EditPurpose
To set up document groups for categorizing and storing documents in the LegalSuite database.
EditLocations Used
Documents
EditOverview
The first thing you need to do before documents can be entered into your electronic filing system within LegalSuite is set up your document groups. These groups are used to define categories for the documents that will be scanned/uploaded and stored on LegalSuite. For each group, you will also specify field names for the documents in that group to be used for storing and searching of those documents.
EditWhat is a Document Group?
All documents that are scanned and processed for LegalSuite are stored on your server under the folders
/pending/ or
/documents/. When you create a document group, the documents that are scanned and processed for that group are stored under the subfolders
/pending/group-name/ and
/documents/group-name/.
For example, a customer may send you a work order request via fax or postal mail and you use this order to create a new work order entry in the LegalSuite database. You can store completed work orders, which may include the original order paperwork that was sent to you by the customer, into LegalSuite. You can create a document group called Completed Work Order, which in turn creates storage space on LegalSuite for that group. All documents for that group will be stored on LegalSuite in the following folders:
- /pending/Completed Work Order/ - The documents in this folder have been scanned into LegalSuite and are waiting to be processed with search and retrieval data.
- /documents/Complete Work Order/ - The documents in this folder have been processed and stored in the LegalSuite database. They can be searched and retrieved for viewing.
View Document Groups
To view a list of document groups that exist on LegalSuite, make the menu selection
Documents⇒Setup Document Groups from the navigation bar.
 Setup Document Groups |
To view details for a document group, click on its name.
EditEdit Document Groups
To edit a document group's details, click on its name from the Setup Document Groups page, the same way you would view it's details.
 Setup Document Groups - details |
Update the input fields as necessary.
1. Name – Enter the name of the document group at the top portion of the page.
2. Folder Path – This is a non-editable field that indicates what folder on the LegalSuite server will be used to store any documents that are uploaded or scanned for this group.
The next portion of the page is used to define metadata, or field names that will be used to upload, process, store and search for documents in this document group. You can specify up to 4 field names. During document processing, these fields are presented as input fields to the document processor in which they must enter values.
3. Name – Enter the name of a field that will be used to upload, process, store, and search documents by, for example “Order #”.
4. Required – Check this box if input is required for this field during document processing.
5. Searchable – Check this box if this field can be used as a search method for documents in this group.
6, Type – Select a type (Text or Date) for this field. If it is a date, a calendar icon will be displayed next to the field when processing or searching for a document in this document group.
7. Size – Select a size (32, 64, 128, 256 or 512) that will be used to limit the number of characters that are entered for this field during document processing or searching.
8. Click on the SAVE button to save your changes to the document group. Click on the CANCEL button to discard your changes.