CARET Legal Quick Start Training

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.

00:15:

00:17: Hi all and thanks for joining on today's session.

00:20: We are going to be covering the quick start here.

00:24: It is going to begin at the very first step, which is your current legal login

00:29: screen.

00:29: and then we will navigate and walk through the different kind of dashboards and key

00:38: navigation features of matters,

00:42: tasks, events, and

00:45: definitely time entries.

00:47: So that's a little bit about what we're going to be covering in this session.

00:52: This session is less than an hour, so if you can hang with me the whole time, that

00:56: would be great.

00:58: If you need additional resources after this training,

01:03: we do have not only the help menu, but we have plenty of staff here that are willing

01:07: to assist you in that journey, wherever that may be, whether it's support,

01:13: onboarding, training, etc.

01:16: So let's go ahead and jump right in and get started.

01:20: We are on the Carrot Legal login screen.

01:24: so the login screen not only allows you to log in here on your right it

01:30: also allows you to do the forgot password functionality which will send a reset link

01:37: if you need to reset your password

01:40: to your email on

01:42: the left hand side you may see the z drive

01:48: option here and we'll talk more about that in a documents training We

01:53: also have our plugins for Word,

01:57: which will allow you to open up Word, create a document in Word, and then ultimately

02:03: save it back into Carrot Legal directly from Word.

02:07: So that's a plugin for Word.

02:10: We have our Outlook plugin.

02:13: This only currently works for Classic Outlook.

02:17: And if you're unsure of if you have the classic Outlook or the new Outlook, you can

02:24: always double check with your IT team at your firm,

02:29: whoever that may be.

02:31: And then we also have our mobile apps down here.

02:35: The mobile apps are supported both by Apple and Google Play Store.

02:42: Okay, so let's go ahead and let's get logged in.

02:48: Once I'm logged in, team, the screen that I see in front of me will be two things.

02:53: On the left-hand side, you'll see a navigation bar

02:58: here

02:59: on the left-hand side where I can navigate to analytics,

03:05: our reporting dashboard,

03:09: email, our

03:10: email dashboard, or also known as kind of your email within Care-It.

03:17: Our CRM dashboard, which is all about potential leads.

03:22: So if you have a new person that wants to work with you and they reach out to your

03:26: firm, where can we track and keep that information?

03:30: That would be in this CRM button over on the far left.

03:35: And then your matters, of course, this is going to give you a list of all matters

03:39: that you have access to in your Carrot Legal.

03:41: The

03:43: calendar icon will take you to a calendar dashboard where you can filter down to

03:50: specific events for a particular matter or for a particular user's calendar.

03:58: Contacts will be all of your firm's Rolodex.

04:02: So this could be clients.

04:04: This could be opposing parties.

04:06: This could be anybody

04:08: that the firm has as a contact in their Rolodex.

04:14: You have task, which is your to-do list items.

04:19: This is going to be anything that you as an individual need to complete for

04:22: yourself.

04:23: So ensure that you have filed and then fill in the blank, right?

04:29: That's a to-do list task.

04:31: But also it could be items that you have assigned to others to complete.

04:36: Okay.

04:37: Documents gives you kind of a search

04:41: functionality to search documents throughout Carrot Legal.

04:44: But in addition,

04:46: it allows you to see most recent documents that have been shared with you via the

04:51: portal.

04:52: And just as a quick plug, we talk about the portal and other document

04:58: functionalities on the documents training.

05:00: time

05:03: is going to give you all of your users time your specific user can see all of your

05:09: time on

05:11: this time icon dashboard now

05:14: if you do more than time so let's say you are a particular user who also logs flat

05:19: fees or expenses you can also see your matters flat fees and expenses from this

05:25: icon.

05:26: And we'll talk more about that momentarily.

05:29: And then for my accounting users, you will see your

05:33: accounting module down here on the bottom left or icon.

05:37: Just note that if you don't have the accounting module

05:42: down here on the bottom left, that that is probably because that does not fall into

05:46: your wheelhouse of responsibilities or I'm sorry, wheelhouse of responsibilities

05:51: here.

05:52: So just kind of keep that in mind that some users will have it because it's part of

05:56: their responsibilities and some users will not.

06:01: Across the top here, team, you will see some additional buttons.

06:06: And this particular menu,

06:08: starting with the logo here on the left, all the way across to the right, will stay

06:13: with you wherever you navigate in Carrot Legal.

06:17: So if you go to a matter page,

06:21: the left-hand toolbar here or navigation bar will also be there.

06:25: And then the top navigation bar will say what

06:29: is displayed on the screen in front of you will change, right?

06:33: So if we go to email, for instance, and I click on email,

06:38: this particular tab opens up here.

06:43: And in this case,

06:45: what is displayed in front of us on the screen changes to more email specific items,

06:51: right, an inbox.

06:53: But the navigation bar up here at the top stays.

06:57: So I just wanted to demonstrate that.

07:00: This navigation bar will always stay where

07:04: this one, as we just saw, will kind of come and go.

07:08: But if you ever need to get back to this navigation bar, just click on this Carrot

07:12: Legal logo,

07:13: and that brings you right back to this main dashboard.

07:20: So, again, this bar over here on the left-hand side will come and go on certain

07:25: screens.

07:27: The one at the top will always stay.

07:29: And

07:30: then, of course, what's in front of you on your dashboard will change depending on

07:35: what screen you select or what icon you select over here on the left.

07:40: Okay, so let's talk about what other buttons we can find up here on the right-hand

07:44: side.

07:45: As soon as you get logged into Carrot Legal, if it hasn't already been set up for

07:51: you, you should go into your user settings over on the far right.

07:55: So you'll see a little icon,

07:58: my settings, and you'll want to go through these settings.

08:01: I'm going to do a quick overview just so you know what you're looking at here.

08:06: And to begin, it's going to be just making sure that your first and last name is

08:11: spelled correctly.

08:13: Right.

08:14: The user initials,

08:16: your title.

08:19: Permission levels will be set by the administrators.

08:23: account type should be either attorney or non-attorney depending on whether or not

08:27: you're an attorney.

08:30: And this will end up in different drop down menus throughout Carrot.

08:33: So if you're an attorney, you will be an option in the responsible attorney drop

08:38: downs.

08:38: Whereas if you're not an attorney, you won't show up in that drop down.

08:44: Should always make sure your time zone aligns.

08:48: If you want to receive notifications about tasks that you have been assigned or

08:53: calendar events that are coming up and you want to receive those notifications via

08:58: text, you can add your phone number here and then at the notification step on the

09:04: left, you can say how you want to be notified via text.

09:10: Just make sure that as a firm, you want that phone number set up here.

09:15: Some firms prefer to have texts coming to individuals'

09:19: phones.

09:20: Some firms do not.

09:22: Your preferences.

09:24: This is a really big one that I see users kind of pass by or skip over.

09:29: If you are a time entry user, so you enter a lot of time, you

09:35: should, or it is recommended that you go ahead and turn on the first three.

09:41: And let me just give you a quick overview of what that is.

09:44: For preferences, this will generate time entries when composing matter-related

09:48: emails and phone call notes.

09:50: So when you start an email or start a phone call note, it will automatically start a

09:55: timer once the matter is selected.

09:58: So if you want that to take place, you'll want to turn that on.

10:03: After sending an email, reviewing the time entry before saving it, that's the second

10:09: option.

10:10: And

10:11: then after you've read an email that you've received, do you want Carrot Legal to

10:17: remind you to enter time for that? So that's really those three preferences around

10:21: time users.

10:24: Pre-filter timeless to display my time entries is the equivalent of going over to

10:30: time icon,

10:32: what we were pointing out earlier, and saying, okay, show me all my time entries.

10:35: But you only want to see your time entries.

10:39: Now, if you are a user who has to review time entries for, you know, an attorney or

10:46: for lots of users in the firm, maybe you're the billing personnel,

10:50: then you may not have this turned on.

10:53: You want it turned off because you don't want to see just your time entries.

10:57: You want to see everyone's.

10:58: So just kind of note that.

11:01: Automatically expand all subfolders.

11:04: This is just whether or not you want your subfolders within the matters to be

11:08: expanded or collapsed.

11:10: I recommend in the beginning expanding them.

11:13: If your firm uses Zoom,

11:16: WorldDocs, or NetDocs, and they have already initiated that process, then you can

11:21: simply click on whichever applicable button,

11:25: and it will start that login screen so you can integrate with those particular third

11:31: parties, whether it be Zoom, WorldDocs, or NetDocs.

11:36: Email setup.

11:36: If you have not already set up your email into Carrot Legal, here you can click on

11:42: the applicable

11:43: sign-in option, whether it be Office 365 or Google, and then you can put in your

11:48: email address and password for that particular email and it will start syncing your

11:54: email.

11:55: That way that you can see your emails within Carrot Legal or vice versa.

12:00: If you send an email from Carrot Legal, you can see it in Outlook or in Google.

12:04: Now, note that the functionality is not meant to replace email, but to assist in

12:12: being able to use your email within Carrot Legal.

12:18: There is a stop sync button if you want to stop

12:23: syncing.

12:25: Sometimes folks will do that also if they didn't quite get it right on the first

12:29: go-round and they want to re-sync.

12:31: They'll stop, completely log out,

12:34: and then turn around and log back in and try to sync again.

12:37: So just kind of note that, but we have troubleshooting articles as well as support

12:41: if you run into any issues

12:44: doing that.

12:45: Folder settings.

12:47: As you can see here, I have my inbox in Carrot mapped to my inbox in Outlook.

12:52: my sent to sent my drafts to drafts my trash to deleted my spam to junk and archive

12:58: to archive

13:00: if your folders are not labeled for instance in carrot legal it's called trash in

13:07: google it might be called something else here in outlook it's called deleted so

13:12: just kind of be aware that you may not have the exact same older names as i do if

13:18: you want to add an email signature that matches your outlook signature you can add

13:23: your own email signature into carrot label and you can add multiple same thing if

13:29: you're you have your email set up in gsb or google you could plus sign and add that

13:35: signature in here

13:37: your default billing rate can be set this means any time entry that you do if

13:43: there's no other time entry that it's pulling from or i'm sorry time entry rate that

13:48: it's pulling from it will default to the default rate here but this is kind of the

13:52: last resort if you don't have it set up anywhere else like on the matter level or on

13:57: rate cards

14:00: if you are a user who logs time to leads base matters so your client expects you to

14:08: produce leads bills then you will need to make sure that your leads timekeeper id is

14:14: set up and

14:16: the utbms classification is selected.

14:19: If you're unsure of what this should be, make sure that you talk to your

14:24: billing personnel and they should be able to specify that.

14:30: We have timekeeper goals and then notifications for tasks, calendar, and K's way.

14:37: You'll have a pop-up that pops up at the top of the screen.

14:40: If you select pop-up, if you select email, you

14:46: will receive an email for these type of notification.

14:49: And then text will only be texted to you if you put that phone number that we

14:54: discussed at the beginning, if you put that phone number in that field at the top.

14:59: Okay, that is your My Settings.

15:01: Make sure that you take care of that kind of at the jump.

15:05: If you sync your email, also note that that does not automatically sync your

15:11: calendar, you will still have to go to the share sync button here for a calendar and

15:17: sign in with Microsoft.

15:18: Or if you use G Suite, sign in with G Suite.

15:22: And that will sync your calendar.

15:25: The calendar is a two-way sync.

15:27: So if you add Outlook appointment, it will come into Carrot

15:31: Legal calendar on your calendar.

15:34: And vice versa, if you add an appointment in calendar

15:37: here, here at legal, it will go out to your Outlook.

15:42: The syncing time can vary, but I always just tell all my users, give it about 10

15:47: minutes for that to populate.

15:51: If you do not love or it doesn't help you to have the email calendar and task here

15:57: on your dashboard, you can customize your dashboard.

16:02: So just note that.

16:03: And again, there's help articles for all of these kind of topics and so we'll point

16:08: that out right now so if you go back up to where the user is to the left

16:13: you'll see possibly a star and a text bubble sometimes you do not have these right

16:19: off the back so just wait for those topics and we will kind of touch on them later

16:25: but

16:26: for sure you have the question mark which is our help menu if you click on the help

16:31: menu you'll see help center

16:37: where you can tell

16:39: Carrot Legal's help menu what you're looking to search for and here i'm going to say

16:44: customize dashboard if i can spell for us let's see here

16:53: and here it gives you a short and sweet how to customize your dashboard and it's

16:59: just a few steps That's it.

17:02: You can also copy the link for this and share it with teammates if they also,

17:08: you think that they would find it helpful to know.

17:10: So you can just send them this link up here.

17:15: That is the help menu.

17:16: We also have, if I click back into this, quick

17:20: short videos with our videos option here, it takes you to our YouTube channel.

17:24: So just kind of note that.

17:27: And then if you want To put in a ticket for support,

17:31: we have now added a feature down here on the very bottom left.

17:36: Looks like so.

17:39: And when you go in here,

17:41: it will first look like this.

17:42: And you can say new conversation.

17:47: It will ask you to put your name,

17:51: your email address.

17:58: and then what

18:00: is the topic that you have a support ticket for so you'll select one of these and

18:08: then you'll tell what the issue is and hit send and that will store all of your

18:13: tickets

18:14: here on the left hand side and you can always access them down here

18:22: it will

18:25: also email you for the email address that you used in that ticket for any status

18:30: updates or support emailings

18:34: that they send you

18:36: alright while we're up here on the topic let's go to the plus sign and then the

18:40: magnifying glass the plus sign here team will allow you to do quick functionalities

18:46: throughout carrot legal So let's kind of touch on that.

18:49: If you needed to draft an email,

18:52: document a new phone call note,

18:55: start a new matter, you could click on new matter and instantly this will allow you

19:00: to start that matter setup process.

19:03: So filling in things like the matter name,

19:07: primary client, I'm sorry, practice area and primary client, as well as responsible

19:12: attorney.

19:13: You'll notice these fields here have a purple kind of bold bar on the left hand

19:21: side.

19:22: That is because those are required fields.

19:25: So those are required for carrot legal.

19:28: In addition to that, your firm may have other required fields that you are required

19:32: to fill in.

19:33: So just note that for functionality, CARAT needs these filled in.

19:38: But your firm may also require you to fill in things like originating and billing

19:41: attorney, where CARAT doesn't need them for functionality,

19:45: but your firm needs them to be able to

19:48: establish your files, how they need them done.

19:52: OK, there is a billing section here.

19:56: once you set up the file you can always revisit the billing settings or

20:01: the general settings and

20:04: then going down a little further past billing settings you'll see if you have rate

20:09: cards where you can select those rate cards for that particular matter and if you

20:14: need to override any specific

20:17: users rates that are on those rate cards you can add them here okay

20:22: and

20:24: set what their rate is.

20:27: If you are doing insurance defense or similar billing

20:32: where they're a little stricter on what you can include for time entries, you do

20:37: have the option for time entry rules.

20:41: If you already know which contacts are involved in the case, you can create and

20:46: select those contacts here or even add them on the fly and say what their role is to

20:52: the matter.

20:55: You also have the deadline of statues of limitations where

21:00: you can add that deadline or statue in here.

21:03: It will add it to the matters events page into

21:08: your calendar.

21:11: So really great for usually like hard deadlines, even if you don't do statue of

21:16: limitations.

21:18: Permissions, who has access to this matter? Everyone or only certain people.

21:25: Okay, so that's just a quick overview of how you can create a matter on the fly.

21:32: I'm going to hit cancel instead of create.

21:34: So we can go back to that.

21:39: Now, if you're using CRM

21:41: here on the left, we do have a separate training for this as well.

21:45: But it covers how to enter a potential client's information.

21:50: So plus sign instead of new matter, you go through the new lead process and you can

21:56: fill out a whole lead card here.

21:59: And eventually that lead can become a matter.

22:04: There's a convert button so you can convert them from a lead to a matter.

22:10: So you may not just jump right to adding a new matter in that case.

22:14: Do you need to add notes to a file? new matter note here you can just select the

22:20: file that you want to add the note for hit go

22:24: and it will allow you to document a note for that particular file

22:31: so here we are i can label the notes update on case

22:38: add the note here

22:40: maybe even screenshots whatever i want hit save

22:46: And there's my note.

22:48: Okay.

22:50: Again, I'm clicking this carrot legal icon to take me back to the dashboard.

22:56: Plus sign.

22:57: I can start, again, a new email from here.

23:01: All I need to tell it when I want to send an email is what matter I'm sending this

23:06: email for.

23:08: And immediately, on the right-hand side, a timer will start running.

23:12: If I don't need the timer, I can close out of it.

23:15: Remember, this comes from that preferences that we discussed a moment ago.

23:20: Who this is going to.

23:23: If I select this matter, the first thing it's going to show me are the contacts on

23:28: that matter.

23:29: Here's Christopher Smith.

23:30: And it even tells you what their role is, primary client.

23:34: Now, I can type in any other email in my contacts here or

23:40: search for them.

23:42: Okay.

23:43: the subject I can fill that in just as I can in Outlook and then down on the left it

23:48: will go to my default signature but I can always go to signatures and swap that out

23:53: okay so you can pick a different signature all

23:59: right I was going to give that a second there but I'm going to keep it moving so

24:02: that we can stick to our time here on the left you can also attach from your

24:07: computer the file system or from carrot legal documents note that it still is

24:13: reflective of zola docs but it is your carrot legal docs you

24:19: can save this email as a draft or once you're ready you can hit send if

24:25: you would like you also have an option to use a third party that we work with called

24:29: our mail and this will allow you to send the email let me just select somebody here

24:37: It will allow you to send the email through

24:40: our mail, which will track it.

24:42: So what IP address received it, etc.

24:47: You can also market for encryption or even require signature for the send.

24:54: Okay.

24:55: So this is a third party that we integrate with.

24:57: You do get, I believe they are up to two now,

25:01: two RMAIL sends

25:05: free a month.

25:05: So you can send two of these free a month.

25:08: And then after that, and that is per user,

25:10: after that you will need to actually upgrade your account directly with RMAIL.

25:14: okay so once I hit send on that email it will log it to the matter so we can always

25:20: see that email

25:22: there on that matter screen going back to the plus sign we can also quickly do a

25:27: phone call note a

25:29: phone call note team will allow us to tell

25:34: carrot legal what matter

25:39: the phone call was related to.

25:43: So I can select this.

25:45: Let's say somebody calls me.

25:47: I can say

25:48: it's regarding this matter and start taking notes and instantly take notes about the

25:54: call here.

25:56: I may even say, you know, who am I speaking with? And they'll say Nancy.

26:00: You know,

26:03: I could go into regarding.

26:06: I can add all the notes here.

26:09: If I called somebody else, right, if I called somebody on this case and I'm the

26:13: person calling them,

26:15: then I can say in

26:18: the from section as I'm getting ready to get them on the phone that the call was

26:22: from.

26:24: Myself from the firm.

26:26: So when it says from, it's actually who initiated the call.

26:29: where I spoke with, you can actually be more specific to who you actually spoke

26:33: with.

26:34: And in the dropdown, it will again show you the contacts from that matter.

26:40: Or you can even type in whoever

26:44: you spoke with here.

26:46: Okay.

26:48: There you go.

26:51: And subject will pre-populate for you.

26:52: You can leave that or it's really up to you if you want to change it.

26:57: the date, you can tag it so that you can search your phone calls by a certain

27:02: category later on.

27:04: Here, you'll see the timer is running.

27:06: I can say, make sure that you open the time entry after I hit save so I can review

27:10: that.

27:12: And again,

27:14: notes for the file about this

27:18: combo.

27:20: Now, if this particular person wants me to have the attorney call them back.

27:24: I can even create a task for the attorney,

27:27: which we'll talk about tasks in a moment.

27:30: And I can say,

27:32: call Nancy back.

27:35: It'll pull in the description if I still need the description from what we talked

27:39: about.

27:41: So that attorney can have that.

27:42: And then over here, I am assigning it to the

27:46: attorney.

27:49: Okay, due date, due time that they need to have this completed by this task will be

27:54: there.

27:55: The matter is going to be associated so we can see this task on the matter, but

27:59: Robert can see this in his task list and I can also see that I've assigned it to

28:05: Robert in my task list.

28:08: Status, what is the status of this task?

28:12: And then do I want to be alerted when Robert marks this task complete?

28:17: or if it goes past the due date and due time.

28:20: I can do both.

28:21: I can also set a reminder for Robert since it's due today at five, I can say, you

28:28: know, send him a pop-up notification

28:33: five minutes before.

28:34: I want another one, add a reminder.

28:36: I want a second one here.

28:37: I want an email notification too, and I just override it two hours ahead.

28:44: So this is a little bit about tasks.

28:48: But ultimately,

28:52: when I hit save and close, it logs the task for this matter.

28:56: And in addition, I can log the phone call note for this matter.

29:02: If

29:04: I would have sent that email,

29:08: I could have also,

29:11: we'll just go ahead and type this in there.

29:18: And it's going to say test.

29:22: There we go.

29:22: Hit send.

29:26: And then because I have that time entry preference as well, it's going to bring up

29:29: my time entry screen.

29:30: And we're going to talk about that in just a second.

29:34: All right.

29:35: So there we go.

29:35: We've logged from using this plus sign at the top.

29:39: We have talked about adding a matter, talked about briefly where you would go to add

29:43: a lead.

29:43: Again, we have separate videos

29:46: and training articles on how to do these things, but I want you to know just

29:50: navigation-wise where to find these items at.

29:54: Communications, I can send an email or document a phone call.

29:58: If I need to quickly set up a calendar appointment, I can do new event from

30:04: the top here and start that event.

30:07: We're going to take a look at that in just a moment as well.

30:10: So that is what the plus sign can do for you at the top.

30:14: The magnifying glass is very, very useful if you are looking for a particular matter

30:20: or a contact.

30:22: Okay, so if we go to this magnifying glass, I can type in the name or the number of

30:28: that file that we've been saving stuff to.

30:32: This Smith comma Elizabeth real estate file.

30:35: And when I click on this, I don't hit enter.

30:38: So as I'm typing up here in the search, it's not like Google where you hit enter.

30:43: you want to type in the name of the number of the file and then once it pops up

30:47: you'll see a little purple briefcase beside it you can click on it with your cursor

30:52: so if you click on it with your cursor it brings you right to the matter and

30:59: this is what our matter page looks like okay so you'll have the name of the file up

31:04: here at the top below that you'll have the matter fields with particular data about

31:10: the file.

31:11: So think of this as a Manila file folder where this is your cover page or even the

31:17: label of the file, right? So you have your matter number, matter name, the status,

31:24: when it was opened, the docket number,

31:27: who's the primary client.

31:29: And if you ever need to change the primary client, you accidentally selected the

31:33: wrong one, you could do that by clicking up here and changing out the primary

31:37: client.

31:39: Practice area, responsible attorneys, et cetera.

31:44: On the right-hand side, if your firm requires custom fields, you could go ahead and

31:48: click on those and fill in your custom fields.

31:53: Some firms do custom fields.

31:54: Some firms do not.

31:56: Some firms actually prefer

31:58: doing intake forms.

32:01: With intake forms, it allows you to collect customizable information like so, like

32:07: this.

32:08: but it is laid out in a form format like this here.

32:14: So you can say, you know, you want to see particular data about a questionnaire,

32:19: the contract,

32:22: different things.

32:22: You build these out yourself and that way you can go through and just say, okay,

32:26: this is what I'm looking for instead of scrolling right here on the right-hand side.

32:31: And you'll see it has a mini scroll bar.

32:35: Going back to the matters, contacts tab these are the tabs across the middle the

32:41: contacts tab is the default tab here and it has all of your contacts that are

32:48: associated to this file to add contacts to the file you can use the plus sign here

32:54: on the right just

32:56: as like if you're going to do an event for this file you want to add maybe some type

33:02: of appointment,

33:05: meeting, deadline to this event page for this matter, you can just go to the plus

33:10: sign,

33:12: right? Task, same thing.

33:14: If you want to add a to-do list item to this file,

33:18: you can go to the matter, go to task, and click on the plus sign.

33:22: So

33:23: really, if you take away anything from this training is if you can get to the matter

33:29: file then you can go to any of the applicable tabs really click on it and there's a

33:36: plus sign to add to it on the right okay all right so let's um go back to contacts

33:43: so here you will have your matter related contacts the primary client when the file

33:49: is set up will automatically put the primary client here for you so when you set up

33:53: the matter file and

33:56: the primary client is selected it will automatically put them down here and default

34:00: them as a billing contact so if you ever need to update the phone number or the

34:05: email address for this contact you can just click on the contact name and it will

34:11: pop up here okay in

34:15: addition if you're looking for particular contacts and maybe it's not relative to

34:22: the matter.

34:23: I'm

34:24: just going to open up another tab up here.

34:27: I want to show you this because I feel like this is helpful.

34:30: And you

34:32: could be on any page in Carrot and you can also use this magnifying glass at the

34:37: top.

34:38: So if I'm looking for Elizabeth Smith,

34:42: right, I

34:44: can search that person up here.

34:46: And again, Don't click enter, but you can just see the little person icon here,

34:52: and I can click on that, and that takes me to their contact card.

34:57: All right, last one is if I went to the left-hand menu over here, I can click on

35:02: contacts, and

35:04: I can search my firm Rolodex using the filter

35:10: over

35:11: on the far right.

35:12: Notice I don't use the search specifically.

35:15: I like to use the filter.

35:17: The filter allows me to narrow down my results by exactly what I'm looking for.

35:21: If I'm looking for a name, I can be specific with first name, last name, and then

35:24: hit search.

35:26: I can use the different Rolodex options here or even a list, but I prefer to get

35:31: right to what I'm looking for, so that's why I use the filters.

35:35: Okay.

35:36: And then if you click on one of these, it opens it up.

35:39: You can go and see the related matters.

35:42: So the general tab is the information about the contact, but related matters is any

35:47: matter they're related to or they've been associated with.

35:52: All right, so that is contacts in here.

35:54: Again, on the matter itself, I

35:58: have contacts.

35:59: I can add contacts to this matter just by searching them.

36:04: If they don't exist yet, I could add them with the plus sign on the right.

36:09: and there would be a plus sign right here on the right to add contacts.

36:13: I can specify their role.

36:15: I can also say whether or not they get a copy of the bill.

36:19: In Carrot Legal, you can have more than one person get a copy of the bill.

36:23: And if you don't want the main primary contact to have the billing setting, then you

36:28: can remove them as a billing contact,

36:31: leaving the other two.

36:34: You also have firm collaborators where you can add different internal users as

36:39: collaborators on this file.

36:42: They can get notifications about this file.

36:45: You also can, and

36:48: this is in addition

36:51: to the responsible originating and billing attorneys here.

36:54: Responsible attorney is really the main person who's overseeing the file,

36:59: whereas the billing attorney might just need to review bills on this particular file

37:03: and

37:05: then the originating attorneys who typically brought it in.

37:10: Again, firms use these in different ways, but that's kind of the default use there.

37:16: And then firm collaborators can be staff, docketing manager, legal assistant,

37:20: paralegal.

37:20: You are the one who decides what roles are involved there and they get added the

37:26: same way.

37:29: Okay, so let's talk quickly about calendar events and tasks,

37:35: and then we'll talk more about the email functionality.

37:37: So I'm just going to go back to the dashboard here.

37:41: And I want to show you this because all users should know this.

37:48: And I'm just going to do a quick time check.

37:50: Okay, great.

37:51: So back out on the dashboard team, I want to point out that on the left-hand side,

37:57: there's this calendar icon and

38:00: when I click on it it's

38:02: going to look a little larger

38:04: and give you a little bit more landscape than the one that we saw earlier on the

38:09: main dashboard but

38:11: the purpose of this calendar isn't just to give you a larger landscape actually

38:16: the purpose allows you to to kind

38:20: of see other users' calendars and to maybe book appointments for other users or

38:29: review certain calendar appointments.

38:31: So this is more than just being able to have a larger view.

38:36: So

38:37: when I click on calendar, it opens up this larger landscape.

38:41: immediately I can go to this funnel here and

38:47: search for a particular category.

38:48: So I want to know when we have court next.

38:52: So I could select that category.

38:54: And by the way, your firm sets up those categories that they want to see on their

38:59: calendar appointments.

39:01: Okay.

39:01: So

39:02: they'll set those up.

39:04: They can search for a particular date range, or you can search for a particular date

39:08: range

39:09: here and

39:11: it will pull up a list of those particular items.

39:15: Now if you want to narrow down even further

39:19: let's go back to the calendar here you can put whatever applicable filters are going

39:24: to help you to do that.

39:25: You can also switch the day, week, work week, month, fuse here.

39:30: You

39:32: can collapse that filter search.

39:36: And as a matter of fact, after you search for something and you click search, hit

39:39: close so you have a little bit more landscape.

39:43: Once you've selected

39:45: what you want to see in front of you, or if you've narrowed down those results, you

39:50: can also go ahead and print whatever list to a PDF if you need it.

39:57: Okay.

39:59: All

40:01: right, let's go back to work week, hit close.

40:03: So that's just being able to filter down here, team.

40:07: Another thing that you want to be able to do on the calendar is, of course, add

40:12: appointments.

40:13: So if you are looking at today and you say, hey, I need to make an appointment for

40:16: somebody in the firm, one thing I would suggest is before you start making

40:20: appointments for folks in your firm, make sure that you have the setting turned on

40:25: that shows you their calendar.

40:28: Okay.

40:28: So in Care It Legal, you don't have to go

40:33: in like you do in Outlook or in Google and share your calendar with others.

40:38: Their calendar is already technically shared with you.

40:42: You just have to make it so that you can see it on your calendar.

40:46: So let me demonstrate this so it'll make a little bit more sense.

40:49: If you go to the calendar, like we are now, and follow that red bar all the way

40:53: across the top you'll get to a little hidden menu over here on the far right hand

40:58: side it's actually a collapsible menu but i'm going to refer to it as a hidden menu

41:03: if you hover over it and click expand you'll see what are timers here and i'm just

41:10: going to get these out of the way for now

41:13: so i have timers by default in this hidden menu if i go to this hidden menu or this

41:20: collapsible menu on any other page,

41:23: I can get to my timers there.

41:27: But on the calendar page, this hidden menu has this user option.

41:32: And when I first come in here, our team,

41:35: just hit this and then hit refresh.

41:37: I wanna show you this again.

41:40: So you go to the calendar page, follow that red bar all the way across,

41:46: and you'll see the timers.

41:51: that may not be added yet, and the users that may not be added yet.

41:56: You will also see all of your firm's categories that you all have.

42:01: And at the very bottom, you also can access recent matters or leads that you've been

42:05: working on.

42:06: But for the calendar purpose here, I can add other users to

42:14: my view.

42:16: So I can say, I wanna be able to see their calendar.

42:18: And when I add them here, I can then go further and say when I want to see them.

42:23: So if I click them off, check them off here, then it will actually add them to my

42:28: calendar.

42:28: And you can see EA for that particular user where my initials show up as ESH.

42:36: And if you don't see your other users' initials but you see their calendar

42:41: appointment, that's because they didn't go into their My Settings and

42:47: set their user initials up.

42:49: Okay? So just kind of note that.

42:53: All right.

42:53: But that's how you can see other users calendar.

42:57: Now, if we are both attending the same appointment,

43:02: then it will show up.

43:04: The appointment will show up twice because I'm displaying their calendar and mine,

43:08: not just mine.

43:10: OK, so you'll see duplication of some appointments if we're all attending the same

43:14: appointment

43:16: meeting or deadline.

43:19: How do I add an event?

43:21: Again, you can do this from many places, the plus sign, or even here on the calendar

43:25: on the matter.

43:27: But let me just demonstrate what that looks like.

43:29: Create a new event.

43:31: Add the subject.

43:37: So here's my subject.

43:39: Is it private for just me?

43:43: I can specify that.

43:45: And what that does is everyone can still see my calendar, but all they'll see is

43:49: available, busy, or out of office if I select one of the private options.

43:53: Not private, it's available and others can see it.

43:57: The location is powered by Google Maps.

43:59: So if you did send this event out to an external party,

44:04: they would actually get the option to accept as well as use

44:09: the location for navigation.

44:12: The category is where your firm can select the categories that they want for this

44:17: appointment.

44:18: So this is a deadline for me, so I'm going to select deadline.

44:23: The from and to date and time,

44:26: whether it's all day or if I need to calculate,

44:29: maybe I need to know what 30 days from today is, I can use the calculate button.

44:34: Add your subject or I'm sorry, your details here.

44:39: and then whose calendar is this going on by default so that's their event for them

44:45: you may be booking this for somebody else right so make sure that you select the

44:50: event owner that it belongs to not necessarily for you and

44:54: then if you are inviting firm users you

44:58: can't also invite external the fail safe here so either you're inviting firm users

45:03: or you're inviting uh sending out an invite for external if

45:10: you invite firm users this will show up on this user's calendar

45:16: this user's calendar and this user's calendar

45:21: if you have all three of those people checked off back out on the calendar then all

45:26: three of their it'll show three different appointments but they're all the same

45:29: appointment okay um it's just it does it by that individual's calendar when it

45:35: displays it.

45:36: So it treats them as individual calendars,

45:39: even though you can see them collectively.

45:42: The matter that this is for, I can go ahead and put in the matter, start to type in

45:47: the name or number.

45:48: This is going to vary from the firm.

45:51: And then do I want to go ahead and create a time entry?

45:53: I usually say wait until the appointments happen so you can actually document how

45:57: long it takes instead of just assuming it's going to take that 30 minutes or less.

46:02: that it has here.

46:04: Do you want reminders about this event?

46:07: You know, in Outlook, you have default reminders for your Outlook appointments

46:11: that'll pop up.

46:12: In Carrot Legal, Carrot Legal is a separate software, right? So you need to know

46:16: that if you want reminders for

46:19: the particular event owner,

46:22: then you need to go in and have those reminders set up.

46:26: So email, pop-up notifications, however you want it.

46:30: You could set as many as you want and override our five or counting in five

46:36: increments here.

46:37: You could override this to three hours,

46:40: email them ahead,

46:43: five weeks ahead, etc.

46:45: Okay, hit save and this will log that appointment.

46:49: Now, if you did want to send it to somebody external,

46:52: you can click external and it will show you the parties from that case first, so

46:58: matter-related contacts first, and then everyone else.

47:01: So if I want to invite Elizabeth Smith, I can also have a reminder go out for them

47:06: here.

47:08: And I can even still invite people from the firm, but I have to type in their email

47:15: address.

47:17: I just can't select both firm and external.

47:20: If I want to invite people from the firm, they have to be in the external side.

47:25: Okay.

47:26: That is calendar events.

47:27: So this would record to the matter and also show up here on this main calendar.

47:32: If I don't need those folks displayed on my calendar again, I can uncheck them.

47:39: If I don't need my calendar because I'm only in here to help the attorney, then I

47:43: can uncheck my two and just leave the attorney's calendar up.

47:48: All right,

47:50: there we go.

47:51: So that is the calendar.

47:53: Let me just quickly go over email as well.

47:56: if I click on email on the far left-hand side of the screen team, that will open

48:00: email in a separate tab.

48:03: Why? Because just like any other email, you typically don't just close out of your

48:09: email.

48:09: You usually keep it up all day long.

48:11: So here with the Carrot Legal email,

48:15: I can see on the left-hand side my

48:19: inbox,

48:21: my sent, archive, spam, et cetera.

48:23: I can see that here on the left-hand side.

48:26: In the middle here, I can see all my emails.

48:30: And then when I click on them, on the far right, I will see my reading pane.

48:34: so

48:35: the main purpose of having email and hear it is so that you can kind of work all

48:41: from within the software and not have to go somewhere else every time that you need

48:44: to do a function such as send an email document a phone call anything like that so

48:49: that's the main purpose of having it in here it is not to replace necessarily your

48:54: outlook there are going to be some functionalities that you're still going to need

48:57: to do an outlook or g suite right depending on what you use

49:01: If you need to search emails, you can do so here as

49:06: a filter.

49:08: If you need to save the email to a file,

49:12: you click on it.

49:13: Over here, there will be a Save to Matter button where you can select from the

49:17: dropdown.

49:20: The email belongs

49:22: to this particular matter.

49:24: Select it and hit Save to Matter.

49:27: It will ask me if I want to create a time entry, and I'm going to say no thanks.

49:31: I'll come back to that.

49:32: And that is how I can log emails to Matters.

49:36: If the sender is a new sender, I can go ahead and click the plus sign beside their

49:40: email address up here, and I can log them as a new person or new company.

49:47: It pulls the email address in, but I'll need to put the first and last name and hit

49:50: save.

49:53: So that's how you can log them as a new contact.

49:56: your attachments here can be previewed or you can even save them back to the matter

50:02: as a document okay if i need to send an email compose or as we saw earlier you can

50:10: also do this from this plus sign at the top new email okay and

50:17: that's the gist of email um tasks

50:22: Again, tasks are located on the left-hand side.

50:24: However, that

50:27: task list looks exactly like this.

50:29: And one thing I love about this is when you log in in the morning,

50:32: not only do you see just a quick view of the emails that you have come in,

50:37: and you can click on them and read through them.

50:41: You can log them here to the matter and hit the little check mark.

50:46: That'll save them.

50:48: um same thing for calendar you can see a quick view of your calendar appointment

50:54: appointments hopefully if it's not as bare as mine and then the task here I can see

51:01: what I have do today that's what it defaults to what do I need to get done today

51:06: whereas I have other things upcoming and apparently lots of things overdue um

51:12: hopefully yours does look like this so I can also go to all of mine or what's been

51:17: completed in the past.

51:20: To me and by me.

51:21: To me is my task.

51:24: This is, again, what it defaults to.

51:26: All my tasks due today.

51:27: But I can check up on other tasks that I've assigned to others just to make sure I

51:32: don't need to, like, jump in and give a hand.

51:34: Okay.

51:36: And there's that task we assigned earlier for call Nancy back.

51:39: So your to-do list really is to help you balance

51:43: and use your time wisely.

51:46: Everything that you need to actually accomplish should be logged here as a to-do

51:51: list item.

51:52: As a matter of fact, you're going to have some things logged as both a to-do list

51:56: item and as a deadline on your calendar, right? There's some things that you need to

52:02: be able to see the deadline on the calendar as an event, but in addition, you need

52:06: to make sure that the things that were supposed to be done were done.

52:11: So you want to have them as a task.

52:12: So if I was to show you this, it would look like this.

52:16: I could mark it complete.

52:19: I could also comment on it.

52:22: And there's just a lot of great functionalities with this.

52:24: We have some great help menu videos on this.

52:29: In addition, since that help menu video was created, we also have workflows that

52:35: help automatically generate these tasks and calendar events.

52:39: So look for more of those items as you start to use Carrot Legal.

52:43: We have help menu articles.

52:45: We have videos.

52:45: But just know that those are a thing.

52:48: If I want to add a task on the fly, again, I can do that from this quick menu, new

52:53: task.

52:53: Or if I'm using the plus sign down here, I can fill in that task, subject

52:58: description.

53:00: Is it a priority? It needs to be bumped up on the list? Does it need to be a phone

53:04: call? I can color code these.

53:07: I would check with my firm to just come up with a key that everybody can use for the

53:11: color coding.

53:13: Tagging the

53:14: task so that it can have a particular category that's searchable.

53:20: And then also I can attach documents if I need somebody to complete a task with that

53:26: document.

53:27: set tasks to reoccur or even create subtasks and templates okay so just to give you

53:34: an idea here test set

53:37: it to a particular matter and

53:45: then hit save and close there's

53:49: my task here and

53:53: then for subtask whenever we have subtask assigned oops today there we go I'll see

54:01: over on the right hand side zero of five and I can click through those

54:08: three of five have been completed once I'm done I can complete the whole thing and

54:11: it just moves it to completed Okay,

54:16: let's touch on time and time entries real quick.

54:19: That is an important one for us.

54:20: So on the right hand side of your screen, again, you have that hidden menu.

54:25: This is for folks who like to enter time entries as

54:31: timers.

54:31: So add new timer here, start timer.

54:35: And I'm going to show you just some quick tips for time entries.

54:38: If I log the timer

54:42: select the matter it's for and hit play immediately i like to go to the edit timer

54:48: below it and just add a brief description of what i'm working on drafting i may even

54:54: note the time if

54:58: i can get this together for 12 15 let's say something like that

55:02: and then hit save right throughout the day i can start other timers

55:10: and it's just going to pause the last timer.

55:13: I could go ahead and add my, what I'm working on here.

55:22: This is at 13.

55:27: We're going to use some military time just because I'm trying to quickly demonstrate

55:31: this and can't think on the fly, I guess.

55:34: There you go.

55:34: So there you go.

55:35: I've started timers and put a little brief description in them.

55:39: I can see my recent matters release here.

55:42: They're still there.

55:42: I can access them.

55:44: But note that you can have 10 timers on the right hand side of the page.

55:49: Only one of them can be running at a time.

55:51: I can pause them.

55:52: I can get rid of them.

55:54: Or I can save them by checking the save mark.

55:58: And usually what I recommend is by the end of the day, if you started timers and use

56:02: that little edit timer functionality,

56:04: you can go back to this, you know, throughout the day.

56:08: and you

56:13: can go ahead and 132.

56:18: There you go.

56:19: Hit little things like that.

56:21: There we go.

56:21: So throughout the day, you can still revisit the other timers, hit play again, stop.

56:26: But once you're ready at the end of the day to save it, you can go to the check mark

56:31: here, hit save.

56:34: And it says, are you sure you want to save and stop this timer in? Yes, I do.

56:38: At the end of the day, your time entry screen will pop up.

56:41: Once you've seen this time entry screen, you've seen them all.

56:45: So you should always have your matter set and the user that gets the credit for the

56:49: time.

56:49: So the matter and the user.

56:52: The rate should automatically pop in for that user on this matter.

56:58: The date,

57:00: the duration, and you can always update the duration if you need to.

57:04: Let's say that it was actually three minutes total.

57:09: I can put 3M.

57:11: I can do decimals.

57:16: I could do any of that, okay?

57:19: So I like to do 3M for three minutes.

57:22: I can do no charge.

57:24: This will still go to the bill and show the client the narrative and

57:29: the duration.

57:30: Or I can do no charge, don't show.

57:32: And that won't send it to billing at all.

57:34: It just stays on the matter.

57:37: Okay, this is internal.

57:38: And you'll see it abbreviated NCDS.

57:41: This you'll see abbreviated NC.

57:44: So this one's if it goes to the bill but doesn't charge.

57:46: This one, it does not go to the bill.

57:49: Okay, if you're planning on charging it, then don't click no charge.

57:54: It should default to that for you.

57:56: And the work type here is some quick, easy ways for you to save time as a firm.

58:02: So you as a firm can set up as many work types as you want.

58:06: And here I could say I'm working on drafting or document preparation.

58:13: Because that's what my drafting one was in here.

58:20: I can add a few other just quick items to it.

58:23: But by default, it should populate what I want it to populate here.

58:29: Okay.

58:30: By default.

58:30: and then I can add or take away anything once it populates that narrative.

58:35: The clients will never see work type.

58:37: They'll just see the narrative piece here, okay?

58:40: Notice that I'm using that pop-up that keeps coming up, Grammarly, to do my spell

58:44: check for me.

58:46: I use Grammarly, but you are welcome to use any spell check that's

58:50: for browsers.

58:53: And that might be a discussion for you and your firm to have.

58:57: Okay, so that's how you do a time entry.

58:59: If I want to do a new one, I can hit save and new.

59:01: If I want to just save this one and close it, I can do that.

59:05: And after you save and close those timers or time entries, you can always go to the

59:11: file.

59:11: I'm just going to go to my shortcut here.

59:13: Go to the file.

59:15: And we will see the time logged

59:18: under time and expenses.

59:20: All time entries, flat fees, and expenses related to this matter will be logged here

59:26: under time and expenses.

59:27: Okay.

59:29: So that time entry or any other time entry we did today will be logged at the top,

59:33: most recent.

59:35: And I can go in and edit or even delete duplicates.

59:40: We will also see the events that we added, remember, to this calendar.

59:46: The task that we added.

59:50: Once you start using workflows, you'll be able to see your workflow progress here.

59:54: And it will create those tasks and events for you.

59:57: You'll see any notes that you log to the file.

01:00:01: And you'll have your communications, both phone calls and emails, logged here.

01:00:08: You do have the ability, if your firm sets it up, to text from within Carrot Legal.

01:00:14: It'll always require you to get consent from the person that you're texting, but

01:00:17: Joel's conversation will be logged right here in the file.

01:00:20: Again,

01:00:22: time entries will be logged here, but in addition, we have flat fees and expenses

01:00:27: that

01:00:29: can be added or logged to a file.

01:00:32: Right.

01:00:32: That way, when it's time to bill, everything that can be billed to the client is

01:00:36: located in one place right here.

01:00:39: Invoices, ledgers and payments we discuss on our billing and accounting trainings.

01:00:45: Documents we'll discuss on the documents training.

01:00:46: As

01:00:48: well as intake forms.

01:00:50: Just as a quick note, to add a document to this file, you can drag and drop or use

01:00:55: the upload button here.

01:00:57: And that'll put your documents into the files here.

01:01:01: Options will allow you to revisit the settings from setting up that matter, such as

01:01:06: billing settings.

01:01:08: And maybe now you need to add a required trust or say that it's a leads type

01:01:13: billing.

01:01:14: Maybe you need to update the billing increments.

01:01:19: how they want to receive their bill.

01:01:21: So just kind of keep that in mind.

01:01:23: You can also add notes to print on a particular invoice.

01:01:27: So this matter always has the same maybe

01:01:31: claim number or

01:01:32: account number that needs to be printed on their invoice.

01:01:35: This is something that you can do at this level of settings.

01:01:39: Click update.

01:01:40: You also have an activity log here.

01:01:43: One more thing I want to quickly show you before we wrap this up, team, and that is

01:01:48: outside of the matter, where can I see my time?

01:01:51: If you go over to the left-hand side, there's a time icon here.

01:01:58: And that time icon has

01:02:01: all of your time entries here

01:02:04: with the most recent at the top, just like that matter that we looked at, except

01:02:08: it's not exclusive to that one matter.

01:02:11: It has all of your matters time entries.

01:02:13: You can filter and narrow down for certain time entries for a particular user, etc.

01:02:20: You can edit or even delete.

01:02:23: And then, of course, if you want to see a calendar summary for how much time you've

01:02:29: logged so far this week, this day, this month, you can do that here.

01:02:33: If you click on that particular date, it will show you.

01:02:35: As you can see, I haven't logged anything.

01:02:38: But this is just a quick way to stay up with your time before billing.

01:02:43: Thank you so much for joining.

01:02:44: And sorry, we went over.

01:02:46: Look forward to having you on other trainings.

01:02:47: Have a great day.

01:02:52: Learn to navigate CARET Legal's interface, manage matters, tasks, calendar events,

01:02:57: emails, and time entries to streamline legal workflow and improve productivity.