For some reason, my Outlook Smokeball integration saves all of the emails one of our staff member writes, automatically, to one specific matter. Has anyone else experienced this, and is there an easy fix?
Answer
Why is Outlook automatically saving all of my emails to ONE matter?
- Contributor
Best answer by Ben
Hi
From
This is most likely caused by the Outlook email signature having Smokeball matter properties. You need to delete your signature and recreate. If you intend to copy/paste the signature from another email use an untagged email.
- In Outlook, go to File > Options.
- Navigate to the Mail tab, then open your Signatures menu.
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- Open your default outbound signature and Delete it
- Copy and paste the new text into the signature area
- Be sure to save the changes to your signature before clicking OK.
- If this doesn't work, you may have to delete the entire signature and build a new one from scratch.
- When building a new one, be sure not to copy any text from an email already tagged to a matter.
Please feel free to continue chatting to Jeff if this fix doesn’t work and we’ll get to the bottom of it with you :)
+1- Smokeball Team
Hello Jackie,
I have created a support ticket for you regarding this.
Sara Sultan (she/her), Senior Client Trainer
Hi
From
This is most likely caused by the Outlook email signature having Smokeball matter properties. You need to delete your signature and recreate. If you intend to copy/paste the signature from another email use an untagged email.
- In Outlook, go to File > Options.
- Navigate to the Mail tab, then open your Signatures menu.
- Open your default outbound signature and Delete it
- Copy and paste the new text into the signature area
- Be sure to save the changes to your signature before clicking OK.
- If this doesn't work, you may have to delete the entire signature and build a new one from scratch.
- When building a new one, be sure not to copy any text from an email already tagged to a matter.
Please feel free to continue chatting to Jeff if this fix doesn’t work and we’ll get to the bottom of it with you :)
- Contributor
For adding your email signature, you'd typically need to include the HTML of your signature directly in the body of the email action. Outlook won’t automatically append your default signature to emails sent through automation since it's not going through the standard Outlook interface.
As for changing the ""from"" name to your business name, that depends on how your Microsoft 365 (Outlook) account is set up. If you're sending from a shared mailbox or alias tied to your domain, and permissions are set correctly, you should be able to reflect the business name. This is where o365 signature management tools can really help, they allow centralized control over signatures and sender identities, especially in automated scenarios like this.
- Contributor
Is there a way to automatically save all emails from/to certain people to one matter?
Also, is there a way to tag an email chain in Outlook once and then have all subsequent emails that are replies to that email chain be automatically tagged for that matter?
+1- Smokeball Team
Hi Arnold,
There is no setting to save emails to a certain matter based on email address. Smokeball will only go by the email chain. You can mark all emails in a chain to the same matter at once, and this will mean any reply you send will be tagged to the matter. However, if after associating the email to the matter someone replies from an earlier email on the chain that was not yet linked to the matter, you will need to manually add the matter to that specific reply.
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