Legal Kiosk Internal User Guide Version 2.0
Table of Contents Overview... 1 Logging in to the Legal Kiosk... 2 Initial Home Page View... 3 Files Types... 4 Practice Area Specific Files... 4 Accounts & Overview and Draft Documents Files... 4 Viewing Files and ebooks Directly through the Practice Area Tile... 4 Profile Page... 6 Open Virtual Minute Book... 7 View Internal Notes... 8 Recently Added Documents... 8 Client Supplied Documents... 8 Viewing Files and ebooks Via All Files or My Files... 9 Navigating the ebook...10 Tabs... 10 Navigating the Virtual Minute Book...11 Minute Book Tabs... 11 Navigating within Documents...12 Print Button... 12 Save Button... 13 Page Up/Down... 13 Magnification... 13 Adobe Button... 13 Closing the Minute Book... 14 Home Page... 14 Logout... 14 Org Charts...15 Corporate Structure... 15 All Shares... 15 Voting Shares... 15 Non-Voting Shares... 15 Parent/Subsidiary... 15 Selecting and Org Chart...16 Org Chart Navigation...16 Chart Layout... 17 Edit Chart... 17 Shape template... 17 Download Button... 18 Print Button... 18
Overview The Legal Kiosk is a document sharing software application designed to allow you to select specific documents for sharing with internal staff, your clients or anyone else who is authorized for access to view documents for specific files. All files are grouped together by practice area and documents being shared are specific to each file within a practice area. Documents can be government forms, contracts, agreements, resolutions, share certificates, work plans, firm accounts, task lists, correspondence, financial documents etc. etc. Essentially, anything that has been either executed or is still in draft can be shared using the Legal Kiosk. Sharing documents using the Legal Kiosk is faster and more secure than sending documents via email, allows you to remain in control and every time a new document is added to the Legal Kiosk, and your clients can receive automatic notifications (via email) of new documents that are available for viewing. This manual will guide INTERNAL USERS on how to use the Legal Kiosk. A separate manual is available for your clients. The Legal Kiosk - Internal User Guide Page 1
Logging in to the Legal Kiosk To start the Legal Kiosk, a one-time installation must occur on your computer. To install the required files, open Internet Explorer and go to URL provided by the firm. NOTE: The Legal Kiosk requires Microsoft Silverlight 5 If your computer does not already have Silverlight installed, you will be prompted to do so. Click the Click now to install button to download and install Silverlight. Follow the prompts. The Silverlight installation and will take about 1 minute. You may be prompted to restart your web browser. The Legal Kiosk will then load required files on your computer. This is a one-time install and may take up to one minute to complete. During this time an animated progress meter will appear. Once installation has been completed, the login page will appear and you will be asked for a User Name and Password: Enter the username and password provided to you by your administrator. Click OK. Now that the installation is complete, subsequent connections to the Legal Kiosk will present the login page above within a few seconds. The Legal Kiosk - Internal User Guide Page 2
Initial Home Page View After logging in, the Home page will appear: Note: This is the out of box standard Home page view. Your implementation may differ depending on the firm s chosen configuration. There are four types of tiles displayed: 1. Practice Areas these represent various practice areas within your firm that have been made available through the legal Kiosk for example, Corporate Records, which opens the virtual minute book for all your Corporate Manager ET files. 2. My Files only those files that the user has been explicitly granted access to. 3. All Files all files the Legal Kiosk, divided by a tab for each practice area. 4. Console administrative functions available to each user. Note: User permissions differ based upon how your Legal Kiosk administrator has set up your access. The Legal Kiosk - Internal User Guide Page 3
Files Types There are two types of files within the Legal Kiosk: Practice Area Specific Files Standard single files or matters, such as a Corporate file or matter. Accounts & Overview and Draft Documents Files These files differ from the regular files in that they are used to contain documents from (potentially) multiple files, all related to a client (either an individual or a company) regardless of Practice Area. For any given client, there may be for example several individual corporate files in Corporate Manager ET related to the company under multiple names. In addition to the client being able to view each of these files individually through the Corporate Records area of the Legal Kiosk, the Accounts and Overview & Draft Documents files areas are used to contain any amount of documentation regarding some or all of these individual files. Viewing Files and ebooks Directly through the Practice Area Tile In the following example, selecting the Corporate Records tile on the Home Page opens the Corporate Records practice page and contains a listing of the files you have been given access to view. This is the My Files section illustrated below. Note: The view the firm has configured may differ somewhat from the image below. The Legal Kiosk - Internal User Guide Page 4
To select a file, simply click on the name of the file in the My Files box, or type the name you are searching for in the My Files box and click the Search button as shown in the following example: The search in this example yielded 3 possible files if the file you are looking for is present, click the corresponding tile. If your search yields more than 10 results, a scroll bar appears at the bottom of the page simply drag the scroll button circled below to scroll through the results: If you wish to refine or do a new search, simply click the Reset button to clear the search entry you previously used and complete steps 1-4 for the new value. In this example, Fred s Not Here Restaurant Inc. is the file we are looking for. Note: For Internal users, the Accounts & Overview and Draft Documents files do NOT appear in this search. These file types can only be accessed by internal users via Add/Edit A File. See the Legal Kiosk Administrative Guide v2 for more details. The Legal Kiosk - Internal User Guide Page 5
Profile Page Once a file has been selected, a profile page will appear: The right-hand side of the page displays the profile page of the file you selected. The left-hand side of the page displays the other files you may access which met the search criteria. To select a different file, simply click on the file and its profile page will appear. The Legal Kiosk - Internal User Guide Page 6
Open Virtual Minute Book This button opens the Virtual Minute Book and displays the Corporate Information Sheet by default in a separate Internet Explorer tab as shown below* You can view documents by clicking on any of the minute book tabs and selecting the desired document. * The firm may have changed the document you see when the minute book is opened. You can view documents by clicking on any of the minute book tabs and selecting the desired document. The Legal Kiosk - Internal User Guide Page 7
View Internal Notes This button allows you to view notes on a file entered into Corporate Manager ET under the Notes section. A Notes window will appear displaying each note is date order. Note this feature may be turned on or off depending upon the firm s chosen configuration. If a file does not have any Notes, this button will not appear on the profile page. Additionally, External users CANNOT view Notes and do not see this button. Recently Added Documents This section displays documents that have been recently added to the file you can access any of these by simply clicking on the one you want to view. Client Supplied Documents If your firm has enabled the functionality, clients have the ability to upload documents to any ebook they have access to. All documents will appear within the Client Supplied Documents tab this tab is available for any ebook in any practice area. ONLY Microsoft WORD or Adobe PDF format documents can be uploaded. Once documents are uploaded to an ebook, clients cannot remove or alter them. Your Legal Kiosk administrator can show you where the actual files are stored on your network. The Legal Kiosk - Internal User Guide Page 8
Viewing Files and ebooks Via All Files or My Files Another way to view files is to use the All Files or My Files tile located on the Home Page along with the various Practice Area tiles: All Files provides a listing of every file available in the Legal Kiosk, separated by Practice Area using a series of tabs. My Files uses a similar tabbed view to All Files, but displays only those files that the user has been explicitly assigned access to by the Kiosk administrator. The following example uses All Files click the All Files tile. The All Files view appears. Along the top left side of the window a tab represented each enabled Practice Area. Click the tab for the Practice Area that applies to the file you are searching for. Once you have selected the appropriate Practice Area to search, Type in the name (or partial name) of the file you are looking for (even a single character is fine, though the less specific you are the more files you will see in the results) into the white box to the left of the Search button. Click the Search button to execute the search. The Legal Kiosk - Internal User Guide Page 9
Navigating the ebook Tabs On the right-hand side of the Minute Book are a series of Tabs which electronically represent a physical minute book. Each tab is labeled according to a Minute Book. To select a specific tab, simply click the tab in this example, the General tab has been selected: This tab displays all documents which have been added to the Minute Book in Corporate Manager ET the listing of documents is organized by Groups that were selected for each document when each document was added to the Minute Book. The Legal Kiosk - Internal User Guide Page 10
Navigating the Virtual Minute Book Minute Book Tabs On the right-hand side of the Minute Book browser tab are a series of tabs which electronically represent a physical minute book. To select a specific tab, simply click the tab in this example, the Minutes & Resolutions tab has been selected: This tab displays all documents which have been added to the Minute Book in Corporate Manager ET the listing of documents is organized by Groups that were selected for each document when each document was added to the Minute Book. The document Description and the Date of the document are displayed. To select a particular document to view, simply click on the description of the document and it will appear in a separate Internet Explorer tab. The Legal Kiosk - Internal User Guide Page 11
Navigating within Documents Once you have selected and opened a document, the document will be displayed in a separate browser tab within Internet Explorer. Each document appears as an Adobe PDF document, and as such all Adobe Reader functionality is available. Multiple documents can be open at the same time, each in its own browser tab. A basic Adobe Reader toolbar appears when you hover your mouse near the bottom of the screen: Print Button This button allows you to print the document to any printer accessible via your own computer: 1. Click the Print button 2. In the Print window, you now have access to all printer functions The Legal Kiosk - Internal User Guide Page 12
Save Button This button allows you to download a PDF copy of the document: 1. Click the Save button 2. In the Save a Copy window, you can now save the document to any local or network location accessible on your computer a. Type a Name for the document you are saving in the File Name: box b. Navigate to the location you wish to save the document c. Click the Save button to finish Page Up/Down Click the up arrow to move back through the pages, and click the up arrow to move forward through the pages. Magnification Click the minus button to decrease the page size, and click the plus button to increase the size of the page on the screen. Adobe Button Click on this button to open the full Adobe Reader toolbar, which allows for increased functionality such as page thumbnails, bookmarks, and text searching. The Legal Kiosk - Internal User Guide Page 13
Closing the Minute Book To close the Minute Book view in the main browser tab, click the small x in the top right-hand corner of the Minute Book window: You are now returned to the profile card view of the corporation. Home Page At any point that you wish to return to the Home page, simply click the Home button located in the top left-hand corner of the Legal Kiosk windows as shown below: Logout To logout of the Legal Kiosk and end your session, simply click the Logout button located in the top lefthand corner of the Legal Kiosk windows as shown below: The Legal Kiosk - Internal User Guide Page 14
Org Charts Five types of organizational charts are available in the Legal Kiosk: Corporate Structure The Corporate Structure chart displays a hierarchical view of Directors and Officers in the corporation, detailing reporting relationships. All Shares The All Shares chart show every shareholder of the coporation displaying the percentage of voting and non-voting shares (if applicable) held by each. Voting Shares The Voting Shares chart show every shareholder of the coporation displaying the percentage of voting and non-voting shares (if applicable) held by each. Non-Voting Shares The Non-Voting Shares chart show every shareholder of the coporation displaying the percentage of nonvoting shares held by each. Parent/Subsidiary The Parent/Subsidiary chart displays the corporation and any subsidiaries. Subsidiaries are defined as any corporation where the parent owns 51% or more of the shares. If any of the subsidiaries also act as parent to other corporations, those are displayed as well. The Legal Kiosk - Internal User Guide Page 15
Selecting and Org Chart 1. Click the Select an org Chart to view button 2. In the drop down menu, select the chart you wish to view 3. The chart will appear shortly Org Chart Navigation Once you have selected and opened an Org Chart, the chart will be displayed underneath the navigation ribbon. This ribbon contains several buttons which allow you to view and alter the chart: The Legal Kiosk - Internal User Guide Page 16
Chart Layout This button allows you to change the layout of the charts 5 options are available: 1. TreeDown this is the default downward view for all charts 2. TreeUp tree begins at the bottom and moves upwards 3. TreeRight tree begins at the left and moves to the right 4. TreeLeft tree begins at the right and moves to the left 5. TipOverTree tree begins in the top and moves downwards to the right Edit Chart This button allows you to change reporting relationships within the Corporate Structure chart only. Note: This button is NOT available for EXTERNAL users. 1. Click Edit Chart 2. The Edit Org Chart Structure window now appears, displaying the individuals, the roles they hold, and Click the Download button 3. Click on the individual you want to change the reporting relationship for: a. Click the Reports To drop down menu b. Select the new Reports to entry c. To revert back to the original Reports to, check the Undo box 4. Click Save to accept changes, or Cancel to exit without saving changes Shape template This button allows you to change between two template views of the chart Small Template and Detailed Template: Small Template the default chart template all boxes in the chart are Detailed Template each box is expanded to show maximum information, displaying phone number, email address, and website address The Legal Kiosk - Internal User Guide Page 17
Download Button This button allows you to download a PNG copy of the selected document: 5. Click the Download button 6. In the Download window, you can now save the chart to any local or network location accessible on your computer a. Type a Name for the document you are saving in the File Name: box b. Navigate to the location you wish to save the document c. Click the Save button to complete the download Print Button This button allows you to print the org chart to any printer accessible via your own computer: 1. Open the document you wish to receive 2. Click the Print button 3. In the Print window, choose printer functions The Legal Kiosk - Internal User Guide Page 18