00:00: This video demonstrates how to navigate and utilize the essential features of
00:03: CARET Legal, including dashboards, matters, tasks, events, and time entries.
00:09: It provides an overview of key
00:11: functionalities to help users get started efficiently with the platform.
00:01:
00:02: Hi all and thanks for joining on today's session.
00:05: We are going to be covering the quick start here.
00:09: It is going to begin at the very first step, which is your current legal login
00:14: screen.
00:15: and then we will navigate and walk through the different kind of dashboards and key
00:23: navigation features of matters,
00:28: tasks, events, and
00:30: definitely time entries.
00:32: So that's a little bit about what we're going to be covering in this session.
00:38: This session is less than an hour, so if you can hang with me the whole time, that
00:42: would be great.
00:43: If you need additional resources after this training,
00:48: we do have not only the help menu, but we have plenty of staff here that are willing
00:53: to assist you in that journey, wherever that may be, whether it's support,
00:58: onboarding, training, etc.
01:02: So let's go ahead and jump right in and get started.
01:05: We are on the Carrot Legal login screen.
01:10: so the login screen not only allows you to log in here on your right it
01:16: also allows you to do the forgot password functionality which will send a reset link
01:23: if you need to reset your password
01:25: to your email on
01:27: the left hand side you may see the z drive
01:33: option here and we'll talk more about that in a documents training We
01:38: also have our plugins for Word,
01:42: which will allow you to open up Word, create a document in Word, and then ultimately
01:49: save it back into Carrot Legal directly from Word.
01:53: So that's a plugin for Word.
01:56: We have our Outlook plugin.
01:58: This only currently works for Classic Outlook.
02:02: And if you're unsure of if you have the classic Outlook or the new Outlook, you can
02:09: always double check with your IT team at your firm,
02:14: whoever that may be.
02:16: And then we also have our mobile apps down here.
02:20: The mobile apps are supported both by Apple and Google Play Store.
02:28: Okay, so let's go ahead and let's get logged in.
02:34: Once I'm logged in, team, the screen that I see in front of me will be two things.
02:39: On the left-hand side, you'll see a navigation bar
02:43: here
02:45: on the left-hand side where I can navigate to analytics,
02:50: our reporting dashboard,
02:54: email, our
02:56: email dashboard, or also known as kind of your email within Care-It.
03:03: Our CRM dashboard, which is all about potential leads.
03:08: So if you have a new person that wants to work with you and they reach out to your
03:12: firm, where can we track and keep that information?
03:15: That would be in this CRM button over on the far left.
03:21: And then your matters, of course, this is going to give you a list of all matters
03:24: that you have access to in your Carrot Legal.
03:27: The
03:28: calendar icon will take you to a calendar dashboard where you can filter down to
03:35: specific events for a particular matter or for a particular user's calendar.
03:44: Contacts will be all of your firm's Rolodex.
03:48: So this could be clients.
03:50: This could be opposing parties.
03:51: This could be anybody
03:54: that the firm has as a contact in their Rolodex.
04:00: You have task, which is your to-do list items.
04:04: This is going to be anything that you as an individual need to complete for
04:08: yourself.
04:09: So ensure that you have filed and then fill in the blank, right?
04:14: That's a to-do list task.
04:16: But also it could be items that you have assigned to others to complete.
04:22: Okay.
04:23: Documents gives you kind of a search
04:26: functionality to search documents throughout Carrot Legal.
04:30: But in addition,
04:31: it allows you to see most recent documents that have been shared with you via the
04:36: portal.
04:37: And just as a quick plug, we talk about the portal and other document
04:43: functionalities on the documents training.
04:45: time
04:48: is going to give you all of your users time your specific user can see all of your
04:55: time on
04:56: this time icon dashboard now
04:59: if you do more than time so let's say you are a particular user who also logs flat
05:05: fees or expenses you can also see your matters flat fees and expenses from this
05:11: icon.
05:12: And we'll talk more about that momentarily.
05:15: And then for my accounting users, you will see your
05:19: accounting module down here on the bottom left or icon.
05:23: Just note that if you don't have the accounting module
05:27: down here on the bottom left, that that is probably because that does not fall into
05:32: your wheelhouse of responsibilities or I'm sorry, wheelhouse of responsibilities
05:37: here.
05:37: So just kind of keep that in mind that some users will have it because it's part of
05:41: their responsibilities and some users will not.
05:46: Across the top here, team, you will see some additional buttons.
05:51: And this particular menu,
05:54: starting with the logo here on the left, all the way across to the right, will stay
05:58: with you wherever you navigate in Carrot Legal.
06:02: So if you go to a matter page,
06:06: the left-hand toolbar here or navigation bar will also be there.
06:10: And then the top navigation bar will say what
06:15: is displayed on the screen in front of you will change, right?
06:18: So if we go to email, for instance, and I click on email,
06:24: this particular tab opens up here.
06:29: And in this case,
06:31: what is displayed in front of us on the screen changes to more email specific items,
06:37: right, an inbox.
06:38: But the navigation bar up here at the top stays.
06:43: So I just wanted to demonstrate that.
06:46: This navigation bar will always stay where
06:49: this one, as we just saw, will kind of come and go.
06:53: But if you ever need to get back to this navigation bar, just click on this Carrot
06:57: Legal logo,
06:59: and that brings you right back to this main dashboard.
07:06: So, again, this bar over here on the left-hand side will come and go on certain
07:10: screens.
07:12: The one at the top will always stay.
07:14: And
07:15: then, of course, what's in front of you on your dashboard will change depending on
07:20: what screen you select or what icon you select over here on the left.
07:25: Okay, so let's talk about what other buttons we can find up here on the right-hand
07:29: side.
07:31: As soon as you get logged into Carrot Legal, if it hasn't already been set up for
07:36: you, you should go into your user settings over on the far right.
07:41: So you'll see a little icon,
07:43: my settings, and you'll want to go through these settings.
07:47: I'm going to do a quick overview just so you know what you're looking at here.
07:51: And to begin, it's going to be just making sure that your first and last name is
07:56: spelled correctly.
07:58: Right.
07:59: The user initials,
08:01: your title.
08:04: Permission levels will be set by the administrators.
08:09: account type should be either attorney or non-attorney depending on whether or not
08:12: you're an attorney.
08:15: And this will end up in different drop down menus throughout Carrot.
08:19: So if you're an attorney, you will be an option in the responsible attorney drop
08:23: downs.
08:24: Whereas if you're not an attorney, you won't show up in that drop down.
08:29: Should always make sure your time zone aligns.
08:33: If you want to receive notifications about tasks that you have been assigned or
08:39: calendar events that are coming up and you want to receive those notifications via
08:43: text, you can add your phone number here and then at the notification step on the
08:50: left, you can say how you want to be notified via text.
08:55: Just make sure that as a firm, you want that phone number set up here.
09:01: Some firms prefer to have texts coming to individuals'
09:05: phones.
09:05: Some firms do not.
09:08: Your preferences.
09:09: This is a really big one that I see users kind of pass by or skip over.
09:14: If you are a time entry user, so you enter a lot of time, you
09:20: should, or it is recommended that you go ahead and turn on the first three.
09:26: And let me just give you a quick overview of what that is.
09:29: For preferences, this will generate time entries when composing matter-related
09:34: emails and phone call notes.
09:36: So when you start an email or start a phone call note, it will automatically start a
09:40: timer once the matter is selected.
09:44: So if you want that to take place, you'll want to turn that on.
09:49: After sending an email, reviewing the time entry before saving it, that's the second
09:55: option.
09:55: And
09:57: then after you've read an email that you've received, do you want Carrot Legal to
10:02: remind you to enter time for that? So that's really those three preferences around
10:07: time users.
10:09: Pre-filter timeless to display my time entries is the equivalent of going over to
10:15: time icon,
10:17: what we were pointing out earlier, and saying, okay, show me all my time entries.
10:21: But you only want to see your time entries.
10:24: Now, if you are a user who has to review time entries for, you know, an attorney or
10:31: for lots of users in the firm, maybe you're the billing personnel,
10:36: then you may not have this turned on.
10:38: You want it turned off because you don't want to see just your time entries.
10:42: You want to see everyone's.
10:44: So just kind of note that.
10:47: Automatically expand all subfolders.
10:49: This is just whether or not you want your subfolders within the matters to be
10:54: expanded or collapsed.
10:55: I recommend in the beginning expanding them.
10:59: If your firm uses Zoom,
11:01: WorldDocs, or NetDocs, and they have already initiated that process, then you can
11:06: simply click on whichever applicable button,
11:10: and it will start that login screen so you can integrate with those particular third
11:16: parties, whether it be Zoom, WorldDocs, or NetDocs.
11:21: Email setup.
11:22: If you have not already set up your email into Carrot Legal, here you can click on
11:27: the applicable
11:28: sign-in option, whether it be Office 365 or Google, and then you can put in your
11:34: email address and password for that particular email and it will start syncing your
11:40: email.
11:40: That way that you can see your emails within Carrot Legal or vice versa.
11:45: If you send an email from Carrot Legal, you can see it in Outlook or in Google.
11:50: Now, note that the functionality is not meant to replace email, but to assist in
11:57: being able to use your email within Carrot Legal.
12:03: There is a stop sync button if you want to stop
12:08: syncing.
12:10: Sometimes folks will do that also if they didn't quite get it right on the first
12:15: go-round and they want to re-sync.
12:17: They'll stop, completely log out,
12:20: and then turn around and log back in and try to sync again.
12:22: So just kind of note that, but we have troubleshooting articles as well as support
12:27: if you run into any issues
12:29: doing that.
12:30: Folder settings.
12:32: As you can see here, I have my inbox in Carrot mapped to my inbox in Outlook.
12:38: my sent to sent my drafts to drafts my trash to deleted my spam to junk and archive
12:44: to archive
12:45: if your folders are not labeled for instance in carrot legal it's called trash in
12:52: google it might be called something else here in outlook it's called deleted so
12:58: just kind of be aware that you may not have the exact same older names as i do if
13:04: you want to add an email signature that matches your outlook signature you can add
13:09: your own email signature into carrot label and you can add multiple same thing if
13:14: you're you have your email set up in gsb or google you could plus sign and add that
13:20: signature in here
13:22: your default billing rate can be set this means any time entry that you do if
13:28: there's no other time entry that it's pulling from or i'm sorry time entry rate that
13:34: it's pulling from it will default to the default rate here but this is kind of the
13:38: last resort if you don't have it set up anywhere else like on the matter level or on
13:43: rate cards
13:46: if you are a user who logs time to leads base matters so your client expects you to
13:54: produce leads bills then you will need to make sure that your leads timekeeper id is
13:59: set up and
14:02: the utbms classification is selected.
14:05: If you're unsure of what this should be, make sure that you talk to your
14:10: billing personnel and they should be able to specify that.
14:16: We have timekeeper goals and then notifications for tasks, calendar, and K's way.
14:22: You'll have a pop-up that pops up at the top of the screen.
14:25: If you select pop-up, if you select email, you
14:31: will receive an email for these type of notification.
14:34: And then text will only be texted to you if you put that phone number that we
14:40: discussed at the beginning, if you put that phone number in that field at the top.
14:45: Okay, that is your My Settings.
14:46: Make sure that you take care of that kind of at the jump.
14:51: If you sync your email, also note that that does not automatically sync your
14:56: calendar, you will still have to go to the share sync button here for a calendar and
15:02: sign in with Microsoft.
15:03: Or if you use G Suite, sign in with G Suite.
15:07: And that will sync your calendar.
15:11: The calendar is a two-way sync.
15:12: So if you add Outlook appointment, it will come into Carrot
15:17: Legal calendar on your calendar.
15:19: And vice versa, if you add an appointment in calendar
15:23: here, here at legal, it will go out to your Outlook.
15:27: The syncing time can vary, but I always just tell all my users, give it about 10
15:32: minutes for that to populate.
15:36: If you do not love or it doesn't help you to have the email calendar and task here
15:43: on your dashboard, you can customize your dashboard.
15:47: So just note that.
15:48: And again, there's help articles for all of these kind of topics and so we'll point
15:53: that out right now so if you go back up to where the user is to the left
15:58: you'll see possibly a star and a text bubble sometimes you do not have these right
16:04: off the back so just wait for those topics and we will kind of touch on them later
16:10: but
16:11: for sure you have the question mark which is our help menu if you click on the help
16:17: menu you'll see help center
16:22: where you can tell
16:25: Carrot Legal's help menu what you're looking to search for and here i'm going to say
16:29: customize dashboard if i can spell for us let's see here
16:39: and here it gives you a short and sweet how to customize your dashboard and it's
16:44: just a few steps That's it.
16:47: You can also copy the link for this and share it with teammates if they also,
16:53: you think that they would find it helpful to know.
16:56: So you can just send them this link up here.
17:00: That is the help menu.
17:02: We also have, if I click back into this, quick
17:05: short videos with our videos option here, it takes you to our YouTube channel.
17:10: So just kind of note that.
17:12: And then if you want To put in a ticket for support,
17:16: we have now added a feature down here on the very bottom left.
17:22: Looks like so.
17:24: And when you go in here,
17:26: it will first look like this.
17:28: And you can say new conversation.
17:32: It will ask you to put your name,
17:36: your email address.
17:43: and then what
17:46: is the topic that you have a support ticket for so you'll select one of these and
17:54: then you'll tell what the issue is and hit send and that will store all of your
17:58: tickets
17:59: here on the left hand side and you can always access them down here
18:07: it will
18:10: also email you for the email address that you used in that ticket for any status
18:15: updates or support emailings
18:19: that they send you
18:22: alright while we're up here on the topic let's go to the plus sign and then the
18:26: magnifying glass the plus sign here team will allow you to do quick functionalities
18:31: throughout carrot legal So let's kind of touch on that.
18:34: If you needed to draft an email,
18:38: document a new phone call note,
18:41: start a new matter, you could click on new matter and instantly this will allow you
18:45: to start that matter setup process.
18:48: So filling in things like the matter name,
18:52: primary client, I'm sorry, practice area and primary client, as well as responsible
18:57: attorney.
18:58: You'll notice these fields here have a purple kind of bold bar on the left hand
19:06: side.
19:07: That is because those are required fields.
19:11: So those are required for carrot legal.
19:13: In addition to that, your firm may have other required fields that you are required
19:18: to fill in.
19:19: So just note that for functionality, CARAT needs these filled in.
19:23: But your firm may also require you to fill in things like originating and billing
19:27: attorney, where CARAT doesn't need them for functionality,
19:30: but your firm needs them to be able to
19:34: establish your files, how they need them done.
19:37: OK, there is a billing section here.
19:41: once you set up the file you can always revisit the billing settings or
19:47: the general settings and
19:49: then going down a little further past billing settings you'll see if you have rate
19:54: cards where you can select those rate cards for that particular matter and if you
19:59: need to override any specific
20:02: users rates that are on those rate cards you can add them here okay
20:08: and
20:09: set what their rate is.
20:12: If you are doing insurance defense or similar billing
20:18: where they're a little stricter on what you can include for time entries, you do
20:23: have the option for time entry rules.
20:26: If you already know which contacts are involved in the case, you can create and
20:32: select those contacts here or even add them on the fly and say what their role is to
20:37: the matter.
20:40: You also have the deadline of statues of limitations where
20:45: you can add that deadline or statue in here.
20:49: It will add it to the matters events page into
20:54: your calendar.
20:57: So really great for usually like hard deadlines, even if you don't do statue of
21:02: limitations.
21:04: Permissions, who has access to this matter? Everyone or only certain people.
21:10: Okay, so that's just a quick overview of how you can create a matter on the fly.
21:17: I'm going to hit cancel instead of create.
21:20: So we can go back to that.
21:24: Now, if you're using CRM
21:27: here on the left, we do have a separate training for this as well.
21:30: But it covers how to enter a potential client's information.
21:35: So plus sign instead of new matter, you go through the new lead process and you can
21:41: fill out a whole lead card here.
21:45: And eventually that lead can become a matter.
21:49: There's a convert button so you can convert them from a lead to a matter.
21:55: So you may not just jump right to adding a new matter in that case.
21:59: Do you need to add notes to a file? new matter note here you can just select the
22:05: file that you want to add the note for hit go
22:09: and it will allow you to document a note for that particular file
22:16: so here we are i can label the notes update on case
22:23: add the note here
22:25: maybe even screenshots whatever i want hit save
22:32: And there's my note.
22:33: Okay.
22:35: Again, I'm clicking this carrot legal icon to take me back to the dashboard.
22:42: Plus sign.
22:43: I can start, again, a new email from here.
22:47: All I need to tell it when I want to send an email is what matter I'm sending this
22:52: email for.
22:53: And immediately, on the right-hand side, a timer will start running.
22:57: If I don't need the timer, I can close out of it.
23:00: Remember, this comes from that preferences that we discussed a moment ago.
23:06: Who this is going to.
23:08: If I select this matter, the first thing it's going to show me are the contacts on
23:13: that matter.
23:14: Here's Christopher Smith.
23:16: And it even tells you what their role is, primary client.
23:19: Now, I can type in any other email in my contacts here or
23:25: search for them.
23:27: Okay.
23:28: the subject I can fill that in just as I can in Outlook and then down on the left it
23:33: will go to my default signature but I can always go to signatures and swap that out
23:39: okay so you can pick a different signature all
23:44: right I was going to give that a second there but I'm going to keep it moving so
23:47: that we can stick to our time here on the left you can also attach from your
23:53: computer the file system or from carrot legal documents note that it still is
23:58: reflective of zola docs but it is your carrot legal docs you
24:05: can save this email as a draft or once you're ready you can hit send if
24:10: you would like you also have an option to use a third party that we work with called
24:14: our mail and this will allow you to send the email let me just select somebody here
24:23: It will allow you to send the email through
24:26: our mail, which will track it.
24:28: So what IP address received it, etc.
24:33: You can also market for encryption or even require signature for the send.
24:39: Okay.
24:40: So this is a third party that we integrate with.
24:43: You do get, I believe they are up to two now,
24:46: two RMAIL sends
24:50: free a month.
24:50: So you can send two of these free a month.
24:53: And then after that, and that is per user,
24:55: after that you will need to actually upgrade your account directly with RMAIL.
25:00: okay so once I hit send on that email it will log it to the matter so we can always
25:06: see that email
25:07: there on that matter screen going back to the plus sign we can also quickly do a
25:13: phone call note a
25:15: phone call note team will allow us to tell
25:20: carrot legal what matter
25:25: the phone call was related to.
25:28: So I can select this.
25:30: Let's say somebody calls me.
25:32: I can say
25:34: it's regarding this matter and start taking notes and instantly take notes about the
25:39: call here.
25:41: I may even say, you know, who am I speaking with? And they'll say Nancy.
25:45: You know,
25:48: I could go into regarding.
25:52: I can add all the notes here.
25:54: If I called somebody else, right, if I called somebody on this case and I'm the
25:58: person calling them,
26:01: then I can say in
26:03: the from section as I'm getting ready to get them on the phone that the call was
26:08: from.
26:10: Myself from the firm.
26:11: So when it says from, it's actually who initiated the call.
26:15: where I spoke with, you can actually be more specific to who you actually spoke
26:19: with.
26:20: And in the dropdown, it will again show you the contacts from that matter.
26:26: Or you can even type in whoever
26:29: you spoke with here.
26:31: Okay.
26:33: There you go.
26:36: And subject will pre-populate for you.
26:37: You can leave that or it's really up to you if you want to change it.
26:43: the date, you can tag it so that you can search your phone calls by a certain
26:47: category later on.
26:49: Here, you'll see the timer is running.
26:51: I can say, make sure that you open the time entry after I hit save so I can review
26:55: that.
26:57: And again,
26:59: notes for the file about this
27:04: combo.
27:05: Now, if this particular person wants me to have the attorney call them back.
27:10: I can even create a task for the attorney,
27:13: which we'll talk about tasks in a moment.
27:15: And I can say,
27:18: call Nancy back.
27:21: It'll pull in the description if I still need the description from what we talked
27:25: about.
27:26: So that attorney can have that.
27:28: And then over here, I am assigning it to the
27:32: attorney.
27:35: Okay, due date, due time that they need to have this completed by this task will be
27:39: there.
27:40: The matter is going to be associated so we can see this task on the matter, but
27:45: Robert can see this in his task list and I can also see that I've assigned it to
27:50: Robert in my task list.
27:53: Status, what is the status of this task?
27:57: And then do I want to be alerted when Robert marks this task complete?
28:02: or if it goes past the due date and due time.
28:05: I can do both.
28:06: I can also set a reminder for Robert since it's due today at five, I can say, you
28:14: know, send him a pop-up notification
28:18: five minutes before.
28:19: I want another one, add a reminder.
28:21: I want a second one here.
28:22: I want an email notification too, and I just override it two hours ahead.
28:30: So this is a little bit about tasks.
28:33: But ultimately,
28:37: when I hit save and close, it logs the task for this matter.
28:41: And in addition, I can log the phone call note for this matter.
28:48: If
28:49: I would have sent that email,
28:53: I could have also,
28:56: we'll just go ahead and type this in there.
29:03: And it's going to say test.
29:08: There we go.
29:08: Hit send.
29:11: And then because I have that time entry preference as well, it's going to bring up
29:14: my time entry screen.
29:15: And we're going to talk about that in just a second.
29:20: All right.
29:20: So there we go.
29:20: We've logged from using this plus sign at the top.
29:24: We have talked about adding a matter, talked about briefly where you would go to add
29:28: a lead.
29:29: Again, we have separate videos
29:32: and training articles on how to do these things, but I want you to know just
29:35: navigation-wise where to find these items at.
29:40: Communications, I can send an email or document a phone call.
29:43: If I need to quickly set up a calendar appointment, I can do new event from
29:49: the top here and start that event.
29:53: We're going to take a look at that in just a moment as well.
29:56: So that is what the plus sign can do for you at the top.
30:00: The magnifying glass is very, very useful if you are looking for a particular matter
30:05: or a contact.
30:07: Okay, so if we go to this magnifying glass, I can type in the name or the number of
30:13: that file that we've been saving stuff to.
30:18: This Smith comma Elizabeth real estate file.
30:21: And when I click on this, I don't hit enter.
30:24: So as I'm typing up here in the search, it's not like Google where you hit enter.
30:28: you want to type in the name of the number of the file and then once it pops up
30:33: you'll see a little purple briefcase beside it you can click on it with your cursor
30:38: so if you click on it with your cursor it brings you right to the matter and
30:44: this is what our matter page looks like okay so you'll have the name of the file up
30:50: here at the top below that you'll have the matter fields with particular data about
30:55: the file.
30:57: So think of this as a Manila file folder where this is your cover page or even the
31:02: label of the file, right? So you have your matter number, matter name, the status,
31:10: when it was opened, the docket number,
31:12: who's the primary client.
31:15: And if you ever need to change the primary client, you accidentally selected the
31:18: wrong one, you could do that by clicking up here and changing out the primary
31:23: client.
31:25: Practice area, responsible attorneys, et cetera.
31:29: On the right-hand side, if your firm requires custom fields, you could go ahead and
31:34: click on those and fill in your custom fields.
31:38: Some firms do custom fields.
31:40: Some firms do not.
31:41: Some firms actually prefer
31:44: doing intake forms.
31:46: With intake forms, it allows you to collect customizable information like so, like
31:53: this.
31:54: but it is laid out in a form format like this here.
31:59: So you can say, you know, you want to see particular data about a questionnaire,
32:04: the contract,
32:07: different things.
32:07: You build these out yourself and that way you can go through and just say, okay,
32:12: this is what I'm looking for instead of scrolling right here on the right-hand side.
32:16: And you'll see it has a mini scroll bar.
32:20: Going back to the matters, contacts tab these are the tabs across the middle the
32:26: contacts tab is the default tab here and it has all of your contacts that are
32:33: associated to this file to add contacts to the file you can use the plus sign here
32:40: on the right just
32:42: as like if you're going to do an event for this file you want to add maybe some type
32:47: of appointment,
32:50: meeting, deadline to this event page for this matter, you can just go to the plus
32:56: sign,
32:57: right? Task, same thing.
33:00: If you want to add a to-do list item to this file,
33:04: you can go to the matter, go to task, and click on the plus sign.
33:07: So
33:09: really, if you take away anything from this training is if you can get to the matter
33:15: file then you can go to any of the applicable tabs really click on it and there's a
33:21: plus sign to add to it on the right okay all right so let's um go back to contacts
33:28: so here you will have your matter related contacts the primary client when the file
33:34: is set up will automatically put the primary client here for you so when you set up
33:39: the matter file and
33:41: the primary client is selected it will automatically put them down here and default
33:46: them as a billing contact so if you ever need to update the phone number or the
33:51: email address for this contact you can just click on the contact name and it will
33:56: pop up here okay in
34:00: addition if you're looking for particular contacts and maybe it's not relative to
34:08: the matter.
34:08: I'm
34:10: just going to open up another tab up here.
34:13: I want to show you this because I feel like this is helpful.
34:16: And you
34:17: could be on any page in Carrot and you can also use this magnifying glass at the
34:22: top.
34:23: So if I'm looking for Elizabeth Smith,
34:27: right, I
34:29: can search that person up here.
34:31: And again, Don't click enter, but you can just see the little person icon here,
34:37: and I can click on that, and that takes me to their contact card.
34:42: All right, last one is if I went to the left-hand menu over here, I can click on
34:48: contacts, and
34:50: I can search my firm Rolodex using the filter
34:55: over
34:56: on the far right.
34:57: Notice I don't use the search specifically.
35:00: I like to use the filter.
35:02: The filter allows me to narrow down my results by exactly what I'm looking for.
35:06: If I'm looking for a name, I can be specific with first name, last name, and then
35:10: hit search.
35:11: I can use the different Rolodex options here or even a list, but I prefer to get
35:17: right to what I'm looking for, so that's why I use the filters.
35:20: Okay.
35:21: And then if you click on one of these, it opens it up.
35:25: You can go and see the related matters.
35:27: So the general tab is the information about the contact, but related matters is any
35:33: matter they're related to or they've been associated with.
35:38: All right, so that is contacts in here.
35:40: Again, on the matter itself, I
35:43: have contacts.
35:45: I can add contacts to this matter just by searching them.
35:50: If they don't exist yet, I could add them with the plus sign on the right.
35:54: and there would be a plus sign right here on the right to add contacts.
35:58: I can specify their role.
36:01: I can also say whether or not they get a copy of the bill.
36:04: In Carrot Legal, you can have more than one person get a copy of the bill.
36:08: And if you don't want the main primary contact to have the billing setting, then you
36:13: can remove them as a billing contact,
36:16: leaving the other two.
36:19: You also have firm collaborators where you can add different internal users as
36:24: collaborators on this file.
36:27: They can get notifications about this file.
36:30: You also can, and
36:34: this is in addition
36:36: to the responsible originating and billing attorneys here.
36:39: Responsible attorney is really the main person who's overseeing the file,
36:44: whereas the billing attorney might just need to review bills on this particular file
36:49: and
36:51: then the originating attorneys who typically brought it in.
36:55: Again, firms use these in different ways, but that's kind of the default use there.
37:01: And then firm collaborators can be staff, docketing manager, legal assistant,
00:01: paralegal.
37:06: You are the one who decides what roles are involved there and they get added the
37:11: same way.
37:14: Okay, so let's talk quickly about calendar events and tasks,
37:20: and then we'll talk more about the email functionality.
37:22: So I'm just going to go back to the dashboard here.
37:26: And I want to show you this because all users should know this.
37:33: And I'm just going to do a quick time check.
37:35: Okay, great.
37:36: So back out on the dashboard team, I want to point out that on the left-hand side,
37:42: there's this calendar icon and
37:45: when I click on it it's
37:47: going to look a little larger
37:50: and give you a little bit more landscape than the one that we saw earlier on the
37:54: main dashboard but
37:56: the purpose of this calendar isn't just to give you a larger landscape actually
38:02: the purpose allows you to to kind
38:06: of see other users' calendars and to maybe book appointments for other users or
38:14: review certain calendar appointments.
38:17: So this is more than just being able to have a larger view.
38:21: So
38:23: when I click on calendar, it opens up this larger landscape.
38:27: immediately I can go to this funnel here and
38:32: search for a particular category.
38:34: So I want to know when we have court next.
38:37: So I could select that category.
38:39: And by the way, your firm sets up those categories that they want to see on their
38:45: calendar appointments.
38:46: Okay.
38:46: So
38:48: they'll set those up.
38:49: They can search for a particular date range, or you can search for a particular date
38:53: range
38:54: here and
38:57: it will pull up a list of those particular items.
39:00: Now if you want to narrow down even further
39:04: let's go back to the calendar here you can put whatever applicable filters are going
39:09: to help you to do that.
39:10: You can also switch the day, week, work week, month, fuse here.
39:16: You
39:18: can collapse that filter search.
39:21: And as a matter of fact, after you search for something and you click search, hit
39:25: close so you have a little bit more landscape.
39:28: Once you've selected
39:31: what you want to see in front of you, or if you've narrowed down those results, you
39:36: can also go ahead and print whatever list to a PDF if you need it.
39:43: Okay.
39:45: All
39:46: right, let's go back to work week, hit close.
39:49: So that's just being able to filter down here, team.
39:53: Another thing that you want to be able to do on the calendar is, of course, add
39:57: appointments.
39:58: So if you are looking at today and you say, hey, I need to make an appointment for
40:02: somebody in the firm, one thing I would suggest is before you start making
40:06: appointments for folks in your firm, make sure that you have the setting turned on
40:11: that shows you their calendar.
40:13: Okay.
40:13: So in Care It Legal, you don't have to go
40:18: in like you do in Outlook or in Google and share your calendar with others.
40:24: Their calendar is already technically shared with you.
40:28: You just have to make it so that you can see it on your calendar.
40:31: So let me demonstrate this so it'll make a little bit more sense.
40:34: If you go to the calendar, like we are now, and follow that red bar all the way
40:39: across the top you'll get to a little hidden menu over here on the far right hand
40:44: side it's actually a collapsible menu but i'm going to refer to it as a hidden menu
40:49: if you hover over it and click expand you'll see what are timers here and i'm just
40:56: going to get these out of the way for now
40:59: so i have timers by default in this hidden menu if i go to this hidden menu or this
41:05: collapsible menu on any other page,
41:09: I can get to my timers there.
41:12: But on the calendar page, this hidden menu has this user option.
41:18: And when I first come in here, our team,
41:21: just hit this and then hit refresh.
41:23: I wanna show you this again.
41:25: So you go to the calendar page, follow that red bar all the way across,
41:32: and you'll see the timers.
41:37: that may not be added yet, and the users that may not be added yet.
41:41: You will also see all of your firm's categories that you all have.
41:46: And at the very bottom, you also can access recent matters or leads that you've been
41:50: working on.
41:52: But for the calendar purpose here, I can add other users to
41:59: my view.
42:01: So I can say, I wanna be able to see their calendar.
42:03: And when I add them here, I can then go further and say when I want to see them.
42:08: So if I click them off, check them off here, then it will actually add them to my
42:13: calendar.
42:14: And you can see EA for that particular user where my initials show up as ESH.
42:22: And if you don't see your other users' initials but you see their calendar
42:26: appointment, that's because they didn't go into their My Settings and
42:32: set their user initials up.
42:34: Okay? So just kind of note that.
42:38: All right.
42:38: But that's how you can see other users calendar.
42:43: Now, if we are both attending the same appointment,
42:48: then it will show up.
42:50: The appointment will show up twice because I'm displaying their calendar and mine,
42:53: not just mine.
42:55: OK, so you'll see duplication of some appointments if we're all attending the same
43:00: appointment
43:02: meeting or deadline.
43:05: How do I add an event?
43:06: Again, you can do this from many places, the plus sign, or even here on the calendar
43:10: on the matter.
43:13: But let me just demonstrate what that looks like.
43:15: Create a new event.
43:17: Add the subject.
43:23: So here's my subject.
43:25: Is it private for just me?
43:29: I can specify that.
43:30: And what that does is everyone can still see my calendar, but all they'll see is
43:34: available, busy, or out of office if I select one of the private options.
43:38: Not private, it's available and others can see it.
43:42: The location is powered by Google Maps.
43:44: So if you did send this event out to an external party,
43:49: they would actually get the option to accept as well as use
43:55: the location for navigation.
43:58: The category is where your firm can select the categories that they want for this
44:02: appointment.
44:03: So this is a deadline for me, so I'm going to select deadline.
44:08: The from and to date and time,
44:11: whether it's all day or if I need to calculate,
44:15: maybe I need to know what 30 days from today is, I can use the calculate button.
44:20: Add your subject or I'm sorry, your details here.
44:24: and then whose calendar is this going on by default so that's their event for them
44:30: you may be booking this for somebody else right so make sure that you select the
44:35: event owner that it belongs to not necessarily for you and
44:39: then if you are inviting firm users you
44:43: can't also invite external the fail safe here so either you're inviting firm users
44:49: or you're inviting uh sending out an invite for external if
44:55: you invite firm users this will show up on this user's calendar
45:01: this user's calendar and this user's calendar
45:06: if you have all three of those people checked off back out on the calendar then all
45:11: three of their it'll show three different appointments but they're all the same
45:15: appointment okay um it's just it does it by that individual's calendar when it
45:20: displays it.
45:21: So it treats them as individual calendars,
45:24: even though you can see them collectively.
45:28: The matter that this is for, I can go ahead and put in the matter, start to type in
45:33: the name or number.
45:34: This is going to vary from the firm.
45:36: And then do I want to go ahead and create a time entry?
45:39: I usually say wait until the appointments happen so you can actually document how
45:42: long it takes instead of just assuming it's going to take that 30 minutes or less.
45:47: that it has here.
45:49: Do you want reminders about this event?
45:52: You know, in Outlook, you have default reminders for your Outlook appointments
45:56: that'll pop up.
45:57: In Carrot Legal, Carrot Legal is a separate software, right? So you need to know
46:02: that if you want reminders for
46:05: the particular event owner,
46:08: then you need to go in and have those reminders set up.
46:12: So email, pop-up notifications, however you want it.
46:16: You could set as many as you want and override our five or counting in five
46:21: increments here.
46:22: You could override this to three hours,
46:26: email them ahead,
46:28: five weeks ahead, etc.
46:30: Okay, hit save and this will log that appointment.
46:34: Now, if you did want to send it to somebody external,
46:38: you can click external and it will show you the parties from that case first, so
46:43: matter-related contacts first, and then everyone else.
46:47: So if I want to invite Elizabeth Smith, I can also have a reminder go out for them
46:52: here.
46:54: And I can even still invite people from the firm, but I have to type in their email
47:00: address.
47:02: I just can't select both firm and external.
47:06: If I want to invite people from the firm, they have to be in the external side.
47:10: Okay.
47:11: That is calendar events.
47:12: So this would record to the matter and also show up here on this main calendar.
47:18: If I don't need those folks displayed on my calendar again, I can uncheck them.
47:24: If I don't need my calendar because I'm only in here to help the attorney, then I
47:29: can uncheck my two and just leave the attorney's calendar up.
47:34: All right,
47:36: there we go.
47:37: So that is the calendar.
47:38: Let me just quickly go over email as well.
47:42: if I click on email on the far left-hand side of the screen team, that will open
47:46: email in a separate tab.
47:48: Why? Because just like any other email, you typically don't just close out of your
47:54: email.
47:54: You usually keep it up all day long.
47:57: So here with the Carrot Legal email,
48:01: I can see on the left-hand side my
48:05: inbox,
48:06: my sent, archive, spam, et cetera.
48:09: I can see that here on the left-hand side.
48:12: In the middle here, I can see all my emails.
48:16: And then when I click on them, on the far right, I will see my reading pane.
48:19: so
48:21: the main purpose of having email and hear it is so that you can kind of work all
48:26: from within the software and not have to go somewhere else every time that you need
48:30: to do a function such as send an email document a phone call anything like that so
48:35: that's the main purpose of having it in here it is not to replace necessarily your
48:39: outlook there are going to be some functionalities that you're still going to need
48:43: to do an outlook or g suite right depending on what you use
48:46: If you need to search emails, you can do so here as
48:51: a filter.
48:53: If you need to save the email to a file,
48:57: you click on it.
48:58: Over here, there will be a Save to Matter button where you can select from the
49:02: dropdown.
49:05: The email belongs
49:08: to this particular matter.
49:10: Select it and hit Save to Matter.
49:12: It will ask me if I want to create a time entry, and I'm going to say no thanks.
49:16: I'll come back to that.
49:18: And that is how I can log emails to Matters.
49:21: If the sender is a new sender, I can go ahead and click the plus sign beside their
49:26: email address up here, and I can log them as a new person or new company.
49:32: It pulls the email address in, but I'll need to put the first and last name and hit
49:36: save.
49:39: So that's how you can log them as a new contact.
49:41: your attachments here can be previewed or you can even save them back to the matter
49:47: as a document okay if i need to send an email compose or as we saw earlier you can
49:55: also do this from this plus sign at the top new email okay and
50:02: that's the gist of email um tasks
50:07: Again, tasks are located on the left-hand side.
50:10: However, that
50:12: task list looks exactly like this.
50:14: And one thing I love about this is when you log in in the morning,
50:17: not only do you see just a quick view of the emails that you have come in,
50:23: and you can click on them and read through them.
50:27: You can log them here to the matter and hit the little check mark.
50:32: That'll save them.
50:34: um same thing for calendar you can see a quick view of your calendar appointment
50:39: appointments hopefully if it's not as bare as mine and then the task here I can see
50:46: what I have do today that's what it defaults to what do I need to get done today
50:51: whereas I have other things upcoming and apparently lots of things overdue um
50:57: hopefully yours does look like this so I can also go to all of mine or what's been
51:03: completed in the past.
51:05: To me and by me.
51:06: To me is my task.
51:09: This is, again, what it defaults to.
51:11: All my tasks due today.
51:12: But I can check up on other tasks that I've assigned to others just to make sure I
51:17: don't need to, like, jump in and give a hand.
51:19: Okay.
51:21: And there's that task we assigned earlier for call Nancy back.
51:25: So your to-do list really is to help you balance
51:29: and use your time wisely.
51:31: Everything that you need to actually accomplish should be logged here as a to-do
51:36: list item.
51:38: As a matter of fact, you're going to have some things logged as both a to-do list
51:42: item and as a deadline on your calendar, right? There's some things that you need to
51:47: be able to see the deadline on the calendar as an event, but in addition, you need
51:52: to make sure that the things that were supposed to be done were done.
51:56: So you want to have them as a task.
51:58: So if I was to show you this, it would look like this.
52:01: I could mark it complete.
52:04: I could also comment on it.
52:07: And there's just a lot of great functionalities with this.
52:09: We have some great help menu videos on this.
52:14: In addition, since that help menu video was created, we also have workflows that
52:20: help automatically generate these tasks and calendar events.
52:24: So look for more of those items as you start to use Carrot Legal.
52:28: We have help menu articles.
52:30: We have videos.
52:31: But just know that those are a thing.
52:33: If I want to add a task on the fly, again, I can do that from this quick menu, new
52:38: task.
52:38: Or if I'm using the plus sign down here, I can fill in that task, subject
52:44: description.
52:45: Is it a priority? It needs to be bumped up on the list? Does it need to be a phone
52:49: call? I can color code these.
52:52: I would check with my firm to just come up with a key that everybody can use for the
52:57: color coding.
52:58: Tagging the
53:00: task so that it can have a particular category that's searchable.
53:06: And then also I can attach documents if I need somebody to complete a task with that
53:11: document.
53:13: set tasks to reoccur or even create subtasks and templates okay so just to give you
53:20: an idea here test set
53:23: it to a particular matter and
53:30: then hit save and close there's
53:35: my task here and
53:39: then for subtask whenever we have subtask assigned oops today there we go I'll see
53:46: over on the right hand side zero of five and I can click through those
53:53: three of five have been completed once I'm done I can complete the whole thing and
53:57: it just moves it to completed Okay,
54:01: let's touch on time and time entries real quick.
54:04: That is an important one for us.
54:06: So on the right hand side of your screen, again, you have that hidden menu.
54:10: This is for folks who like to enter time entries as
54:16: timers.
54:17: So add new timer here, start timer.
54:20: And I'm going to show you just some quick tips for time entries.
54:24: If I log the timer
54:27: select the matter it's for and hit play immediately i like to go to the edit timer
54:33: below it and just add a brief description of what i'm working on drafting i may even
54:39: note the time if
54:43: i can get this together for 12 15 let's say something like that
54:48: and then hit save right throughout the day i can start other timers
54:56: and it's just going to pause the last timer.
54:58: I could go ahead and add my, what I'm working on here.
55:07: This is at 13.
55:12: We're going to use some military time just because I'm trying to quickly demonstrate
55:16: this and can't think on the fly, I guess.
55:19: There you go.
55:19: So there you go.
55:20: I've started timers and put a little brief description in them.
55:25: I can see my recent matters release here.
55:27: They're still there.
55:28: I can access them.
55:29: But note that you can have 10 timers on the right hand side of the page.
55:34: Only one of them can be running at a time.
55:36: I can pause them.
55:37: I can get rid of them.
55:40: Or I can save them by checking the save mark.
55:43: And usually what I recommend is by the end of the day, if you started timers and use
55:48: that little edit timer functionality,
55:50: you can go back to this, you know, throughout the day.
55:54: and you
55:58: can go ahead and 132.
56:04: There you go.
56:05: Hit little things like that.
56:06: There we go.
56:07: So throughout the day, you can still revisit the other timers, hit play again, stop.
56:11: But once you're ready at the end of the day to save it, you can go to the check mark
56:17: here, hit save.
56:19: And it says, are you sure you want to save and stop this timer in? Yes, I do.
56:23: At the end of the day, your time entry screen will pop up.
56:26: Once you've seen this time entry screen, you've seen them all.
56:30: So you should always have your matter set and the user that gets the credit for the
56:34: time.
56:35: So the matter and the user.
56:37: The rate should automatically pop in for that user on this matter.
56:44: The date,
56:46: the duration, and you can always update the duration if you need to.
56:50: Let's say that it was actually three minutes total.
56:54: I can put 3M.
56:56: I can do decimals.
57:01: I could do any of that, okay?
57:04: So I like to do 3M for three minutes.
57:07: I can do no charge.
57:10: This will still go to the bill and show the client the narrative and
57:14: the duration.
57:16: Or I can do no charge, don't show.
57:18: And that won't send it to billing at all.
57:19: It just stays on the matter.
57:22: Okay, this is internal.
57:24: And you'll see it abbreviated NCDS.
57:26: This you'll see abbreviated NC.
57:29: So this one's if it goes to the bill but doesn't charge.
57:32: This one, it does not go to the bill.
57:35: Okay, if you're planning on charging it, then don't click no charge.
57:39: It should default to that for you.
57:41: And the work type here is some quick, easy ways for you to save time as a firm.
57:47: So you as a firm can set up as many work types as you want.
57:51: And here I could say I'm working on drafting or document preparation.
57:58: Because that's what my drafting one was in here.
58:05: I can add a few other just quick items to it.
58:08: But by default, it should populate what I want it to populate here.
58:14: Okay.
58:15: By default.
58:16: and then I can add or take away anything once it populates that narrative.
58:20: The clients will never see work type.
58:22: They'll just see the narrative piece here, okay?
58:25: Notice that I'm using that pop-up that keeps coming up, Grammarly, to do my spell
58:29: check for me.
58:31: I use Grammarly, but you are welcome to use any spell check that's
58:36: for browsers.
58:38: And that might be a discussion for you and your firm to have.
58:42: Okay, so that's how you do a time entry.
58:44: If I want to do a new one, I can hit save and new.
58:47: If I want to just save this one and close it, I can do that.
58:51: And after you save and close those timers or time entries, you can always go to the
58:56: file.
58:57: I'm just going to go to my shortcut here.
58:58: Go to the file.
59:00: And we will see the time logged
59:04: under time and expenses.
59:05: All time entries, flat fees, and expenses related to this matter will be logged here
59:11: under time and expenses.
59:12: Okay.
59:14: So that time entry or any other time entry we did today will be logged at the top,
59:18: most recent.
59:20: And I can go in and edit or even delete duplicates.
59:26: We will also see the events that we added, remember, to this calendar.
59:32: The task that we added.
59:35: Once you start using workflows, you'll be able to see your workflow progress here.
59:40: And it will create those tasks and events for you.
59:43: You'll see any notes that you log to the file.
59:47: And you'll have your communications, both phone calls and emails, logged here.
59:53: You do have the ability, if your firm sets it up, to text from within Carrot Legal.
59:59: It'll always require you to get consent from the person that you're texting, but
01:00:03: Joel's conversation will be logged right here in the file.
01:00:05: Again,
01:00:08: time entries will be logged here, but in addition, we have flat fees and expenses
01:00:13: that
01:00:14: can be added or logged to a file.
01:00:17: Right.
01:00:18: That way, when it's time to bill, everything that can be billed to the client is
01:00:21: located in one place right here.
01:00:24: Invoices, ledgers and payments we discuss on our billing and accounting trainings.
01:00:30: Documents we'll discuss on the documents training.
01:00:32: As
01:00:34: well as intake forms.
01:00:36: Just as a quick note, to add a document to this file, you can drag and drop or use
01:00:40: the upload button here.
01:00:42: And that'll put your documents into the files here.
01:00:46: Options will allow you to revisit the settings from setting up that matter, such as
01:00:52: billing settings.
01:00:54: And maybe now you need to add a required trust or say that it's a leads type
01:00:58: billing.
01:01:00: Maybe you need to update the billing increments.
01:01:04: how they want to receive their bill.
01:01:07: So just kind of keep that in mind.
01:01:09: You can also add notes to print on a particular invoice.
01:01:13: So this matter always has the same maybe
01:01:16: claim number or
01:01:18: account number that needs to be printed on their invoice.
01:01:20: This is something that you can do at this level of settings.
01:01:24: Click update.
01:01:26: You also have an activity log here.
01:01:29: One more thing I want to quickly show you before we wrap this up, team, and that is
01:01:33: outside of the matter, where can I see my time?
01:01:37: If you go over to the left-hand side, there's a time icon here.
01:01:44: And that time icon has
01:01:46: all of your time entries here
01:01:50: with the most recent at the top, just like that matter that we looked at, except
01:01:54: it's not exclusive to that one matter.
01:01:56: It has all of your matters time entries.
01:01:59: You can filter and narrow down for certain time entries for a particular user, etc.
01:02:05: You can edit or even delete.
01:02:09: And then, of course, if you want to see a calendar summary for how much time you've
01:02:14: logged so far this week, this day, this month, you can do that here.
01:02:18: If you click on that particular date, it will show you.
01:02:21: As you can see, I haven't logged anything.
01:02:23: But this is just a quick way to stay up with your time before billing.
01:02:28: Thank you so much for joining.
01:02:30: And sorry, we went over.
01:02:31: Look forward to having you on other trainings.
01:02:33: Have a great day.
01:02:37: Learn to navigate CARET Legal's interface, manage matters, tasks, calendar events,
01:02:43: emails, and time entries to streamline legal workflow and improve productivity.