Lextiff provides an integrated email management system that allows legal professionals to send, receive, and manage case-related emails directly within the platform using their own email accounts.
With Lextiff's email integration, users can connect their existing Gmail, Outlook, or other supported email accounts through SMTP and IMAP configurations. Once connected and tested, users can communicate with clients, insurance companies, hospitals, opposing counsel, and other parties directly from their case workspace.
Unlike traditional shared inbox systems, Lextiff follows a user-centric and case-centric email architecture. Each user's connected mailbox remains private to that individual, while their case-related email correspondence is organized within the relevant case records.
This ensures that legal professionals can manage case communications efficiently without compromising individual email privacy.
1. How Lextiff Email Integration Works
Lextiff connects to your existing email provider through two standard email protocols:
SMTP (Simple Mail Transfer Protocol): Enables users to send outgoing emails directly through their connected email account.
IMAP (Internet Message Access Protocol): Enables Lextiff to access and retrieve incoming emails from the connected mailbox.
By configuring both protocols, users can manage case-related email communication directly within Lextiff without constantly switching between their email provider and case management workspace.
Key Features
Individual Email Account Integration
Every user can connect their own email account using their respective SMTP and IMAP credentials.
Case-Centric Email Management
Send and manage correspondence directly from individual case records, keeping relevant communication accessible within the appropriate case workspace.
User-Level Email Privacy
Each user's connected mailbox and email correspondence remain private to that user. Other users cannot access another team member's emails, even when they are working on the same case.
Direct Email Communication
Send emails to clients, insurance adjusters, medical providers, opposing counsel, and other case-related contacts using your own email address.
Centralized Case Correspondence
Keep case-related email conversations organized within the corresponding case's Email section.
Email Attachments
View email attachments and add relevant files to the case's Documents section using the available Add to Documents functionality.
2. Connecting Your Email Account
Each Lextiff user can configure their email connection through their personal settings.
Step-by-Step Configuration
Log in to your Lextiff account.
Navigate to Settings from the application menu.
Under the Personal section, select Email Connection.
Enable the Case Email option.
Enter your outgoing SMTP configuration.
Enter your incoming IMAP configuration.
Configure your sender display name.
Test both outgoing and incoming email connections.
Click Save Email Connection to save your settings.
Both SMTP and IMAP configurations must be completed and successfully tested before the email connection can be used.
2.1 Outgoing Email Configuration (SMTP)
SMTP settings allow Lextiff to send emails through your connected email account.
The following fields are available:
| Field | Description |
|---|---|
| SMTP Host | Outgoing mail server address provided by your email provider. |
| Port | SMTP communication port. |
| Encryption | Connection encryption method, such as TLS or SSL, as supported by your provider. |
| SMTP Username / From Address | Your email address used for authentication and outgoing correspondence. |
| SMTP Password / App Password | Password or application-specific password required by your email provider. |
After entering the required details, click Send Test Email to verify that your outgoing email configuration is working correctly.
2.2 Incoming Email Configuration (IMAP)
IMAP settings allow Lextiff to retrieve incoming emails from your connected mailbox.
Configure the following fields:
| Field | Description |
|---|---|
| IMAP Host | Incoming mail server address provided by your email provider. |
| Port | IMAP communication port. |
| Encryption | Supported encryption method for the incoming connection. |
| IMAP Username | Your connected email account username, usually your email address. |
| IMAP Password / App Password | Password or application-specific password required for mailbox access. |
Once configured, click Test IMAP Login to verify that Lextiff can successfully connect to your mailbox.
2.3 Sender Display Name
The From Name field allows you to specify the name recipients will see when receiving emails from your Lextiff account.
For example:
Name: John Morgan
Email: john@morganlawfirm.com
Outgoing case emails will display the configured sender name and connected email address.
Important: Email Provider Requirements
Some email providers, including Gmail and Outlook, require an application-specific password or additional authentication configuration.
Your regular account password may not work for SMTP or IMAP authentication. Refer to your email provider's instructions for enabling the required access.
3. User-Centric Email Privacy
One of the fundamental principles of Lextiff's email integration is maintaining individual user privacy.
Lextiff follows a user-centric email access model, meaning that every team member manages their own connected mailbox and associated email correspondence.
How User-Level Email Privacy Works
Consider a law firm where two attorneys, John Morgan and Matt Morgan, are assigned to the same personal injury case.
Both attorneys may have access to the same case record. However, their email accounts and individual email correspondence remain separate.
For example:
John Morgan connects john@morganlawfirm.com.
Matt Morgan connects matt@morganlawfirm.com.
Both attorneys have access to the same client case.
When John sends or receives an email through his connected account, that email remains accessible to John within the case's Email section.
Matt cannot view John's email correspondence, and John cannot view Matt's email correspondence.
Access to the same case does not automatically grant access to another user's connected mailbox or email conversations.
This separation helps law firms maintain confidentiality, individual accountability, and control over professional correspondence.
User-Level Privacy Example
| Email Activity | John Morgan | Matt Morgan |
|---|---|---|
| John's connected mailbox | Accessible | Not accessible |
| Matt's connected mailbox | Not accessible | Accessible |
| Emails sent by John | Accessible to John | Not accessible |
| Emails sent by Matt | Not accessible | Accessible |
| Shared case record | Accessible (if authorized) | Accessible (if authorized) |
Each user retains control over their own email correspondence, independently of other users working on the same matter.
4. Case-Centric Email Management
Lextiff organizes email communication around individual case records, allowing legal professionals to manage correspondence within the context of their ongoing matters.
Each case includes a dedicated Email section where users can access their own case-related email conversations.
4.1 Accessing Case Emails
To access case-related email communication:
Navigate to Cases from the main application menu.
Open the relevant case.
Select Email from the case navigation panel.
View the available email conversations associated with your account and that case.
Select an email conversation to view its contents and attachments.
If your email account has not been connected and tested, Lextiff will display a notification prompting you to configure your email connection under Settings > Personal > Email Connection.
4.2 Sending a New Case Email
Users can initiate new email correspondence directly from the case workspace.
To send a new email:
Open the relevant case.
Navigate to the Email section.
Click + New Email.
Enter the recipient's email address.
Add the email subject.
Compose your message.
Attach relevant files if required.
Review the email and send it.
The email is sent through the user's connected email account, using their configured sender identity.
4.3 Viewing Email Conversations
The Email section provides an organized view of available case-related correspondence.
Users can:
Browse their available email conversations.
View email subjects and message previews.
Open individual conversations.
Read incoming and outgoing messages.
View available attachments.
Reply to existing conversations.
Add relevant email attachments to the case's Documents section.
This makes it easier to maintain case-related communication without navigating between multiple applications.
4.4 Managing Email Attachments
Email attachments can be reviewed directly within the case email interface.
Where supported, users can use the Add to Documents option beside an attachment to save the relevant file to the case's Documents section.
This is particularly useful for maintaining organized records of:
Medical records and reports.
Insurance correspondence.
Settlement documents.
Legal notices.
Demand packages.
Supporting evidence and case-related files.
5. Understanding the Difference Between User-Centric and Case-Centric Emails
Lextiff combines two important concepts:
User-Centric: Determines who owns and can access the connected mailbox and its email correspondence.
Case-Centric: Determines where relevant email communication is organized within the application.
These concepts work together to provide a structured communication environment.
For example, multiple attorneys may work on the same case, but each attorney's email correspondence remains isolated within their respective user account.
This means that the case record can be accessed by multiple authorized users without automatically exposing every user's private email communication.
6. Email Connection Status and Troubleshooting
Lextiff provides connection indicators to help users identify whether their outgoing and incoming email configurations are working correctly.
Common Connection Issues
SMTP Connection Failed
Possible causes include:
Incorrect SMTP host or port.
Incorrect username or password.
Invalid application-specific password.
Unsupported encryption configuration.
Restrictions imposed by the email provider.
IMAP Connection Failed
Possible causes include:
Incorrect IMAP host or port.
IMAP access disabled by the email provider.
Incorrect authentication credentials.
Account security restrictions.
Unsupported encryption configuration.
Unable to Send Case Emails
Check the following:
Ensure Case Email is enabled.
Verify that SMTP is successfully connected.
Confirm that your sender email address is configured correctly.
Check your email provider's authentication requirements.
Unable to Receive Incoming Emails
Check the following:
Verify that IMAP is successfully connected.
Confirm that the IMAP username and password are correct.
Ensure your email provider permits IMAP access.
Verify that the mailbox connection remains active.
If the issue persists, contact the Lextiff Support Team.
7. Benefits of Lextiff Email Integration
Lextiff's integrated email functionality is designed to make legal communication more organized, accessible, and privacy-conscious.
Key benefits include:
Individual Mailbox Ownership: Every user connects and manages their own email account.
User-Level Privacy: Other team members cannot access another user's email correspondence simply because they share access to a case.
Case-Centric Organization: Manage relevant email conversations directly within individual case records.
No Application Switching: Send, receive, and reply to case-related emails without leaving Lextiff.
Professional Communication: Send emails using your own business email address and configured sender name.
Document Management: Add relevant email attachments to case documents.
Improved Accountability: Keep individual correspondence associated with the respective user's account.
Frequently Asked Questions
1. Can I connect my personal or business email account to Lextiff?
Yes. You can connect your supported Gmail, Outlook, or other compatible email account using the required SMTP and IMAP settings.
2. Does every user need to configure their own email account?
Yes. Each user who wants to use the email integration must connect their own mailbox through their personal Email Connection settings.
3. Can another user see my emails if we are assigned to the same case?
No. Lextiff follows a user-centric email privacy model. Your connected mailbox and associated email correspondence are accessible to you and are not automatically shared with other users working on the same case.
4. If two attorneys work on the same case, can they see each other's email conversations?
No. Access to a shared case does not automatically provide access to another attorney's private email correspondence. Each user sees their own available case-related emails.
5. Can I send emails directly from a case record?
Yes. Open the case, navigate to its Email section, and click + New Email to compose and send correspondence through your connected email account.
6. Can I reply to an existing email conversation?
Yes. You can open an available email conversation and use the Reply option to continue the correspondence.
7. Where are my case-related emails stored?
Your available email correspondence is organized within the relevant case's Email section and remains associated with your individual user account.
8. Can I save email attachments to case documents?
Yes. Use the Add to Documents option beside supported email attachments to add relevant files to the case's Documents section.
9. What happens if I do not configure my email connection?
You will be prompted to connect and test your email account before sending case-related emails through Lextiff.
10. Why do I need both SMTP and IMAP?
SMTP is used for outgoing emails, while IMAP enables incoming email retrieval. Both configurations must be completed and tested for the full email integration to be usable.
Need Assistance?
If you need help connecting your email account, configuring SMTP or IMAP, or troubleshooting email communication within your cases, contact the Lextiff Support Team.
We're here to help you streamline your firm's communication workflow.