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 ConferenceDocument 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 ConferenceDocument Creation
• Choose Type of Merge• Choose Data Source• Choose Template
2010 Practice Management
Annual ConferenceType 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 ConferenceOutlook 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://[email protected]
(914) 737-3740
Time Matters Feature Packages:Office Management System (OMS)
Estate Planning Management Systems (EPMS)
