Outlook Email Integration

Outlook Filing connects your organization's Microsoft 365 mailboxes to Divorcepath so email can be filed to the right matter, with review only when Divorcepath is unsure. It is set up by an organization admin from the Integrations page.

Availability

To check whether Outlook Filing is available for your organization, click your name at the bottom of the sidebar, choose Organization, and then open Integrations in the settings sidebar. Find the Outlook Filing card under Microsoft 365 Filing:

• If the card shows a switch you can turn on, Outlook Filing is available for your organization.
• If the card shows Coming soon, it isn't available for your organization yet. Contact us to find out when it will be available.
• If the card shows that an upgrade is required, Outlook Filing is available on Enterprise plans. Contact sales from the pricing page.

What the integration does

Once configured, Outlook Filing:

• connects your Microsoft 365 tenant and the shared and personal mailboxes you choose to monitor
• auto-files email to a client file when the thread or subject points clearly to one active client file, storing the message and its attachments
• sends email to review when it looks client-related but more than one client file could fit, with the reason and suggested client files
• ignores Inbox and Sent mail that has no link to a client file, unless someone drags it into a Divorcepath folder
• shows each mailbox's status so administrators can see whether the connection is operating normally

Connect your Microsoft 365 tenant

1. Go to Integrations and turn on the switch on the Outlook Filing card.
2. Click Finish setup to open the Outlook Filing settings page.
3. On the Setup tab, click Connect to Office 365 to start the setup wizard.
4. In the Connection step, enter your Microsoft 365 tenant ID. You can find it in the Microsoft Entra admin center, on the Overview page for your directory, labeled Directory (tenant) ID.
5. In the Capture and Review steps, choose the default capture mode for shared and user mailboxes and the default review behavior, then click Next.
6. In the Confirm step, review the summary and click Save and start Microsoft consent.
7. Complete Microsoft sign-in and approve the requested permissions as a Microsoft 365 administrator.

The integration requires a Microsoft 365 business or enterprise tenant. Personal Outlook.com accounts are not supported. If you need to approve permissions again later, use Open Microsoft consent on the Setup tab.

Choose which mailboxes are monitored

After the tenant is connected, turn on only the mailboxes you want Divorcepath to monitor for filing and review.

1. Open the Mailboxes tab on the Outlook Filing settings page.
2. Click Add mailbox.
3. Choose the mailbox type (Shared mailbox or User mailbox), enter the mailbox address and display name, and choose a capture mode:
   • High-confidence Inbox + Sent -- scans Inbox and Sent Items, auto-files obvious client mail, and sends only ambiguous client-related mail to review.
   • High-confidence Inbox + Sent + Divorcepath folders -- the same, plus Divorcepath folders in Outlook that users can drag mail into to file it manually.
   • Divorcepath folders only -- only processes mail that users place in Divorcepath filing folders.
4. Click Enable mailbox.

You can add, edit, or disable monitored mailboxes later as your team's workflow changes. Each team member can check how their own mailbox is set up on the My mailbox tab.

Set up filing rules

Most firms can start without custom rules, because Divorcepath already looks for strong thread and subject links to a client file. Use rules for repeated exceptions or explicit routing.

1. Open the Advanced tab on the Outlook Filing settings page.
2. In Organization guardrails, add a rule with a rule name, priority, and mailbox scope.
3. Choose what to match, such as an email address, email domain, subject text, mailbox address, or client alias, and enter the match value.
4. Choose the action, such as Route to a client, Always require review, or Exclude from filing.
5. Click Save rule, then test it with a small pilot set of messages.

Review matched email before filing

When Divorcepath can't safely choose one client file, the message is held for review instead of being filed automatically.

1. Open the Reviews tab on the Outlook Filing settings page.
2. Open a message to see the email preview, why it is waiting for review, and the suggested client files.
3. Select the right client and click File email to selected client, or click Dismiss review if the message should not be filed.

Use shared mailboxes

If your team works from a shared address, such as an intake or general inbox, you can connect that mailbox so messages can be reviewed and filed into the right matters as part of the same workflow.

1. Confirm the shared mailbox exists in your Microsoft 365 tenant.
2. On the Mailboxes tab, add it as a Shared mailbox and choose who reviews its messages under Shared mailbox reviewers.
3. Add filing rules that match the way your team triages shared-mailbox traffic.

Monitor mailbox health

The Outlook Filing card on the Integrations page and the Outlook Filing settings page show whether the integration is connected and whether anything needs attention. If a mailbox stops filing, reopen the setup wizard and confirm that Microsoft permissions and mailbox access are still valid.

Turn off the integration

1. Go to Integrations.
2. Turn off the switch on the Outlook Filing card.

Turning off the integration stops mailbox monitoring and email filing for your organization, but it does not remove messages that were already filed to client records. Your configuration is kept, so an admin can turn it back on later. If you need help with setup or mailbox troubleshooting, contact [email protected].