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FastFiler Is Your E-mail Filing Companion

FastFileris your e-mail filing companion to Outlook. It boosts your productivity while supporting common email retention policies.

Learn how to: -Manage and share your e-mail -Organize e-mail attachments

-Preserve your investment in personal Outlook folders

Configuration and Actions

Dropdown-Provides options for FastFiler configuration, Managing Actions and Refiling of e-mails

Client-Matter Fields -Enter or look up the client and matter numbers

Filing Button -Click to file to the selected folder

Filing Location Dropdown -Displays your iManage Locations and Recent Profiles

Clear -Clear the client matter fields and filing location

Filing Options Dropdown -Provides various options for filing attachments and message security

View Profile -Click to view the document profile for the selected email

FastFiler Toolbar

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WorkSmart Tools

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Viewing filed sent items

The Inbox, Sent, Deleted and Outlook folders display the FastFiler Filed icon to the right of items that have been filed using FastFiler.

Want to see all messages you have sent and filed?

1. Open your Sent Items folder.

2. Any item filed with FastFilerwill display a Filed checkbox.

Want to see which workspaces and folders a message

was filed in?

1. Select the message.

2. Click the Profile button on the FastFiler toolbar.

3. Click the Where Used button on the profile.

Manage and Share Your E-mail

When receiving, sending or replying to an e-mail, it’s important to keep the content of matter-related messages in the appropriate matter workspace to ensure the message becomes part of the client record. FastFilerallows you to file received messages, file while sending, and also remembers the workspace and folder thread of messages to which you reply.

Organizing received e-mails

1. From your Inbox, select one or more messages to file.

2. Enter the client-matter numbers or use the lookups.

3. You can also select client-matter numbers from the Most Recently Used (MRU) drop-down menus.

4. If you want to file to a different folder, click the Filing Location Dropdown

and Browse to a new folder.

5. Click the Filing button

Capturing e-mails while you send

1. From a new message window, click the Filing Location Dropdown

and select a recent matter or a recent profile.

2. Keep or select a different folder and click Send.

FastFiler learns how you workand presents options to file based on what it sees. After just a few filings, you can select workspaces and folders from your Recent Profiles list that display on the FastFiler dropdown.

Productivity Tip

Lawyers use their Sent Items folder to complete their time entries.

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Organizing attachments when sending e-mails

1. From a new message window, click the Insert Attachments button.

2. The Attachment Manager dialog box opens. Click the Add WorkSite files button to add file(s) from WorkSite, or click the Add Local files button to add local files and select the files you want to attach.

3. The documents are displayed in the Attachment Manager dialog box.

4. To edit the name of a document, select it, click the Edit button, and rename the file.

5. To remove a file, select the file and click the Remove button.

6. To reorder the files, select a file, and then click the Move Up or Move Down button.

7. You can clickPreview to view the document table before inserting.

8. Click the OK button.

The documents are attached to the e-mail message, and a table is inserted that displays information about the attached files. Please note you can only change the name of a document if it was added with the FastFiler attachment manager.

Organize E-mail Attachments

When receiving attachments from a client, whether they are new documents, documents that have revisions to the one you sent, or documents with cryptic names, you want the flexibility to save those attachments as new versions, to different folders, and to rename them without having to do it in three separate steps. You also want to provide attachment-specific context or define the order the attachments should be considered.

Organizing attachments when receiving e-mails

1. From your Outlook folder, select the message with the attachments you want to file.

2. Click the Filing Options Drop Down.

3. Choose the Select>Message and attachments separately option.

4. Select the Client-Matter and click the Filing Button.

5. From the Attachment Selection Dialog, clear the check box to the left of any attachment you don’t want to file.

6. Click the File To box to select a different filing location for the selected attachment.

7. Click in the New Version box to display a lookup to file the selected attachment as a new version of an existing document.

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Using

Save Sent Item

To…

When sending a new message, FastFiler’sSave Sent item to… option allows you to select which Outlook folder you would the message to be saved in.

1. From a new message window, select an Outlook folder from the

Save Sent item to… drop down.

2. On clicking Send, the message will be saved in the Outlook folder you selected rather than your Sent Items..

Preserve Your Investment in Outlook Folders

You have spent considerable time building up your Outlook folders to reflect your client/matter work product and items related to your administrative activities. You understand the importance and benefits of saving client materials into WorkSite, but you do not want to lose your ability to manage your Inbox by dragging e-mails and attachments into those folders. FastFiler offers options to link your Outlook folders with workspace folders when either dragging an item into a folder or when sending a message.

Associating an Outlook Folder using

SmartFolders

When a new Outlook folder is created, SmartFolders will prompt you to associate it with a client-matter folder.

1. Create a new Outlook folder.

2. TheSmartFolders dialog displays.

Note: Clicking on Do not Linkwill add the outlook folder to a managed list of exclusions. Clicking on Ask me laterwill add the item to the Pending Actions list. These lists can be accessed via Manage Actions functionality. 3. Select the client-matter numbers.

4. Select the folder and click Save.

5. Whenever you drag a message into your Outlook folder, it will automatically be filed to the client-matter folder you selected.

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ALT+M –Brings up the create an action dialog when a folder is highlighted. ALT+U –Expands and hides the FastFiler window when docked on the right ALT+K –Brings up recent profile hotkeys when the FastFiler window is hidden

ALT+N–File selected emails to the corresponding workspace based on your recent profiles (N= 1 through 0) ALT+V –When composing an email: Shifts the focus to the “Send To Bar”

Hotkeys and Shortcuts for Faster Filing

FastFiler

has customizable hotkeys that allow you to work even faster.

Hotkeys and Function

The following is a list of every hotkey and their function. Please note that by default the shortcut key is ALT, but this can be changed by your admin.

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Hotkeys and Shortcuts for Faster Filing

FastFiler now allows you to access and manage your actions with the right click of a mouse.

Right Click Menu Options

Right click on any folder in your inbox to access the FastFiler options

From here you can create a new action on the folder, bring up the manage actions window that shows you all of your folders that have been assigned an action, or add the folder to the exclude list. Note that if the folder is on the exclude list, the option will be to remove from exclude rather than add exclude.

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Minimize FastFiler– Collapses FastFiler Task Pane to the right

Configure FastFiler Menu– Provides options for FastFiler configuration, Managing Actions and Refiling of e-mails

Workspace List Pane– Displays workspaces and folders

Clear– Clears the client and matter fields

Client-Matter Lookups and Fields – Click to look up a client-matter number or enter directly

Folder Indicator | Filing Button– Displays the filing folder; click to file to that folder

Browse Folders– Click to select another folder

Filing Options– Displays various options for saving e-mail attachments and security

View Profile– Click to view the document profile for the selected e-mail message

Actions Tab– Provides options for creating rules for automatic filing of messages as they are moved to your Outlook folders

FastFiler Tab– Displays all options for filing messages in your Inbox

Folders Tab – Lets you toggle through your document lists, access and manage one-click filing, assign shortcuts, and view and edit documents

Conversations Tab– Lets you view e-mail messages that are part of one conversation

Filed Items Tab – Lets you view a list of filed Conversations

Document List Button– Click to display filed documents and emails in the Document List Pane

New Folder – Click to create a new folder on the fly

Document List Pane – Displays filed documents and emails in selected workspace or folder

Advanced Options Available Through Configuration Approved by IT

FastFiler

is configurable to meet the varied needs of your organization. The availability of these features will depend on your organization’s deployment decisions.

FastFiler Task Pane

The FastFiler Task Pane is available to replace the FileSite tree view and deliver folders and documents without you needing to leave the Outlook Inbox view

Recent Profiles Matter Worklist Shortcuts

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Viewing and filing conversation threads

FastFiler’s SmartThreads(FastFiler Conversations) let you view and file e-mail messages that are part of one conversation without changing your Outlook view. With SmartThreads, clicking on one message will file all other messages in the conversation.

1. Select an e-mail message, and click theConversations tab in the FastFiler Task Pane. If File or Digest is selected, all messages in the conversation will be displayed.

Note: All messages are filed with consecutive document numbers and become related messages.

Viewing filed conversations

1. Select message(s) in Outlook and click on Filed items tab to view the related messages that have been filed to worksite.

2. To view the filed conversations by Sender, click the Show filed items for the selected menu, and select the Sender option. The messages are grouped by Sender.

Advanced Options Available Through Configuration Approved by IT

Adding an Action to a folder

Actionsallow you to either further refine your Outlook folder links or set up new ones on existing folders.

1. Click an Outlook folder to select it.

2. In the FastFiler Task Pane, click the Actionstab.

3. Click the Add icon.

4. Select the Client and Matter number.

5. To choose a folder other than the default folder, click the Filing button.

6. Click the Advanced Options the Options button to select from a list of options.

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This quick reference guide relates to FastFiler Version 3.3.1

This quick reference guide and detailed user and trainer guides are available from Capensys. E-mail [email protected] details.

Managing Actions and Delegation continued…

An action can also be configured to run on a delegate’s machine.

1. Select the action and right-click.

2. Select Run On | Selectto open a dialog that displays a list of firm’s users. The action maybe assigned (delegated) to run on anyone’s machine running FastFiler.

3. Select a user and click OK. The delegate will automatically be given rights to file from your folder.

Advanced Options Available Through Configuration Approved by IT

Managing Actions and Delegation

All the actions can be managed via a single dialog.

1. Click Configure FastFiler Menu on FastFiler Taskpane and select

Actions | Manage…

2. The Manage Actions and Exclusions dialog opens.

Note: The dialog displays all the Actions, Pending Actions (Folders that need to be linked) and Exclusions (Folders specifically not linked to a workspace folder) for the user as well as the delegator.

3. Select and double-click the action or pending action to view and edit its properties.

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Scan folder for messages filed by someone else…

When an email is sent to multiple recipients you can check to see if someone else filed the message before you.

1. Click Configure FastFiler Menu on FastFiler Task pane and select

Scan Folder

2. You will see a tooltip in the task tray that tells you when the process has begun/ended.

3. Any Emails that have already been filed will be marked with the filed checkbox.

Advanced Options Available Through Configuration Approved by IT

Refile messages to a new workspace

You can refile every message in a folder to a new workspace with a single click

1. Click Configure FastFiler Menu on FastFiler Taskpane and select

Refile…

2. Dialog opens asking where would you like to refile.

Select the workspace you would like to refile the messages to.