Formshares - File Opening

Modified on Fri, 5 Jan at 10:16 AM

Our firms policy for opening files is by using Formshares. Once you have carried out the necessary Conflict Checks and are ready to open your file there is an icon on your desktop screen called "Formshare Forms".

Open this folder to gain access to the correct Formshare for the type of matter you are opening.

All formshares generally work in the same way with extra specific bits for different matter types. There is a Firmwide Joint and Firmwide Single Formshare to use if the matter does not fit into any of the other categories. Please make sure you fully complete the Formshare to enable the correct information to be extracted.

Completing the Formshare

At the top of the Formshare you will need to select whether you are opening a new client and new matter or an existing client with new matter.

Example Formshare below:-

Please ensure you enter as much information as possible,

At the end of each Formshare is a green Validate button - please make sure you use this button and temporarily save your Formshare to your desktop. Do not use File/Save option.

Importing the completed Formshare into Partner

Depending on whether you have chosen new client or existing client depends on how you insert the Formshare into Partner to extract the data and open your file.

New Client New Matter

In Partner open the Formshare Extraction feature “Tools/Formshare/Formshare Extraction”.

Drag and drop your Formshare into this area to create your new client and new matter. Then scroll to the bottom of the list you will see your new barcode.

Go to your new file to save your Formshare in the new matter.

Open the Formshare you have just created and dragged into Partner.

On the right hand side of the screen if you scroll to the bottom of the tools section you will see a tab called "Partner for Windows" click on this.

An “Add To Case” icon will appear at the top of your Formshare allowing you to save your Formshare to Partner.

Enter the Barcode of the client you have just created / select the correct matter and enter a description (i.e. Formshare) / select the correct progress file as to where you wish to save your form using the green tick.

Once you have saved it remember to delete the temporary saved Formshare from your desktop.

Existing Client New Matter

In Partner open the Case History Screen within your existing client (client level)

Drag and Drop your Formshare into this area to create your new matter.

IMPORTANT NOTICE - PLEASE READ

DO NOT drag and drop your Formshare more than once – otherwise it will create another new file. (If this does happen by mistake please raise a new ticket on the IT Helpdesk asking us to remove the incorrect one).

Flattening your Formshare

Select the Formshare you have just saved in Partner and right click on your mouse to access the flattening feature and select “Flatten PDF”

This has now made the Formshare non active so you can then move the flattened Formshare to a different agenda if required without creating another client and matter.