Document Tracking/Management Version 16.4.02

In Prime Version 16.4.02 (August 30, 2017), Document Tracking has been updated. This new version no longer relies on Microsoft's MSCOMCTL.OCX ActiveX control. 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.

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, make sure no folder is selected in the Folders box and click the "New Folder" button. Enter the name for the base-level folder and click Ok.

To add a subfolder, select an existing folder in the Folders box. Then click on the "New Folder" button. Enter the name for the subfolder and click Ok.

Navigating Folders/Subfolders

When the Document Management screen first appears, no folder is selected and no files will appear in the Files box. To show files that are not put in any folder, click on the blank area at the top of the Folders box.

To show files in a folder, click on the folder. To descend into a folder and see its subfolders, double-click on the folder.

To ascend out of a subfolder, double-click on the ^--Back Up One Level at the top of the Folders box.

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 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 copy the file into the database. The file should now appear in the Files box.

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, use the "Add All Documents from Folder" button. The system reminds of the folder where these files will be stored. 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, click on the file in the Files box. The file's Document Information box will appear to the right. Click on the "Open File" button. The document is downloaded and stored in a file folder in the same directory from which Prime is running and then opened from that location.

Deleting Documents

To delete a file, choose the file in the Files box, then click on the "Delete" button in the Document Information page. Some organizations want Document Tracking to be permanent and choose to disable this feature.

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, choose the file in the Files box. In the Document Information page, change the name in the Name text box.

Changing Folders/Location -- To move the document to a different folder (or to rename the folder that it is in), choose the file in the Files box. In the folder text box, change the name of the folder list. Each level is separated by a slash "\". So, for example the first folder level appears, then a slash, and a subfolder within that folder, then a slash, and another subfolder appears.

If you have a folder called "Correspondence" with a subfolder called "Court Documents" that has a subfolder called "Appellate Court", the Folder text box would look like this:

Correspondence\Court Documents\Appellate Court

If we wanted to move a document from the "Appellate Court" folder to a "Supreme Court" folder in the same "Court Documents" subfolder, we would change that to:

Correspondence\Court Documents\Supreme Court

This is much like a Windows Explorer application showing files on a hard drive:

C:\Windows\System32\drivers\etc

File Properties

To get a file’s properties, click on it in the Files box. The "Document Information" box appears to the right. 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) Folder -- the location of the file within the folder structure system

(n) 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

(o) 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

(p) 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

(q) 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.