Recently I received an interesting request from one of our clients:
“Can you tell us how to create timelines that can be sent outside of the office electronically with attached documents in the smallest storage size possible? I made a timeline for my attorney but when I try to send it to him, nothing works.”
The case to be presented to the court dealt with a dispute over ownership of real estate property. The paralegal worked up a very nice timeline which showed milestones in the case. She wanted to link each milestone to a document that substantiated their client’s claim. The problem was when the file left her workstation, none of the links worked. Here’s the solution we worked up for her:
Step 1: Use your program of choice to make up your timeline.
The most popular applications seem to be MS Word, MS Excel and Visio. Use whatever program you prefer to set up your timeline. In the case of our client, they used Microsoft Word. Here’s an example –
Step 2: Convert the file containing your timeline information to a .PDF file
We used Adobe Acrobat, although there are other PDF creation applications out there. We’ll use our work with Acrobat to illustrate how we pulled this together. Since we were working with multiple documents, we began the document names with numbers – the timeline document was called “0-Timeline.pdf”. The document supporting the first milestone began with the number “1”; the document supporting the second milestone began with the number “2”, and so on.
Step 3: Combine the timeline document and all supporting documents into one file
Method #1: If you want to cite specific paragraphs in each supporting document, use the Document à Insert File commands to combine the files in numeric order.
Method #2: If each supporting document is to be referenced in its entirety, use the Combine Files command. This command allows the user to choose the files they want, and in the order they prefer to use.
Step 4: Assign bookmarks to the supporting documents.
Bookmarks are a great feature! Just as we mark a page or passage in a book, we can “point” to a page or text in a .PDF document. Just place your cursor where you want to insert a bookmark and hit CTRL-B.
Now, if you used Method #1 above, insert bookmarks at the beginning of the paragraphs which support your milestones in your combined document.
If you used Method #2, the Combine Files command placed bookmarks at the beginning of each document that was added (combined) into your merged PDF file.
Step 5: Link the supporting documents to your milestones in the timeline
Go back to the page containing your timeline. Highlight the text containing the first milestone or event.
This opens up the Create Link dialog box. Set up how you want your link to appear. What you choose here will apply to all your links in the document. Make sure the action is set to Go to a page view. 
Click on the Next button.
Remember when we set up bookmarks? Here’s where they come in handy. When you see the Go To View window appears, point to your first bookmark and then click on the Set Link button.
Congratulations – you just set up your first link! Repeat the process, highlighting each milestone, right-clicking, and linking it to a bookmark.
Step 6: One more thing…
Our client indicated she wanted the file to be in the smallest size possible for transportability. In Adobe Acrobat, chose Document à Reduce File Size to compress your file.
By using this approach, our client created a timeline that clearly stated the case and made a favorable impression on the court.
Does your firm use timelines? If so, what programs do you use? Are there other uses for combining files and linking areas to other pages – like in a Table of Contents? Share your thoughts here in the “Comments” section below. And be sure to call us at Eastern Legal Systems at 1-877-ELS-0555 if we may be of assistance to you for solutions in your organization.
Dana Riel is President and Founder of Business Solutions, Inc., serving the Washington, D.C. metropolitan area since 1985. Her firm is the authorized training center for the region for Time Matters and PCLaw by PCLaw|Time Matters, PLLC; Timeslips and Sage 50 Accounting by Sage Software; and QuickBooks by Intuit Corporation. She also serves as a consultant for Caret Legal (formerly known as Zola Suite), CosmoLex, Soluno & TimeSolv. As a trainer, Dana has provided training services to organizations such as the DOD Defense Logistics Agency, Judge Advocate General’s Office (JAG)/Department of the Navy, University of the District of Columbia School of Law, U.S. Department of Commerce and the U.S. Department of Veterans Affairs, as well as with small‐ to mid‐size law firms in the Baltimore‐Washington D.C. area. In 2009, she participated in the series of day‐long seminars sponsored by the District of Columbia Bar Association Practice Management Section, titled “Basic Training: Learn About Running a Law Office”. Ms. Riel also served as an Adjunct Professor in Georgetown University’s Paralegal Studies Program, having taught the course, “Legal Ethics/Legal Technology” in 2009; and “Legal Technology” for the Spring and Summer Semesters of 2010. She presently serves on the Advisory Board for PCLaw|Time Matters, PLLC.