Using the Smokeball PDF viewer with Precedents

Quickly create professional-looking PDF precedents that are perfect for sharing and printing. Smokeball’s PDF viewer allows you to generate PDF precedents with just a few clicks.

When a non-automated PDF is generated, it automatically saves into the matter file. It then opens in your computer’s default PDF viewer.

This article provides more detail on how to use the PDF viewer. Refer to creating an automated PDF precedent to get started.

Understanding the PDF viewer

After generating an automated precedent, you may notice that some fields are shaded orange and others are shaded blue:

• Orange fields are automated, meaning the precedent automatically populates these fields from matter details.
• Blue fields are not automated, which means that you will need to manually enter the information for these fields.

The orange and blue shadings appear by default, but you can toggle the shading on and off by selecting the Highlighting all fields menu at the bottom of the precedent.

You can amend the information in an automated PDF precedent. Click into the blue fields to add information if required. It is recommended to change the data in the matter file details for the orange fields.

Understanding the toolbar in the PDF viewer

Use the Smokeball toolbar to amend automated data in the PDF viewer. This toolbar allows you to edit information that feeds into the orange fields in the PDF file.

• Click into the desired field in the Smokeball toolbar. This enables you to edit the data in that field.
• To access additional options to amend matter details, right-click on a field in the Smokeball toolbar. This brings up a menu of additional options and tools that you can use to amend data in both the matter file and precedent.

Additional toolbar options

The following options are located at the bottom of the toolbar:

Run questions for this form: Run any predefined asks on a particular form again. This can be useful for reviewing information and verifying that the form works correctly.

Matter settings: Access and manage settings specific to the current matter. Include options for configuring notifications, managing permissions, and setting up integrations with other systems.

Change the matter: Switch to a different matter and start work on the same precedent. This is useful when you need to complete the same precedent for multiple matters, without having to navigate through multiple menus or screens.

To view the data source of PDF precedent fields, view the precedent template (in modify mode).

View an automation field’s data source in the precedent template

1. Navigate to the precedent library by selecting the Precedents button in the matter file.
   
2. Browse the precedent library to find the specific precedent that you want to open. You may need to use search tools or yellow sub-folders to locate it.
3. Once you locate the precedent, right-click and select Modify. This will open the precedent template, which allows you to view, add, or remove automation.
   
4. Click the relevant automation field, which turns dark orange when selected.
   
5. View the Selected Field section in the right-side toolbar to determine the data source.
   
6. Once you have located the data source, Close the precedent template.

Understanding the action bar in the PDF viewer

• Save & Close icon: Saves the precedent to the matter file and closes the PDF viewer.
• Save & Close drop-down menu:
  • Save: Saves the precedent to the matter file without closing the PDF viewer.
  • Save As: Allows you to rename the precedent and save it to the matter file, without closing.
• Close: Closes the PDF viewer without saving the document.
• Automate: Updates old data in automation fields in existing PDF precedents.
  • Do not click this button if you manually add information to automation (orange) fields. It will overwrite the manual additions.
• Print: Allows you to send the PDF precedent to a printer.
• Fit to Width: Zooms in the document to fit the entire PDF viewer.
• Fit to Size: Allows you to zoom out to display the whole page of a document.
• Annotation drop-down menu:
  • Text: Allows you to add text anywhere on the document.
    • You can also do this by right-clicking and selecting Add Text from the menu.
    • The text remains on the precedent when shared.
  • Signature: Allows you to add a signature image to the document from your computer.
    • You can also do this by right-clicking anywhere on the document (including non-automated fields) and selecting Add Signature from the menu.
    • After you select an image file from your computer, a window pops up that allows you to scale the image before adding it to the document. Click Save to add.
• Send: Allows you to send the PDF precedent via email.