NetDocuments can be customised in many ways (like Actionstep). We recommend that you set it up a certain way to get the best out of the integration with Action but this is not not meant to be a limiting way that you configure you system. You can configure it however suits you best.
Setting up your Attributes
You can configure your NetDocs Cabinet to link to both Clients and Matters (recommended), or Matters only. For More information about what Attributes are and how they work see the NetDocuments User guide: Define Profile Attributes
To set this up login to your NetDocuments account and go into the Admin section.
Then click on Define profile attributes.
Here you will define your document profiles. As NetDocuments has powerful full text searching, you usually do not need to have many profile fields. If you want to link both Clients and Matters then you should add both of these. You may want to add further options like "Document Type", for example.
Use the Add button to add a profile Attribute for "Client" and one for "Matter".
On the Profile Attribute Definition screen for Client:
Type will be Text (usually). Maximum length should be large enough to accommodate even long client names.
Link to Parent should be set to "None".
Tick Use lookup table. (This is important for the Actionstep integration)
Tick Hide Lookup table.
You would normally want to tick Prompt if Empty to ensure documents aren't just dumped anywhere.
You can leave the remaining fields un-ticked.
When Editing the Matter Attribute do the same as above(for Client) with the one exception: use the Link to Parent to link the matter Attribute as a child of the Client Attribute.
We would also suggest creating an Attribute for your Document Types. This allows you to arrange your documents into different types, e.g. Emails, Correspondence, Quotes, invoices, etc.
If you do setup a Document Types attribute it should not have a Link to a Parent. You will have to upload a look up table with the different document types to do this. See Upload Lookup Tables.
Define Workspace Templates
Go back to the Admin screen and click on your cabinet.
Click on Define workspace templates towards the top left of the screen
Make sure that the Base workspaces on this attribute is set to "Matter".
Enter in a plural form of Matter ("Matters")
If you have setup a Documents Type Attribute you may want to choose it from Organise documents within workspaces by this attribute to that Document Type.
Tick the box for Enable workspaces for this cabinet and use the default.
In the Templates Details part of this screen you can use the Workspace Title to define how the Workspaces in NetDocs that are created from Actionstep will be named. You can use this to define how they will be named, ie, client name then matter name. For instance:
[ParentDescription]: [MatterKey]- [MatterDescription]
Will show the the Client_Name: MatterNumber - Matter Name, eg, Connor Smith: 198 - Sale of 45 Wilson Street.
Click Save Templates once you have made the changes.
If you have a Attribute for Document type like we mention above you can automatically create folders for each of the types in NetDocuments by Clicking on Pre-Define Document Type Workspace Filters at the bottom of the screen and select them all and save.
If you click the Display containers in two columns tick box at the bottom of the screen you will be able to have a slightly more organised workspace display rather than all listed vertically.