Email Ingestion

Forward emails to your matter and have them - and their attachments - automatically ingested and searchable

Every matter gets a unique email address. Forward any email to it - a client’s message, a vendor inquiry, a counterparty’s response, a regulatory notice - and the email plus its attachments are automatically ingested, indexed, and searchable across the matter.

When To Use It

• Pulling email correspondence into the matter file without manual upload
• Capturing incoming requests (data subject requests, subpoena receipts, vendor inquiries) for analysis
• Building a complete matter record that includes the email thread, not just the documents
• Letting a paralegal forward case-relevant emails without giving them upload access to every matter
• Aggregating documents from multiple email threads into a single searchable matter

Setting Up Email Forwarding

1. Open the matter

   Open the matter in your dashboard and go to Settings -> Email Ingestion.

2. Copy the matter address

   Copy the unique address (something like [e-mail]). Save it to your address book so forwarding is one click.

3. Forward an email

   From your email client, forward (or BCC) a message to the matter address.

4. Confirm ingestion

   Within a minute or two, the message and any attachments appear in the matter document list, ready to chat with.

Each Matter Has Its Own Address

When you create a matter, the system generates a unique email address for it - something like [e-mail]. This address only ingests into that specific matter; emails to one matter’s address cannot end up in another matter.

You can find the matter’s email address on the matter settings page. Copy it to your address book so it is one click to forward.

Treat the matter email address as confidential. Anyone who can send mail to it and is on the authorized sender list can drop documents into the matter. Do not paste it into public channels or out-of-office replies.

What Gets Ingested

When you forward an email to the matter address:

Item	How It’s Handled
The email body	Ingested as a searchable document, dated by send time
Attachments	Each attachment ingested as a separate searchable document
Sender and recipient	Captured as metadata
Subject line	Captured as document title
Date	Used for chronology and timeline features
Thread context	If multiple emails in the thread are forwarded, they are linked together

Sender Verification

Only emails from authorized senders are ingested:

• The matter creator and matter members
• Email addresses on the matter’s authorized list
• Any address you add manually to the allow list

Emails from unauthorized senders are quarantined and visible in the matter settings - you can review and approve them individually, or add the sender to the allow list.

Quarantine is a privacy safeguard, not a spam filter. Anything sitting in quarantine is still visible to people with access to the matter settings. Approve or delete quarantined messages promptly so privileged data is not parked in a holding area.

Multiple Ways To Forward

• Forward - Standard forward; the original message becomes a new document in the matter
• BCC the matter address - Original recipients do not see the address; useful for outgoing client communications
• Reply-to-ingest - When you receive an email related to a matter, reply with the matter address as the only recipient to capture just the reply

Attachment Processing

Attachments go through the standard ingestion pipeline:

• All supported file formats are processed
• OCR runs on image-based attachments
• Archive files (ZIP, TAR) are extracted and each file ingested separately
• Each attachment is available for any analysis tool

If an attachment fails to process (corrupted, password-protected, oversized), the system logs the failure and notifies you on the matter document list.

Use Cases

Client Intake

Forward the client’s intake email and all initial documents to the new matter. The matter starts pre-populated with the relevant context.

Discovery Production

Receive a discovery production by email and forward to the matter. The production documents are ingested individually and searchable, with the original cover email preserved for the chain of custody.

Vendor Inquiries

Forward incoming vendor compliance questionnaires to the matter address. The inquiry plus any attached drafts become part of the matter; run Canned Responses on the ingested email to generate a reply.

Regulatory Notices

Forward regulatory correspondence (subpoenas, audit notices, breach notifications) to the matter for analysis. Pair with the Statutes & Regulations lookup to understand the obligations.

Tips

Add the matter address to your contacts. Forwarding becomes a one-click action and you stop mistyping the address.

Use BCC for outgoing email. It captures your own correspondence to the matter without changing what the recipient sees.

Set up a rule in your email client. For client matters with high email volume, an auto-forward rule keyed to the client’s domain keeps the matter file complete without manual work.

Forward inbound subpoenas and regulatory notices. Pair with the Statutes & Regulations lookup to draft a response with the obligations already on the page.

Related

Matters & Workspaces

The matter that owns the email address.

File Formats

How attachments are processed.

Drive Import

Pull documents from Google Drive instead of email.