Collaboration

Five Tricks To Help Power Up Your E-Bundling

E-bundling has fundamentally changed the way in which court bundles are created. In addition to saving time and allowing you to collaborate with colleagues from anywhere at any time, utilising the additional features that Bundledocs offer can elevate a user's experience. 

Our support team liaise with our customers daily and they have identified the features that our customers regularly enquire about when creating bundles. Read on to see how you can take your bundle creation to the next level.  


Sort documents chronologically 

When preparing large bundles for court there can be a lot of documents that will be worked on. If you are preparing your documents and you need to sort them by date you can do this easily with Bundledocs – in just a single click. To do so, show the documents dates on screen. Following this, you have the option to amend the document dates if needed. Clicking the ‘sort by date’ button will automatically display the dates of each document in your bundle by ascending order. If you are required to present them in descending order, simply click the button again and it will change the filter automatically.  

To see this in action you can visit our dedicated tutorial How to Sort Documents in Date Order.

Move your documents 

When creating bundles, there are numerous documents added throughout the process. Depending on how your bundle is to be presented you may need to move some documents around. We make this easy for you, with the click of a mouse, you can simply move around the order of your documents into your desired structure. Need to move more than one document? You also have the option to select each file and number them in in the order you would like them to appear.  

 

Create a custom index 

In order to meet court requirements creating a custom index within your bundle is vital. The good news is that with Bundledocs this can be done in a simple click. Your first step will be creating sections and adding documents before generating your bundle. Once you generate your bundle your document will be instantly indexed, sectioned, numbered, and hyperlinked. There are many ways that you can customise your index such as changing the title, including dates, removing the index entirely – or even by uploading your own index. With Bundledocs you have the freedom to create an e-bundle that will meet your specific requirements.

Contact our support team for free setup and access to our free templates. 

 

 

Remove section index page 

With Bundledocs you can automatically generate a complete index which is fully sectioned, numbered and hyperlinked for easy navigation. However, in some cases your bundle will not require an index. For instances like these you can remove your section index pages in three simple steps – simply generate the bundle, expand the ‘Section Pages’ section and select ‘Remove Section Index Pages’. Now your e-bundle is ready to go.  

To see this in action you can visit our dedicated tutorial How to Remove Section Index Pages

Share your files securely 

When it comes to sharing your final bundle with clients, colleagues, and the court with Bundledocs you can do so securely. Our ISO 27001 accreditation ensures that your confidential data always remains secure. When sending via email for an added level of security you can password protect your documents ensuring that only those who have the password can open the email.  

With emails the data limitations mean that your bundle may have to be split into sections. To eradicate this, you can share your bundle via our secure share function which allows you to share bundles with a third-party securely with full visibility on when the files is received and downloaded.  

 

If you want to find out about our additional features to make your bundling process even easier get in touch with our support team today.  

The Top Three Benefits of converting to an electronic document bundling system

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It is no industry secret that many within the legal sector waste a significant amount of time creating documents manually for clients and court hearings. Following the mass migration to remote working, law firms have begun to digitally transform seeking new ways for their firms to continue operating efficiently.  

In an industry that traditionally operates with paper records adopting electronic systems can seem daunting. However, with e-documents firms can now operate from anywhere at any time and with increasing efficiency and reliability.  

We have identified three of the main benefits of migrating your law firm away from manual document budling to an entirely electronic bundling system: 

 

1. Increased Productivity 

One of the greatest benefits of electronic bundling is an improved workflow. According to McKinsey, employees spend 1.8 hours a day or 9.3 hours a week searching for documents. For paralegals, lawyers, and solicitors the time wasted searching through physical files and folders reduces the level of service they can provide to clients.  

This unnecessary time wasting can be almost eradicated with documents being managed electronically. With e-documents the required files can be accessed in minutes allowing for time to be spent on higher value tasks and clients.  

We’ve seen this first-hand. For example, our clients Knights plc have really noticed the benefits of transitioning to an e-bundling solution: “In addition to saving paper, there is also timesaving, which can be attributed to the technology, of course – and which in turn means a better experience for the person carrying out the task as part of their working day.”  - Senior learning and development trainer, Hilary Hallen.  

    

 2. Increased reliability and collaboration  

 

E-documents provide an added level of reliability that cannot be replicated by manual solutions. In the Briefing efficiency/competitiveness axis for 2021, collaboration technology, such as electronic bundling, came out on top. Files can be backed up and accessed from a central system whenever they are required. With physical systems when a document is lost, the data can no longer be retrieved.  

There are many implications of lost data – security being a primary concern.  

You may be surprised to hear that digital file management actually offers higher protection than traditional means. When choosing a provider look for ISO certification. This global certification is awarded to businesses that can prove their systems protect user information both internally and externally 

Updating physical files can be a time-consuming process. With automated solutions firms can re-adjust documents with new labels and information to ensure that they remain up to date, if and when inevitable changes need to be made.  

 

3. Improved employee and client satisfaction – a better place to work  

 

We know that employee satisfaction is important not only for retaining talent but to ensure firms can operate efficiently and maximise profits. Embracing electronic processes allows more time for employees to spend time on career enhancing opportunities and building client relationships. 

Clients have also become increasingly tech savvy and have ever increasing service expectations. In a recent article in Legal Futures it was noted that digital access to legal services will become the norm with over 75% of all 55–64-year-olds and 50% of over 65s now using the internet via a smartphone. These statistics are significant for those who operate in traditionally paper-based sectors, now is the time to move to digital tools and sooner rather than later.  

By adopting electronic bundling systems, law firms will be prepared to meet the requirements of their employees and clients in a digital centric world. 

 

Find out more about our solution and see how it can transform the capabilities of your firm. 

How law firms can embrace automation to speed up legal processes

Embracing automation can improve processes within legal firms and reduce costs. For some, there may be a reluctance to trust when it comes to automation, with some potential security concerns. However, in many cases security can be positively influenced by embracing automation.

We’ve examined a few ways in which your firm can embrace automation to improve your businesses functions and speed up legal processes: 

1.      Transform manual processes into efficient workflows

Traditionally, the work of legal firms has been done via paper records, kept in large binders on office shelves. However, this process of maintaining and managing files takes time, space and resources from other areas within the firm.

In order to reduce this time-consuming practice, firms should look to introduce an electronic bundling system – freeing up personnel for more important tasks.  

When it comes to preparing and updating documents, there is no comparison between a physical file and an e-bundle. With e-bundles, information can be added and redacted at any stage, eliminating the need to restart a file and ensuring client confidentiality throughout the process.

2.      Foster greater remote collaboration with improved security

In a recent survey, 67% of lawyers said that they would like to remain working remotely and would be open to splitting their time between the office and home. Remote working has disrupted normal ways of working and it is most likely here to stay. Firms need to be able to adapt with confidence to ensure they remain competitive.

Cloud-based e-bundles are ideal for remote collaboration across teams, eliminating the need to send multiple PDF bundles back and forth. E-bundles can be shared and edited instantly. They also boast high security measures that cannot be compared to a lever arch file.

Remove unnecessary headaches linked to sharing files via individual personal computers. Instead create a single bundle and grant access to anyone you need to work on the bundle via the cloud. Embracing this practice improves collaboration whilst ensuring the utmost security process are in place, no matter where your team is located.

Remote court hearings are now also an increasing reality – creating an immediate need for confidential documents to be shared in a secure and efficient manner. Unlike sharing files via email for example, cloud-based e-bundles allow for documents to be delivered securely ensuring confidentiality.

At Bundledocs, our e-bundling system is ISO 27001 certified. This global certification is awarded to businesses that can prove their systems protect user information both internally and externally.


3.      Stay competitive and create a modern service offering

The shift from paper to digital is well underway. Client expectations within this area are continually growing. To keep up with modern clients, a modern service delivery must be adopted. Clients are no longer will to wait for outdated postal services but expect instant communication.

By choosing e-bundling solutions you reduce unnecessary printing, not only helping the environment but also cutting overhead costs and saving time for both firms and their clients.

With more than 700 clients, including leading law firms, across 34 countries, you can trust Bundledocs to provide a robust cloud-based document e-bundling service for your organisation.

Is your law firm interested in automating your physical files into secure e-bundles? Get in touch with us today or start your free trial now.

Can I Collaborate with Colleagues in Remote Locations on Bundles using Bundledocs?

Let’s discuss collaboration. Here at Bundledocs making it easy and secure to work with others has been our priority since day one. Plus as a cloud-first solution we have the flexibility to allow you to work seamlessly with anyone, anytime and on any device. Let’s jump right in and show you how collaboration is done…

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We were inspired to write today’s post from a recent enquiry we had about Bundledocs. The user (and now client) was looking for a solution that integrated with their DMS system and allowed them to easily collaborate on bundles with colleagues in different offices - without the need to travel.

 
“We are looking to collaborate with colleagues in remote locations on bundles - without the need to travel to each office. Is it possible to permit people in various offices access the bundle data so we can collaboratively work on bundles? ”
— Bundledocs Enquiry
 

Yes. If you too are looking for a solution to help you securely collaborate with colleagues, other side counsel, clients or any third party, then Bundledocs has a solution for you. In this post we will go through Bundledocs Secure Share; Bundledocs Online Collaboration and Bundledocs Groups. Let’s get started!

Secure Share

(Electronically share your bundles in an instant)

How it works. Our Secure Share allows you share a password protected bundle with anyone - outside counsel, barristers, other side solicitor, client etc. When you share a bundle using Bundledocs, the recipient will receive two emails: The first contains a unique password and the second email contains a link to download the bundle. Use both to instantly download the bundle.

How it helps. Our Secure Share is great for anyone working with large bundles. You are no longer limited by your email limits and can now send bundles of any size to anyone. You won’t need to print and send bundles unnecessarily and can help move towards being a less-paper office. Win. Win.

Did you know? Many of our clients are now using our Secure Share feature to share the index or Table of Contents page with others. Simply generate your bundle to only include the index page and then securely share your index with others. Here’s a quick video so you can see it in action: Share Index with Others (Video).

Over the last few months we’ve added a number of new enhancements to our Secure Share feature to make it even better. It is now possible to set an expiry date for your shared bundle; set download limits and even type longer messages when sending.

Online Collaboration

(Securely collaborate on bundles with anyone)


How it works. Bundledocs Online Collaboration allows you grant access to others to view, edit and work on your bundle(s). You can grant access to any third party - you control who is allowed access and what access type they have.

How it helps. With online collaboration the days of sending bundles back and forth are over. Create one bundle and grant access to anyone that needs it. This feature is great if you need to have a number of people working on a bundle. The best bit? You don’t even need to have a Bundledocs account. It’s automatically created when you send them the invite!

Did you know? Bundledocs allows multiple users to work on the same bundle, at the same time. This is brilliant for anyone who’s working on large complex cases. It ensures that when you’re working on a particular section of your bundle, it’s locked for use to another other user.

Work in Groups

(Work together with colleagues on your bundles)

How it works. Bundledocs Team Groups allow you to work together with colleagues on your bundles. Everyone is working from the same place - regardless of which office they are in or where in the world they are.

How it helps. You don’t have to wait until the last minute to start preparing your bundles. Build up and modify as the case progresses and remove the last minute stress. Plus with everyone working from the same place you no longer have to worry about duplication. What a dream!

Did you know? Bundledocs have introduced Management Groups to help you easily manage your organisations user licences, bundles, access rights, global template and styles - and much more. If you’ve yet to introduce Management Groups in your practice, then get in touch today. We will be happy to show you how it works and offer free Admin training too.

That’s a wrap. If you’ve any other queries about Bundledocs secure share, online collaboration, team groups or management groups then make sure to contact our team. We will be delighted to show you more.

Make a Bundle Private from Groups in Bundledocs - Training Tip

Did you know it is possible to make specific bundles private from groups within Bundledocs? If not, then you've come to the right place. 

Within our recent post 'Work Collaboratively in Groups with Bundledocs' we released a new video highlighting our groups feature - from the setup of groups to managing group members. Following on from this we will take a look at how to make a single (or multiple) bundles private from group members within Bundledocs. 

It only take a few steps to make a bundle private from other group members. Don't worry you can easily share your bundles again at a later stage if needed. 

How do I make a bundle private from group members in Bundledocs?

1. Choose a Case. Select the 'Edit' button to edit the case details. 

2. Make Bundle Private. Within the 'Advanced' section simply change the settings for 'Make this bundle available to groups' from 'Yes' to 'No'. Select 'Update' to complete. 

3. Review at a Glance. A grey silhouette will appear next to any case that has been made private making it simple to see any private cases at a glance. 

 

Interested to learn more? Full details are covered within our manual that is available to download within your account. In addition, our dedicated team are here to help - we are happy to assist with any questions or queries you may have. Get in touch today!

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