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You are here: Home / Archives for Tom Rowe

March 4, 2017 By Tom Rowe 1 Comment

Configuring ScanSnap for use with a DMS

We support NetDocuments and the Time Matters internal Document Management Systems (DMS). Both systems let you save Acrobat files using buttons or links in Acrobat to pop up a document profile form.

Fujitsu’s ScanSnap desktop scanners are by far the most used scanner in the legal space. We often have to address the problem that when the ScanSnap software gets installed the default settings are not friendly to the DMS we support. The default settings bring up the ScanSnap management tool, adding a layer of complexity not needed. What you want to happen is for a scanned document to be automatically named (the DMS will ultimately name it, so you don’t care what that name is) and then pop it up in Acrobat. You can then use the DMS buttons and links to save it into NetDocuments or Time Matters.

To configure your ScanSnap for this use case do the following:

Right click on the ScanSnap button in the Task Tray, and select Scan Button Settings…

When you the settings dialog first comes up, Use Quick Menu will be checked. Uncheck this checkbox.

Press the Detail button to see the rest of the settings that you couldn’t see on the Quick Menu.

Under Application, select Adobe Acrobat:

Under the Save tab, select the folder where you want the documents to be scanned to. This is a temporary holding folder as the documents will be saved in the cloud in your NetDocuments repository, or saved and moved to your shared folders in Time Matters.

When you press Apply and then scan, your scans will come up directly in Adobe Acrobat.

 

Filed Under: Document Management Software, NetDocuments, Paperless Office, Scanning, Time Matters

January 19, 2017 By Tom Rowe Leave a Comment

Downloaded a PDF and can’t locate the Time Matters DMS controls

The Problem

My clients call me all the time with this problem:

I download PDF files from the court/ECF/whatever source and when I go to use the Time Matters DMS controls (TM Save), they are not there. Why can’t I save the PDF’s into Time Matters?

The problem is that newer versions of Internet Explorer and Chrome serve as a PDF viewer. When you download PDFs they are downloaded and opened in the browser instead of in Acrobat. While this is a very nice feature, it causes a problem when you don’t have access to the full features of Acrobat including the document management system (DMS) controls that Time Matters installed.

How to Resolve

To resolve this problem, you have to turn the browser PDF viewer feature off.

How to turn it off in Chrome and Firefox.

Here is how you do it in Internet Explorer:  Step 1 in Acrobat, and then Step 2 in Internet Explorer.

Filed Under: Practice Management Software, Time Matters

August 15, 2016 By Tom Rowe Leave a Comment

Tips and Hints for Windows 10 Newbies

As the upgrade period for Windows 10 came to an end last month (July 2016) we found ourselves upgrading all our PCs to Windows 10 at the last minute. We had a mix of Windows 7 and Windows 8 desktop and laptop PCs that were working just fine but thought it best to get all computers on the same OS version. And the price was nice – $0. There are a lot of things to like about Windows 10 but there are also some differences that we found annoying. As we work through them we will be posting our observations and findings in our Blog. This will be the index of those articles.

How to clean up the “This PC” section of File Explorer (f/k/a, Windows Explorer)

 

 

Filed Under: Windows 10

August 15, 2016 By Tom Rowe 2 Comments

Cleaning up the “This PC” section of Windows Explorer

First, it is no longer Windows Explorer. It is now called the File Explorer. Got it.

It seems the “This PC” section of the File Explorer was redesigned to make it busier and less useful. Instead of just having local and mapped network drives, it also includes folders for Pictures, Videos, and other folders that are probably better for home use than business use. It doesn’t help that by default these folders that I don’t use are listed first and on top:

this pc 1

You would think there is an option to make them go away. There isn’t. But, there is a registry hack that you can easily download and use to make them go away. Our friends over at How To Geek can walk you through it and provide the registry scripts you need to remove and add the items back.

How to Remove the Folders From “This PC” on Windows 10

 

Filed Under: Windows 10

April 19, 2016 By Tom Rowe Leave a Comment

Saving Non-Standard Files in the Time Matters DMS – Email Yourself

The Time Matters DMS has integrations with Word, Excel, PowerPoint, WordPerfect, Outlook, and Acrobat. Basically, when you have one of these types of documents open you press a TM Save (or TM Connect) button and you are provided a Document Form to complete. Once completed, the document/email is saved to the appropriate place in your document store. It’s really simple and easy to use, and keeps you from having to drill down into a hierarchical folder structure to save documents.

But, what do you do when you get a non-standard document like a WAV, AVI, JPG, TXT, HTM, XML, or other document for which there isn’t a Time Matters integration? Per LexisNexis help, you should place it a shared folder and then right click on it and select “Send to” and then “Time Matters.” When you do this for one or more documents, you get the “Create Document Profile Records” dialog that let’s you specify how you want the Time Matters Document record to be completed.

LN_help

The main problem with this method is that you have drill into the hierarchical folder structure to put the document in the correct place, or just have a folder into which you drop these types of files. When you use the TM Save functionality, Time Matters saves a copy of the document you want to save in the exact location where it belongs.

A better way for Time Matters and Outlook users – presumably a large percentage of Time Matters users – is to drag and drop the document(s) into an Outlook email and send it you yourself. This is easily done, and easier than the LN recommended way. Once you get the email – in a second or two at most – you have all the TM Save/Connect tools within the TM-Outlook integration to save the documents as you normally do. Once saved, simply delete the email.

A final point – most of these types on non-standard documents will probably get emailed to you anyway. Better to save from the email than save it to a shared folder and then “Send to Time Matters.”

Filed Under: Document Management Software, Practice Management Software, Time Matters Tagged With: Document Management, Time Matters

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