Document
In ContactsLaw, the term document refers to both the content and metadata associated with an item in the Document Management System (DMS).
Properties
Documents have the following properties:
- Description, which may be automatically generated according to the document type
- Date (optional)
- Destination, which can be a matter, contact or workgroup
- Folder (optional)
- Type (optional), for cataloguing
- Page count (optional)
- Parties in various roles
- Fields for storing arbitrary information
- Notes
- Tags
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.
ContactsLaw supports several methods for uploading email messages, via integration with Microsoft 365:
- By installing the ContactsLaw add-in for Outlook, you can upload individual messages (including attachments).
- You can also set up automatic email importing, where ContactsLaw periodically checks for new messages (with a matter reference in the subject line) and uploads them to the matter. You can manually mark messages for bulk import; either by adding a category or moving them to a special folder monitored by ContactsLaw. If the matter cannot be identified, they will be uploaded to a contact instead.
Editing Documents
Documents in ContactsLaw are version-controlled:
- When a user wants to edit a document, they first check out a copy from the DMS. While checked out, other users are prevented from making conflicting changes. Any changes made by the user affect the checked-out copy only.
- When the user finishes editing the document, they check in the changes. Previous versions of the document are retained in case they need to be reviewed or restored.
Desktop Integration
The following additional features are supported:
- Downloading documents/folders to the local computer
- Printing documents using Windows File Explorer (and the associated application)
- Drag-and-drop (or copy & paste) documents from ContactsLaw to other applications (e.g. Windows File Explorer)
- This copies the content of the documents, ignoring folders.
- Drag-and-drop (or copy & paste) documents/folders from other applications to ContactsLaw
- This 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.