Conveyancing Manager Version 3.0 Document Synchronisation Frequently Asked Questions

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1 Conveyancing Manager Version 3.0 Document Synchronisation Frequently Asked Questions Release date: 13/04/2015 Release version: CM 3.0 Document version: 1.2 Author: Monica Chand

2 Table of Contents 1. Introduction to CM General What does this mean to me as a CM user? Why do I need to sync and when? How long will it take to sync? How does this affect Precedents? Documents on Demand & Background Document Sync What is Documents on Demand? What is background document sync? Will I see all documents in a file even if I haven t downloaded them? What is the difference between a server and a local document? What do the different colours mean? How do I access these server documents? Can I just download a couple of server documents at a time? Can I quickly download all documents within a file or project? How long will it take to download documents? Can I perform other actions while a document is downloading? Can I cancel a download once it has started? Which version of a document am I downloading from the server? When I download a document and make changes to it, do I need to sync? Will my document version always be up to date? After I ve finished working on a document, do I need to sync? After I ve finished working on a file, do I need to sync? My colleague is not receiving my updates to a document Why can t I / bundle a document? Does CM process document updates even when closed? Can I still access documents via the Windows file system rather than CM? What else has changed in CM 3.0? Document History Quick filter New document policy Document size Max number of documents per File or Project Maximum accumulative size per File or Project Unsupported extensions... 9

3 1. Introduction to CM 3.0 CM version 3.0 delivers seamless, more robust and efficient document synchronisation. The synchronisation of all documents has been moved to the background as a continuous process that updates documents being worked on. It reduces the amount of data to be transmitted and automatically keeps users documents up to date with changes made by others. This document contains Frequently Asked Questions and their answers. 2. General 2.1 What does this mean to me as a CM user? Workflow Function in CM Example Explanation of changes changing? Perform data entry View Files/Matters Oversee Matters Oversee and approve documents Law Clerk creates files and enters Property Details and Financials Receptionist addresses customer enquiries Practice Manager tracks tasks by viewing the organisation's CM diary Practice Manager approves documents before they are sent to clients No No No Yes N/A N/A N/A If you normally view and edit documents in CM, your workflow will be slightly different. Documents that are uploaded into CM by you will behave the same as you see in CM 2.7. However, File and Project documents uploaded or added by other users are available on demand. You can access these documents by clicking: - the file name to download one by one; - Download all to download all documents within a file or project (including s) ; or - on the document icon to download and open. For more information, please refer to the Documents on Demand & Background Document Sync section below. If your normal use of CM includes viewing, updating, uploading or generating documents, then you will notice a change in your workflow. Update Documents File Owner in a conveyor belt or end-to-end process edits, updates, uploads, generates and approves documents for each matter. Yes Uploading/Generating Previously, when you uploaded or generated a document that was to be shared and viewed by other users, you were required to sync so other users could access the document. CM 3.0 does not require you to sync for others to see documents you have uploaded or generated. CM will automatically synchronise the document in the background and make it available on demand for others to download to access. Viewing

4 Previously, if you were required to view documents that were uploaded, generated or modified by other users, you would need the other person to perform a sync, then you would do the same to access their document(s). In CM 3.0, once a new document is uploaded or generated you will be able to access and work on it. Once a document has been downloaded, any further modifications made by other users will be automatically updated in your version and available when you open the document or if you go offline. Editing Previously, when you uploaded or generated a document that was to be shared and viewed by other users, you were required to sync after upload and again after each time you modified this document, to ensure that other users were accessing the latest version. This is no longer required in 3.0. Your updates will be available to others after you have made your changes and closed the document. The system will automatically synchronise in the background, freeing you up to perform other tasks in CM. Set up new users Internal CM Administrator creates new user profiles Yes New starter setup for CM will be faster in version 3.0, because account document library will not need to be downloaded to users machines during installation. New users will be able to begin their work in CM and only download documents on demand when required. Precedents library will be automatically downloaded and kept up to date in the background. 2.2 Why do I need to sync and when? In CM the term sync can refer to two separate things; data and documents. Information entered into a file/project is classified as data. Items loaded into the Precedents/Documents tab (including s) are classified as Documents and will be synced in the background. Sync setting Scenario 'Sync' located at the top, right hand side of the screen. This is also known as Full Sync Any time I need to know about a new file or project someone else has created. Any time I need to share my new or modified File or Project to other users. Update File feature After creating/updating a file or project, to ensure my data is shared with others Whenever I need to see the latest version of a file I want to manually trigger the background sync to document(s) in the file. Setting Sync on File Entry/Exit We recommend this be activated for those who frequently create or update a file. Every time you open and close a file, the data in this file will be synced automatically and made available to others when they sync. Sync at Login/Logout Depending on your business practice. You may choose to ask your staff to manually perform a full sync at the start and end of their day or allow CM to handle it as an automated task.

5 2.3 How long will it take to sync? As document sync has been moved to the background in 3.0, users will no longer experience the screen lock that was previously part of updating documents. This type of sync does not impede on your normal use of CM. There are a number of factors affecting how long the sync process can take. These include: Your Internet connection speed. The recommended speed is ADSL2+ or cable connection, at an individual machine level. The amount of data and documents that must be transmitted How frequently you sync. See How long will it take to sync? How many changes have occurred since your last sync 2.4 How does this affect Precedents? Precedents will always be up to date and synchronised in the background. Changes to SAI Global Precedents will be automatically be available to all accounts when there are updates. 3. Documents on Demand & Background Document Sync 3.1 What is Documents on Demand? Documents on Demand is a new way to access documents in a file if the documents originate from other users computers. You now have the choice to download the documents that were uploaded or generated by other users when you wish to access them. 3.2 What is background document sync? Document synchronisation has been moved to the background to allow you to perform other tasks in CM. CM 3.0 will always ensure that documents you have downloaded (or that originated from your machine) will be up to date at any given time. For example, if another user edits your document, the changes will be downloaded to your machine in the background. 3.3 Will I see all documents in a file even if I haven t downloaded them? Yes. When you access a file you will see a full list of server and local documents. 3.4 What is the difference between a server and a local document? What do the different colours mean? Server documents are documents that have not been downloaded to your computer. It appears grey in colour and underlined. You can download the document by clicking on the document name or download and open the document by clicking on the icon. You can cancel pending downloads if required. Normal document operations can be made to server documents but they must be downloaded first, and you must remain within the file/project. Server documents appear in grey and a hyperlink appears when you hover over them. Server documents can be downloaded one by one or all at once for a particular file. Local documents are documents that have been uploaded or generated on your machine, or downloaded from the SAI Global server to your computer. Normal document operations such as bundling, ing and printing function in the same way as prior to CM 3.0, with the added feature that all local documents are kept up to date by the system in the background.

You do not have to wait for the download to complete, 3.6 Can I just download a couple of server documents at a time?

6 3.5 How do I access these server documents? You can access these server documents by downloading them to your computer. Click the file name of server document (greyed out, underlined) to download or the Type icon to Download and Open. These actions will begin the process of downloading documents. You do not have to wait for the download to complete, 3.6 Can I just download a couple of server documents at a time? Yes, you can download as many documents at a time without waiting for one to be completed. It is recommended that you download the most relevant documents first. 3.7 Can I quickly download all documents within a file or project? Yes. You can download all documents (including s) within a file or project by clicking the Download All link, on the right hand side of the Documents tab.

7 3.8 How long will it take to download documents? There are a number of factors affecting how long it will take to download documents. These include: Your Internet connection speed. The recommended speed is ADSL2+ or cable connection, at an individual machine level. The size of the document(s) you are downloading The number of documents you have selected to download A progress bar will indicate the progress of the download. 3.9 Can I perform other actions while a document is downloading? Yes. The document(s) will be downloaded in the background. You are free to navigate around CM and perform other actions as required Can I cancel a download once it has started? No. Documents which are in the process of downloading cannot be cancelled. You can cancel pending downloads by clicking X beside the document title Which version of a document am I downloading from the server? You will always be downloading the most recent version of a document from the server When I download a document and make changes to it, do I need to sync? No. Your changes will be processed in the background. The document will be updated on the server and changes propagated to all other users who have the document stored locally (on their computer) Will my document version always be up to date? Documents are processed in the background. If you are accessing a document that has been updated recently, the changes will likely have propagated to you before you open it. If an update is taking place when you try to access a document, you will see a progress indicator showing that the document is downloading After I ve finished working on a document, do I need to sync? No. Simply closing the document will trigger the sync process to take place in the background After I ve finished working on a file, do I need to sync? If you have only changed documents then you will not need to sync. For general file updates we recommend clicking Update File or enabling the Sync on File Entry/Exit setting in CM. See My colleague is not receiving my updates to a document. If the modified document is still open on your machine then the background sync cannot take place. This may be the reason your colleague cannot access the updated version. The sync will

8 also not take place if you are offline, so check that you are connected to the Internet and online in CM Why can t I / bundle a document? In order to or bundle documents they must have been downloaded to your local machine, i.e. they must be local documents. Check that you have downloaded all relevant documents. See What is the difference between a server and a local document? 3.18 Does CM process document updates even when closed? Yes. CM has the ability to continue performing background document sync after being closed if the PC is left running and has an Internet connection. Note: You must have logged into CM at least once after restarting your computer, and then closed the application Can I still access documents via the Windows file system rather than CM? Yes, you can still access documents via the Open Folder link however we recommend that you always access documents via CM to ensure that you are viewing and updating the latest version of documents. Adding documents via the file system: If a user adds a document to the file system, it will NOT be uploaded to CM What else has changed in CM 3.0? Document History Users can view when a document was last synced by clicking on the Document History link. The pop-up will display the following information: 1- Created By: Who created this document. This new information was previously not available within CM. 2- Last Modified Date: when the document was last modified 3- Last Modified By: who last modified the document 4- Last ed: when the document was last sent 5- Last Printed: when the document was last printed 6- Size: the size of the document Quick filter You can quickly filter the document list according to the following types: 1- All: this is set by default and shows all documents within a File or Project 2- Local documents: show only local documents 3- Server Documents: show only server documents that were added by other users 4- Document in progress: show all documents that are either pending download, downloading and synchronising

9 3.21 New document policy In CM 3.0, we have introduced limits around documents which are intended to provide optimal user experience. These limits are developed after a review of the current document statistics from our data warehouse. Any breach to these limits will be flagged to the users accordingly. The breached document will not be synced to the server until the issue has been resolved. Note: If you have concerns with these limits, please contact your account manager or our support help line to discuss Document size Maximum document size for all documents in CM is 70Mb. These include uploads, precedents, s and generated documents Max number of documents per File or Project The maximum number of documents per file or project is 500. Note: The generated project document count goes under the file s count Maximum accumulative size per File or Project The sum of the documents size per File or Project is 200Mb Unsupported extensions Executable extensions which may harm your computer if open will no longer be supported. Extension Format Operating System(s) BAT Batch File Windows CMD Command Script Windows COM Command File Windows CPL Control Panel Extension Windows EXE Executable Windows GADGET Windows Gadget Windows INS Internet Communication Settings Windows INX InstallShield Compiled Script Windows ISU InstallShield Uninstaller Script Windows JOB Windows Task Scheduler Job File Windows JSE JScript Encoded File Windows LNK File Shortcut Windows MSC Microsoft Common Console Windows Document MSI Windows Installer Package Windows MSP Windows Installer Patch Windows MST Windows Installer Setup Transform Windows File PAF Portable Application Installer File Windows PIF Program Information File Windows PS1 Windows PowerShell Cmdlet Windows REG Registry Data File Windows RGS Registry Script Windows SCT Windows Scriptlet Windows

10 SHB Windows Document Shortcut Windows SHS Shell Scrap Object Windows U3P U3 Smart Application Windows VB VBScript File Windows VBE VBScript Encoded Script Windows VBS VBScript File Windows VBSCRIPT Visual Basic Script Windows WS Windows Script Windows WSF Windows Script Windows

Release Notes Viedoc 4.34

Release Notes Viedoc 4.34 Release Notes Available for users on 2017-04-20 Page 1 of 8 New functionality List of new functionality that has been added to this release. File Upload release adds support for file upload. The File Upload