Integrating Historic Firm Data with CARET and NetDocuments

If you wish to integrate with NetDocuments and you have a single matter, or you do not have historic records, you can find the appropriate article here; 
How do I set up NetDocuments? – CARET Legal

If you have historic records in CARET that you want to integrate with NetDocument,s this article outlines that process. 

Requirements

1. You will need a NetDocuments certified partner. This partner will help establish your documents in NetDocuments to maximize the user functionality between CARET and NetDocuments.
   • If you do not have a NetDocuments partner, CARET can recommend one for you.
2. You will need a designated point of contact for your firm to manage this project. CARET and your NetDocuments partner will be able to help you, but there is both internal and external coordination that will be required to complete this project.

Assessment

Once these elements are established, contacting your CSM and then professional services, CARET will conduct;

1. Initial Assessment of your matter number format.
   • This article outlines the compatible matter number format that works with NetDocuments How do I set up NetDocuments? – CARET Legal
2. CARET will complete an assessment to determine if;
   1. You have a consistent matter number format
   2. The number is sequential

If it is determined that your matter number is not sequential or consistent, there will be an additional required step where CARET will re-sequence your matter numbers and update the matter number format. This will be a billable exercise. Professional Services will provide an exact quote based on the complexity of your records.

Key notes:

1. A re-sequence will require the client to be out of CARET for 1 business day to be mutually established and included in a statement of work (SoW)

2. Once a matter number format is established, it is the client’s responsibility to maintain it going forward. The matter number format under firm settings can still be altered by the firm admin, and matter numbers may still be modified. Any modifications done by the firm, whether they affect only one matter or many future matters, will only be addressed at the client's expense, after the initial re-sequence has occurred.

The client is responsible for maintaining the integrity of the matter number format and the sequential generation of matters by the client.

How Matter Numbers Work with NetDocuments

Databases store and retrieve records based on unique numbers or keys. CARET and NetDocuments communicate using a unique key for each matter. Once a contact is made a primary client, they have a unique number as a ClientID. This means all matters assigned to them will utilize that unique key. All matters will populate sequentially when associated with that client

If Bugs Bunny is the primary client in

1. Bugs Bunny v Elmer Fudd open 2020-05-15
2. Bugs Bunny v Willie Coyote open 2021-06-20
3. Bugs Bunny v Road Runner open 2022-07-30

The following matter numbers would apply when in the appropriate sequence for NetDocs integration;

1. 5575-0001-Bugs Bunny - Bugs Bunny v Elmer Fudd
2. 5575-0002-Bugs Bunny - Bugs Bunny v Willie Coyote
3. 5575-0003-Bugs Bunny - Bugs Bunny v Road Runner

Where 5575 = Bugs’ ClientID, and the matter number is sequential based on the open date.

The above assumes a format of [ClientID]-[MatterID]-[Primary Client]- [Matter Name]. A variety of acceptable formats can be found here. How do I set up NetDocuments? – CARET Legal

Once appropriately set under firm options, CARET will automatically generate a sequential matter number unless

1. The matter number is manually modified
2. The matter number selection under “Firm Settings” is manipulated
3. The wrong contact is selected as the primary client.

Sequence of Events

The coordination of these events remains the sole responsibility of the client. CARET will provide a statement of work (SoW) before executing any task. The SoW will contain target dates. It is the client’s responsibility to coordinate those timelines with their internal stakeholders and the NetDocuments partner.

Planning Considerations for Documents

There will be a period between when CARET extracts documents and when the client is live in NetDocuments. The extraction is a single point in time, and any updates, changes or new documents will require a management plan from the client to merge the new document versions with NetDocuments. 

What is an S3 Bucket?

An S3 bucket is a general storage container hosted in the cloud. It is a secure location that allows for multiple file formats and command line prompts to move, and modify files,

Here is Amazon’s documentation on S3 :What is Amazon S3? - Amazon Simple Storage Service

Once your documents are uploade,d you will be securely provided with;

1. Bucket Name
2. Access Key ID
3. Secret Access Key

These credentials will be needed by your ND partner to extract and upload the documents.

If you wish to view the documents yourself, it can be done through an S3 browser. Here are the instructions on how to download and set up an S3 browser.

Accessing Documents in an S3 Bucket

•                  Download S3 Browser (only Windows) https://link.edgepilot.com/s/36498b83/P1DWHZ29o0SyPjyufp-Teg?u=https://s3browser.com/download.aspx

•                  Install and click Add New Account

•                  Give it a name. Anything you wish.

•                  Enter the Access Key and Secret Key in the proper boxes and hit create. These will be shared with you separately via email through a secured link.

•                  You will be presented by " You are not allowed to add bucket."

•                  Click add an external bucket.

•                  Replace whatever it displays (could look like something like external-bucket-name/and/optional/path) with “Bucket Name” and hit ok.

•                  Please note, the name is case sensitive and must be lowercase and no spaces added.

•                  There is a Download icon that you can use to Download folders and documents as well as deleting or remove them.

How to Move Forward?

If you have historic data in CARET and wish to move forward with utilizing NetDocuments, please contact your Customer Success Manager. They will advise you on timelines, initial consideration, and begin gathering details for professional services to take on the project. Please note this is a billable exercise. Specific costs will be established based on the scope.