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.
Installation and security
Please see Thomson Reuters Legal Task Manager - Installation and Security for information on how to install or deploy the add-in.
The Installation and Security article includes answers to Security FAQs.
Log in for the first time
Please see here if you have not yet logged in and connected your HighQ or Legal Tracker accounts.
For convenience, you should pin the add-in panel to Outlook.
The contents of the add-in panel vary according to the accounts you have connected.
Matter management
The Thomson Reuters Legal Task Manager can efficiently extract information from emails to manage legal requests.
See Matter management for more information.
Save an email and/or attachments to HighQ
You can save emails to HighQ, and choose if any attachments in those emails are also saved in the same location.
Select one or more emails to save, then click the add-in icon on the right-hand toolbar.
Select Upload Email and Attachments:
The contents of the add-in panel vary according to the accounts you have connected.
Check you have selected the correct email.
If you want to also upload any replies to this email, select Auto-upload replies.
If the subject of the email is not clear, is a duplicate, or needs more information, click Rename to adjust the text.
If you want to also upload replies as part of a complete discussion, select Auto-upload replies. See Save complete email discussions to HighQ for more information.
Select Continue.
If the email is already saved in HighQ, a message is displayed; select Save conversation to save the email as a new item.
Find the location on your site to save the email and any attachments.
Select the Favorites tab to see folders saved as favorites on your site, select Browse to navigate to a folder or select Search to enter a search term.
User permissions from HighQ are applied to the list of sites and folders in the add-in. You must have access to files and folders in HighQ to also access them in the add-in.
The list of Favorites and Recent folders and sites are taken from HighQ. I.e. If you favorite something in HighQ then it is shown as a favorite in the add-in.
Enter text in the Filter box to find folders in the current view, or click the filter button to select metadata or tags.
You can create a new folder in a selected location. Click Add folder and enter the folder name:
After you have selected the folder or folders, click Upload to save the email.
You can select more than one folder, even on different sites, to save multiple copies of the selected emails and attachments.
If a lock is displayed next to a site when saving emails or attachments (see below next to the 'A Africa Legal Network' site), it means the site isn't supported due to specific restrictions or features enabled on the site.
This includes:
- T&Cs enabled
- Workflow approvals enabled
- 2FA is enabled
- Password Protected site
- IP restricted site
- Check-in / Check-out statuses
One-click upload
As you upload more emails, the add-in predicts where you often save emails and attachments.
The One-click upload panel suggests a location, taken from your previous interactions with similar emails:
Click Quick upload to file the email immediately, or select Manual upload to choose another location.
Labels
Labels are added to emails in the Outlook window to show their status with the add-in.
Emails that have been saved are shown with an Email filed label.
Email discussions that have been saved are shown with a Conversation Enabled label:
It does not affect the email or discussion filling if you remove the label.
Save an email and/or attachments to Legal Tracker
You can save any email to Legal Tracker; any attachments in that email can also be saved in the same location.
Select one or more emails to save, then click the add-in icon on the right-hand toolbar.
Select Upload Email and Attachments:
The contents of the add-in panel vary according to the accounts you have connected.
Check you have selected the correct email.
If the subject of the email is not clear, is a duplicate, or needs more information, click Rename to adjust the text.
Select Continue.
Find a matter for the selected items.
Select a tab to help find a matter; Open matters, Recent matters and Favorite matters.
The list of Favourites and Recent folders and sites are synced with Legal Tracker. I.e. If you favourite an item in Legal Tracker, then it is shown as a favourite in the add-in.
To help find a matter, select Search to enter a search term and use a filter to filter the list.
User permissions from Legal Tracker are applied to the list of matters and folders in the add-in. You must have access to matters and folders in Legal Tracker to also access them in the add-in.
Select a matter. if there are folders for that matter, you can select individual folders.
If required, you can select more than one matter or folder; a separate copy of the selected emails and attachments is saved in each location.
Select the appropriate matters or folders and then set security for the uploaded items in Access security:
Click Upload to save the email and selected attachments.
After they are uploaded, the documents are saved and available in the Legal Tracker service.
Save complete email discussions to HighQ
You can save entire email discussions to HighQ with the Auto-upload replies toggle.
After having clicked on the “Upload Email and Attachments” Card, select the Auto-upload replies toggle in the bottom right corner of the window:
When the switch toggle is turned “ON”, the add-in not only saves the selected emails but also future replies to the same email thread. This allows you to make sure that the latest emails in the discussion are always saved to HighQ without manually uploading them.
Discussions are not synced instantly, replies are checked at a regular interval (every 30 to 60 minutes) even if your device is off and Outlook is not active.
The sync process only stops if you log out of the Outlook Add-in or if you stop the email filling for the email discussion.
A new version is added to HighQ when the conversation is synced with at least one new email added to the discussion thread.
Upload and share folders and documents
You can create dynamic sharing links to HighQ files and folders so that the recipients of your email can simply click on the sharing link to get access to your content.
When you compose an email, click the Apps icon to find the add-in.
If your content has already been uploaded to HighQ:
Select Share HighQ Collaborate links via Email.
Browse your HighQ sites and folders to select the HighQ content you want to share. You can select and share multiple documents and folders.
Select the content, then click Continue. The Define Security Options window opens:
Select appropriate security options, then click Share link(s) in email.
A sharable link is generated and added to the email body.
Repeat the process to add multiple links to the same email.
Continue to create your email and then send it with the dynamic links when ready.
If your content hasn’t already been uploaded to HighQ:
Select Upload to HighQ Collaborate and share.
Drag files to the window or click Browse to find and upload the documents of your choice.
Then click Continue to select the HighQ location to save these documents.
Select the location or locations and click Upload to HighQ.
A summary window opens:
Click Close if you only want to upload the documents to HighQ.You can create a sharing link later.
After you upload your documents to HighQ click Share link(s) in email .
Site file sharing options appear so that you can adjust user access permissions for your content.
Select appropriate security options, then click Share link(s) in email.
A sharable link is generated and added to the email body.
Repeat the process to add multiple links to the same email.
Continue to create your email and then send it with the dynamic links when ready.
Settings
Click the settings icon to open settings:
General
Matter management settings
- Activate Intelligent Intake features: - Enable or disable the AI Extract Information intake feature. If the box is checked, then you’ll be able to use this functionality. If the box is unchecked, then the Extract Information button is hidden and the feature is disabled.
- Always ask for confirmation before scanning emails - If this is selected, confirmation is needed before you extract the information from an email request. A pop-up appears to confirm if you need to extract information from the email. This provides an extra layer of security if emails can contain sensitive information.
- Suggest relevant actions - Enable or disable suggested actions. The application can dynamically suggest actions based on your previous use of the add-in.
- Where do you want to create your matter by default - Select a default location for created matters when information is extracted with the AI feature. This does not change the options in the add-in, which allows you to create matters manually.
- Ask me every time my preferred location to create a matter - If this is selected then you are always prompted to select HighQ or Legal Tracker when you create a matter with the AI feature. If it is not selected, you can only create a matter on the platform that is selected by default (HighQ or Legal Tracker).
HighQ
iSheet associations
Please see iSheet Associations.
Sharing options
You can adjust the default sharing options for your content in the Sharing options menu.
There are two sections, one for your own files and sites and another for any other files and sites (i.e. not created or owned by you). When you share files from your site or My Files the add-in follows your My File sharing settings. When you share a file from any other site, the add-in follows site file-sharing settings
- Show dialog when sharing - If this is selected, current share settings are displayed before the link is generated. This allows you to verify and change settings if HighQ settings are not appropriate. If not selected, you are not asked to verify the share settings and the add-in follows the default settings for sharing files to generate links.
Legal Tracker
Save email preferences
In the Legal Tracker section under Preferences, the Save Email and Attachments allows you to define default values for two key fields: Folder and Access Security.
You can modify the folder selection during the Upload Emails and Attachments process; click the matter hyperlink to change the folder before you upload the email.
You can modify access security during the Upload Emails and Attachments process; choose an option from the Access security menu in the Choose Matter window.
Create matter preferences
Preferences for Matter creation are managed in Legal Tracker. To set values in the Outlook add-in select Open Settings in Legal Tracker, then open the User Profile section in Outlook Add-in Defaults.
Ensure all settings are configured correctly in Legal Tracker then return to the Outlook add-in and click Sync with Legal Tracker to synchronize all changes.
Click Save to keep the synced values.
This ensures seamless integration and consistency between the two platforms.
