The add-in supports the following capabilities:

File emails

• Link a received or sent email to a Clio Operate case
• Checks whether it has already been filed against a work item to avoid duplicates
• File the email body and attachments to the case document repository
• Associate filed attachments with document expectations
• Define the file types permitted using the File Extension Whitelist 
• Add a chronology entry with a custom subject

Compose emails with case context

• Author emails using Clio Operate email templates and content blocks
• Attach documents directly from the case repository
• Address emails using case participants
• File the email to Clio Operate.

Record time and create tasks

• Record time against a case immediately after filing or composing an email
• Create follow-up tasks linked to the case

Manage contacts

• Detect new contacts from email recipients and add them to the case
• Identify and match existing ODS records for senders and recipients

The add-in displays in the following Outlook contexts:

Luggage tags

A luggage tag is a unique identifier that Clio Operate appends to the subject line of outbound emails. When a reply arrives, the add-in reads the tag in the message thread and automatically links the email to the correct case. Luggage tags follow the format configured in the email channel settings under Admin > Channels > Email.

Search scope

The add-in uses a dedicated search scope called outlook-addin-search to source cases for the search view. This scope is seeded automatically and controls which work types appear in case search results. The default work types are Client Contract, Instruction, Matter, Proceedings, and Statement of Work. The scope can be customised in Modeller > Search scopes.

Email contexts

The add-in behaves differently depending on whether the user is reading an email or composing one. The reading context is focused on filing; the composing context is focused on authoring and sending. Secondary actions (time recording and tasks) are available in both contexts once a case is linked.

Before deploying the add-in, confirm the following configuration is in place in Clio Operate:

• The Outlook Add-in Global Feature is enabled
• Contact support to configure the necessary authorisation flow and Cross-Origin Resource Sharing (CORS) settings. Proper configuration of these elements is crucial to ensure the add-in functions correctly and securely. Failure to do so may result in operational issues. The Outlook Global Feature automatically configures CORS and authorisation flow for the Outlook Add-in.
• The identity client sharedo-outlook-addin is configured
• The Content Security Policy includes the required O365 frame-ancestor URLs
• Work type relationships for inbound and outbound email are correctly configured

Centralised deployment pushes the add-in to all users or selected groups via the Microsoft 365 admin centre. Users do not need to install anything manually.

1. Sign in to the Microsoft 365 admin centre at admin.microsoft.com.
2. Navigate to Settings > Integrated apps.
3. Select Upload custom apps.
4. Choose Office Add-in as the app type.
5. Upload the ShareDo Outlook Add-in.
6. Assign the add-in to the relevant users or groups.
7. Select Deploy.

Individual users can sideload the add-in directly from Outlook if the Microsoft 365 administrator has permitted it.

After installation, the ShareDo add-in appears in the Outlook Home menu ribbon. You may need to restart Outlook to refresh the ribbon. See Microsoft's article, Use add-ins in Outlook, for more details.

Outlook on the web and New Outlook

If you've toggled the Try New Outlook switch and are using the New Outlook, you must turn on the optional connected experiences to use the ShareDo Outlook Add-in. 

1. Open Outlook settings by clicking the gear icon on the top right of the window.
2. Select General settings.
3. Select Privacy and data.
4. Select Privacy settings.
5. Make sure Turn on optional connected experiences is turned on.

To add the app:

1. Select the Apps icon in the Outlook ribbon (or More apps on a message).
2. Select Add apps.
3. Select My add-ins, then select Add a custom add-in from the dropdown.
4. Select Add from file.
5. Upload the ShareDoOutlook Add-in.

Classic Outlook for Windows

1. Select File > Manage Add-ins. This opens Outlook on the web in a browser.
2. Select the + button and choose Add from file.
3. Upload the ShareDo Add-in.

Uninstall

To remove the add-in, follow the steps in this Microsoft article: Use Add-ins in Outlook. 

On first use, the add-in prompts the user to enter the URL of their Clio Operate environment and authorise the connection. Authentication uses OAuth 2.0.

From version 7.9.0, the add-in supports PKCE (Proof Key for Code Exchange) as an enhanced authentication method. When enabled, the add-in uses PKCE for OAuth authentication. For details on how to enable, see the Configuration tab > PKCE authentication.

Outlook Add-in Global Feature

The Add-in itself verifies that the Global Feature is enabled and if not, shows an error message:

See Outlook Add-in Global Feature for more information.

CORS Configuration

The Outlook Global Feature automatically configures CORS and authorisation flow for the Outlook Add-in. If there is a problem with this configuration, you will typically encounter a problem where you are unable to connect to your ShareDo instance.

Content Security Policy

The Outlook Add-in requires that Office 365 URLs be added to the Allowed frame-ancestor origins text box of the Content Security Policy Global Feature. The help text from the Content Security Policy blade is shown here:

Frame ancestors and the Office add-ins: If you are using the official ShareDo Office add-ins via the appropriate web-based online application, you will need to allow certain O365 URLs to iframe the ShareDo identity server. Without doing so, the login form will not be allowed to render within the online interface.

Remember to recycle the cache after making these changes. 

Errors

Most errors are self-explanatory, but for reference, here are a few more common errors:

• Error: Your email address does not match the one registered in ShareDo.
  Meaning: You're trying to file it from an email address that's not registered to ShareDo.
   
• Error: The email subject is empty.
  Meaning: Self-explanatory.

At the time of release, the Outlook Add-in requires a legacy Document Expectation feature flag to be enabled for all Document Expectation types and derivatives, or they will not be returned.

1. To set this flag, navigate to Modeller > Work Types and the relevant Document Expectation work type.
2. Navigate to Manage Features and Open Legacy Type Features.
   
3. Ensure the "Marks this sharedo type …" checkbox is checked.
   
4. Repeat for each Document Expectation type.

File types stored

From June 2026 attachments with file extensions not permitted by the File Extension Whitelist global feature do not appear in the File Attachments list. A message advises users to contact their system administrator if they expected an attachment to be present.

When an email is filed, Clio Operate always saves an .eml file to the repository. 

Users can now file .eml files (emails forwarded as file attachments) in the same way as any other attachment. EML attachments now appear in the attachment list and can be selected, renamed, and assigned a folder location before submission.

File names

File names follow the naming format configured in the email channel settings. See Configuring Email Monitoring for more information. 

Attachment size limits

From May 2025 the add-in supports attachments up to 30 MB per individual file and 30 MB total per email submission. It previously supports up to 25 MB.

Auto-marking small attachments

Attachments below a configurable size threshold (such as email signature images) are automatically marked as No filing required. This threshold is configured in the Inbound Email section of Admin > Channels > Email. See Configuring Email Monitoring for more information. Attachments marked this way are excluded from the filing submission without any manual action required.

The add-in detects when an email has already been filed by another user and displays a warning instead of filing again. This setting is enabled by default.

To change the setting, navigate to Admin > Channels > Email 

The add-in supports PKCE (Proof Key for Code Exchange) as an enhanced authentication method. When enabled, the add-in uses PKCE for OAuth authentication.

To use PKCE:

• Enable the EnablePkce setting in Clio Operate Admin settings (see Admin configuration).
• Deploy the PKCE-enabled version of the add-in.
• After deploying, navigate to the identity client in Clio Operate and toggle PKCE on to continue using the add-in.

From version 7.11.2, the add-in stores the original email send date as the created date on documents filed to the repository, rather than using the filing date.

To enable this behaviour, add or update the following in Admin > System Config > System Settings:

The add-in is greyed out and unavailable in Outlook until you select an email or click New Email to create an email. This enables the add-in and clicking it opens the ShareDo login side panel.

1. Enter your ShareDo URL including https://, for example: 
   https://test-outlookaddin.sharedo.co.uk
2. Click Login with your ShareDo account. 
3. Log in with your account details
4. On the next screen, click Yes, Allow to grant the necessary permissions.

To change the environment you're currently working with, for example, to change from vNext to Prod, sign out and use the Or click here to disconnect from the ShareDo link. This allows you to enter the ShareDo URL again and log into the new environment.

Side Panel

The add-in opens in a side panel 

• Link to work item: Search for a work item to link to just like you would as usual in ShareDo.
• Recent: Recent work items you've worked with will be listed here.
• Bookmarks: The last few bookmarks you've made in ShareDo will be listed here.

The footer of the add-in contains the following functions:

• Sign-out
  Log out and disconnect from the current ShareDo environment. 
• Privacy Policy
  Displays the ShareDo Privacy Policy. 
• Gear icon
  Opens the add-in's Settings:
  • The Append ShareDo tag to subject toggle lets you choose to add the work item reference for the email task to the email's subject line. 
    
  • Reset 
    Resets the add-in's internal database. All saved data will be lost. 

Resize the panel

You can manually resize the panel to any size you want.  There is also an expand/collapse icon to change the size.  If you resize the add-in panel large enough or use the expand icon, the attachments file name and folder realign, and the Actions drop-down menu expands to a tabbed layout. 

Pin the panel

To keep the panel open when you open or create an email, pin it using the icon at the top of the panel. 

Change the Add-in's Theme

The add-in's theme corresponds to the settings in Outlook. For instance, if Outlook is set to the Dark theme, the ShareDo Outlook Add-in also adopts the Dark theme.

To set the theme in Outlook, click File > Outlook Options, then on the General tab under Personalise your copy of Microsoft Office, select the office theme you wish to use.

In New Outlook, open Settings > General > Appearance, and set the Dark mode as desired.

Users access add-in settings by selecting the gear icon in the add-in panel footer.

The add-in attempts to match an email to a case automatically. If no match is found, users can search manually.

Auto-match via luggage tag

If the email was sent from Clio Operate and contains a luggage tag in the subject line, the add-in detects this automatically. The linked case card is displayed in the add-in panel without any user action required.

Auto-match via message thread

If the email is a reply to a message that was previously sent from Outlook while linked to a case, the add-in searches the message thread for a filing reference and links the case automatically.

Manual search

If no automatic match is found, the search view displays. 

Enter a search term to find a case using the outlook-addin-search scope. Results show the work item tile colour, icon, reference, title, and current phase. Select a result to link it. The search view also shows: Recent cases - the five most recently visited cases Bookmarks - the five most recently bookmarked cases Once linked, the add-in panel updates to reflect email filing, attachments, and other details from the linked case in Clio Operate.

Unlink a case

Select the unlink icon on the case card to remove the association. The search view is restored. A different case can then be linked.

If multiple cases are linked, unlinking removes only the selected card. Each linked case has its own set of filing controls.

When a case is linked, the Manage attachments section displays all attachments on the email. Each attachment is selected for filing by default.

1. Select a destination folder for each attachment. The list displays the folders configured for the linked case's document repository. The root location is selected by default.
2. The Use same destination for all attachments option to apply a single folder to all attachments. Individual folder drop-lists become read-only when this is active.
3. Select/deselect attachments. Attachments below a configurable size threshold (such as email signature images) are automatically deselected No filing required.  
4. A green count of selected attachments and a grey count of deselected attachments displays.
5. Select an attachment's filename field to edit the name before filing.

For details on file types and sizes see Outlook add-in configuration. If an attachment's file type is not included in the configured file type allowlist, the add-in marks it as blocked. Blocked attachments cannot be selected for filing and are excluded from the submission automatically.

Document Expectations

If the linked case has active document expectation work items, a visual indicator displays in the Manage attachments section.

Associate an attachment with an expectation

1. Select the expectation indicator on the relevant attachment.
   
2. A list of active document expectations displays, including the due date for each.
3. Select one or more expectations to associate with the attachment.

On filing, attachments associated with expectations are linked to those expectations as related documents and the expectation phase transitions to Received Ready for Review.

Refresh the expectations list

Select the refresh action in the filing section to fetch the latest expectations from Clio Operate. The section is temporarily disabled while the refresh runs.

When an email is linked to a case, the add-in checks the sender and recipient email addresses against existing participants on the case.

New contacts

Any email address not matched to an existing case participant is listed in the New Contacts section. Users can add these contacts to the case from within the add-in. 

On success, Clio Operate creates a new person ODS record and adds the contact as a participant on the case. 

Identifying existing ODS records

If an email address matches an ODS record in Clio Operate, the add-in displays the match and prompts the user to confirm whether to use the existing record or create a new one. Search results are ordered by relevance.

Each filed email creates a chronology entry on the case. The email subject is used as the entry title by default. This section is collapsed by default - expand it to edit.

Overriding the chronology entry subject

1. Expand the Case Chronology section.
2. Select the edit button.
   
3. Update the subject text.
4. Press Enter or navigate away to confirm the change.

If the subject has been updated, a revoke action displays alongside the edit button. Select Revoke to restore the original email subject.

The section becomes read-only after the email is filed.

When you are ready to file the email and attachments, click File to send to Clio Operate. 

From June 2026, when you select an email in the Outlook Add-in, the add-in checks whether it has already been filed against a work item.

• If it has already been filed, an information bar appears at the top of the add-in panel. It shows the date and time of filing, and the name of the person who filed it (if that person is not you).
• If more than one user attempts to file the same email at the same time, the add-in may initially show it as unfiled. When you try to file it, the add-in checks the current status. If it has since been filed, the information bar displays and the filing is stopped. This prevents duplicates even when two people act at the same time.

The information bar is advisory. You can still file the email again if you need to. Select the work item and proceed as normal. Use this option with care, as re-filing creates a second copy of the email on the work item. 

On successful filing, Clio Operate:

• Creates an email work item as a child of the linked case (Inbound Email)
• Transitions the email work item to Complete
• Saves the email body and selected attachments to the document repository in the selected folders
• Creates a chronology entry on the case presenting the email body and associated attachments
• Transitions associated document expectations to Filed Ready for Review
• If the Email Data Metadata setting is enabled in Clio Operate (see Configuration tab > Email date metadata), the original email send date is stored as the created date on documents saved to the repository.

A confirmation displays in the add-in panel with the filing timestamp.

From June 2026, after successful filing, the File Email Content section and the File Attachments location fields are removed from the add-in panel. The case link and chronology entry remain visible. This confirms the email has been filed and prevents any impression that further changes can affect the filed copy.

Refile an email

If an email was previously filed but has since been changed (for example the subject or body was updated), the add-in detects this change and displays a warning indicating that the email has changed.

Select Re-file to update the filed copy in Clio Operate with the current version of the email.

Duplicate filing detection

From version 7.11.0, the add-in can detect when an email has already been filed by another user. If this capability is enabled for the environment (see Configuration tab > Duplicate filing prevention), attempting to file an already-filed email causes the add-in to display a warning rather than filing again.

The process for linking a draft email to a case is the same as for filing received emails (see File emails). For replies, the add-in attempts to auto-match the case from the message thread context. For new emails, use the search view to find and link the case manually.

See Filing emails for full details on case linking, including auto-match, search, recent cases, bookmarks, and unlinking.

With a case linked, the Recipients section lists case participants available for use as email addresses:

• Recently used - The five contacts most recently used within the add-in for the linked case.
• All participants - All participants on the case whose role type is enabled for email addressing (see Admin configuration, sub-features).
• New participants - Contacts entered in the To or CC fields who do not match any case participant. These can be added to the case from this section.

To add a participant to the email select the To or CC field next to a contact.

Add a new contact to the case

If a recipient does not match a case participant, they appear in the New participants group. To add them to the case:

1. Select Add Participant next to the contact.
   
2. The Add Participant section displays.
    
3. The first name, last name, and email address are pre-populated from the email contact.
4. Select a role for the participant. 
5. Select Submit.

On success, Clio Operate creates a new person ODS record and adds the contact as a participant on the case. The contact then appears in the All participants group.

With a case linked, select Content from the Actions drop-down or, if the panel is expanded, the Content tab. This allows access to email templates and content blocks stored in Clio Operate for the linked case context.

1. Enter a search term to filter the list. Results update on pressing Enter. 
2. Select one or more tags to filter by category - tag filters apply as OR conditions.
3. Select the preview on a content item to display a rendered preview. Data tags within the content are hydrated with data from the linked case.

Insert content

Position the cursor in the email body. On the preview, select Insert.

The content is inserted at the cursor position. If the cursor is not in the email body (for example if the subject line is selected), an error message displays. Reposition the cursor in the email body before inserting.

Select Attach from ShareDo to browse the document repository of the linked case and attach files directly to the email.

1. The repository explorer displays folders and files starting at the root level. Select a folder to navigate into it. A breadcrumb trail is displayed for navigation and can be used to go back to parent folders.
2. Select the preview action for a file to open a Clio Operate document preview in a new browser window.
3. Select one or more files. 
4. The count of selected files updates on the Attach tick.
5. Select Attach to add the selected files to the email.

For details on file types and sizes see Outlook add-in configuration. If an attachment's file type is not included in the configured file type allowlist, the add-in marks it as blocked. Blocked attachments cannot be selected for filing and are excluded from the submission automatically.

When the email is ready, select File. 

On file, Clio Operate:

• Creates an Outbound Email work item as a child of the linked case
• Transitions the work item to Sent
• Saves the email body and any filing attachments to the document repository in the selected folders
• Creates a chronology entry on the case

After successful filing, the File Email Content section and the File Attachments location fields are removed from the add-in panel. The case link and chronology entry remain visible. This confirms the email has been filed and prevents any impression that further changes can affect the filed copy.

When the email is ready and you have filed it to Clio Operate, select Send in Outlook as normal. If a case is linked and the Send and Receive setting is enabled in the add-in settings (for instructions see Using the Add-In > User settings), a luggage tag is appended to the email subject on send.