Filing to iManage

Updated: May 17, 2024 10:57

In this article:

Showing the Filing Pane

To show/hide ZERO Athena’s email filing pane:

Click Home.
In the ZERO ribbon, click Show/Hide ZERO Pane. The filing pane appears and closes from the last opened position (Top/Side/Popup). For details about how to customize the email filing pane, see Locating the Filing Pane.

The email filing pane is designed to retain its last state when you restart Outlook. If it was hidden before closing, it remains hidden upon reopening.

Note: The filing pane is hidden by default in unsupported folders like Calendar, Drafts, Outbox, etc. You can view it by clicking the Show ZERO Pane button on the Home ribbon. However, you will only see a message indicating that the folder is unsupported.

Locating the Filing Pane

You have the option to position the filing pane wherever it best suits you. ZERO filing pane can appear in the following positions:

Top Filing Pane - appears under the ribbon when you click the Show Zero Pane button on the Home ribbon for the first time. You can click anywhere on the title bar of the pane and drag it to the right side or bottom of the Outlook window or bring it out of the window, so it is displayed as a popup.
Note: When you first start ZERO, the filing pane is positioned on top.

Side Filing Pane - once you drag the top pane to the right side of the Outlook window, it dynamically transforms into the side filing pane. It usually has more filing attributes visible.
Pop-up Filing Pane - has the same functionality and user interface as the side filing pane; the only difference is that it appears in its own popup window and appears when you drag the top or side filing pane outside of the Outlook window.

Filing screen.png

Email Filing Options

You have the following options to file your emails:

Manual Filing - If ZERO lacks predictions for a selected email, you can file it manually. To do that, select the required attribute values from the drop-down lists on the filing pane and click the File button.
Filing using ZERO’s predictions - If ZERO has a strong prediction for a selected email, you can see the predicted values displayed in the filing pane. File the selected email by clicking the Quick file button.

Filing pane_Quick File.png

Send and File – Simultaneously send and file a new email. Select attributes in the filing window before sending and filing.

Note: In case you send a new email on behalf of a delegated account using Send and File, it automatically appears in the Sent Items folder of the primary account but is filed on behalf of the delegated account.

In the top pane, only key attributes are displayed. For a complete view of ZERO Athena's predicted attributes, click Details. This opens the Last Filing popup, showing all details for manual selection. To modify any attributes, choose a different value from the drop-down menu.

Right-Click Command List

ZERO offers the following actions in the right-click menu:

ZERO Quick File – instantly files Ready to file emails to their predicted destinations without opening the filing pane. If you have selected emails with Ready to file and other statuses, then it will file only the Ready to file emails.
ZERO File – appears in the right-click menu if there are no Ready to file emails among the ones you have selected. It initiates the filing pane, allowing you to specify destination and attributes.
ZERO Filing Info – opens the Last Filing screen which shows all the destinations where the email has been filed. On this screen, you can choose to Unfile the email to remove it from the filed destination.
ZERO Don't Autofile – removes the Ready to file status from an email to prevent it from being filed during the autofiling process, which automatically files all emails marked as Ready to file.
ZERO Unfile – removes a previously filed email from the DMS. This option is enabled only for filed emails.
ZERO Open in iManage – allows you to see your filed email in iManage.
ZERO Move – moves either single messages or conversations to another folder using prediction algorithms. For more information about ZERO Move, see Predictive Move to Folder.

Right-click Command List.png

Filing to a Single Destination

To file an email to a single destination:

Select the email you want to file.
In the Filing pane, select your desired database. If available, choose All databases to search for workspaces across all configured databases.
Fill out all required information for filing by selecting the appropriate options from the dropdown fields provided.
Please note that in the Folder field, ZERO Athena allows you to set default folders for workspaces (Client and Matter groupings). This can be enabled in the configuration file. When enabled, the default folder will be automatically selected based on your Client and Matter choices.
Additionally, you can create new folders in your DMS and assign attributes to them. For details about creating folders, refer to Creating a Folder in iManage.
If needed, turn on the AutoFile this Conversation option to automatically file any messages in the conversation that haven't been filed previously. Incoming messages for this conversation will also be automatically directed to the selected destination.
Click File.

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Filing to Multiple Destinations

To file an email to multiple destinations:

Select the already filed email you want to file to another destination. The ZERO: Email Filing pane displays its current destination.
Note: Upon selecting a filed email, you can either unfile it, open it in iManage, or view conversation autofiling details if enabled. For more information about conversation autofiling, see Conversation Autofiling.
Click File at the bottom of the pane.
Select the new destination for filing.
Fill out all required information for filing by selecting the appropriate options from the dropdown fields provided.
Please note that in the Folder field, ZERO Athena allows you to set default folders for workspaces (Client and Matter groupings). This can be enabled in the configuration file. When enabled, the default folder will be auto selected based on your Client and Matter choices.
Additionally, you can create new folders in your DMS and assign attributes to them. For details about creating folders, refer to Creating a Folder in iManage.
Click File.

Creating a Folder in iManage

To create a folder within your iManage and file messages into this folder:

In the Filing window, while specifying filing attributes, click on the Folder field.
Click Browse Folder.

Creating a Folder.png

In the Browse Folders window, select the workspace where you intend to add a new folder. Then, click the New Folder button.

Selecting a Folder.png

Enter your desired name for the new folder in the provided window and confirm by clicking Create Folder.
Once the folder is successfully created, select it from the list and click Select to finalize your choice. The message will be filed into the newly created folder in your iManage.

Conversation Autofiling

Using the Conversation Autofiling feature, you can effectively manage emails, whether they have been previously filed or not, ensuring they are automatically directed to the correct destinations. Additionally, this feature provides a clear view of autofiling details.

Activating Autofiling for Emails Not Yet Filed

To activate conversation autofiling for emails not yet filed:

Once you’ve set the required filing attributes, turn on the Autofile this Conversation option in the ZERO: Email Filing window.
Click File. All existing and future messages from the conversation will automatically be filed to the chosen iManage destination.
Note: Messages from this conversation that have already been filed will not be relocated. Only existing messages that haven't been filed, as well as future messages, will be directed to the chosen destination.

Activating Autofiling for Emails Not Yet Filed.png

Activating Autofiling for Previously Filed Emails

To activate conversation autofiling for previously filed emails:

Select the previously filed email for which you want to activate conversation autofiling.
In the ZERO: Email Filing pane, turn on the Conversation Autofiling option.
In the File Message screen that appears, specify all the filing attributes.
Click Enable Autofile. All existing messages that haven’t been filed, as well as future messages, will be directed to the chosen destination. Please note that previously filed messages will not be relocated.

Viewing Autofiling Details

To view or change autofiling details for an already filed email:

Select the already filed email.
In the ZERO: Email Filing window, click Details next to the Conversation Autofiling switch.
In the Autofiling Info screen, view the autofiling details or click Change Destination to modify the autofiling location.

Batch Filing

To open the Batch Filing interface within ZERO Athena, navigate to the ZERO tab on your Outlook ribbon and select Batch Filing.

ZERO tab_Batch Filing.png

The Batch Filing section keeps a record of all emails marked as Ready to File. It displays key email details, including the subject, sender, date sent, and intended destination.

Note: During batch filing, ZERO scans for predictions in all databases of the currently active server. An email is marked Ready to file when a single auto file-suitable prediction is identified.

Batch Filing screen.png

The Batch Filing section is enhanced with a number of features:

Filing Attributes: Upon selecting an email, its filing attributes are displayed on the right side of the screen. Here, you have the option to either click Don’t autofile to exclude the selected email from filing, use Quick file to instantly file Ready to file emails to their predicted destinations, or turn on the Autofile this Conversation option which will automatically file all existing and future messages from the conversation to the chosen destination. Additionally, it is possible to select several messages from the list and file them simultaneously by clicking the Quick file button.
File Now: Located at the bottom of the window, this button allows you to file all Ready to File emails simultaneously to their predicted destinations.
View Selected Message: To preview an email in Outlook, either double-click on it or select it and click the View Selected Message button at the bottom of the window. Please, ensure the email hasn't been previously deleted from Outlook.

Additionally, you can batch file emails from your Inbox. To do that:

Select a group of emails with varying statuses that you intend to batch file.
Right click on the selected emails and choose ZERO File. The Filing pane appears displaying the number of selected emails.
Assign filing attributes for the entire batch. These attributes will apply to all emails in the selected group.
Click the File button to file all selected emails to the specified destination.

Note: If all selected emails are marked as Ready to file, use the ZERO Quick File button. This action will file the batch of selected messages to their predicted destinations.

Batch Deleting via the Ready to Delete Search Folder

A Search Folder is a virtual folder in Outlook that displays all email items matching specific search criteria, regardless of their actual folder locations. ZERO Athena’s Ready to Delete Search Folder includes emails older than 90 days, indicating they are ready to be deleted from Outlook.

When you access this folder, the Move All Messages to ‘Deleted Items’ button becomes active in the Outlook Home tab. By clicking this button, you can delete all messages marked as Ready to Delete in one action.

Home ribbon_batch deleting.png

If there are more than 100 emails, the button changes to Move top 100 Messages to ‘Deleted Items’. It’s important to note that using Outlook’s standard Delete function will not allow ZERO Athena to verify the email’s presence in your DMS.

When emails in the Ready to Delete Search Folder are set for removal, ZERO Athena notifies you. You have the option to delete them immediately or review them first. This reminder appears every two days.

Note: When emails in Ready to Delete are set for removal, ZERO notifies you. You can either delete immediately or review first. This reminder pops up every two days.

Notification_Filed messages are ready to delete.png

Note: By default, Search Folders are only displayed for your primary account. For accessing Search Folders in delegated accounts, please refer to Enabling Search Folders for Delegated Accounts.

Enabling Search Folders for Delegated Accounts

It is important to note that you should enable Search Folders only in case it is extremely necessary to have autofiling in delegated accounts, as well as if you have already disabled it in the account owner’s Outlook.

To enable Search Folders for your delegated accounts:

Open your Outlook and navigate to File > Account Settings > Account Settings…. The Account Settings screen is displayed.
In the Email tab, double click on your primary account name. The Exchange Account Settings screen is displayed.
Select More Settings > Advanced.
Remove the tick from the Download shared folders field and click OK.
Click Next and then Done. Your account is successfully updated.
Restart your Outlook and ZERO. Now, you can see Search Folders for your delegated account.

Folder Linking with iManage

ZERO Athena provides you with an ability to link an Outlook folder with a specific destination in your iManage, enabling automatic filing of all emails that already exist or subsequently arrive in this Outlook folder to the chosen iManage destination.

Note: This functionality supports only the default Outlook account and does not extend to secondary or delegated accounts. Filing is restricted to the currently active server. Subfolders do not automatically inherit linking properties and must be linked individually if required.

Linking a Folder

To link your Outlook folder to iManage:

Navigate to the Outlook folder you wish to link and right-click on it.
From the context menu that appears, select Athena Enable autofile.
In the Folder Autofiling window, select all the attributes to specify the exact iManage destination for your emails.
Click Enable Autofile to finalize the linking process.

Linking a folder.png

After successfully linking the folders, you will notice that [ATHENA] is appended to the end of your folder name in Outlook, serving as a confirmation that the folder is now linked.

Viewing Linked Folder Details

To view the details of your linked folder:

Navigate to the Outlook folder for which you intend to review the linked details.
Right-click the folder and choose Athena: Folder Autofiling Info from the context menu.
Review the linked folder details in the Folder Autofiling Info screen. Please note that this screen offers direct access to the folder within you DMS via the Open in iManage button. Furthermore, you can stop the autofiling process for this specific folder by clicking the Disable Autofile button.

Viewing linked folder details.png

Migrating Linked Folders to Athena

When you start Outlook or switch servers, a migration reminder will appear for each enabled Outlook account with linked folders pending migration. Follow these steps to migrate your linked folders to Athena:

First, respond to the migration reminder. To do that, click Review on the migration reminder to open the Linked Folders Migration window.
The window will display a list of your linked folders that are available for migration. Check the boxes next to the folder names on the left to select the folders you want to migrate. These represent the linked folders of your primary account. On the right side of the screen, you can view the DMS destinations for these folders.
Click the Enable Autofile for [9] Folders button to start the migration process. This will migrate all selected folders to Athena.
Once the migration is complete, all your selected linked folders will be successfully migrated to Athena.

Linked Folders Migration Screen.png

Note: In case you need to initiate the migration process outside of the reminder workflow, navigate to the ZERO tab in Outlook and select Linked Folders Migration. This is an additional method to initiate the migration manually if necessary.

Filing Email Attachments

To file any document attached to your email:

Click the arrow next to the attachment. Please note, you can file only one attachment at a time.
Select ZERO File Attachment. Two options are displayed:

- File New Document – files the attachment as a fresh document in iManage.
- File New Version – files the attachment as a new version of a document that already exists in iManage.

Filing an Attachment.png

Select your preferred option. The Attachment Filing window appears.
Select your desired database from the drop-down list and fill in all the filing parameters.
Click File. If saved as a new document, the attachment will become a new entry in iManage. If saved as a new version, it will update an existing attachment in iManage.

Note: Filing of an email attachment does not affect the email filing prediction.

Once you file an attachment, the ZERO Filed Details option becomes available when selecting the arrow next to the attachment. This allows you to view the filed attachment details and open it in iManage via the Open in iManage button. Additionally, you can view these details by choosing the appropriate attachment under Filing History in the ZERO tab. For details, refer to Filing History.

Filed Attachment Details.png

Filing Status

ZERO provides visual indications for filing statuses of emails. These indications are displayed in the following columns:

Categories
ZeroFilingStatus
Destination

In the Categories column the filing status of an email is indicated by the following colors and labels:

Filed represents the emails that are filed. It is indicated in green () and the label is "Filed".
Ready to file represents the emails that have a single predicted destination and can be filed with one click or by using batch and auto-filing options. It is marked in yellow () and the label is "Ready to file".
Don't autofile represents two specific instances: emails initially marked as "Ready to File" for which the user has chosen the "Don’t autofile" option, and emails that were once filed but have been subsequently unfiled by the user. It is marked in purple () and the label is "Don't autofile".
In-Process represents emails that are currently in the process of being filed to the DMS. It is indicated in gray () and the label is "In-Process". Usually, you see this status when you have started the filing process for single or multiple emails, or during automatic filing enabled by selecting the AutoFile ON option.
Note: The In-Process status later turns into Queued, if ZERO Add-in is configured to perform filing through the Communication server but the server still has not picked it up and filed. The Queued status is indicated in gray () and the label is "Queued".
Error represents the emails that have encountered a problem during filing/unfiling and the operation has failed. It is marked in red () and the label is "Error".

In addition to showing the filing status via Outlook Categories, ZERO offers the ZeroFilingStatus column. The difference between these two columns is that the Categories field in Outlook might already be in use by the user or another application. The ZeroFilingStatus column is specific to the ZERO Add-in and does not conflict with other Outlook applications. It shows the same filing statuses with the same labels as in the Categories column but with no color indication.

The Destination column is automatically added by ZERO to Outlook. It shows different information for different filing statuses:

For emails with “Filed” status – the path to the filing location within iManage.
For emails with “Ready to file” status – the predicted path to the location where an email might be filed within iManage.
For emails with “Error” status – a relevant error message.

Note: You can group emails by categories such as “Ready to file” to quickly and easily see what still needs to be addressed before filing to iManage.

You can also sort emails by destination and perform bulk actions like batch filing of multiple emails at a time. Grouping the emails by destination is an easy way to locate emails belonging to the same matter.

For more details, see the following video example: https://vimeo.com/314865611/71befbe80f.

Filing History

To access the Filing History in ZERO Athena, go to the ZERO tab located on the Outlook ribbon and click on Filing History.

ZERO tab_Filing History.png

This section keeps a record of your filings and includes details like the email/attachment, its date, destination, filing date, and status (filed or unfiled).

Filing History screen.png

The Filing History section is enhanced with a number of features. To understand and use them effectively:

Select an email or attachment to display its associated filing details, which appear on the right side of the screen.
The Filed column shows whether the item was filed manually by the user or automatically through ZERO's Autofile.
If you wish to view an item in Outlook, double-click on it or select it and hit the View Selected Message button. However, ensure it hasn't previously been deleted from Outlook.
To see the email/attachment in iManage, click Open in iManage situated at the lower part of the details section.
Use the button in the Unfile column if you need to remove the filed email/attachment from the DMS.
To export your filing history, click the Export Filing History button at the window's bottom and choose a save location on your PC to download the history.

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