F A Q
cAN WE link e-mails to a matter and to save them? Where would they be saved to?
appLega supports a document upload via email function. You can send emails you want to upload to specific matters to document@appLega.com. As long as the message is coming from an address associated with an internal user from the firm (matches an email address on a firm user's profile) and the destination matter is identified by its ID or File No. in the subject line, the email body and any attachments to the email are uploaded as a group of documents to the "Document" tab for the matter.
How does the calendar feature work? How do we docket reminders?
There are two types of calendaring that you can keep track of. The first is for actions in the workflow. You can see on the Process > Association View page, as well as on some reports what the next action is and its due date for matters in the system. The second is for tasks that are added to the system. Tasks are not a part of the workflow, but can be set up to be created automatically when a workflow action is finalized. You can see tasks on the Activities > My Task page (for tasks assigned to you as the user logged in) and the Setup Firm > Manage Task page (all tasks are visible here and can be filtered by assignee, association, etc.). Typically, docket reminders would be set up as a task.
When a task is completed, do we take off the alert or will the system automatically do so?
When a task is completed, you just need to change the status to "Completed" and email reminders that may have been set up will no longer send for that task.
What is the charge for sending mail (if we were to send both regular mail and certified)? Would it be possible to send the regular mail a couple of days after the certified mail?
Fulfillment costs are: $10.31/ certified mailing + $0.12/page, and $0.96/regular mailing + $0.12/page. You would send both at the same time, but the fulfillment vendor prioritizes certified mail, so it is far more likely to send same-day and deliver faster. If you wanted to build in a delay, you would need to duplicate workflow actions and produce one letter for certified on one day, and another for regular mailing on a different day. During the current pandemic, the vendor is still operational and reported to me that all mailings are being picked up by the USPS for mailing on the same day as printing at a 65% rate (they usually operate at nearly 100% for same-day service).