Overview: Step‑by‑Step “How to Use Mary” Guide

1) What Mary Does (at a glance)

Mary is a fact extraction & matter analysis workspace that ingests your source documents and gives you fast, auditable access to the facts:

• Extracts everything from your PDFs (not just “key” items), including handwriting, scanned pages, tables, charts and images.

• Builds a chronology of entries and lets you open each one at the exact source page in one click.

• Splits large PDF bundles into the individual documents they contain, with dates, types and page ranges.

• Tags legal themes (e.g., medical history, personal background) on each entry so you can filter by topic.

• Scores relevance (Very High / High / Medium / Low) against your Matter Summary so you see what truly matters first.

• Keeps everything grounded in your documents—you can always verify the source page, and unreadable areas are flagged in‑entry.

2) Before You Start (quick checklist)

• Collect documents (PDFs work best).

• Identify one or more “Key Documents” (e.g., initiating pleading, claim form, instructions letter) that explain context.

• Decide your entry format:

  • Concise (recommended): shorter, sharper entries + quoted snippets on key points.

  • Detailed: long, verbatim‑heavy entries (useful for some medical negligence matters).

  • Note: you cannot change this setting after creating the matter.

• Connect iManage/Smokeball (if relevant): Settings → Integrations → iManage/Smokeball → Sign in.

• Know upload limits (per upload): up to 500 files, 10,000 pages, and 500 MB per file.

  • If a single file exceeds 500 MB, split it using a PDF editor and upload in parts.

• Formats: PDFs are fully supported. If needed, save Word docs as PDF. Support for .msg emails and native Word may be added separately.

3) Create Your First Matter (step by step)

1. New Matter

   • From the homepage (your list of matters), click New Matter (top‑right).

2. Name & Categorise

   • Matter name: choose something recognisable.

   • Area of law and Practice area: pick the best fit.

     • Not sure? Use General—Mary still extracts everything.

3. Choose Entry Format

   • Concise (recommended for most users) or Detailed (larger entries, more verbatim).

   • This choice is permanent for the matter.

4. Upload Documents

   • From iManage/Smokeball: once integrated, choose Upload from iManage/Smokeball, pick the matter/workspace and select files.

   • From your computer: drag‑and‑drop or browse to upload PDFs.

   • You can add more documents later—there’s no overall limit, only per‑upload limits.

5. Mark Key Document(s) (strongly recommended)

   • Select documents that explain the legal context (e.g., initiating pleading/statement of claim, instructions).

   • You can mark more than one.

   • If you skip this, Mary can still build entries, but relevance scores won’t appear until you add or write a Matter Summary.

6. Review & Submit

   • Confirm your selections and Submit.

   • Processing time varies by volume and content; at peak times there may be a short queue.

4) What You’ll See After Processing

A. All Facts vs. Chronology (views)

• All Facts

  • Contains every extracted entry (complete audit trail).

  • Useful when you want to check background or low‑relevance details.

• Chronology (your “home” view 95% of the time)

  • Shows only High and Very High relevance entries.

  • Hover the ⓘ icon on an entry to see why Mary scored it as relevant (the rationale uses your Matter Summary).

Tip: If your chronology doesn’t reflect what you need, refine the Matter Summary → Key Issues (see section 5). Mary will re‑score entries and update the view.

B. One‑click Source Verification

• Each entry shows document name + page. Click the source icon to open the PDF at the exact page.

• In the viewer you can rotate, zoom and read handwriting.

• If a page is unreadable, Mary adds a note in the entry.

C. Legal Themes & Filters

• Entries are tagged with legal themes (e.g., Medical history, Employment history, Personal background, Financials).

• Use Filter by → Theme to show just the topics you need.

• Entries can have multiple themes.

D. Saved Views (custom lenses)

1. Apply any combination of filters (Theme, Date Range, Document, Search term).

2. Click Create new view (purple button), rename it, and reuse anytime.

   • Examples: Medical History, Bullying Complaints, Training Records, Post‑Op Care, Specific Injury.

E. Sources Tab (document management)

• Source View: All PDFs you uploaded for this matter.

• Index View: Mary splits bundles into the individual documents they contain and lists:

  • Date, Document name, Short description, Document type, Source PDF, Page range, and Relevance.

• Use search (e.g., type “operation report”) to jump straight to a document—even if it was buried hundreds of pages deep.

• Sort by Most relevant, Earliest→Latest (document chronology), or A→Z.

Roadmap note: Selecting a subset of indexed documents and exporting them as a clean PDF bundle (with sensible file names) may be available depending on your release. In the meantime, you can open the documents and export from the viewer or your PDF tool.

5) The Matter Summary (the engine of relevance)

Mary generates a Matter Summary from your Key Document(s) to kick‑start relevance scoring. Open it from the top‑left of the matter.

What it includes:

• Matter Overview — a brief narrative of what the matter is about.

• Key Issues — what is highly relevant vs irrelevant to focus/exclude.

• People & Parties, Entities, and any Additional Notes.

Why it matters:
Mary’s relevance scores and theming are driven by this summary. Editing it and saving will trigger Mary to re‑score every entry and refresh your Chronology and views.

How to Edit for Best Results

• Click Edit (top‑right of the Matter Summary).

• Keep the Matter Overview short but explicit: matter type, who is involved, and what happened.

• In Key Issues, use two sub‑lists:

Highly Relevant (examples):

• Evidence of training provided / risk instructions.

• Complaints or reports about bullying/harassment and the response.

• Post‑operative care details, including medications administered and nursing notes.

• [Add precise items you want Mary to surface.]

Irrelevant (examples):

• Breach of contract allegations (if pleaded but not pursued).

• Pathology reports [if not needed in this matter].

• [Add any content you don’t want elevated.]

Save → Mary updates relevance and themes automatically.

Tip: If an older matter lacks theme tags, open the Matter Summary, make any small, meaningful edit, and Save to trigger theme application.

6) Common Workflows

A. Build and Export a Chronology

1. Open Chronology.

2. Optionally apply filters (e.g., a theme or date range) and Create new view.

3. Click Export → Current view to export only what you’re seeing (recommended).

   • Exporting All Facts produces a very large document and is rarely useful.

B. Find Specific Evidence Fast

• Use Filters + Search: e.g., Theme: Employment history + search “training”, or Theme: Personal background + “pre‑existing condition”.

• Save as a view to revisit later.

C. Prepare a Brief for a Third Party

1. Go to Sources → Index View.

2. Search and review the specific documents you intend to include.

3. Export from the viewer (or your PDF tool) and follow your naming convention (e.g., YYYYMMDD – Document Type – Description).

4. Save back to iManage if integrated.

D. Add More Documents Later

• Click Add more documents (top‑right), choose iManage or local files.

• New entries are inserted chronologically as if they were always there.

• If the scope shifts, update the Matter Summary and re‑score.

E. Collaborate

• Click Invite people (top‑right) to share the matter with internal users who have Mary access.

• (External sharing may depend on your release; use exports for external recipients.)

7) Tips & Good Practices

• Prefer Concise format for day‑to‑day review; switch to Detailed only when you genuinely need long verbatim context.

• Always include at least one Key Document at creation (it dramatically improves early relevance).

• Be explicit in Key Issues: list exactly what you want surfaced and what to ignore.

• Audit relevance: hover the ⓘ icon to see Mary’s “why,” then refine the Matter Summary if needed.

• Use Saved Views for recurring lenses (e.g., Medical history, Training, Complaints).

• Dates can be nuanced (e.g., progress notes covering a range). Check the source page when exact dating is critical.

• Grounded outputs: Mary extracts from your supplied documents; your review should focus on completeness, dating, and emphasis—not “hallucinations.”

8) File & Upload Reference

9) Troubleshooting

“Index view shows ‘No index entries found’.”

• Ensure processing has completed; refresh the page.

• Check that PDFs aren’t password‑protected or corrupted.

• Re‑upload a single file to test.

• If the issue persists, contact support via the in‑product chat (see below) with a screenshot and the matter link.

“I’m not seeing relevance scores.”

• You may have no Key Document and/or the Matter Summary is empty.

• Open Matter Summary, add a concise Overview and Key Issues, Save to re‑score.

“I uploaded a Word/.msg file and nothing appeared.”

• Convert to PDF and upload again (support for these formats may vary by release).

“Exports are huge.”

• Use Export → Current view (not All Facts).

• Narrow with filters and Saved Views before exporting.

10) Getting Help

• Use the green chat widget at the bottom‑right of the app → Start new chat.

• Include: matter link, brief description, screenshots (if relevant).

• A human will respond; automated assistance may appear, but you can always escalate.

11) Glossary

• Matter — a workspace for your case/files in Mary.

• Entry — a dated fact extracted from your documents, with a direct link to the source page.

• Key Document — a document that explains legal context (used to seed the Matter Summary).

• Matter Summary — the configuration (Overview, Key Issues, etc.) that drives relevance and themes.

• Relevance rating — Mary’s score of how important an entry is (Very High/High/Medium/Low) based on your Summary.

• Legal themes — topical tags (e.g., medical history) automatically assigned to entries for filtering.

• All Facts — every extracted entry (complete audit trail).

• Chronology — only High/Very High entries (your primary working view).

• Sources → Index View — the auto‑generated list of individual documents found inside your uploaded PDFs.

• Saved View — a named, reusable set of filters/searches for quick access.

Copy‑ready templates

Matter Summary – Starter Template

Matter Overview

• This is a [matter type] concerning [party/role] and [brief description of what happened and when]. The claim centers on [core issue(s)].

Key Issues
Highly relevant

• [Precisely list the facts/evidence you want surfaced, e.g., training provided, complaints made and responses, post‑operative medications, nursing observations, etc.]
  Irrelevant

• [List pleaded but non‑pursued issues, document types you don’t want elevated (e.g., bulk pathology), or topics out of scope.]

People & Parties

• [List parties, roles, and any key witnesses.]

Entities

• [List employers, hospitals, insurers, etc.]

Additional Notes

• [Any scoping notes, definitions, acronyms, or instructions.]