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About Documents

The Documents page contains all the documents associated with the case. Documents can be created using a template, attached from your local drive, or added as an attachment from an email.

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Templates

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The templates button provides a link to the Document Templates page. https://smartadvocate.atlassian.net/wiki/pages/resumedraft.action?draftId=2132443148&draftShareId=453e2da4-900a-49c0-8c0e-2600aeaf6114

Attach

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  1. Select Attach.

  2. Drag & Drop files from your local drive or

  3. Browse and upload.

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  4. Confirm the Uploaded Files.

  5. Select the Date and Time.

  6. Select the Direction.

  7. Select the Deliver method.

  8. Select the Priority.

  9. Select the Search Sub-Category.

  10. Select the Category.

  11. Select the Sub-Category.

  12. Select the Tags.

  13. Select the Folder.

  14. Select where the Document is From.

  15. Select where the Document is To.

  16. Select the Related To.

  17. Select the Analysis.

  18. Select the Reviewed Date.

  19. Enter a Description.

  20. If applicable, place a checkmark in the Append file name checkbox.

  21. Enter any relevant Comments.

  22. Select SAVE to add new documents.

  23. Otherwise, select CANCEL to return to the previous screen.

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Upload .ISO

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  1. Select UPLOAD.ISO.

  2. Select a Plaintiff and Provider.

  3. Select CONFIRM to upload .iso.
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  4. Upload the .iso files.

  5. Otherwise, select CANCEL to return to the previous screen.

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Search

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  1. Select SEARCH.

  2. Search the Document Text.
    (info) You can use AND or OR for multi-word search. Phrases or words with wildcards should be in quotes.
    Example: litigation AND (Unknown OR "John Doe") AND "measur*"

  3. Select SEARCH to search the documents.

  4. Otherwise, select CLEAR RESULT to return to the previous screen.

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Preview Panes

About Preview Panes

This area allows you to view the contents of a document without actually opening it. You can change the relative size of the preview pane and the table of documents by dragging the border between them to a point of your choosing.

(info) Most files will be visible in the preview pane, but not all file extensions are supported.

Additionally, different files are handled slightly differently by the preview pane.

  • Image files will automatically scale to be as large as possible while fitting entirely inside the pane.

  • The text in text-based documents will shift to fit horizontally in the pane, though this may cause a need to scroll vertically; images embedded in text-based documents will not be scaled at all, so it may be necessary to scroll vertically or horizontally to see them in their entirety.

  • PDF documents will not be scaled at all.

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Open Bottom Panel

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Open Right Panel

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Open Folders View

About Folders View

Document folders can be created within each case. Folders can be used to characterize the nature or type of a document.

(info) Folders are used for viewing purposes only. Folders are not created on the user's or network drive.

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System Folders

Folders (called "System Folders") can be created by the firm's SmartAdvocate Admin, in which case they will be available for all users in every case. Documents placed in a System Folder by any user will be visible in that folder for all users.

User Folders

Folders (called "User Folders") can also be created by each user. User Folders will only be available to the specific user who created it, and only in the case in which the folder was created. Documents placed in a User Folder will only be visible in that folder to the individual who placed it in the folder, even if other users have created identical User Folders in their system.

Viewing Documents

To view documents in their Folders, click on the folder view button.

Double-click on the folder to see a list of the documents in that folder, which populates in the left side column. To place a document in a folder, or to move the document from one folder to another, right-click on the document or click on the action icon. In the dropdown, click on Send to Folder.

A panel will open that will allow you to either create a new folder (by simply typing the name of the new folder) or select one of the folders available in that case (both User and System Folders will be listed). Click on Update to move the document to the folder.

Document folders can also be chosen when generating a document from a template.

Functionality

Double-Click

To open a document, double-click on the row.

(info) The document will be opened in the default program determined by your computer’s settings.

Right-click on row or Action icon

To open the menu visible in the image below, either right-click on the row or select the Action Icon (blue star).

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Open

Opening a document opens the underlying file using your computer's default program for opening files of its type.

Copy

Copying a document brings up a panel allowing you to choose the case file to copy the document to; there are radio buttons allowing you to choose to copy the note to the same case, a related case, or a different case (which provides you a list of all cases).

Copy as PDF

Copying a document as a PDF creates a new document in the same case, whose underlying file is the copied file converted to a PDF.

Copy without Metadata

Delete

Selecting Delete brings up a confirmation message (to prevent accidental deletion); clicking OK in the confirmation message deletes the file from the table.

Download

Selecting Download downloads the underlying file through your browser.

Download (rename)

Selecting Download (rename) opens up a file renaming panel allowing you to rename the file, then downloads the underlying file (with the new name) through your browser. Note that the name of the file in SmartAdvocate will not change, including the file extension, so it is strongly recommended that you not use this function to replace a file with another file of a different extension; this may cause the file to be impossible to open or read.

Edit Properties

Editing the properties of a document brings up the same panel for document details that Attaching an Existing Document does.

Email

Emailing a document brings up the Case Email panel with the document's underlying file attached to the email.

Email/Shared

Experimental AI Create Summary

Extract Images from PDF

Related Documents

Scan for ICD codes

Send To Folder…

Send for e-Signature (AssureSign)

For additional information, refer to: AssureSign/Nintex (eSignature)

Send for e-Signature (DocuSign)

For additional information, refer to: DocuSign

Send for e-Signature (DocuBee)

For additional information, refer to: OnTask/Docubee (eSignature)

Show Versions

Task

Upload

Column Reference - Documents

Column Name

Column Description

Checkbox selector

Select multiple rows of the table for mass actions

Icon

An icon representing the type of document

File Name

The document's file name in the SmartAdvocate system, excluding the extension.

Description

A description of the document

Review

If the document's value to the case has been analyzed, this column will contain an icon indicating the results of the analysis; if the document has been reviewed, this column will contain a check-mark icon that, when hovered over, displays the name of the reviewer and the date and time of the review. The column can contain both types of icons.

Category

The document's document category.

Sub-Category

The document's document subcategory.

Date

The date and time that the document was created.

From

The case contact that sent the document.

Direction

Either Incoming, Outgoing, or Memo, depending on whether the document was sent from the firm, to the firm, or within the firm.

Created By

Who created the document

To

Who the document is going to

!

The priority level of the document

Origin

How the document entered the SmartAdvocate system. Among the possibilities are Attached, Generated, Scanned, and SA Email.

Action

A right-click icon. The right-click menu contains the options Open, Copy, Edit Properties, Email, Email Link, Download (rename), Download, Upload, Send to Folder, Share in Client Portal, and Delete. The option to Copy as PDF is also present for documents with a doc, docx, xlsx or xls extension. For emails sent from within SmartAdvocate, only Open, Email, Email Link, Send to Folder, and Delete are usable; the other options are greyed out.

Additional Column Reference - Documents

Additional columns are available for the Documents table.

  1. Select LAYOUT.

  2. Select Show/Hide Columns.

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Column Name

Column Description

Actions

An action column containing either an open icon (for emails that were sent from within SmartAdvocate) or an open icon, a copy icon, an edit icon, and an email icon.

Comments

Any comments regarding the document

Created Date

The date and time that the document was added to SmartAdvocate. (This is slightly different than Date, which can be set manually at the time a document is added.)

Delivery Method

The method by which the document was delivered to the firm

Doc ID

Document Modified By

The user who modified document

Document Modified Date

The date document was modified

Document Path

Document Type

The document's document type. This column is based on the document's extension and the mapping defined in the Document Type Groups and Document Type Extensions picklists.

Extension

The characters after the period in the document's file name.

Folder

The folder in which the document has been placed. Folders can be used to characterize the nature or type of a document, to make it easier to locate. Right click on any document, or click on the Action icon, and choose Send to Folder to place a document in an existing folder or to create and place the document in a new one.

From Email

Global Doc ID

Legacy Type

An older classification of the document. Among the possibilities are Document, Email, Incoming Mail, and Scanned Document.

Lock

Properties Modified By

Properties Modified Date

Related Docs

Related To

Reviewed

Shared Globally

Shared In Portal

Whether the document is available in the Client Portal

Shared With Everyone

Tags


Related Pages

https://smartadvocate.atlassian.net/wiki/pages/resumedraft.action?draftId=2132443148&draftShareId=453e2da4-900a-49c0-8c0e-2600aeaf6114

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