Standards and templates support the standardization of file parts across clients and matters by enabling both the auto-generation of file parts and file parts created by users. For example, when a standard litigation matter is created, the template automatically creates predefined auto-generated file parts. Additional file parts are optionally available in the template, but aren't generated during matter creation. This provides a compromise between consistency of matters, while ensuring the flexibility of creating only the file parts necessary for a given matter.
Note the following when defining standards and templates:
Standards are based on Practice Area. Apart from these fields, a system configuration in Library Manager lets you select another field to use for standards.
Templates are based on media types. Hence, standardize media types across offices if you want to use standards and templates for generating file parts.
When creating a template:
Set a retention schedule for it. This enables records to get automatically tagged with the appropriate retention schedule during file part creation.
Pay special attention to file part ID coding if you want to sort file parts in a particular order when viewing lists of records.
Whenever possible use templated file parts. A large number of optional templates is preferable to non-templated file part creation.
In a single-office firm, the standards could be determined by Practice Area, without a need for different templates based on other factors such as location.
In a multiple-office firm, the standards could be based on Practice Area, as well as optional templates that are based on factors such as location.
For information on defining standards and templates, refer to Standards and Templates.