communications - overview

overview

The Email feature within the Communications workspace allows users to seamlessly synchronize  Microsoft Outlook emails associated with their related Projects in Neostella.

It allows users to easily view both inbox and sent messages connected to the user’s related projects, without leaving the platform.

To maintain accuracy and confidentiality, emails are displayed only when the participants in the message exactly match the users associated with the Project. This ensures that communications remain secure, relevant, and properly scoped.

This feature maintain all relevant communication centralized, organized, and accessible, to stay informed and focused on what matters most. By bringing critical project updates directly into Neostella, it helps you work more efficiently and ensures nothing slips through the cracks.

key benefits

Through the Email tab, users gain the following benefits:

• Centralized Communication: view project-related emails in one place without switching between platforms.
• Improved Efficiency: Save time by eliminating the need to navigate back and forth between your email suite and Neostella.
• Enhanced Visibility: Quickly access to complete email threads tied to specific Projects for better context and faster decision-making.
• Reduced Risk of Missed Messages: Stay on top of important updates with clear visibility into relevant communications.
• Secure and Relevant Display: Only emails that match the exact Project participants are displayed, protecting confidentiality and preventing unrelated messages from showing.
• Stronger Collaboration: Ensure everyone officially associated with a Project has access to the same verified communication thread.
• Increased Productivity: Focus on managing cases while staying fully informed on related correspondence, all within a controlled and secure workspace.

how the email synchronization works

The Email feature is designed to show only the emails that truly belong to a specific Project. To protect confidentiality and ensure accuracy, Neostella follows a strict matching rule.

An email message will be displayed only when the participants in the email threat exactly match the users which have access to the Project in Neostella. Additionally, once an email is detected and successfully synchronized, an Activity Feed item is automatically created indicating that a new email is related to the project.

This means the system checks for an exact match between all users that has access to the Project, AND All participants included in the email (sender, recipients, and anyone in CC).

The email will not be synchronized if there is any mismatch, such as:

• A missing participant.
• An additional person included in the email.
• A user with no access to the Project.

why this rule matters

• This rule exists to protect your firm and your clients.
• By requiring an exact match, Neostella platform ensures that:
  • Only the right team members can see the conversation.
  • Confidential information stays within the correct Project.
  • No unrelated users have visibility into sensitive communications.
  • Synchronized emails remain clean, accurate, and relevant to the user.

In other words, you only see what truly belongs to your Projects, no confusion, no overlap, and no risk of exposing information to the wrong audience.

This approach keeps your workspace secure, organized, and aligned with how legal teams need to operate: with clarity and confidentiality at the center.

for example

Assume the following Project Contacts has access to the Personal Injury Case 626 Project:

• John Smith (johnsmith@email.com)
• Jane Doe (janedoe@email.com)
• Louis Black (louisblack@email.com)
• Monica Goodman (monicagoodman@email.com)
• Hal White (halwhite@email.com)

scenario 1: exact match (email will be displayed)

• The email recipients/sender/ccs includes exactly the same five Project Contacts listed above.
• There are no additional or missing recipients.

Result:
The email and (its complete thread) will be synchronized and will appear in your Email list.

scenario 2: additional project contacts (email will not be displayed)

• 5 Project Contacts have access to the Project.
• The email includes those 5 Project Contacts plus 1 additional person with no access to the Project.

Result:
The email will not be synchronized because the participants do not exactly match the project users.

scenario 3: missing project contacts (email will not be displayed)

• 5 Project Contacts have access to the Project.
• The email includes only 4 of them (one user is missing).

Result:
The email will not be synchronized because the Project Contacts do not exactly match the email participants.