Summary

We've outlined below a step-by-step overview on the preparation and transfer of documents to Opus 2. Following these steps will ensure the upload process is quick and efficient, avoiding unnecessary or additional fees for the parties. 

The Solution Operations team oversee the management of the electronic bundle, including user access and hardcopy services. 

More information on the:
- Solution Operations' contact details can be found here.
- Solution Operations' Support hours can be found here. 
- Upload Guide can be found here. 

Process Overview

Prepare and Format Documents
  • Documents need to be formatted and provided as unitised, optimised and text searchable (OCR’d) PDFs where possible.
  • For natives files that cannot be converted to PDF, such as Excel, Project, Audio and Video files, these will be uploaded to the platform as native slip sheets. This slip sheet will contain a link that users can click on to download and view the original native file offline.
  • Files should be put into folders based on their bundle values.
  • Best practice guidance on how to prepare documents can be found here and how to structure bundles can be found here. 
Prepare Excel Index
  • Alongside the documents, we will need to be provided with an accompanying Excel index.
  • The index should include an individual row of metadata for each file provided. There are three compulsory columns that we require to upload the documents to the platform - Filename, Bundle and Tab.
  • More guidance on how to format the index can be found here.
Send Documents to Opus
  • Once the excel index is finished, please add it to the folder with the documents and zip the folder.
  • This zip will need to be sent over a secure file sharing site, in line with our ISO accredited security policies.
  • Do let us know if wish for us to set you up with complimentary access to our internal site, Opus 2 Transfer.
  • Guidance on using Transfer can be found here.
Send Email Instruction to Opus
  • Any changes to the shared content must be agreed between the parties in advance of contacting and instructing Opus 2.
  • Once agreed, one party must provide an instructional email to the Solution Operations Team attaching the Excel index created previously. This should be done once the relevant documents have been sent securely and ensuring representatives from all appropriate parties are copied into the email.
  • Opus 2 will only action instructions where all parties are copied and we will assume that the changes have been previously agreed.
  • More information on the Upload Protocol can be found here.
Updating the Bundle
  • Once the initial upload is complete, you may wish to insert and replace documents across the existing bundles.
  • Best practice guidance on how to update the bundle can be found here.