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00:00: This video demonstrates how to effectively manage documents, templates, and intake
00:04: forms within CARET Legal.
00:05: It covers uploading, editing, searching, tagging, and sharing documents to streamline
00:11: legal workflows.
00:01:
00:11: Okay, everyone, let's just give it a moment for everybody to join.
00:15: We are going to get started with this webinar in
00:18: just a moment.
00:28: and I'll go ahead and display my screen for you all so that you can at
00:35: least make sure you can see my screen um go
00:38: ahead and get
00:41: this screen up all right perfect
00:46: Perfect.
00:46: Okay, so today team we are going to be talking about documents.
00:50: Everything
00:51: to do with Carrot legal documents from document templates to intake forms to just
00:59: putting a document into Carrot that belongs to a particular matter down to editing
01:04: those documents and that whole nine yards okay so to start with some of the
01:10: foundational items of documents we are going to take a look at how do i get to the
01:17: documents page on a matter and
01:20: from there how do i add a document to that matter
01:24: or edit a document on that matter and
01:27: the first thing that we're going to do is just go ahead and
01:30: navigate and I'm going to use my magnifying glass here at the top
01:35: and navigate over to a matter that I've been working on just
01:39: type in the name select
01:42: it and then once it pops up here
01:48: you can see I'm on the matter and
01:51: across the bottom tabs here on the file I have documents
01:57: now in documents there is also two separate tabs and
02:02: we will take a look at both of those tabs today
02:05: but just to kind of quickly describe
02:08: what each one does the documents tab is
02:12: all the documents that belong to this matter you
02:16: may even have those documents filed under some particular file structure
02:22: here on the left but the main folder for the documents is the header document here
02:29: the folder and it has all of my documents let's just say that I'm currently working
02:35: on while
02:37: the document templates tab is more of a library okay and this templates tab is a
02:47: place where you as a firm can store all
02:51: of
02:52: your templates.
02:53: So what templates may you have?
02:57: Well, that really varies from to firm.
02:58: Some firms just have letterhead.
03:01: Other firms have a really extensive template library.
03:06: They have contracts.
03:08: They have, you
03:10: know, different types of agreements they have all different types of templates in
03:16: their document templates library
03:20: but again when we're looking at being on the documents tab in the matter there are
03:25: two separate tabs documents for the matter and then the library where we can go and
03:31: access those templates that the firm has set up for us okay
03:37: so that's just some of the foundational items here
03:42: So when I am on this particular matter and I'm looking at the documents on this
03:46: matter, I can currently see that I have just a few documents here in this file.
03:50: I have an appeal, a PO, and some type of another PO document.
04:00: some of the things to keep in mind when you're looking at what I'm describing
04:04: on the screen is this is test data this is fictitious it's not real so the overall
04:09: concept is what you want to be focused on when you're trying to take away from these
04:14: trainings what you need to go and
04:17: reenact if you will in your firm here at legal but
04:22: here on this matter when I'm looking at the documents, I can do a few things here.
04:28: I can add a document to this tab that I'm on, and that's as easy as clicking the
04:34: upload arrow right here on the right.
04:37: On other tabs, you would see this as a plus sign, but here on the documents tab,
04:42: it's an upload arrow.
04:44: If you wanted to go and pull a particular document.
04:48: Let's
04:51: go with just a
04:53: quick document
04:57: there.
04:57: I
05:00: had the opportunity to rename it but I didn't so but here it is.
05:03: Okay
05:05: so there's my document.
05:06: Now if I want to preview it I can click preview and
05:11: I can start to look through these different types of documents that I have display.
05:16: I'll close the preview and
05:20: I can also see that this is the first version of this document that I have here.
05:24: I
05:26: haven't made any comments about this document but let me go ahead and just put the
05:31: comments.
05:32: The
05:37: first.
05:38: Many
05:46: edits to come.
05:47: Okay, there we go.
05:49: And you'll see that it makes it a little darker shade than it does the other ones
05:53: that don't have comments.
05:54: Okay.
05:54: If
05:56: you notice, these other documents have this green check mark that just means that
06:00: those documents have been indexed and this document has not been indexed and when i
06:07: say index think about the back of a book that has an index the index makes it really
06:14: easy to look up particular words in
06:18: that book
06:20: so if you want to see where the word description is
06:24: used in that book it should have the page numbers
06:27: beside where that word can be found in the index, right?
06:31: Well, and caret has a similar functionality.
06:33: When it shows this checkmark beside it, it says that these documents have been
06:37: indexed.
06:37: Therefore, you should be able to search through every word in those particular
06:41: documents.
06:43: This one hasn't been indexed yet, and that might take a little while for it to sync
06:45: and to become indexed.
06:48: But the whole concept is that they will eventually be indexed so that we can easily
06:53: search for them.
06:55: so how else can I put a document on the matter page well I can also drag and drop so
07:01: if I have a document on my desktop I can drag it and just drop it again
07:10: it gives you the opportunity to rename it there you go here
07:13: it is okay
07:15: okay
07:17: so now let's say that the documents are in here
07:21: and you know exactly which matter to go to to find your document.
07:25: Well, this is pretty easy then.
07:27: You can add them.
07:28: You can work with them.
07:29: There's more actions on the right where you can do many other functionalities with
07:33: the document.
07:35: But what if you
07:37: were just getting into Carrot Legal and you're on the dashboard and you say, I need
07:42: to find this document, but I have no clue what matter it's on.
07:48: So where could I go to look up this particular document?
07:55: And team, looking for documents is going to be best
07:59: demonstrated
08:00: from going over here on the left-hand side of this navigation bar
08:04: and clicking on the word documents here.
08:07: That will actually take you to the
08:12: documents dashboard
08:15: where you will see recent documents that have been worked on.
08:19: You'll see any of the documents that you've marked as your favorite or
08:23: recent ones.
08:25: And then anything that's been shared to your firm via the portal.
08:29: We'll talk about that in a moment.
08:32: But what I was actually coming here for is this advanced search feature here at the
08:36: top.
08:37: Not just these four fields, but the advanced search.
08:44: And this advanced search allows me to search
08:48: all of these words in any document in CARAT.
08:53: So if I was to go and look at this appeal and
08:58: where to file this appeal, let's
09:02: say that I
09:06: search all of those words.
09:08: I have no clue where this document is, but I want to search all of these words.
09:12: Ideally,
09:15: and this may be a little bit too much for it, it would look through all of our
09:19: documents and
09:22: find those
09:24: the document that had where, the documents that had to, and the documents that had
09:29: file.
09:30: Any
09:32: of these words would say it doesn't have to be all of them, but just whichever one
09:37: it can find so if I put where to file again it's giving a different search and even
09:43: then I can say similar to where similar to to similar to file it's
09:50: a fuzzy search okay
09:52: I can search for an exact phrase in documents I can search for shouldn't contain
09:58: file name and file name is is one of the best that I like to search by because if
10:04: you already know the name of the document
10:07: then you can easily search
10:10: for that okay so that's just something else that I like to demonstrate okay
10:17: tells you which matter there's your document which versioning it's on etc if
10:22: your firm uses tags on your documents and you want to search for the tag let's just
10:29: say motion you
10:32: want to search all of caret for any document that has the tag motion
10:36: then it should be able to search through all tags and
10:39: display any document that's been tagged with the word motion okay
10:44: and
10:46: you'll see that this particular document that says agreement
10:50: happens to be um
10:52: well this one doesn't have it but if I had the word motion here then it would show
10:56: up in the list of results that came up in this case I could search by case name or
11:02: key facts Those are tags.
11:05: And I could search that here.
11:09: And look up those documents that I was looking for by the tag.
11:13: So this is the document search feature on the far left.
11:16: Okay.
11:18: All right.
11:18: Let's keep going here.
11:20: So we can tag documents.
11:22: We can search for them.
11:22: And we can locate our documents on the matters.
11:27: So how do I edit a document once I get to it?
11:32: Well, first and foremost, there are two different main methods for editing your
11:36: documents in Carrot.
11:38: And really, it comes down to what type of document it is.
11:43: If you're editing a, or if you're on a Mac or
11:48: a PC, you can use Z Drive to
11:52: edit your documents.
11:55: And Z Drive is a tool that you would download to your computer, call it an
12:00: application, just like your phone if you were to download an app same kind of
12:04: concept here you'll download this app
12:07: to your desktop and
12:10: when you do that i'll just demonstrate that for you click on this z drive it
12:14: downloads it and
12:16: if you're like where do i go to find this well i'm on a matter
12:20: under the documents tab and i see it right here on the dash on this documents
12:27: toolbar here and i would say that if you can go to any matter you should be able to
12:31: see that drive there if
12:34: you can see it and click on it then it should download for you when
12:38: you start that download folder if you're on a pc a
12:43: dell whatever
12:45: type of pc you're on you
12:48: will get this notification windows protected your pc and then the only option you
12:53: have is don't run however if you click more info it gives you the run anyway option
12:59: so
13:00: you can go ahead and finish installing that
13:03: z drive
13:05: sometimes it makes you do it twice for whatever reason but
13:09: once you have it downloaded
13:12: let me show you what it will look like i'm
13:15: just going to go to my computer type in z drive or zola and there it is this is the
13:19: application that it down downloads to your computer
13:26: So from here, I like to pin mine, right click and maybe
13:32: pin
13:34: it to my taskbar so that I can easily get to it down here.
13:38: So there it is.
13:40: All right.
13:41: That's the install process.
13:43: Once you have it installed, anytime you want to use this application, you just
13:49: simply click on the application.
13:52: It will bring up a login screen.
13:57: and you will put in your caret login information and click login that's it you're
14:02: logged in
14:04: okay so that's how you can get that installed now
14:11: how do you actually use it well let's put the install in the back seat and let's
14:16: talk about using your
14:18: z drive functionality so I have a document here on
14:24: my documents
14:25: folder in this matter and I need to make some edits to this document so I'm actually
14:30: going to want to edit this Word document and I'm going to open it with Z Drive what
14:37: that does is as long as I'm logged into Z Drive it's going to give me this little
14:42: pop-up here on the bottom right hand screen might just open on a different screen
14:47: that I had on
14:48: open but here you go it gives you this little pop-up and you say yes click here to
14:52: open you
14:54: open the document and it has to go out and open word why because z drive is actually
15:01: just taking you out to whatever your native document
15:07: editing tool
15:09: is so if I click open with z drive and it's a Word document, my computer is going to
15:15: take me out to Word.
15:16: If I click open with Z Drive on my Adobe, I'm sorry, my PDF, it's going to take me
15:22: out to Adobe to make my edits.
15:25: My text document will take me out to my notepad, etc.
15:29: Okay, so
15:30: all Z Drive is doing,
15:33: this application is taking you out to whatever application you use to edit your
15:37: documents with or your files with and it's allowing you to make those edits
15:45: in a place where you are very familiar with so if you're used to editing in
15:51: here then you can easily
15:55: make your changes once
15:57: you've made your changes in word you will hit save the little floppy disk not save
16:02: as you must hit save okay and let's go see if it's saved back into carrot so for
16:08: right Right now, I'm just going to minimize it in case I don't want to lose my work.
16:12: Just want to make sure everything works smoothly.
16:15: And there's the document.
16:17: If I click preview, notice
16:20: there's no changes.
16:23: Well, that's because it's still showing version one.
16:27: But if I hit refresh right here and force it to pull in that sync, now
16:32: it's version two.
16:34: Yes, there's the old version.
16:36: There's the new one.
16:37: They're both still there.
16:39: But now if I preview, it should preview with my changes that I made.
16:43: And there you go.
16:45: There are my changes.
16:45: Okay.
16:48: So to run through that one more time, if
16:51: I was to, and
16:53: I'm just going to close out of that Word document.
16:56: Okay.
16:57: If I was to go to, we'll
17:01: just use one of these.
17:05: Yeah, we'll just use the same one.
17:05: So we're on version two.
17:07: I want to open with Z drive, make changes, right?
17:11: I get my little pop-up over here.
17:14: I say, yes, I want to open that.
17:15: It goes out, it opens Word.
17:17: That's what it's opening.
17:19: So I can make my edits in Word like I'm used to.
17:28: Make whatever adjustments I need to, hit save,
17:32: close out of it this time.
17:36: and here I'm going to hit refresh maybe
17:41: there
17:43: you go took a second preview
17:48: and there's my adjustment okay so that is how you can easily edit with z drive so
17:56: let's talk about the other options there is another option in carrot so right here
18:01: on that same
18:03: bar there's this thing called z editor and this is carrots editing tool this is not
18:08: word
18:09: this is not adobe it is simply an editing tool that carrot built so when i click it
18:13: it actually just opens your document in a separate tab and
18:18: if you wanted to run a timer on it you could to
18:22: run your timer and even review your time entry before you were done
18:28: but I could go ahead and make any adjustment that I need to do here
18:36: and you can see that it's not Word right so these different options for editing your
18:41: document are not the same as Word or Adobe just some basic editing functionalities
18:46: and when I hit close
18:49: yes I want to save it
18:53: this document has been closed I can close out of the tab
18:56: but I should see a new version in here again I hit the refresh
19:00: there's version four let's see if our changes saved I hit preview
19:12: and there we go there's our changes okay so um again these are just ways that you
19:18: can edit the last one I want to demonstrate for you is another option that you can
19:22: download and it's right here on this toolbar again and it's a little word icon this
19:28: is only for pc users that have word
19:33: on their desktop.
19:34: Okay?
19:35: So if I go to Word and
19:38: I download this option,
19:40: what this does is it puts a little
19:44: button
19:45: at the top of
19:50: my Word up here.
19:51: It says Zola Suite.
19:52: That's it right there.
19:54: That's what it does.
19:56: And basically,
19:57: what
19:59: I can do is I can
20:02: go log in to ZolaSuite
20:07: log in and I can turn around and I can save this
20:13: file into
20:15: ZolaSuite
20:16: now I'm having issues with my my ZolaSuite plugin or my carrot legal plugin here but
20:24: what it would look like is it would actually look like this it would have you select
20:29: which matter it goes to and there would be a save
20:31: You can even tell it what folder in caret you want it to go to.
20:35: But that's how the Word plugin works.
20:37: Again, that's only if the document is not in caret.
20:42: For Word documents, you can simply download that plugin, and it allows you to save
20:48: straight from Word into caret, into whichever matter you want.
20:54: Let's go through some of the other items we have here on the right outside of
20:57: editing our documents.
20:59: Under more action, you can take a PDF, I'm sorry, a Word document and convert it to
21:03: a PDF.
21:06: And even rename it.
21:11: Hit convert and it will make a copy of whichever document you had in Word right here
21:16: as a PDF.
21:18: That way, as soon as it is a PDF, you can turn right back around and send an email
21:22: as an attachment or even share it through the portal.
21:25: portal.
21:26: Let me demonstrate the portal for you just really quickly.
21:28: When you are ready to start using the portal, the first attempt,
21:34: I would maybe just send it to myself so that you know exactly what to expect, but
21:37: I'm going to demonstrate that on this training.
21:39: So here, I want to share this one document
21:44: via the portal.
21:45: So I click share via portal.
21:46: It
21:48: opens up a little wizard that's going to walk me through how to share it.
21:50: I select the person I want to share it with, hit
21:55: next, and then it pulls in that person's hopefully mobile number and email address.
22:00: If this isn't their mobile number and email address, you need to go over to the
22:04: contact and
22:06: update that and then try this again.
22:08: But
22:09: this is their mobile number and their email address, so I hit
22:12: share. And
22:14: when you share it, it's going to automatically send an email out to that person to
22:20: that email address we had just displayed
22:23: and it also puts a little icon here little person letting me know who i shared it
22:27: with i can also unshare it so
22:32: what is it that my client or whoever i'm sending this will see well first they're
22:38: going to get this email that
22:41: looks like this they're going to get an email it says register for care at legal
22:45: portal so you can always give them the heads up of what they're going to expect
22:51: and it'll say welcome basically they need to register when your client clicks
22:56: register
22:58: this office will send a text to their phone to that same phone number we just had
23:03: displayed and it will send a two-step authentication code to their phone and they
23:09: will have to enter that code on the screen once they've entered the correct code,
23:14: they
23:16: will be brought to this
23:21: page where they will be
23:23: prompted to set up their own username and password so that they can access the
23:28: portal that they will think is your firm's website, kind of.
23:32: That's how they sometimes look at it.
23:33: And
23:35: they'll have their own access to get to this portal, right? So let's go ahead and
23:39: pretend like we've created our username and password and we're logging into the
23:42: portal from here i would be able to see anything that the firm has shared with me so
23:48: as your client i would be able to see all of these details
23:51: i could click on any of those documents i can also upload documents
23:56: back to the portal
23:59: okay so i can actually upload as your client i can upload things to you
24:05: but this is my access to the portal very simple side
24:10: so what is it that you as the firm user will see if the client returns a document to
24:17: you
24:18: well one you'll get a notification if you're the responsible attorney
24:22: on the case you'll get notified about
24:24: the different things that have been sent to you through the portal on this case what
24:30: notifications are you going to get well as the responsible attorney you can go into
24:35: your my settings and say what type of notifications you want for the caseway portal
24:41: do you want email or pop up or both okay
24:44: so that's how you can dictate what your user
24:49: gets as far as notification now if you're not the responsible attorney
24:53: under contacts you can make yourself a firm collaborator
25:00: and say what your role is there sorry
25:04: hit edit and
25:06: check off notifications you want to receive notifications on this case okay so
25:10: that's how you can set yourself up for notification but
25:14: when your client does return something to you where if I go to this matter because
25:18: it said that I received something through the caseway portal where do I go to see
25:21: what they sent me
25:23: and that's actually under document shared with me via the portal okay so whatever
25:29: they shared with you would be here remember
25:32: that over in that document search there's also a recent uh shared with you via
25:37: portal um document
25:39: page okay so it'll show you things that have been recently shared
25:46: all right so let's keep moving through this the
25:49: next item besides
25:52: the portal would be if you wanted to tag the document like we spoke about you can
25:57: create different tags and your firm can
26:00: create whatever category of tag that they want I could type in anything and as long
26:04: as it's not already existing this highlighted field here shows me what it's going to
26:11: look like and when I agree I can just select it that
26:14: creates a tag I hit update there you go now
26:19: obviously I don't want to leave that in there so I'm going back over to tags and
26:23: removing that because I don't need that one okay
26:27: what
26:29: if I want to copy
26:31: this document to a different matter well here you have move or copy
26:37: if you just want to copy it just select the matter and hit update and it makes a
26:41: copy of that document on this matter that you've selected but if you want to
26:45: completely remove the document from this matter and move it to this matter then you
26:49: select move and hit update okay
26:54: you can rename documents so here
27:04: there you go renames
27:06: it you
27:09: can also create a task out of these documents and
27:12: upload a new version if you've worked on it outside of carrot okay
27:17: all right so let's kind of just now reset if we will
27:22: let's go back to the main dashboard and
27:24: let's talk a little bit about template
27:27: there's putting your new templates into caret and then there's using your templates
27:32: on the matters that you need to use them on so when you first need to just put the
27:37: template into caret so it can be used on any matter the first thing you want to do
27:42: is make sure I'm just going to go to word here that your template is
27:48: inclusive
27:50: of everything that you want it to display once it's used on a matter.
27:55: So all the final touches need
27:59: to
28:01: be complete on
28:04: this document before
28:06: you save the
28:08: template slash
28:10: upload this
28:13: into caret.
28:14: Okay
28:17: so
28:18: all the final touches need to be in place on this document.
28:21: So dear client, please find attached or
28:27: please dot dot dot because it's a template.
28:30: We don't know what we're going to tell them to do, but we know that we're going to
28:32: say dear client and please.
28:33: We
28:34: want a date field in here, so maybe
28:38: I create that.
28:39: Maybe
28:41: even later down the road, I can use my insert
28:46: functionality and
28:48: put a date and time in there.
28:51: and update it automatically.
28:53: There you go.
28:54: Okay.
28:55: So here's my template.
28:56: Your firm already has templates.
28:58: You don't need to type something up like I did.
29:00: Your firm has templates because
29:03: y'all use a lot of the same documents
29:05: over and over again.
29:07: You just change things on that document.
29:09: That is a template.
29:11: Okay.
29:11: A letterhead is a template.
29:13: Contracts are templates.
29:15: You just need to swap out whatever specific to that contract for each matter.
29:19: So those are all of your template.
29:23: Right? So I'm just going to say file, save as, I'm just going to save this right to
29:28: my desktop.
29:29: And
29:30: I'm going to call it template
29:35: for letters to
29:37: client.
29:38: Sure.
29:38: Hit
29:39: save.
29:40: That's saved to my desktop team.
29:42: That's in fancy.
29:43: I close out of it.
29:44: And I say, okay, I need to add my templates into caret all the contracts that we
29:49: have everything that we have i need to add it into caret but i only want to add it
29:53: once it's the final product of what i'm looking for and say okay that letter is
29:58: definitely the final product so how do i add a template well the first thing is you
30:04: can just go to any matter when
30:07: you're putting a template in
30:10: the template library you're not using it on a matter you're just putting it in the
30:15: template library so
30:17: i need to navigate to the template library which happens to be on every matter page
30:23: not
30:24: necessarily with the documents but under the document templates tab it's right here
30:29: as long as i can get to this on any matter i can click the upload button and upload
30:35: that
30:37: particular document or template or all the templates contracts etc that i have it
30:43: does ask me for a practice area and i'm just going to go with admin am
30:48: i limited to admin no when i want to use a template later on you'll see that i can
30:53: pick from whatever practice area i want okay
30:58: so we've loaded our template in here how do we see that well if i If I just click
31:02: display, you
31:04: will see that under admin,
31:07: immigration law, real estate law, employment,
31:10: intellectual,
31:12: personal, there you go.
31:13: Template for letters to clients.
31:15: There it is.
31:16: So my template's in here.
31:19: Now we can go on about life.
31:21: Get all your templates loaded.
31:23: You can go on about life.
31:26: But one day, you need to go and get that template and use it on a matter.
31:32: So how do I do that? The first thing is is that unlike just loading templates into
31:38: Karat and you could go to any matter, when you actually want to use the template on
31:42: a matter you need to go to that specific matter.
31:46: That's the first step when you want to use the template.
31:48: Go specifically to that matter.
31:51: Once
31:52: you're on that matter go to the document and you're like but I haven't added it a
31:57: document yet that's okay go to documents and
32:01: then go to the templates
32:05: and the templates it will start off by just showing you the practice area that
32:09: you're in this particular file is a real estate law matter so it's going to show me
32:15: all the templates under real estate law but our template is under admin so i'm going
32:19: to display it from other practice areas
32:23: and I can scroll down to
32:25: admin and there it is.
32:27: I want to use this one so I'm going to say generate it and
32:31: I'm going to rename it because I don't want it to say template.
32:35: When I save it to the client's page I want it to say letter
32:39: of
32:44: file completion something
32:47: like that.
32:48: Save it and
32:50: now
32:52: that I've generated and saved it, it should be under this matters document.
32:57: There you are.
32:59: If I click preview, I
33:03: should be able to see that document that we drafted up earlier.
33:07: And remember from here, if I close the preview, I can make any edits that I want.
33:12: Okay.
33:14: All right, with templates,
33:17: let's delete
33:19: this one.
33:21: or delete this document from the matter delete it if i ever need to recover it i can
33:25: go to deleted but i don't want to um so i deleted it and then on the template side i
33:31: realized that
33:33: i really wanted the client name to pull in and a few other things about the matter i
33:37: don't want to have to type that in every time i add that template to a matter so i'm
33:41: actually going to trash can this template make
33:48: sure i have it on my desktop
33:51: and I do here it is right so
33:54: when I open this template
33:58: I don't want to just have to type in the client's name every single time I put it on
34:03: a matter so right here I want to swap this out I want carrot to pull in the client
34:09: name okay
34:11: I also want them to say what matter this
34:17: is regarding.
34:18: So right here I
34:24: want that swapped out.
34:32: Okay so how do I tell caret
34:36: what merge
34:39: field I want it to pull in?
34:42: And I can do that by going to the document templates.
34:46: And on the templates library page, there is the merge fields section.
34:54: Now, if I was looking at the options for different merge fields that I can have I
35:00: want to know which
35:02: one would give me the client's name.
35:05: Would it be firm information,
35:07: matter information,
35:08: matter related contacts and I can tell you right away it is a contact.
35:12: If I go to the contacts tab, there's my primary client.
35:16: On every other matter, I should always see the primary client there and any other
35:21: contacts that I have on that matter.
35:22: So, and their information, right? So, if I go back over to documents, document
35:28: templates, and merge fields, if I want the client's name, let me go to
35:32: matter-related contacts, and
35:34: here it displays any of the merge field capabilities that I have.
35:38: It
35:39: also gives me an example of what it would pull in if I was to use the template on
35:43: this matter.
35:44: Other
35:45: matters will have their primary client's first name,
35:49: last name, full name, etc.
35:51: But
35:53: this particular matter is going to give me these examples.
35:56: I'm not going to copy the values here.
35:58: I'm going to use the copy to clipboard on the far right.
36:02: So I want the full name.
36:03: So I come over, click the copy to clipboard, go to my Word document,
36:11: paste that in there.
36:12: Next
36:13: I
36:15: want the matter name
36:17: or number in there.
36:19: So where would that be at?
36:20: Which one of these merge fields?
36:23: Firm information, matter information, contacts, intake,
36:27: etc.
36:27: And it would be under matter information.
36:29: So
36:30: here I would simply go to the matter name
36:37: and sorry wrong one that's what I want to put right here okay so now I'm going to
36:43: re-save this back to my desktop so
36:47: I have that backup of it save as this pc
36:53: I don't know I guess I could have just hit save save
36:57: there you go sure all right now we've saved it back to our desktop and we want to
37:02: upload our new template into carrot remember this isn't the same template we trash
37:07: can that earlier so
37:09: I go to the upload there
37:15: it is select it this
37:18: time I'm going to put it under whatever practice area it's applicable to there
37:23: you go great
37:31: let it catch up for a second I guess
37:37: okay I may have even doubled down on it just now by being impatient
37:41: but let's go to the refresh button here at the top and now
37:49: remember we want to use this particular template on a certain matter so I'm just
37:54: going to go ahead
37:55: and look up that matter.
38:05: Here we are.
38:09: We go to the matter that we want to use it on.
38:12: And I go to documents,
38:16: templates.
38:18: This is a bankruptcy law.
38:20: So I want to actually display from other practice areas.
38:24: find my real estate law where we saved it bingo there's
38:28: today's template for letter clients and I want to generate it to this matter I don't
38:33: want it to be called template when it saves
38:40: save it okay
38:42: so now it should be a document under
38:45: the documents tab
38:48: there it is right for this matters documents there it is now I want to preview it
38:53: and see if it pulled in my merge field there
38:58: you go
39:01: you have it okay
39:03: again I'm going to clean up my mess here
39:06: try my best not to leave extra stuff that we don't need
39:15: and there we have it okay so that's templates and how you can use templates with
39:19: merge fields
39:20: all right last thing for us team is um i want to create
39:26: an intake form in carrot i
39:29: sometimes call them questionnaires or intake forms and then i want to be able to use
39:34: that intake form to send it to clients and have them fill out their information.
39:38: So if I go up to my firm settings, the first thing I'm going to do is
39:44: build out my intake form.
39:46: Go into intake forms and
39:50: click the plus sign.
39:51: In
39:54: here, you will name your form.
39:56: New
39:57: client intake.
39:59: Or
40:00: maybe
40:02: it's phase two of the case data
40:07: collection so
40:09: we need to collect information from the client what
40:12: practice area is this applicable to maybe it's general down
40:20: here I have options of different fields that I can use on my blank canvas and on the
40:26: hand side is my blank canvas so
40:29: what is the first question that you want on your field maybe you want them to enter
40:33: today's date sure that seems like a date field so it adds a date field but we don't
40:39: want to leave it untitled we want to go over here and relabel it to maybe today's
40:44: date
40:46: and maybe below it we want them to put double
40:49: digit
40:50: for month day
40:54: and
41:02: okay there
41:05: we go so
41:10: now we've given an explanation but I'm not done I want to add another field
41:15: and this time I want their first name.
41:17: So which of these would apply? A lot of people look right at contact and think oh I
41:22: want them to add contact.
41:23: No that's a drop down that allows you as a firm to
41:27: select what contact you
41:30: want.
41:30: This is an external form that we're going to send to people not in Karat.
41:36: They are not users in Karat so contact only works if you are filling things out
41:41: internally.
41:42: That's
41:43: the only one I think that is set up like that.
41:45: The rest of these you can definitely share outside of the firm.
41:48: So
41:49: I want their first name so I'm going to click text box.
41:53: It puts a text box over here and I'm just going to relabel it first name.
41:57: There you go and
41:59: you can say please only use legal government issued
42:05: ID name.
42:07: Sure something like that.
42:09: Is it a required required field sure
42:14: if you want to make it required they are required to fill it in
42:18: and then what size field I like to use medium just to keep things pretty consistent
42:23: I think the small is too small and the large is too large so I go with medium you
42:29: might have to like
42:31: finesse this a little bit and work work with it like try it see how it looks try it
42:35: see how it
42:36: et cetera, but always think you're trying to make this so that it's really
42:40: simplified for the end user, which is the person who's going to be submitting this
42:43: information for you.
42:45: So just kind of keep that in mind as you're building this out.
42:47: I want to add a new field.
42:49: This time we're going to do last name, same
42:54: requirements, et cetera.
42:55: And I can keep building this format.
42:57: out I can add a multiple choice etc
43:02: if I don't need it remove it if I want to duplicate it I can add again on the right
43:09: when
43:10: I'm done where
43:14: did this one I can hit save and
43:17: then I can actually go test this
43:20: on my matters or in CRM on a lead let's say that it's a new lead I can go in go
43:32: to intake forms
43:36: click the plus sign to add a new one and it defaults to estate planning because
43:41: that's what this client is looking for but mine's in general and I actually didn't
43:45: save that one because we have so many things in here.
43:48: Let's
43:49: go with estate
43:53: planning.
43:54: That's fine.
43:54: All
43:56: right.
43:57: So I select the estate planning document form that I want.
44:00: What contact is it for? Kelly.
44:02: Do we want Kelly to fill it out or do we want to fill it out as a firm? If you share
44:07: it, then it'll display a link that you can share with Kelly.
44:11: But if you're filling it out now, you don't need to display the link.
44:16: Also, if you notice, it says form name has to be unique.
44:20: That means that I've already used this form name on this particular matter.
44:25: I'm just going to change the form name and I'm going to share it, display the link.
44:30: And here's the link.
44:31: If I click on it, copies it to my clipboard, I can send it to them however I want to
44:35: send it to them.
44:35: Or you can just send it straight from Karen.
44:37: There
44:38: you go.
44:40: Now I
44:42: put in their email and I hit send.
44:46: Sure, I have a subject.
44:49: So under the communications tab I can see that I sent them the email to fill out and
44:55: when they click on the fill out form they
45:02: can fill out whatever
45:07: you've told them to
45:13: and submit it.
45:18: When you go in, you'll actually be notified.
45:21: Again, if you are the notifications person,
45:25: you will be notified of any of those intake forms that have been submitted.
45:29: And ultimately, if you go to intake forms,
45:33: there's the state planning intake 2024 shared.
45:37: And if I hit refresh here,
45:43: Let's go back to intake forms.
45:49: Where's our shared one? There you go.
45:53: There, the answers have been filled in.
45:55: And by the way, those answers can also be pulled in as
46:01: a merge field.
46:01: So if I give it a moment, those answers will come in under the merge field area.
46:10: All right,
46:12: that is what I have for you all today.
46:13: I appreciate your time and I look forward to having you on other trainings.
46:17: If you're interested in any Q&A sessions or need additional information, feel free
46:22: to use either the help menu or reach out to us directly.
46:24: Thanks,
46:26: and again, I look forward to working with you in the future.
46:31: Learn to upload, edit, search, tag, and share documents and templates in CARET Legal,
46:35: including using merge fields and creating client intake forms for efficient case
46:40: management.