April 30th Online Document Excellence Group Roundtable

April 30, 2020
8:45 am ET  |  7:45 am CT  |  5:45 am PT  |  13:45 BST
Online Event - Joining Instructions below

John Attinger, our Director of Training and Security, will be a speaker along with hosts Sherry Kappel and Judye Releford from the USDEG for an interesting online round table session on today's and tomorrow's skill requirements for document professionals. Many thanks to Kraft Kennedy for hosting this online event.

Conference ID: 183 236 370#
Telephone Numbers
+1 212-692-5799 United States, New York City (Toll)

Document Excellence Group
Developing best practice and promoting excellence through knowledge and collaboration.

Please feel free to pass this invite on to colleagues who may be interested. If you have received this email from a colleague and would like to receive invites and information from the Document Excellence Group please do register to join the Group. Membership is free. To join please click HERE.

Advantage Managed Training Services


FREE UP trainers from onboarding training
FOCUS on higher value-added services
DELIVER workflow-based, blended training
IMPROVE user adoption
CHECK user skill levels
AUTOMATE managing and reporting

Spend less time… on what’s repetitive
Spend more time… on performance consulting


QuickLearn from Capensys: 3 ways to learn at the click of a button

What is your technology learning style?

Do you learn best by …

  • READING text?
  • VIEWING a demo?
  • HEARING it explained?

QuickLearn from Capensys offers all three learning styles at the click of a button.

QuickLearn can be published specifically for your firm, with your logo and courseware for your applications. QuickLearn provides an online Quick Reference Guide, including screenshots.  You can also view a demo of the skill, print the steps, or email them to someone else.  (This last is a great time-saver for the Help Desk!)  A Search button allows the user to find skills quickly and easily.

Launch QuickLearn from anywhere simply by clicking a link.

Want to know more or see a demo?  Contact us at info@capensys.com


Need an easy way to manage and deliver training? Are you satisfied with your current LMS?

Take the struggle out of managing your training
with Learnwise LMS! 

Why Learnwise:
  • Ready made library of online content, including Security/GDPR awareness
  • Simple to load your own content and create classes
  • Easy to create learning plans – great for LTC4
  • Fast performance and great support
  • Access learning from any device

See more…

For a demo contact us at info@capensys.com


WIIFMs – a new video series for overcoming lawyer resistance



Our new animation series called “What’s in it for me” (WIIFMs) was developed to help overcome lawyer resistance to effectively using their critical applications.

The new series of 2-minute videos focuses on the how lawyers will benefit from using the firm’s systems and the efficiencies they will gain.  These are not how-to videos, but rather animations which define the WHYs of using the the application.  The benefits are described in a language that lawyers relate to and understand.

Some WIIFM topics:

  • Why the DMS is critical to your practice
  • How Time and Billing affects your professional bottom line
  • Why well-formatted documents are critical to your practice

To see a demonstration of the new WIIFMs, please contact your Capensys representative, or email info@capensys.com.


New Enhanced Learning in Action (LiA)

Provide exercises and evaluations in your live system

New York, NY – March, 2019:  Are you looking for an effective way to build your users’ skills in the Firm’s software? A way to provide relevant training based on users’ needs?  An easy way to evaluate new hires?

Capensys announces its latest release of LiA (Learning in Action), a tool that evaluates users in the live application on their own firm desktop.  LiA has been designed to assist you with new hire training, knowledge consolidation exercises, evaluations of user skill levels, and certifications (LTC4 or in-house).

The new version of LiA uses a state-of-the art, extremely accurate method to record users’ actions and save their results in any Learning Management System (LMS). Users can perform tasks using any acceptable method, whether it be ribbon, right click, or key stroke combination, no matter how much the firm’s desktop has been customized.  The exercise results show a very accurate picture of how competent users really are.

The LiA application

  • Comes with a ready-made set of exercises which already incorporate multiple methods.
  • Provides training targeted to each user by offering relevant follow-up exercises if a pass mark is not achieved, or if they want to learn more.
  • Includes a simple, intuitive Designer tool which allows trainers to write their own exercises for most legal applications.

LiA exercises can be organized in learning plans in your LMS and can be used for core competency training, new hire and/or LTC4 certification, rollouts or general up-skilling.

“Our clients always ask us how to benchmark users and provide targeted learning, and the LiA tool is perfect for that.” said Sue Pasfield, Managing Director of Capensys. “It is invaluable to help firms gain an understanding of skill levels and offer relevant training.”

LiA is an important component of the Capensys ‘SkillUp!’ program, which allows firms to improve skill levels and achieve certification in a wide range of core competencies. The SkillUp! program helps Firms address today’s competitive environment in which clients demand more productivity and efficiency from law firms.

To see a demonstration of the new LiA and learning tools, please contact your Capensys representative, or email info@capensys.com.


Capensys Trainer and User Guides just got even better!

Our trainer scripts and companion users exercise guides now have even more depth with additional tips and trainer notes. 

They are still very easy to tailor to your environment and cover all the workflows needed for a successful rollout and ongoing training program.  We have these for all of Office 2016 as well as iManage, Work 10, NetDocuments and many other legal applications. They make the ideal training blend together with the Capensys online learning library and the instructors we can provide.

Contact us to see how you can easily make your rollouts a success.

Learn all about our Capensys online learning library.

The NEW! Capensys LMS – a perfect solution for busy law firm training professionals

Need an easy way to manage and deliver training?

Are you satisfied with your current LMS?

The NEW! Capensys LMS…

Our new LMS takes all the struggle out of managing your training! 
  • Simple to load your own content and create classes
  • Easy to create learning plans – great for LTC4
  • Fast performance and great support
  • Access learning from any device
  • Ready made library of online content, including Security/GDPR awareness

See more…

For a demo contact us at info@capensys.com


Sentinel Releases and Updates: Courseware, Reinforcement Materials and Localization


Complying with HIPAA

We made sweeping updates to our HIPAA content, including a much-needed facelift to bring this training into the 21st century. The content itself isn’t markedly different, but we did close some gaps related to security and administrative safeguards; a trusted partner in the healthcare space, Clearwater Compliance, helped ensure that all activities, quizzes, and assessment questions were legally sound and in compliance with the latest HIPAA regulations.

Protecting and Handling Data

The content in this topic group was over two years old, and in desperate need of a refresh. Though the content largely stayed the same, new graphics and interactions have been added.

New topic:

  • Data Minimization

GDPR Consent and Lawful Processing

This new topic comes by request from an existed client and others who were looking for a bit more content around what constitutes consent under the GDPR, and the legal grounds that allow for the processing of data.

This topic is included in the GDPR Role-Based Privacy topic group and all role-based GDPR courses. 

Preventing Phishing

Coming on the heels of an update to our phishing content late last year, we added two new topics to the Preventing Phishing topic group.

New topics:

  • The Dangers of Phishing
  • Showing Skepticism

Global Privacy Laws

Our older Global Privacy Laws topic highlighted a select few countries and regions—this new topic, available in the Global Privacy Laws and Regulations topic group in the Adaptive Privacy Library, contains information about the privacy landscapes, laws, and regulations of over 10 different countries and regions.

Password Guidelines and Password Best Practices

These popular pages got a facelift and content refresh to align with the latest guidance from NIST. In addition, the interactions are much improved and content between the two topics is more clearly differentiated than before.

Updates to Privacy and Personal Information, Role-Based Privacy, and Intellectual Property

GDPR is still top-of-mind for a lot of clients: those that need to comply, and those who considered the May deadline a good time to review their existing privacy policies and data handling procedures. To that end, we used our GDPR content as inspiration to thoroughly review and revise select topics in the Adaptive Privacy Library. These new topics are designed to support those clients who don’t necessarily need to comply with the GDPR—but still want their privacy training to echo the gold standard of the GDPR.

New and updated Privacy and Personal Information topics:

  • Defining Privacy
  • Reporting Privacy Incidents

New and updated Role-Based Privacy topics:

  • Collecting Data
  • Managing Vendors
  • Privacy Principles for Sensitive Information
  • Implementing Privacy Statements
  • Writing Privacy Statements

New Intellectual Property topic:

  • Business Confidentiality


New Videos

  • The GDPR | Reinforcement Library and the APL – Animated Videos
  • Privileged Users | Reinforcement Library and the ASL – Animated Videos


This release also included a systemic review of our localized content and the addition of most ASL and APL content in our newest languages.

Please allow at least two weeks for delivery of any localized content.

All ASL and APL content—except for HIPAA and FERPA, which are US-based laws—is translated into the following languages:

·         Chinese (Simplified)

·         French

·         German

·         Italian

·         Japanese

·         Korean

·         French (Canadian)

·         Portuguese (Brazilian)

·         Russian

·         Spanish

·         Spanish (Latin American)

·         Russian

And 75% of all ASL and APL content is now translated into the following languages:

·         Czech

·         Danish

·         Dutch

·         English (UK)

·         Finnish

·         Hungarian

·         Norwegian

·         Polish

·         Portuguese

·         Swedish


BakerHostetler’s Successful DMS Upgrade Using Capensys Training Resources and Materials


When BakerHostetler moved their 1,800 users (all at once!) from iManage 9.3 to NetDocuments 18 in the first quarter of 2018, the firm wanted to ensure they met their security audit needs.

It enabled us to provide affirmative responses to our client security audits. We could “tick off more of the boxes.”

Sharon Jesse, Training Manager

The firm also wanted to increase usage of their document management system (DMS) over shared drives and selected NetDocuments for its flexibility of workspace structure and mobility.  While they didn’t remove access to shared drives, they felt the additional functionality of the new DMS would encourage users to collaborate more.

The training team (“team”), led by Sharon Jesse, Training Manager, worked together to achieve buy-in for the initiative from Office Administrators, HR Managers, and select Attorneys. They wanted to ensure that their audience of legal professionals and support staff specialists were motivated and supported from the top down.

Early in the project, the team conducted attorney focus groups and interviewed various support teams such as Accounting and Marketing.  They encouraged specific groups that were very vested in the old DMS to attend so they could see they were getting the same functionality plus more. They demonstrated how the new system was focused on their current workflows and how the rollout would support a smooth transition.

They also identified Active Advocates in all groups who would provide additional support and also “evangelize” the project.  Members of this group were carefully vetted by Office Administrators to ensure the right skills and personality for the support role.

Training and Support

The firm used a blended approach to address the specific needs of their audiences.

The team provided early webinars for the Active Advocates that focused on key features. Secretaries and paralegals received mandatory “flipped learning,” in which e-learning took place before the instructor-led classroom training. The instructor-led training was optional for attorneys and other staff. The attorneys participated in remote webinars, and post go-live webinars were offered starting week 2.

Sharon Jesse also noted that “few attorneys participated in classroom; most did remote. For our high-touch users, we provided one-on-one sessions.  People who worked with the managing partners did very contextual/relevant training.”

The team provided floor support for 3 weeks after the training along with access to the Help Desk. Additionally, Capensys provided a dedicated hotline for 2 weeks after the training.

The team used the Capensys training materials and tools because of their broad experience, high quality, flexible training and support resources, and the quality and scope of their eLearning. At BakerHostetler, we are not afraid to try a new approach and you need a partner who can support and supplement those ideas!

Sharon Jesse, Training Manager

Outcome and Measurement

When asked about the reaction of the user population to the program, Sharon replied: “In general, most users think the product is more intuitive and better organized; attorneys using the mobile app are happy they can access docs on the road.”

At the time of this article, it is still a little early for the firm to measure the overall impact of the new DMS on the number of documents being filed. The good news is they have received requests to move data from shared drives to the DMS, and a few admin teams want to have custom workspaces.

Using the Capensys “Efficiency Dashboard” the firm has identified that the Help Desk is receiving more technical issues than “how to” questions. According to Sharon, “People seem to ‘know how’ better!”

The firm also provided the evaluations that allowed people to qualify for LTC4 Certification in the Managing Documents and Email learning plan. The firm will continue to use the Capensys courseware to offer e-learning paths for new hires as well as providing the path to LTC4 certification.

Lessons Learned

What went well

There was great feedback on training, support and the Capensys hotline from the offices. This was the first time the firm was using a scenario-based training model and the staff appreciated this approach.

Sharon noted that “Providing early training for the Active Advocates was a win. It provided us with a list of questions to consider before finalizing the outline and the support team’s FAQ document.”

What we would do differently

Sharon’s comment on this was: “In retrospect, we could have used more floor support in the larger offices during the first 3 days, as those attorneys who did NOT attend training consumed much more time than planned. Therefore, it took several days to reach each user for their checklist. Depending on the type of rollout, better assignment of resources in the offices with larger demands.”

About BakerHostetler

BakerHostetler is one of the nation’s largest law firms, representing clients around the globe. With offices coast to coast and more than 940 lawyers, the firm litigates cases and resolves disputes that potentially threaten clients’ competitiveness, navigates the laws and regulations that shape the global economy, and helps clients develop and close deals that fuel their strategic growth.

They have five core practice groups: Litigation, Business, Employment, Intellectual Property, and Tax. Within these groups are several large specialty practices, including antitrust, bankruptcy, healthcare, energy, middle market mergers and acquisitions, complex commercial litigation, data privacy and security, patent prosecution and international tax. The firm’s attorneys have broad knowledge and experience in many industries, including energy, media, manufacturing, healthcare, financial services and insurance, consumer products, and hospitality.

BakerHostetler is known for their commitment to the highest standard of client care. By emphasizing an approach to service delivery as exacting as their legal work, they are determined to surpass their clients’ expectations.

About Capensys

Capensys Ltd. is a full-service legal training provider. Capensys offers all types of training for the legal industry including classroom trainers, webinars, online e-learning, evaluations, and a security awareness program. Capensys works with their clients to link the training directly to the business goals. Capensys is a Vendor Members of the Legal Technology Core Competencies Certification Coalition (LTC4). Capensys is also an iManage and a NetDocuments certified training partner. To learn more about Capensys please visit www.capensys.com.