Overview
You can setup a document review process between NetDocuments and SurePoint Practice Pro that will sync document reviewers between both systems.
We will cover the following topics:
Setup Document Ready For Review Profile Attribute In NetDocuments
SurePoint Practice Pro will use profile attributes to set reviewers and reviewer statuses in NetDocuments. Repository administrators will need to create a new profile attribute for the firm.
Login to NetDocuments.
Click on your name in the upper right corner.
Click "Admin".
Click your repository name.
In the NetDocument admin console, click on the three horizontal lines in the upper left corner to open the admin navigation left sidebar panel.
Click "Profile Attributes".
Click "Create".
In the Create Profile Attribute right panel, enter the Name.
We recommend a name such as "Document Ready For Review".
SurePoint Practice Pro will be looking for a value in which to determine a document is ready for review. The value can be a true/false value, such as "Yes" or "No". A firm administrator will setup the value in SurePoint Practice Pro NetDocuments Integration.
Select "Text" as the "Type".
Check the "Use lookup table" checkbox to enable.
Click "Save".
Repeat steps above to create 3 more Profile Attributes for how many document reviewers you need.
For example: "Document Reviewer 1", "Document Reviewer 2", "Document Reviewer 3".
After you have created all your profile attributes, you will need to enable them in the cabinet connected to the SurePoint Practice Pro NetDocument integration.
Add Profile Attribute To Cabinet In NetDocuments
To use the document reviewer profile attributes you just created, you will need to enable them in the cabinet for use with SurePoint Practice Pro.
Login to NetDocuments.
Click on your name in the upper right corner.
Click "Admin".
Click your repository name.
In the NetDocument admin console, click on the three horizontal lines in the upper left corner to open the admin navigation left sidebar panel.
Click "Cabinets".
Click the name of the cabinet connected to SurePoint Practice Pro
On the cabinet settings page, scroll down to the section for "Configurable Document Attributes"
Check the document reviewer profile attributes to enable for cabinet
For example: "Document Ready For Review", "Document Reviewer 1", "Document Reviewer 2", "Document Reviewer 3".
Scroll to the bottom of the page
Click "Submit" to save your settings.
You have added the necessary profile attributes to the cabinet. Now let's configure these profile attributes in SurePoint Practice Pro.
Configure NetDocuments Integration For Document Review In SurePoint Practice Pro
A SurePoint Practice Pro firm administrator will need to connect to NetDocuments and configure the NetDocuments integration settings.
Go to Firm Settings > Integrations > NetDocuments page.
If you are not already connected, click "Connect".
Click the "Edit" button.
Toggle the "Sync Reviewers" button to enable syncing between NetDocuments and SurePoint Practice Pro.
Note: You can assign the same reviewer attribute to multiple member types, but it won't allow two members to have the same reviewer attributes on the same matter if syncing is enabled for an organization.
Once you turn on Sync Reviewers, you will see new dropdown options appear.
Select "Document Ready For Review Profile Attribute" from the list of NetDocuments profile attributes.
Enter "Document Ready For Review Value" which is the value to determine whether a document is ready to review.
SurePoint Practice Pro will be looking for a value to determine whether a document is ready for review. The value can be a true/false value, such as "Yes" or "No". You can set any value here that works for your firm.
Select "Member Integration To Use For Sync," which will be the SurePoint Practice Pro firm member for whom you would like to sync NetDocuments and SurePoint Practice Pro for document reviewer functionality.
Select "Reviewer Member Key" which will be the SurePoint Practice Pro number or name in which to sync the NetDocuments member for document reviewer functionality.
Setup Member Type Document Reviewers In SurePoint Practice Pro
A SurePoint Practice Pro firm administrator will need to set a few member types in Firm Settings to have the Document Reviewer profile attribute set, allowing SurePoint Practice Pro firm members to be users with permissions to review documents.
Go to Firm Settings > Settings > Member Types page.
From the Actions column, click the pencil icon "Edit" icon for the member type name to add as document reviewer members.
In the Edit Member Type pop-up window, select the following:
Document Reviewer Profile Attribute
Choose the profile attribute from the list of NetDocuments profile attributes. SurePoint Practice Pro will automatically send to NetDocuments the member based on the NetDocument's member key.
For example: "Document Reviewer 1", "Document Reviewer 2", "Document Reviewer 3" will get set to the corresponding NetDocuments member.
Document Reviewer Dependent Profile Attribute
Choose the profile attribute from the list of profile attributes created in NetDocuments. SurePoint Practice Pro will automatically send to NetDocuments the value set below in "Document Reviewer Dependent Profile Value" to this profile attribute lookup table.
For example: "Document Reviewer 1 Status", "Document Reviewer 2 Status", "Document Reviewer 3 Status".
Document Reviewer Dependent Profile Value
Choose the profile attribute from the list of NetDocuments profile attributes. SurePoint Practice Pro will automatically send this value to the configured "Document Reviewer Dependent Profile Attribute" to NetDocuments.
For example: "Awaiting Review".
Document Reviewer Dynamic Attributes
Enter the dynamic attribute value you would like to set in the "Document Reviewer Profile Attribute" lookup table in NetDocuments when SurePoint Practice Pro sets the member in the lookup table.
For example: {1001}.
Click "Save"
Add Document Reviewers Matter Roles In SurePoint Practice Pro
Once document reviewers are configured for specific member types in Firm Settings, you can add matter role assignments for specific members to be document reviewers.
Go to the Matters list page.
Click on the matter name from the "Matter Name" column to view a specific matter.
Click on the "Roles" tab.
Click "Add Role Assignment".
Select the Member in the dropdown.
Select the Member Type in the dropdown.
Note: The member type must be the same member type setup in Firm Settings > Settings > Member Types page with "Document Reviewer" enabled to Yes.
Click "Save"
Once you have set up multiple member roles to be document reviewers, you will need to sync these reviewers between SurePoint Practice Pro and NetDocuments.
From the matter page, in the top right corner, click on the down arrow next to "Create Document".
Click "Sync Reviewers" button.
Note: This may take a few minutes to perform the sync.
Go to the Matter > Files tab.
You should now see columns shown for Document Reviewer information.
Note: You may need to turn on these columns if they are not visible. Click the gear icon on the right of the table in the "Documents" tab.
In the "List View Display" pop-up, check the columns you want to display and click "OK".
Edit Profile Attribute For Documents In Matter Files Tab
Once you have set up document reviewers, when you have a document that is ready for review, you will need to update the document with the "Document Ready For Review" value set to "Yes".
Go to the Matters list page.
Click on the matter name from the "Matter Name" column to view a specific matter.
Click on the "Files" tab.
In the Documents section, you should see your list of documents in NetDocuments.
Select a document and in the upper right corner, click on "...More".
When the menu opens up, click "Edit Profile"
Under "Ready for Review", enter "Yes".
Note: The value "Yes" should match the value you set in Firm Settings > Integrations > NetDocuments page for "Document Ready For Review Value".
Once you set a document to be ready for review, SurePoint Practice Pro syncs it every 5 minutes. The document reviewer for the matter should be automatically populated in NetDocuments.
Congratulations! You have set up and configured document reviewers in both SurePoint Practice Pro and NetDocuments.
Let us know if you have any questions!