How to Avoid ‘Reply All’ Disasters:
A Litéra Smart Send™ Q&A
November 14th 2016 is a day that will live in infamy for 1.2 million employees of a large UK healthcare provider. Why? Because on that day a test email mistakenly went out to the entire organization, and more than a few irritated recipients responded to the email using ‘Reply All’. Utter chaos ensued.
Many people immediately asked the question, “Well, how did something like this happen?” The answer is both easy and obvious. When mistakes like these occur, nine times out of ten you can chalk it up to human error. The more useful question to ask (and one that should follow the first) is, “How do we keep something like this from ever happening again?”
Luckily, Litéra has already answered the question. We asked ourselves how we could simplify the familiar email experience and make it easier for everyone to do the right thing without having to worry about committing common email faux pas. The solution we developed could have easily prevented the previously mentioned Reply All fiasco and saved countless hours of valuable time for hundreds of thousands of employees.
The solution? Litéra Smart Send™.
The latest update to this elegant email add-in improves existing features and functionality by optimizing DMS integration, simplifying the UI, and increasing administrative options that protect users from making email mistakes.
To help you learn more about this email lifesaver and to keep users informed on the latest update, I interviewed Litéra Smart Send™ experts Joel Martin, Donovan Alexander, and Fara Hardesty.
Q: What is Litéra Smart Send™?
A: Joel – As an email tool, Litéra Smart Send™ works within Outlook to simplify the sending process with the Attachment Manager. It also allows you to protect yourself from common email blunders. It’s a great tool to enhance and secure your email experience.
Q: What is new in the latest update?
A: Fara – The update adds additional administrative alerts and options, including:
- Alerts recipient when clicking reply all or forward when sensitivity tags enabled. Options are personal, private and confidential.
- Prevents sending to public email domains such as yahoo.com or gmail.com.
- Prevents sending to distribution lists.
- Added additional Attorney Client Privileged Communications options such as Validate and selecting the Attorney Client Privileged Communications Language.
- Attachment Report to the new email toolbar.
- Updated Attachment Manager interface with additional options.
- Process and Attached added to simplify the processing of attachments.
- Options moved to toolbar with new viewing options added.
Q: How will these updates improve the current service?
A: Donovan – Giving administrators even more options to control the email process makes it easier for users to do the right thing straight out the gate. Improving your ability to bring in documents from multiple sources helps you maintain your familiar workflow. The latest update makes it easier to simplify and safeguard your email experience, saving you time and giving you peace of mind.
Q: How does Litéra Smart Send™ simplify the email experience?
A: Fara – With the Attachment Manager, Litéra Smart Send™ enables you to maintain your workflow without leaving Outlook. This helps avoid wasting valuable time in performing actions such as renaming, rearranging, binding, zipping and converting files to PDF that you need to attach to an email.
A: Joel – Through the Attachment Manager you can do everything you need all at once. Bring in documents from your DMS, convert to PDF, rename, reorder, Bind, insert a Cover Page, a Table of Contents and Separator Page all at the same time. It’s designed to make the user’s everyday task simple and easy.
Q: How does Litéra Smart Send™ protect you from common email mistakes?
A: Donovan – Litéra Smart Send™ safeguards with options to limit or disable Reply All and Auto-fill. We’ve all heard about the Reply All debacles. We’re really trying to keep our customers’ names out of the headlines with inefficient days spent in email. Simply alerting users to the fact that they’re about to Reply All can stave off a potential disaster. People aren’t intentionally making mistakes or trying to be annoying. This tool helps prevent those unintentional mistakes from happening.
A: Joel – Litéra Smart Send™ gives administrators the ability to enable metadata cleansing when users process and attach documents to an email. This protects you from sending attachments with potentially harmful hidden metadata that could make or break a business deal by disclosing confidential information.
Q: Integration and Ease-of-Use?
A: Donovan – Integration is easy. It’s plug and play – automatically installs within the Microsoft Outlook environment. It also has integration with several major DMSs.
A: Fara – Simple and easy to use. Little or no training required as it is an extension of the familiar Outlook workflow.
Q: Why would you personally recommend Litéra Smart Send™?
A: Fara – Because it reduces high-risk email mistakes by enabling users to prevent sending sensitive information to the wrong recipients. Litéra Smart Send™ is an easy to use application that gives you the ability to disable auto-complete, alerts the user when BCC’d, and warns senders when replying to all.
A: Donovan – I definitely recommend Litéra Smart Send™ to clients because it offers a lot of functionality with a relatively small footprint.
A: Joel – Why do I recommend Litéra Smart Send™? Because one simple Outlook add-in can prevent large-scale PR and productivity disasters, and give organizations a measurable ROI in the time saved by simplifying the attachment process. I’ve heard of situations where sensitive personal and internal emails were sent outside of the organization because someone (sometimes more than one person) hit Reply All or didn’t realize they were sending an email to a distribution list with external recipients.
Even though the technology to simplify and safeguard email exists, we probably haven’t seen the end of Reply All disasters. Until the right people start implementing solutions like Litéra Smart Send™ (in large organizations especially), we will continue to see the faux pas and the fumbles fill our headlines and stream across our newsfeeds. To err is human, and with email, it only takes one click…unless you have Litéra Smart Send™.
Staff Writer – Litéra