Document Tracking/Management

The Document Tracking/Management System allows for an organization-wide brief bank and document management system. The system will hold documents for retrieval that are relevant to a case or unrelated to cases.

Version Update: Document Tracking/Management Version 16.4.02 (August 30, 2017)

Version Update:File:Document TrackingII.docx (September 14, 2021)

Case Related Documents

Finding Documents

For documents that are related to a particular case, you can access those using the Document Tracking button on Page 2 of the Client Intake.

Adding Folders/Subfolders

To add a new base-level folder, a folder that is not a subfolder (a folder within a folder), simply right click in the white space in the Document Management box. When the menu pops up, click on New Folder. A pop-up will appear asking for the folder name. Enter the name and the resulting folder should appear on the screen.

To add a subfolder, right click on an existing folder. In the menu, choose New Subfolder. Again a pop-up will appear asking for the folder name. Enter the folder name and the subfolder should appear under the folder you initially right clicked upon.

Adding a Document

You may add documents to an existing folder or no folder at all. If you want the document to go into a particular folder, highlight that folder by clicking on it. Once highlighted, click the Add a Document button. It will first warn what folder it will place the document in (if any). You have the ability to cancel out, if you want to change the folder placement.

Now an Associate a File with a Kemp’s Case box appears. Use this to find and select your document. Once you have selected it, press the Open button. The system will ask if you want to Save a Copy in SQL Server or just save a path to the document. Press Yes to store in the SQL Server, press No to just save the path. The file should now appear in the document management tree. Note: Older versions of this system only saved the path to the document so everyone had to be able to access that path (location) to be able to open the file. The latest version actually saves a copy of the document on the SQL Server so everyone can open the file.

Adding Multiple Documents

Most people organize a case file within a folder on their network system—somewhere on the server there might be a folder with the client’s name or case number on it where all documents relevant to the person’s case are kept. To help with this situation, you can upload multiple files without having to go through the Adding a Document section above for each and every file.

In this situation, we will use the Add All Documents in a Folder. Here again, we are told up front the folder where these files will be stored. We are asked if we want to save the files in SQL or just the paths. Then a Select a Folder box allows us to select the folder. Select/highlight a folder and press Ok. All documents in that folder will be placed in the Document Management system.

Opening a Document

To open a document, double click on the document. The program associated with that particular file type should open with the document

Deleting Documents

This is described earlier. Most organizations want the document management system to be a “permanent” storage system, so you may decide to remove this option

Modifying Documents

Changing a document opened from document management does not change the document already saved in the system. You can open a document, modify it, and then save it as a separate document (perhaps with a version note in the title to indicate it is a subsequent version) in the system.

Document/Folder Properties

Changing Names – To change the name of a document or folder, select the folder or document so that it is highlighted and then click once more. The folder or document name should then be modifiable

Moving Folders/Document – To move a folder (and any subfolders or files it may contain), simply click and hold on the folder, then drag and drop to the new location

File Properties

To get a file’s properties, right click on the file and from the menu choose Properties. The properties box for that file will appear. With this box you have:

(a) Open File – Open this file for viewing

(b) Delete – Delete this file from document management

(c) Name – You can change the name here

(d) Type – Indicate what type of document this is (answer, brief, memo, etc.)

(e) Date Added – The date the document was added

(f) Who added – The staff number of the person who added the document

(g) Priority – Whether the document holds some priority (1=brief bank)

(h) Category – Problem codes you can choose to categorize this document

(i) Sub Category – National index codes for subcategory

(j) Filed – Whether this document was filed (in court, etc.)

(k) Date Filed – When the document was filed

(l) Notes – Note or a description for the document

(m) Document is in the SQL Server/or found here – This will be checked when the document is stored within the SQL Server. If it is not, the path to the document should be in the Found here box

(n) Pull document into SQL – If only the path is stored, you can store a copy of the document by clicking on this button. You must be able to access the document in the shown path

(o) Available to PBI Attorneys on the PBI Website – For those organizations that have the optional Online PBI/Attorney Portal, you can make this document available to the attorney for download via the web

(p) Available to Client on the Client Status Website – This allows clients to access the document for those organizations that utilize the online client status option. This permits clients to check on the status of their case by logging into a secure website.

Searching

You have two options regarding searching for documents

i) You can search for documents that have a particular word or words in their name, description, etc.

ii) For documents stored in the SQL Server, you can search for documents that contain a particular word or words. Only those documents that are capable of being “read” by the SQL Server will be available here. Those most frequently recognized by SQL are office documents. PDF documents that are not based on images (i.e., they have selectable text within them) can be recognized by SQL, but will most likely require additional setup on the server. Images, pictures, and documents that do not have text in them are not searchable using this feature

Non-case Related Documents

Classified as those which are not tied to a particular case. These are documents applicable to any number of organization functions, including a brief bank, organization policies and procedures, and just about any other type of document you can think of. As the processes are generally the same for Adding Folders/Subfolders, Adding a Document, Adding Multiple Documents, Opening a Document, Deleting Documents, Modifying Documents, Document/Folder Properties, and Search between case related and unrelated Document Tracking, we will only cover the basics of finding unrelated documents and adding unrelated documents.

Finding Documents

Go to Search Documents to find documents that are not related to a particular case. You have two options here to search.

Documents

Allows you to search for documents not related to cases. Your other option is to use Doc Text Srch to search for documents by text contained in them.

The Documents search screen looks and functions like most search screens and will not be covered in detail here. Suffice it to say that you can search on case number, client first or last name, document name, who created the document, document notes, priority, and just about every other category in the document properties page.

Reading the Search Screen – The above example search screen found all the documents in the system that mentioned the word ‘fire’ in their notes. This is a Memo (MEM) done on the Foster case and the case number is shown. It is brief bank quality, because the docPriority is tagged as 1. It concerns Landlord/Tenant cases since its docCat (category) is 63 (which is the problem code for Landlord/Tenant). The document carries the name OrphanFields and is about a fire in an apartment. The document can be opened from here by clicking Open Item.

Document Text

Searching within the text of a document is a bit different and, as noted before, will require a bit more setup on the SQL server to operate properly. This is described earlier under the discussion of Document Search Screens.

Adding Documents

To add an unrelated document, use the Add Other Document non case. As this form is the same as the case related form (and operates the same way), the adding documents instructions mentioned above for related documents may be followed.