Documents on a matter

Documents can be generated on a matter in 2 ways:

• From a task

Note

This requires the document template to be embedded into the matter’s task list.

• From the Folder tab

From a task

1. Within a matter’s Tasks tab, select the relevant task within the workflow
2. Select the Recipient using the drop-down menu

   Tip

   If the document is populated with data markers, this will determine who the document is addressed to.

3. Select an appropriate Letterhead
4. Choose the appropriate format:
   1. PDF: The document will open as a PDF file and automatically attach to the Folder tab of the matter. This is the best option if the document doesn’t need any manual amendments.
   2. Microsoft Word: The document will open as a separate Word file. This is the best option if the document needs amending before saving back to the matter.

      Tip

      Use the Word plugin to attach the document back to the matter.

      Note

      If Word documents are opening in a ‘View Only’ mode, learn how to enable editing here.

5. Confirm
6. Enter any required information in the fields provided
7. Confirm

From the Folder tab

1. Within the matter, select the Folder tab
2. Select Document in the top toolbar

   Note

   For devices with smaller screens, this will be located within the + New dropdown list.

3. Choose the required template by:
   1. Navigating through the folders
   2. Typing the document name in the search bar
4. Follow steps 2 - 7 above

Document actions

Finding documents

Locate any files saved to a matter by using:

• The search bar at the top of the Folder
• The filters on the lefthand side of the Folder
  • Filter by Type to only display files saved to a matter
  • Use the Labels filter to only see items with a particular label applied

Previewing documents

You can preview a document on a matter in three ways:

1. Select the document on a matter to open a preview
2. Select the ’…’ icon next to the file and select ‘Open in Popout’
3. Select the ’…’ icon next to the file and select ‘Open in a New Tab’

   Tip

   Use this to view the item on a different screen.

   Items can also be opened in a new tab through the following actions:
   • Hold the Ctrl key on your keyboard while clicking on the item within the Folder tab
   • Hover over the item within the Folder tab and click your mouse scroll wheel
   • Right click on the item within the Folder tab and ‘open in new tab’

This allows you to:

• Zoom into the document
• Download the file to your device
• Print the document
• Change the viewing settings

Pinning documents

Pinning allows you to fix an item to the top of the Folder tab so it’s always easily accessible.

Select the pin icon next to the file to add it to your pinned items.

Tip

Add as many pinned items as you like to your matters.

Note

Pinned items will be arranged by the date the item was created/added to the Folder.

Labelling documents

Labels allow you to categorise files so that you can easily find them on a matter.

Select the Label icon next to a file to apply up to 3 labels to that item.

Note

If a label has already been applied, select the existing label to add or edit them further.

Tip

Labels can be applied to document templates directly so that they are automatically applied when generated on a matter.

Downloading documents

You can download a document on a matter in two ways:

1. Select the download icon next to the file on the matter
2. Select the ’…’ icon next to the file and select ‘Download’

Downloading several items as one zip

To take many items from a matter in a single download:

1. Select Download at the top of the Folder tab
2. Click each item you want to add it. Use the search bar, the type buttons next to Show and the label chips to narrow the list, and select Add all N shown to add everything the list is showing. The list shows up to 100 items at first, so a long folder may need more than one click. Select View on an item, in the list or among the items you have picked, to open it without changing what is picked
3. Check the summary beside the button, which gives the number of items, their total size and roughly how long the download will take on a fast connection
4. Select Download

Files, form completions, emails with their attachments, SMS messages, notes and phone calls can all go in; draft emails can’t. A progress screen shows each item as it arrives, and you can cancel at any point. If some items couldn’t be fetched, you can select Retry failed, or Download zip without these to save the zip without them. The whole download stops, and you start again, if an item fails part-way through, you are signed out, or you lose access to the matter. Only one download can run at a time in your browser, across all your tabs.

The zip is named with the matter reference and the date and time. Inside, items go into folders by type (Files, Form Completions, Emails, SMS and Notes) and are named as in a matter export. Each email is a single .eml file with its attachments inside, and it includes any Bcc recipients, so take care before passing it on. Notes and phone calls are saved as web pages. Items with the same name are numbered (2), (3) and so on.

Where your browser offers a save dialog, the zip is saved straight to the folder you choose as it downloads. Otherwise it is built in the page first and you select Save zip at the end. In that case you are warned about downloads over 1GB, which can make the page slow or stop responding, and from 2GB you must tick to confirm before you can start.

To keep a copy of everything on the matter, export it instead.

Editing documents

1. Select the download icon to obtain a copy of the file on your device
2. Edit as required
3. Save it back to the matter using the Word plugin or by selecting Upload at the top of the tab. Keep the same name and choose Replace to send the old version to the trash

Sharing documents

Documents can be shared with Stakeholders using the InTouch portal.

1. Select the visibility icon next to the file which will be labelled either Private or Shared
2. Choose the relevant stakeholder type you would like to share the document with
3. The document will then be available within their InTouch portal to download

   Tip

   Configure an automatic email to be sent when a document is shared so your stakeholders are automatically notified.

Assigning documents for review

To notify a team member of a file on a matter:

1. Within the Folder tab, select the ’…’ icon next to the file you would like reviewed
2. Choose the user you would like to review the file
3. Add a message, if required
4. Choose whether to send an email notification

Tip

To always receive a prompt to assign a file for review, tick the final checkbox “Always prompt for a review when files are added to the matter”.

Extracting data from documents

To easily save information contained within the document to the matter:

1. Within the Folder tab, select the ’…’ icon next to the file
2. Select Extract data
3. Follow the data extraction process

Obtaining AI Assistance on a document

To get help with a document:

1. Within the Folder tab, select the ’…’ icon next to the file
2. Select Interrogate with AI
3. Follow the AI Assistance process

Renaming documents

To rename a document on a matter, do one of the following:

• Within the Folder tab, hover over the document’s name and select the pencil icon that appears beside it
• In the document’s preview, double-click its title or select Rename
• Within the Folder tab, select the ’…’ icon next to the document, then Rename

Enter the new name and press Enter.

Saving a PDF copy of a document or email

To save a PDF copy of a Word file or an email to the matter:

1. Within the Folder tab, select the ’…’ icon next to the item
2. Select Duplicate as PDF
3. Confirm or change the suggested name. For an email, the name suggested is its subject

The PDF is saved in the Folder tab alongside the original, which stays as it is. A PDF copy of an email takes the email’s date, so it sits next to that email. It matches the email’s download, so Bcc recipients are not shown. Each name must be unique on the matter.

Removing documents

To remove a document on a matter:

1. Within the Folder tab, select the ’…’ icon next to the file
2. Select Move to trash

Note

This removes the item from the main Folder but it can still be restored if needed.

Merging documents and emails

Merge combines several items from a matter into one PDF, in the order you choose. You can merge Word (.docx), PDF, PNG and JPG files, form completions and the matter’s emails, so several email exchanges and documents can go into a single PDF without saving each email as a PDF first.

1. Select Merge at the top of the tab
2. Select the items you would like to merge. Next to Show, choose All, Documents or Emails to narrow the list. Use the search bar to find items by their name, or select a label to list only the items carrying that label. Select View on an item, in the list or among the items you have picked, to open it without changing what is picked
3. Select Next: order at the bottom of the window. It counts the items you have picked, and stays greyed out until you have picked at least two
4. Provide a Document Name. It must differ from the names of files already on the matter
5. Drag and drop the items into the order you want their pages
6. Select Merge into PDF

Only the merged PDF is saved to the matter’s Folder tab. Each email is printed with its details at the top and then its message, as when you download it; its attachments are listed by name but not included, so pick them separately if you need them. A merge can include up to 15 emails. If any email can’t be converted, nothing is saved and InTouch names the email. Draft emails are not listed, and an email whose send bounced or failed shows a red Bounced badge when you order the items.