When clients are within a Client Group, it is likely they may share the same email address. Nominating one of these clients as Include in AutoFile determines which will be used as the client when emails are automatically filed. Only clients nominated as Include in AutoFile will be considered during automatic filing of emails.
You can display the Clients tab to see the details of the clients within a Client Group. From the Clients tab, you can include the column Include in Autofile to see which client will be used as the primary client when auto-filing and where the email is shared by more than one client. Refer to Displaying Information for a Client.
You can also include the column Include in Autofile in the Clients list to see which client will be used as the primary client when auto-filing when the email is shared by more than one client. When the Clients list is sorted on the Email column, this shows where clients have a shared email address and you can determine where one of these needs to be marked or unmarked as Include in Autofile. This allows the AutoFile to file emails and documents without a user having to select which of the clients to use. Refer to Clients List.
From a Clients list you can also select multiple clients and use Bulk Update to make changes. Refer to Clients Bulk Update.
For more information, refer to Setting Filing Defaults for a Client.
Using the Duplicates Function to Nominate Client to Include in AutoFile
On the Clients list, the Duplicates button can be used to display clients which have the same email address. You can use the Duplicates function to display the emails that are shared by more than one client and to select which client to nominate to include in AutoFile.
- On the Clients list, click the Duplicates button to display the Administer primary emails with a list of all emails that are shared by more than one client and where of these has not been nominated as Include in AutoFile.
- Select an email from the Shared Email list to display the clients for which this email is held.
- Click the Make Primary button next to the client to nominate to Include in AutoFile and use when emails are automatically filed for this email address.
Where there are duplicate clients and one is active and the other is archived, all documents under the archived client are moved to the active record.
Note: If you change the Primary Client, this will be used only for new emails that are received from the client.