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Document Management Optimization using Time Matters ®

Document Management Optimization using Time Matters ®. Presented by: Seth Rowland. 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.

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Document Management Optimization using Time Matters ®

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  1. Document Management Optimization using Time Matters® Presented by: Seth Rowland

  2. 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

  3. 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

  4. 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"

  5. 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

  6. 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

  7. 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)

  8. Document Creation • Choose Type of Merge • Choose Data Source • Choose Template

  9. 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

  10. 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

  11. 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

  12. 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

  13. 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

  14. 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

  15. 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.

  16. 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.

  17. 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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