• We suggest that you begin creating a contact list immediately after registering.  This will make it easier to add documents in the future, as contacts to be notified must come from your contact list. 
• From the homepage, click on “My Information Manager” on the toolbar at the top.  Select “Contacts & Groups”, then click the “Add Contact” button.
• Fill in the form with the contact’s information.  Only “Name” and “e-mail address” are mandatory.  Then click “Save”.  Your contact list is underway!

• Our clients often send notification to the same people regarding many documents.  Rather than add one contact at a time, create a Group and insert them all in one document with one step!
• From the homepage, click on “My Information Manager” on the toolbar at the top.  Select “Contacts & Groups”, then click the “Add Group” button.
• First, create a name for the group.  Then from the box on the left, select the names of the contacts to be included in the group.  You may select several names at once by holding down the “Ctrl” button on your keyboard while highlighting names.
• Then, click the “Add to Group” arrow, and your group is created.

• Now – the reason you came to our site in the first place!  From any page on the site, click “Documents” on the toolbar at the top.  Or from the homepage you may click the "Add Document" button.
• We will walk you through 4 screens, containing Steps 1-4 of the process. 
• Step 1 asks for basic information about the document, such as General Document Information, the Key Players and Accounting Information. While only the “Document Name” field is mandatory, we suggest that you fill in as many fields as possible so that you retrieve the most useful information when generating reports in the future.

General Document Information: enter data in the following fields:

• Document Name: this field is mandatory.  Choose a name that will help you quickly recognize it when viewing reports.
• Document Number: non-mandatory field.  If your company has an internal numbering system, you may insert that number here.
• Document Type: use this field to categorize your documents. This field will assist you later in sorting your reports.
• Document Description: for your future reference, you may type in any text to describe this document.
• Notes: add any additional information for your personal reference.
• Document’s Physical Location: enter the exact place this document is kept to save time later!
• Branch/Division: enter the department responsible for the document.

Key Players: For future reference, enter the names of person(s) or entity(ies) involved with this document.

• In House Legal: which attorney in your company worked on this document?
• Law Firm: if you used outside counsel, which firm?
• Party 1/2/3: include the names of any person or company that is a party to the contract. 

Accounting Information: enter any data that references your internal billing regarding the document or contact (if any), such as:

• Purchase Order Number: your internal PO for your tracking purposes.
• Cost Code: you can use this to track a departmental, subsidiary or client cost coding. 
• Reference Number:  you can use this if you have an internal reference number you want to assign to help you track and cross-reference documents. 

• Step 2 - enter the “event date” – the critical date by which you must take action to avoid negative consequences.  You will also select the date(s) on which notification of the event date will be sent to your contacts.  You can select up to three notification dates for each event in a document.
• After entering an event date and the notification date(s) for that event, click “Add Event”, and a table listing the event will appear on the screen.  You may then add another event/notification date(s) for the same document.
• When selecting notification dates, you will notice an option for Certified Mail.  WeNotifyYou will send only one certified letter per event date.  Therefore, you may select certified mail on only one of the three notification dates for each event.
• Step 3 – Select your contacts.  You may choose to have up to ten contacts for each notification.
• At least one, and up to three of the contacts must be designated as a “primary contact”.  Primary contacts are required to send acknowledgement to WeNotifyYou, so we can ensure that at least one contact received the notification.  If WeNotifyYou does not get an acknowledgement from any of your designated primary contacts, we will follow up with additional e-mails and phone calls until an acknowledgement of receipt is received from at least one primary contact.
• On this page, your contact list will appear in a box.  Simply select the names of those to be designated as contacts for this event, and click “Add Contact” or “Add Group”.
• You may designate only one contact to receive the one certified letter for the event.
• Step 4 – simply review the information for accuracy, and click “Finish” to enter the document in the WeNotifyYou system!  You may edit your documents at any time by clicking the “Find/Edit Documents” button on the client home page.  You’ll just repeat the process above, changing any data necessary.

• Once you have entered documents in the WeNotifyYou system, it is easy to categorize them and view them in report format.
• Start by clicking the “Reports” link on the toolbar at the top of any page.  Choose from “Document Detail”, “Document Summary” or any customized reports you have saved in the past.
• “Document Detail” is a report for a single document, displaying all the details you entered for that document.  Simply enter the name of the document and click “Generate Report” to view the details. 
• “Document Summary” allows you to set the parameters for the report.  Enter a date range into which the documents must fall, and then select a field by which to group the report, such as Document Name or Event Date.  Then click “Generate Report”.  Any documents meeting your criteria will appear as a summary report in table format.  You can then view the details of any one document by clicking on that document name.
• You can then download the summary report to your hard drive, or have WeNotifyYou save it in our system. 
• “Custom Reports” We will save up to four Custom Reports at one time.  Just enter a name for the report and click “Save Report”.   For instance, if you will be running a report every month based on the same parameters, you can save those parameters as a “Custom Report” in our system.  That way you won’t waste time setting the search criteria every month!  If you need to change the report parameters, you can do so by running a new report and naming it something new.  Once you have saved four custom reports, you’ll have to delete one in order to save a new one.

• WeNotifyYou offers multi-user accounts where you can assign different privilege levels to users to view and edit the documents in the account. 
• Also, you have the ability to transfer documents and/or contacts from one user in your company to another.   Keeping track of all your company information has never been easier!

The Calendar features a snapshot off all Event Dates and Notifications scheduled for a particular month. 

• The screen displays all the days for the current month. 
• Click “Previous” or “Next” to view the calendar for the prior or next month.
• At the bottom of the screen, you may choose any month/year combination to quickly jump to the calendar view of a distant month.
• Once the appropriate month is displayed, you have a variety of options:
• Document Names appear in the box for the day of that month on which an Event will occur or a Notification is due related to that document.  These are denoted by (E) or (N) beside the Document Name.
• A maximum of four Document Names will appear; if you have more, you will see "(more)" at the bottom of the box.
• Click the Day of the Month (ex: 3 or 28) to view a summary report for all documents with Events or Notifications on that day.
• Click on the Document Name in the box to see the detail report for that document.

The Third-Party Notice option is an exclusive feature of the WeNotifyYou service.

Most contracts contain a “Notices” provision, which dictates the required communication method and the persons to whom notice under the contract is to be sent. 

Our service works as a supplemental method for the serving of those notices. When you include WeNotifyYou, Inc. as a designated third-party in your contract, we ensure that the specified persons receive proper and timely notice as required under the contract. 

Furthermore, if the person specified in the Notice Provision of the contract has left your company, WeNotifyYou guarantees that someone at your company receives the notice.  Or, if you need to designate a new person to receive notices, you can simply replace the old name with the new one in your account’s Contact Manager in our system, and the new person will receive the notice – no need to change the contact name in large numbers of outstanding contracts.

How does this work?

• When you register with WeNotifyYou, you are assigned a WeNotifyYou ID (this number will be located on your account profile), which never changes.
• To facilitate the Third Party option service, you will simply add a short instructional paragraph to the language you currently use in your contracts’ Notices Provisions (see suggested language below).
• You insert the modified language into the Notices Provisions of all your contracts, making sure that your WeNotifyYou ID is inserted as part of the template language (also see below).
• When the other party (ies) to your contract wants to send you a notice, they read the Notice Provision in the contract to determine the appropriate method of serving notice. As in the past, they will send you notice by the traditional method, but they will also be directed to go to the Third Party Notice page of the WeNotifyYou website, enter your WeNotifyYou ID and either type or paste the text of the notice.
• WeNotifyYou immediately sends you the notice via e-mail.

A sample of the suggested language to be added to your boilerplate Notices Provision is shown below in blue:

Notices.

                Any notice, request, instruction, or other communication to be given hereunder by any party to A COMPANY, ATTENTION JOHN DOE, shall be in writing and shall be deemed to have been given if delivered via e-mail through WeNotifyYou, Inc. in the following manner: 

                Sign on to www.WeNotifyYou.com/notices.  Enter your WeNotifyYou ID in the "WeNotifyYou ID" field.  Then, in the “Notice Text” field, paste or type the text of the notice.  WeNotifyYou, Inc. will immediately forward the notice via e-mail to A COMPANY, ATTENTION JOHN DOE.

Any notice, request, instruction, or other communication to be given hereunder by any party to another shall be in writing and shall be deemed to have been given if delivered by hand or sent by telecopier (transmission confirmed), certified or registered mail (return receipt requested), postage prepaid, or by overnight express service, addressed to the respective party or parties at the following addresses:

If to X Company:               

X Company

Address

Fax #

Attention:

with a copy (which shall not constitute notice) to:

Lawyer

Address

Fax #

Attention:

                Or to such other address or addresses as any party may designate to the others by like notice as set forth above.  Any notice given hereunder shall be deemed given and received on the date of hand delivery or transmission by telecopier, or three days after mailing by certified or registered mail or one day after delivery to an overnight express service for next day delivery, as the case may be.