LETTERS AND DOCUMENTS

Transcription

1 LETTERS AND DOCUMENTS

2 Table of Contents How to Merge and Send Documents and Letters... 3 How to merge a Template Letter... 4 How to send a Letter or Document via How to send a Letter or Document via the Secure Client Portal...14 Downloading the Latest Templates...20 Sending Template Feedback...22 How to Create and Edit Templates...25 How to set up a Letterhead...26 How to create a Template...33 How to edit an existing Template...41 Adding a Logo to Templates...46 The Documents Tab...51 How to manually add a Document to the Documents Tab...52 How to use the Documents tab menu option...55 How to use the right click menu options in the Documents tab...78 Documents Tab User Preferences...93 Standard Directories...99 How to edit the Name of a Document How to Scan in the Documents tab How to Reconcile the Documents tab...113

3 How to Merge and Send Documents and Letters Page 3

4 How to merge a Template Letter Migration Manager's Template Merge function allows users to create template letters and documents in Word and then merge those with information and data from Migrant and Sponsor files. For instructions on how to create a template, plesae see: How to create a Template Letter. The instructions below cover how to merge a Template that you have created using one of the sample templates that comes pre-installed with Migration Manager. 1. Open the relevant Matter First open the Migrant or Sponsor matter that you wish to merge a letter/document for. Note that Migrant and Sponsor matters use different template lists. The list shown to you will depend on which type of matter you have open and active. 2. Click the Letters button Click the 'Letters' button in the main toolbar to bring up the Word Templates window showing a list of all of the available letters and documents able to be merged for the active matter Page 4

5 3. Select the document / letter to merge Once the Word Template window appears, use the folder tree on the left hand side to find the folder that contains the template that you wish to use. Then on the right hand side, select the letter/document template from within the choosen folder that you want to merge. Quick Tip - If you want the letter/document to merge and save with a file name that is different to what the default Template Name is, you can type the preferred name in the 'Save Merged Document As' column. When the merged letter saves to your computer, it will now be saved with this name. Page 5

6 4. Click Merge When you are ready to merge your choosen template, click 'Merge'. 5. Review the completed Document The template will now be merged in to a Word document with the relevant information from the matter being inserted in to the corresponding merge fields in the template. The Word document is then saved in to the relevant matter and can found in the Documents tab under the letters Out sub-folder. To open and edit the document, just double click it. Page 6

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8 How to send a Letter or Document via When you have merged a Form in Migration Manager, you will need to send it to the Client for their review. The following article sets out how to send merged Forms via the Secure Client Portal. 1. Generate the Letter or Document For instructions on how to generate a Letter or Document from a template please see: How to merge a Template Letter 2. Open the Documents tab Now go to the Documents tab of the matter on which you want to send the merged letter from. Note that merged letters/documents will appear in the Letters Out folder. Page 8

9 3. Select the document, Right Click and select To After you have selected the letter or document you wish to send via , right click it and from the context menu choose To. Page 9

10 4. Select who to To The To window will now appear, showing all of the individuals who are linked to this matter along with their addresses. If you have clicked an button on a file next to an address, that address will appear in the To section. You can add additional receipients by clicking the +Add button next to their name. Note that if you want to CC or BCC someone, first click the radio button next to CC or BCC, then click the +Add button next to the person you want to add as a recipient. 5. Add a Subject Line Next add the subject line that you want to have appear on your . Note that the subject line will include, by default, the matter reference number. Page 10

11 Note: In Preferences, you can set s to automatically have the subject line based on the name of the letter being sent. 6. Select whether to embed or attached (Word Documents Only) If you have selected a Word Document (docx), you can choose whether to embed the contents of the document in to the body of the , or attach it as an attachment If you select Embed If you select Embed, the text from the document will be emeded in to the body of an . Page 11

12 6.2. If you select Attach To attach the document as an attachment to the , set the switch to Attach. When you click Create the the document will be attached to the . Page 12

13 7. Review and send the To finish, review the and then click 'Send'. This will send the . Page 13

14 How to send a Letter or Document via the Secure Client Portal When you have merged a Form in Migration Manager, you will need to send it to the Client for their review. The following article sets out how to send merged Forms via the Secure Client Portal. Note: The method of sending letters and documents to the Portal has changed as of MM Version This article has been updated with the new method. 1. Generate the Letter or Document For instructions on how to generate a Letter or Document from a template please see: How to merge a Template Letter 2. Open the Documents tab Now go to the Documents tab of the matter on which you want to send the merged document. Merged documents/letters are saved in to the Letters Out folder. Page 14

15 3. Select the Document, Right Click and select Upload to Portal After you have selected the letter or document you wish to send via the Portal, right click it and from the context menu choose Upload to Portal. The Portal Messaging window will now appear along with a list of the items you have selected to send. Page 15

16 Tip: You can add additional documents to the message by dragging and dropping them on to the Attachments section of the message. 4. Add Message details To send the message to your Client with the attached documents, give the Message a subject and insert any relevant instructions in the body of the message. Page 16

17 5. Select additional options When you upload a Document/Form to the Portal, you can elect for additional things to occur: 5.1. Request a Document from Client This option allows you to also to request a document back from the Client via the Portal. This request will be linked to an item in the Progress tab for this matter. To find the relevant item in the Progress list that you wish to link to you can: 1. Use the dropdown list which will show a list of all documents/forms currently show on this matters Progress tab; or 2. Use the + button to create a new document/form entry on the Progress tab for this matter. Page 17

18 5.2. Mark a Progress Item as Complete This option allows you to also to mark a task on the Progress tab for this matter as having been completed. To find the relevant item in the Progress list that you wish to mark as complete you can: 1. Use the dropdown list which will show a list of all tasks currently show on this matters Progress tab; or 2. Use the + button to create a new task entry on the Progress tab for this matter Notify Client that New Documents are Available Selecting this option will generate an to the client to notify them that you have uploaded a document to the Secure Client Portal for them to review. Page 18

19 6. Click Send Message To finish, click the Send Message button. The document/form will now be upload to the Secure Client Portal via encrypted message. 7. Send notification If you have selected the option to Notify Client, Migration Manager will also generate an for you to review and send to the Client to notify them that you have uploaded documents for their review. Page 19

20 Downloading the Latest Templates The Migration Manager Template module comes with pre-defined Templates for the Accounts module. As well as this, if you have purchased the MM Templates Package, then you will have many subclass specific Templates available. You can ensure these are up-todate using the following procedure. 1. Open any Matter File. 2. Click the Letters button on the Main Toolbar. 3. When the Letter Merge window appears, click the Settings button. Page 20

21 4. Download the Latest Templates 1. For Accounts Templates and Sample Letters, click Download Standard Letters 2. For the MM Template Package, click Download Latested MM Templates 5. Click Yes to download the Templates Page 21

22 Sending Template Feedback If you have purchased the MM Template Package, you have access to hundreds of Templates for many of the Department s Application Subclasses. If you have an enquiry or feedback regarding these Templates, you can submit your enquiry or feedback directly to the Template Team. If your enquiry is technical in nature (e.g. You are getting an error message when trying to Merge a letter), then contact Migration Manager Support directly via Help => Log a Support Call Online 1. Open any Matter File. 2. Click the Letters button on the Main Toolbar Page 22

23 3. When the Letter Merge window appears, click the MM Template Feedback button 4. In the MM Template Feedback window, complete the fields with as much detail as possible, then click Submit One of the Template Team will respond as soon as possible. Examples of queries to submit to the Template Team: Page 23

24 When there is a new Subclass released by Immi and you wish to know when/if a Template Package will be written for it. You find a spelling mistake. You have a suggestion regarding one of the Templates. Examples of queries that should be submitted directly to Migration Manager Support (Help => Log a Support Call Online): When you try to Merge a Letter, you get an error. You are paying for the Template Package, but no Templates appear. Your Query is regarding an Accounts Templates (Invoices, Deposit Requests etc). You would like to know how to Edit Templates. Page 24

25 How to Create and Edit Templates Page 25

26 How to set up a Letterhead When you merge a document or letter in Migration Manager, you can choose to have your letterhead applied to the letter at the time of the merge. To do this, you first need to set up your letterhead template in Migration Manager. This letterhead can then be used across all of the template documents that you use. An extra benefit of this system is that if you ever need to update your letterhead (such as when you move address), you only need to edit the letterhead template instead of all of your documents. 1. Open any matter In order to access the letterhead template, you must first open any matter (this is because the letter template system can't be accessed without a matter being open) 2. Click on the Letters button Once you have opend a matter, click on the Letters button in the main toolbar. Page 26

27 3. Click Settings When the Letter Merge window appears, click the Settings button. 4. Click Get Sample Letterhead Now click the Get Sample Letterhead button to download the default letterhead template. You will edit this document to create your letterhead. Page 27

28 Click Yes to confirm the download. 5. Edit the Letterhead template To customise the letterhead to what you require, click the Edit button. Page 28

29 6. Edit the Word Document The letterhead will now open as a word document. You will now need to edit the Header and Footer with the images and text that you require 6.1. Open the Header and/or Footer Using the menu options in Word, open up the Header or Footer. Page 29

30 6.2. Edit the Header and or Footer Using Word, you can now edit the Header and Footer to show the content you want to have in your letterhead. Tip: The easiest way to do this is to copy and paste the Header or Footer from an existing letterhead you might have in to the Header / Footer of the letterhead template. 7. Save the Word Document Once you have finished editing the Word document, you must click Save in Word. You can now close the Word document. Page 30

31 8. Save the Merge Settings in Migration Manager You can now click Save which will close the Merge settings window. 9. Merge a Letter You can now merge a letter using your new letterhead. For instructions on how to merge a letter / document from a template, see: How to merge a Template Letter Page 31

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33 How to create a Template The document merge system in Migration Manager provides users with a powerful tool to create template letters that can be used to merge letters, s and documents for a matter. This article covers how to create a template. 1. Open a Matter To access the template system, you first need to open a matter by clicking the Open button in the main toolbar and then selecting a matter Note: The templates for Migrants and Sponsors are stored and accessed separately. To create templates that can used when you are in a Business Sponsor matter you will need to access the template system via a Sponsor matter. 2. Click on the Letters button Next, click on the Letters button in the main toolbar. Page 33

34 3. Select the appropriate folder When the Word Template Merge window appears, you need to select the folder that you want to save your new template in to. Tip: To create a new folder, right click the left hand panel and choose Create Folder and then give your new folder a name. Page 34

35 4. Click New Template After you have selected the folder (or created a new one) that you want to save your new Template in to, click the New Template button. Page 35

36 5. Give the Template a Name and Keywords A Template Creator Window will now appear where you can insert the template's name and keywords. Now click Create. Tip: It is recommended that you add some keywords to the Template so that users will be able to identify what the template is about. These keywords will also appear in any letter merges in the future (so long as they are no overwritten at the time of merge with new keywords). Page 36

37 6. A blank Word document will now open A blank Word document should appear along with Word Template Merge Editor window. Note that if you do not see the Word document it may be minimised. Page 37

38 7. Add Content and Merge Fields The templates are just Word documents with merge fields added to those parts of the text that are meant to change depending on the information contained within a matter. To add a merge fiele to the blank document: 1. first click where you want the merge field to appear; 2. find the required merge field from the Merge Fields window; then 3. click the Add Field button. 8. Continue adding content Continue adding the required content to your letter along with any required merge fields. Tip: If you already have existing documentation, you can just copy and paste the content of those documents into a template letter and then add merge fields as required. Page 38

39 9. Click Save & Close Letter When you have finished editing the document, click Save & Close Letter. Page 39

40 10. New Template available The new template is now available for all users to now merge. To merge the template and save it to the current matter, select the template and then click Merge. Page 40

41 How to edit an existing Template The document merge system in Migration Manager provides users with a powerful tool to create template letters that can be used to merge letters, s and documents for a matter. This article covers how to edit a template. 1. Open a Matter To access the template system, you first need to open a matter by clicking the Open button in the main toolbar and then selecting a matter Note: The templates for Migrants and Sponsors are stored and accessed separately. To create templates that can used when you are in a Business Sponsor matter you will need to access the template system via a Sponsor matter. 2. Click on the Letters button Next, click on the Letters button in the main toolbar. Page 41

42 3. Select the appropriate folder When the Word Template Merge window appears, you need to select the folder that contains the template that you wish to edit. 4. Right Click the Template that you want to edit Right click the template that you want to edit, and then from the menu that appears, click Edit Template Page 42

43 5. A Word Document will now open A Word document should appear (being the template) along with Word Template Merge Editor window. Note that if you do not see the Word document it may be minimised. Page 43

44 6. Add Content and Merge Fields The templates are just Word documents with merge fields added to those parts of the text that are meant to change depending on the information contained within a matter. To add a merge fiele to the document: 1. first click where you want the merge field to appear; 2. find the required merge field from the Merge Fields window; then 3. click the Add Field button. 7. Continue adding content Continue adding the required content to your letter along with any required merge fields. Tip: If you already have existing documentation, you can just copy and paste the content of those documents into a template letter and then add merge fields as required. 8. Click Save & Close Letter When you have finished editing the document, click Save & Close Letter. Page 44

45 9. Updated Template available The update template is now available for all users to now merge. To merge the template and save it to the current matter, select the template and then click Merge. Page 45

46 Adding a Logo to Templates Templates (such as Invoices, Deposit Request etc) have a special Merge Field at the top of the document called <<LOGO>>. This field allows you to set a Logo picture in Letter Settings which will then appear on any documents where the <<LOGO>> Merge Field is used. 1. Open any Matter File. 2. Click the Letters button on the Main Toolbar. 3. When the Letter Merge window appears, click the Settings button. Page 46

47 4. In the Logo section, click the Browse button to browse to your Logo File. 5. Select your File. Browse to your File Location. Select the File and click Open. The Logo file must be available for all users using Migration Manager. We normally suggest saving your Logo file to the Data\MiscFiles sub-folder of your Migration Manager (or LEAPMM) Folder (usually located in your M:\ drive). Page 47

48 6. Once you can see the file and Path in the Logo section, click Save. Page 48

49 7. When Letters are now produced which use the LOGO Merge field, your logo will appear. You may need to resize your Logo if you feel it is too small or too large in the document. You can do this by opening the Logo file in Paint (comes as part of Windows), then use the Resize option Page 49

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51 The Documents Tab Page 51

52 How to manually add a Document to the Documents Tab The Documents tab contains all of the documents, forms, messages and correspondence that relate to a particular matter. Migration Manager will automatically add these items to the Documents tab if they have been received and captured via capture, received as a portal message or have been scanned using the scan function. It is also possible to add documents and file to the Documents tab by just dragging and dropping the item from your computer on to tab itself. 1. Go to the Documents tab To add a document to a particular Matter, first open that Matter and then go to the Documents tab. 2. Open the relevant folder To save a document/file to particular folder, first make sure that your Document tab view is set to Tree View by clicking the Tree View / Flat View button. Note: You don't need to set the view Tree View. If the view is set to Flat View and you drag and drop a file on to the documents tab, it will be saved in to the Misc folder. Page 52

53 Now select and double click the folder that you want to save in to. 3. Drag and Drop You can now drag and drop the relevant file(s) or document(s) from any where on your computer on to the Documents tab in Migration Manager. Page 53

54 4. File Added The file/document will now be added to the matter and will be saved on your computer/server in the relevant file. Page 54

55 How to use the Documents tab menu option To be released in version of Migration Manager. The Documents tab contains all of the documents, forms and correspondence that relate to a particular matter. This article provides details on what all of the menu bar options in the Documents tab can do: 1. The Home tab The Home subtab in the Documents tab provides the user with the ability to interact with the documents stored within the Matters Page 55

56 1.1. Flat View/Tree View Clicking the Flat View / Tree View button changes the view of the documents. Click the button again to switch the view. In Tree View, the Documents tab will show all of the folders. To access the content you need to double click a folder in the left hand side tree. In Flat View, all of the documents held on a matter a shown in chronical order. Page 56

57 1.2. Open Clicking the Open button, will open the currently selected document. For example, if you click Open whilst a Word document is selected the selected item will open in Microsoft Word Preview The Preview button will open the selected document in the Document tab Preview window. The Preview window provides a quick way to view the contents of any document in Migration Manager without having to actually open the documents up in different programs Edit If you click the Edit button, you can edit the name/title, the Keywords, Status, Responsibility and Review Date of a selected document. Page 57

58 1.5. Delete Clicking the Delete button will delete the selected item(s). When you click Delete you will be prompted to confirm that you do in fact want to delete all of the selected items. Click Yes to confirm the deletion New Folder Clicking the New Folder button will create a new folder within the current folder. When you click the button, you will be prompted to provide a name for the new sub folder. Enter the name and then click OK. Page 58

59 The new folder will now appear in both the folder tree on the left hand side and within the folder currently in view Move To The Move To button enables you to move selected documents to any other folder in any matter in Migration Manager. Note that if you move a document, it will no longer be in the orignal folder (as contrasted to using the Copy option). When you click Move To you will be prompted to select the matter and folder you want to move the item to. Page 59

60 When you have selected where you want to move the selected item to, click Move to finalise the transfer. The item will now be moved. Page 60

61 1.8. Copy To The Copy To button enables you to copy selected documents to any other folder in any matter in Migration Manager. When you click Copy To you will be prompted to select the matter and folder you want to copy the item to. When you have selected where you want to copy the selected item to, click Copy to finalise the transfer. Page 61

62 The item will now be copied in to the selected location Scan Document The Scan Document button allows the user to scan a document in to this matter using a networked/usb connected scanner. When you click the Scan Document button, the Scan Document window will appear. Page 62

63 To perform a scan you need to: 1. Select the scanner you want to use; 2. The format you want to save the scanned document in; 3. The location where you want to save the scanned document; 4. What name the document will be saved as; and 5. Click Acquire to perform the scan. Page 63

64 Note your scanners inbuilt scanning software may appear at this point ask you to select additional paramaters for the scan. Select the necessary options and click Scan to perform the scan. Page 64

65 1.10. Convert to PDF If a Word document has been selected, clicking the Convert to PDF button will create a PDF version of the selected document. To perform the conversion, select the document you wish to convert and then click Convert to PDF. A PDF version of the Word document will now be saved to the file. Page 65

66 1.11. Send To The Send To button allows you to internally send a document to another user in Migration Manager via their Document Inbox. To send a document to someone's inbox, select the item and then click Send To, and then choose the staff member you want to forward the item to. The item will now be sent to that selected user's Document Inbox. Page 66

67 To Clicking the To button will enage the function in Migration Manager which will enable the user send the selected documents in or as an . To send a document as an or as an attachment on an , select the item and then click To. For full instructions on how to send documents via please see: How to send a Letter or Document via The To window will now appear. Now select the addresses that you want to send the to by clicking the Add button. Page 67

68 If the document you are sending is a Word document, you can select whether to embed the content of the document in the body of the or have it as an attachment by switching the Attach slider. To generate the , click Create . The will now open in Outlook. Page 68

69 1.13. Upload to Portal The Upload to Portal button allows you to upload selected documents to the Client Portal. Clicking the Upload to Portal button will bring up the Portal Messenger window. For full instructions on how to send documents to the client via the Portal please see: How to send a Letter or Document via the Secure Client Portal Page 69

70 1.14. Import Data The Import Data button allows you to start the PDF Questionnaire import process. To begin the import, select the PDF Questionnaire and then click the Import Data button. For full details on how to import a Questionnaire see: Importing Questionnaires Page 70

71 1.15. Portal The Portal button opens the Portal interaction window. For instructions on how to use the Portal with documents, please refer to: How to send a Letter or Document via the Secure Client Portal Reconcile The Reconcile button allows the user to update the information contained in the Documents tab to fully reflect the files stored on the hard drive / server. Note that in normal usuage, you will normally not need to use the Reconcile button. However, if a user alters/adds/deletes files directly through Windows Explorer, then a discrepency between what is recorded in the Documents tab and what is actually on the drive may occur. Documents which have been previously recorded in the Documents tab but which are now not found on the hard drive will be shown in light grey text, whereas those that have been added to the hard drive but not via Migration Manager, are shown in red. To reconcile the Documents tab with the contents of the hard drive, click the Reconcile button. Page 71

72 The Reconcile window will now appear showing the discrepencies. To rectify the discrepencies, click the Clean Up button. The information shown in the Documents tab will now be up to date. 2. The Search Tab The Search tab lets the you search the documents of the matter. The buttons within the Search tab allow the you to modify/condition the search that they are performing Page 72

73 2.1. Location The buttons contained with the Location grouping allow you to define the location scope of your search. Clicking the All Folders button will mean that the search is conducted over all of the folders within the matter inquestion; Clicking the Current Folder button limits the search to the currently selected folder; Clicking the Sub Folders button searches all of the subfolders within the folder that you are currently in Status The Status button lets you limit the scope of any search by the status of a document File Type The File Type button lets you limit the scope of any search by the type of document i.e. Word, Excel etc. Page 73

74 2.4. Date Range The Date Range button lets you limit the scope of any search by the date a document has been created Search The Search section is where you perform your search by typing in the text you want to search by. The text field will search everywhere the word(s) typed appear in either a document name Page 74

75 or document keywords. Below the text field appears a list of all of the paramters which you have set in the Location and Options grouping. To perform the search, type the text to search and then click the Search button. A list of results that fits the search will now apear Clear Search Clicking the Clear Search button wipes the results from the search list. 3. The View Tab The View tab lets you change the types of documents shown in the Documents tab along with the various viewing options. Page 75

76 3.1. Show File Types The options in this grouping allow to change what type of documents are visible in the current view Preview Clicking this button will open the selected document in the Migration Manager preview window Show Duplicates By default, Migration Manager will hide from the Documents tab any item which it detects is a duplicate of another document already saved in this matter (based on document name and date created/received). If you want to see all of the duplicates which exist on a matter, click the Show Duplicates Flat View / Tree View Clicking the Flat View / Tree View button changes the view of the documents. Click the button again to switch the view (see paragraph 1.1 above) 3.5. Maximise The Maximise allows you expand the Documents tab to full screen. Clicking the button a second time will retun the Documents tab back to normal size Options The Options button allows you to access your user preferences for the Documents tab. For instructions on how to use the User Options for the Documents tab, see: Documents Tab User Preferences Page 76

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78 How to use the right click menu options in the Documents tab Released in version of Migration Manager. The Documents tab contains all of the documents, forms and correspondence that relate to a particular matter. This article provides details on what all of the right click menu options in the Documents tab can do. To activate the right click menu, go to the Documents tab, select an item and then right click on your mouse. The menu will now appear. The same right click options are availabe in Flat or Tree View. Page 78

79 Note that a lot of the options available in the right click menu are also available in the menu bar. 1. Open Document Clicking the Open Document option, will open the currently selected document. For example, if you click Open Document whilst a Word document is selected the selected item will open in Microsoft Word. 2. Preview The Preview option will open the selected document in the Document tab Preview window. The Preview window provides a quick way to view the contents of any document in Migration Manager without having to actually open the documents up in different programs. Page 79

80 3. Edit If you click the Edit option, you can edit the name/title, the Keywords, Status, Responsibility and Review Date of a selected document. 4. Delete Clicking the Delete option will delete the selected item(s). When you click Delete you will be prompted to confirm that you do in fact want to delete all of the selected items. Click Yes to confirm the deletion. Page 80

81 5. Move To The Move To option enables you to move selected documents to any other folder in any matter in Migration Manager. Note that if you move a document, it will no longer be in the orignal folder (as contrasted to using the Copy option). When you click Move To you will be prompted to select the matter and folder you want to move the item to. Page 81

82 When you have selected where you want to move the selected item to, click Move to finalise the transfer. The item will now be moved. Page 82

83 6. Copy To The Copy To option enables you to copy selected documents to any other folder in any matter in Migration Manager. When you click Copy To you will be prompted to select the matter and folder you want to copy the item to. When you have selected where you want to copy the selected item to, click Copy to finalise the transfer. Page 83

84 The item will now be copied in to the selected location. 7. Convert to PDF If a Word document has been selected, clicking the Convert to PDF option will create a PDF version of the selected document. To perform the conversion, select the document you wish to convert and then right click and select Convert to PDF. Page 84

85 A PDF version of the Word document will now be saved to the file. Page 85

86 8. Send To The Send To button allows you to internally send a document to another user in Migration Manager via their Document Inbox. To send a document to someone's inbox, select the item and then click Send To, and then choose the staff member you want to forward the item to. The item will now be sent to that selected user's Document Inbox. 9. To Clicking the To right click option will enage the function in Migration Manager which will enable the user send the selected documents in or as an . To send a document as an or as an attachment on an , select the item and then click To. For full Page 86

87 instructions on how to send documents via please see: How to send a Letter or Document via The To window will now appear. Now select the addresses that you want to send the to by clicking the Add button. Page 87

88 If the document you are sending is a Word document, you can select whether to embed the content of the document in the body of the or have it as an attachment by switching the Attach slider. To generate the , click Create . The will now open in Outlook. 10. Upload to Portal The Upload to Portal option allows you to upload selected documents to the Client Portal. Page 88

89 Clicking the Upload to Portal button will bring up the Portal Messaging window. For full instructions on how to send documents to the client via the Portal please see: How to send a Letter or Document via the Secure Client Portal Page 89

90 11. Mark as Complete Clicking the Mark as Complete option will set the status of a document as complete. This feature is used if you have set review dates for a document and now wish to mark the monitored item as having been attended to. If you click Mark as Complete the status of the selected document will now be set to Complete Page 90

91 12. Change Status Clicking the Change Status option will enable you to chane the status of a document. This feature is used if you want to set review dates for a document in order that they appear in a users Document Inbox. If you click Change Status, you will then have the ability to select one of the status options. The status of the document will now be changed to the selected option. Page 91

92 13. Import Data The Import Data button allows you to start the PDF Questionnaire import process. To begin the import, select the PDF Questionnaire and then click the Import Data button. For full details on how to import a Questionnaire see: Importing Questionnaires Page 92

93 Documents Tab User Preferences The Documents tab contains all of the documents, forms and correspondence that relate to a particular matter. In the Documents tab user preferences you can set whether your default view of the tab is in Tree (folder) view or Flat (chronological) view plus set the default document and message previews. You can set the user preference for this option by either: 1. Going to the Options window in the Documents tab (single user change); or 2. Going to the User Preferences setting in the Preferences settings accessed via the Tools option in the top menu (multiple user change) 1. Via the Documents tab Options (for single user changes) If you want to set just your Documents tab user preferences, you can use the User Options interface accessed via the Documents tab on any matter Go to the Documents tab First you will need to open a matter (it can be any matter) and then go to the Documents tab. Page 93

94 1.2. Go to the View subtab and click Options Next click on the View tab and the clik on the Options button Set your Default View Preference The user Options window will now appear. From the Default View dropdown, select whether you want to set the default view of the Documents tab to either Flat View or Tree View. Click Save and Close to save your settings Set the Default Preview View The default Preview View dropdown lets you set the default size of the document and received messages preview window. "As tall as possible" will set the preview window to open the full length of the screen whereas "As tall as the client window" will set it the length of the Client Detail window. Page 94

95 1.5. Set the Default Send Message View The default Send Message View dropdown lets you set the default size of the new Messages window. "As tall as possible" will set the window to open the full length of the screen whereas "As tall as the client window" will set it the length of the Client Detail window Set the Message Reply Options The Message Reply options allow a user to set whether, when replying to a Portal Message, the original message remains open or is closed when you click reply. Page 95

96 1.7. Set the Default Signature The Default Signature setting allows users to set a default signature to appear on new messages and replies. For instructions on how to create and set a default signature for a user please see: How to set up a default Message Signature 2. Via the main Preferences window (for multiple users at once) If you want to change the default preference for multiple users at once, you can do so via the main User Preferences system Login as Administrator To edit multiple users at the one time, you will need to first login as the Administrator. Page 96

97 2.2. Go to Tools > Administrative > Preferences To open the program and User preferences, in the top tool bar go to Tools > Administrative > Preferences 2.3. Go to User Preferences When the Preferences window opens, click on the User Preferences tab and then scroll until you reach the option for editing the Document tab default view. Use the dropdowns to set the default preferences on a per user basis. Page 97

98 2.4. Click Save & Exit To finish, click Save & Exit. Page 98

99 Standard Directories When you create a new Matter in Migration Manager, it will automatically create a number of sub folders within the file. Migration Manager relies on the existence of these folders to do certain procedures and if the folders are removed by a user this can create a problem for the program. These default folders and what they are used for are: Accounts = merged accounts items Attachments = attachments received via Documents = not used by the program but it s a popular folder for people to have the letter merge save to by default (if they override the default letter merge save location) Documents Received = documents received via the Portal Forms = merged Department pdf forms Letters in = s received Letters out = s sent and merged template letters Misc = the default folder where items are saved if you drag and drop them on to the Documents tab Photographs = where you save a passport photo if you want it to appear in the right hand active client panel Scanned Documents = items which have been scanned to MM via the scan function If you want to add your own folders that will appear by default in each new mattery you create, follow the bellow instructions 1. Log in As Administrator Only the Administrator can add new default folders. Page 99

100 2. Go to Schedules > Standard Directories In the top menu click on 'Schedules' and then click 'Standard Directories'. 3. The Edit Window The Standard Client Directories list window will now appear. Page 100

101 4. Add an Entry To add an entry, click the 'Add' button. The New Entry window will appear. Record the necessary details and then click OK. The list of directories will now be updated. Page 101

102 5. Remove an Entry To delete an entry, highlight the entry you wish to delete and click the Remove button. The item will now be deleted from the list. Page 102

103 Page 103

104 How to edit the Name of a Document The menu controls in the Documents tab allow you to rename a file which has been saved to a matter. Changing the name of a document in Migration Manager will also result in the name on the document on your server/hard drive also being changed. 1. Open the Documents tab First go to the Documents tab of the relevant matter. 2. Find and Select the relevant Document Next navigate to the relevant document and then select it by clicking on it. Page 104

105 3. Click the Edit button To rename the document, click the Edit button in the Document tab toolbar (or right click the document and select Edit from the context menu). The Document Preview window will now open in Edit mode. Page 105

106 4. Edit the Title You can now change the name and keyword/tags of the document by typing in the relevant information in to either the Title or the Tag fields. 5. Click Save & Close Once you have finished making the necessary changes, click Save & Close to finish Page 106

107 The document will now be renamed. Page 107

108 How to Scan in the Documents tab Migration Manager includes the functionality to Scan Documents into your Matter File. These files are then saved within the Documents tab so they can be stored, ed to the client or sent to the client's Portal. Like most Software, Migration Manager needs a TWAIN driver to be able to communicate with your Scanner. This software usually comes with your Printer. The easiest way to confirm if you have your Printer TWAIN software installed is to open Paint (which comes with Windows). 1. Confirm your PC has your Printer TWAIN software installed 1.1. How to check your PC has your Printer TWAIN software installed. 1. From your Windows Search, type the word Paint, then select the Program Paint. Page 108

109 2. From inside Paint, click File. 3. The option for 'From Scanner or Camera' should be available and you should be able to scan a document from your scanner into Paint. If you can, then you will be able to scan from Migration Manager. If the option is greyed out, or you cannot scan, then contact your local IT support to get the Scanner working for your PC. Note: Migration Manager Technical Support does not support printer driver or TWAIN driver installation. This needs to be performed by your local IT Support. 2. Scan from the Toolbar How to scan from the Toolbar. 1. Open the Matter you wish to scan to. 2. On the Main Toolbar, click Tools => Scan Document. 3. Then continue with Step 4. 'Complete the Scanner Settings'. Page 109

110 3. Scan from the Matter How to scan from the Matter. 1. Open the Matter you wish to scan to. 2. Go to the Documents tab of the Matter. 3. Click the Scan Document button. 4. Complete the Scanner Settings. 1. Select your TWAIN Data Source (your Scanner). 2. Select the File Format you would like the Scan saved as. 3. Select where to save the Scan to (usually this would be the Matter you have open). 4. Select which Subfolder of the Matter you would like the Scan saved to. 5. Type the Document Name you would like the Document saved as. 6. Click Acquire. Page 110

111 5. Choose your Scan options. Depending on your Printer Software, you will usually be asked details about the Scan (your window may appear differently). In the below example, we are asked: 1. Which tray/source the Scanned paper will come from. 2. If the Scan will be colour or black and white. 3. The paper size. 4. Then click Scan. Page 111

112 6. The Scan will process and the saved document will appear in the Documents tab of the Matter. Page 112

113 How to Reconcile the Documents tab The Reconcile button allows the user to update the information contained in the Documents tab to fully reflect the files stored on the hard drive / server. Note that in normal usuage, you will normally not need to use the Reconcile button. However, if a user alters/adds/deletes files directly through Windows Explorer, then a discrepency between what is recorded in the Documents tab and what is actually on the drive may occur. Documents which have been previously recorded in the Documents tab but which are now not found on the hard drive will be shown in light grey text, whereas those that have been added to the hard drive but not via Migration Manager, are shown in red. If you perform all adding and deleting actions from within the Documents tab, then this will remove the need to reconcile in most cases. Examples: If you wish to add a document for the Matter, simply drag and drop the file directly into the Documents tab of the Matter within Migration Manager (this way it adds the file to the Documents tab and the Matter s File Folder at the same time). If you wish to delete a document, delete it directly from the Documents tab in Migration Manager by right clicking on the document and Delete (this way it deletes the file from the Documents tab and the Matter s File Folder at the same time). Page 113

114 To reconcile the Documents tab with the contents of the hard drive, click the Reconcile button. The Reconcile window will now appear showing the discrepencies. To rectify the discrepencies, click the Clean Up button The information shown in the Documents tab will now be up to date. Page 114