EditPurpose
To review scanned and uploaded documents and store them in the LegalSuite database.
EditLocations Used
Documents
EditOverview
The LegalSuite application provides a way for you to have an
electronic filing system. Files can be uploaded from your computer or scanned using a
Scan Module, from either a local or remote site. Once the document has been uploaded or scanned into LegalSuite, it must be processed before it can be stored in the LegalSuite database. During processing, you will enter information about the document that will allow you to store and search for the document in an efficient manner. Files are stored in PDF format in the LegalSuite database.
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. Refer to the section
"Documents: Setup Document Groups" for more information on this topic.
Once you have set up your document groups, you can scan or upload files to store in LegalSuite. Refer to the section
“Documents: Upload Documents” for more information on this topic.
EditView Documents to Process
To view a list of scanned and uploaded files that are waiting to be processed, make the menu selection
Documents⇒Process Documents from the navigation bar.
 Process Documents |
On the Pending Process list is each document group name followed by a number in parentheses that indicates the number of documents for the group waiting to be processed. Click on a document group with pending files, for example
"Completed Work Order". The display will be updated to show the list of pending files:
 Process Documents - pending files |
EditProcess a Document
1. Select a file to process by clicking on its name.
The Document Processing page will be updated to display the scanned or uploaded document with several controls, similar to Adobe Reader, that allow you to view, print, save, and scroll through the document.
 Process Documents - details |
2.
Verify that the scanned document is in order.
Examples of things to look for:
• Make sure all the data is readable. For example, verify that highlighted data on the original document is not a solid black line on the scanned document.
• Make sure the pages for the document were scanned properly. For example, sometimes a page feeds through the scanner at an angle and not all the data is included in the scan.
• Make sure the document is complete. For example, make sure all the pages of the original document got scanned – sometimes pages stick together through the scanner.
3.
Enter values for metadata.
• This data is used for storing the document in LegalSuite and performing searches for that document.
• The input fields for the metadata may vary for documents in other document groups.
• The metadata is defined when setting up the document groups.
• Any field with a “*” indicates that you are required to enter a value.
• Values to enter for the input fields can be obtained from the scanned document or from other paperwork you may have pertaining to that document.
4.
Click on the appropriate icon to process the document:
SAVE: Click on the square disk icon to save the document and store it in the LegalSuite database along with the metadata associated with it. The metadata will be used to search for this document in the future. Refer to the section “Documents: Search Documents” for more information on this topic.
CANCEL: Click on the square disk icon with the red line to cancel processing the document. Any metadata entered will be discarded, and nothing will be done with this scanned document. It will remain in the system and on the Pending Process List for processing at a later time.
DELETE: Click on the red circled "x" icon to delete the scanned document from the system. It will no longer appear on the Pending Process list and will be removed from LegalSuite.