Document

In ContactsLaw, the term document refers to both the content and metadata associated with an item in the Document Management System (DMS). A document in ContactsLaw encompasses not just the file itself but also the metadata associated with it, which is crucial for managing and retrieving documents efficiently. This metadata includes various attributes such as:

Properties

Documents in ContactsLaw have the following properties:

• Description: Often automatically generated based on the document type and content. This description helps in identifying and categorising the document.
• Date: An optional field that records the creation or upload date of the document.
• Destination: Indicates where the document is assigned within the system, such as to a matter, contact, or workgroup, facilitating its management and association with relevant entities.
• Folder: An optional field where documents can be organised into specific folders for better structure and retrieval.
• Document Type: For cataloguing and categorisation
• Parties in Various Roles: Detailing specific roles (e.g., authors, reviewers)
• Type: Optional metadata used for cataloguing and classifying documents based on their type or purpose.
• Page Count: An optional field recording the number of pages in the document, useful for understanding its length and scope.
• Parties in Various Roles: Identifies individuals or entities associated with the document, such as authors, reviewers, or stakeholders.
• Fields for Storing Arbitrary Information: Customisable fields that allow users to store additional information relevant to the document.
• Notes: A space for users to add comments or annotations related to the document.
• Tags: Keywords or labels assigned to the document for improved searchability and categorisation within the system.

These properties ensure that documents are not only stored but also easily managed and retrieved based on their associated metadata. This comprehensive approach to handling documents helps maintain an organised and efficient document management system within ContactsLaw.

Documents Generated by ContactsLaw

New documents can be generated from templates. The process of document production combines the content already in the template with data from assets in ContactsLaw, such as matters, contacts and other documents. Most documents generated in this way are uploaded to the system, forming a complete document record.

Documents from External Sources

Documents originating from other sources, such as emails and scanners, must be uploaded to ContactsLaw on a specific matter or contact. At this stage, such documents may lack the desired metadata and therefore are termed uncatalogued. Specifying a document type and completing the cataloguing process makes it easier to locate and utilise the document, and also allows it to participate in workflows.

Email

ContactsLaw supports several methods for uploading email messages, via integration with Microsoft 365:

• Outlook Add-in: Install the ContactsLaw add-in for Outlook to upload individual messages, including attachments.
• Automatic Email Importing: ContactsLaw can periodically check for new messages with a matter reference in the subject line and upload them automatically. Messages can be marked for bulk import by adding a category or moving them to a special folder monitored by ContactsLaw. If the matter cannot be identified, the messages will be uploaded to a contact instead.

Editing Documents

Documents in ContactsLaw are version-controlled:

• Check Out: When a user wants to edit a document, they first check out a copy from the DMS. During this period, other users are prevented from making conflicting changes. Modifications affect only the checked-out copy.
• Check In: After editing, the user checks in the changes. Previous versions are retained for review or restoration if needed.

Desktop Integration

The information in this section relates to the ContactsLaw Desktop App only.

The following additional features are supported:

• Downloading: Documents and folders can be downloaded to the local computer.
• Printing: Documents can be printed using Windows File Explorer and the associated application.
• Drag-and-Drop: Documents can be dragged and dropped from ContactsLaw to other applications (e.g., Windows File Explorer), copying content but not folders.
• Queue for Uploading: Drag-and-drop or copy and paste documents/folders from other applications to ContactsLaw queues the documents for uploading. Documents inside folders are included, but folders themselves are not.

External Sharing

Documents can be shared with external parties, via integration with Microsoft 365.

When a user wants to share a document, a copy is checked out to OneDrive. While checked out, other users are prevented from making conflicting changes; however, the user who shared the document can still make changes. The user nominates one or more external parties with whom to share the document; they can also make changes using the online versions of the Microsoft Office applications. This allows several authors to collaborate on a document.

Upon completion, the user can check in any changes that were made to the external copy of the document. This revokes access by external parties.