Copying text excerpts from Primafact documents into memos, pleadings and other documents has long been an efficiency boost for drafters of legal summaries and analysis. If you’re like many veteran Primafact users, you can probably do this more efficiently.
Index
BACKGROUND - COPYING TEXT EXCERPTS FROM PRIMAFACT DOCUMENTS
FASTER COPYING - HOW TO COPY TEXT QUICKER USING TEMPORARY ANNOTATIONS
1 MIN VIDEO: Quicker COPY & PASTE
Team efficiency: Adjust default Annotation form settings to automatically include Text
Link Primafact pages directly to memos & Outlook calendars
Background - copying text excerpts from primafact documents
When new documents are indexed in Primafact, the OCR (optical character recognition) process converts standard document fonts into “machine-readable” text, which is used for full-text searching within Primafact. This OCR output has always been available to users via the Text Tab, which can be accessed by using the Normal View mode of an open document. Savvy users would copy text excerpts from this Text tab into their own documents, saving substantial time on transcription into document summaries.
FASTER COPYING - HOW TO COPY TEXT QUICKER USING TEMPORARY ANNOTATIONS
You can use annotations to more efficiently copy text excerpts from Primafact. You can copy without even opening a document by using the preview panel in the Binder view. (Of course you can also copy text from an open document, if you prefer.) Now instead of spending time hunting for the excerpt on the text tab, simply create an annotation right on the document. This will capture the desired excerpt. On the annotation form, click the the T button in the Annotation Notes field. (You also have the option of using the Text Excerpt field if you're using Primafact 6) to populate the underlying text. Next, copy the text and paste into your document. Cancel the annotation when you’re finished.
Watch the Video
TEAM EFFFICIENCY: Adjust default Annotation form settings to automatically include Text
Using annotations to copy text from Primafact 6 can be made even more efficient if your firm adjusts its default annotation form to auto-populate the Text Excerpt field with the page's underlying OCR text. When you open an annotation, the text automatically appears in the corresponding memo area (this requires the document to have been OCR'd and indexed).
If your firm's default annotation template is set to auto-populate the excerpt area, simply copy the auto-populated text, paste it into your own document and cancel the annotation. If your firm prefers not to auto-populate excerpt text into its default annotation forms, you can create annotation templates along with optional keyboard shortcuts to instantly include your OCR text when needed.
Link Primafact pages directly to memos & Outlook calendars
On a related note, easily connect to Primafact source material by adding page hyperlinks to your memos and summaries – right-click on the page and select Copy Page Hyperlink. Paste into your Word document. Clicking on page hyperlinks takes your reader directly to the source page in Primafact for instant access to documentary context when needed. Page hyperlinks are also helpful to include in personal Outlook appointments for handy reference during scheduled reviews. Note this link is an internal firm resource and will open only in Word documents and Outlook records viewed on the same network as Primafact.
Conclusion
Using Primafact annotations to transfer text excerpts from Primafact documents into your Word summaries streamlines the transcription process, making transcribing key excerpts faster and more efficient than ever.
Interested in using Primafact 6 to its fullest potential? Contact us to get started!
