About documents

ALB has a powerful facility for producing client-ready documents based on the information stored in your database. Using pre-defined templates, typically created by administrators, documents are produced as the end result of merging them with your data. Documents can be letters (or other document types, e.g. statements, wills, etc.) created in Word, email messages created in Outlook or forms created via Laserform Desktop (For more information about Laserform templates refer to Custom data and mappings). When templates are merged, the final documents are then stored in a logical structure on your server, in a central repository called Document History, or in the Cloud using OneDrive.

You can work with documents relating to a matter or client on the Document History tab of the relevant Details screen in PMS, or you can use the Document Management application to search for and view any document that has been created from, or imported or scanned into ALB.

Document templates include standard text as well as merge fields that pull relevant data from the client and matter database each time they are used. This prevents you having to retype information which has already been entered into the database such as names, addresses and matter details. Document templates can also be coded to ensure that documents are produced according to your house style.

There are three processes available:

Doc_P is for use with the main ALB modules. This has been greatly improved of late with enhanced performance and better functionality.
MT02 is for use with workflows and ALB's User Defined Modules. It can also be used with the main ALB modules.
MT01 is for use if there is a problem with document templates and the Doc_P until it is resolved.

The process that is used is set during the creation of the document template by the administrator. As such, you do not have to worry about selecting the correct process, although you may notice some minor differences in options available. Templates created for use with workflow and user defined modules will work with the standard ALB modules.

Creating templates

The first step to producing documents from ALB is for the system administrator to create a set of templates for your firm's standard letters and documents, via the Utilities module. This involves creating new document templates or importing existing standard documents and setting up merge fields for information that will be populated from the database during the merge process. It is the settings selected for the document template by the administrator that dictate which merge process the document template will use, Standard Document Merge process or the Document Production for UD Modules process. Please refer to Creating document templates.

Using templates to create documents

Once templates have been set up by the system administrator, you can quickly create standard documents, letters and emails by selecting the appropriate template. ALB automatically populates the template fields by merging in data from the PMS database. The resulting documents are saved with the client or matter record. You can also access all documents in ALB from Document Management, see below.

ALB also enables you to produce Quick Letters – non-standard letters to clients, contacts and services. A Quick Letter is generally a top and tail letter that is ready for the fee earner or support staff to add the body text. Quick Letter templates are created and stored in the same way as standard document templates.

See Creating and saving documents.

Local or Cloud

As part of moving to the Cloud, ALB has the ability to replace the local ALB document history environment for a Cloud-based solution. When used, everything that would be stored locally, is stored in the Cloud. You also have the option of uploading existing history files to the Cloud using the Upload to Cloud button on the Document History tab.

Creating, saving and working with documents remain the same irrespective whether you are working with general correspondence, bills, emails or other types of documents.

Saving documents to the Cloud comes with the following benefits:

Sharing files - a more secure method
Collaboration - working with other parties
Enhanced security - benefits of using Microsoft OneDrive
A new document history screen
2-way synchronisation
Offline access
Multiple level folder structure
Other benefits, include automatic OCR for improved searching, sub-folders and the ability to unlock other capabilities of Microsoft applications.

Cloud documents is only available to Clients and Matters within ALB. The Upload to Cloud button is not available in:
- Services
- Service Contacts
- General Contacts
- Opportunities
- My Documents & Document Review dashboards
The Upload to Cloud button is only visible if your version of ALB has been set up to use the cloud for document storage.

If you are saving your documents to the Cloud and you have an individual OneDrive subscription, you can also access your documents off line, using OneDrive. The ALB folder structure is replicated in OneDrive. For users without a OneDrive subscription, they will only be able to access documents via ALB.

Note If you are saving documents to the Cloud, see Cloud Documents for details.

Creating forms

You can create legal forms directly from ALB. If you use Laserform Desktop, data can be merged directly from the ALB database. Templates are set up where the relevant merge fields in ALB are mapped to the fields in a Laserform with the data being pulled through to the fields during the merge process.

See Creating a form.

The system administrator has the option to produce custom-mapped Laserform templates, via Utilities - Custom Data and Mappings. This gives your firm the flexibility to decide which ALB database fields you want to be mapped to Laserform fields. Custom mappings can either be based on a blank Laserform or on a Laserform that has been pre-mapped by ALB.

See Creating custom-mapped Laserform templates.

Importing external documents

You can easily import external documents, enabling you to access them quickly from the client or matter record, or from Document Management, see below. Use drag and drop to quickly add documents, emails and attachments to a client or matter record in ALB. For Word documents, there is a Word add-in which allows you to save direct to history. You can also scan documents to store with a record.

See Importing documents, Saving External Documents and Scanning documents.

Reviewing documents

ALB includes document routing functionality that enables fee earners to review documents on screen and approve or reject them before they are committed to paper. Fee earners and support staff use the Document Review element of My Home Page to monitor documents that are ready for review, or that need amendment or are approved for sending. Document routing is controlled by document statuses.

See Reviewing documents.

Using Document Management

Document Management is a central location to locally store and search for any document that has been created in or imported into ALB. Document Management is useful for adding documents that aren't related to a particular client or matter, for example existing precedents and your firm's procedure manual.

Use Document Management to perform a global search for any document locally within ALB - you do not need to know the client or matter. For example, if you worked on a lease for a windmill and needed it again, you could search in Document Management for windmill.

See Document Management.