YesLaw Online Administrator Tools Help

YesLaw Online Administrator Tools Help


This document provides an overview of the YesLaw Online service and the administrative tools our YesLaw partner-resellers use to set up user accounts and provide attorney users secure access to video deposition content including synchronized transcripts and video, transcript-linked exhibit documents, and other shared documents.

Should you have any questions or comments, please email us at lsupport@yesvideo.com or telephone toll free +1 800-910-500
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YesLaw Online Service Overview

YesLaw Online is a web-based synchronized video, linked exhibit and document repository service marketed to attorneys and attorney firms.  This service is exclusive to YesLaw resellers and provides a whole new way of delivering video deposition content, a new revenue opportunity, and a differentiating service.

Attorney users can view transcripts and synchronized, streamed video using only their web browser.  As with the on-disc player software, the transcript and video are shown side-by-side and clicking on a transcript line immediately plays the corresponding video.  Attorneys can enter search terms and locate instances within the transcript then play the corresponding video by clicking on the transcript line.  Users can edit clips online just as they do with the on-disc software by dragging over the corresponding transcript.  Edited clips can then be shared by including a hyperlink to the clip in an email.  Clicking on the hyperlink provides the same side-by-side transcript/video interface for the edited clip.

Documents may be viewed via a browser window regardless of whether the user has the application that originally
created the document.

Advanced text search tools allow users to search across a case full of transcripts and exhibit documents and provide Google-like search results sorted by relevancy.  A click on a search hit within a transcript allows immediate review of the synchronized video testimony.  A click on a search hit within a document allows immediate review of the document.

Getting Started Definition of Terms:

Cases - This is for organization and identification of materials it is not used for establishment of permission, access or sharing.

Workgroups - assign whom is sharing the information. Example- in most cases there will be a minimum of 2 workgroups, Defense and Plaintiff (or prosecution)

Groups - Groups assign permissions and individuals with the same level of permission may be assigned to the same Group.

Example - a plaintiff workgroup can have two assigned groups one with "read-only" transcript privileges and another  plaintiff group assigned to the workgroup would have full permission to print or download.

Users- The individuals assigned to Groups. Example - An attorney representing the plaintiff that does not purchase a transcript could be assigned to the "read only" group within the Plaintiffs Workgroup.

Example for attorneys with partial access:
If a plaintiff’s attorney (user) elects to purchase only selected transcripts for a matter. Two plaintiff Workgroups would have to be established for the same case, one Workgroup would have a Group with "read only" permission for the transcripts the attorney did not buy and another Group would be those that bought transcripts. The second Workgroup would have assigned the original Group of purchasing attorneys and a Group that contained the Attorney that has full access to this selected transcript.

Getting Started Setting Up a Case

The first step is to login to the web service.  Open a browser window on your computer and go to your login page.  If you do not know you own login page, you may always login through the generic login page at secure.yeslawonline.com.  Then enter your username and password.  As an administrative user, you will be presented with the administrative screens.  The first screen to appear will look as follows:

Administrative screen first time

The first screen is simply a table with columns for different user information and search fields at the bottom of each column.  The first column is “Case.”  To search for existing cases, enter at least three characters within the search field at the bottom of the Case column.  The search will list the first one-hundred instances of matching cases within the table.  To further refine your search, either enter more characters within the case search box at the bottom, or enter at least three characters within one of the other search fields.  If you have entered search criteria into both the case and user ID search boxes, the search will only present results that match both search criteria.

The purpose of this search table is to determine if a case, user, etc. has already been entered into the system.  Do not duplicate entries.  If the case exists, do not enter the case again regardless of whether you entered the case previously or someone else did.  Similarly if an attorney user already exists within the database, do not enter the user again.  Setting up a user with a second login will require the user to know two different logins - two different usernames and two different passwords.  This is not necessary and will take much longer to correct when the user complains.

To determine if a user already exists within the system, you may enter the firm name, first and last name or their email into
the search criteria at the bottom of the table.  If the user already exists, do not try to add them again.  A user logs in with
their email address and a password.  The email address will be unique to that one person.  No two people can have the
same email address.

Create a New User

Should a user not already exist within the system, you may create a user account for that user by selecting the Create User button at the bottom of the page.  The “User<Firm<Office” page will be presented.  Start on the left and work your way to the right.  Enter the users email address - this will be their login username.  As you enter characters, the database will be searched looking for all users that have matching characters in their email address.  Again, if the user has already been added, do not try to add the user again.  You may select the user’s name from the suggested email addresses and confirm that indeed all the user information is correct.

Administrative screen to create new user


In the example below, “john” was entered into the Email address field and several emails that include the letters “john” are suggested in a drop down list.  You can reduce the number of users listed by entering additional letters so that fewer users match the entered letters.

Administrative screen drop down list

If you type the full email address and the user is not suggested in the drop down list, than the user has not been entered into the system.  Use the Enter or Tab key to enter the email address as typed and move to the next field.  By default the user’s email address will become their username - this is entered for you and cannot be changed.  If the email address entered is not a valid email address, the system will so indicate and will not allow you to proceed to create the user.  Enter the users first, middle if applicable, and last names as well as a nickname or familiar name under the welcome name.  For example, the attorney may be James D. Smith but goes by “Jim.”  Enter “Jim” as the welcome name.

Once all the information is entered into the User pane, you may select Save or continue to enter the firm and office information.  So for example, should an attorney works for the law firm of Dewey Cheatum and Howe and works in the New York city office, you would enter Dewey Cheatum and Howe as the firm name and then New York as the office name.  If the firm and/or office have already been entered into the system - perhaps for another user - the system will suggest the firm and office as you enter more than three characters into the Firm and Office fields.  If they have not been previously entered, continue to enter the complete information - or as much as you know - and then click Save.

Adding a Case

If a quick search of the existing cases proves that your case has not already been added, proceed to add your case anew by clicking the Case<Workgroups<Group<Users button.  Starting on the left, enter your case name.  Make sure you create a sufficiently unique case name that it could not be confused with another case.  For example, adding a case with the name New Case or My Case is discouraged.  Even adding a case with the name Acme would not be sufficiently unique.
The case name you enter here will show up as the case name on the left side of the user screen.  This case name will be how a user will find information specific to this case.  So it would be appropriate to name the case as the attorneys refer to the case. 

Adding a Workgroup

Within any legal matter there will likely be both plaintiffs and defendants.  Both may want access to a video deposition or transcript, but if they will not want to share their notes, video clips, highlighting, etc. with opposing counsel.  So if both sides of a matter will be given online access, you must create two separate workgroups within the case.  Users within a given workgroup will be able to collaborate.  They will see each others annotations, video clips, and highlighting.  They will also be able to share documents.  Clearly the workgroups must be named such that they cannot be confused.  It would not be appropriate to name a workgroup as Workgroup A or Workgroup 1.  The workgroup must be named to clearly differentiate the working team.  So for example, a workgroup might be named John Brown vs. Acme Plaintiffs.  Or a workgroup might be named for the law firm or lawyers working as a team Acme Widgets - Dewey Cheatum & Howe.
Remember that a Workgroup is a team working together on a particular matter and that all members of that team will be able to see what other users on the team share online.

Adding a Group

Within a workgroup there may be one of more Groups of users.  Members of a group share a common set of privileges.  So for example, the may be a view-only group and full-access group.  Just as when naming a workgroup, the group name should be also clearly and completely descriptive of the users within the group.  You should not simply name the group view-only or full-access.  A group so-named might be mistakenly used by another in error.  Another user might add that group to another workgroup and provide the wrong set of users access to an unrelated and perhaps highly confidential matter.  Name your groups uniquely.  So for example a group might be named Acme Widgets - Dewey Cheatum & Howe - View Only.  The name may be long, but it could not be mistaken for another group.

The next step is to add users to the proper group according to their privileges.

Adding a group according to privileges diagram

Group and Workgroup Naming

Workgroup and Group naming is very important as any given workgroup might be associated with one or more cases, and any given group might be associated with any number of workgroups.  For example, a number of plaintiffs have brought separate complaints against Acme Widgets for damages due to a wonky widget.  Acme Widgets has retained Dewey Cheatum & Howe to defend in all of these matters.  Rather than setting up separate workgroups and groups for each case and then adding all the Dewey Cheatum & Howe users to each workgroup/group for every case, it will be significantly easier to create one workgroup for Dewey Cheatum & Howe that has access to all of the Acme Widget cases.  The workgroup may only have one group for the Dewey Cheatum & Howe attorneys/users.  Then should Dewey Cheatum & Howe request that a paralegal be given access to the Acme cases, the new user need only be added to one group within the one workgroup.  This is significantly easier than adding the paralegal to perhaps ten-different Acme cases - one at a time.

After that description, it should become clear why workgroups and groups or users can make complex cases significantly easier to manage.

A workgroup is a team of users from one or more attorney firms and perhaps corporate attorneys collaborating and sharing work product - sharing annotations, video clips, highlighting and documents.
Within a workgroup, there can be one or more groups of users that share a common level of privileges.

Privileges

There are several discreet of privileges a user may be provided.

View (Only) Privileges
View privileges are just that - a user can view the content that has been provided online.  A view-only user will not be able to make video clips, will not be able to highlight transcript passages, will not be able to add annotations, will not be able to upload or download documents or video clips, nor delete any online content.

Edit - Upload
PrivilegesEdit privileges allow a user to not only view the content that has been provided online, but additionally make video clips, highlight transcript passages, add annotations and upload documents.  However, the user cannot download documents or video clips, nor delete any online content.

Download
Download privileges allow a user to download files posted online.

Delete
Delete privileges allow a user to delete content posted online.

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