In a digital law firm, proving that a document, invoice, or invitation was actually sent—and more importantly, read—is just as important as generating it. The Mail Logs module in LexOS acts as the firm’s centralized outbox and audit trail, tracking every single automated email dispatched by the system to both internal staff and external clients.
Whenever LexOS sends a Portal Invitation, an Invoice Receipt, or an urgent notification, it leaves a permanent, trackable footprint here.
Step 1: Accessing the Communications Audit
To view the firm's email history, navigate to the left-hand sidebar under the Audit Trail group and click on Mail Logs.
Because this module contains metadata about sensitive firm communications and client activity, access should be strictly limited to the Practice Manager or Principal Partner roles.
Step 2: The Anatomy of a Mail Log & Read Receipts
The Mail Logs dashboard displays a chronological ledger of all system communications. The table allows you to quickly verify delivery and engagement statuses by reviewing:
- Recipient: The email address of the client, opposing counsel, or staff member who received the message.
- Subject: A quick reference to the email's content (e.g., Payment Receipt: DRAFT-8774).
- Sent at: The exact timestamp the system successfully dispatched the email.
- Opened at & Read: LexOS tracks client engagement. If a client opens their invoice receipt, the system logs the exact timestamp under "Opened at" and marks the "Read" column with a green checkmark. If they haven't opened it, it remains marked as "Pending" with a red 'x'. This eliminates the "I never got the email" excuse.
Step 3: Troubleshooting & Resending Emails
When a client claims they did not receive their invoice or portal login, the Mail Log is your immediate solution center.
- Search for the client's email address in the Mail Logs table to verify it was dispatched.
- Check the Read status. If it is marked as unread (Pending), advise the client to check their spam or junk folder.
- The Quick Resend: If the email was genuinely lost in their inbox or blocked, simply click the yellow Resend button located on the far right of that specific log entry. LexOS will instantly dispatch a fresh copy of the exact same communication.