Setup / Intake: Intake Email

Setup / Intake: Intake Email

Safari Intake Emails

Alert
INTAKE EMAIL FEATURE: IMPORTANT SECURITY CONSIDERATIONS
Understanding the Security of the Intake Email Feature.  While our Intake Email feature is designed to use Transport Layer Security (TLS) to encrypt emails during transit, it's important to note that TLS encryption is not guaranteed. The encryption depends on the sender's email systems supporting and properly configuring TLS. Major email services typically employ TLS, but this cannot be assured for every email.

For Sensitive Data: Use ServePort.  Given the potential variability in TLS usage and to comply with strict data protection standards, especially in regulated industries like finance and healthcare, we advise checking with your compliance or legal team before setting up the Intake Email feature to ensure it aligns with your internal policies. For enhanced security, consider ServePort as a secure alternative.  ServePort provides end-to-end encryption to send documents into Safari and automatically create matters.  For further details on ServePort, please contact your Safari Customer Success Manager.f

Overview

If your company sets up a Safari Intake Email address, authorized senders can send an email with an attachment to that address to automatically create matter is Safari. Note: your company cannot edit the Safari Intake Email settings.  For any changes or to add a new Safari Intake Email, please contact your Safari Customer Success Manager.  

How Intake Emails Work

When an email from an authorized domain is sent to the Intake Email address with an attachment, the platform processes it one of two ways, depending on how the Intake Email is configured.

If the Intake Email does not route through Served Document Manager:
  1. A matter is created right away.
  2. The attachments save to the Served folder.
  3. A PDF copy of the email saves to the Internal folder.
  4. The matter receives the subtype assigned to that Intake Email.
If the Intake Email routes through Served Document Manager:
  1. An Intake Event is created in Served Document Manager (SDM), no matter is created yet.
  2. Your team reviews and routes the Intake Event in SDM.
  3. The matter is created once the SDM review is complete.
  4. SDM assigns the subtype.
Info
To see which of your Intake Emails route through SDM, go to Setup > Intake Emails and check the Route via SDM column.

Routing Intake Emails Through Served Document Manager

An Intake Email can be set up as a channel into SDM. Instead of creating a matter right away, the email creates an Intake Event. Your team reviews it in SDM, and based on your AI settings AI document identification and classification determine the subtype and routing. The matter is created when SDM review is complete. This gives email intake the same purpose-built traige as other SDM channels, removing the need to reclassify a generic matter later in Subpoena Manager or Levy Manager.

Info
Routing via SDM is configured by Safari, not by your company. To turn it on for an Intake Email, contact your Safari Customer Success Manager. Your company must subscribe to SDM to utilize this feature.

If a Served Doc is not a PDF, it may not display in the preview pane on the Intake Event page. The Intake Event still works, the triager must download the file and then assign a classification and route the Intake Event as usual.

Intake Email Authentication and Security Rules. 

 A Safari Intake Email accepts emails only from domains authorized by your company.  Typically, the authorized domain is your company's domain(s) for email address(es). The list of authorized domains can be configured by Safari during intake email setup.  System Owners or Admins can view the list of authorized domains for each Intake email under Setup > Intake Emails.  Safari has special handling for errors or emails sent from invalid domains.  For more about the system handles emails with errors, see the Intake Email Troubleshooting FAQs.

INTAKE EMAIL CONFIRMATION / REJECTIONS.  If an email is sent to an Intake Email and Safari can successfully create a matter, Safari sends a confirmation email to the email sender.  However, if Safari does not create a matter because the email is not from an authorized domain or there are other problems with the email, the sender is NOT notified and instead an email goes to your company's system Lead and Backup Coordinator.  See Intake Email - Troubleshooting FAQs.
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Common Use Cases.  
Below are several examples how to use the Intake Email Address to speed up the process for creating a new matter in Safari:
  1. Scan served documents directly into Safari:  Most scanners can be set up to scan and email a file.  This enables the scanned served document to show up immediately in a new matter's Served folder.
  2. Email from branch office:  Branch offices are often served with subpoenas and document requests.  They can now scan the served paper and email it to the Safari-designated email address, which automatically creates the matter in Safari.
  3. Forward email received from branch office/scanner:  Even if your legal process team still wants to receive the email directly from the scanner or the branch office, these emails can be forwarded to the intake email address, which automatically creates the matter in Safari.  (NOTE: If you intend to implement an auto-forward email, see the Intake Email setup page about important implementation information.)
Alert
SAFARI DOES NOT SCAN INTAKE EMAILS FOR VIRUSES.
As the Intake Email only accepts emails from authorized domains, it is your company's responsibility to perform prior virus scanning of the attachment(s).

Viewing Intake Emails that have been Set Up

View all Intake Emails in Setup > Intake Email (under the "Intake" header).  See below about the data shown: 



Intake Email Address:  The portion before the @ symbol (i.e., the email name) is configurable.  Contact your account manager if you would like a different email name.

Authorized Domains:  In the current version of Safari, you must identify one or more domains from which emails must be sent to create a matter in Safari.  The purpose of the Authorized Domains is to ensure you're only receiving emails from valid sources.  
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Warning
IMPORTANT NOTE REGARDING AUTO-FORWARDING EMAILS.  Some companies have their IT team set up an auto-forwarding "rule" to an Intake Email address.  When emails auto-forward, the email "sender"is the original email sender, which in some situations may be from a domain your company hasn't listed as an authorized domain, and therefore Safari won't create a matter.  If you desire to use auto-forwarding with a Safari Intake Email, please contact support@safarisop.com, because we can give your IT team special instructions to make sure the auto-forwarding works properly. 

Subtype Created:  This is the subtype automatically assigned when Safari creates the matter.  

Route via SDM: Shows whether this Intake Email creates an Intake Event in SDM instead of creating a matter directly

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