We are excited to have our 3E MatterSphere products and services listed in the new Thomson Reuters Marketplace.

This Marketplace provides an easy way for TR customers globally to find accredited service providers (like us) and seamlessly integrated products (like ours).

Artificial Lawyer published an article on how this new Marketplace will operate.

The beta version of the Marketplace is available here.

Stay tuned for further offerings from MOSMAR appearing in this online Portal.

We are so excited to announce our partnership with Templafy. Read the full Press Release here.

Templafy is a global market leader in template management and document automation. It has sold over 3 million licences worldwide, and includes KPMG, IKEA and Pandora in it’s client base. The Templafy cloud based solution provides seamless distribution and application of branded material and documents to it’s enterprise customers.

Our passion at Mosmar has always been to help our clients implement user friendly and efficient systems that ultimately save them time and money. In teaming up with Templafy, we can offer our clients complex document automation with seamless branding, secure integration and distribution.

Helping leading brands in the legal sector to implement efficient and user-friendly solutions that save time and money is our top priority at Mosmar,” said CEO of Mosmar, Rebecca Painter. “Partnering with Templafy marks the next step on our path to providing our customers with the broadest and best possible product experience.” 

Our DocAssist automation solution provides the best in legal process automation, allowing lawyers to work the way they do when drafting documents. DocAssist as well as a number of our solutions and services, integrate perfectly with Templafy via it’s sophisticated and secure cloud based distribution model.

About Templafy 

Templafy helps many of the largest companies in the world drive workforce alignment, reduce their liability and increase their productivity through the market leading document creation and document automation platform. 

Founded in Copenhagen, Denmark in 2014, Templafy’s team leveraged more than 15 years of experience in template management and document automation to develop an enterprise cloud service solution, which is now a global market leader within its category, validated by blue-chip enterprise customers on every continent. 

For more information on Templafy’s product and company, visit www.templafy.com, or follow us on LinkedIn: www.linkedin.com/company/templafy/ or Twitter: @templafy 

I’ll be honest – the 3E MatterSphere Client Portal isn’t the prettiest face straight out of the box.

But that’s not what you’re buying – the value is in the real-time and secure connection to the powerhouse of data that is your MatterSphere repository.

Here are some before and after ‘glamour’ shots of what we (and you!) can do with the Client Portal.

Want more info? Get us a shout – info@mosmar.com.au

3E MatterSphere version 9 is here.  As a certified 3E MatterSphere partner, Mosmar was fortunate enough to be included in the pilot program, so we had an early look at this new release.

Here are our key takeaways:

1. Navigation

In V9, this is more accentuated from a visual aspect, providing breadcrumb navigation from a consistent toolbar.

Improved navigation is a big theme in this release.  Navigation hasn’t been terrible in MS in the past, actually I feel it’s one of the better features.  Forward/back buttons like a browser, enabled users to remain the same window and drill through from a command centre view into clients, then down into matters.

2. Visuals

Upgrading from 6.3 to 7, we all experienced the ‘white wash’ and the loss of the beloved icons.  V9 brings iconography back, but in a stylish way, not to the overused degree of 6.3. 

The Visual indicators are also help with navigation so it’s more obvious which 3E MatterSphere object you’re looking at.  This is really important given that the same feature (such as search lists) are used across multiple levels – be it client, matter, associate etc. Previously it was easy to get lost in the interface, and accidentally exit out of a screen you wanted to be in.

Here’s another visual biggie – screen scaling is fixed! For those that dock and undock laptops, you likely would have experienced the controls that suddenly disappear – not cool. Problem now solved!

And for those that find the wizards that pop up, on top of another wizard, on top of another wizard, on top of (ok you get the point) – these multi layered wizards have gone with the Dodo.

3. Dashboards

3E MatterSphere was always flexible via it’s Search List function, providing visibility of data (any data – whether in 3E MatterSphere or another database) at any level of the 3E MatterSphere object mode (client, matter, associate, contact etc). 

Dashboards take this concept further by grouping related information together on the one screen.

Think – all custom data relating to a Client available on the one dashboard – matters, tasks, appointments, contacts, key dates, financial information, KPIs, SLAs, XYZs (ok I made the last one up, but you catch my drift).

4. Elastic Search

Elastic search arrived in an earlier version, but v9 brings access to it via the Microsoft Office ribbons. 

Natural language searching makes it super easy to find what you’re after, and it searches across everything 3E MatterSphere knows about.  Pretty cool I must say.  Navigation is improved (see point 1 above), and ironically perhaps not so important now with elastic search so easily accessible.

Summary

These are just the primary changes in this release, there are other more subtle changes that might really tickle your fancy. Or solve a bugbear that has annoyed you for years.

As fans of 3E MatterSphere, we are pleased to see focus being given to an interface which is used heavily by so many legal professionals.

However, we must give our prize to ITEM 3 above – Dashboards. 3E MatterSphere stores a comprehensive amount of information, and being infinitely extensible (which we LOVE), means some sites have access to an invaluable bank of collected information.

Leveraging that information and presenting it (pivoting it even) via a dashboard for a partner/supervisor/manager to oversee – invaluable in our opinion.

Want to know more?

Give us a shout – info@mosmar.com.au

Is this you? A documents needs to be drafted and you’re pretty sure you created a similar document recently for another case. Surely it’ll be faster to create that new document based on that previous one….right?

Many professionals have faced this dilemma at some point in their career – the temptation of the Save As button. You tell yourself you’ll carefully check the data, you’ll diligently proofread and any residual information from the previous case will be eradicated. Until …. the moment when it isn’t. 

The most common and critical mistakes made are:

  1. Incorrect Party/Contact details
  2. Key dates
  3. Inappropriate clauses

This article (ironically) by the Legal Practitioners’ Liability Committee nails the risks. “Previous matter documents are not precedents”, “Every matter is different and no matter how good your precedent, you need to proofread the document.” And the holy grail of mistakes – “Unfortunately, the practitioner failed to replace the names of the parties in the copied agreement with the new parties”. Ouch. 

One of the LPLC tips states it simply – “do not copy over documents from other files”

Document automation vendors (like myself) know the temptation is hard to resist, despite a firm’s best intentions, automation tools and policies. So we work on ways to ensure the Save As journey is as safe as possible. 

Mosmar’s DocAssist, and TR’s 3E MatterSphere are two products we know intimately and resolve the Save As dilemma in their own ways.

DocAssist – how’s it work?

After “Saving As” to a new iManage workspace, DocAssist will automatically pick up the new matter number and apply it to the document. 

All content controls containing the previous matter data will be cleared, and data applicable to the new matter will be loaded. Such content controls include:

  • Party/Contact lookups
  • Key Dates
  • Financial data
  • Text controls
  • Clause controls

MatterSphere – how’s it work?

After “Saving As” to a new iManage workspace or MatterSphere folder, the user is prompted to “Refresh the data”. 

All fields will be refreshed, loading all the information from the new MatterSphere matter.

What’s the benefit?

Content specific to the document itself is retained, so doesn’t have to be retyped into a new document

  • Scenario: A subpoena needs to be drafted for similar information (the core content of the document), but the parties need to be changed (the merging information via the automation tool).

Naturally the risk is reduced, as the sensitive data from the previous matter is removed and current information from the new matter is introduced.

Does it actually work in practice?

This data “merging” process is only as good as the data being captured. If you’re not storing critical contact data and key dates in a database but instead typing manually into documents, no automation tool is going to save you. 

It may seem like the fastest way to create a document, but in the long run it will burn. Both from inefficiency in creating future documents, and from the Save As risk (see above). 

What to know more? 

We have a whole raft of horror stories we could share. Or if you’d like to talk to us about making your documenting journey not a scary one, get in touch

Here is a very interesting article on the productivity shift for Inhouse Lawyers. At Mosmar we’ve definitely noticed this trend “More regular communication with key colleagues” – both within our team and with clients.

The time we’re saving in commuting to the office and meetings is being put to good use – we’re able to turn around work faster, and we’re more apt to scheduling the quick ‘video’ check in to ensure projects stay on track. The latter helps keep project focus with the added benefit of building rapport. Sharing a smile or an isolation joke can bond a team.

A win win from our end – a surprise positive during these trying times.

Anyone who has ever been involved in precedent development and administration knows the pain of having to move from one document automation system to another. Often hundreds, if not thousands of precedents will need to be analysed, grouped, culled and converted manually while the administrators learn to use the new system. Weeks (sometimes months!) of frustration later precedents are converted at great cost to you and your document developers.

Whilst manual analysis and conversion isn’t impossible, it is prone to human error. In one of our latest blog posts we talked about the “we’ve always done it this way” attitude. Just because you’ve done the analysis and conversion process manually in the past doesn’t mean there is no help at hand. This is why we developed DocAnalyser

Analyse your precedent content and code visually using PowerBI or SSRS.

What is DocAnalyser?

DocAnalyser monitors your precedent quality and content. It reports on a range of content in your precedents such as Word fields, document variables, version numbers, custom properties and styles. It even report on particular strings of text that you may be interested in.

You could say that DocAnalyser is your precedent auditing tool. As a content analyser it can report on faults and inconsistencies in your precedents. Providing you with valuable insight into problems before your users alert you to them.

DocAnalyser can be configured to co-exist with other document and precedent management systems, and is tightly integrated with iManage.

Auditing results can be viewed using our prefabricated reports or via your own analytics your way. Having the ability to visually see comparative data about your documents is an invaluable insight.

Conversion

Once DocAnalyser has analysed your document and precedent content, it’s possible to map a reconfiguration to convert your precedents to a new environment. DocAnalyser is often used to convert precedents across to Mosmar’s DocAssist solution.

Most importantly, conversion of your precedent content can be done in bulk as well as incrementally.

What are the savings?

The savings from automating the precedent conversion process is immense. Mosmar was able to convert 4500 precedents in 3.5 hours at one site. And during the analysis process, we were able to identify over 2900 precedents which were either no longer used or required; reducing the number of precedents requiring full conversion, testing and uploading to 1600.

The simple ability to cull disused precedents and identify inconsistencies in documents in mere hours is tremendously valuable to project teams operating under strict deadlines and budgets.  

Are you interested in converting?

Precedent conversion doesn’t need to be  a nightmare. We are the document experts so if you’re interested in converting or conducting precedent content analysis, please contact us for a no obligation demonstration. 

Document drafting and precedent tools can be a nightmare for both users and developers. They need to be configured and developed in painful ways that require specialist knowledge in document production and often multiple programming languages. As a result the document automation process is often complicated, expensive and difficult to manage for law firms.

Having experienced all of the above firsthand in law-firm environments, we developed DocAssist to be remedy to these issues.

DocAssist by nature is a no code, no macro and no template system that allows operators with little to no coding experience to generate beautifully styled precedents in no time. What are some of the cool features of DocAssist though? Well, that depends on whether you are an end-user or a precedent developer/editor.

Features for Lawyers and End-Users

Select Paragraphs

Lawyers want to make informed decisions by knowing what changes will happen to their document.  With DocAssist end-users are able to expose all options available to them, so that they can make an informed decision about their options.

Maintain Contacts
Writeback

Your end users will see the time that is saved by collecting information in a document (like a Lease Agreement) and using it immediately in subsequent documents, such as collecting the Lease date, Property Address, Rental Term etc. You can also create “Data Sheets” for your end users to collect matter related data in DocAssist database, essentially using your document drafting tool as an extension to your PMS!

Contact Lookup

DocAssist not only integrates with your address books on your PMS and Outlook, it also allows you to build contact relationships to your matters on its own database. Clicking the ellipsis button on the contact field on the pane will bring up the lookup dialog. From here, you can choose your contact, add a new contact or amend details of an existing contact.

Outlook precedents

Our current end users LOVE Outlook precedents.  Much of their time is spent corresponding via email, with a lot of it also repeatable. 

Clause Bank

Integrations
  • DocAssist will know about the clients/matters that are created in your PMS, and it will also know about the workspaces in iManage. Clicking OK on the DocAssist pane will launch the iManage save dialog with the correct workspace already selected, and with the profile filled out (document description, author, document type).
  • If you’re using a different DMS then the save button can be configured based on your specific requirements.
  • Clause Bank makes it easy to add pieces of content into documents. Precedent Bank provides users with quick access to their precedent repository.

Features for Precedent Developers/Editors 

Index Sync Grouping

This is the ability to link Select Paragraphs together.  IE answer a question on page 1, and it can automatically answer any number of ‘linked’ other paragraphs together.  And with no coding required. This is just one part of the no code, no macro functionality behind DocAssist.

Outlook precedents

Our email precedents are so simple to configure that anyone who can operate Microsoft Word can create an email precedent.

Simple deployment

Pop new DocAssist documents into a specific folder/workspace in iManage, and they are immediately available to end users via the Precedent Bank dialog. 

If you’re not an iManage site, no worries! Your precedent deployment is still as east as 1, 2, 3. Pop them into the specific folder in your DMS and make sure your Precedent Library is configured for its path. Your precedents will be available to users via the Precedent Library dialog.

Styles and formatting

DocAssist precedents are just Word ‘documents’.  Which means all the styles and formatting they are familiar with are there.  Precedents can be linked to underlying style templates, which are again just Word ‘documents’.  So managing styles across the entire precedent bank is incredibly easy. 

I recently received a fantastic question from a prospective client. They invested considerably in their PMS, DMS and document automation (with a different provider) and they wanted to know what value DocAssist could add to their existing or transition process.

There are many compelling answers to the question of “Why DocAssist” and they depend on where you fit in the law firm ecosystem. In the case of this client though there are two major factors:

  • Integrating with existing systems
  • Transitioning to a new automation system

PMS and DMS Integration

Every firm’s process of integrating their systems is unique. But we’re here to help!

For iManage Sites

DocAssist has standard iManage integration. We also offer a number of features specifically for iManage sites including Clause Bank and Precedent Bank functionality. Our iManage integration is fully compatible with Work10.

For NetDocuments Sites

We have a number of NetDocuments clients who successfully use DocAssist at a national scale. These clients were the driver behind one of our most exciting clause bank solution, Clippings. We have standard integration with NetDocuments which allows you to utilise its full DMS functionality when creating and saving documents.

Other DMSes

Given the volume of work we do there are always clients who do things outside of the norm. We’re really proud of our DMS integration process. We understand that practice and document management systems are what makes most law firms tick. So whatever your document management process is, we have you covered.

PMS Integrations

DocAssist has its own SQL database. So when it comes to PMS integration, if we can access a SQL database, we can easily and populate our own database. Your ‘source of truth’ remains your PMS but we also have the option to write data from your documents back to the DocAssist database. Meaning we can create extended data on your matters without touching your PMS.

Our clients currently use DocAssist in conjunction with:

  • Aderant Expert;
  • ELITE 3E;
  • Affinity and;
  • Open Practice.

Document Automation

We know how difficult it is to code and maintain documents. Part of the driver for the development of DocAssist was to give our clients an easy to maintain precedent development option, particularly to those who don’t have in-house precedent developers or coding knowledge.

Our solution doesn’t require any coding experience. Anyone can automate a document using DocAssist. It’s all based on standard content controls which we expanded on. The advantage of using DocAssist as opposed to other automation systems is that DocAssist precedents are more viable in the long term because:

  1. Once set up DocAssist documents require minimal conversion if you change your data source or DMS
  2. They require minimal effort to maintain as there are no templates (.dotm documents), even to maintain styles

Many sites either use DocAssist and another system as a hybrid system. Others use DocAssist to phase out their legacy precedents before fully launching DocAssist to their firms over the space of a few months. This makes the change management and user acceptance aspect of projects a lot more manageable.

Transitioning

Transitioning doesn’t need to be painful. We developed a tool which can assist in the analysis and conversion of any existing templates. It’s called DocAnalyser. This tool helps analyse existing documents and presents findings in easy to understand SSRS or Power BI report. These reports assist precedent developers with their conversion process. Additionally, we can assist you with the development of custom macros to convert existing precedents. Most importantly, DocAnalyser isn’t limited to DocAssist users. It can be used as an ongoing auditing tool to report on merge fields, macros, templates, styles and even content in precedent libraries.

Whether you are new to document automation or you are in-between systems, DocAssist and the Mosmar team are here to help.

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