Streamlining Your Workflow: Mastering Document Management in ProLaw

In the fast-paced world of legal practice, efficient document management is paramount. ProLaw offers a suite of features designed to help you keep your documents organized, accessible, and secure. Let’s dive into some lesser known functionalities that can significantly enhance your daily workflow.

Check In/Out: Ensuring Document Integrity
Need to work on a document outside the office where you might not be able to get connected to ProLaw or ProLaw Workspace? The Check document In/Out feature provides a seamless solution. When you check out a document, ProLaw creates a local copy in your designated directory, allowing you to work offline. Importantly, while a document is checked out, other users are prevented from making edits, safeguarding against conflicting modifications.

Once you’re back online and ready to finalize your changes, checking the document back in is just as straightforward. ProLaw intelligently moves the updated file from your local directory back to the network, automatically overwriting the older version when you click the same button

Integration with Third-Party DMS: For firms leveraging external Document Management Systems (DMS) that support this functionality, the Check Out/In button in ProLaw becomes your gateway to the DMS. This allows you to seamlessly check documents out and back in using your familiar ProLaw interface.

Make New Version: Tracking Document Evolution
Keeping track of document revisions is crucial for maintaining a clear audit trail. The Make new version feature in ProLaw simplifies this process. When you select a document and choose this option, the original document is automatically renamed to indicate its initial status. For instance, “Document1.docx” becomes “Document1_1.docx”. The newly created version then receives the next sequential number, becoming “Document1_2.docx”. Subsequent revisions will follow the same numbering pattern (e.g., “Document1_3.docx”), providing a clear history of the document’s evolution.

Note for Third-Party DMS Users: If your firm utilizes a third-party DMS like Interwoven, the version control is typically handled within that system. Therefore, the “Make new version” feature will be disabled in ProLaw to avoid conflicts.

Quick Actions: Print, Save Externally, and Create PDFs
ProLaw also offers convenient shortcuts for common document tasks directly within the document view:

Print: Need a hard copy quickly? The Print button allows you to print the selected document without the extra step of opening it first. This is a time-saver for reviewing or sharing documents in physical form.
Save document externally: Sometimes you need to share a copy of a document without altering the original in ProLaw. The Save document externally feature lets you save a copy to any directory you specify, leaving the ProLaw version untouched.
PDF copy: For easy sharing and archiving, the PDF copy function creates a PDF version of your selected document. This PDF becomes a child document within ProLaw, keeping all related versions neatly organized.
By understanding and utilizing these document management features in ProLaw, your firm can enhance collaboration, maintain document integrity, and streamline essential daily tasks, ultimately leading to a more efficient and organized practice.

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