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Time Matters Document Management
Time Matters Document Management
What is Document Management
What is Document Management
Features of Document Management in Time Matters
Features of Document Management in Time Matters
How is Document Management Implemented in Time Matters
How is Document Management Implemented in Time Matters
Power of TM’s Document List View
Power of TM’s Document List View
Decide what method is best for your firm
Decide what method is best for your firm
Turn on AutoNaming in Time Matters
Turn on AutoNaming in Time Matters
A Basic AutoNaming Scheme – Client/Matter
A Basic AutoNaming Scheme – Client/Matter
AutoNaming Scheme using Doc Folder and SubFolder
AutoNaming Scheme using Doc Folder and SubFolder
Set a field for Doc Folder in the Matter form
Set a field for Doc Folder in the Matter form
Document Form customized for Doc Folder/SubFolder
Document Form customized for Doc Folder/SubFolder
Set Custom 2 as the SubFolder, with a list of entry choices
Set Custom 2 as the SubFolder, with a list of entry choices
Finally, link the DocFolder (Custom 8) you specified in the Matter
Finally, link the DocFolder (Custom 8) you specified in the Matter
This matches the DocFolder field in the Matter record to the DocFolder
This matches the DocFolder field in the Matter record to the DocFolder
Setting Full-Text Document Indexes
Setting Full-Text Document Indexes
Searching Documents by Full-Text in Time Matters
Searching Documents by Full-Text in Time Matters
The documents show in the Viewer window with the matching word(s)
The documents show in the Viewer window with the matching word(s)
New Doc Mgmt
New Doc Mgmt
Questions
Questions

Презентация: «Time Matters Document Management». Автор: Dana L. Riel. Файл: «Time Matters Document Management.ppt». Размер zip-архива: 483 КБ.

Time Matters Document Management

содержание презентации «Time Matters Document Management.ppt»
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1 Time Matters Document Management

Time Matters Document Management

Andrea B. Prigot Eastern Legal Systems, LLC © 2013 All Rights Reserved

2 What is Document Management

What is Document Management

Document Management refers to an organized structure for saving and finding documents. Properly implemented, document management saves time: Documents do not get lost or put in “My Documents” Everyone has a consistent way to save and find documents. Documents can be found by type, date, and author. Documents can be mined for use with new matters.

3 Features of Document Management in Time Matters

Features of Document Management in Time Matters

Documents linked to Matters. Documents get saved to folders and are also linked to Time Matters matters. You can maintain a list of multiple versions of the same document. Full-text searching. Documents on server – saved to TM or not – can be searched through Time Matters based on their content.

4 How is Document Management Implemented in Time Matters

How is Document Management Implemented in Time Matters

When Time Matters is installed, TM Save buttons appear in Word, Excel, PowerPoint, and Adobe. Saving emails prompts saving attachments. Full-text searching is set in Program Level Setup, Forms, and in Utilities, Doc. Indexes. Firm-wide rules for naming and saving documents are set up in Program Level Setup, Forms, Document.

5 Power of TM’s Document List View

Power of TM’s Document List View

6 Decide what method is best for your firm

Decide what method is best for your firm

Common ways to organize documents: Practice Area, Matter, Document Type Client, Matter, Category, Document Type Client, Matter, Document Type Common ways to name documents: Document name Document name and date Document name with author and date

7 Turn on AutoNaming in Time Matters

Turn on AutoNaming in Time Matters

8 A Basic AutoNaming Scheme – Client/Matter

A Basic AutoNaming Scheme – Client/Matter

In AutoName Options, set rules for where documents will be saved and how they will be named.

9 AutoNaming Scheme using Doc Folder and SubFolder

AutoNaming Scheme using Doc Folder and SubFolder

For example, this scheme could save letters to M:\ClientDocs\Jones,D. 2012 litigation\Correspondence.

10 Set a field for Doc Folder in the Matter form

Set a field for Doc Folder in the Matter form

Set screen label and field name to DocFolder. Make field required. Click ok to save.

File>Setup>Templates\Form Styles\Matter Open the Default Style and Right-Click on Custom 8

11 Document Form customized for Doc Folder/SubFolder

Document Form customized for Doc Folder/SubFolder

File>Setup>Templates\Form Styles\Document Open the Default Style and Right-Click on Custom 1

12 Set Custom 2 as the SubFolder, with a list of entry choices

Set Custom 2 as the SubFolder, with a list of entry choices

13 Finally, link the DocFolder (Custom 8) you specified in the Matter

Finally, link the DocFolder (Custom 8) you specified in the Matter

record to the DocFolder in the Document record form style.

14 This matches the DocFolder field in the Matter record to the DocFolder

This matches the DocFolder field in the Matter record to the DocFolder

field in Custom 1 of the Document record.

15 Setting Full-Text Document Indexes

Setting Full-Text Document Indexes

Purpose: Define what documents on server will be text searchable. File>Utilities>Document Management>Document Index Manager

Configure the index. You can have several indexes if needed, for example, based on practice area or other logical division; e.g. LIT, RE, FAM. Click “Index Now” to build the index. Click “Schedule” to update the index nightly – this is often done at the server.

16 Searching Documents by Full-Text in Time Matters

Searching Documents by Full-Text in Time Matters

Search>Document Search. Fill in “Containing Text”, select one or more Indexes, and click Search.

17 The documents show in the Viewer window with the matching word(s)

The documents show in the Viewer window with the matching word(s)

highlighted:

The number of times that the matching word(s) appear in the document is shown in the “Hits” column.

18 New Doc Mgmt

New Doc Mgmt

Features in TM 12

Automatic TM Save option in Word, Excel, Powerpoint. When enabled, the TM Document form and prompts will come up when you click Save.

Save email as .msg file. However, the .msg file is placed in the TM Default Files folder and does not obey the AutoNaming rules.

19 Questions

Questions

Contact: Andrea Prigot ABP@easternlegalsystems.com

www.easternlegalsystems.com

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