the recipient's email address to a client email address in the CCH Axcess database. This ensures that the email is stored in the correct folder. Email addresses for entities other than clients cannot be matched at this time.

• If the recipient's email address matches a client email address, the corresponding client name populates the Add files window automatically.
• If the recipient's email address does not match a client email address, you have the option to select a client for the email address.
• If multiple recipients are listed, the system links the message to the first recipient in the list that has a match in the CCH Axcess client database. The system uses recipients in both the To field and the CC field. It does not attempt to match addresses in the BCC field.

1. In Outlook®, compose your message.
2. Add any attachments as needed.
3. When the message is complete, click one of the following:
   • Send. This is the native Outlook® button. If you configured the plug-in to prompt you before uploading emails to Document, you can choose whether to upload the email or not.
   • Send and Save To Document. This button is on the CCH Axcess ribbon. Unlike the Send button, you cannot decline to upload the email to Document when you click this button.

   Note: In Office 2013, Office 2016, and Office 365^™, you can reply to a message in the viewing pane. If you reply in the viewing pane, the Send and Save to Document button is not visible on the CCH Axcess ribbon. To access this button, click the Pop Out button above the message. When the message opens, the Send and Save to Document button will be added to the ribbon.

4. Select storage and metadata Descriptive information about a file that is used to help organize files. Examples of metadata you can assign to files include class, subclass, document type, and keywords, among others. options in each of the following sections as needed:
   • Select entity and storage folder
     1. From the Entity type list, select the entity type for the entity you are uploading the file for.
     2. Begin typing the name of the entity you are uploading the file for. As you type, the auto-suggest feature displays possible matches. When you see the correct one, select it.
     3. Select the folder where the file should be stored.
   • Set file properties
     1. Select a class A firm-created category used to organize files stored in Document. Document retention periods are set according to class. Class is required metadata for a file. for the file.
     2. Select a subclass A firm-created category used along with class to organize files stored in Document. Subclass is required metadata for a file uploaded to Document. for the file.
     3. Select a document type An optional category the firm can create to help categorize files stored in Document (used along with class and subclass). for the file, if needed.
     4. Select a year from the list. The option you select here, along with the chosen class and subclass, determines the expiration date and when the file will no longer be retained.
     5. If needed, select a Worksteam project from the list.

        Note: This option is available only for client entities. To use this feature, at least one project must be set up for the client in Worksteam.

     6. Select the sensitivity level A category applied to a file that indicates the level of confidentiality required for the file. Your firm can limit which files can be sent as email attachments based on sensitivity levels. for the file.
     7. Enter keywords that can be used as search criteria to help locate the file, if needed. Separate the keywords with commas.

   • Options

     1. Select Permanent if the file should be retained permanently, regardless of the expiration date or retention date.
     2. Select Archive if the file should be moved to archived storage.
     3. If needed, select Publish to Portal to send the file to the portal for the entity. This option is not available if you do not use Portal or if your firm has not created a portal for the entity.
     4. If you are publishing the file to Portal, select an option in the Portal edit mode box.
        • Read-only. Portal users can view the file, but not edit it.
        • Editable. Portal users can edit the file.
5. Click Apply to Selected to apply the metadata to the file.

   Note: If needed, you can revise the information you applied to the file on the Entity, Retention, and Portal tabs.

6. Click Upload Selected Files. You can monitor the status of the upload in the File upload progress section. If this section is collapsed, click the Expand icon to expand it.

Note: If you upload a file with the same name as a file in the selected folder, the system asks you how to handle the duplication. See Managing Duplicate File Names for information about the options you can select.

7. Click Close.

1. In Microsoft® Outlook®, select the messages to save to Document.
2. Click the CCH Axcess tab on the ribbon.
3. Click Save to Document.

Note: You can also right-click the message in the message list and select CCH Axcess > Document > Save to Document.

4. Select storage and metadata Descriptive information about a file that is used to help organize files. Examples of metadata you can assign to files include class, subclass, document type, and keywords, among others. options in each of the following sections as needed:
   • Select entity and storage folder
     1. From the Entity type list, select the entity type for the entity you are uploading the file for.
     2. Begin typing the name of the entity you are uploading the file for. As you type, the auto-suggest feature displays possible matches. When you see the correct one, select it.
     3. Select the folder where the file should be stored.
   • Set file properties
     1. Select a class A firm-created category used to organize files stored in Document. Document retention periods are set according to class. Class is required metadata for a file. for the file.
     2. Select a subclass A firm-created category used along with class to organize files stored in Document. Subclass is required metadata for a file uploaded to Document. for the file.
     3. Select a document type An optional category the firm can create to help categorize files stored in Document (used along with class and subclass). for the file, if needed.
     4. Select a year from the list. The option you select here, along with the chosen class and subclass, determines the expiration date and when the file will no longer be retained.
     5. If needed, select a Worksteam project from the list.

        Note: This option is available only for client entities. To use this feature, at least one project must be set up for the client in Worksteam.

     6. Select the sensitivity level A category applied to a file that indicates the level of confidentiality required for the file. Your firm can limit which files can be sent as email attachments based on sensitivity levels. for the file.
     7. Enter keywords that can be used as search criteria to help locate the file, if needed. Separate the keywords with commas.

   • Options

     1. Select Permanent if the file should be retained permanently, regardless of the expiration date or retention date.
     2. Select Archive if the file should be moved to archived storage.
     3. If needed, select Publish to Portal to send the file to the portal for the entity. This option is not available if you do not use Portal or if your firm has not created a portal for the entity.
     4. If you are publishing the file to Portal, select an option in the Portal edit mode box.
        • Read-only. Portal users can view the file, but not edit it.
        • Editable. Portal users can edit the file.
5. Click Apply to Selected to apply the metadata to the file.

   Note: If needed, you can revise the information you applied to the file on the Entity, Retention, and Portal tabs.

6. Click Upload Selected Files. You can monitor the status of the upload in the File upload progress section. If this section is collapsed, click the Expand icon to expand it.

Note: If you upload a file with the same name as a file in the selected folder, the system asks you how to handle the duplication. See Managing Duplicate File Names for information about the options you can select.

7. Click Close.