cloudHQ has also gained popularity with lawyers. Lawyers need to keep their team working on particular case abreast with the latest information and ensure that everyone has the same information and keep the whole process paperless at the same time! cloudHQ does it for them extremely smoothly. It helps to organize emails within a team case by case and also can keep the information about closed cases. When the information about an ongoing or closed case has to be shared with a new lawyer on the team, the label can directly be shared without missing any important emails and without having to spend time over organizing and collecting the emails.
We suggest to organize your emails into two email labels:
- ACTIVE CASES
- ARCHIVED CASES
Optionally, you can create the ASSIGNED top-level label to track which team member is presently managing a specific case.
For each of your cases, it is recommended to create sub-labels under the ACTIVE CASES and ARCHIVED CASES categories. This will give your label structure an organized appearance, as shown below:
|-- ACTIVE CASES | | | |-- Case 2108959 - Jhon Doe | |-- Case 2108310 - Alice Doe | |-- Case 2338310 - Pancho Villa | |-- | |-- ARCHIVED CASES | | | |-- Case 2123434 - Nina Machari | |-- Case 2108410 - David Wood | |-- Case 2333320 - Kristie Salavan | |-- ...
Now, you need just share labels ACTIVE CASES and ARCHIVED CASES with your team and viola: everyone has access to the same information and of all the conversations taking place on the email threads.
Once the case is closed the sub-label belonging to the case can be shifted under label ARCHIVED CASES and then you have a history you can refer back to you, but at the same time does not clutter up your inbox and can be shared with anyone else in future in case it needs to be referred back to.
And when you get a new case just create a sub-label under ACTIVE CASES and all team members will see that new sub-label.
The “ASSIGNED” label is discretionary and can be implemented to manage which team member is currently handling specific case. The sub-label for this will be a roster of your team members:
|-- ASSIGNED | | | |-- bob@ | |-- naomi@ | |-- jesica@ | |-- | |-- unassigned
When a team member, such as ‘bob@’, begins to work on a specific email message, they can assign that email with the label ‘ASSIGNED/bob@’. This is in addition to the case-specific label like ACTIVE CASES/Case 2108310 – Alice Doe. As a result, the email will carry two labels:
ASSIGNED/bob@ ACTIVE CASES/Case 2108310 - Alice Doe
To reassign an email from ‘bob@’ to ‘naomi@’, simply remove the ‘ASSIGNED/bob@’ label and apply the ‘ASSIGNED/naomi@’ label instead.
For configuring sharing within your team, please follow the instructions provided here.