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.
Properties
Documents 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 of the document; e.g. when it was sent/received or authored. Optional.
- Destination - Where the document is assigned within the system, such as to a matter, contact, or workgroup.
- Folder in which the document is organised.
- Document type
- Parties in specific roles; e.g. from/to.
- Page count - Optional.
- Values for custom fields
- Notes in Markdown format.
- Tags
States
Documents can exist in any of the following states:
- Created - The properties of the document have been created, but content has not been uploaded yet. Documents usually remain in this state for only a short time.
- Uploaded - Content has been uploaded and most functionality is now available; however, the document may not have a type and its properties (particularly the description) may be of poor quality.
- Catalogued - The document is of a particular type and its properties satisfy the requirements of the type (by means of cataloguing).
- Finalised - The document is marked final and no further edits are permitted.
- Destroyed - Content has been removed and only the properties of the document remain. This typically occurs when the matter is also destroyed.
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.
You can also create blank documents if you need to start from scratch.
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:
- 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.
Link-Only Documents
You can also create entries that represent links to external URLs, which are termed link-only documents. These documents are inherently read-only and cannot be catalogued.
Links can be created for content such as:
- Knowledgebase/wiki pages
- Streaming videos
- Sensitive documents that require external authentication
Version Control
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.
Additional Formats
In addition to the main (native) format of a document, ContactsLaw allows the content of the document to be stored in additional formats.
This is most commonly used to store a separate PDF copy of a document, for quick and easy sharing.
Additional content may be generated automatically through format conversion, in which case ContactsLaw will remove/update it when the original content changes. Otherwise, the user is responsible for maintaining additional formats.
Transformations
In addition to being able to convert between document formats, ContactsLaw also offers a range of transformations that can be applied to documents. Transformations take one or more input documents and produce one or more output documents.
For example:
- Combining multiple documents into a single document
- Splitting a multi-page document into several smaller documents
- Separating attachments from an email
- Stamping page numbers onto an existing document
These transformations can be applied when documents are uploaded, or subsequently using existing documents. Only the transformations which are supported for a given combination of input documents are shown; e.g. a single-page document will not offer the page-splitting transformation.
Recommended Transformations
ContactsLaw will apply some transformations automatically when uploading documents. Recommended transformations provide some advantage in terms of performance/utility and never compromise the integrity of the original document.
These include:
- Converting from Outlook Item (
.msg) format to Internet Message Format (.eml) - Upgrading from legacy software versions
Desktop Integration
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.