CaseEasy 360 is designed to help your team collaborate on client communications while protecting emails that are unrelated to client matters.
Email visibility is determined by the mailbox the email belongs to, whether the email is associated with a client case, the cases a team member has access to, and any additional mailbox permissions granted by your firm.
Your own mailbox
You always have full visibility into your own connected mailbox.
This means you can see every email you send or receive, whether or not the email is linked to a client case.
CaseEasy does not restrict your visibility into your own mailbox based on case assignments.
Case-based visibility
Access to another team member's mailbox is more restricted.
By default, team members only see emails from another person's mailbox when the email is linked to a client case they have permission to access.
For example, if Sarah (a team member) has access to Client A's case, she may see emails in another team member's mailbox that are associated with Client A. She would not automatically see unrelated emails from that mailbox.
This allows your team to collaborate on client communications without providing unrestricted access to another person's email.
Unrelated emails stay private
Emails that are not associated with a client case are hidden from other team members by default.
For example, personal correspondence, vendor communications, internal discussions, newsletters, or other emails that have no association with a client case will not become visible to other team members simply because they have access to your mailbox within CaseEasy.
You will continue to see these emails in your own mailbox.
Access follows case permissions
Being assigned to a mailbox does not automatically give a team member access to every email within that mailbox.
For case-related emails, CaseEasy also considers whether the team member has permission to access the associated case.
If a team member does not have access to the case, the related email will not normally be visible to them.
This helps keep email access consistent with the case permissions already configured for your firm.
Administrator and Manager oversight
Administrators and Managers have broader visibility to support firm oversight and account management.
They can view:
Emails linked to client cases across the firm, including cases that are not specifically assigned to them.
Emails contained within shared team mailboxes.
Their own emails, whether or not those emails are associated with a case.
However, this broader access does not automatically provide Administrators or Managers with unrestricted access to another team member's personal mailbox.
Emails that are not linked to a client case remain private within that team member's personal mailbox unless additional mailbox permissions have been explicitly granted.
Granting broader mailbox access
Your firm may have situations where a team member needs broader access to another mailbox.
For example, an assistant may need to manage a practitioner's inbox, or multiple team members may be responsible for monitoring a particular mailbox.
Where permitted by your firm's configuration, mailbox access can be assigned at different levels:
Case-related emails only
The team member can view emails from the mailbox that are associated with cases they have permission to access. Other emails remain hidden.
All emails in this mailbox
The team member can view all emails available within that mailbox, including emails that are not associated with a client case.
Because full mailbox access provides substantially broader visibility, it should only be granted to team members who require it.
Shared mailboxes
Shared or general-purpose mailboxes are treated differently from personal mailboxes because they are intended to be accessed by multiple members of the firm.
For example, your firm may connect a general mailbox such as an information, intake, or support account.
Team members who have been granted the appropriate access to a shared mailbox may be able to view emails within that mailbox regardless of whether each email has already been associated with a client case.
Why can't I see an email?
If you expect to see an email but cannot find it, there are several possible reasons:
The email belongs to another team member's mailbox.
The email has not been associated with a client case.
You do not have access to the associated case.
Your mailbox permission is limited to case-related emails.
Your Administrator or Manager has not granted you broader access to that mailbox.
If you believe you should have access, contact your firm's CaseEasy 360 Administrator or Manager to review your mailbox and case permissions.
Quick example
Suppose Alex and Maria both have their individual work mailboxes connected to CaseEasy 360.
Maria has access to the Smith immigration case. If Alex receives an email from the Smith client and that email is associated with the Smith case, Maria can see the email because she has access to that case.
If Alex receives an unrelated email from an accountant that is not associated with any client case, Maria will not see it by default.
An Administrator or Manager can see Alex's Smith case email because of their broader case oversight permissions, but the unrelated accountant email remains private in Alex's personal mailbox.
If Maria has explicitly been granted All emails in this mailbox access to Alex's mailbox, she can then see both emails.
Privacy by default
CaseEasy's email privacy controls are designed around a simple principle: access to client information should support collaboration without unnecessarily exposing unrelated email communications.
Your own mailbox remains fully visible to you, client-related communications follow your firm's case permissions, and unrelated emails in personal mailboxes remain private unless broader access has been explicitly granted.