Template Workflow

Litera’s general workflow to create a folder template is as follows:

1. You may edit the out-of-the-box templates available or create a new template.

2. Set the template availability and add additional template filters.

3. Include folders & sub-folders that must be created upon workspace creation and set the folder type (e.g. tab, saved search, site).

4. Allow/restrict user access to delete folders or change the prefix and/or suffix of folders.

5. Set user options to create pre-approved folders at the top level using the On-Demand Folder Creation option.

6. Set user access to create custom folders at the workspace root level or below, using the Config option.

7. Set the default template rule in the External System Configuration.

8. Use Data Uploader or Workspace Wizard to create workspaces.

9. The workspace is updated with the created standard folder structure.

10. Subsequent edits to the template can be applied to all workspaces.

Litera’s Best Practices for Folder Management

1. Start with a minimalist folder design i.e. keep workspace folder structures as simple as possible.

2. Create a template by matter type or practice area.

3. Create folders/sub-folders with standard names with prefixes or suffixes, and avoid free text.

4. Include initial and optional folders in the same template  (do not create a separate template for Workspace creation vs On Demand option)

5. Initial folders will be created at the time of the workspace creation and optional folders can be added in the Manage folders dialog.

6. Do not allow users to create folders at the root level of workspaces. Optional folder creation must be allowed at the second or third level.

7. Depending on the practice and matter type, further-level folders must be created

8. The standard folder management must be defined at the Workspace level. A further option to allow users to add On Demand folders can be set up in the template.

9. For each folder in the template, add the folder type, this will help with retention later

10. Add additional metadata at the workspace and folder level for improved knowledge management and document search and retrieval.

11. Periodically run Analytics reports to analyze the workspace usage summary and generate reports for empty/unused folders. Adjust the template as needed and re-apply to workspaces.

12. Delegate template creation to expert users in each practice. The IT team should manage all templates but individual practice areas should control the structure against minimum firm standards.