1. Don’t edit a template directly. Copy it to a new folder and then work on it so that you don’t overwrite the original.
2. Delete any unnecessary tabs or sections by right-clicking on them and selecting delete.
3. Rename and move tabs or sections that have been earmarked for change.
4. Add in any required new tabs and associated sections.
5. When you have finished adding tabs and sections, drag the tab to it’s new location:
   • Click once on the tab you wish to move.
   • Left-click on the selected tab and hold the button down.
   • Drag it to its desired location, up or down in the list of tabs for the binder (keep your pointer as far to the left in the binder as you can). As you move up or down within the binder, you will see a thin red line – when the line is located where you want to place the tab, let go of the mouse button and the tab or section will stay where it’s dropped. If it’s not quite in the right place, repeat the drag and drop.

Take a look at the example below.  We are moving the tab “Economic Loss Reports Prepared for the Plaintiff” to its new position between “Special Damages other than Loss of Income” and “Background of the Plaintiff”.

• Colour documents that contain no text that don’t need to be displayed in colour in Primafact should be set for 300dpi, greyscale
• Colour documents that you want to display in colour in Primafact should be set for 600dpi, colour
• Greyscale should only be selected for images and pictures (not text)

Tips:

• Remember to change the settings back to the default – black and white, 300dpi – once you are finished
• Scanning in greyscale and colour take longer and take up more space in your Primafact database

Typical scan settings for letter size black and white pages.

More scanning tips:

• Consider a scanner with a flat bed for scanning small documents (e.g., receipts). It will take less time to get such documents into the system. Some clients report they tape receipts to paper and then photocopy them
• If a document original is very light, try adjusting the brightness of the scan downward. OCR may not provide good results from a very light document
• Do a test scan of documents on colored paper. Scan and then view in Primafact and adjust the brightness or contrast in the scanner settings as necessary
• If you have trouble feeding a document into your scanner, feed it in upside down (i.e., spin the pages 180 degrees). Once the document is in Primafact, you can rotate it quickly using Primafact’s rotate option
• Have a dedicated work area for scanning with the following available: staple remover, stapler, rubber stamp for marking documents as scanned and space to organize your documents
• Consider organizing your documents according to type to minimize the need to change your scanner settings: letter and legal size; single and double sided; color, greyscale, and black and white; flatbed scanning

Once your scan station is set up and you have scanned a variety of documents, scanning into Primafact will be easy!

By default, Primafact displays documents in the order in which they were added to the binder. You can change this, however, by using the “Binder Sort” option, which allows you to sort all documents in the binder based on the document date, document title, or date added to Primafact. Once you have done the sort, all Primafact users in your firm can view the result. Most firms choose to sort by document date.

Binder Sort has an option that you can select if you want Primafact to automatically sort new documents as they are added, eliminating the need to re-sort. You can also sort by Tab or Section if you don’t want to sort the whole binder.

Primafact Binder View – Binder Sort option

Primafact also has an option so you can see the contents of a Tab or Section in a “Flat View” that shows additional information about a file – name, date, date it was added to Primafact, and number of pages. You can sort based on each of these headings and you can add headings, such as matter #.

Primafact Binder Flat View – Sorted by document date

Sorting documents in Flat View doesn’t change the order they appear in Binder View. Flat View is user specific and thus only you will see the documents sorted this way.

Primafact is very versatile in how you can view documents – in Binder View or Flat View. You can sort each binder however you want, and you don’t have to be sort each one the same way. Depending on what information you need to see, you can select the sort view that best suits you!

The following are tips on how to effectively use Boolean searches within Primafact.

1. Click on the SEARCH tab in Primafact.
2. On the far left, you will see the Boolean search options.

You can also use the wild cards * and ? to help if you are unsure of a word’s spelling. For instance, you could search for “pro?a?” if you weren’t sure whether the medication is spelled PROZAK or PROSAC. Or, if you wanted to look for many variations of a word, you could search for “prescr*” and it would return results for the words “prescribe,” “prescribed,” “prescription,” and “prescriptions”.

You can also choose where Primafact should search – all folders in Primafact, just the current folder, annotations and/or profile fields – by selecting the folder option on the top right of the search window. This is really handy for when you close the original document in a case file and are viewing other documents. You can then sort the search results by title, location, date added, document date, page count, or hits count.