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
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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)
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•
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
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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
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Building a Document Index
– File -> Utilities -> Document
Management -> Document Index
Manager
– Check INDEX NOW
Define a NEW Document Index
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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
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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
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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
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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
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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
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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
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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
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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
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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)