CoCounsel

Installation and Security

CoCounsel for Microsoft Outlook
CoCounsel for Microsoft Outlook allows you to manage your emails, documents and matters directly to HighQ and Legal Tracker, from Microsoft Outlook for Office 365.
The add-in is linked to your Microsoft 365 account and is available on both Windows and Mac desktops, and your browser.
Install the add-in to add a
Thomson Reuters
 button in your
Outlook
integrations bar. The add-in provides options for saving and filing emails and documents in your 'My files' area of Collaborate, create matters, and share documents.

Installation requirements

You must use one of the supported applications for Outlook add-ins. The following clients support add-ins:
  • Outlook 2013 or later on Windows
  • Outlook 2016 or later on Mac
  • Outlook on the web for Exchange 2016 or later
  • Outlook on the web for Exchange 2013
  • Outlook.com
Your installation must be connected to an Exchange server or Microsoft 365 with a direct connection.
  • Microsoft Graph access is required.
  • Microsoft Edge must be installed but it doesn't have to be the default browser.

Deployment

Centralised Deployment via Microsoft 365 Admin Center
This is the recommended deployment if the add-ins are to be used widely within your organisation. It allows you to deploy add-ins directly from the Office 365 Admin Center to users, groups, or the entire organization.
Follow these steps to deploy an add-in via the Admin Center:
  • Log into
    Microsoft 365 Admin Center
    :
    • Go to admin.microsoft.com and sign in with your admin account.
  • Access the Add-ins Page:
    • In the Admin Center, go to
      Settings
       >
      Integrated apps
       or
      Services & add-ins
      .
  • Select
    Deploy Add-in
    :
    • Click on
      Deploy Add-in
       at the top of the page to start the deployment process and then
      Next
      .
  • Add the Add-in:
    • Follow the prompts to add an add-in from the Office Store: Choose from the store. Then, find the Add-in in the store with the keyword 'HighQ' and select
      Add
      .
  • Choose Deployment Method:
    • Decide whether to deploy the add-in to everyone, specific groups, or just individuals.
  • Review and Deploy:
    • Review your selections and then
      deploy
       the add-in.
  • Validation:
    • A green tick appears when the add-in is deployed.

User installation

If the add-in is not installed from a centralised deployment, you can install it directly from the Add-ins Store:
If you want to download this on another device:
For Outlook
Desktop
Applications:
  • Open the Outlook application.
  • Access the
    Add-ins Store
    :
    • Go to the
      Insert
       tab on the ribbon.
    • Click on
      Get Add-ins
       or
      Store
      . This opens the Office Add-ins dialogue box.
  • Browse or Search for Add-ins:
    • You can browse the list of available add-ins or use the search box to find the
      CoCounsel for Microsoft Outlook
       add-in.
  • Add the Add-in:
    • Once you find the add-in you want, click on it for more details.
    • Click
      Add
      ,
      Get
      , or
      Install
       to add the add-in to your application.
For
Online
 Outlook Applications:
  • Open the Outlook Web App
  • Find the
    Add-ins
     Option:
    • Look for the
      New
       message or
      Reply
       window in Outlook Web App.
    • Click on
      Get Add-ins
      ,
      Office Add-ins
      , or a similar option.
  • Browse, Search, and Install:
    • You can browse the list of available add-ins or use the search box to find the
      CoCounsel for Microsoft Outlook
       add-in.
    • Click to add them to your online Office application.

Log in for the first time

Open the application from the integrations bar and select
Connect account
.
Grant access to the add-in and its features to Microsoft Outlook and Microsoft Graph APIs. Select
Allow
.

Connect to your Thomson Reuters HighQ account

You must connect the add-in with one or both of your HighQ or Legal Tracker accounts.
Click
Connect account
 in the add-in panel to open account settings.
Connect to CoCounsel (optional)
Access to CoCounsel is not
required
 to use the add-in, but does provide enhanced tools and features.
  • Select
    Connect
     in the
    CoCounsel
     section.
    If you're already logged in, you see a 'Connected' label; no further action for CoCounsel is needed.
  • If you are not logged in to CoCounsel, a
    OnePass
     account window opens.
  • If your company has implemented single sign-on, use your SSO credentials. Otherwise, use your CoCounsel credentials (email and password) to sign in.
  • Select
    Close
     after you connect or connect to HighQ or Legal Tracker.
Connect to HighQ or Legal Tracker
Connect the add-in to HighQ, Legal Tracker or both.
Select the down arrow to expand the
HighQ
 or
Legal Tracker
 bar in the
Account
 section.
HighQ instance URL
Enter the address of your HighQ instance and click
Connect
. If you are logged in, you see a confirmation message:
Click
Save
 to exit.
Your account is now connected:
Legal Tracker URL
Enter the address of your Legal Tracker instance and click
Connect
. If you are logged in, you see a connection message:
Click
Save
 to exit.
Your account is now connected.

Pin the add-in panel to Outlook

Click the 'Pin' icon (next to the add-in name) to keep the panel open while you use Outlook:

Turn on AI features in HighQ settings

If you have subscribed to AI features, a HighQ admin can enable them in HighQ
System admin
 >
System settings
 >
Thomson Reuters Outlook Integration
:
Select
Standard & AI features Enabled
 in the first drop-down to enable AI features in the Outlook add-on.

Add download link

You can add a download link to the add-on to the profile dropdown menu for HighQ users. This provides a link to the M365 marketplace where the add-on will be available for installation on Outlook.

Security FAQs

What is an M365 Add-in?
A Microsoft 365 add-in is a software extension or application that adds extra features or functionalities to Microsoft 365 applications, such as Word, Excel, PowerPoint, Outlook, and others. These add-ins are designed to enhance productivity, streamline workflows, or integrate external services directly into Microsoft 365 apps.   This specific Thomson Reuters Add-in has been built for Microsoft Outlook.
Limit Collection Principle: Does the system only collect/create the minimum amount of data needed?
Yes, we only collect the minimum data that is required to run the features of the application and deliver a great user experience. Users are always in control as they can easily turn off the features and adjust the application settings.   The application is used to transfer data from Outlook to HighQ and Legal Tracker, we don’t aim to collect any personal data. Data collection only happens when features must have it to run and thus to provide clear benefits to final users. 
Do systems implement safeguards when storing and transferring data? What are the security controls in place?
  • We encrypt personal and sensitive data using cryptography algorithms before storing it. 
  • We use secure APIs to pass the data between client and server (Thomson Reuters HighQ APIs).
  • We rely on HighQ & Legal Tracker access tokens to identify the permissions for users to perform various actions on the main platform.
  • Our application has a gateway through which all requests will be filtered for malicious requests.
In short, we use encryption of data at rest and in transit, our production environment is locked down with access only to authorized support and operations staff, and all resources have restricted access managed by our firewall and application gateway.
Why is Microsoft Graph required?
We use Microsoft Graph REST APIs to save emails and attachments from Outlook to HighQ and Legal Tracker platforms. Microsoft Graph adheres to the security and compliance standards of Microsoft 365, ensuring that data interactions are secure and comply with organizational policies.
The user’s consent to grant access is gathered at the first launch of the application.
Is my data stored in other regions?
We have dedicated servers in the regions where this application will be deployed and thus the data won’t be saved in different regions. The data will remain saved in your own region.
The data could be temporarily sent to another region to consume specific services or resources such as Federated Search functionality and Open AI services but won’t be stored there.
Is it safe to use AI features?
Thomson Reuters' position on the security of Al includes a multi-faceted approach to protecting traditional as well as generative Al models integrated as features within our product portfolio.
Artificial Intelligence (AI) at Thomson Reuters Thomson Reuters has a long history of innovation in the Artificial Intelligence (AI) space as far back as 1975. Our position on the security of Al includes a multi-faceted approach to protecting traditional as well as generative Al model(s) integrated as features within our product portfolio. Our approach aligns with multiple regulatory and best practice frameworks, as well as following Thomson Reuters' Data and Al Ethics Principles
  1. Thomson Reuters' use of data and Al are informed by our Trust Principles. 2. Thomson Reuters will strive to partner with individuals and organizations who share similar ethical approaches to our own regarding the use of data, content, and Al.
  2. Thomson Reuters will prioritize security and privacy in our use of data throughout the design, development, and deployment of our data and Al products and services.
  3. Thomson Reuters will strive to maintain meaningful human involvement, and design, develop and deploy Al products and services and use data in a manner that treats people fairly.
  4. Thomson Reuters aims to use data and to design, develop and deploy Al products and services that are reliable, consistent and empower socially responsible decisions.
  5. Thomson Reuters will implement and maintain appropriate accountability measures for our use of data and our Al products and services.
  6. Thomson Reuters will implement practices intended to make the use of data and Al in our products and services understandable.
  7. Thomson Reuters will use employee data to ensure a safe and inclusive work environment and to ensure employee compliance with regulations and company policies.
How are LLMs used at TR?
Our use of Large Language Modules (LLMs) is governed by Thomson Reuters' principles, frameworks, policies, and standards. We maintain governance policies and standards designed to minimize the use of sensitive data in Al models, with escalated reviews by a Model Ethics Committee within Thomson Reuters that evaluates the use of sensitive data within an LLM. Thomson Reuters has also built an internal LLM and Al solution for internal utilization and is actively driving employees to use the internal application for product development.
Which AI Service is used? Is my data saved or used for learning by this service provider?
This application uses our own AI model developed via Open AI for Microsoft Azure. This is a safe and monitored environment. Please find below a few principles which Microsoft follows for its Azure OpenAI environment:
Your prompts (inputs) and completions (outputs), your embeddings, and your training data:
  • are NOT available to other customers.
  • are NOT available to OpenAI.
  • are NOT used to improve OpenAI models.
  • are NOT used to improve any Microsoft or 3rd party products or services.
  • are NOT used for automatically improving Azure OpenAI models for your use in your resource (The models are stateless, unless you explicitly fine-tune models with your training data).
Penetration testing and certifications
Our application was successfully penetration tested in March 2024. The certificate is available here [link pending].

Architecture overviews

Installation or deployment
Architecture of the Add-in

This article applies to:

  • Product: HighQ
  • Subject: Add-in, AI

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