Documents on a matter

Documents can be generated on a matter in 2 ways:

  • From a task
This requires the document template to be embedded into the matter's task list.

From a task

  1. Within a matter, select the relevant task within the workflow
  2. Select the Recipient using the drop-down menu
    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.
      Use the Word plugin to attach the document back to the matter.
      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
    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'
    This is helpful if you wish 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.

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

If a label has already been applied, select the existing label to add or edit them further.
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'
If you require a copy of all documents on the matter, use the export functionality.

Editing documents

  1. Select the download icon to obtain a copy of the file on your device
  2. Edit as required
  3. Re-attach the document to the matter using the Word plugin or by selecting Attach at the top of the tab

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
    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
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".

Renaming documents

To rename a document on a matter:

  1. Within the Folder tab, select the '...' icon next to the file
  2. Select Rename

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

Merging documents

To combine multiple files together on a matter:

  1. Select Merge at the top of the tab
  2. Select the files you would like to merge
    This functionality is available for Word, PDF and image files.
    Use the search bar to find items by their name or any labels applied.
  3. Click Select Items at the top of the window
  4. Provide the new document with a name
  5. Drag and drop the files into the desired order
  6. Select Create
  7. The merged document will be saved as a new PDF file within the matter
Merged documents are a great way of combining lots of little files, making them more user friendly.

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