The Mass Emailing tool allows you to quickly send an email to multiple clients in different cases. Because this tool allows the use of email templates and a limited selection of merge codes, you can efficiently send the same email to a large number of clients, personalized to each client and their case.

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The Structure of This Page

1. Case Number entry. Used to select the cases whose plaintiffs will receive the email.

2. Case contacts selection. Used to select which plaintiffs in the cases will receive the email.

3. Email settings. Includes various miscellaneous options for sending and saving the email, including choosing a template upon which the email will be based.

4. Send button. Sends the email.

5. Plaintiffs table. Lists the plaintiffs selected to receive the email and allows you to individually deselect plaintiffs and preview the personalized email to be sent to a particular plaintiff.

6. Email content. Contains the text of the email and allows attachments to be added.

Using This Tool

To use the Mass Emailing tool to send an email to multiple plaintiffs:

1. Type the list of cases that have plaintiffs to whom the email will be sent into the Case Number entry field and click the Show Results button. Case numbers must be separated by either a comma or a semicolon, or be on different lines.

   • If you have reached this page by using the Mass Update feature in Case Browse, the list will already be entered in the field for you.

2. By default, the email will be sent to the primary plaintiffs in the selected cases. To change this behavior, click a different Radio button in the case contacts selection area. You can send the email to the primary contacts, the primary plaintiffs and the primary contacts (this will not send duplicate emails to plaintiffs marked as both), or to every plaintiff in the selected cases.

3. Make any desired changes to the fields in the email settings area. If you wish to use an existing email template, select it from the Template field. (Visit the Email/Note Templates administrative page to view your existing email templates.) If you wish to use an existing email signature, select it from the Signature field. If you wish to CC or BCC yourself on the email, or save a copy of the email in Notes, select the appropriate checkbox(s). If you wish to change the importance setting of the sent email, select the correct setting from the Importance field.

4. Make any further changes to the text of the email you wish. You can edit the subject and the body, and you can attach any files from your computer you wish. (You cannot attach documents from within SmartAdvocate, because those are specific to cases. If you wish to attach a document that is in a case, you will need to save a copy of that document to your computer first.) You may include merge codes when manually editing the email, but there is no automatic merge code selection button in this tool; if you are creating an email that requires adding merge codes, it is probably more appropriate to first save it as an email template, and then simply select that template in this tool.

5. If you wish to exclude any of the listed plaintiffs from receiving the email, do so by deselecting the Checkbox selector in that plaintiff's row.

6. If you are satisfied with the selection of plaintiffs and the content of the email, send the email by clicking the Send button.