LegalWorks is a robust cloud storage and document management solution for your law firm. This help file will outline how to store, work with and manage documents within LegalWorks.
How Documents are Organized in LegalWorks
In LegalWorks, documents primarily live in one of two places, or Libraries:
Within a Matter, or:
Within Firm Documents
In LegalWorks every Matter you create is a virtual file cabinet that can hold documents, email and notes. (For more information, see: Working with Matters.) Every matter you create is its own space to create, store and manage documents. Within each matter you can organize documents with sub-folders, tag/profile documents and more. To access matter documents, click Matters from the Top Navigation, and click to open the relevant matter.
Firm documents is a place where you can store general firm files and folders: internal documents, business documents and documents that do not pertain to any particular client or matter. This could include firm financial documents, HR documents, sales & advertising files, forms and templates and more. To access Firm Documents, click Firm Documents from the Top Navigation.
Storing Documents in LegalWorks
There are three primary means by which you can store documents to LegalWorks. They are:
1. Drag and Drop. Within a Matter or within Firm Documents, you can simply drag and drop one or more files to the Documents window. Any files you drag/drop in this manner will be automatically stored to that location and assigned a Document ID. From there, you can optionally edit the properties of the document to edit metadata such as document type and comments. (For more info, see: Document Tagging/Profiling.
2. The New Document Button. Within the Documents tab of a Matter or within Firm Documents, click the New Document button.
This will open a dialogue where you can browse to and upload a local document. During this dialogue you can enter metadata and document properties.
3. LegalWorks Office Add-In. For Microsoft Office applications such as Word, you can save documents to a Matter or Firm Documents right from the application. Within the application, such as Microsoft Word, click the Save to LegalWorks button.
From here you will be able to browse and save the document anywhere in Firm Documents, Matters and matter sub-folders.
Opening & Editing Documents
To open a document in LegaLWorks, simply click the document–it will automatically open in that document type’s native application (such as Microsoft Word or Adobe Acrobat). Office documents, such as Microsoft Word or Excel files, will open in read-only mode by default. Click Edit Document to be able to edit and change a document.
When done, simply save the document–LegalWorks will save the document and create a new Version. (For more information on document versions, see: Version Management.)
Every document stored within a Matter will be given a Document ID, a unique serial number for that document. A Document’s ID will remain the same regardless of where within a matter it is moved to or how it may be changed or renamed. This ensures referential integrity of a document as it moves and evolves within your firm.
Note that documents stored within Firm Documents are not issued a Document ID.
A document’s ID (along with its current version number and path/location) can be be automatically stamped into the footer of Microsoft word documents. For more information, see: Document ID’s and Document Stamping.