Product
Intelligent email filing for ProLaw®.
EasyFiler watches a shared mailbox and files every email and attachment into ProLaw® automatically — pulling Matter IDs from six different sources, learning from your filing history, and putting anything it can't resolve into a review queue instead of dropping it.
How it works
Attorneys forward emails to a shared mailbox. EasyFiler handles everything from there.
Forward to a filing address
Anyone at the firm — attorneys, paralegals, assistants — forwards an email to the shared filing mailbox. That's the only step a person takes.
EasyFiler scans and detects
Every two minutes, EasyFiler processes new messages. It works through six detection methods in sequence — subject line, email body, attachment filenames, attachment text content (including OCR for scanned documents), learned sender patterns, and ProLaw contacts — until it finds a valid Matter ID.
Filed as a ProLaw® event
The email body and all attachments are created as a linked ProLaw event. Emails that match multiple matters are filed to all of them. Emails that cannot be matched are moved to a review queue — not dropped.
Six ways to find a Matter ID
EasyFiler works through each method in order until it finds a match. The further down the chain it needs to go, the smarter the detection.
Subject line
The first place EasyFiler looks. It scans the subject using your firm's configured Matter ID patterns — whatever format your matters use.
Email body
If the subject comes up empty, EasyFiler scans the message body using the same patterns. Useful when the ID appears inline in the message text.
Attachment filenames
EasyFiler checks the name of every attachment for a Matter ID before opening the files themselves.
Attachment content
EasyFiler extracts text from Word documents and PDFs. For scanned images and scanned PDFs, it uses Azure Computer Vision OCR. If the Matter ID is anywhere in the document — even a handwritten notation on a court filing — EasyFiler finds it.
Sender intelligence
EasyFiler learns from every successful filing. When a sender's emails have been consistently filed to the same matter, it builds a confidence score for that pairing. Once the score clears the threshold, future emails from that sender file automatically — no Matter ID required in the email.
ProLaw contacts
As a final fallback, EasyFiler checks whether the sender's email address is on file as a ProLaw contact linked to a matter.
Sender Intelligence
It gets smarter the more you use it.
Every successful filing teaches EasyFiler something. It tracks which senders file to which matters, how often, and how recently — and builds a confidence score for each pairing. When a sender's score clears the threshold, their emails file automatically even when there's no Matter ID anywhere in the message or attachments.
This is especially useful for recurring correspondence: opposing counsel who always references the same case, court filings from a clerk's office, or vendor invoices tied to a specific matter. Over time, EasyFiler handles an increasing share of your volume without any subject line discipline required.
See everything in one place.
The EasyFiler dashboard gives your team visibility into every filing — what succeeded, what's pending review, and why.
EasyFiler dashboard — real-time stats, per-email status, and the review queue for anything that needs attention.
What the dashboard gives you
Built for the people who need to know the filing is getting done — and the people who need to fix it when it isn't.
In-line event class editing
Change a ProLaw event class directly from the activity feed. EasyFiler updates the filing folder in ProLaw immediately — no need to open the desktop client.
Real-time filing stats
Total processed, success rate, failures, and attachments filed — for any date range, refreshed every 30 seconds.
Full activity feed
Every email EasyFiler touches is logged: sender, subject, matched matter, status, attachments, and processing time. Searchable and filterable.
Review queue
Emails that couldn't be auto-filed land here instead of disappearing. Staff can see the failure reason, enter the correct matter ID, and refile in a single click — or batch refile a group at once.
Per-client settings
Matter ID patterns, sender domain filters, attachment scanning depth, notification preferences, and cleanup rules — all configurable per firm without touching the code.
Health and alerting
Circuit breaker status for each active client. Slack and email alerts for critical errors. Application Insights integration for deeper diagnostics.
Coming in a future release
File without forwarding.
A native Outlook add-in is in development that will let users file emails directly from their own inbox — no shared mailbox, no forwarding step. A single click will open a task pane, confirm the matched matter, and file the email and attachments into ProLaw without leaving Outlook. It will be an optional addition, not a requirement.
Requirements
EasyFiler is a hosted service. Nothing is installed locally.
Frequently asked questions
- What email platform does EasyFiler require?
- EasyFiler works with Microsoft 365 (Exchange Online). It connects to a dedicated shared mailbox using the Microsoft Graph API with admin-consented permissions. No changes to individual attorney mailboxes are required.
- What happens when EasyFiler can't find a Matter ID?
- The email is moved to a review subfolder — nothing is deleted or silently dropped. The dashboard's Review Queue shows the failure reason and gives staff a one-click path to enter the correct matter and refile.
- How does the Sender Intelligence feature work?
- Every time EasyFiler successfully files an email, it records the sender-to-matter mapping. Over time it builds a confidence score based on frequency and recency. When a sender's score clears the threshold, their emails auto-file to that matter even with no Matter ID in the subject or body. The system gets more accurate the longer it runs.
- Can a single email be filed to more than one matter?
- Yes. If EasyFiler finds multiple valid matter IDs at any detection level, it creates a ProLaw event on each one. This handles situations like a chain email involving related matters or an attachment that references two case numbers.
- Does EasyFiler require anything installed on our server or workstations?
- EasyFiler itself is a cloud-hosted service running in Azure — there is nothing to install on workstations. However, it connects to ProLaw® through the NextPro Reach API, which does need to be installed and running on your ProLaw® server.
- Is there an Outlook add-in?
- Not in the current release, and it is not required to use EasyFiler. A native Outlook add-in is in development that would allow users to file emails directly from their own inbox without forwarding to the shared mailbox. It will be an optional enhancement when available.
Ready to automate your email filing?
Contact us to get EasyFiler configured for your firm. Onboarding takes one session.
Get in touch