Latest update: February 2019

User Manual

Document Processing

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Preface This manual aims to give you a basic understanding of document processing in the Legisway Essentials system by using some very useful features. Administrator, Editor or equivalent access to a Legisway Essentials system is required so please contact your Legisway Essentials Administrator if you do not have a username and password. If you require further assistance with logging in, please contact Legisway Essentials Support.

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Contents

1 Introduction 4

2 Mail to Legisway Essentials 5

3 Document Booker 7

3.1 Book a document to an existing dossier 7 3.2 Book multiple documents 11 3.3 Book e-mail with attachments 12 3.4 Delete a document out of the booker 13 3.5 Create a new dossier 14

4 Clipboard 17

4.1 Adding documents to the clipboard 17 4.2 Moving / Copying documents 18 4.3 Mailing documents as attachment 18 4.4 Mailing documents as links. 19 4.5 Clear the list with added documents 20

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1 Introduction In this manual we turn our attention to document processing. There are three features available in the system which can be used to place or replace documents into different dossiers. In this way it’s very easy to quickly populate the system with documents. After reading this manual you should be able to:

Book a document with the Document booker

Mail a document to a random dossier.

Mail, move or copy a document with the Clipboard.

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2 Mail to Legisway Essentials

As an online client of Legisway Essentials, you are able to use a mail service that utilizes the database as an

inbox for email.

The benefits of this new feature are:

The use of Legisway Essentials as a central repository for all legal documents is now very easy to implement. Just create an email address and forward all emails to your own database.

The use of Legisway Essentials as a legal service desk is now a realistic option. The workflow of receiving questions on a central address instead of a personal email inbox is important for tracking all requests from start to finish.

Emails can be forwarded directly to Legisway Essentials by using the example@Legisway Essentialsmail.com

addresses. The email and the attachments are automatically stored in the Document Booker. A short

explanation with some screenshots can be found below.

Before you can use the mail service, it is important to configure a mail address, for example the address as

shown in figure 1.

Figure 1: Example Mail to Legisway Essentials address.

Once the address is configured and ready to be used, people may then send documents to this mail address

from Outlook or other email programs (Figure 2).

Figure 2: Mail with a signed NDA that need to be booked.

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After you have sent the mail, the file will appear within a few seconds in the list (Figure 3). If the document

doesn’t appear, sometimes it helps to refresh the page by pushing the button F5 on your keyboard.

Figure 3: The signed NDA that needs to be booked.

NOTE: People without a Legisway Essentials user account are also able to send documents that need to be

processed to the Document Booker.

Besides sending documents to the Documentbooker, it is possible to send a document directly to a specific

dossier. Each dossier has his own specific address. Once you move your mouse along “or mail” the address will

be visible at the bottom left (Figure 4). This function can be very useful if you need to process multiple

documents to a dossier at once.

Figure 4: Mail multiple documents to a specific dossier. The next chapter will give you an explanation on how to process documents to existing or new dossiers by using the Document booker.

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3 Document Booker

One of the key features for document processing is the Document Booker. This feature is a new app that you

can use to collect and process incoming documents in Legisway Essentials in a more efficient workflow. To file

the document, there are two options: link it to an existing dossier (e.g. corporate folder) or create a new

dossier based on the document. This chapter will give you an explanation about these options and other

possibilities.

3.1 Book a document to an existing dossier

After you logged in to the system, you see at the right top the Document booker icon (Figure 5). Clicking the

icon will forward you to a screen where you can see all the documents, those are ready to be booked (Figure

6).

Figure 5: Document Booker icon.

Figure 6: Documents that are ready to be booked.

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At the top of this screen you see a big beam. You can drop all your documents into this section that need to be

booked (Figure 7).

Figure 7: Drag and drop section

After dropping the document in this section, the document will appear at the list below within a few seconds.

As explained in chapter two, it is possible to send documents from your email program (for example Outlook)

to a predefined mail address (Figure 7). These documents will also appear in the list of documents that need to

be booked.

When you are ready to book a document, click at the button [Book] (Figure 8). You will now be forwarded to a

new screen in the booker. Here can search for an existing dossier (Figure 9).

Figure 8: Book button

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Figure 9: Search for an existing dossier

Type the name of a Claim, Appointment, Contract, Corporate folder etc. and the system will automatically

show the results. When you find the right dossier, click on it (Figure 10).

Figure 10: Search results

Before you book the document, it is possible to change the document details, like the title and the date, by

clicking on the [Pencil] button (Figure 11). Press the enter button to confirm your change.

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Figure 11: Change the Document details if necessary

When the document is ready to be booked, please click on the button [Book document] (Figure 12).

Figure 12: Book document button

The system will show you a yellow beam at the top, to let you know that the document has been successfully

booked to the dossier (Figure 13).

Figure 13: Document has been successfully booked.

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As you can see in figure 14 below, the document has been booked to the dossier.

Figure 14: Booked document in a dossier

3.2 Book multiple documents

If you wish to book multiple documents to a dossier, please tick the boxes of the documents that need to be

booked and then click at the blue button right below (Figure 15). The system will forward you to the same

screen as shown in figure, where you can search for a dossier.

Figure 15: Multiple documents that need to be booked to the same dossier.

You can turn the checkboxes on and off, for example if you decide to book two of the three documents to

another dossier (Figure 16).

Figure 16: Mark the checkboxes on or off.

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3.3 Book e-mail with attachments

In some situations it can be useful to book the email with attachments, for example if you have three minutes

from the shareholding meeting last year. All the three attachments has the same destiny in the Legisway

Essentials system.

Clicking the [Book] button will forward you to almost the same screen as shown in figure 17, but now you see

also the related email (Figure 18).

Figure 17: Book an email with attachments.

Figure 18: Related email.

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3.4 Delete a document out of the booker

If a document in the list needs to be removed for some reason, you can use the trash can button as shown in

figure 19. First mark the checkbox of the document you want to remove and then click at the [trash can]

button.

Figure 19: Select the document you want to remove

If you are sure about removing this document, please click the [Remove document] button (Figure 20).

Figure 20: Final notification before you permanently remove the document.

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3.5 Create a new dossier

Now you should know how to book a document to a dossier. If you can’t find the right dossier, there is a button

available called [create a new dossier] (Figure 21).

Figure 21: create a new dossier button.

Clicking the button will forward you to a screen where you can select the dossier type you want to create.

Creating one of the dossier types works exactly the same as you are used to in the Legisway Essentials system.

In this example we choose the NDA (Figure 22).

Figure 22: Choose the dossier type you want to create

The data entry fields as shown in figure are the same as used in the ‘Create’ form you know from the Legisway

Essentials system (Figure 23 & 24). Please click the [select] button if you want to search in the list or click

[search] if you want to search for an Address or Company that already exists in the system.

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Figure 23: NDA data entry fields

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Figure 24: NDA data entry fields

When you are finished, please click the button [Save and book] to finalize the form and book the document to the newly created dossier.

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4 Clipboard

The final feature that will be highlighted in this manual is the clipboard. This feature allows you to move, copy,

or email a selection of documents.

4.1 Adding documents to the clipboard

To add documents to the clipboard, click the clipboard icon when looking at the documents tab (Figure 25).

Figure 25: Add a document with the clipboard button.

You will now see that the clipboard icon at the top of the screen becomes orange and has a number next to it

(Figure 26).

Figure 26: number of added documents.

You can review what documents are on your clipboard by clicking the clipboard icon at the top of the screen.

This also opens up the list of clipboard options (Figure 27).

Figure 27: List of added documents and clipboard options.

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4.2 Moving / Copying documents

To move documents using the clipboard, first make sure that all documents on the clipboard are to be

moved/copied to a single destination as all documents present on the clipboard will be moved/copied when

you perform this action. Navigate to the destination folder, open the clipboard menu at the top right and click

‘Move items’ or ‘Copy items’ (Figure 28).

Figure 28: Move or Copy items

If any of the documents you are trying to move are already connected to multiple folders, you may be asked to

decide which folder it should be disconnected from. Select the folder in which the document should no longer

be present and click [Save] (Figure 29).

Figure 29: select the right folder

4.3 Mailing documents as attachment

To mail multiple documents as an attachment, click ‘Mail items in list’ after adding them to you clipboard

(Figure 30).

Figure 30: Mail items in list button.

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You will now see a screen where you can create your email, and see that the documents are marked as

attachments (Figure 31). If the documents are too big to send as attachments, you can also select to mail them

as links.

Figure 31: Documents marked as attachments.

4.4 Mailing documents as links.

To mail multiple documents as links, click ‘Mail items as link’ after adding them to you clipboard (Figure 32).

Figure 32: Mail items in list button

You will now see a screen where you can create your email, and see that the documents are marked as

attachments. The email you will receive from the system will contain a link to the document(s) (Figure 33).

Figure 33: Link to the document in the Legisway Essentials system.

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4.5 Clear the list with added documents

If you add the wrong documents to the Clipboard for example or you want to add a whole new group of

documents, it is possible to clear the list by using the button ‘Clear this list’ (Figure 34).

Figure 34: Remove all the documents out of the list by using the button [Clear this list].