Netdocuments Essentials

NetDocuments NetDocuments Essentials

Accessing NetDocuments The Navigation pane is displayed in overlay mode to preserve the displayed window content. To dock the Navigation pane To access NetDocuments: and adjust the window content, click the Pin icon in the upper right corner of the Navigation pane overlay and click the 1. From the desktop: Unpin icon to undock the pane. . Double-click the NetDocuments shortcut on the . desktop. Documents. Displays a menu to access Recent and Favorite Documents. . Launch your default browser and go to . vault.netvoyage.com. Matters. Displays a menu to access Recent and Favorite Matters. The NetDocuments Login page is displayed. . Quick Search. Perform a search on a document To quickly access NetDocuments, once you log in, add name, full-text, and document number and access NetDocuments to the Favorites Bar or create a shortcut to the recent searches. URL on the desktop. . Advanced Search. Perform a profile search and 2. Enter the username and password in the fields provided access previous searches and previously saved and click the Login button. searches. ndWeb is opened with the NetDocuments Home Page displayed by default. . Add. Import locally saved documents and create pre-profiled documents. To log into NetDocuments from an iOS device, download and launch the NetDocuments app. From the login screen, tap the . Go to a matter. Perform a quick matter search Use organization’s login link. Check with the using a client and/or matter number or name. NetDocuments Administrator to confirm that Federated Identity login is enabled. 2. From the ndWeb Home page, point to the Matters button, choose Recent, and select a workspace. It is important to log out of NetDocuments properly, so all checked out documents are checked back in and the session is The workspace is displayed with the available containers and closed. To log out of NetDocuments, click the username search folders. options button and select Log out.

Exploring Navigation Options To explore navigation options: 1. From the NetDocuments Home page, take a moment to review the environment:

3. Take a moment to review the additional options available when a workspace is displayed:

. Workspace tabs. Provide structure to the workspace and include these tabs: • Overview. Contains a designated workspace logo, workspace description and any web pages.

• Documents. Contains all information for the

matter, including the Summary View and List . Repository Logo. Active shortcut to display the View and is the default view when displaying a Home Page, often customized to display the firm’s matter workspace. logo. . Display Pane. Displays the contents of any . Navigation Pane. Displays an overlay panel to container selected, search results, or the Home access workspaces based on client/matter numbers, Page. recently accessed matters (up to 40), and matters marked as Favorites. 4. From the Documents tab of the workspace, select the Recent Documents search folder.

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To display all files recently edited, opened, or added to The documents saved to the matter are displayed. NetDocuments: 5. Select the check box for the first Word document i n the list and take a moment to review the additional options . Click the All filter. available: To navigate between the previous and current views, click the browser Back and Forward buttons. . Power Bar. Displays a customizable group of Document Options with a More button to access To access additional websites, click the New Tab button. other Document Options. To return to the personal customizable landing page to post links to matter workspaces and documents: . Preview and Details Pane. When you select a file, the Preview and Details Pane is displayed by . Click the Home link. default as an overlay. . Click the Repository Logo. To toggle the Preview and Details Pane on or off, click the Preview and Details Pane button . To display the 10 most recently accessed documents in a quick access list: . Point to the Documents button, then point to Recent from the menu.

The Recent quick access list is displayed. To open a file from the Recent quick access list, click the file in To quickly access emails you saved to a workspace, click the the menu to open it in the associated application. Navigation Pane button , expand Recent Matters To display a list of the last 40 documents edited, or Favorite Matters, expand the appropriate workspace, opened, or added: and select My email from the list of containers. . Point to the Documents button and: Exploring NetDocuments Views . Select Recent from the menu. To explore NetDocuments views: . Point to Recent on the menu and click the More 1. From the ndWeb Home page, point to the Documents button at the bottom of the quick access list. button, point to Recent from the menu, and click the More button at the bottom of the quick access list. The last 40 documents edited, opened, or added are displayed in a List View with check boxes displayed to the left of the documents.

When displaying Recent Documents, filter options are sticky, meaning the last filter used is automatically selected when displaying the Recent Documents view. To display the Document Options for a specific file: . While in List View: . Select the check box next to a document. . Click in the white space to the right of the document name. To display a specific group of recent documents, click a Show The Power Bar is enabled and the Preview and Details Pane is filter. displayed.

To display the Preview and Details Pane, from the Power Bar, click the Pane button . To display the profile details of a selected file: . From the Preview and Details Pane, select the Details tab. The Preview and Details Pane is displayed as an overlay.

To perform an action on a selected file: . From the Power Bar, choose from the displayed commands, or click the More button and choose from the full list of Document Options. To customize the Power Bar: 1. From the Power Bar, click the More button and select the Customize Power Bar link at the bottom of the To hide the Preview and Details Pane: command list. . Click the button to toggle it off. The Customize Power Bar dialog box is displayed. Pane . Click the Close button in the upper right corner of the pane.

To display Document Options for a group of documents, select the check boxes for multiple documents. To view the contents of a recently accessed workspace: . Click the Matters button and select Recent from the menu.

. Click the Navigation button to the left of the Documents button and expand Recent Matters. A list of recently accessed matters is displayed. 2. From the list of document options: The workspace contents are displayed in Summary View with all . Double-click an option. files organized in folders. . Drag an option to the top and drop it on top of one of the five available fields. 3. Click the OK button to close the Customize Power Bar dialog box and accept the changes.

When you select multiple files in List View, to quickly clear all the check boxes, click the Clear check box button at the top of the check box column.

To display a quick preview of a selected file: . From the Preview and Details Pane, select Preview.

4/29/2021 Page 3 of 9 If the workspace is not displayed in Summary View, click the Switch to Summary View button to the left of the Power Bar.

To display the workspace contents in the List View:

. Click the Switch to List View button to the left of the Power Bar. 3. To add an additional column, click the Add column All files saved to the workspace are displayed in the List View. link.

Pointing to an item count in List View provides an exact count The Add Column dialog box is displayed. of items in the container or Search Results. 4. Select the column and click the Add button. The field is added to the group of column headings and a preview is displayed.

To delete a column, drag and drop the field to the Delete icon To return the workspace view to the Summary View, click the in the upper-right area of the dialog box. To restore the Switch to Summary View button. default display format, click the Restore default settings link at the bottom of the Define Display Format dialog box. To display the contents of a saved search: 5. To apply the changes, click the Save button. . In List View for the displayed workspace, click the saved search. The Display Format settings are applied. The contents of the selected saved search are displayed in List 6. To close the Settings dialog box, click the Close button. View. Using Help Customizing Settings and Folders To use Help: To customize settings and folders: 1. With the ndWeb Home Page displayed, click the 1. With the ndWeb Home Page username options button and select Help from the displayed, click the username options menu to display content specific help. button and select Settings fr om the The NetDocuments Help Center Home and Cabinet page is menu. displayed in a separate browser window. The Settings dialog box is displayed. 2. To choose the columns to display in the List View, click the Define Display Format link. The Define Display Format dialog box is displayed.

2. To access help topics on a specific subject, in the Help window, search for a subject using the How can we help you? search field; click a link in the navigation pane on the left side of the page; or click the Home link, and

select a category. To quickly access the Define Display Format dialog box while in the List View, click the Column selection for documents and emails button on the far right of the column header row.

. begin with finds entries that start with the text Working with the Navigation Pane entered in the Client search field. To access the Navigation Pane: . contain finds entries that contain the text entered in the Client search field in any order. 1. Click the Navigation Pane button . 4. Select a search option, then click in the search field and An overlay panel to access workspaces based on client/matter enter the search term. numbers, recently accessed matters (up to 40), matters marked as Favorites, and Folders is displayed. To sort the search results by the client number, from the Sort by group, select the Key radio button. To sort the search To dock the Navigation Pane to the left side of the results by client name, select the Description radio button. NetDocuments window, with the Navigation Pane overlay To set the default Sort by setting, select the Make this my displayed, click the Pin button . default check box. 5. Select the Description radio button to automatically Accessing a Workspace perform the search. To access a workspace: The Search Results category is selected with the matching clients displayed. 1. With the ndWeb Home Page displayed, click the Go to a matter button. 6. From Search Results, choose the client name and click the Select button. The Client and Matter fields are displayed. The selected client is displayed in the Search Client field.

7. From the Matter field, click the Lookup button . 2. From the Client field, begin entering the client number or any part of the client name. The Matter lookup dialog box is displayed. A list of clients matching the search criteria is displayed.

3. Select the client from the list. The Select Matter field is displayed with the cursor enabled to begin typing. 4. Begin entering the matter number or any part of the matter name to display a list of matters matching the search criteria is displayed. 5. Select the matter from the list. 8. To display all matters for the selected client, select the The workspace is displayed in the Display Pane in Summary View with all files organized in the Document Type Categories. All category. To search for a workspace using the Client lookup 9. Select the appropriate matter and to finish, click the dialog box: Select button. The workspace is displayed in the Display Pane. 1. Click the Go to a matter button to display the Client and Matter fields are displayed. 10. To display a specific group of files in the Display Pane, select a saved search folder or a saved search. 2. From the Client field, click the Lookup button . The files are displayed in the List View. The Client lookup dialog box is displayed.

The Recently Selected category is selected by default to Exploring Workspace Options display recently used clients. To display all clients, select the All category. To explore workspace options: 3. Click the Find entries that options button to display 1. With the ndWeb Home Page displayed, using the Go to the s earch options: a matter button, access the appropriate workspace. 2. Switch to Summary View, if necessary.

4/29/2021 Page 5 of 9 The Summary view is currently displayed when the view option 2. Click the Document Category options button and displays Switch to List View. select a document type. 3. To display the workspace options, click the Workspace 3. To save the folder metadata, click the Save Changes Options button. button. The options menu is displayed. Folders can contain an unlimited number of files and subfolders. 4. Select an option from the menu.

Creating a Workspace Folder Saving a File to a Workspace Folder To create a workspace folder: To save a file to a workspace folder: 1. With the ndWeb Home Page displayed, using the Go to 1. To save the file: a matter button, access the appropriate workspace. . From the File tab, select Save or Save As, and 2. With the workspace displayed in Summary View, click the click the ND Save button. Workspace Options button and select Add folder. . From the Quick Access Toolbar, click the Save The Add Folder dialog box is displayed. button and from the Save As options, click the ND Save button. The Save As dialog box is displayed with the most recent save location selected.

The properties for a selected folder are displayed at the top of the dialog box.

3. From the Folder name field, enter a name.

The folder name is limited to 100 characters and cannot contain a tab or special character (\ / : * ? “ < > |). 4. Select the appropriate profile check boxes to display when viewing the folder in the List View. 5. To finish, click the Save Changes button. 2. To display recently accessed workspaces, from the Navigation pane, expand the firm’s Repository, expand The folder is displayed in the workspace Display Pane. the appropriate Cabinet, and expand Recent To modify the folder metadata, click the folder options Workspaces. button and select All information. 3. To display the containers in a workspace, expand the workspace. To save documents more efficiently using the folder metadata: 1. Specify the category of documents to be stored in the folder by clicking the Document Category (click to edit) link. The options field is enabled.

4. Select the folder to continue saving the document. Adding Favorites The Profile fields are displayed at the bottom of the dialog box with asterisks indicating the required fields to complete. To add a workspace to Favorites: 5. From the File name field, enter a document name. 1. With the ndWeb Home Page displayed, click the 6. From the Author field, select the Click to edit link. Matters button and select Recent from the menu. The field is enabled with a Lookup button. 2. With recent workspaces displayed, to add a workspace to the Home page as a Favorite: 7. Click the Lookup button and from the NetDocuments Lookup dialog box, select the All tab, and choose an . Click the Add button next to the appropriate Author name. matter workspace. 8. To finish, click the Select button. . Select the matter workspace and with the workspace If you created a default profile template, those default fields displayed in the Di s play Pane, cl ick the Add button are automatically completed. . 9. Click the Save button. The button changes to yellow and the workspace is added to Favorite Workspaces on the Home Page and Favorites when you The document is saved to the selected folder and the new file select the Matters button or from the Navigation pane. name and Document ID number is displayed in the Title Bar.

Customizing a Workspace To add a file link to the Home Page: To customize a workspace: . Navigate to the file and from the Display Pane, click the 1. With the ndWeb Home Page displayed, using the Go to Add button next to the file. a matter button, access the appropriate workspace. The button changes to yellow and the file is added to Favorite 2. Switch to Summary View, if necessary, then click the Items on the Home Page. Workspace Options button and select Customize workspace. You can add a maximum of 500 items to the Home page, including section headings. You can add a maximum of 350 The Customize Workspace dialog box is displayed. workspaces to Favorites.

Customizing the Home Page To customize the Home page: 1. With the ndWeb Home Page displayed, click the Home Options button and choose Edit Layout. The Edit Home page is displayed.

3. Drag and drop the containers to the objects to arrange them in the appropriate columns. 4. To apply the changes and close the dialog box, click the Save Changes button. The layout of the workspace in the Display Pane is changed while in Summary View.

If the workspace is not displayed in Summary View, click the 2. To create a new section, click in New Section field at Switch to Summary View button to the left of the the bottom of a column, enter a name for the section Power Bar. and then click the Add button.

4/29/2021 Page 7 of 9 To rearrange the position of items on the Home Page: To explain why you checked out the file, enter a Check out comment. This is displayed when others try to open the file. 1. On the Edit Home page, drag and drop the section to the appropriate column and position. The Save As dialog box is displayed.

To rename a user-defined section, point to the section and click 5. Navigate to the local save location and click the Save the Edit link. To delete a user-defined section, click the button. Delete icon . The Check Out confirmation dialog box is displayed. 2. To finish customizing the Home Page, click the Save 6. Click the Close button. button. The file is checked out and locked to prevent modification of the 3. To add a file to the Home Page, navigate to the file by others. document, folder, or workspace and click the Add A green Check In button is displayed next to each checked- button . out file and, when you select the file to open it, the Check In To add a file to a user-defined section: dialog box is displayed with the checkout information displayed at the top. . From the Home Page, drag a file already marked as a favorite to the appropriate section and drop the file when the gray box is displayed in the section.

The column width automatically adjusts to match the contents.

Manually Checking Out a File

To manually check out a file: 1. With the ndWeb Home Page displayed, navigate to and To view a list of files you currently have checked out, click the select the file to save locally. Check In List button at the top of the window and choose whether to check in, check in as a new version, or reset to 2. From the Power Bar, click the More button and select checked in by removing the file from the list. Check out. The Offline Check Out dialog box is displayed.

To modify the checked out file: . Navigate to the file saved locally, open the file, modify, and save all changes.

To check out multiple documents, from a List View, select the documents to check out. From the Power Bar, click the More button and choose Check out from the Document Options. Choose the radio button and click Download & Check out the Check Out button. From the Browse For Folder dialog Download & Check out creates a local copy of the file for box, select the save location and click the OK button. editing and sets the file as View Only so it cannot be modified. Check out locks the file and prevents others from modifying the document until it is checked in. Checking In a File NETD183_0116 3. From the Offline Check Out dialog box, select the To check in a file: appropriate option. 4. Add a Check out comment, if necessary, and click the 1. With the ndWeb Home Page displayed, navigate to the file checked out in the previous exercise. Check Out button.

2. With the page displayed in List View, select the checked out file by: 2. Click the OK button. . Selecting the check box next to the file. The file is checked in and is now available for others to modify. . Clicking in the white space next to the file name. To check in a file and upload the changes: 3. Check in the file using one of these methods: 1. From the Check In Document dialog box, select the Check in (upload changes) radio button and click . Click the Check In button next to the file name. the Choose File button. . From the Power Bar, click the More button and select Check in. The Check In Document dialog box is displayed.

2. Navigate to and select the modified locally saved file, then click the Open button. The file name and path is displayed in the Browse field. 4. Select the appropriate check in option: 3. Click the OK button. . Check in (upload changes) imports the locally The file is checked in and is now available for others to modify. saved file and overwrites the file in NetDocuments. To view a list of all checked out files, from any ndWeb window, . Reset to Checked in (change status) resets click the Check In List button displayed at the top right the status of the file in NetDocuments to enable of the window. From the Check In List dialog box, point to a file modification. to check in and select one of the displayed options. To change the status of a document to checked in without uploading changes: 1. From the Check In Document dialog box, select the Reset to Checked in (change status) radio button.

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