Corresp. - Send Email or Fax

Corresp. - Send Email or Fax

Overview

Using Safari's templates, you can automatically generate standard correspondence to email or fax directly.  For example:  upon receiving a subpoena, you can send a "Notice of Delivery Date & Expected Cost" to the issuer, indicating a 60-day response time and an expected cost of $150, payable by credit card upon document collection.  Also, for releasing specific record types, such as taxpayer records requiring IRS Form 8821, you can attach the necessary forms to the email or fax.
  1. Upon receiving a subpoena, you can send a "Notice of Delivery Date & Expected Cost" to the Serving Party, indicating a date by which you'll send responsive documents and the expected cost, which is payable by credit card when picking up the responsive documents.
  2. If you need a form filled out to release certain types of records (e.g., IRS Form 8821 for release of taxpayer records), you can include one or more attachments with the email or fax Correspondence.  

How to Send an Email or Fax from a Correspondence Template

If your company has created Correspondence templates, you'll find them under the Correspondence folder by doing the following:
  1. Click +NEW
  2. Click "Correspondence"
  3. Then click on the template you want to use, or click "Blank Correspondence" to type one from scratch


Once you open a correspondence template, you can edit the content using the online editor.

Selecting the Recipient and Method of Delivery

When creating a Correspondence, you must select the delivery method (email or fax), and the Recipient.  If you select Serving Party as the Recipient, it uses the email / fax fields in the Matter.  If the Serving Party's name, email or fax is blank, you have two options:
  1. Click  DRAFT  for the Correspondence, edit the Serving Party's name, email or fax in the left-side fields, click  SAVE , and then reopen the Correspondence and reselect "Serving Party," OR
  2. Change the Recipient to "Other" and then manually type in the info.

"From" Email Address

Emails are sent from no-reply@secure-share.com.   Why is the email not sent from safarisop.com?   Most Correspondence is sent to Serving Parties, who interact with the SecureShare portal.  Because secure-share.com is the domain of the portal, Safari uses that domain for Correspondence as well.

"Reply-To" Email Address

When emailing a Correspondence, one of the required fields is the Reply-To address.  Below are details about this selection:
  1. How is the "Reply-To" different than the "From" address?  When an email recipient replies to a Correspondence, their email program automatically fills in the Reply-To address.  Thus, even though the Correspondence is sent from no-reply@secure-share.com, for convenience the recipient can easily respond directly to the person you select as the "Reply-To" person.  
    1. Out-of-office messages:  Note that the Web standard is that if an email program sends an out-of-office reply, it will only be sent to the "From" address (i.e., no-reply@secure-share.com, which you will not receive).  There is nothing Safari can do to change that result because it is an international standard governing email programs.
  2. If you don't want to specify a "Reply-To" address, select <No "Reply-To" Address>.
  3. One of the options is the Response Support Contact, which is specified within the Entity selected for the Matter (see SecureShare - FAQ to learn more).  However, if an Entity is not selected for the Matter when a Correspondence is sent, then Safari automatically fills in the "Reply-To" address with the Current User.

Important Details about Variables and Drafts

Below are several important details about working with variables:
  1. If the field has data, the value is shaded in grey:  
  2. If the field doesn't have data, the variable is highlighted in yellow: 
  3. You cannot Send the Correspondence if any of the variables have missing values -- you can only save as a  DRAFT  .
IMPORTANT:  If you click  SEND . and then change the content of a field on the left side before clicking  SAVE , then the Correspondence  is sent with the updated field value, not the value that was previously shown in the template.

Status of the Correspondence

To send a Correspondence, click  SEND  and then  SAVE , which delivers the Correspondence via the method you've selected.  Safari shows a delivery status on the listing page, which is one of the following:
  1. Queued while Safari prepares the delivery
  2. In Process while Safari waits for a confirmation (see example below)
  3. Success
  4. Failure -- if there is a delivery failure, you'll be notified -- see the delivery failure alerts help topic for more information.

Re-sending Correspondence

After a correspondence has been sent, you can resend it to another recipient by clicking the ellipsis (...), clicking Resend, and then click  SAVE

Downloading a PDF of Correspondence

When you view a sent Correspondence, the initial view is in your browser.  If you'd like to download a PDF copy of the Correspondence, first open the Correspondence by clicking on the file name link, then click the  View PDF  button, and then you can click the download button.

Dragging and Dropping Reply Emails

One way Safari makes it easy to organize your records is with our drag-and-drop feature.  From within Microsoft Outlook, you can drag and drop a reply to Safari-generated email messages, files or attachments (encrypted or unencrypted) into a Correspondence folder.   

 

However, some versions of Outlook no longer permit drag and drop, which includes the Outlook App (installed by default or from Microsoft Store), you’ll need to do a workaround.  Regrettably, this is a Microsoft issue, and Safari isn’t able to directly assist with the solution.  We have, however, created a few workarounds.  Please see "Can I drag and drop emails into the Correspondence folder?" in the Corresp. - FAQs.

Is there a question we haven't answered?  Please send it to us at support@safarilaw.com.

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