The email will be in the following format:
Once you have received this email address, you can use it to save emails and their attachments to cases within your Equinox account.
TABLE OF CONTENTS
- How to use your docs.workanyware email address
- Viewing documents emailed to your Equinox account
- When to use your @docs.workanyware email address
How to use your docs.workanyware email address
The steps below outline how to format an email so that it will be saved to Equinox correctly using your @docs.workanyware email address:
Bcc the email address into an email (<orgref>@docs.workanyware.co.uk)
Find the case code you would like the email to be saved to in Equinox
In the subject of the email, include the case code between pipe characters “|”., e.g., |P20017GB|
Note: On a UK keyboard the pipe character is [Shift] + [Backslash ]
Adjust the date of a document and attachments, if necessary, by entering the date in the following format within the email subject line #yyyy-mm-dd#
If you do not enter a date, the email and attachments will be saved to Equinox with the date you send it to Equinox.
Note: We do not advise using '#' characters for any other purpose in your email subjects as this can result in the email being saved to Equinox with no date. Please see our article on ''.
Send the email
If there are any errors (e.g., an incorrect case code or format), you will receive a bounce back email to tell that the email could not be saved to your Equinox account. A bounce back email will only be sent to email addresses who are linked to Equinox user accounts.
Note: We recommend Bcc’ing your @docs.workanyware email address into emails so that it's hidden from any email recipients. This is because any emails sent to your @docs.workanyware email address will be saved to your Equinox account if the email subject contains the case code in the correct format.
Viewing documents emailed to your Equinox account
Once an email has been sent successfully to your docs.workanyware email address, you can view the email and its attachments within Equinox.
Open the case the email was saved to
Click on the ‘Documents’ tab
Equinox saves the email and attachments with the following details:
| Document Field | Details |
|---|---|
| Icon | Message/Letter |
| Format | Email - eml file Attachments – retain their file extension (docx, xls, rtf etc.) |
| Document Title | Email subject - There is an extra icon next to the document Title to indicate if the document is the original email or an attachment: Original Email file Email Attachment |
| Date | The date the email was sent to Equinox or the date specified in the email subject. |
| Published Status | The dropdown menu contains the following options: Draft - Draft (sendable) - Finalised - Received |
| Hidden from Client Access | Yes (Locked)/No |
| Filing Status | To be filed/filed |
| Date | The date the email was sent to Equinox or the date specified in the email subject. |
| Notes | You can enter any additional notes relating to this email. |
| Folder | You can choose which, if any, to assign the email to. |
| Attention of | Set which named member of staff the email is for the attention of |
| Status | Class the email and its attachment(s) as either Unread, Outstanding or Complete |
| To | The address the email was sent to - Equinox sets this automatically |
| From | The address the email was sent from - Equinox sets this automatically |
Note: When viewing the emails and attachment details within Equinox, there will be a note to indicate that the document was saved via email and which email address sent the documents to Equinox.
When to use your @docs.workanyware email address
The table below outlines some scenarios in which you'll want to save documents to Equinox via the @docs.workanyware email address:
| Scenario | Description |
|---|---|
| Outgoing emails | Simultaneously send an email to a recipient (e.g., a client) and Equinox to keep a record of sent correspondence. |
| Forward incoming emails | Forward emails received (e.g., from a client) to Equinox for future reference. |
| Forward documents by email using local software | Some software lets users open a document as an email (e.g., Microsoft Office applications, File > Share > Email). Forward the documents to Equinox for future reference/editing. |
| Forward documents that have been generated as emails using the Equinox Microsoft Plugin | The Equinox Microsoft plugin lets users open a document as an email in Outlook. Click on Equinox > Email Inline/Email as Attachment to generate the email. Forward the documents to Equinox. If you have opened the document from Equinox via the plugin, the email subject will automatically be formatted to save the document to the correct case. |