Document Management Optimization using Time Matters
2010 Practice Management Annual Conference Document Management Optimization using Time Matters® Presented by: Seth Rowland 2010 Practice Management Annual Conference Objectives • Utilize the Time Matters® document storage, search and retrieval function, and processes • Recognize the components of the Time Matters® Outlook integration and manage email attachments 2010 Practice Management Annual Conference Time Matters DMS • Benefits – Firm-wide document storage – Nothing is lost; everything is found – Workflow automation – Included with Time Matters (no additional charge) • DMS Features – Auto-Profiling – Version Control – Checkin/Checkout – Privacy Settings • Document Indexing – By Client/Matter – By Profile Search – By Full-Text Search • Document Creation – Workflow Automation – Merge Templates – HotDocs Templates • Outlook Integration – Configuration – Benefits 2010 Practice Management Annual Conference Document Profiling • Basics - Core Fields – – – – – – Client Matter Code Staff Description Memo • Launch from Application – TM Save – TM Connect – TM Insider • AutoName – Recommended Option – File -> Setup ->General -> Program Level – Forms -> Form Type (Document) -> Set Form Options – Check "AutoName Checked by Default" and click on Advanced button. – Option to use folder specified in Configuration File OR Designated Folder – Formula for "Subfolder" and "Document Name" 2010 Practice Management Annual Conference Document Profiling (2) • • Custom Fields – Support for Form Styles for Custom Fields – Can be used for "SubFolders" – Can be used for "document tracking" system Special Options – Create an "Auto-Increment" using custom field to define a document number. – Create "Template" that include a Filename field in the footer – Use Custom Field to enforce standard subfolders – Use Category code 2010 Practice Management Annual Conference DMS Features • Version Control – Create "New Version" option – Creates Backup of Current File as Version ".000#" – Ability to Revert, View or GoTo prior versions – NOTE: No change in Footer • Security & Access – Security limited to Profiles. – Can use Network Security for "Folders" but need to apply manually – Can mark Profile Private – Can mark Matter Private and associated Document Profile can become Private. • CheckOut/CheckIn – CheckOut Process • Right-Click -> CheckOut • Define Location & set to ReadOnly • Confirm Checkout – CheckIn Process • • • • Select Document Record Right-Click -> CheckIn Copy from Location Checkin as NEW Version 2010 Practice Management Annual Conference Document Indexing • Purpose • – Go beyond Profile searching and views – Full-text search of documents • • – – – – – Building a Document Index – File -> Utilities -> Document Management -> Document Index Manager – Check INDEX NOW Define a NEW Document Index – – – – Add NEW Index Add a Code and Description Define Exclusions or Inclusions Add Folder(s) Schedule Index • Define an Index Schedule the Index SCHEDULE Tab -> New Set time Enter Windows Login password Use Index – – – – – Search -> Document Search Enter Search Term Select Index Apply further search restrictions Options to include Phonetic and other search options – Includes Preview with Highlights – Can search OUTSIDE Time Matters system 2010 Practice Management Annual Conference Document Creation • Choose Type of Merge • Choose Data Source • Choose Template 2010 Practice Management Annual Conference Type of Template • New File – Dumb Template, no data source – Use for Letterhead, Memo, and Notices • HotDocs – – – – Single Data Source, One or Multiple Documents Comprehensive rule based interview Support for conditional text and complex calculations Can work with "fewer templates" with multiple options • Merge – – – – Single Template, Multiple Data Sources Single question prompts Limited to Word Merge Technology Support for complex text formatting 2010 Practice Management Annual Conference Type of Template (2) • Clipboard – – – – Single Template, Multiple Data Sources Ability to merge "related record" data Limited, and non-standard formatting options Can merge to "email" record • Scan – Launch from Time Matters • Requires TWAIN Compliant Scanner • Select SCAN Source • Choose Scan Format – Launch from Scanner • Use scanner to create PDF File • Use TM Save to create profile and move copy to proper directory 2010 Practice Management Annual Conference Outlook Integration • Benefits – Profile email as documents – Detach & Profile Attachments – Mass Profiling • Workstation Setup – Close Outlook & Word – Launch Time Matters – File -> Setup -> General -> Workstation Level – General Tab -> Additional Program Setup – CHECK "Outlook 2000 and Later" – CHECK "TM Connect" Box to transfer Regarding Information 2010 Practice Management Annual Conference Outlook Integration (2) • Outlook Configuration – Launch Outlook – Create New Folder in InBox titled "Profiled in TM" – Tools -> Options -> Time Matters tab – Display Options • Check "Show Regarding Information" • Location Preference - Choose TOP – Check box for Prompt to Connect when "Sending an Email" – After Saving Email • Move To: "Profiled in TM" folder • DO NOT move to DELETE!!! • Other Recommendations – Install Xobni • • • • Fulltext indexing Related emails Related contacts Social networking information – Disable MS Word as Editor – Consider Hosted Exchange Server 2010 Practice Management Annual Conference Outlook Integration (3) • Single Email Options – Document Record Profile – Auto-Association based on Email – "Selection" if email address associated with multiple Matters or Contacts. – Relate to Multiple Records • Select for Regarding • Select for Specified Relations – Setting up Specified Relations • • • • Add Related Records Related Tab -> Add Record Choose: "Matter" or "Contact" Choose: "Specified Relation Use Existing Record • Run "Search" to narrow records • Tag and select records -> OK 2010 Practice Management Annual Conference Outlook Integration (4) • Connect Multiple Emails – Sort emails by "From" – Select Group (by Heading or by Control-Click) – Click on TM Connect Email – Enter Contact/Matter/Staff – Select Document Records Related to Individual Emails" – Choose OK • Sending Emails – Access to Formattable Clipboards – Time Matters -> Add Attachment • • • • • Select Attachment Sort by Create Date Filter by Code Filter by Matter Can tag multiple records – Auto-connect to TM 2010 Practice Management Annual Conference Outlook Integration (5) • Email MERGE – – – – Create a Formattable Clipboard Tag Records Choose "Send Email" Select "Individual Emails" for separate email linked to each record. – If using OUTLOOK, need to enable an account for OUTGOING only. – Can use AutoEntry forms for standardized text or draft. 2010 Practice Management Annual Conference Additional Training Opportunities • For additional training opportunities, visit LexisNexis® University, where you may learn more about eLearning, eConsulting, Classroom, Anytime, and Just in Time Training class offerings. • Also available are an extensive network of LexisNexis® Certified Independent Consultants (CICs) who offer on-site training, installation, and maintenance of Practice Management software systems. 2010 Practice Management Annual Conference Seth G. Rowland, Esq. Basha Systems LLC http://timematters.bashasys.com sgr@bashasys.com (914) 737-3740 Time Matters Feature Packages: Office Management System (OMS) Estate Planning Management Systems (EPMS)
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