Tip #130 - Use the download (or download and rename) feature to ‘copy’ documents from a case file to an external location

Since documents (Word, PDF, Excel, etc.) are stored and accessed directly from the Documents Page in the case, users generally do not navigate to an ‘external’ folder where documents are stored. Occasionally, it may be necessary to download certain documents from a case to a local drive, such as a thumb drive. You can download any document from the Documents Page, here’s how:

On the Documents Page, select the document(s) you need by checking the select box for the respective document (the checkbox is typically located in the far-left column of the documents page):

2. Either ‘right-click’ on one of the selected documents or click the action icon for one of your selected documents.

3. Click the ‘Download’ option from the dropdown list (or choose Download (rename) as explained below):

4. If you selected Download, your documents will be downloaded to the default folder specified on your computer or downloaded in the bottom left corner of your screen (depending on your personal settings for your browser). The name(s) of your document will be defaulted to the document parameters previously set (see Download (rename) option below):

5. You can now copy the documents from the location specified in step 4 above to a drive or folder/directory of your choice, such as a thumb drive.

The Download (rename) Option:
The Download (rename) option allows you to customize the name(s) of the downloaded documents. Here, you can specify whether to include certain document parameters in the file name (and in what order the parameters appear) including:

a. Case Number

b. Case Name

c. Category

d.Sub-Category

e. Description

f. Document Date

g. Counter

h. User Name

i. From

j. To

k. Original File Name

l. Custom Text

Click the green plus (+) sign to display the list of available parameters, then select the parameter you want to include in the name. The Custom Text option will allow you to insert any text in the document name/description, for example “Exchanged Document.” To remove a parameter from the document name, click the respective parameter in the ‘Rename options’ box and then click the red (x) delete button. You can position a particular parameter in any location you wish by clicking on the parameter in the ‘Rename options’ box and then use the blue up and down arrows to move it as appropriate.

You can save your selections as the default for future downloads by clicking the ‘Save as Default’ button. Click the ‘Confirm’ button to save your selections. Continue with steps 4 and 5 as outlined above.