Today I'm going to be showing you some useful information that will really help you get to grips with Reclaim. The first point is how to toggle your emails into offline mode so that when you're still figuring out how to do things on files you can hold back some of your emails, you can catch them before they send if they're ones that shouldn't really be sent. So I've got up here a work offline button and to add that to your outlook you'd need to click this button here. There's a guide for how to do this just so that you're aware or within the Proclaim guide it's one of the section three points other useful information but just to add it in here as well you would go down to more commands change this drop down here to all commands you'll find Right at the bottom is work offline. So you'd click that, click add.
I'm not going to do it because obviously I already have it. And then you would click OK and it will then appear up here. So that's a really quick way. If you're about to do something and you're not 100 percent sure what emails might send off the back of it, you can go offline, run the process on Proclaim and catch the emails in your outbox. You can see then what's been sent.
You can also obviously see within history. what those emails are that have been sent. Next useful thing is if you're running something on Proclaim and you're sort of part way through a process, say you're processing inquiries, but you need to access a document that's within the Proclaim file history which you can't do while you're running the pop-ups. You can't just click cancel, cancel, cancel out of all of the pop-ups because it will still run all of the letters and it will still run the process. but obviously they'll just be blank and a bit useless.
So the only way to do it is to manually crash out of Proclaim. You would need to search in here Taskmaster. Now if you just use the old Ctrl Alt Delete shortcut, that will take you to the Taskmaster on your local desktop rather than on this remote desktop. And Proclaim obviously won't be one of the options then because it will only pick up the local.
programs. This is Proclaim just here, open edge. So you'd click that, click end task.
You might have to click it once or twice and there'll potentially be a short delay whilst it closes everything down. And as soon as it's disappeared off here, it will fully shut down here. You can load it back up. You'll get a pop-up when it's partway through loading back up to say your username. My initials would be ABA.
So it's a user ABA is already logged in. Did you want to kick them out? effectively and you click yes and it would then open up again you could go back into the file open up what you needed out of history and then rerun the process that way and then it saves all of these blank or incorrect emails and letters running another very useful thing to know is if you go to history if you've got an email that you want to reply to let's have a look I'm not going to have anything coming in from other solicitors so I might not be able to show you this quite quite as well but if you have for example an email from an estate agent or a client or a other side solicitor that you want to reply to you would right click on the email go down to email and I can either choose to email this as an attachment to someone else so if I clicked that it would open a brand new email I could choose who to send that to and it would appear as an attachment I could click forward which would create a new message and this would be sort of further down in the body of the email rather than as a separate attachment reply to will generate a reply just as if you click reply in an email on Outlook and attach to a new email will attach it to if I show you here I've got just a blank email I've opened I right click email attach to new email it will then attach itself to this Outlook email that I've opened separately Ideally we don't really want to do that because you then have to send it via Outlook, get it out of your sent items and drag it through back into history from your Outlook, which is an extra process that you don't really want to have to do.
And you also don't have control then quite so much over the subject line and everything like that. We would rather prefer that everything is just done straight out of Proclaim to save time, but just something to... show you there. Next thing is how to hide a history document from the portal.
So if I didn't want this, if I'd run this accidentally and I didn't want the client to see it, I'd right click. I would untick that. I would right click again, click amend details.
You see this here. I would just replace it with five X's, for example. The X's is just more for internal purposes.
If somebody were to be clicking through things, they would know to just ignore that. Whereas if they'd seen the previous name, which was sale in one name, purchase in joint name or purchase in different name. If they saw that, they'd be like, oh, no, we've run that letter. I need to check whether we've had that back in. But obviously, if it's irrelevant, then they don't need to see it.
They don't need to worry about it. So the visible in file view is from the client's and the estate agent's perspective. They then won't be able to see it on the portal.
And. to amend details to change it to the five x's is for internal purposes so that we know just to ignore that how to search next things how to search mail phrases or letters so if you're running a letter up here or an email or a text there'll be various templates for all of these different things and if you want if you're dragging something in it works the same the same way so let me just put something blank in So if you're generating something or you're saving something into the file, you can select the appropriate dropdown. And then if you want to search for something specific, you'd literally click in this box, start typing comp, and then you'd have to click this little magnifying glass.
And it will show you everything that has got the word comp in it. There's a very quick way to search for mail phrases if you're not 100% sure. what you should be saving it as, auto search template letters.
So a good one that is very, very useful is, it probably won't do it on a sale, but on the purchase, send a letter. If you wanted to generate a letter with all of the inquiries that we've raised, no it's not going to, I don't think it's going to do it on this one, but on a purchase, that you'd be client, CL, and you'd select in here, you'd type in all, and it would bring up a list one of the drop downs would be oh it might be look additional inquiries all inquiries and you'd edit that just to have a look a little look at it and that would be a summary of every single inquiry that we had raised and whether it's been signed off or not etc so that's a very useful thing to know but that in a nutshell is how you search through mail phrases or template documents and final thing to show you is if you need to search on Proclaim, so if you're covering for somebody or you've received an email and you're not sure what case it relates to, you'd click name search just here. You've got a drop down here, you can either select client. So the best way if you're searching for a client is ideally you'd have an email address. So if the client had sent you an email you could search by email address or you could even search by postcode and by name and you could either do begins or contains.
type in what you're searching for just here and then click search over here and then you'll get a list of everything. If you're searching more than just the client you can either select the appropriate thing but there's there's such a lot of them so you might want to just for ease click all and then you again you've got the option to search all of these things and whether it's you're sure that that's what it begins with or just what it contains. Same process type it in there click search there and you'll get a list of everything. and you should in theory be able to narrow down then and find exactly what you're looking for