Overview

Octoiur makes daily work easier for law firms and notaries. When drafting legal documents and contracts, evidence, attachments, and text modules can be easily managed with a click, data can be integrated, enclosures stamped, or page layout and text formatting uniformly applied. For this, the documents stored in the file storage of timeSensor LEGAL 365 must be accessible to Octoiur. For this purpose, timeSensor LEGAL copies the selected documents of a case along with all enclosures into a folder from which Octoiur reads.

How it works

Stammverzeichnis / Ihr Kürzel / Aktenzeichen Klient - Mandatsname

After export, the case folder opens in Finder or Explorer.

There are two possible root directories:

• the global foldershared by the entire law office, usually on a server. Your administrator sets it up once.
• a local folder on your own computer, optional. Each user sets it up themselves if needed.

Set up global folder (Administrator)

1. Open the Parameters in the settings area and switch to the DMS page. Parameters and switch to the DMS.
2. Click the Windows symbol in the OCTOIUR section and enter the path under which the Windows computers see the folder, for example OCTOIUR click the Windows symbol and enter the path under which the Windows computers see the folder, for example \\server\Octoiur.
3. Click the Apple symbol and enter the path under which the Mac computers see the same folder, for example /Volumes/Octoiur.
4. Close the window. The paths are saved.

The same server folder is accessed via different paths on Windows and macOS, so there are two fields. If your law office only works with one of the two systems, one path is sufficient. Instead of typing the path, you can select the folder with  the button (…) – this works for the system you are currently working on.

Set up local folder (every user, optional)

1. Select one or more documents in the document list.
2. Hold the Altkey (Windows) or the Option key ⌥ (Mac) and click the button (…) above the document list, or right-click on one of the documents.
3. Select Send › to the Octoiur directory….
4. The dialog shows the global and local folders. A dot next to each folder indicates its status: green – reachable, red – set up but currently unreachable, grey – not set up.
5. Click Select..., to select your local folder. There you can also create a new folder. Use × to remove the local folder again. × to remove the local folder again.
6. Specify which folder is used first: Prefer global folder (Default) or Prefer local folder.
7. Click Save..., to keep the settings, or Export, to keep them and export the selected documents immediately. Cancel discards your changes.
   
   

Export documents

1. Open the case or dossier and select the documents in the document list. All selected documents must belong to the same case.
2. Click the button (…) above the document list, or right-click on one of the documents.
3. Select Send › to the Octoiur directory.

timeSensor LEGAL copies each document with all its enclosures into the case folder and then opens the folder. The preferred root directory is used. If it is not reachable, timeSensor LEGAL uses the other and notifies you.

How folder and file names are created

• Code: Your user code from the user settings.
• Case folder: Invoice Reference, client, hyphen, case name – for example 2024-001 Muster AG - MietstreitIf the case name already contains the invoice reference, it is omitted there to avoid duplication.
• File names: the document names as they appear in the file storage. If the date prefix for exports is enabled (same parameters page, Date/Time prefix on export), each name begins with the date and time of the document. Enclosures carry the date of their document.
• Enclosures are placed in the same folder as the documents, not in a subfolder.
• Charactersthat Windows or macOS do not allow in names, such as / : ? * < > |are replaced by _.
• Identical names are assigned a number: The second file is named Name (2), the third Name (3).
• Very long names are shortened so that the entire path remains within what Windows can process. The file extension remains intact.

Good to know

• timeSensor LEGAL does not create the root directory itself. If the server folder is not connected, it is shown as unreachable – a local folder with the same name is not accidentally created. Only your code folder and the case folder are created.
• You can export again at any time: Documents already in the folder are detected, and you decide whether to overwrite them.