NetDocuments: Setting up Your Integration

NetDocuments: Setting up Your Integration

Introduction

Matters.Cloud offers seamless integration with NetDocuments, enabling law firms to manage documents, emails, and case files more efficiently. By connecting your NetDocuments account to Matters.Cloud, you can streamline workflows, improve document management, and enhance collaboration. This guide will walk you through the process of setting up the NetDocuments integration in Matters.Cloud.

Pre-Requisites

Before you begin the integration process, ensure the following:
  1. You have an active Matters.Cloud account.
  2. You have access to your NetDocuments account credentials.
  3. You have administrator rights for both Matters.Cloud and NetDocuments to complete the integration.
  4. A Client Documents Cabinet (or similarly named folder) must be set up in your NetDocuments account. This cabinet will be used to store and organize client-related documents within the integration.
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Note: The Client Document Cabinet is typically created or provided by your IT team or administrator within the law firm.

Overview

The Matters.Cloud and NetDocuments integration offers a seamless solution for managing clients, matters, and documents by syncing key data between the two platforms. With this integration, users can:
  1. Create Clients in Matters.Cloud and automatically sync them with NetDocuments for secure document storage and management.
  2. Create Matters in Matters.Cloud and link them to corresponding documents in NetDocuments, ensuring all matter-related files are easily accessible.
  3. Define Matter Types in Matters.Cloud, allowing for the automatic categorization of matters in NetDocuments based on predefined matter types.
  4. Set Matter Permissions in Matters.Cloud and automatically enforce them within NetDocuments, ensuring that only authorized users can access sensitive matter files.
  5. Manage Emails in Matters.Cloud, automating email communication and linking them to the corresponding matters and documents in NetDocuments for streamlined workflow management.
  6. Leverage Document Automation in Matters.Cloud helps to keep Matters.Cloud and NetDocuments synchronized. Any documents associated with clients or matters in Matters.Cloud will be stored in NetDocuments, and vice versa, allowing for easy retrieval and management of all relevant documents.
  7. Export Data to NetDocuments, ensuring that all matter-related documents are securely stored and properly categorized within NetDocuments.
  8. Import Workspaces into Matters.Cloud to create an Embedded Workspace within NetDocuments, enabling users to access and manage their documents and matters from within a unified interface.
This integration eliminates the need for manual file management and ensures that all important documents are securely stored and easily accessible across both systems. 

Connecting Matters.Cloud with NetDocuments

Step 1: Log into Matters.Cloud
1. Open your web browser and go to the Matters.Cloud login page.
2. Enter your login credentials (email and password) and click Login.
Step 2: Navigate to the Integration Settings
1. Once logged in, top-left corner, beneath the Dashboard.
2. Click Setup, locate and click on the Integrations tab.
3. In the Integrations tab, scroll down until you find NetDocuments in the list of available integrations.
4. Click Connect on the NetDocuments option to begin the setup process (see image below). 
 
5. Select the nearest server according to your region from the drop-down menu:
EU: https://eu.netdocuments.com
DE: https://de.netdocuments.com
AU: https://au.netdocuments.com
CAN: https://can.netdocuments.com
US: https://vault.netvoyage.com
Step 3: Connect Your NetDocuments Account
1. You will be prompted to enter your NetDocuments login credentials. This includes your NetDocuments account email and password.
2. After entering the credentials, click Login. 
 
Step 4: Authorise the Integration
1. A window will appear requesting permission for Matters.Cloud to access your NetDocuments account.
2. Review the permissions and click Allow to authorise the connection. 
 
Step 5: Establish NetDocuments Setup
1. Once you've completed the mapping process, the system will automatically return you to the Integrations page.
2. Look for the NetDocuments tile on the page.
3. Verify that the status displayed next to the NetDocuments tile is "Connected". This means the integration has been successfully set up and is ready to use. 
 
4. Once connected, the Settings option will now be visible, allowing you to customise and configure your integration further.

 

NetDocuments Integration Settings Description

The following settings define how Matters.Cloud integrates with NetDocuments for document filing, workspace creation, and invoice management.

  1. Matters Cabinet - Creates and manages workspaces based on Matter records, with each Matter workspace linked to its corresponding Client.
  2. Opportunities Cabinet - Create and manage workspaces for prospective clients and Opportunities before they are converted into matters.
  3. Sync Matter Closed Dates - Matter closure dates in Matters.Cloud are synchronised with the corresponding NetDocuments workspace. Users can now choose whether to sync matter closure dates, with three configuration options available to suit your organization's preferences and workflow requirements.
  4. Document Attribute - Documents exported from Matters.Cloud are assigned the Document Type profile attribute, allowing them to be categorized and filtered within NetDocuments.
  5. Matter key format - Matter workspaces are identified from Matters.Cloud, ensuring a consistent link between both systems.
  6. File invoices into this folder - All exported invoices are automatically saved to the specified folder within the corresponding workspace.
  7. Export Invoices - Enabled to allow invoice documents generated in Matters.Cloud to be automatically exported to NetDocuments.
  8. Client Workspaces – When enabled, a workspace will be exported for each client.
  9. Matter Workspaces – When enabled, a workspace will be exported for each matter.
  10. Opportunity Workspaces – When enabled, a workspace will be exported for each opportunity.
Configure Cabinet Mapping
Step 1: Map Your NetDocuments Folders to Matters.Cloud

1.    Once the connection is established, you will be asked to map your NetDocuments folders to relevant cabinets in Matters.Cloud.

2.    Select the appropriate folders for each matter type or case category in Matters.Cloud. This step allows you to organise your documents within the platform, streamlining the integration.

3.   When a new record is created in Matters.Cloud, corresponding items are automatically generated in NetDocuments:

    1. Client Creation
      1. When a Client is created in Matters.Cloud, it will automatically create an item in the Client Profile Attribute in NetDocuments
    2. Matter Creation
      1. When a Matter is created in Matters.Cloud, it will create a corresponding Matter Workspace in NetDocuments.
    3. Opportunity Creation
      1. When an Opportunity is created in Matters.Cloud, it will create a corresponding Opportunity Workspace in NetDocuments under the designated Opportunities Cabinet.

4.   When a Client is created in Matters.Cloud, it will automatically create an item in the Client Profile Attribute in NetDocuments.

5.    Similarly, when a Matter or Opportunity is created in Matters.Cloud, it will create a corresponding item in NetDocuments for that matter/opportunity.

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   Note: Documents do not automatically transfer to a Matter workspace when an opportunity is won (this must be done manually if required).

Step 2: Test the Integration

1.    To ensure everything is working correctly, create a new matter or opportunity, or open an existing matter in Matters.Cloud.

2.    You should now see the option to view or edit files associated with the client, matter, or opportunity in NetDocuments.

3.    Try uploading or accessing a document from NetDocuments within the matter/opportunity to verify the integration is functioning correctly. 

Troubleshooting

If you encounter any issues while setting up or using the NetDocuments integration, here are some troubleshooting tips:

  • Invalid Credentials: Double-check your NetDocuments account details. Ensure there are no typos in your email address or password.
  • Permissions Error: Make sure you have the necessary administrator permissions in both Matters.Cloud and NetDocuments to set up the integration.
  • Workspace Not Created:
    Confirm cabinet mapping is correctly configured for     Matters and Opportunities.
  • Document Syncing Issues: Ensure your internet connection is stable and that the syncing preferences are correctly set in your integration settings.

If issues persist, contact Matters.Cloud Support for further assistance.

Contacting NetDocuments Support

Further information on using NetDocuments is available from the NetDocuments Help Center:

https://support.netdocuments.com/s//


Related Articles

Getting Started With NetDocuments


Conclusion

Congratulations! You have successfully set up the NetDocuments integration in Matters.Cloud. This integration will help you manage your documents more efficiently, allowing for streamlined workflows and enhanced collaboration across your legal team. If you have any further questions or need additional assistance, don’t hesitate to reach out to our support team.

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