Manage documents

*How to…

A new generation of practice management software

Follow the on-screen instructions and click the arrow buttons to move through this guide.Press Escape at any time to end the guide.

* At the end of this guide, you will be able to:- Add documents and files to a case file or client record- Create letters in a case file- Duplicate Letters in a case file- Move document to another file

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Working with Documents

To have a fully working Document management system, all documents and files should be stored in Lawware.

You can store documents and files at either client or case file level. Most often you will store files at case file level.

Its easier to start looking at how to work with documents and files from the activities sheet on the case file.Click Next

Working with Documents

The activities sheet will display all existing documents and files that have been added to the case or client.

This is where we can add, view and amend any type of file such as pdf, word document, or excel spread sheets.

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Working with Documents

First, lets look at the activities pane.

Note that if you click only once on the option, it operates like a filter and you would only see that specific type of activity. You can switch back to seeing all activities by choosing <All Activity Types> which is always at the top of the list.

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Working with Documents

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The first activity we will examine is the Attachment in option, this will allow you to add any type of file that is located outside of Lawware. To add a document to a case file, double click on the “attachment in” option in the list of activities.

Working with Documents

Click Open

You will be presented with a Browse window in order to select the file to add.

Working with Documents

Click Open

The document is now added to the Activity. (For further information on the contents of this window, please see the guide on Activity and Time Recording.)

Notice that within the window, the file has now been attached and the file name has been inserted into the Description field (this can be changed).

To view the document, you click Open.

Working with Documents

The file you added is now available to view or amend.

Note that if you open a word document and make any changes, you must click the Back to Lawware button to ensure any changes are saved within Lawware.

This is the correct way to exit from Word when you are working in Lawware.

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Working with Documents

Once the activity is saved, it is listed in the main screen. An attachment in Type is shown and there is a paperclip to indicate there is a file attached.

Double click anywhere on the activity to open.

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Working with Documents

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Next, we can look at creating documents from within Lawware.

This function is dependent on templates being created within Lawware for you to use.

From the Activities Pane, you should double click on document out.

Working with Documents

Click Next

The screen that appears allows you to choose from a list of created templates (these templates must be set up previously – see guide on Creating Templates).

Each template is allocated to a work type, so you should only see the templates relevant for the case you are working on, however you can select another work type, or ALL worktypes.

Working with Documents

Click Create

You would click once to select the template you want to use and then click on the recipient at the foot of the screen.

Contacts can be added to the case file to be available for selection from this window (see the guide on Working With Contacts).

Working with Documents

Click Back to Lawware

The Template will then generate a Word Document, and, if there are merge fields, the document may pre-populate with name, address and case file information.

You would make your changes and then click the back to LawWare button as previously shown.

Working with Documents

The document is saved within the activity in the same way as explained in the Attachment in activity.

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Working with Documents

If you would like another copy of the document, for example, if you want to work on a new copy and allocate further time without affecting your original document, you can click Options and copy and paste the selected activity.

Click Options

Working with Documents

You can choose Copy and then choose Paste. Alternatively, choose New Copy (Duplicate the activity).

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Working with Documents

If you have a document on a case file that you need to move to another case file, open the activity from the activity window.

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Working with Documents

Click on the drop down arrow at case file and choose Move to Another File, then LawWare will present you with the list of files for you to choose from.

Click Next

* You have now learned how to:- Add documents and files to a case file or client record- Create letters in a case file- Duplicate Letters in a case file- Move a document to another file

Click End.