Best practice: how law firms use Save Emails to Google Drive

  1. Introduction
  2. How cloudHQ Save Emails to Google Drive Works
  3. Real World Use Case
  4. Suggested Setup

Introduction

cloudHQ Save Emails to Google Drive has become a popular system among lawyers and people who work in the legal field. This tool offers an easy way to organize email messages and store them safely in Google Drive.

In other words, cloudHQ Save Emails to Google Drive will ensure that all your email messages related to your cases are automatically saved to Google Drive in appropriate folders. cloudHQ Save Emails to Google Drive will monitor your labels, and as soon as an email is classified, it will be automatically saved to Google Drive.

How cloudHQ Save Emails to Google Drive Works

cloudHQ Save Emails to Google Drive helps you keep your work emails in order by automatically saving emails to folders in your Google Drive. The tool watches your Gmail labels. When you assign a label to a message, the email is saved to the Google Drive folder you have chosen. This process is automatic and does not require you to download or move emails manually.

Real World Use Case

For example, a lawyer working on several different cases can create a Gmail label with sub-labels for each client or case number. When they receive an email about a specific client or case, they can label the email with the sub-label. cloudHQ Save Emails to Google Drive will automatically copy the message, along with attachments, to the correct Google Drive folder for that client. This saves time, reduces manual work, and helps ensure that all important documents are available if they need to review information or share files with others.

Suggested Setup

We suggest organizing your emails into two email labels:

  1. ACTIVE CASES
  2. ARCHIVED CASES

Then, you should create sub-labels under ACTIVE CASES and ARCHIVED CASES. Your label structure will look like this:

  

 |-- ACTIVE CASES
 |    |
 |    |-- Case 2108959 - John Doe
 |    |-- Case 2108310 - Alice Doe
 |    |-- Case 2338310 - Pancho Villa
 |    |-- 
 | 
 |-- ARCHIVED CASES
 |    |
 |    |-- Case 2123434 - Nina Machari
 |    |-- Case 2108410 - David Wood
 |    |-- Case 2333320 - Kristie Salavan
 |    |-- ...

On the Google Drive side, you also need to create two folders: ACTIVE CASES and ARCHIVED CASES.

Then you have to set up two autosaves:

  1. Gmail label ACTIVE CASES to Google Drive folder ACTIVE CASES
  2. Gmail label ARCHIVED CASES to Google Drive folder ARCHIVED CASES

The instructions on how to set up automatic saving of labels are here: How to save all emails in a label (and sublabels) to Google Drive.

With the above setup, the emails will automatically be saved to Google Drive as soon as email messages are added to any of the “ACTIVE CASES” sub-labels. For example, if an email message is regarding case Case 2108959 – John Doe and you label the email with label Active Cases/Case 2108959 – John Doe, then cloudHQ will automatically save that email to Google Drive.

In other words, an email will be saved as soon as it is classified.