When filing auto-filed emails and documents that have multiple clients that I can select from (where the same email address is shared by more than one client), the list of clients includes archived clients.
Currently, archived clients are included in the multiple client selection as you may wish to file an email/document against these clients.
Ideally, for any clients that have the same email address, you should have one of these marked as Include in Autofile. This will stop multiple clients showing when emails and documents are autofiled. If the Filing Defaults are available for the client who is nominated as Include in AutoFile, emails and documents from or to that email address will be autofiled to that client.
First, ensure that all archived clients have Include in AutoFile set to "Off".
- In the Clients list, filter the Status column to filter on "Archived".
This displays a list of all your Archived clients. Refer to Displaying Archived or Unmatched Clients in Clients List.
- Click the Select All checkbox to select all these clients.
- Click Bulk Update. Refer to Clients Bulk Update.
- In the Bulk Update, set Include in AutoFile to "Excluded" and set the Bulk Update to apply this to the selected clients.
- Click Run.
Secondly, ensure that for clients that have the same email address, only one of these has been selected with AutoFile set to "On". If this is not the case, the multiple clients will still show when an email or document is autofiled and archived clients will show in the list of possible clients to file against.
There are several ways to check and update this. Refer to Nominating the Client to Include in AutoFile.
Note: Ensuring only one client is set as Include in Autofile when the same email address applies to more than one client will only stop multiple clients showing for new emails and documents. This will not update any that are currently in you In Tray.