Today's issue of TL NewsWire covers a Mac-based document management system with new technology for sharing documents externally with clients, co-counsel, and others (see article below). In addition, you'll find links to the previous 11 TL NewsWire features, including our coverage of interactive practical legal guides that you can customize to incorporate your firm's collective knowledge and workflows, a law firm website design service that includes a library of legal content to save you time, and much more. Don't miss the next issue.
Document management software facilitates document sharing within your law firm, and for obvious reasons it's similarly adept at preventing outsiders from gaining access. Because lawyers often need to share documents with clients, they resort to non-secure methods such as email. This sharing should instead emanate from your document management software in a secure manner.
DocMoto 3.8 … in One Sentence
Launched recently, CHL Software's DocMoto 3.8 is a Mac-based document management system.
The Killer Feature
DocMoto now offers secure file sharing. Select the document or folders you want to share, and then choose Create Share under the File menu. This brings up the Create Share dialog in which you can choose an expiration date, require a password, allow new versions and other uploads, etc. You can change these settings or remove access entirely anytime.
Those you invite access shared documents in the DocMoto Sharing Portal in their web browser. In the DocMoto Mac client, a new toolbar icon enables you to view and access all shared documents and folders. The Share Report gives you a more detailed look at what's being shared. This can help you identify shares that should no longer exist.
"Lawyers love DocMoto's professional feature set, which provides so much more than simple syncing tools," says CHL Software director Neil Cameron. "It's packed full of killer features from revision control and document templates to our latest technology for secure and manageable document sharing with third parties."
Other Notable Features
Speaking of the DocMoto toolbar, it's now customizable. The new Favorites icon on the toolbar enables you to access recently used and other documents you designate. Favorites are also accessible via the DocMoto iPad app and the web client on devices such as a Windows PC. When you need to dig deeper to find documents, DocMoto's Advanced Search offers a visual Boolean interface that eliminates the need for arcane syntax. The Save View feature enables you to save searches, which update in realtime.
DocMoto stores all types of documents, including scans and email. You can drag and drop email from Apple Mail and Microsoft Outlook into DocMoto, which automatically parses the metadata so that you can sort and search using parameters such as To, From, CC, etc.
Built-in document assembly enables you to create document templates ranging from the simple (building documents from stored clause snippets) to the advanced (nested conditions, if/then statements, etc.).
Version 3.8 takes document automation a step further with Folder Templates. Designed for routine workflows, Folder Templates enables you to create elaborate sets of folders and documents with a mouse click. For example, a Folder Template for client intake can create an engagement letter, and folders for bills, correspondence, shared documents, etc. You can even specify the column views within each folder and the categorization of each document.
What Else Should You Know?
DocMoto runs on macOS Yosemite and later. "DocMoto is right for us because of its versioning, search, and templates," says Brian Walters of The Walters Firm. "We have folders relevant for every part of the firm so we don't need to waste time searching for templates any more. From a staff and attorney efficiency standpoint it has changed the way our firm practices. This was the most unexpected benefit of DocMoto." Learn more about DocMoto 3.8.
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