Lecture Notes on Using Reclaim and Proclaim

Introduction

• Overview of Reclaim and Proclaim tools
• Focus on email management and document handling

Managing Emails in Offline Mode

• Purpose: Control emails before they are sent
• Steps to Toggle Offline Mode in Outlook:
  • Use the 'Work Offline' button
  • To add this button:
    • Go to 'More Commands'
    • Change dropdown to 'All Commands'
    • Locate 'Work Offline' at the bottom
    • Click 'Add' and then 'OK'
• Benefits:
  • Helps manage emails when unsure about file actions

Handling Processes in Proclaim

Accessing Documents Mid-Process

• Problem: Cannot access documents while pop-ups are running
• Solution: Manually crash out of Proclaim
  • Steps:
    • Use 'Taskmaster' to end Proclaim task
    • Restart Proclaim and log back in
    • Access file history and rerun processes

Email Management

• Replying to Emails:
  • Right-click email
  • Options:
    • Email as attachment
    • Forward email
    • Reply to email
    • Attach to a new email
  • Prefer using Proclaim for efficiency and control

Document Visibility Management

• Hiding Documents from the Portal:
  • Right-click document to amend visibility
  • Change name to 'XXXXX' for internal purposes
  • Ensures clients and agents do not see irrelevant documents

Searching Mail Phrases and Letters

• Using Template Searches:
  • Generate or save documents
  • Use dropdown and search bar with magnifying glass
  • Useful for finding template letters quickly

Case Searching in Proclaim

• Searching for Cases:
  • Use 'Name Search' with dropdown options
  • Search by client email, name, or postcode
  • Use 'All' option for broader search
  • Refine search to find specific cases

Conclusion

• Summary of key functionalities in Reclaim and Proclaim
• Emphasis on efficiency and control in email and document management