Documents

Overview

Documents will eventually replace the SharePoint Client folder. This is where you will Upload, Create and Tag Documents associated with a Contact, Organisation, Matter or Project.

In this first release you can simply use the resources that are allocated to a component or task.

In the Documents sections we can;

• Upload new Document or Resources
• Select a Resource from our dedicated Resources pool
• Edit a document name or content
• Preview a document
• Tag a document with metadata
• Download a document
• Add a reminder
• Request a review
• Attach to an email
• Delete

Permissions

As a user with Documents permissions, you will be able to Create, View, Edit and Delete Document Data from the Portal.

To access Documents for a Contact, you need to have the following permissions.

• ContactDocument.View
• ContactDocument.Create
• ContactDocument.Edit
• ContactDocument.Delete

To access Documents for an Organisation, you need to have the following permissions.

• OrganisationDocument.View
• OrganisationDocument.Create
• OrganisationDocument.Edit
• OrganisationDocument.Delete

To access Documents for a Client, you need to have the following permissions.

• ClientDocument.View
• ClientDocument.Create
• ClientDocument.Edit
• ClientDocument.Delete

To access Documents for a Matter, you need to have the following permissions.

• MatterDocument.View
• MatterDocument.Create
• MatterDocument.Edit
• MatterDocument.Delete

To access Documents for a Project, you need to have the following permissions.

• ProjectDocument.View
• ProjectDocument.Create
• ProjectDocument.Edit
• ProjectDocument.Delete

Add a Document

There are three different options available for adding a document to a Contact, Organisation, Matter or Project Document section.

To add a Document, click on the Documents menu item under Contact, Organisation, Matter or Project Document in the respective navigation menu. Then you can simply drag and drop a document into the table.

Alternatively you can click the + Upload button in the top right of the page. Once you do so, you will be presented with an upload modal. You can select one or more documents to upload.

The uploaded documents will inherit the name of the documents that you selected. If a document contains the same name as a previously uploaded file a number (#) will be appended to the document so that you can differentiate between the uploaded files.

When uploading a new Document you will not be limited to any file format, however we will limit the ability to edit it in the Portal based on those supported by Microsoft, including:

• .docx
• .xls
• .pptx

For documents related to a client, there is no way to add a document. The purpose of client Documents is to display a list of all documents for matters associated with the client.

You can also search for a specific document using the search bar and/or adding filters.

Add a Resource

You can also add a document from our dedicated Document Resource pool by clicking on the + Resource button. This will open the Select Resource modal, where you can search or filter a list of Resources to find a document to add. When you have found the Resource you wish to add click on the Resource and it is automatically added to your Documents page. This document can now be edited in relation to the Contact, Organisation, Matter or Project without affecting the core Resource Document.

Edit a Document

To edit a Microsoft native Document, click on the Documents tab. Search for the Document you wish to edit then simply click the Pencil on the right-hand side of the Document.

Clicking the pencil locks the document for editing by others and will present you with two edit options;

• Edit Online: this will load the document into the browser window.

• Edit in App: this will launch the document into the Microsoft Word App.

These options will be familiar to you as we are using the same edit features available in Microsoft OneDrive or Sharepoint.

Once a Document has been edited you need to ensure you click on the green tick which confirms you have finished editing the Document and makes it available for other users.

If you wish to edit files like PDFs, or GIF's you will need to upload a new version to the portal. To do this, click on Documents, search for the file you wish to edit, click the Pencil on the right-hand side of the Resource and upload a new version of the file.

When a document is opened for editing you will also see that the Document icon in the icon menu is activated. When a document is open for editing there will be a blue spinning ring around the icon. You can see which documents are active by clicking on the icon and selecting the Active filter.

Collaborating on a Document

You can also collaborate on a Document. To do this you will need to ensure that the user has a valid Microsoft 365 account.

To collaborate on a document, you will need to edit it. You can then use the "Share” feature in Microsoft Word to invite users to edit/ collaborate on the Document with you.

Remember once you have completed editing the document you need to click on the green tick to make the Document changes live and available to other users.

Rename a Document

You can rename any Documents uploaded to the Portal by simply selecting the Document that you wish to rename from the Documents list. Once you click on the Document you wish to rename, you will be presented with a right-hand menu.

Click on the Pencil icon to Edit the name of the Document in-line.

You can then click the green tick, or hit Enter for the changes to be applied.

Clicking on the red cross will revert the name of the Document back to the original.

Document Version History

As you edit documents and commit back to the repository you will see new versions of the document being created. We create a new version on all the following events.

• Document edited
• Document name changed

Restoring an earlier version

To restore an earlier version of a Document, click on the document you wish to restore to open the right-hand document menu, then click on the Restore button for the version you wish to restore.

When you click Restore, a new Version is created using the Version you selected to restore.

Delete a Document

To delete a document click on the ellipsis of the document you wish to delete. Then click on delete in the menu.

Search a Document

We can search for a specific documents using the search bar at the top of the Documents section. To do so you need to type in a word or phrase and the list of Documents will appear based on the search.

Type of data you can search by includes:

• Document name
• Document content

When a new document is uploaded we will run a backend job using Tika, this process will index all the content of the document and make this available to you in the search box. Pretty awesome right?

In addition to search you can filter any documents using the filter function.

Clicking on the filter icon will display a list of all tags that are available for a Document. When you click on a tag or multiple tags the search will operate using an ‘and’ condition. When you click the ‘match any’ checkbox the search conditions will be updated to an ‘or’ condition.

Request a Review

Any Document currently being uploaded and managed from the Portal will have the "Request Review" feature.

You can Request a Review by accessing your Documents from the following pages.

• Contacts
• Organisations
• Clients
• Matters
• Resource Documents (Administration menu)

To Request a Document Review, navigate to any of the Portal areas highlighted above, search for the document you want reviewed, click on the ellipsis, and then click "Request Review" from the menu.

You will be presented with a Request Document Review modal where you can:

• Select a reviewer, and
• Provide a custom message to the reviewer

Click Confirm to send the request.

Once you click the Confirm button the reviewer is notified via notifications. The notification will state who requested the Document Review and the Documents To Review section will be updated with the request.

Document Lifecycle Stages

| Active | Indicates that a document is open for editing, or

You have requested a Document for Review.

| | --- | --- | | To Review | The Document for Review is displayed to the Reviewer | | Requested | The Document moves from Active to Requested once the Reviewer has completed their review. |

Reviewing a Document

If you have been invited to review a Document, you would have received a Notification and a Link to the Document you need to review. This will be visible in the To Review section of Documents.

As a Document reviewer, here you will see

• The name of the document
• The custom message
• The requestor

To review the document, click on the pencil to edit it, or you can download a copy. If you choose the edit option, you can click to view it online or using the desktop app.

Once the reviewer has reviewed the document they can click on the green tick to return the document to the requestor with a message.

The requestor will receive a Notification that the Review has been completed. The Document Section will also contain a link to the document under the Requested Section.

The requestor can then check off the document as done.

Download a Document

To download a copy of a Document you have been working on, search for the Document you wish to download, click on the ellipsis on the right-hand side of the desired Document. Then click Download.