Centerbase Document Management 

Features 

Centerbase is excited to share its new Document Management System.  All users on sites enabled with Document Management will have access to the features described herein provided they have logged in through Microsoft via SSO.   

While users can continue to login using only their email address and Centerbase password, they will not be able to access the Document Management System or new Email features. 

Centerbase’s new Document Management includes an enhanced Documents module. 

All users on environments enabled with Centerbase Document Management will have access to the new Documents module, accessible by clicking “Documents” under the “Doc Management” menu in the left navigation bar (1).  

The user’s folder structure will be identical to what is set up in Microsoft SharePoint.  At the very top of the page, users will see their recently opened documents (2). All folders will be displayed on the main Documents page (3). Each folder represents its own site within SharePoint. When clicking into the Matters section, users will see folders for each matter in their org. Each matter represents its own SharePoint site, nested under the main Matters site. 

When clicking into a Matter folder, users will see all files and folders related to that Matter. Users can also upload folders and documents to a Matter folder or create new documents (Folders, Word, Excel, PowerPoint or Visio) within a Matter (1).  

Users will have SharePoint functionality within Centerbase Document Management. Users can right-click a document to (2): 

The new documents module is also accessible within the Matters section. Users can click into the “Doc Management” tab to view all documents for that Matter as well as perform any of the actions listed above.  

Centerbase Document Management includes an integrated eSignature solution. Customers with existing DocuSign accounts may request eSignatures directly from any document(s) within the Documents section. 

In order to enable this, users must first authenticate with their DocuSign account within User Settings > E-Signature Tools (1). Select “Enable Signature with DocuSign”  and click on the “Authenticate with DocuSign” button. This will open up DocuSign in a new window, where users must log in and agree to connect their account with Centerbase.  

At this time, there is no functionality attached to the “Enable Signature with Centerbase Sign” option.   

Once successfully authenticated, users can start using Centerbase’s  eSignature solution. Within a Matter, users can select one or more documents to be added to an eSignature request. To do so, users can either click the Request button under the “E-Sign” column (1) or select multiple documents and click on the “Request Signature” button at the top (2).   

Once clicked, users will see a pop-up (1). Within that pop-up, users can view the added documents, remove documents or add additional documents to the eSignature request (2). Users may also optionally add the primary recipient's name and email address (3). When ready to send, users must click the “Send Request” button. This will open up an eSignature draft within DocuSign, where users can complete the request. Once sent, users can see the status of an eSignature request in the E-Sign column. 

All eSignature functionality is also available within the “Doc Management” section within Matters.  

Centerbase’s new Document Management includes an enhanced Email module. 

All users on environments enabled with Centerbase Document Management will have access to the new Email module, accessible by clicking “Email” under the “Doc Management” menu in the left navigation bar (1).   

The user’s folder structure will be identical to what is set up in Microsoft Outlook.  Double-clicking on a folder will open/close sub-folders from the view.  Users can also add new folders and drag-and-drop to rearrange folders (2). 

When a folder is selected, users can filter, sort and search (3). 

Assigning an email, either received or outgoing, will automatically save that email in a folder called “Email” within the matter site in Document Management.  When the user clicks on “Assign to matter” a list of matters will appear, and the user can assign the email to one or more matters.  The same button can be used to update assignments, but emails will not be removed from matter site once saved.  Attachments will be saved with the email (4). 

When an email has been assigned to a matter, a visual indicator and the name of the matter will appear with the email in the conversation list (5). 

Users can attach documents either from their computer (by clicking the paper clip icon) or Centerbase Document Management (by clicking the cloud icon)(6). 

The new dialog to create an email is available else where in Centerbase, but users must enable this feature by navigating to “Settings” > “E-mail” and then toggling “Use New Email Experience” to “Yes”. 

For users enabled with Automatic Time Capture (ATC), a timer will be started when you begin drafting an email and will automatically stop when you send it.  Once the email is sent, the time entry will be logged as a billable event, reviewable in the Billable Events Dashboard (1). The time entry can be edited from the Billable Events Dashboard. 

If you cancel an email prior to sending or leave the page, the user will be given the option to save the time entry as a billable event. 

Centerbase’s Global Search now searches Document Management, not only for document titles and related fields, but also for document content including OCR’d text. 

Global Search continues to be available by searching in the top-left search box of Centerbase (1).  

Results found in Document Management will be returned in a tab called “Doc Management,” (2) with a link to each document in which the searched term is found (3).