Congratulations! You’ve just been appointed as your law firm’s NetDocuments administrator. You might be feeling a mix of excitement and uncertainty right now—especially if you’re staring at the NetDocuments Admin Console for the first time, wondering, “Where do I even start?”
Don’t worry. Every NetDocuments admin has been precisely where you are right now. The good news? NetDocuments is a powerful, intuitive platform, and with the right resources and guidance, you’ll be managing it like a pro in no time.
Understanding Your New Role
As a NetDocuments administrator, you’re now responsible for managing your firm’s document management system. This includes everything from adding new users and managing permissions to organizing workspace cabinets and troubleshooting technical issues. It might seem overwhelming at first, but breaking it down into manageable pieces makes the learning curve much easier to navigate.
Step 1: Know Where to Get Help
Before diving into the technical details, bookmark these essential resources:
Technical Support:
- NetDocuments Technical Support: 801-226-6882 (Option 2)
- US Server Status: https://trust-us.netdocuments.com/
- Canadian Server Status: https://trust-ca.netdocuments.com/
Learning Resources:
- The Optiable NetDocs Tips Blog is the largest online repository of NetDocuments resources, featuring hundreds of practical articles written specifically for law firm administrators and users.
- Visit https://optiable.com/admin/ for the NetDocuments Administrator FAQs page—your quick reference guide for the most common admin tasks
Step 2: Master the Core Admin Tasks
As a new administrator, you’ll spend most of your time on these fundamental tasks. Optiable provides comprehensive guides for each of these essential administrative functions:
User Management
Adding new users is one of the most fundamental operations for keeping your firm running smoothly. You’ll need to understand:
- Adding New Users – The process involves creating users in Office 365 (if using single sign-on), adding them to the NetDocuments Azure Enterprise App, and then adding them in NetDocuments itself
- Managing Licenses – Know how to increase your user count when needed
- Removing Users – Understand the proper process for offboarding users
- Setting Up Authors and Typists – Learn how to configure profile attributes
Client and Matter Management
You’ll regularly need to:
- Add new clients and matters
- Change client or matter IDs and descriptions
- Delete clients or matters when necessary
- Manage document types
Understanding Admin Roles
There are different types of NetDocuments administrators, including Repository Administrators and Cabinet Administrators, each with different permissions and responsibilities. Understanding these distinctions is crucial for properly managing your system.
Step 3: Learn Through Structured Training
Optiable offers comprehensive training resources that can accelerate your learning:
Basic User Training Even as an administrator, you need to understand how your users experience NetDocuments. Optiable provides Windows Basic User Training materials including a comprehensive PDF training manual, video training that follows the manual, and an interactive course with in-depth coverage. These resources cover:
- Saving documents from Microsoft Office
- Working with workspace-based and folder-based cabinets
- Document versioning and comparison
- Saving PDFs and other file types
- Uploading multiple documents
- Creating profile templates
Admin-Specific Training Optiable offers specialized NetDocuments Admin Training sessions designed specifically for administrators, providing intensive learning about the Admin Console and recent changes.
Step 4: Understand Key Admin Console Functions
Once you’ve got the basics down, you’ll want to dive deeper into the Admin Console. Here are some important areas to familiarize yourself with:
Information Tab
Check the Information tab in the NetDocuments Admin Console to see which NetDocuments products your firm has purchased and what services are available.
Groups and Permissions
Learning to create and manage groups is essential for controlling folder creation permissions and maintaining an organized file system. Without proper permissions management, multiple users can create unstructured setups, duplicate folders, and chaotic file systems that affect productivity.
OCR Management
If your firm uses OCR (Optical Character Recognition), you should log in with your OCR account monthly to monitor progress and check the status of both Active Monitoring and Backlog Processing services.
Step 5: Stay Current with Technical Changes
The technology landscape is always evolving, and NetDocuments is no exception. Stay informed about:
Integration Updates
Regularly check which versions of ndOffice and ndMail are installed on your Windows machines, especially when troubleshooting or upgrading integrations.
New Features
NetDocuments regularly releases new features like the ndMail Browse Feature, which changes how users save emails to the system. Stay current with release notes and updates.
Step 6: Learn Best Practices and Common Pitfalls
Every platform has its quirks and best practices. Here are a few things to know:
Step 7: Leverage Expert Support When Needed
You don’t have to figure everything out on your own. Optiable is a NetDocuments Platinum Partner that specializes in helping law firms with 10 to 150 users through migration, training, and setup services.
When you encounter complex issues or need guidance on best practices, don’t hesitate to reach out to consultants who specialize in NetDocuments. Understanding when to contact Optiable versus NetDocuments support directly can help you resolve issues more efficiently.
Your Learning Path Forward
Becoming an effective NetDocuments administrator is a journey, not a destination. Here’s a suggested learning path:
Week 1-2: Foundation
- Complete the basic user training to understand the end-user experience
- Bookmark and review the Administrator FAQs page regularly
- Practice adding and removing test users in a safe environment
Week 3-4: Core Competencies
- Master user management workflows
- Learn client and matter administration
- Understand groups and permissions
- Set up your monitoring routine for OCR and system status
Month 2: Advanced Topics
- Dive into workspace cabinet organization
- Learn troubleshooting techniques for common issues
- Understand integration management (ndOffice, ndMail)
- Explore document profiles and templates
Month 3 and Beyond: Optimization
- Implement best practices for folder structure
- Train your end users effectively
- Stay current with new features and updates
- Participate in admin training sessions when available
Final Thoughts
Being appointed as your firm’s NetDocuments administrator is an opportunity to make a real impact on your organization’s efficiency and productivity. While the learning curve might seem steep at first, remember that Optiable’s comprehensive training sessions ensure teams get on board quickly and confidently.
Please take advantage of the wealth of resources available on Optiable.com, particularly their NetDocs Tips blog section. Each article is written with practical, real-world scenarios in mind, making it easy to find answers when you need them.
Start with the basics, build your confidence, and don’t be afraid to ask questions. The NetDocuments admin community is supportive, and with resources like Optiable at your fingertips, you’ll be managing your firm’s document management system like a seasoned pro before you know it.
Ready to dive deeper? Visit https://optiable.com/netdocs-tips/ to explore hundreds of practical tips and guides, or check out https://optiable.com/admin/ for quick answers to your most pressing admin questions.
Get Up to Speed Faster with Expert Guidance
Learning NetDocuments administration doesn’t have to be a solo journey. While this guide provides a solid foundation, sometimes the fastest path to confidence is working directly with experts who’ve guided over 500 law firms through successful NetDocuments implementations.
Why Work with Optiable?
Personalized Training: Unlike generic tutorials, Optiable tailors its training to your firm’s specific setup, workflows, and challenges. You’ll learn exactly what you need to know—nothing more, nothing less.
Save Time and Avoid Costly Mistakes: The average new administrator spends weeks figuring out best practices through trial and error. With expert guidance, you can compress months of learning into days and avoid configurations that cause problems down the road.
Ongoing Support: Questions don’t stop after initial training. When you work with Optiable, you gain a trusted partner who understands your firm’s unique NetDocuments environment.
Proven Track Record: Since 2002, Optiable has specialized in helping law firms with 10 to 150 users seamlessly integrate and optimize NetDocuments. They’ve seen every scenario and know what works.
Ready to Accelerate Your Learning?
Don’t let uncertainty slow down your firm’s productivity. Whether you need help with initial setup, user training, system optimization, or just want to ensure you’re following best practices, Optiable’s team of NetDocuments experts is here to help.
Schedule a free, no-obligation consultation to discuss your firm’s specific needs and learn how Optiable can help you become a confident, effective NetDocuments administrator faster.
📞 Call: 800-399-0852
✉️ Schedule a Consultation: https://go.oncehub.com/optconsult
🌐 Visit: https://optiable.com
The first step is simple: set up a call to learn more about your firm and explore how Optiable can help you succeed. There’s no pressure—just expert guidance when you need it most.
About the Resources: This guide draws on the extensive NetDocuments expertise available at Optiable.com, the leading provider of NetDocuments services for law firms. Since 2002, Optiable has helped over 500 law firms across the United States and Canada successfully implement and optimize NetDocuments.