Basic Description

In order to understand this change you have to understand a basic feature of Document Management. If you have more than a few documents stored under a case, they can quickly get out of hand and be hard to find and refer to. To remedy this, Prime allows you to set up folders and sub folders to store documents in. For example, if your case has 50 letters, instead of just listing them, you can have folders called Correspondence with Court, Correspondence with Client and Correspondence with Adverse. The letters are put in the folders they belong in and documents are much better organized and easier to find.

The one downside of this is that in the older version of Prime, you would have to create these folders for each case that you opened (if you wanted to use the folders). This is a pain and would probably result in every advocate having their own system. This has changed with the addition of the Default Folders feature.

The feature allows the Prime Administrator to set up Default Folders so any new case that is opened gets these folders. This saves the advocate the time of setting up the folders and give a standardized setup to the way documents are stored. An advocate CAN STILL SETUP THEIR OWN system of folders if they wish. However, if the default does what they need, there is no necessity that they setup the folders.

Setup

Initial folders may be set by an administrator in Prime 16 Web. Go to the Administration page. Under "Document Tracking" choose "Default Folders".

Add New Folder/Subfolder

Use the "Add a new item" box to add a new folder. Root level folders may be entered without any slash:

To add subfolders, include a slash within the entry. So, for example, if we wanted "Letters" to be the root folder with a subfolder of "Sent", we would add Letters\Sent and that would look like this in the Document Tracking system:

Several layers of folders can be added, for example: "Letters\Sent\To Client" or "Letters\Sent\To Court"

Remove/Delete a Folder/Subfolder

To delete a folder/subfolder, click the "Delete" button next to it.

Use

The Default Folders will appear in the Document Tracking page. They can be used (documents added to one), by selecting the folder desired before adding the new document.