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Preparing a data transfer

In cases where an out-of-the-box integration with your Document Management System (DMS) is not available, you can transfer your data (precedents, templates etc.) to our supported cloud storage solutions— SharePoint Cloud, Onedrive or Google Drive. Below we highlight some important criteria to consider before initiating the data dump.

What to sync?

Most customers in this situation will do a file synchronization between the other system and e.g. Sharepoint. You can choose to transfer all files, limit it to only MS Word / PDF files, only certain folders, or limit it to the latest x amount of years (typically 5 years of data will be sufficient). Lexis® Create DMS will then crawl this data to identify contracts. 

How to perform the data dump?

  • Automated script: for a seamless and periodic transfer of newly added files, we recommend writing a script. This script can be scheduled to run at periodic intervals, automating the data migration process. Data exports should be performed at least every few months to ensure that lawyers are working with the most current dataset.
    We advise keeping metadata, such as author, creation date, date last updated, ... intact when transferring data. This is important because we will use them as filter options.

Note: Lexis® Create DMS does not provide support for the creation of automated scripts. For assistance with this, please consult your IT department or engage an external IT partner. Please note that such services may incur additional costs and could affect your project timeline.

  • Manual upload by users: Alternatively, users can manually upload new files into Onedrive, Sharepoint, or Google Drive. This method is suitable for smaller volumes of data or instances where automation is not feasible. Data exports should be performed at least every few months to ensure that lawyers are working with the most current dataset.

Data structure: best practices

  • We advise keeping metadata, such as author, creation date, and date last updated intact when transferring data. This is important because we will use them as filter options. For the moment it's not possible to use other metadata as a filter, but we advise taking as much relevant metadata as possible in the data transfer to be future-proof.
  • We advise structuring the data as follows: 
    • For each Client or Matter a Site or Drive is created in Sharepoint (document library) -> this way the lawyers will be able to filter on it
    • Alternatively, add Client/Matter (or other relevant info) in the file name -> This way the lawyers will be able to use our default filter File name contains to filter on it
    • If you have specific templates/knowledge, put them in one folder -> this way we can label clauses/definitions coming from those templates.
  • Since Filenames, Drivenames and Sitenames are searchable in Henchman, we advise to add data in those fields to ensure searchability.
    • E.g. Author name or acrynom added to filename
    • E.g. Responsible attorney acronym added to Mattername
    • Matters are copied to Drive level (Drives have a separate filter in Henchman)

Integrating with Lexis® Create DMS

Successfully transferred your files? Please ensure that all users are granted access to OneDrive, SharePoint, or Google Drive. This access is necessary to enable users to open the full contract through the Lexis® Create DMS add-in.

Now, it's time to set up the integration between Onedrive/  Google Drive/Sharepoint and Lexis® Create DMS. The following articles provide you with a step-by-step integration guide.