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«Amicus Attorney Premium Edition features enhanced integration with Worldox® that allows you to take full advantage of the document management ...»

Amicus Attorney Link Guide: Worldox

Applies to:

• Amicus Attorney Premium Edition 2011

Amicus Attorney Premium Edition features enhanced integration with Worldox® that allows you to

take full advantage of the document management capabilities of that application within your Amicus

environment. Client and Matter information is exported to Worldox from eligible Amicus Files. You

have easy access to Worldox documents on Amicus Client Matter Files and Amicus Library resources, as well as the powerful search capabilities of Worldox.

Once the integration is configured for the firm, any existing Amicus Document records will become unavailable, replaced with access directly to the Worldox interface.

IMPORTANT: Due to field limitations in Worldox, do not enter Amicus Client or Matter IDs longer than 12 characters. Otherwise, the uniqueness of a File cannot be guaranteed in Worldox. For example, if the IDs for two Files each start with the same 12 characters, only one Document Profile will exist in Worldox and you might not be able to access the documents related to one File separately from those related to the other.

Contents What you need

Configuring the Link for the firm

Step 1 – Preparing Worldox Profile Groups

Step 2 – Mapping Worldox Profile Groups

Step 3 – Assigning a Worldox Profile Group for Library resources

Step 4 – Populating Worldox Profile Field Tables

Maintaining the Link – File Types

User Preference for document searching

Using Amicus with Worldox

Exporting Client Matter information

Viewing documents from File Details

Viewing documents for a Contact

Viewing documents from the Library

Searching documents

Document assembly

Amicus Tasks Toolbar

E-mail Integration

–  –  –

2 Log in to Amicus Attorney as an Amicus Administrator.

3 In Amicus Attorney, choose Firm Settings on the navigation list in the control panel of the Office module. Then choose General - Document Management in the Firm Settings view.

4 Select “Let Worldox manage documents and document searches” in the list box.

–  –  –

Complete the configuration steps as described in the following sections. The completion status of each step is shown at the right.

Amicus Attorney Link Guide: Worldox © 2011 Gavel & Gown Software Inc.

Step 1 – Preparing Worldox Profile Groups In the Worldox Administration program (WDADMIN), ensure that every Profile Group to be used in conjunction with Amicus File has been created and includes, by default, “Client” in Field 1 and “Matter” in Field 2, with Field 2 linked to Field 1.

If Document Type is included (in Field 3 by default), you will be able to open Worldox filtered to Documents based on Document Type directly from the Amicus File.

If you need a different configuration, such as Client in Field 3, Matter in Field 4, and Document Type in Field 5, please contact your Amicus Consultant or Gavel & Gown Technical Support for assistance.

We recommend that you set the Client and Matter Fields to the maximum length of 12 characters.

Mark this step as Complete in the Status column.

Step 2 – Mapping Worldox Profile Groups Click the Assign Profile Groups button in Step 2. The Files – Worldox Profile Groups view of Firm Settings opens.

Map the Amicus File Types to Worldox Profile Groups. All Amicus File Types must be mapped.

• To map a particular Profile Group to all currently unmapped File Types, select that Profile Group in the list box at the top and then click Apply below the box.

• To provide a default mapping for any File Types added in the future, select “**New File Type**” in the lower list, select the desired Profile Group in the list box at the top, and then click Apply below the box.

When finished, click OK.

Amicus Attorney Link Guide: Worldox © 2011 Gavel & Gown Software Inc.

Step 3 – Assigning a Worldox Profile Group for Library resources In the list box next to Step 3 in the Link wizard, select the default Profile Group that you want used when Amicus users attempt to find a Worldox document to attach to a Library Page.

Step 4 – Populating Worldox Profile Field Tables There are two methods for initially populating the Client and Matter Profile Field Tables in Worldox

with the Client/Matter information from Amicus:

• If you are logged in to Amicus as a user assigned a Security Profile that permits access to all firm Files (the “Other Firm Members’ Files” permission), then you may simply click the Send All Amicus Files to Worldox Now button next to Step 4 in the Link wizard. Depending on the number of Files, this process might take a while. Note that Restricted Files for which you do not have viewing or edit permission will not be exported.

• Alternatively, each Amicus user may choose the Actions Send To Worldox command in the Files module to export the information for their Files. See “Exporting Client Matter information” on page 7.

Maintaining the Link – File Types Whenever File Types are added or deleted in Firm Settings, an Amicus Administrator should go to the Files – Worldox Profile Groups view of Firm Settings and ensure that the File Type-Profile Group mapping is correct.





Amicus Attorney Link Guide: Worldox © 2011 Gavel & Gown Software Inc.

User Preference for document searching Each Amicus user should set a default Worldox Profile Group to be applied in searches from Amicus whenever there is no corresponding Profile Group for the relative File.

1 Choose Preferences on the navigation list in the control panel of your Office module. Then choose Documents - Searching in the Preferences view. The Documents - Searching view of the details dialog appears.

–  –  –

Exporting Client Matter information Client Matter information is exported in one direction only, from Amicus Files to Worldox Profile Field Tables. An Amicus File's target Worldox Profile Group is determined by its File Type as configured by your Amicus Administrator. Files that are eligible to be exported must have a Client ID, Matter ID, and a File Type that maps to a Worldox Profile Group. Due to field limitations in Worldox, do not enter Client IDs or Matter IDs in Amicus Attorney longer than 12 characters.

Your Client Matter information can be sent to Worldox from the Files Index or a File Details. Amicus Administrators can also send Client Matter information to Worldox from Firm Settings. Note that if your Amicus Files are created via integration with an accounting or other program, they are not automatically sent to Worldox during this process.

–  –  –

Rather than limiting your integration to Worldox Profile Groups that have Client and Matter configured in Fields 1 and 2 respectively, Amicus supports other configurations of these two fields.

The Matter field must be set in the Worldox Profile Group as being “Linked to prior field”, namely Client. For example, your Firm may prefer to have Department in Field 1, Project in Field 2, Client in Field 3, and Matter in Field 4. Your Amicus Consultant or Gavel & Gown Technical Support can help you set up your Worldox integration with Amicus so it works the way that best suits your Firm.

Exporting from the Files Index To export Client Matter information from one or more Files, select them in the Files Index list and then choose the Send To Worldox command on the Actions menu.

Exporting from Files Details To export Client Matter information from File Details, choose the Send To Worldox command on the Actions menu.

When you save a File or go to the Documents view of File Details for an unexported File that has sufficient information, a prompt asks whether you want the information sent.

Automatically created Amicus Files If Amicus Files are created automatically (e.g. by an accounting Link), they are not automatically sent to Worldox. Each user may export these Files individually as encountered afterward.

Alternatively, users could select their Files in the Files Index and export them.

–  –  –

In the Documents view, enter the Document Type you want to see (e.g. AFF), provided your Worldox Profile Groups include a Document Type Field. Then click the View In Worldox button.

You can apply the search capabilities of Worldox to your advantage when using the “Restrict to Documents of Type” field. For example, your Amicus File has over 500 documents in various Document Types in Worldox, such as Email, Affidavits, Discoveries, Motions, etc., and the majority of the documents are Email. To see all documents except those that are Email, enter “NOT EMAIL”—the result will be all other documents, except Email. Or you could enter “AFF OR DISC*” to view all Affidavits and Discovery documents related to the File. For more information, see the Text Searching topic in the Worldox Help.

If the File Client Matter information has NOT been previously exported, a prompt ask whether you would like the information sent now. Click Yes to sent the information and open Worldox to the appropriate view. Or, click No to not export the File. (The File requires a Client ID and Matter ID, and a File Type that maps to a Worldox Profile Group.)

–  –  –

In the Documents view, click the View In Worldox button. The Worldox Search dialog opens.

Make the appropriate selections.

–  –  –

If you wish to associate a Worldox document, select the “This Library resource is access via the firm’s document manager” checkbox before clicking the Path/URL button. Worldox automatically opens to a list of documents in the Worldox Profile Group set by default for this purpose by your Amicus Administrator.

Amicus Attorney Link Guide: Worldox © 2011 Gavel & Gown Software Inc.

Searching documents

You can search Worldox for documents from the following places in Amicus Attorney:

• File Details—Choose Tools Search Documents or click Search Documents on the Amicus Advanced Toolbar.

• Files Index—Choose Tools Search Documents or click Search Documents on the Amicus Advanced Toolbar.

• People Details—Choose Tools Search Documents or click Search Documents on the Amicus Advanced Toolbar.

• Search—Choose Tools Search and then, in the Search dialog that appears, click the Search Worldox button at the top right.

• Library—Click the Search Library link in the control panel and then, in the Search dialog that appears, click the Search Worldox button at the top right.

–  –  –

The Profile Group and Amicus File information will be filled in automatically depending on where you commenced your Search. Alternatively, your default Profile Group (set in your Preferences) will be assigned. Fill in search details as desired.

You can apply the search capabilities of Worldox to your advantage when using the “Text in File” field. For example, you can use the wildcard character “*” for word stemming—searching for “pres*” will find words such as “pressure”, “president”, and “press”. You can use the AND and OR operators—searching for “breach AND contract” returns any document that has both terms. To search for complete, literal phrases, enclose the words in quotation marks. For more information, see the Text Searching topic in the Worldox Help.

When finished, click Search Worldox. The results appear in Worldox.

Amicus Attorney Link Guide: Worldox © 2011 Gavel & Gown Software Inc.

Document assembly We recommend that Worldox be running whenever you generate documents from Amicus Attorney.

Unlike in the Amicus Document Assembly workflow without Worldox integration, the Amicus Save Options will not appear. Use the Save function in Worldox to save the document to the desired Document Profile with the appropriate Client and Matter values. This will result in the document being accessible from the Amicus File.

NOTE: If Worldox is not running when a document is generated, an AMICUS Save Options dialog might appear. Although this dialog includes options for adding the document to Amicus as a Document or Library Page, this command will not result in an Amicus Document record appearing on the File.

Amicus Tasks Toolbar If the Amicus Tasks Toolbar is installed, smart tags will be enabled in Microsoft Word and Excel.

Note however that the Toolbar buttons for adding to Amicus and checking documents in/out are disabled. The Link will manage the document’s visibility within Amicus based on its Worldox Profile attributes.

E-mail Integration When an e-mail is saved to Amicus (either automatically or manually), its attachments will not be saved automatically as Amicus Documents. Worldox handles the management of these documents and they will appear on the appropriate Amicus File based on their Worldox Profile attributes.

–  –  –





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