Proclaim to Outlook_

Yes, Proclaim connects to Outlook through a basic integration that allows fee earners to manually file emails against cases. Volume PI and conveyancing firms process hundreds of emails daily. Manual filing takes 30-60 seconds per email and is frequently skipped. Formulaic builds automated email filing that uses domain matching, case reference parsing, and client identification to file emails without manual intervention.

Short answer: Yes, Proclaim has a basic Outlook integration for email filing. Formulaic builds automated filing using domain matching and case reference parsing for hands-free case association.

What data moves between Proclaim and Outlook

Emails flow from Outlook to Proclaim as case correspondence records. The email body, sender, recipients, date, subject, and all attachments file against the case. Proclaim stores the email within the case history, making it searchable and available to all team members working the case.

Client and third-party contact data from Proclaim informs the matching logic. The system maps known email domains and addresses to active cases. Insurer domains, solicitor firms, medical agencies, and client email addresses all form part of the matching database.

Case reference data extracted from email subjects provides direct matching. PI and conveyancing firms typically include case references in subject lines. The integration parses these and matches directly to the Proclaim case record.

Filing confirmation data notifies the fee earner when an email is automatically filed, showing which case it was assigned to. Uncertain matches present the top suggestions for one-click confirmation.

The native integration

Proclaim’s native Outlook integration provides a manual filing interface. Fee earners select the case and file the email. It works but depends on consistent human compliance.

In volume practices, manual filing compliance drops below 80% during busy periods. Routine correspondence goes unfiled. Six months later, when a complaint, audit, or cost assessment requires a complete correspondence trail, the gaps create real problems.

For firms handling fewer than 20 cases per fee earner, manual compliance is achievable with discipline. For volume practices handling 50+ cases per person, automated filing is the only way to maintain complete records.

What Formulaic builds

Formulaic builds an automated email processing pipeline between the Microsoft Graph API and Proclaim’s database. The system processes incoming and outgoing emails and files them to cases automatically.

Domain mapping links known third-party domains to active cases. When the system sees an email from an insurer, medical agency, or opposing solicitor, it checks which active cases involve that party. Combined with case reference parsing and recent correspondence context, the system achieves high-accuracy automatic filing.

Shared mailbox processing handles communal inboxes that volume firms depend on. Emails to claims@, enquiries@, and conveyancing@ addresses process through the same matching logic.

Confidence scoring determines automatic filing versus suggestion mode. High-confidence matches file without intervention. Lower-confidence matches present options. The system learns from fee earner choices.

Formulaic’s deployment data shows 85-92% automatic filing accuracy in the first month, rising to 95%+ with learning. For a volume PI firm processing 500 emails per day, this eliminates approximately 4 hours of daily manual filing work.

DIY vs Zapier vs custom build

	DIY / Manual	Zapier / Make	Formulaic Custom Build
Setup time	N/A	Not available	2-3 weeks
Cost	Free (your time)	N/A	Custom-scoped
Data accuracy	Incomplete at volume	N/A	85-95% automatic accuracy
Customisation	None	N/A	Full — rules, domains, mailboxes
Compliance	Gaps in records	N/A	Complete correspondence capture
Maintenance	You	N/A	60-day warranty

Timeline and investment

Every build is scoped and priced based on complexity. Simpler data syncs take less time than multi-system orchestration with compliance requirements. Start with an audit to get a clear proposal.

FAQ

Can Proclaim connect to Outlook? Yes. A basic integration handles manual filing. A custom build automates filing using domain matching and case reference parsing.

Does Proclaim automatically file emails? Not natively. A custom build files emails automatically based on sender, subject, and correspondence patterns.

How much does a Proclaim to Outlook integration cost? Every integration is custom-scoped based on your firm’s requirements. Start with an audit for a clear picture of cost and timeline.

How long does setup take? Two to three weeks including domain mapping, rule configuration, and testing.

Does it handle shared mailboxes? Yes. All shared mailbox addresses process through the matching logic.

How accurate is automatic filing? 85-92% initially, improving to 95%+ with learning. Low-confidence matches present suggestions.

Does it preserve attachments? Yes. All attachments file with the email to the Proclaim case.

Can I override filing decisions? Yes. Any automatically filed email can be refiled. The system learns from corrections.