🧭 What Is Mail Intake?

Mail Intake allows law firm staff to upload documents to any case from a single form. Once uploaded, Casefriend automatically:

• ⬆️ Assigns each document to the correct case
• 📬 Marks it as Incoming Mail in the attorney’s My New Documents
• ⚠️ Notifies the Primary Attorney
• 📅 Calendars future Medicals, Depositions, or Hearings
• ⏲️ Optionally adds Billing Entries

🤖 Caisey will generare a Caisey Summary for documents you upload using mail in

⚠️ Note: Mail Intake isn’t just for mail! You can use it for documents received via USPS, FedEx, personal service, fax, or scanned deliveries.

💡 Best Practice

✨ Integrated Caisey AI 

When you upload scanned mail, Caisey will read the document and look for a matching case. If she finds one:

✅ The mail is automatically assigned to the correct case

✅ The Document Date is set based on the date in the document

✅ The document appears in My New Documents for the assigned attorney

✅ Caisey will also summarize key details from important documents, making it easier for attorneys to quickly understand the content without opening the full file.

Caisey means less manual searching and faster intake for your team.

1️⃣ Prepare Your Documents

• Scan incoming mail or deliveries to your desktop

📝 Each piece of mail must be scanned into a separately named file

2️⃣ Launch Mail Intake

• Select add incoming mail from the Intake, Upload & Cases menu
• Select your scanned mail files from your computer

💡Pro-tip: You can also Launch Mail Intake by dragging and dropping your scanned mail into the Caseload.

⚠️ Uploading Multiple Documents: If you upload more than 10 documents at once, processing may take a few extra moments. You can continue with the upload or reduce the number of files for faster processing.

3️⃣ Set Document and Event Details

When you add scanned Mail Caisey will 

For each document, complete the following fields:

• Document Date – The date on the document
• Select a Case – Choose the case to upload to
• Event Type – Select the type of event (e.g., Medical, Deposition)
• Event Date – When the event occurred or will occur
• Attributes – Choose from:
  • Incoming Mail (default)
  • Important (flags the Event on the Timeline)
  • Alert (sends a notification to the attorney)
• Designation – Select the appropriate document designation

✅ Click the document name (blue text) to preview it in a separate window

4️⃣ Special Handling for Medicals, Depositions, Hearings

If the document relates to a Medical, Deposition, or Hearing, Casefriend will prompt you to enter additional details.
📅 If the event is in the future, it will automatically appear on the firm and attorney calendars.

5️⃣ Confirm and Add Billing

After uploading, you’ll be prompted to confirm the Event.

• Click the green Yes button to open the Event in a new tab
• Verify details and add billing if needed

6️⃣ Repeat for Each Document

Once confirmed, return to the Mail Intake tool to upload the next document.

👀 What Attorneys Will See

• Event – Appears on the Case Timeline
• My New Documents – Document appears under Incoming Mail
• Toast Notification – If Alert is selected
• The Hopper – Document shows in the My New Docs panel

⚠️ Firm admins can set Incoming Mail as the default view in My New Documents.

Mail Intake is designed to help your firm spend less time on administrative tasks and more time on client-focused legal work. If you have questions or need help getting started, reach out to support@casefriend.com or explore more articles in the Document Intake section.