Integrating with NetDocuments

In this article:

• Key Considerations
• Prerequisites
• Activating the Link
• After Activation
• Common Issues with NetDocuments and Legal Accounting

The Legal Accounting–NetDocuments integration offers the following benefits:

• Automatic Sync: Creating Clients (assigned primary contact of a file) and Files in Legal Accounting automatically creates Clients and Matters in NetDocuments.

• Seamless Access: The NetDocuments workspace or folders appear directly under the NetDocuments tab in a Legal Accounting file under File Manager.

Key Considerations

• The integration is one-way (from Legal Accounting→ NetDocuments).

• It assumes firms start with Legal Accounting and add NetDocuments afterward.

• Existing NetDocuments workspace or folder or structures will not appear in Legal Accounting.

• Once Legal Accounting generates workspaces/folders, any existing NetDocuments documents will need to be migrated into those new structures.

Prerequisites

Before activating the integration, your NetDocuments environment must be configured. These steps should be completed by a certified NetDocuments consultant.

1. Two profile attributes need to be created: one for contacts (clients) and one for case files (matters) - both need "use lookup table" to be enabled.
2. The case file attribute needs to "link to parent" where the contact attribute is specified.
3. A cabinet needs to be created that has both attributes selected.
4. The cabinet needs to have a workspace template created with "Enable workspaces in this cabinet" enabled.
5. It is recommended to use "[FileKey] - FileDescription]" as the workspace title.
6. (Optional – mostly no) If you require contact/client level documents, create another cabinet that uses the 

   contact profile attribute only and ensure "Enable workspaces in this cabinet" is enabled.
   
   It is highly recommended that each user configures their "workspace alias" for the cabinets. For casefile cabinet, use "[FileKey] - [FileDescription]". If using a contact cabinet use, "[ContactDescription] - [ContactKey]". This allows name and descriptions changes in Soluno to be reflected; NetDocuments, by default, uses the original workspace name. Ensure your account has full access to the cabinets as all synchronization operations will use your account.

Activating the Link

1. In Legal Accounting, go to Admin > Firm > Service Configuration > NetDocuments tab.
2. Click Activate.
   
3. Review the NetDocuments Activation screen (includes prerequisites).
4. Select the correct Service/Account Location (e.g., US or Europe).
5. Enter the Authorization Code (provided by Legal Accounting support).
   
6. Click OK.
7. Enter your NetDocuments (must be an admin in NetDocuments) credentials.
   
8. When prompted by NetDocuments, click Allow to authorize Legal Accounting (Soluno).
   
9. Select the cabinet you set to sync Case Files (matters).
   
10. (Optional - mostly no) Select the container you set to sync Contacts or simply click Cancel.
    
11. Select if you want to sync Practice Areas using abbreviations (e.g. Lit instead of Litigation)
    
12. (Advanced) Select if you want to remove the client number from the matter number to be synced in NetDocuments. The client number is identified by what’s on the left side of the separator in Legal Accounting. This question will only show if the file auto numbering is set to By contact found under Admin > Firm > File tab and look for Automatic File Numbering.
    
13. Select Yes for full clean install if this is the initial sync or changes were made to your NetDocuments' repository and/or cabinets, select No if you only need to reconnect refresh the sync. If sync settings were changed, those will only apply to new clients and files, not retroactive.
    
14. Legal Accounting will begin synchronizing Clients and Files with NetDocuments lookup tables.

After Activation

Once setup is complete:

• A NetDocuments tab will appear in Legal Accounting's File Manager.
  

• New Clients with Files in Legal Accounting automatically populate NetDocuments.

• Conflict Checks in Legal Accounting may include both Legal Accounting and NetDocuments results (documents + emails).
  

Common Issues with NetDocuments and Legal Accounting

• Failed Adding ND Contact
  This happens when the NetDocuments user configured to sync does not have full admin access on required cabinets or credentials have changed. To fix this:
  • Re-authorize the sync. Go to Admin > Firm > Service Configuration > NetDocuments tab and click Re-Authorize.
  • Use another ND admin to re-sync.
    
    

• Files Created in Legal Accounting Synced in NetDocuments Disappeared in Legal Accounting
  This is due to indexing delay, happens rarely and continuously being improved by our development team. To fix this:

1. Go to Reports > Contact > Contacts > All Contacts
2. Enter the contact number under the Contact field and run the report. 
   If the file you're looking for is on the list:
   1. Drill down the file by clicking the pen icon.
   2. Click Edit under the File Information screen and it will take you to File Manager
   3. Click Save.
      
      

If the file you're looking for is not on the list:

1. Drill down the client by clicking the pen icon.
2. Click Edit under the Contact Information screen and it will take you to Contact Manager
3. Click Save.
4. Run the All Contacts report again or refresh it with the same parameters.
5. It should show the file you're looking for.
6. Drill down the file by clicking the pen icon.
7. Click Edit under the File Information screen and it will take you to File Manager
8. Click Save.

• Connection Status: Offline/Revoked
  This happens when integration with NetDocuments have been disabled/disconnected. To fix this:
  • Re-authorize the sync. Go to Admin > Firm > Service Configuration > NetDocuments tab and click Re-Authorize.
  • Use another ND admin to re-sync.
    
    
• File not Synchronized. Ensure synchronization in enabled under General > Other.
  This happens when integration with NetDocuments have been disabled/disconnected. To fix this:

1. Go to the file under File Manager.
2. Under General tab, go to Others section
3. Ensure that Do not synchronize with NetDocuments is Off.
4. Re-authorize the sync. Go to Admin > Firm > Service Configuration > NetDocuments tab and click Re-Authorize.