Memos

Memos are private messages between colleagues in your firm. Use them to share updates, ask questions, and send matter documents to other FluentCase users without leaving the app.

Memos vs. Email

  Memos Email
Recipients FluentCase users in your firm only Anyone with an email address
Where it lives Inside FluentCase only. Memos are never made available outside of FluentCase. Your connected Gmail or Outlook account
Account required None A connected Gmail or Outlook account

Sent memos show each recipient’s status as Delivered or Read.

Use email for clients, opposing counsel, and other outside parties. Use memos for internal communication. See Working with Gmail or Working with Outlook for email.

Opening Memos

  1. In the left navigation, click Memos.
  2. The Internal Memos panel lists your folders:
    • Inbox - Memos you have received
    • Drafts - Memos you have started but not sent
    • Sent - Memos you have sent

In Inbox, use the Read, Unread, Linked, and Not Linked filters in the column header to narrow the list. Linked shows memos attached to a matter.

Composing a Memo

  1. Click Memos → Compose. You can also click the button next to Memos in the left navigation.
  2. The New Memo form opens. From is filled in with your name, and the created date and time appear at the top.
  3. In To, select one or more colleagues. Click Cc or Bcc to add those fields. Click Add Everyone to add all active users, or Clear to empty a field.
  4. (Optional) In Matter, select a matter to link the memo to it. When a matter is selected:
    • Click a staff member’s initials to add them as a recipient.
    • A Tags field appears. Tags are optional; the Memo tag is always applied automatically.
  5. Enter a Subject and type your message in the body.
  6. (Optional) Check Urgent to flag the memo.
  7. Click Send.

At least one recipient is required. If To, Cc, and Bcc are all empty, FluentCase shows At least one recipient is required.

Once a memo is linked to a matter, the Matter field can no longer be changed.

Attaching Documents

  • Matter documents - Select a matter first, then use Attach matter documents… to choose files from that matter. Without a matter, the form shows Specify a matter to attach existing documents.
  • Local files - Click Upload Local Files to attach files from your computer. Send is disabled until uploads finish.

To remove an attachment, click the X next to it.

Saving and Managing Drafts

  1. In the New Memo form, click Save Draft. The message Memo saved. confirms the save.
  2. To close the form, click Cancel.
  3. To continue later, go to Memos → Drafts and click the draft. The Drafts list shows the subject, Recipients, and Created date.
  4. Edit the draft, then click Save Draft or Send. Sent drafts move to Sent.

To delete a draft, open it and click the button, then confirm.

Memo drafts are separate from email drafts. See Email Drafts.

Memos Inside a Matter

  1. Open the matter.
  2. In the matter’s left navigation, click Memos to see the Matter Memos list.
  3. Click the button next to Memos. The New Memo form opens with the current matter already selected.
  4. Add recipients, attach matter documents, and click Send.

After sending, you stay in the matter’s memos area. If you have unsent memo drafts for the matter, a Drafts link with a count appears below Memos.

A memo linked to a matter also appears in the matter’s Activities with the Memo tag. Deleting the memo activity does not delete the memo from your Sent folder, and deleting a memo from Sent does not remove the activity.

Viewing a Memo

Click a memo in Inbox, Sent, or Matter Memos to open it. The preview shows:

  • The subject and, if flagged, Urgent
  • Sent with the date and time
  • From and the To, Cc, and Bcc recipients, each marked Delivered or Read
  • The linked matter, if any
  • The message body and attachments

From the preview you can:

  • Click Mark Read or Mark Unread
  • Click Reply, Reply All, or Forward
  • Click the (Delete) button to remove the memo from your folder (not available from Matter Memos)

Memo Notifications

  • The inbox button in the header shows your unread memo count. Click it to open Inbox.
  • New memos appear as pop-up notifications. Urgent memos are highlighted. Click a notification to open the memo.
  • Click the speech-bubble button next to the inbox button to snooze or unsnooze memo notifications.

FluentCase also delivers some system notices as memos. For example, Matter Archive memos contain archive zip files. See Archiving Matter Documents.

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