Document Assembly - Default Fax Cover Sheet

Document Assembly is the feature that enables you to generate documents based on the firm's Amicus information. This process uses word processor document templates, which contain both unchanging text and Merge Variables. These variables are placeholders for the text that is automatically supplied from your Amicus Files, People, Calendar, and Time Entry records when you generate a particular document. Amicus Attorney comes with several document templates for a variety of purposes: letters, labels, fax cover sheets, and so on. The idea is that you'll be able to reuse document templates without having to retype the information that already exists in Amicus Attorney.

You'll notice on your Contacts' business cards in Amicus Attorney that there is a fax machine icon to the left of the fax number. Clicking on the fax icon automatically generates a fax cover sheet addressed to the person, with all of the relevant information already filled out.

If you have not been using the document assembly features in Amicus Attorney, it may be necessary to set a few preferences before you begin.

This article will explain how to do the following:

1. Enable document assembly on the workstation through preference settings (by selecting the word processor, installing the necessary toolbars, specifying the template location)
2. Modify the fax cover sheet so that it includes a firm letterhead and some other minor changes
3. Select the firm's default fax cover sheet (must be done by an Administrator)
4. Generate a new fax cover sheet by clicking the Fax Machine icon on a contact card

Enable Document Assembly at the workstation.

From the Office, select Preferences, then Document Assembly. Complete the four steps in the window that appears.

Office > Preferences > Document Assembly

Step 1 - Select Default Document Generation Method. Choose from: Word, WordPerfect, HotDocs Word, HotDocs WordPerfect, HotDocs Form. Check off the box to enable auto-merge. This will speed up the document assembly process. Uncheck it if you wish to be prompted as documents are assembled.

Step 2 - Install the Amicus Merge Toolbar. Click "Install Now" to install the merge toolbar, then follow the onscreen instructions.

Step 3 - Set the document assembly path (location of your Word or WordPerfect). Browse to the location if not already filled out. Word by default is located: C:\Program Files\Microsoft Office\OfficeXX\winword.exe (where XX is the version number). WordPerfect by default is located: C:\Program Files\Corel\Corel Office XX\. Once you've selected the location, click "Install Now" to install the Tasks Toolbar in Word (or WordPerfect), then follow the onscreen instructions. This will allow you to attach documents to your Amicus records as well as perform many other tasks directly from within Microsoft Office applications (Word, Excel, and Outlook) and WordPerfect.

Step 4 - Specify the document template location relative to your workstation. This is the shared location on the server where the document templates are stored. In order to make them accessible from your workstation, you must specify their location within the preferences.

In the box, enter the complete location of the folder, or click Browse and find the document templates folder. Use the location format recommended by your Amicus Administrator:

• If using a UNC path (recommended): Specify the computer name and full path. For example, enter \\Marketing1\DocumentAssemblyTemplates if the document templates are in the \DocumentAssemblyTemplates folder on the computer named Marketing1.
• If using a mapped drive: Specify the workstation drive. For example, specify K:\Templates if the document templates are in the Templates folder in a location that is mapped as the K drive on your workstation. You will need to change this setting whenever you switch to another workstation, unless that workstation has an identical drive mapping for the document templates location. For convenience, we recommend that all workstations be mapped using the same drive letter for this location.

Click OK to save all the changes. The workstation has now been configured for document assembly. Repeat these same simple steps on each workstation to enable document assembly for all users.

Office > Document Assembly Templates

Modifying Templates

You can modify existing templates to further customize them to your firm's needs. The templates are fine to use right out of the box, but you can also configure them to personalize the look.

To modify the fax cover sheet, open Office and select Document Templates from the navigation pane on the left.

In the window that appears:

• Expand the Fax Covers Folder
• Select Standard Fax Cover (Word)
• Click "New Template"

Click "Yes" when prompted to create a new template based on the selected one. (This will allow you to use the Standard Fax cover as a basis for our new template.)

Office > Preferences > Document Assembly

Specify a template name "Gavel & Gown Fax Cover Sheet - Word" for example

Click "Create Template" at the bottom

The fax cover template then appears in Microsoft Word.

Edit Document Assembly Template

Note that the field <<People_Full_Name>> for instance is where the contact's name will be inserted when using this template.

Why not Insert your company letterhead graphic at the top of the page in the header.

In this example we'll also change the title from "Telecopy Cover Sheet" to "Fax Cover Sheet"

Click the button in the toolbar at the top to add additional Amicus Attorney fields to the template.

When you are done, save the changes and close the word document.

Administrator: Firm Settings > Firm Basics > Fax Cover

Selecting the Firm's Default Fax Cover Sheet:

Setting the Firm's default fax cover sheet can only be done by an Amicus Administrator. Generally, firm-wide settings can only be changed by Amicus Administrators. (Note that in Premium Edition you can have multiple Administrators).

As an Administrator you'll have access to additional preference options in the Office navigation pane. Select Firm Settings, then under the General category, select Firm Basics.

In the window that appears, under the Fax Cover heading click the button to select the appropriate new default fax cover sheet. After making this change, whenever users click the fax machine icon on a business card they will use this template.

Administrator: Firm Settings > Firm Basics > Fax Cover

Generating a Fax Cover Sheet:

Now we are ready to use the fax icon on a contact card to generate a document. Simply click the fax icon next to any fax number on a contact card, and a new fax cover sheet will be generated in your word processor.

[If you are using Microsoft Word, your Macro Security settings may need to be adjusted in order to generate documents. Note: Word 2000, 2002, and 2003 must have the Macro Security Level set to either Medium or Low. Word 2007 must have the Level set to Low. Higher settings will not allow the Amicus Document Assembly macros to run. Please refer to your Microsoft Word documentation for instructions on setting the Macro Security Level.]