How Gmail Add-on Will Integrate with Your Matter Management System (Coming Q1 2025)

IMPORTANT: The Gmail Add-on is currently in development and will launch in Q1 2025. This guide describes planned features. Sign up at counselcrest.com/lite to be notified when it launches.

Counsel Crest® Lite follows the "Work Where You Work™" philosophy - a suite of intelligent plugins and extensions that integrate with your existing tools (Word, Chrome, Gmail) rather than forcing you to adopt a new platform.

Time Required: 10 minutes | Difficulty: Beginner

What You'll Learn

• Setting up Gmail secure authentication integration with the platform securely
• Automatically filing emails to Matters in the platform
• Using the platform's AI Chat to draft emails
• Sending case-linked emails from the platform
• Searching emails across all Matters with AI
• Managing attachments and exhibits in the platform
• Email templates and automation with the platform

Prerequisites

• Counsel Crest the platform account (free or paid)
• Gmail account (personal or Google Workspace)
• Admin access to your Google account
• 10 minutes for setup

Step-by-Step Guide

Step 1: Navigate to Gmail Integration in the platform

Log in to the platform at counselcrest.com/the platform. Navigate to the Gmail integration page at /the platform/gmail.

You'll see the Gmail integration dashboard with:

• Connection status
• secure authentication setup instructions
• Filing rules configuration
• Email sync settings

Click "Connect Gmail Account" to begin.

[Screenshot placeholder: the platform Gmail integration page with modern UI]

the platform Advantage: Built on secure connections with secure authentication for enterprise-grade security.

Pro Tip: If you use multiple Gmail accounts, connect your primary legal email first. Add additional accounts later in settings.

Step 2: Complete secure authentication Authorization

You'll be redirected to Google's authorization page. Sign in with your Gmail account (the one you use for legal work).

Google will request permissions:

• Read emails: Required to import and organize correspondence
• Send emails: Required to send from the platform
• Manage labels: Optional but recommended for automatic organization

Review permissions and click "Allow."

[Screenshot placeholder: Google secure authentication with the platform redirect]

the platform Security:

• secure authentication tokens encrypted in secure cloud infrastructure
• Never stores your Gmail password
• Tokens refreshed automatically
• Revocable anytime from Google account settings

After authorization, you're redirected to /the platform/gmail with success confirmation.

Pro Tip: Google Workspace admins may need to approve the secure authentication app. Contact your IT admin if needed.

Step 3: Configure Automatic Email Filing Rules

In the platform, go to Settings > Integrations > Gmail > Filing Rules.

Rule Types in the platform:

1. Case Number Matching:

• If subject contains "[Case #2025-001]", file to that case
• Regex pattern matching
• Works with any format you customize

2. Party Name Matching:

• If email from/to matches case party, auto-file
• Uses the platform's case database for matching
• Learns from your manual filing

3. Keyword Matching:

• If subject contains "Smith v. Johnson", file to case
• Create keyword lists per case in the platform
• Multiple keywords supported

4. Sender Domain Rules:

• File all emails from opposing counsel's firm
• Auto-tag court emails by jurisdiction
• Tag vendor emails (process servers, court reporters)

[Screenshot placeholder: the platform filing rules with intelligent forms interface]

Create your first rule:

• Rule Name: "File by case number"
• Trigger: Subject contains
• Pattern: \[Case #(.*?)\]
• Action: File to matching case
• Folder: Correspondence

Click "Save Rule" (powered by the platform's system).

the platform Innovation: Rules are stored in secure cloud infrastructure and applied in real-time as emails arrive.

Pro Tip: Train yourself and clients to include case numbers in subject lines. Makes automatic filing nearly perfect.

Step 4: Import Existing Gmail to the platform

Navigate to /the platform/gmail/import to import historical emails.

Import Options:

• All emails: Imports entire inbox
• Date range: Specific timeframe
• By Gmail label: Import specific labels only
• By search: Use Gmail search syntax

Import Settings:

• Apply filing rules: Use configured rules to auto-organize
• Create Matters: Auto-create Matters for unmatched emails
• Skip attachments: Save storage (attachments imported later if needed)
• Limit: Max number of emails

[Screenshot placeholder: the platform import interface with progress bar]

Start small:

• Last 30 days
• Apply filing rules: Yes
• Limit: 500 emails

Click "Start Import" and the platform processes emails in the background. Real-time progress via real-time synchronization.

the platform Advantage: Background processing with modern technology secure connections means you can continue working while import runs.

Pro Tip: Import incrementally. Verify organization is correct, then expand to older emails.

Step 5: Use the platform AI Chat to Draft Emails

Open any case in the platform at /the platform/cases/[id]. Click the chat sidebar icon on the right.

In the chat sidebar, ask:

• "Draft a status update email to the client"
• "Write a discovery extension request to opposing counsel"
• "Compose a settlement demand letter"

The AI Chat has full case context:

• All case details and custom fields
• Attached documents
• Previous emails
• Notes and tasks

It generates email drafts you can copy and send via Gmail integration.

[Screenshot placeholder: the platform chat sidebar drafting email with case context]

the platform Innovation: AI drafts emails with full knowledge of case facts, not generic templates.

Pro Tip: After drafting in chat, click "Send via Gmail" to send directly from the platform.

Step 6: Send Emails Directly from the platform Cases

In any case, click the "Email" button in the toolbar (or press Ctrl+Shift+E).

An email composer opens in the platform with:

Auto-Populated Fields:

• From: Your connected Gmail address
• To: Case parties, opposing counsel (from case contacts)
• Subject: Auto-includes case name/number
• CC: Automatically CC yourself and team members

the platform Smart Features:

• Attachment Linking: Attach any file from case files with one click
• Snippets Library: Insert saved clauses, quotes, legal text
• AI Drafting: Use chat sidebar to draft
• Gmail Signature: Your signature automatically included

[Screenshot placeholder: the platform email composer with document editor]

Type your email (or paste from chat sidebar). Click "Send" and the platform:

• Sends via your Gmail account
• Saves to case correspondence
• Creates sent email record in secure cloud infrastructure
• Logs communication in case timeline
• Makes email available to chat sidebar AI

Recipients see normal Gmail-no indication you sent from Matter management software.

the platform Advantage: Emails stored in Matters.files table with full-text indexing for AI search.

Pro Tip: Use the document editor for formatted emails. Bold, italic, lists, links all supported.

Step 7: Create Email Templates in the platform

Navigate to /the platform/settings/email-templates to create reusable templates.

Click "New Template":

Template: Status Update to Client

Subject: Update on [Case Name]

Dear [Client Name],

I wanted to provide you with an update on [Case Name].

Recent Developments:
[AI: Summarize recent case activity from chat sidebar]

Next Steps:
[AI: List upcoming deadlines]

Timeline:
[AI: Project next 30 days]

Please let me know if you have questions.

Best regards,
[My Signature]

the platform Variable Types:

• Case Variables: [Case Name], [Case Number], [Filing Date]
• Contact Variables: [Client Name], [Opposing Counsel]
• Date Variables: [Today], [Next Week], [30 Days from Now]
• AI Variables: [AI: instruction for chat sidebar]

Save the template. When composing emails in the platform, select from the templates dropdown.

[Screenshot placeholder: the platform template editor with variable insertion]

the platform Innovation: AI Variables send instructions to the AI Chat, which fills them with case-specific content.

Pro Tip: Create templates for: engagement letters, fee agreements, discovery extensions, settlement negotiations, client updates.

Step 8: Search All Emails Across Cases with AI

Use the platform's global search at the top of any page. Enter natural language queries:

• "Show me all emails about discovery deadlines"
• "Find correspondence with opposing counsel Smith"
• "Emails mentioning settlement in the last 30 days"
• "Client emails flagged as urgent"

the platform AI Search: The integrated search (powered by the same AI as chat sidebar) searches:

• Email subject lines and content
• Attachments (PDFs, Word docs)
• Email metadata (sender, date, recipients)
• Associated case information

Results show:

• Matching emails with highlighted snippets
• Case context for each email
• Thread view for multi-email conversations
• Quick actions (reply, file to different case, create task)

[Screenshot placeholder: the platform search results showing emails with AI-powered relevance]

the platform Advantage: Semantic search via AI embeddings (stored in secure cloud infrastructure), not just keyword matching.

Pro Tip: Use chat sidebar to search: "Find emails about settlement negotiations." The AI understands context better than keywords.

Step 9: Manage Email Attachments as Case Files

Emails with attachments automatically extract them in the platform. Navigate to any case's Files tab.

the platform Attachment Processing:

• Extracts all attachments automatically
• Saves to secure cloud infrastructure Storage or MinIO
• Indexes content for search
• Links attachments to source emails
• Makes available to chat sidebar AI

View attachments at /the platform/cases/[id]/files:

• Attachment name
• Source email (clickable link)
• Date received
• File type and size
• AI-generated preview

You can:

• Rename files (e.g., "Exhibit A - Settlement Agreement")
• Move to exhibits folder
• Tag as evidence
• Add to Knowledge Bases
• Include in document generation
• Ask chat sidebar questions about file

[Screenshot placeholder: the platform files tab showing email attachments with modern card UI]

the platform Feature: Chat sidebar can read and analyze attachments: "Summarize the settlement agreement attached to yesterday's email."

Pro Tip: Create a smart folder "Exhibits from Email" that auto-collects email attachments tagged as evidence.

Step 10: Set Up Email Automation Workflows in the platform

Navigate to /the platform/settings/automation to create email workflows.

Example: Auto-respond to New Client Inquiries

Trigger: Email received from unknown sender with subject containing "new client" or "consultation"

Workflow:

1. Auto-reply with: "Thank you for contacting [Firm Name]. We've received your inquiry and will respond within 24 hours."
2. Create intake case at /the platform/cases
3. File email to intake case
4. Create task: "Follow up with potential client" (due: 24 hours)
5. Notify intake team

More the platform Workflow Examples:

Auto-file Court Emails:

• Trigger: Email from court domain (@court.ca.gov)
• Action: Extract case number, file to case, create deadline task if hearing mentioned

Settlement Tracking:

• Trigger: Email subject contains "settlement" or "offer"
• Action: File to case, tag as settlement, notify partner, create response task

Discovery Reminders:

• Trigger: 7 days before discovery deadline
• Action: Email assigned attorney, include checklist

[Screenshot placeholder: the platform workflow builder with trigger/action UI]

the platform Implementation: Workflows run on modern technology secure connections triggered by secure storage events.

Pro Tip: Start simple (auto-filing by sender). Add complexity as you identify repetitive email tasks.

Step 11: Access Gmail Integration on Mobile

Download the Counsel Crest mobile app (iOS/Android) for the platform.

Mobile Capabilities:

• View all case emails
• Send emails from Matters
• File incoming Gmail to Matters (share extension)
• Quick replies with templates
• Voice-to-text for email drafting
• Push notifications for priority emails

Mobile Workflow:

1. Receive email on phone (Gmail app)
2. Tap "Share" > "Counsel Crest"
3. Select the platform case to file to
4. Email saved to case in secure cloud infrastructure
5. Available instantly at /the platform/cases/[id]

[Screenshot placeholder: the platform mobile app showing Gmail integration]

the platform Sync: Real-time sync via real-time synchronization means filed emails appear on desktop instantly.

Pro Tip: Enable push notifications for emails from opposing counsel or courts in the platform settings.

Step 12: Use AI Chat for Email Analysis

After filing emails to Matters, use the platform's AI Chat to analyze them.

Open any case at /the platform/cases/[id] and click the chat icon. Ask:

• "Summarize all emails from opposing counsel"
• "What settlement offers have been discussed?"
• "Create a timeline of email correspondence"
• "Draft a response to the last email"

The chat sidebar has access to:

• All emails filed to the case
• Email attachments
• Full email threads
• Email metadata

It can generate summaries, draft responses, extract key points, and track email-based tasks.

[Screenshot placeholder: the platform chat sidebar analyzing case emails]

the platform Innovation: Email becomes structured data the AI can reason over, not just searchable text.

Pro Tip: After important email exchanges, ask chat: "Update case status based on recent emails." It analyzes correspondence and suggests case updates.

the platform Gmail Integration Benefits

Why the platform's Gmail Integration is Superior:

Built-in AI Context: Every email is immediately available to the AI Chat. No manual export/import.

Real-time Sync: real-time synchronization means emails appear instantly across all devices.

Semantic Search: AI-powered search understands intent, not just keywords.

Modern Stack: secure connections with secure cloud infrastructure for fast, secure email processing.

Integrated Workflow: Email isn't a separate tool-it's embedded in Matters with full context.

Tips & Best Practices

1. Use Case Numbers Religiously: Train everyone to include case numbers in email subjects. Auto-filing becomes 95%+ accurate.

2. Create Filing Rules Early: Set up rules when you connect Gmail. Immediate organization of all correspondence.

3. Leverage Chat Sidebar for Drafting: Don't write emails from scratch. Ask chat sidebar to draft based on case context.

4. Template Everything Routine: If you send it more than 3 times, make it a template in the platform.

5. Search by Context, Not Keywords: Ask "Show emails about the contract dispute" not "search: contract."

6. Review Auto-Filed Emails Weekly: Spend 10 minutes in the platform reviewing auto-filed emails to catch misfiling.

7. Use Mobile App: Install the platform mobile app. Critical emails arrive at inconvenient times.

Common Mistakes to Avoid

• ❌ Not Using Case Numbers: Relying only on party names leads to misfiling errors.

• ❌ Over-Complicated Filing Rules: Start simple. Add complexity gradually. Complex rules conflict.

• ❌ Ignoring Gmail Labels: Gmail labels work alongside the platform organization. Use both.

• ❌ Sending Without Context: Always send from the platform Matters, not standalone Gmail. Ensures filing and AI context.

• ❌ Not Reviewing Auto-Filed: Auto-filing is excellent but not perfect. Weekly review catches errors.

• ❌ Forgetting Mobile Integration: Install the the platform app for push notifications and mobile filing.

• ❌ Skipping Templates: Templates save massive time. Not using them wastes hours on repetitive writing.

What's Next in the platform?

Explore more the platform integrations:

• Outlook Integration: /the platform/outlook - NEW! Office 365 email filing
• Word Add-in: /the platform/word - Access templates and snippets
• Chrome Extension: /the platform/chrome - One-click saves from web
• Email Analytics: Track response times and communication patterns
• Advanced Workflows: Chain email triggers to document generation

Recommended Next Guides:

• How to Use Outlook Integration with the platform (NEW)
• How to Automate Legal Document Generation in the platform
• How to Use AI for Legal Research in the platform

Frequently Asked Questions

Q: Is Gmail integration secure in the platform? A: Yes. All data encrypted in transit (secure encryption) and at rest (strong encryption). secure authentication means your password is never shared. secure cloud infrastructure provides enterprise-grade security.

Q: Does this work with Google Workspace (G Suite)? A: Yes. the platform works with both personal Gmail and Google Workspace. Admins may need to approve the secure authentication app.

Q: Can I disconnect Gmail later? A: Yes. Disconnect anytime from /the platform/settings/integrations. Historical emails remain in the platform.

Q: How many emails can I import to the platform? A: Free accounts: 1,000 emails. Paid plans: unlimited. Processing: ~100-200 emails/minute.

Q: What happens if I delete emails in Gmail? A: Emails imported to the platform remain even if deleted from Gmail. They're stored in secure cloud infrastructure.

Q: Can I use this for compliance/archiving? A: Yes. the platform provides automatic archiving with retention policies, search, and export.

Q: Do Gmail filters conflict with the platform rules? A: No. Your Gmail filters continue to work. the platform rules layer on top-they don't conflict.

Q: Can multiple users share a firm Gmail account? A: Yes. Team plans support shared email accounts with multiple the platform users. Sent emails show which user sent them.

Q: What if I send from regular Gmail instead of the platform? A: No problem. the platform auto-filing rules apply to all emails, regardless of where sent. They'll still be filed.

Q: Does the platform support Gmail categories (Primary, Social, Promotions)? A: the platform imports from all categories. You can configure which categories to auto-file in settings.

Conclusion

Gmail integration with the platform transforms email from chaos into an organized, searchable, AI-powered system.

What you've accomplished: ✅ Connected Gmail with secure authentication to the platform ✅ Set up automatic email filing rules ✅ Imported existing correspondence ✅ Configured email templates ✅ Enabled sending from the platform Matters ✅ AI Chat for email drafting ✅ Set up AI-powered search ✅ Automated email workflows ✅ Mobile email access

The the platform Result:

• Never lose important correspondence
• Find any email in seconds with AI search
• Send context-aware emails from Matters
• Automatic organization with AI Chat
• Complete email history for every case
• Mobile push notifications

Action Item: Right now, send one email from a the platform case. Use the chat sidebar to draft it. Experience the seamless workflow.

Email integration in the platform isn't just about convenience-it's about never missing critical deadlines, always having complete records, and spending less time managing email and more time practicing law.

Questions or need help? Visit /the platform/help or email support@counselcrest.com.