Latest update: April User Manual. Smart View Mobile App

Transcription

1 Latest update: April 2018 User Manual Smart View Mobile App

2 Contents 1 Introduction 3 2 Acces SmartView mobile app 4 3 Dashboard Search for an existing matter Browse Dossier page Tasks Complete a Confirm Task Complete an Approve task Complete an Upload task Complete an Internal Sign task (DocuSign configuration required) 10 4 Add a dossier to favorites 12 5 Recent 13 Page 2

3 1 Introduction The SmartView mobile app is built to engage more users in effacts and increase usage of existing users (especially viewers) by making it easier to access legal dossiers/documents and complete tasks. Current situation Effacts is mainly used by a few key-users who know all the ins and outs of the system. Other users (especially viewers) use the system less or not at all and contact the key-users if they need information, instead of finding it themselves. For example, instead of using Effacts to view the latest trade register asking the legal department to send a copy. Sub goals Simplified user interface (no overkill on options). Easy and fast search Mobile use Completing own tasks Page 3

4 2 Access SmartView mobile app Any user can use the SmartView mobile app, there are three ways to access the app: 1. Via browser (any device), navigate to 2. Download app in the Android Play Store: download here 3. Download app in the IOS Store: download here You can t use the SmartView mobile app if: SSO has been configured. Please ask you administrator for more information. You are using a specific web address to access the effacts system, for example companyname.effacts.com Users can only access information they can see as well in the regular application. There is no difference in functionality between viewers and editors (hence the name viewer app), but the app can be accessed by all users with an active account. Page 4

5 3 Dashboard Once you have navigated to the address the system will ask you to enter your user account information. If these are correct, the system will lead you automatically to the dashboard as shown in figure 1. Figure 1: SmartView mobile app dashboard In the following paragraph we will explain how to use the app. 3.1 Search for an existing matter If you want to search for an existing legal matter, click at the search bar on the dashboard (figure 2) and type the description of the matter. Figure 2: Search for a legal matter You can enter a generic term or search within a specific legal dossier category (figure 3). Figure 3: Specific legal dossier category Page 5

6 3.2 Browse It is also possible to search for a legal matter in a more extensive way, therefore you can use the browse function. First click at the Matters icon (figure 4). Figure 4: Browse for a matter 2: Select a matter type: 3: Select an entity Page 6

7 4: Select a matter 3.3 Dossier page Clicking one of the matters will forward you to the dossier page (figure 5). On this page the user can see all the general information and related data such as files and tasks. The most important dossier information is visible on the facts tab. Figure 5: Dossier page Page 7

8 To see which documents are added to this dossier, click on the files tab (figure 6). Figure 6: Files tab Available buttons: View the documents as thumbnails or in a list Sort by name/date Sort by name/date Click at the file to open the document in view mode and search within the document view whether its OCR scanned. Sign your file with DocuSign by effacts. 3.4 Tasks In the regular effacts application it s possible to assign tasks to users. The user can complete those tasks via the SmartView mobile app. If the user has a task to complete or completed tasks in the past (rhymes) they are shown on the task tab (figure 7). Figure 7: Open Tasks Page 8

9 Clicking the Tasks icon will forward you to a screen with the list of remaining tasks. Here you can use two buttons to complete the task(s), these will be explained in the next paragraph (figure 8). Figure 8: Buttons to complete an open task 3.5 Complete a Confirm Task After clicking the button [complete task], a pop-up screen appears (figure 9). If necessary you can add a comment. Click at the button [confirm] to complete task. Figure 9: Confirm Task form 3.6 Complete and Approve task After clicking the button [complete task], a pop-up screen appears (Figure 10). Here you are able to click at the button [approve] or [reject]. If for some reason this approval need to be rejected, a comment is required. Figure 10: Approve task form Page 9

10 3.7 Complete an Upload task After clicking the button [complete task], a pop-up screen appears. Click on the button as shown in figure 11 to upload the right file. If necessary you can add a comment unless clicking button [complete task] to finalize the form. Figure 11: Upload task form 3.8 Complete an Internal Sign task (DocuSign configuration required) After clicking the button [complete task], the system will forward you to the external application DocuSign (figure 12). Here you can set your own signatures to the document and if ready choose the button [finish] (figure 13). The signed document will be automatically sent to the dossier and can be find under the tab documents. If you are not familiar with DocuSign and need some help, please call the support desk. Figure 12: Redirecting to DocuSign Page 10

11 Figure 13: Finish your document Page 11

12 4 Add a dossier to favorites If you need to view a dossier several times a week, it can be very useful to mark this dossier as favorite. Please click at the dossier and then at the left upper corner on the star icon (figure 14). Figure 14: Mark your dossier as favorite The dossier can be found under the [Favorite] button at the dashboard (figure 15). Figure 15: Favorites If no longer want this dossier as a favorite, click the star icon to unmark and the dossier will be removed from your favorites. Page 12

13 5 Recent All recently accessed dossiers are shown in the recent section (figure 16). This also shows dossier viewed in the regular effacts application. Figure 16: Recently accessed dossiers Page 13