Document processing
User manual
Preface
With this manual you will get a basic understanding of document processing in the Effacts system. by using
some very useful features.
Administrator, Editor or equivalent access to an Effacts system is required. Please contact your Effacts
Administrator if you do not have a username and password. If you require further assistance with logging in,
please contact Effacts Support.
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Contents
1
Introduction
4
2
Mail to Effacts
5
3
Document Booker
7
3.1
3.2
3.3
3.4
3.5
Book a document to an existing dossier
Book multiple documents
Book e-mail with attachments
Delete a document out of the booker
Create a new dossier
7
11
12
13
14
4
Clipboard
17
4.1
4.2
4.3
4.4
4.5
Adding documents to the clipboard
Moving / Copying documents
Mailing documents as attachment
Mailing documents as links.
Clear the list with added documents
17
18
18
19
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 Documentbooker
Mail a document to a random dossier.
Mail, move or copy a document with the Clipboard.
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2 Mail to Effacts
As online client of Effacts, 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 Effacts as a central repository for all legal documents is now very easy to implement. Just
create an email address and forward all email to your own database.
•
The use of Effacts 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 Effacts by using the [email protected] addresses. The email and
the attachments are automatically stored in the Document Booker. A short explanation with some screenshots
can be find 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 Effacts address.
When the address is configured and ready to be used, people are able to send documents to this mail address
from Outlook or other e-mail programs (Figure 2).
Figure 2: Mail with a signed NDA that need to be booked.
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After you have send the mail, the file will appear within a few seconds in the list (Figure 3). If the document
won’t appear, sometimes it will help to refresh the page by pushing the button F5 on your keyboard.
Figure 3: The signed NDA that needs to be booked.
NOTE: Also people without an Effacts user account are able to send documents to the Document Booker that
need to be processed.
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 Effacts 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 e-mail 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 you are able to 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). Please press the enter button to hold your change.
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Figure 11: If necessary change the Document details
When the document is ready to be booked, please click at 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 want to book multiple documents to a dossier, please tick the boxes from 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 Effacts 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 E-mail 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 for some reason need to be removed, you can use the trashcan button as shown in
figure 19. First mark the checkbox of the document you want to remove and then click at the [trashcan] button.
Figure 19: Select the document you want to remove
If you are sure about to remove this document, please click the [Remove document] button (Figure 20).
Figure 20: Final notification before you definitely 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 in 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 Effacts 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 Effacts
system (Figure 23 & 24). Please click at 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 exist 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 at 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 is already connected to multiple folders, you may be asked to
decide which folder it should be disconnected from. Select the folder the document should no longer be
present in and click [Save] (Figure 29).
Figure 29: select the right folder
4.3
Mailing documents as attachment
To mail multiple documents as 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 you email, and see that the documents are marked as
attachments. The e-mail you will receive from the system contain a link to the document(s) (Figure 33).
Figure 33: Link to the document in the Effacts system.
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4.5
Clear the list with added documents
Once you added for example the wrong documents to the Clipboard 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].
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