Setting Up Practice Invoice Mapping Options for Document

Before you send invoices from Practice to Document, your firm should set up the invoice mapping options. These firm-level options specify which storage folder in Document that invoices should be stored in. They also allow you to specify the invoice metadata and retention settings.

Note: The Practice client option to send invoices to Document also must be selected before you can send invoices to Document.

1. Open Dashboard, click Application Links on the navigation panel, and then click Client Manager under Clients.
2. Open one or more client profiles.
3. Select Practice > Billing Options in the navigation panel and expand the Invoice and statement address section.
4. Select Send a copy to Document. Click in the upper-right corner of the window for more assistance, if needed.
5. Save the client profile settings.

To set up the invoice mapping options, do the following:

1. Open Dashboard, click Application Links on the navigation panel, and then click Settings and defaults under Firm.
2. On the navigation panel, select Document > Practice Mapping to display the invoice mapping options.

   • To set up the invoice mapping options, do the following:

     • Open Dashboard, click Application Links on the navigation panel, and then click Settings and defaults under Firm.

     • On the navigation panel, select Document >Product Mapping> Practice Mapping to display the invoice mapping options.

3. Select an option under Display/Hide Add Files screen to indicate whether the Add Files window should display when an invoice is added to Document.

   Tip: Your selection here affects the speed with which invoices are uploaded to Document. Consider your firm's preferred workflow before making a selection.

Option	Description	Advantages	Disadvantages
Display Add File Screen when sending files to Document	Causes the Add Files window to display every time an invoice is sent to Document from Practice.	Allows you to specify metadata for individual invoices before they are uploaded to Document.	Requires you to manually select metadata for each invoice. This can be time-consuming if you upload many invoices.
Hide Add File Screen when sending files to Document	Allows invoices to be uploaded without opening the Add Files window. The default metadata specified for an entity's folder template A predefined folder structure that you can use to organize files for an entity. in the Invoice default metadata configuration section is applied to the invoice automatically.	Eliminates the need to manually select metadata for each invoice. Note: The Add Files window will display if default metadata is not selected for a folder template.	Eliminates the opportunity to edit metadata for individual invoices. Any needed edits must be made in Document after completing the upload.

4. In the Folder template grid, select the default metadata to apply to invoices when they are added to Document. You can select different metadata for each folder template A predefined folder structure that you can use to organize files for an entity. your firm uses.

Option	Description
Folder Template Name	The name of a folder template set up for your firm.
Default Storage Folder	Select the folder in the folder template where Practice invoices should be stored.
Default Class	Select the default class to be used for invoices added to this folder template.
Default Subclass	Select the default subclass to be used for invoices added to this folder template.
Default File Type	Select the default document type to be used for invoices added to this folder template.
Default Year	Select the year to be associated with invoices added to this folder template.
Keywords	Enter any default keywords that should be associated with the invoices added to this folder template.

5. Select the Archive check box if invoices added to this folder template should be archived.
6. Select the Permanent check box if invoices added to this folder template should be retained permanently. Permanent files do not have an expiration date assigned to them.
7. Select the Publish to Portal check box if invoices should be published to client portals automatically. If you select this option, you also must select an option for each of the following:
   • Portal edit mode. Select whether the published invoices should be read-only or editable.
   • Publish folder. To select the portal template folder where invoices should be stored, click. In the Browse folder template window, select the storage folder, and then click OK.
8. In the Invoice default file naming convention section, select to use either the default file naming convention for invoices, or a custom naming convention.
9. Click OK.