This article is a guide to setting up and configuring xchangedocs for Automated Civil Litigation (ACL)

Getting Started

A user will need to activate their xchangedocs account before they can begin using it.

• The Administrator will configure your xchangedocs account within ACL.
• Once the account has been configured, you will receive an “activation” email.
• In the activation email, click the ACTIVATE ACCOUNT button to begin the registration of your xchangedocs account
• Complete the following:
  • • • • The user name should be your work email address.
        • Create a password.
        • Check your email inbox for the 2-step authentication.

If you have not yet received the activation email, you can still login to xchangedocs in ACL by clicking the Login button on the xchangedocs touchpoint. The system will know that the activation request was sent.

Adding Matter Participants

Members of your firm can be added as xchangedocs participants on a Matter by first selecting them as an Additional Firm Member on the ACL file (File Details section).

If the xchangedocs icon beside their name is greyed-out, click to activate them.

File Participants are members of your firm who will access xchangedocs on a matter. Participants may be added/updated at any time, however adding Participants to the matter before the first xchangedocs activity occurs is best-practice because it ensures the required firm members will have immediate access to the xchangedocs tab and any incoming or outgoing documents.

Interface Overview

When using xchangedocs in ACL, the interface will appear as shown:

1. The xchangedocs notification window on the left, shows the number of recent documents shared and the number of Unclassified documents received once you have logged into xchangedocs.
2. The xchangedocs tab within the Files list opens the workspace to display the xchangedocs activity.
3. A new xchangedocs column indicates which files have xchangedocs activity.
4. Select the Upload & Share icon in the xchangedocs workspace to initiate a document share.
5. The Activity Log for a specific Matter can be accessed at any time. It contains a history of all documents that have been added, uploaded, and shared.
6. Click the refresh icon to update the workspace to reflect all shared documents on a Matter.
7. Additional options for managing a shared document are located within the menu on the right.

Managing the Workspace

Users can modify the xchangedocs workspace to suit their preferences.

What to Display

You can display All Documents, Incoming Documents, or Outgoing Documents for a specific Matter by selecting from the drop-down.

Column Adjustment

The columns for Document Name, Shared By/With, and Shared/Uploaded can be made wider or narrower. Hover the cursor beside the column name to reveal the double arrow and adjust as desired.

Sort Selection

The list of documents can be sorted by any of the column headings. Click on the desired heading to sort the list by that category. Clicking once will sort the list in ascending order, while clicking it twice will sort the list in descending order.

Working with Documents

Upload a New Document

Select the Upload & Share button located on the menu bar. More than one document can be selected to be uploaded at a time, with the option to update the document description. Once the documents have been uploaded successfully, they will be shown in the xchangedocs tab.

As part of the upload process, you have the option to select which Recipients you want to send the document to. Do not select any Recipients if you only want to upload the document to the matter for internal sharing. Uploaded documents can be shared at any time.

Sharing an Existing Document

An existing document can be shared to additional recipients. To do this, select the document and then choose Share from the menu located to the far, right side. 

In the Share window, select the recipients you want to share the document with, and select the Notification Method.

Once shared successfully, a new icon will appear in the Share By/With column displaying the number of recipients to whom the document has been shared with.

Additional details of the document share can be found by selecting More Details from the menu on the right, or by accessing the Activity Log.

Revoke a Shared Document

A shared document can be revoked, at any time, by selecting the Revoke Share option from the menu on the right. Once revoked, the recipient will no longer be able to access the document in xchangedocs.

**The revoke feature will always work, however, if a recipient has already downloaded the document, they may have a saved copy available to them. As well, a recipient’s access should be revoked before deleting a document otherwise they may still be able to access it.**

Record of Service

If a record of sharing a document is required for proof of Service under Rule 16.09 (4.1), the Record of Service replaces an Affidavit of Service.

A Record of Service can be generated by selecting Generate Record of Service from the menu on the right.

Select the Recipients to whom the document was served. The Record of Service will then be created in MS Word.