Please note that Thomson Reuters Legal Task Manager is pending release on appsource.microsoft.com. Please check the store before you continue.
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 features
Set-up iSheet associations
As a HighQ admin of the organization, you can set up iSheet Associations in the add-in settings. You can map your matter management iSheets to easily create new matters directly from Outlook.
Click Add iSheet Mapping to create a new mapping.
If you are not an admin user, you can view and select a mapping but you cannot edit it.
You can add up to eight mappings, however, you can only create one association per iSheet. The following message appears if an association already exists:
1. Select your Site and iSheet
Select your site and an iSheet from the site to start mapping.
The add-in currently does not support User Lookup or Calculation columns.
The same User permissions to Sites and iSheets used in HighQ apply with you use the Outlook Add-in.
2. Select your iSheet fields
iSheet mandatory columns from the selected iSheet are shown in a table.
These columns are all required to create a record; you cannot remove these lines from the table.
Click Add to select additional columns. You can list a total of 12 columns in this window.
Selected columns keep the column format from iSheets (dropdown, single-line text, etc.)
Mapping supports a maximum of 12 columns (both mandatory and optional). If your iSheet has more than 12 mandatory columns, we recommend you reduce the number of mandatory fields.
An error message is displayed if the selected iSheet has more than 12 mandatory columns.
3. Map columns
You can now match each selected column with the most appropriate value in the Equivalent fields menu.
Select the most appropriate available value; this should match your iSheet column as closely as possible. If you can’t find a matching field, select Other from the bottom of the dropdown menu.
This information helps to increase precision when the add-in eidentifies and xtracts information from an email.
4. Enable AI Extraction
If you have subscribed to the add-in AI features you can use them in your matter intake process. Choose the values that you want to extract with the AI service and click the AI extraction checkbox for each row.
If the row is not selected, then the add-in either leaves the column empty or uses the default value (if provided in the Set default value field, below).
5. Set a default value
The default value is used if AI Extraction is not selected, or the AI extraction does not return any relevant data.
For example, you might want to set a default value if you know that this specific column is often filled (more than 50% of the time) with the same value. If the AI extraction does not find this information, then the correct value is usually already present and does not need to be changed, saving time.
6. Add additional context to facilitate the AI extraction
Additional AI prompts are used if AI Extraction is selected. For each field, this information is used as additional context to increase the precision of AI extraction.
This is an optional field that needs careful consideration for the best results. For instance, you can use it to define some acronyms or data that are specific to your business and not understood by the untrained AI service.
As an example, if the acronym “AAA” means “Africa, Asia and America” in your company, add an additional AI prompt such as “AAA means Africa, Asia and America” to help the AI model to idenfify this value.
7. Save the mapping
After you have checked the iSheet mapping table, click Save mapping to save that mapping and return to the main screen.
If you want to temporarily pause the creation of the iSheet mapping, you can save a draft and edit it later.
If the mapping is incomplete, click Save a draft to create the draft, When the mapping is complete, this button is replaced with Save Mapping.
Manage your mappings
If you create more than one mapping, select the default mapping for incoming emails in iSheet Associations settings. The default mapping is used to create new matters in the add-in. You can switch from one mapping to another at any time.
An admin can edit and create mappings from the iSheet Associations settings screen.
Users without admin access are able to view the mappings and change their default mapping, they cannot edit or create mappings.
iSheet Associations in Settings
Admin view:
User view:
Create a matter - from an email or manually
The Outlook Add-in can effortlessly create new matters (as HighQ iSheet records or Legal Tracker matters) directly from Outlook.
You can either manually enter your matter information or use the 'Extract Information' AI feature.
If you use HighQ to manage you matters, you must first configure iSheet associations.
Create a matter using AI
The 'Extract information' feature helps you streamline your matter intake process by intelligently extracting the most important information from an email legal request and mapping it to your legal request records.
Select the email that contains an intake request open the add-in and select Extract information:
An intake request card is created, and you can choose to create a matter on HighQ and Legal Tracker.
HighQ permissions
If you don’t have permission to create a matter on HighQ, you can still send a standard Intake Request.
Legal Tracker permissions
The matter creation feature is accessible to users with the matter creator role, or higher, in Legal Tracker. The process is streamlined as input is required for just five fields:Short Matter Name, Full Name/Parties Involved, Matter Description, Currency, and optionally, Matter ID. Mandatory fields are automatically filled with values sourced from the add-in defaults. Users with permission can later edit those values in the Legal Tracker platform.
Click Intake Action and select your preferred service to create a matter and access the matter information extracted from the email.
Matter details are extracted from the email and shown in the app panel:
Click the edit pen in the top-right corner to edit the extracted matter details:
If the email does not contain all the information you need, you can automatically create an email request for the missing information.
When the matter details are finalised, select Create Matter. This validates the matter creation and the matter is created on HighQ or Legal Tracker, based on your initial selection.
Keep in mind that the rules configured for your HighQ iSheet or Legal Tracker fields or columns apply here. This includes field formats, mandatory columns and optional fields.
A green tick is displayed if the field matches requirements: .
If the field does not match requirements, then an error message is displayed, such as:
Please add or adjust text so the content matches the requirements.
A confirmation screen opens. Click Go to matter to open the matter in Legal Tracker or HighQ; click Back to Home to leave the matter creation panel.
Missing information
If some mandatory information is missing from your request, you can get more information to gather the additional details needed to create your matter.
Click Email requester for more info to automatically draft an email request for the missing information:
A draft email is automatically created, based on the missing mandatory information.
Only the mandatory details needed to create a matter are requested in the drafted email reply. You can add requests for optional fields, but these aren’t automatically included.
You can edit the reply but try to keep it structured and use appropriate key words so that the legal requestor can efficiently reply to you. The add-in can then extract the missing information from the new reply.
Once it is ready, send your email reply to the requester.
When you receive a new reply from the requester with the missing information, the following card appears:
Click Extract info with CoCounsel to extract the previously missing information and complete your matter creation. If some information is still missing, you can repeat the process until the add-in has all the information that it needs.
Create a matter manually
Click on the following cards to create a matter without using the AI Extraction feature:
The fields are the same as described above, but the card is empty; you can manually complete all the fields to create your matter.
The rest of the matter creation process is the same as described in Create a matter using AI.
Send an intake request to Legal Tracker
You can send matter intake requests directly to Legal Tracker from the Outlook add-in. This is an option for all Legal Tracker users, regardless of system role, This feature simplifies the intake process as it only requires you to submit a short matter name to initiate the request.
Select Send intake request from the add-in panel:
Enter an appropriate Short matter name and select the Keep requestor updated checkbox if you want to keep the initial requestor (the author of the email) informed. If selected, the requestor receives an email regarding the status of the request. Click Send request to send the request for review (see below).
The matter is not created immediately, as the request is routed to Legal Tracker Matter creators for review. A Matters creator can either create a matter, request more information, or reject the request.
Save the email when creating a matter
When you create a matter, select Upload email and attachments to save the email and attachments linked with the matter so that all matter information is consolidated in the same location.
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.
