Affinity Consulting Blog


Lean Six Sigma combines Lean and Six Sigma philosophies into one system. And it works! Affinity Managing Partner Debbie Foster shares story after story of firms who have employed the concepts of Lean Six Sigma into daily life at their firms and the difference is amazing. Utilizing LSS concepts like eliminating waste and formalizing processes while ensuring the right people are in the right chairs can positively effect a firm’s bottom line – and encourage growth in the firm and their team.

The Lean Six Sigma Workshop series consists of four webinars with outside exercises to reinforce what you learn and we offer online “office hours” where your instructors are available to answer any questions you might have or issues and barriers to your progress. The goal is to improve the way you practice law while delighting your clients and making your firm more successful.

It’s not too late! Our latest Lean Six Sigma for Legal Professionals Workshops have just gotten underway. Every paid registrant receives the recordings and the materials after every session regardless of whether they are able to attend or not. That means that you haven’t really missed a thing! CLICK HERE and join us to unlock you potential with Lean Six Sigma for Legal Professionals.

Do you have your phone number listed on your website? I'm guessing you do! But can you click on the number on your desktop or mobile device to call directly from your phone or skype? If not, you might be missing out on visitors that are on your website now and want to take action ASAP.

Most legal professionals we have the pleasure of dealing with agree that training is one of the most important investments they can make in themselves and their teams. However, when it comes time to schedule and pay for the training, it seems to be the first item to get slashed.

The problem with training is, we need it, but don’t have time for it. We want it, but don’t want to pay for it. And then, everybody suffers. We fight with the software instead of MASTERING the software.

It’s funny, though. Because I used to feel that way. “I don’t have an hour to learn how to use Excel.” But when I was practicing law and putting together spreadsheets of damages from a construction project gone bad, or a Probate inventory, I spent COUNTLESS hours (non-billable, by the way) trying to get Excel to do what I KNEW it could do…I just didn’t know the commands. When I use simple features in Excel now like filters and conditional formatting, I want to go back in time and invest 1 hour…not only would I have gotten the work done faster, my stress levels would have been reduced. Happy, efficient lawyers are the best, right?

One of the settings you can customize in your Amicus Attorney PE software is the Home Default View – what image you want to have displayed when you launch the program. Some Amicus users prefer the "Amicus Home" view, which includes clickable features (e.g. calendar, sticky notes, emails) for instant record access. Others prefer having a picture (like wallpaper on a desktop), and can select from the Amicus defaults or upload a personal image.

Most of the time, once a PDF is created, it will never be modified. There are situations a PDF is marked up with comments or highlights. There are also situations where a new replacement PDF is created. However, in most cases, the original PDF remains unchanged.

Downloading a PDF from NetDocuments and opening it locally takes a bit longer and temporarily checks the document out. If you don’t have to change a PDF, is there any reason to do this? Occasionally, yes, but typically, no.

The PDF Viewing setting in NetDocuments changes your default PDF behavior to View. Like most user and workstation settings, you change it under the Settings menu in the upper right of your NetDocuments browser view. You will find it under Application Settings. The second setting down relates to PDF Viewing. There are several reasons to check this.

There are many ways to configure access rights in NetDocuments. A user's access to a particular document or folder will depend on which combination of features are applied. This document describes the levels of access that an individual or group can have for documents and folders, the basic levels of security access, referred to as VESA.

Basic Levels of Access

View: A user can View the contents of a document, folder, Saved Search, ShareSpace, etc. either in the application or with the Viewer. The user cannot Edit the document or the Profile. A user who only has View rights to a folder cannot place items into that folder. An External User who has View only rights to a document cannot make a Copy of a document, or Email a copy of a document from NetDocuments (the external user can use the Email Link option to send a link to others who have access to the document unless the Cabinet flag to not allow this has been set by the Cabinet Administrator).

Edit: A user can modify the contents of documents in a Cabinet or ShareSpace. A user can create or modify versions of a document. A user can edit a document's profile including renaming the document or item. A user has to have Edit AND Share to view the History of a ShareSpace. A user can add new documents (but not subfolders) into a folder.

Share: A user can share a document in a Cabinet with other users of the Cabinet. This means that with Share rights you can add other users but cannot remove existing users' access and you cannot give any user more rights than you have. A user can share a ShareSpace with other users (inside or outside of the cabinet). A user has to have Edit and Share rights to a folder to create a subfolder. An External user with Edit and Share rights can see the History of a document. An External User who does NOT have S rights, cannot see the Access List.

Administer: A user can delete a document or a ShareSpace. A user can delete a version of a document. A user can force the check in of a document. A user can remove other users from the Access List of a document or a ShareSpace, change the rights of users already in the Access List and add people to the Access List with full rights (VESA). A user can rename a folder.

No Access: A user cannot see a document or ShareSpace, or folder, etc. when their name is listed as "No Access" in the access list. So one user may see several documents in a folder while another user may see only one or no documents in a specific folder depending on the rights.

No Access Means NO ACCESS

When "No Access" is applied to a user or group, the document is completely invisible to the user(s).

NOTE: A user will have VESA access to all documents they import, in addition to the cabinet default access.

Understanding the basic levels of security will help you determine how best to secure your documents.

Let us know if you're interested - we can show you a demo and give you a project estimate to implement this great add-on to NetDocuments, contact This email address is being protected from spambots. You need JavaScript enabled to view it..

Text Searching is one the most underutilized features in Worldox. This is primarily because many users were never taught about the “rules of searching” or about Boolean operators. Here is a quick summary that can serve as a cheat sheet:

“AND” Searches: Worldox supports the logical AND operator. Joining terms with AND results in any documents that have all of the words, irrespective of how far apart each term occurs and their order within the document. For example, searching for breach AND contract returns any document that has both terms. This was temporarily changed in GX4 to an “&”. After receiving user feedback, you can once again use “AND”.

“OR” Searches: Worldox supports the logical OR operator. Joining terms with OR results in any documents that have any one or more of the words. Note the difference from AND, which requires that all the specified words appear in the document. This was temporarily changed in GX4 to a pipe symbol “|”. After receiving user feedback, you can once again use “or”.

Capitalization: Worldox searches are not case sensitive. For example, the following are equivalent: President, PRESIDENT and pReSidEnT. This has not changed from previous versions.

Punctuation: Punctuation is significant in searches. For example, searching for ASPCA will not find documents containing “A.S.P.C.A.” To find such a term, you must enter the periods between the letters (A.S.P.C.A.).

Automatic Exclusion of Common Words: Worldox ignores common words, such as “the” and “how,” as well as certain single digits and single letters. Such words tend to slow down searches, as they are found in most documents. Worldox indicates that a common word has been excluded by displaying the Edit Query dialog. This dialog, shown in the following screen shot, offers the option of including common words in the search.

“+” Searches: If a common word is essential to what you are searching for, you can force its inclusion by placing the “+” sign in front of it. In the search, his current position, Worldox ignores the common word “his”. This means you might get a document with “her position is current” or “the current position is untenable.” To include “his” in the search, and therefore exclude the extraneous hits, enter +his current position.

Word Variations (Stemming): Worldox text searching supports the use of the wildcard character “*” for word stemming. Use the asterisk when you want to search for variations of a term. For example, searching for pres* will find such words as pressure, president and press. You can place asterisks only at the end of a series of letters, not at the beginning of a word. Worldox also supports the use of word stemming within phrases.

Phrase Searches: Search for complete, literal phrases by enclosing the words in quotation marks. Words enclosed in quotation marks (“like this”) will appear together in all results, exactly as entered. Phrase searches are especially useful when looking for company names, direct quotes and proper names.

“W/x” Proximity Searches: Use the “W/x” operator, where x is the maximum number of words of separation allowed. For example, searching for microsoft w/5 lawsuit locates documents where the terms “microsoft” and “lawsuit” occur within five words of one another. Note that the order in which the words occur is not significant—only their relative position (proximity) to one another matters.

Space between Words: By default, a space between words acts a proximity search where X occurs within three words of Y.

Full Text Searching (Examples)

motion to compel finds documents where the word “motion” occurs within three words of “compel.” Since “to” is a common word, it is ignored. (This is equivalent to motion w/3 compel, w/3 being the Worldox default.)

order cease desist Finds documents where the word “order” occurs within three words of “cease,” and where the word “desist” also occurs within three words of “cease.” For example, this search would find documents with “order to cease and desist.” However, it would not find something like “I gave you an order, and if you don’t cease right now, I will desist from authorizing your dessert!” (You could find a document contain-ing this phrase by recasting your search as order w/5 cease w/5 desist.)

“order to cease and desist” Finds documents that include the exact phrase “order to cease and desist” only. To find an exact phrase, enclose it in quotation marks.

1992 AND gonzalez AND pleading Finds documents with the terms “1992,” “gonzalez” and “pleading.” All three terms must appear. This differs from searching for 1992 gonzalez pleading in that the terms do not have to occur within three words of one another when joined with AND.

wor* Finds documents beginning with the letters “wor.” This would find, for example, documents with such words as “Worldox,” “worldwide,” “workshop” and “worship.”

hospital w/10 jalapeno finds documents where the word “jalapeno” occurs within 10 words of “hospital.” For example, “She was taken to the hospital after eating a particularly hot jalapeno.

"truck OR lorry” finds documents with either the first word, the second word or both words. In this example, the term “lorry” is a synonym for “truck,” so including it in the search, joined with OR, ensures that you’ll find documents using either term.

With the end of year quickly approaching, it is a good time to discuss archiving your closed or inactive matters in Worldox. While the actual process for archiving your files in Worldox is quite easy, as we will demonstrate below. You will need to make sure that as a firm, you have a well thought out policy on how to handle the archiving of your documents.

A couple of items to consider when developing an archive plan for your firm.

  • Who will be responsible for archiving your files?
  • How long does a matter need to be marked closed or inactive before it gets archived?
  • Who is responsible for closing and marking matters inactive, so they get archived?
  • What location will be used as your long term archive storage?
  • Do you want your archived files readily available for instant retrieval?
  • When do you archive, as the matters are closed or at the end of each year?
  • Do you want a manual archiving process or an automated archiving process?

While the list above is not a complete list of concerns. You can see there are many things to consider when developing an archiving process. We here at Affinity Consulting, are always willing and able to assist you with developing an archiving plan. Now, let’s discuss how to manually archive your files in Worldox.

1.) In the cabinet properties page, in WDADMIN, you need to set your default archive location for each cabinet. You can leave this as the default location, shown below, however if space is a concern this is where you would point your archived files to a different location.

WDArchive

2.) You next need to identify the matters or files that need archived. If you choose to mark your matters inactive, to identify them as ready for archiving, you will need to access the matter table and click the edit button to then mark your selected matter inactive.



3.) Once the decided upon time has passed and it is now time to archive your files, you will use direct access. Select your client and then click on the matter button and choose show inactive matters. This will show you a list of your inactive matters. Select you matter and choose OK.



4.) Once you are in a list of files, inside of your inactive matter. First you will select all of the files that you want to archive. Then once the files are selected you will right click and choose Archive>Move to Archive. This will move your files to the archive location you chose in the cabinet administration area.



5.) Finding archived files after they have been moved to the archive location is a simple process. The first step is to open the search template that corresponds with the location you archived the file from such as a client cabinet or the library cabinet. Once the search template is up you will click on the search what button and select “Archive” This will then direct your search terms to look in the archive area.



For more information and tips about Worldox, contact This email address is being protected from spambots. You need JavaScript enabled to view it..

Have you ever typed an entire sentence and accidentally left the caps lock key turned on?

We've all done this many times but did you know Microsoft Word has some easy shortcuts that can help you change your cap lock words and sentances back to normal with "Change Case" on the home tab?

Just open Microsoft Word on your computer. Copy Paste the text there. Select all the text which you want to convert, now click the Home tab, next click the Change Case icon and select the how you want the text to appear. The example below uses the Sentence Change Case:

Change Case options:

  • Sentence case will put a capital letter at the beginning of each sentence that you have highlighted and make all the rest lower case
  • lowercase will make all the text lower case
  • UPPERCASE will make all the text upper case
  • Capitalize Each Word will put a capital letter at the start of each word
  • tOGGLE cASE will change the case of every letter selected. Upper will become lower, lower will become upper.

Bonus Tip: Microsoft word also has a keyboard shortcut! Highlight the text you wish to modify then while holding down the Shift key tap the F3 key (tap it again to cycle through CAPITAL, lower case and Sentence case). It's that simple!

Let's Get Started Today

with a plan that's right for your practice.

Let Us Teach You

Take advantage of our blog resources, sign up for our law office technology white papers, take a course from Affinity University, Attend all of our Live Events.

Start Now


Hire Us To Do It For You

Hire Affinity Consulting Group to make your law office run more efficiently than ever… We can deliver the hardware, the software, and the training that is perfect to make your law office more efficient.

Start Now


Work With Us

We can give you expert guidance, helping you make smart choices for your law firm. We can help you analyze your current situation and make suggestions that will point you in the right direction.

Start Now


Sign up for our newsletter and

keep your law office efficient.

Join over 4,000 successful law firms who receive our newsletter today.

Email:

Read Our Previous Newsletters