How to use the Documents tab menu option
To be released in version 8.3.7 of Migration Manager.
The Documents tab contains all of the documents, forms and correspondence that relate to a particular matter. This article provides details on what all of the menu bar options in the Documents tab can do:
1. The Home tab
The Home subtab in the Documents tab provides the user with the ability to interact with the documents stored within the Matters
Clicking the Flat View / Tree View button changes the view of the documents. Click the button again to switch the view.
In Tree View, the Documents tab will show all of the folders. To access the content you need to double click a folder in the left hand side tree.
In Flat View, all of the documents held on a matter a shown in chronical order.
Clicking the Open button, will open the currently selected document. For example, if you click Open whilst a Word document is selected the selected item will open in Microsoft Word.
The Preview button will open the selected document in the Document tab Preview window. The Preview window provides a quick way to view the contents of any document in Migration Manager without having to actually open the documents up in different programs.
If you click the Edit button, you can edit the name/Title , the Keywords, Status, Responsibility and Review Date of a selected document.
Clicking the Delete button will delete the selected item(s). When you click Delete you will be prompted to confirm that you do in fact want to delete all of the selected items. Click Yes to confirm the deletion.
Clicking the New Folder button will create a new folder within the current folder. When you click the button, you will be prompted to provide a name for the new sub folder. Enter the name and then click OK.
The new folder will now appear in both the folder tree on the left hand side and within the folder currently in view.
The Move To button enables you to move selected documents to any other folder in any matter in Migration Manager. Note that if you move a document, it will no longer be in the orignal folder (as contrasted to using the Copy option). When you click Move To you will be prompted to select the matter and folder you want to move the item to.
When you have selected where you want to move the selected item to, click Move to finalise the transfer.
The item will now be moved.
The Copy To button enables you to copy selected documents to any other folder in any matter in Migration Manager. When you click Copy To you will be prompted to select the matter and folder you want to copy the item to.
When you have selected where you want to copy the selected item to, click Copy to finalise the transfer.
The item will now be copied in to the selected location.
The Scan Document button allows the user to scan a document in to this matter using a networked/usb connected scanner. When you click the Scan Document button, the Scan Document window will appear.
To perform a scan you need to:
- Select the scanner you want to use;
- The format you want to save the scanned document in;
- The location where you want to save the scanned document;
- What name the document will be saved as; and
- Click Acquire to perform the scan.
Note your scanners inbuilt scanning software may appear at this point ask you to select additional paramaters for the scan. Select the necessary options and click Scan to perform the scan.
If a Word document has been selected, clicking the Convert to PDF button will create a PDF version of the selected document. To perform the conversion, select the document you wish to convert and then click Convert to PDF.
A PDF version of the Word document will now be saved to the file.
The Send To button allows you to internally send a document to another user in Migration Manager via their Document Inbox. To send a document to someone's inbox, select the item and then click Send To, and then choose the staff member you want to forward the item to.
The item will now be sent to that selected user's Document Inbox.
Clicking the Email To button will enage the email function in Migration Manager which will enable the user send the selected documents in or as an email. To send a document as an email or as an attachment on an email, select the item and then click Email To. For full instructions on how to send documents via Email please see: How to send a Letter or Document via Email
The Email To window will now appear. Now select the email addresses that you want to send the email to by clicking the Add button.
If the document you are sending is a Word document, you can select whether to embed the content of the document in the body of the email or have it as an attachment by switching the Attach slider.
To generate the Email, click Create Email. The email will now open in Outlook.
The Upload to Portal button allows you to upload selected documents to the Client Portal.
Clicking the Upload to Portal button will bring up the Portal Messenger window. For full instructions on how to send documents to the client via the Portal please see: How to send a Letter or Document via the Secure Client Portal
The Import Data button allows you to start the PDF Questionnaire import process. To begin the import, select the PDF Questionnaire and then click the Import Data button. For full details on how to import a Questionnaire see: Importing Questionnaires
The Portal button opens the Portal interaction window. For instructions on how to use the Portal with documents, please refer to: How to send a Letter or Document via the Secure Client Portal
The Reconcile button allows the user to update the information contained in the Documents tab to fully reflect the files stored on the hard drive / server. Note that in normal usuage, you will normally not need to use the Reconcile button. However, if a user alters/adds/deletes files directly through Windows Explorer, then a discrepency between what is recorded in the Documents tab and what is actually on the drive may occur. Documents which have been previously recorded in the Documents tab but which are now not found on the hard drive will be shown in light grey text, whereas those that have been added to the hard drive but not via Migration Manager, are shown in red.
To reconcile the Documents tab with the contents of the hard drive, click the Reconcile button.
The Reconcile window will now appear showing the discrepencies. To rectify the discrepencies, click the Clean Up button.
The information shown in the Documents tab will now be up to date.
2. The Search Tab
The Search tab lets the you search the documents of the matter. The buttons within the Search tab allow the you to modify/condition the search that they are performing
2.1. Location
The buttons contained with the Location grouping allow you to define the location scope of your search.
- Clicking the All Folders button will mean that the search is conducted over all of the folders within the matter inquestion;
- Clicking the Current Folder button limits the search to the currently selected folder;
- Clicking the Sub Folders button searches all of the subfolders within the folder that you are currently in.
2.2. Status
The Status button lets you limit the scope of any search by the status of a document.
2.3. File Type
The File Type button lets you limit the scope of any search by the type of document i.e. Word, Excel etc.
2.4. Date Range
The Date Range button lets you limit the scope of any search by the date a document has been created.
2.5. Search
The Search section is where you perform your search by typing in the text you want to search by. The text field will search everywhere the word(s) typed appear in either a document name or document keywords. Below the text field appears a list of all of the paramters which you have set in the Location and Options grouping.
To perform the search, type the text to search and then click the Search button.
A list of results that fits the search will now apear.
2.6. Clear Search
Clicking the Clear Search button wipes the results from the search list.
3. The View Tab
The View tab lets you change the types of documents shown in the Documents tab along with the various viewing options.
3.1. Show File Types
The options in this grouping allow to change what type of documents are visible in the current view.
3.2. Preview
Clicking this button will open the selected document in the Migration Manager preview window.
3.3. Show Duplicates
By default, Migration Manager will hide from the Documents tab any item which it detects is a duplicate of another document already saved in this matter (based on document name and date created/received). If you want to see all of the duplicates which exist on a matter, click the Show Duplicates.
3.4. Flat View / Tree View
Clicking the Flat View / Tree View button changes the view of the documents. Click the button again to switch the view (see paragraph 1.1 above)
3.5. Maximise
The Maximise allows you expand the Documents tab to full screen. Clicking the button a second time will retun the Documents tab back to normal size.
3.6. Options
The Options button allows you to access your user preferences for the Documents tab. For instructions on how to use the User Options for the Documents tab, see: Documents Tab User Preferences
