The Thomson Reuters Legal Task Manager allows you to manage your emails, documents and matters directly to HighQ and Legal Tracker, from Microsoft Outlook for Office 365.
The add-in is linked to your Microsoft 365 account and is available on both Windows and Mac desktops, and your browser.
Install the add-in to add a Thomson Reuters button in your Outlook integrations bar. The add-in provides options for saving and filing emails and documents in your 'My files' area of Collaborate, create matters, and share documents.
If the add-in is not installed from a centralised deployment, you can install it directly from the Add-ins Store:
Thomson Reuters Legal Task Manager
Installation requirements
You must use one of the supported applications for Outlook add-ins. The following clients support add-ins:
- Outlook 2013 or later on Windows
- Outlook 2016 or later on Mac
- Outlook on iOS
- Outlook on Android
- Outlook on the web for Exchange 2016 or later
- Outlook on the web for Exchange 2013
- Outlook.com
Your installation must be connected to an Exchange server or Microsoft 365 using a direct connection.
The add-ins will not load if your Outlook is configured to connect with POP3 or IMAP.
- Microsoft Graph access is required.
- Microsoft Edge must be installed but doesn't have to be the default browser.
To use AI features, your HighQ or Legal Tracker instance must be on Azure. Please check with your CSM or Sales representative if you have any doubts about this point.
This requirement is only for access to AI features and is not required to use other features in the add-in.
Deployment
Centralised Deployment via Microsoft 365 Admin Center
This is the recommended deployment if the add-ins are to be used widely within your organisation. It allows you to deploy add-ins directly from the Office 365 Admin Center to users, groups, or the entire organization.
This section only applies to system admins with access to the Microsoft 365 Admin Center. If you need further information on Add-in deployment or management, these are available from learn.microsoft.com
Follow these steps to deploy an add-in via the Admin Center:
- Log into Microsoft 365 Admin Center:
- Go to admin.microsoft.com and sign in with your admin account.
- Access the Add-ins Page:
- In the Admin Center, go to Settings > Integrated apps or Services & add-ins.
- Select Deploy Add-in:
- Click on Deploy Add-in at the top of the page to start the deployment process and then Next.
- Add the Add-in:
- Follow the prompts to add an add-in from the Office Store: Choose from the store. Then, find the Add-in in the store with the keyword 'HighQ' and select Add.
- Choose Deployment Method:
- Decide whether to deploy the add-in to everyone, specific groups, or just individuals.
- Review and Deploy:
- Review your selections and then deploy the add-in.
- Validation:
- A green tick appears when the add-in is deployed.
User installation
If the add-in is not installed from a centralised deployment, you can install it directly from the Add-ins Store:
Thomson Reuters Legal Task Manager
If you want to download this on another device:
For Outlook Desktop Applications:
- Open the Outlook application.
- Access the Add-ins Store:
- Go to the Insert tab on the ribbon.
- Click on Get Add-ins or Store. This opens the Office Add-ins dialog box.
- Browse or Search for Add-ins:
- You can browse the list of available add-ins or use the search box to find the Thomson Reuters Legal Task Manager add-in.
- Add the Add-in:
- Once you find the add-in you want, click on it for more details.
- Click Add, Get, or Install to add the add-in to your application.
For Online Outlook Applications:
- Open the Outlook Web App
- Find the Add-ins Option:
- Look for the New message or Reply window in Outlook Web App.
- Click on Get Add-ins, Office Add-ins, or a similar option.
- Browse, Search, and Install:
- You can browse the list of available add-ins or use the search box to find the Thomson Reuters Legal Task Manager add-in.
- Click to add them to your online Office application.
In some organizations, the ability to download or install add-ins may be restricted by IT policies. You might need to contact your IT administrator if you cannot install an add-in.
Transition from the Legacy Office Plugin to this new application
As the Legacy Office Plugin doesn’t store any data (it’s just a bridge between Outlook and HighQ/Legal Tracker), the transition to the new one will be very smooth. There isn’t a need to save some specific data. It’s mostly a matter of uninstalling the old one and installing the new one through the process described above.
Log in for the first time
Open the application from the integrations bar and select Connect account.
Grant access for the add-in and its features to Microsoft Outlook and Microsoft Graph APIs. Select Allow.
Connect to your Thomson Reuters HighQ account
You must connect the add-in with one or both of your HighQ or Legal Tracker accounts.
If you log in with a browser, you must allow browser pop ups to log in to HighQ or Legal Tracker.
Click Connect account in the add-in panel.
Select the HighQ or Legal Tracker tab in the Account section.
HighQ tab
Enter the address of your HighQ instance and click Connect. If you are logged in, you see a confirmation message:
If you are not logged in to HighQ, please log in when requested.
Click Save to exit.
Your account is now connected:
Legal Tracker tab
Enter the address of your Legal Tracker instance and click Connect. If you are logged in, you see a connection message:
If you are not logged in to Legal Tracker, please log in when requested.
Click Save to exit.
Your account is now connected.
Pin the add-in panel to Outlook
Click the 'Pin' icon (next to the add-in name) to keep the panel open while you use Outlook:
The contents of the add-in panel vary according to the accounts you have connected.
Turn on AI features in HighQ settings
If you have subscribed to AI features, a HighQ admin can enable them in HighQ System admin > System settings > Thomson Reuters Outlook Integration:
Select Standard & AI features Enabled in the first drop-down to enable AI features in the Outlook add-on.
If you do not see this option and have subscribed to the AI features, then please contact our support team.
Add download link
You can add a download link to the add-on to the profile dropdown menu for HighQ users. This provides a link to the M365 marketplace where the add-on will be available for installation on Outlook.
Security
FAQs
What is an M365 Add-in?
A Microsoft 365 add-in is a software extension or application that adds extra features or functionalities to Microsoft 365 applications, such as Word, Excel, PowerPoint, Outlook, and others. These add-ins are designed to enhance productivity, streamline workflows, or integrate external services directly into Microsoft 365 apps.
This specific Thomson Reuters Add-in has been built for Microsoft Outlook.
Limit Collection Principle: Does the system only collect/create the minimum amount of data needed?
Yes, we only collect the minimum data that is required to run the features of the application and deliver a great user experience. Users are always in control as they can easily turn off the features and adjust the application settings.
The application is used to transfer data from Outlook to HighQ and Legal Tracker, we don’t aim to collect any personal data. Data collection only happens when features must have it to run and thus to provide clear benefits to final users.
Do systems implement safeguards when storing and transferring data? What are the security controls in place?
- We encrypt personal and sensitive data using cryptography algorithms before storing it.
- We use secure APIs to pass the data between client and server (Thomson Reuters HighQ APIs).
- We rely on HighQ & Legal Tracker access tokens to identify the permissions for users to perform various actions on the main platform.
- Our application has a gateway through which all requests will be filtered for malicious requests.
In short, we use encryption of data at rest and in transit, our production environment is locked down with access only to authorized support and operations staff, and all resources have restricted access managed by our firewall and application gateway.
Why is Microsoft Graph required?
We use Microsoft Graph REST APIs to save emails and attachments from Outlook to HighQ and Legal Tracker platforms. Microsoft Graph adheres to the security and compliance standards of Microsoft 365, ensuring that data interactions are secure and comply with organizational policies.
The user’s consent to grant access is gathered at the first launch of the application.
This table shows required Microsoft Graph access permissions; usually managed via Microsoft Entra:
Is my data stored in other regions?
We have dedicated servers in the regions where this application will be deployed and thus the data won’t be saved in different regions. The data will remain saved in your own region.
The data could be temporarily sent to another region to consume specific services or resources such as Federated Search functionality and Open AI services but won’t be stored there.
Is it safe to use AI features?
Thomson Reuters' position on the security of Al includes a multi-faceted approach to protecting traditional as well as generative Al models integrated as features within our product portfolio.
Artificial Intelligence (AI) at Thomson Reuters Thomson Reuters has a long history of innovation in the Artificial Intelligence (AI) space as far back as 1975. Our position on the security of Al includes a multi-faceted approach to protecting traditional as well as generative Al model(s) integrated as features within our product portfolio. Our approach aligns with multiple regulatory and best practice frameworks, as well as following Thomson Reuters' Data and Al Ethics Principles
- Thomson Reuters' use of data and Al are informed by our Trust Principles. 2. Thomson Reuters will strive to partner with individuals and organizations who share similar ethical approaches to our own regarding the use of data, content, and Al.
- Thomson Reuters will prioritize security and privacy in our use of data throughout the design, development, and deployment of our data and Al products and services.
- Thomson Reuters will strive to maintain meaningful human involvement, and design, develop and deploy Al products and services and use data in a manner that treats people fairly.
- Thomson Reuters aims to use data and to design, develop and deploy Al products and services that are reliable, consistent and empower socially responsible decisions.
- Thomson Reuters will implement and maintain appropriate accountability measures for our use of data and our Al products and services.
- Thomson Reuters will implement practices intended to make the use of data and Al in our products and services understandable.
- Thomson Reuters will use employee data to ensure a safe and inclusive work environment and to ensure employee compliance with regulations and company policies.
Note: Users remain in total control of the AI features; they can disable them at any time.
How are LLMs used at TR?
Our use of Large Language Modules (LLMs) is governed by Thomson Reuters' principles, frameworks, policies, and standards. We maintain governance policies and standards designed to minimize the use of sensitive data in Al models, with escalated reviews by a Model Ethics Committee within Thomson Reuters that evaluates the use of sensitive data within an LLM. Thomson Reuters has also built an internal LLM and Al solution for internal utilization and is actively driving employees to use the internal application for product development.
More details are available at https://www.thomsonreuters.com/content/dam/ewp-m/documents/thomsonreuters/en/pdf/information-security/thomson-reuters-ai-security-governance-whitepaper.pdf
Which AI Service is used? Is my data saved or used for learning by this service provider?
This application uses our own AI model developed via Open AI for Microsoft Azure. This is a safe and monitored environment. Please find below a few principles which Microsoft follows for its Azure OpenAI environment:
Your prompts (inputs) and completions (outputs), your embeddings, and your training data:
- are NOT available to other customers.
- are NOT available to OpenAI.
- are NOT used to improve OpenAI models.
- are NOT used to improve any Microsoft or 3rd party products or services.
- are NOT used for automatically improving Azure OpenAI models for your use in your resource (The models are stateless, unless you explicitly fine-tune models with your training data).
More details: https://learn.microsoft.com/en-us/legal/cognitive-services/openai/data-privacy
Penetration testing and certifications
Our application was successfully penetration tested in March 2024. The certificate is available here [link pending].
We follow the Microsoft Privacy and Security for Office Add-ins requirements.
Architecture overviews
Installation or deployment
Architecture of the Add-in
