SurePoint Pro-NetDocuments Integration Training Video:
SurePoint Pro-NetDocuments Integration
Training Guide and Video Companion Article
Overview
The integration between SurePoint Pro and NetDocuments creates a connected experience between matter management and document management. Instead of working across separate systems, users can access matter information, documents, and related workflows from a single interface.
This integration helps firms:
Reduce duplicate data entry
Improve document accessibility
Enhance conflict search capabilities
Streamline document creation and filing
Capture more billable work through Automated Time Management (ATM)
By connecting matter data with document activity, users can move more efficiently from matter intake through document generation and time entry.
How the Integration Works
At a high level, SurePoint Pro serves as the firm's matter management system, while NetDocuments stores and manages documents.
When integrated:
Matter information can be synchronized between systems.
New matters can automatically create NetDocuments workspaces.
Documents stored in NetDocuments can be accessed directly from SurePoint Pro.
NetDocuments content becomes available during conflict searches.
Document-related activity can generate suggested time entries through ATM.
The result is a more connected workflow that follows the lifecycle of a matter from creation through billing.
1. Integration Setup
Navigation
User Profile → Firm Settings → Integrations → NetDocuments Settings
Administrators configure the integration by:
Connecting the firm's NetDocuments environment
Mapping SurePoint Pro fields to NetDocuments profile fields
Defining workspace creation settings
Configuring synchronization options
Integration Settings
Automated Workspace Creation
One of the most valuable features of the integration is automatic workspace creation.
When enabled:
A new matter is created in SurePoint Pro.
The integration automatically creates a corresponding workspace in NetDocuments.
Workspace naming and profile information are populated using matter data from SurePoint Pro.
Benefits
Eliminates manual workspace creation
Ensures consistent naming conventions
Reduces administrative effort
Prevents duplicate or incorrectly configured workspaces
Users can begin filing and accessing documents immediately after the matter is created.
Importing Existing NetDocuments Records
Organizations that already use NetDocuments do not need to recreate existing records.
The integration allows firms to:
Import existing clients
Import existing matters
Associate existing workspaces with SurePoint Pro records
Best Practice
Ensure naming and identification conventions are consistent between systems before importing records. This helps prevent duplicate records and improves matching accuracy.
2. Conflict Search Integration
Conflict checking is a critical part of matter intake, and the integration extends searches beyond information stored solely within SurePoint Pro.
Searchable Sources
Conflict searches can include:
Contacts
Clients
Matters
Notes
Tasks
NetDocuments content
This allows firms to identify relevant information that may exist within stored documents, correspondence, and other content maintained in NetDocuments.
Conflict Search Workflow
Run a conflict search in SurePoint Pro.
Open the conflict search report.
Review results from both SurePoint Pro and NetDocuments.
Select a NetDocuments result link.
Open the source document directly in NetDocuments.
Key Benefit
Users no longer need to perform separate searches in multiple systems. A single conflict search can provide visibility into both matter management records and document content.
3. Accessing Matter Documents
Users can view NetDocuments workspaces directly from SurePoint Pro.
Navigation
Global Search → Select Client or Matter → View Files
Workflow
Search for the client or matter.
Select the View Files icon.
Open the matter's Files tab.
Access the corresponding NetDocuments workspace.
The workspace is presented within the SurePoint Pro experience, allowing users to work with documents without leaving the matter record.
Benefits
Centralized document access
Reduced application switching
Faster document retrieval
Improved user productivity
Users can open, edit, and manage documents while remaining focused on the matter they are working on.
4. Document Creation and Filing
SurePoint Pro supports document generation using predefined templates and matter-specific information.
Navigation
Matter Record → Create Document → Select Template → Generate Document
Template-Based Document Generation
When a document is generated, SurePoint Pro can automatically merge information from the matter into the selected template.
Common Merge Fields
Examples include:
Client Name
Matter Name
Current Date
Firm Information
Responsible Attorney
Signatory Attorney
Custom Matter Fields
This eliminates repetitive data entry and helps ensure document accuracy.
Automatic Filing in NetDocuments
After generation and saving:
The document is automatically filed within the matter's NetDocuments workspace.
The document remains linked to the associated matter.
Users can immediately access the document through the Files tab.
Benefits
Consistent filing practices
Reduced risk of misplaced documents
Faster document creation process
Improved document organization
5. Automated Time Management (ATM)
Automated Time Management helps users identify potentially billable activity that may otherwise go unrecorded.
ATM provides a running view of:
Suggested Time
Recorded Time Entries
The system continuously evaluates user activity and generates suggestions based on configured events.
Activities That Can Generate Time Suggestions
Examples include:
Emails
Calendar Events
Phone Calls
Document Activity
Other tracked firm activities
When a user generates, edits, or works with a document, ATM can create a corresponding time suggestion.
Example
Document Merged
The system may create a time suggestion indicating that a document was generated or merged for a specific matter.
The suggested entry:
Is associated with the correct matter
Uses the configured activity description
Appears in the ATM suggestion list
Can be converted into a billable time entry with minimal effort
Benefits
Captures work that might otherwise be missed
Improves timekeeping accuracy
Reduces administrative effort
Increases realization opportunities
End-to-End Workflow
The integration creates a connected workflow across the entire matter lifecycle.
Typical User Process
1. Perform Conflict Search
Search across SurePoint Pro and NetDocuments content.
2. Create Matter
Matter information is entered into SurePoint Pro.
3. Automatic Workspace Creation
A corresponding NetDocuments workspace is created.
4. Access Matter Files
Documents are available through the Files tab.
5. Generate Documents
Information from the matter is merged into templates.
6. File Documents Automatically
Generated documents are stored in the proper workspace.
7. Capture Activity
Document actions create ATM suggestions.
8. Record Time
Users review and accept suggested time entries.
Key Takeaways
The SurePoint Pro and NetDocuments integration creates a unified environment for matter management, document management, and time capture.
By connecting matter records to document workspaces, firms can:
✅ Access NetDocuments content directly from SurePoint Pro
✅ Automatically create and maintain matter workspaces
✅ Include NetDocuments content in conflict searches
✅ Generate and file documents more efficiently
✅ Reduce duplicate data entry
✅ Improve consistency across systems
✅ Capture billable activity through Automated Time Management
The integration helps users spend less time navigating between applications and more time focused on client work, ensuring that matter information, documents, and billable activities remain connected throughout the life of a matter.