My Account General Overview  Personal Information Change your name and phone number Change your email for notifications Change your password Allow automated password recovery Allow certificate-based login Allow NetDocuments to notify you of events, product changes, and special offers  Account Information My Inbox email address Web folders URL My Cabinet Enable and Storage space    Application Settings Name Order PDF streaming Gleam settings Desktop email integration Install Application integrations EMS Add-ins - (includes .NET Framework download option)  Workstation Settings Echo AutoImport Browser Search Box      NetBinder Personal Contacts Add/Remove people

General Overview

Click on My Account to change your user preferences, activate optional integration with your email application, and to configure your PC to store backup copies of documents as you open them from NetDocuments.  Your settings are mobile, allowing you to login from any PC with your preferences in tact.

Note

Workstation and application integration settings are machine specific, but they can be enabled at each PC you work with where necessary.  For security purposes, NetDocuments encourages users to set these preferences from their primary workstation only and not to activate them when you login from another user's workstation. 
 

Change Your Name and Phone Number and Company Organization 

This information can be changed at any time and does not affect your billing account.  This is information that other NetDocuments users will see when they want to know who you are when you are added to an access list. 

Caution - When registering a new user account, the user's first or last name CANNOT contain quotes.

Change Your Email for Notifications

You can change this email for notification of changes in documents, NetBinders, or notes from others using NetDocuments.  If you leave your firm, you still have access to your NetDocuments account and can change this email to your new email address for notifications.  Although you take your account with you, you no longer will have access to your prior firm's Repository and documents. 

Change Your Password

To maintain a secure account, you should change your password often by clicking Change Password.

NOTE: If you try to change your password and repeatedly get a message that says, "Session timed out. Please click OK and then refresh your Browser.", it is probably because a Pop-up blocker is restricting the dialog from appearing.  Remove the pop-up blocker or allow it to work with NetDocuments.  We also suggest that you make vault.netvoyage.com a trusted site in your IE Browser.

Allow Automated Password Recovery

If you forget your password at login, you can click Forgot My Password at the login page to select a new password.  However, if you deselect this option, you will be unable to recover your password except through Technical Support.  Email support@netdocuments.com. 

Allow Certificate-based Login

A digital certificate is an electronic file that establishes your personal credentials for security purposes. Digital certificates are issued by a third-party trusted Certificate Authority (CA), such as DST. When a CA issues a digital certificate, it verifies that the owner is not claiming a false identity, just as when a government issues you a passport, it is officially vouching for the fact that you are who you say you are! When a CA grants you a digital certificate, it puts its integrity behind your identity based on credentials you submit during the registration process. CAs like DST usually offer a warranty assuring the validity of your identity.
 

To enable this capability, login to NetDocuments and do the following:

1. Click on My Account

2. Click on Personal Information

3. Check Allow certificate-based login

4. Click on Register Certificate
   
   Note: You should already have registered a certificate with your Windows operating system prior to registering it with NetDocuments.  If you have not, a window will open and appear blank for some time before returning a "Cannot find server" error.

Allow NetDocuments to Notify You of Events, Product Changes, and Special Offers

This option is off by default.  NetDocuments does not send spam or any other email that does not relate to the service itself.  This option can be useful to be notified on occasion of new releases, tips and tricks, and offers. 
 

My Inbox Email Address

Use this automatically assigned email address to forward emails or have faxes forwarded into My Inbox folder.  Every Cabinet folder has an email address.  However, if you wish to receive email to your NetDocuments account from outside users, the best way to control it is to forward your own email from others into this address.   
 

Webfolders URL

Webfolders is a Microsoft Windows built-in feature that allows you to map to an FTP, HTTP or HTTPS location as though it were another local drive visible through My Computer or Windows Explorer.  NetDocuments provides for this connectivity so that you can open, copy, paste, move, and delete documents through your Windows Explorer interface.   However, NetDocuments does not provide support for the Webfolders functionality, as that is specific to your Windows operating system. 

1. Webfolders must be enabled in your Operating System.  Webfolders are already installed and ready to use in Windows XP.

2. Click My Network Places

3. Click Add Network Place

4. Type https://vault.netvoyage.com/webfolders and click Next

5. Enter your NetDocuments user ID and password and click OK

6. Enter a description such as NetDocuments Webfolders and click Finish

You may now navigate your NetDocuments Cabinets using Windows Explorer.

Notes

• If you log into NetDocuments using Webfolders, you must log out of Windows to end your session.  The 45-minute service timeout feature does not function when you are accessing your account through Webfolders.
   

• While there are benefits to using Webfolders for copying entire folders and deleting multiple documents, some document service functions, particularly those involving sharing and collaboration, can be performed only through the normal NetDocuments web interface.  

My Cabinet Enable and Storage Space

Shows how much disk space you have used in My Cabinet.  Users have 3 megabytes available in My Cabinet.  Generally My Cabinet should be ONLY used for receiving NetBinders from others outside of your organization.  The amount of space cannot be increased.  If a person wishes to have more personal space, the person should subscribe to an Professional Account.

My Cabinet can be enabled by checking the box below so that it will display on the Navigation Pane.

Display My Cabinet in the navigation pane

Name Order

The name order selected here will be used in all displays that show a list of names.  For example: the access list of a document.  A user can change this to be first name then last name, or vice versa.

PDF Streaming

PDF streaming enables faster viewing of PDF files by streaming data one page at a time.  This means you do not need to wait for an entire PDF file to download before viewing.  If you only have the Adobe Reader, you should check this.  If you have the Standard or Professional version, you should not check this.  Disabling this feature forces NetDocuments to push the entire document to you before it can be opened and edited. 

You can use the View in Browser option for PDF streaming at any time if you just want to view the PDF.

NOTE: Some PDF documents cannot be streamed.  That is an option set when the PDF is created.  PDFs created with the newer versions (6.0+) of Adobe Professional or Standard have streaming set by default.

Gleam Setting in days

A gleam (blue star) appears on any document or NetBinder that has been changed by another user since you last viewed it.  You can indicate the number of days that the gleam should remain when a document has been edited by another user and not yet viewed by you. 

Desktop Email Integration

Whenever you email a document from within NetDocuments, NetDocuments uses its own simple HTML email form.  There are no address book capabilities nor is there a WYSIWYG interface.  To access your own email application's address book and interface, turn on desktop email integration.  NetDocuments will launch your email application's send feature to deliver the document(s).  When this option is used, it is important that your Exchange Server settings are set to avoid broken links that are longer than 79 characters.  Please refer to the Notify Others option to review how to make these settings to your Exchange Server.

Note to GroupWise Users:  In some cases, the GroupWise messaging DLL will not work for this integration.  This appears most frequently in GroupWise 6.  If you have GroupWise support with Novell, you may be able to open a support ticket with Novell to get this fixed. 

Tip for Saving Email to NetDocuments: Another way to get email attachments into NetDocuments easily is to save them to the NetDocuments Auto Import folder. 

 

Install Application Integrations

Please contact your NetDocuments Administrator prior to installing these integrations.  Your organization may use an alternate integrations software.

NOTE: This option also includes other Microsoft Office and Adobe Integrations

NetDocuments is designed to be able to manage virtually all computer file types when using the NetDocuments browser interface.  In some cases, such as with Microsoft Office applications, we also provide software to allow functions such as Open new, Save New, etc to be linked directly to NetDocuments from an application such as Word or Excel.  With these "application integrations", the main point of entry into NetDocuments is from within Word or Excel.  These integrations are optional and can be installed, if desired, as described below.  Because of differences in the design of Word and Excel, the operations of the integrations of the two are slightly different.

After you have installed these integrations, you will have the following additional capabilities.

Microsoft Outlook -
This integration will place two buttons in Outlook as follows;  NetDocs Add - If you are sending a new Email,  you will have a button that is called NetDocs Add.  This will allow you to attach any document you want from NetDocuments to the email you are composing.  When selecting, you can select multiple documents and you can repeat the process multiple times for a specific email.  NetDocs Save -  If you have a received email open, you will have a button that is called NetDocs Save.  This will allow you to save the message with its attachments into NetDocuments.  The Integration also allows you to profile the email and its attachments if the Cabinet you select has custom profiling enabled.  It can be saved as an MSG file or can be put into a NetBinder.  The NetBinder stores the email header and body information as an HTML file, and the attachments as native files.  Because the copy in NetDocuments is a record, it cannot be modified.  However, a new version of the NetDocuments copy can be made and edited.

Tip for non-Outlook users: Another way to get email attachments into NetDocuments is to save the email attachments to the NetDocuments Auto Import folder. 

Microsoft Word -
additional File menu options to save and open documents to and in NetDocuments.  You can also still save documents to your local PC.

Microsoft Excel -
additional File menu options to save and open spreadsheets to and in NetDocuments.  You can also still save spreadsheets to your local PC.

Microsoft Powerpoint (2007 only) -
additional File menu options to save and open presentations to and in NetDocuments.  You can also still save presentations to your local PC.

Adobe 7 or 8 Professional -
option to save PDFs to NetDocuments.

To install the client software, click the link as shown below.  Please note which versions of the Office applications are supported.

After clicking the Download and install link, you will be prompted as follows:

Select the Run option.

You will then get another dialog as follows.  Click the Run option.

When the following wizard dialog appears, click Next.

Select the location to store the programs.  We suggest you use the default and select Next.

Next select the applications for which you want to install integration.  Note that Powerpoint is only available for Office 2007.

If you have Adobe 7 + Professional, you can also install an integration for that.

Next you will be prompted with a confirmation dialog.  Click Next and continue.  The software will now be installed.  When it is completed, you will be prompted with the following dialog to complete the installation.

After the integration code has been installed, some modifications can be made as desired by a customer for where the Doc ID will be placed into the document.  The default is as a footer on each page but the first. You can modify it to only show as text at the end of the document or not show it at all.  Depending on changes you make to the integrations we may not be able to support those customizations. 

NOTE: Please be aware that other templates or macros that you may have installed could conflict with the integrations. In that case, we will work with your template developers to attempt to find a solution.  We recommend that you test the Application Integrations provided by NetDocuments in your environment prior to purchasing the  NetDocuments Service to ensure no conflicts exist.

Also, if your firm or organization wants to have additional integrations with other Microsoft Office applications, they can be acquired from 3rd parties who specialize in MS Office macro development.  These 3rd parties generally charge a fee for their software and services.

We recommend that you study the various alternatives and select the one which best meets your needs.

Install Email Management Service (EMS)

If your organization purchased the Email Management Service (EMS), then you can use either of the EMS Add-in options to download and install the software. 

NetDocuments provides two clients which can be used for the Email Management Service.  We recommend that on a specific workstation, only one or the other be installed.  We do not currently support having both clients installed on one computer.  If a user does not want to use folders and profiles everything to a specific area like Client/Matter, then the EMS Profiler may be the preferred choice.  However, if you are managing email for more than one cabinet, you will need to use the EMS Folders, since the EMS Profiler supports only one cabinet.

Installing EMS Folders Add-in

To install the EMS Folders Add-in, select the install link and click run to install this client software.

Installing EMS Profiler Add-in
To install the EMS Profiler Add-in, select the install link and click run to install this client software.

Email Management works best with more PC memory and a faster processor.  Ideal minimum is 512 MB of memory and a high-end Pentium III or Pentium 4.
       1.  Windows XP -SP2, Windows Vista or Windows 7
       2.  Outlook 2003 or higher.
       3.  Microsoft .NET Framework 2.0 
You can download the .NET Framework from this link:

http://www.microsoft.com/downloads/details.aspx?familyid=0856EACB-4362-4B0D-8EDD-AAB15C5E04F5&displaylang=en

 
Refer to the Email Management section in Help for more information on the installation process and usage of Email Management with EMS Agent.
 

Echoing

If you enable echoing, a copy of each document you access will be retained locally for the period of time you specify. During this time, if there is no Internet connection, you are able to access these document copies.  Editing of documents in the Echo directory should only be done at times when there is no Internet connectivity.  Echoing means quicker access to the most current version of your documents. You should not enable echoing on a workstation that is accessible to others because they may be able to access your echoed documents. The echoing settings apply only to the workstation where it is set.  These settings will not affect other workstations you use unless you enable it. 

For security purposes, Cabinet Administrators have the ability to restrict document echoing in certain cabinets, so in some cases documents will not be echoed to your workstation even if you enable echoing. 

Echoing also has to be enabled for a user to use the Briefcase Mode under the Save Local option.
 

AutoImport of Documents

NOTE: The Import provided in the browser will allow multiple documents to be imported, but this option is provided as an alternate method.  It is commonly used as a folder to place scanned images that can subsequently be imported into NetDocuments.

This feature serves two purposes:

1. To upload one or many documents to be imported into NetDocuments automatically.

2. To allow you to create new documents offline, such as on an airplane, and then have them quickly uploaded into NetDocuments the next time you connect to the Internet.

To enable the AutoImport feature:

1. Go to My Account

2. Select Workstation

3. Select either the first or second option. The first option requires you to drag all of the documents you want imported at one time, because it will start importing after you have placed them in the AutoImport folder.  The second option allows you to drag documents into the folder and then manually start the import process.
   Use the default auto import path or change it to a new location.

4. Click OK

When you click OK, if the default folder <AutoImport> does not exist, it is created automatically for you as a subfolder in My Documents.  You can return to change the location of this folder at a later time, however, unless you click Browse... and either select an existing folder or create a new one, that folder is not created for you as it is the first time.

Active List Enabled: 

When you enable the AutoImport function, it also places in your Windows Program menu a program called "NetDocuments - Active List".  This program must be run to import documents.  If you selected the first option, then this program will run automatically when a document is placed into the AutoImport folder.  If you use the second option, you can run this program after you have placed the documents into the AutoImport folder.

To manually force the Synchronization of documents in the Auto-Import Folder, you can open the NetDocuments - Active List from the Windows Program menu, and click the File|Synchronize option.  A dialog will appear showing the documents that will be imported.  If you choose, you can drag this Active List shortcut to your Desktop or Startup folder for added convenience. 

Once the documents have been imported, they are removed from the AutoImport Folder.

NOTE: This same program will synchronize any documents which have been edited locally in your Echo directory, so this program would be used if you edited documents in the Echo directory while the Internet was inaccessible at any time.

For more information about using the AutoImport function, click here.


NetDocuments as default Browser Search

By clicking the following link, you can make the browser default search be NetDocuments.

By making this either your default search engine or one of the search engines, you can do NetDocuments searching directly from this search box in the browser as shown below.  So if I were looking for an email that was related to me, I could enter John Doe msg and it would locate those related emails.

If you are using Internet Explorer 8.0, you also have the ability to enter a name associated with one of the workspaces you have in My Workspaces and it will list those related workspaces so you can select the one you want directly from that search result.

NetBinder Personal Contacts

Your NetBinder Personal Contacts is a list that contains the names of anyone who is not a member of your corporate account you choose to share documents with. You can access it by clicking My Account > NetBinder Personal Contacts.  Provided for your convenience, your contacts list allows you to quickly select users without having to type their names each time you share a folder.