Prevail 10 E-Training*: Document Merge

Document Merge is one of Prevail's most powerful tools. Automatically merge information from the matter directly into a form or letter, and easily access the document in the Matter's history.

Document Merge has many tools and options to streamline this process for your firm.

Instructions

Part 1: Generating a Prevail Merge Document

1. Click ‘Document Merge’ on the appropriate matter in the Prevail toolbar.

2. Enter any character string from the document name in the Search field, and press Enter.

3. Highlight the desired document and click ‘Next’ or double-click on the document.

2. In the next window, you have several options:

   1. Check the “Merge Across Query” box if you want to merge the document in all matters that match a selected query.

      1. More information in Part 2.

   2. Check the “Merge Across Related” box if you want to merge the document for more than one Contact of the same type attached to the matter you are working in.

      1. More information in Part 3

   3. Check the “Print Immediately” box if you want the document to immediately print to your default printer, instead of displaying on your screen, upon completion of the merge.

   4. Check the “Create Word Document” box if you want the merged document in your word processing program format.

   5. Check the “Create PDF” box if you want the merged document in PDF format.

Note: The following settings can be set by default for a particular document by your administrator. For more information, see Prevail 10 E-Training*: Document Designer

• History Options: Modify how this document appears on the history tab by changing the subject or category.

• Ledger Time: Assign a time amount to this document.

  1. Billable Party: This will automate to the Lead Attorney on this matter unless otherwise noted.

  2. Rate: Automates depending on the Billable Party selected in the previous field.

  3. Hours: Enter the amount of time you would like to add to the ledger for this document.

  4. (Checkbox) Calculate: If you would like Prevail to calculate a dollar amount based on the amount of time and the rate of the Billable Party, check this box.

  5. Time Category: Assign a ledger time category to this document according to the dropdown.

     1. Time Categories can be customized by an administrator. For more information, see Prevail 10 E-Training*: Databank.

• Ledger Cost: Assign an amount to add to the Matter’s Ledger as a cost.

  1. Billable Party: This will automate to the Lead Attorney on this matter unless otherwise noted.

  2. Cost Category: Assign a ledger cost category to this document according to the dropdown.

     1. Cost Categories can be customized by an administrator. For more information, see Prevail 10 E-Training*: Databank.

  3. Cost Field: Enter the dollar amount you would like to add to this Matter’s Ledger.

• Task: If you would like to assign a task associated with this document merge, fill in the…

  1. Subject: Title of the task (ex: 'Follow Up on Intake Paperwork)

  2. Task Category: Assign a Task Category to the task according to the dropdown.

     1. Task Categories can be customized by an administrator. For more information, see Prevail 10 E-Training*: Databank.

• Notes: On either of the settings pages, add notes for this document to appear on the History Tab after the document is merged.

3. Click ‘Next’ and the document merge will be complete.

   1. The merged document will display on your screen in the selected format or will be sent to your printer if you selected ‘Print Immediately’.

4. Make any necessary adjustments to the merge documents.

5. Close the word processing program window.

   1. If you made any post-merge changes to the document, you will be prompted to save the changes you made. Click ‘Yes’.

Part 2: Merge Across Query

For more information on setting up a query, see Prevail 10 E-Training*: Setting and Deactivating a Query.

1. Check the “Merge Across Query” box if you want to merge the document in all matters that match a selected query.

2. Click ‘Next’. You will be prompted to select which query you want to merge this document for.

3. Select your desired query.

4. Click ‘Next’.

5. After Prevail builds the document, it will display in your word processing program.

   1. You’ll end up with one large document with page breaks in the appropriate places so when it’s printed, the result will be a separate document for each matter.

6. Follow steps 4 and 5 from Part 1.

Part 3: Merge Across Related

1. Check the “Merge Across Related” box if you want to merge the document according to a related party in the Matter that appears more than once.

   1. Example: This is useful if you are merging Medical Records Requests for all Medical Providers attached to the matter.

2. If there is more than one of the same related party type, you will see a list of possible choices.

   1. Hold down the Ctrl key and click on each of the ones you want.

   2. Click 'Next'.

3. Prevail will generate the merge document for each related party you selected.

   1. Example: If you selected 4 medical providers, the document will generate 4 times for each specific provider.

Note: The document will appear on the history tab as it usually does, but it will appear separately for each related party.

• In our example, there would be 4 of the same document merged for each provider selected.

4. Follow steps 4 and 5 from Part 1.