Presentation on theme: "2010 Practice Management Annual Conference Document Management Optimization using Time Matters ® Presented by: Seth Rowland."— Presentation transcript:
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 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 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)
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 firstname.lastname@example.org (914) 737-3740 Time Matters Feature Packages: Office Management System (OMS) Estate Planning Management Systems (EPMS)