Matter Documents

This article covers the following:

• Adding Documents to a Matter
• Editing Matter Documents
• Copying a Matter Document
• Deleting a Matter Document

See this topic for more information on how the document feature works throughout CounselLink, including how to navigate the Document Overview page.

Adding Documents to a Matter

You can upload one or more documents to matters in order to keep important records, including correspondence, videos, or other pertinent information. Once they are uploaded, any user with permission to read them can access them through search.

Attachment sizes are limited to 100 MB. There is no limit to the number of attachments that can be added or the size of an upload of attachments made at one time.  

1. Click the Documents tab on the Matter Overview page.

2. Click + Add. The Documents/Add Documents page displays.

   

3. Upload a document by one of the following methods:

   • Enter the link (URL) to the document(s) to be uploaded under the Upload Documents section.

     Enter the full link including the http:// or https://.

   • Drag and drop a file into the Drag and Drop section.
   • Click Choose a file to access the document directory / location.

4. Under the Documents Details section, enter values in all applicable fields.

   Fields marked with an asterisk (*) are required.

   Column	Description
   Document Name*	Type in a name for the document, which will appear in the Name column during document searches. If you are adding multiple files, this field is not available. You can specify each individual document's name at a later time as described in the next section.
   Document Type*	When uploading from the matter, this option will be greyed out.
   Linked To	When uploading from the matter, this field will auto populate with the matter name.
   Category*	Choose the description that best matches the document.
   Owner*	When uploading from the matter, this option will auto populate the user who uploads it.
   Who can view this document?*	Select a security option from the drop down list. This option is only available if your client has the new document security feature turned on. If it is, the 'Shared' and 'Access Level' fields will not display.
   Shared*	Determine the type of users who can view the document. Selecting No restricts the document to only corporate client users. See the table below for more information.
   Access Level*	Determine which users can view the document. See the table below for more information.
   Status	Specify the state of the document. If a document's status is set to N/A, it's Status field will display "Document Not Applicable."
   Add to Folder	If there are folders created on your matter, select an option from the dropdown to add it.
   Description	Enter text about the document. This text, in its entirety, will appear in the search results list. Keep it as short and succinct as possible. A maximum of 255 characters is allowed.
   Keywords	Enter single words that may be used to search for this document.

   Access level information:

   Shared	Access Level	Who Can See the Document?
   No	Private	Matter: All law firm document administrators in the matter contact office, and the document owner. Invoice: All law firm document administrators in the contact office of the invoice, and the document owner.
   No	Public	Matter: All law firm matter participants. Invoice: All law firm users who access invoices.
   Yes	Public	Matter: All corporate client users and law firm users who are participants or staff on the matter. Invoice: All law firm and corporate client users who access invoices.
   Yes	Private	Invoice: All law firm document administrators in the matter participant office of the invoice plus the document owner.

5. Click Upload Document(s). The Document Overview page displays.

Editing a Matter Document

You can make changes to a document that has already been uploaded to a matter. This can be helpful if you need to change the Shared status or would like to upload a revised version.

You must be the document owner or have the Document Administrator role to edit documents.

1. Click the Documents tab on the Matter Overview page.
2. Select the check box to the left of the document that you want to edit.

3. Click Edit. The Edit Document page displays.

   

4. Update the required document information as described in the section above.
5. Optional: Add information in the Revision field.
6. Optional: Select a new status for the document if needed.
7. Click Save Changes.

Copying a Matter Document

You can copy the information from an existing document to a new document if the information is similar. For example, if you have a document that needs to be linked to another matter, you can first copy the document, edit it, and then change the Related To field to the other matter. That will move the copy of the document from the original matter’s document list to the new matter.

1. Click the Documents tab on the Matter Overview page.
2. Using the check boxes to the left of the document names, select the document(s).

3. Click the Copy button. The Documents / Copy Document page displays.

   

4. In the Document Details section, update the document information as needed. For more information, see the 'Adding Documents to a Matter' section on this page.
5. Click Save Changes.

The document information is updated.

Deleting a Matter Document

Documents can be deleted from the Documents tab on the Matter Overview page.

If you delete a document, it can not be undone. All versions of the document will be deleted.

1. Click the Documents tab on the Matter Overview page.

2. Click the Delete button. A confirmation window displays.

   

3. Click Delete.