CounselLink Answer Center for Clients

Uploading and Editing Documents

  • Updated

This article covers the following:

Adding a Document

You can add any supported document type directly from the Documents tab or the Document Overview page.

  1. Perform one of the following actions to access the Add Documents page:

    • Click the +Add Document button in the upper right corner of the Documents Search page.

      -- or --

    • Click the Add Document (plus sign) button on the Document Overview page.

    The Add Documents page displays.

  2. In the Upload Documents area, use one of the following methods to specify the document(s) you want to add:

    • In the External Link text box, enter a link to the file (http or https).

    • Drag any number of files from your computer and drop them in the large text box in the middle of the screen.

      This option is useful for adding multiple documents at once. If you are using the Chrome browser, you can drag an entire folder into the text box. CounselLink automatically separates the folder’s files into individual documents. If you are using another browser, select each file in the folder and drag them as a group.

    • Click Choose a file, and navigate to the file's location on your computer.

    All added files appear in the lower portion of the Upload Documents area.

  3. Enter details in the Document Details area.

    Fields marked with an asterisk (*) are required.

    Column Description
    Document Name* Enter a name for the document. This name appears in the Name column during document searches.
    If you are adding multiple files, this field is unavailable. You can edit each document’s name later.
    Document Type* Select the type of object to which the document will be attached. This selection determines the available options in the Linked To field.
    Linked To

    Click this field and search for the associated object (invoice, matter, etc.).
    Category

    Select the description that best matches the document.
    Owner* Your user name populates automatically. Click the ellipsis (…) button to search for another owner.
    Who can view this document?*

    Select a security option from the drop down list.

    This option is only available if your organization has the new document security feature turned on. If configured, the 'Shared' and 'Access Level' will be unavailable.
    Shared*

    Specify which users can view the document. Selecting No restricts visibility to corporate client users.
    Click this topic to learn more about document security.

    If your organization has the Document Sharing feature enabled, this field will not appear.
    Access Level*

    Determine which users can view the document.

    If you your organization has the Document Sharing feature enabled, this field will not appear.
    Revision Enter a version number.
    Status

    Specify the document's status.

    If a document's status is set to N/A, it's Status field will display "Document Not Applicable."
    Description Enter a brief description (maximum 255 characters). This text appears in search results, so keep it concise.
    Keywords Enter single words that may be used to search for this document.
    Bypass Document Shared Notification

    Select this option to prevent email notifications to users assigned to the document.

    This option is available only if your organization has the Document Sharing feature enabled and email notifications are configured accordingly.
  4. If you see the Confidentiality Statement acknowledgment, click the corresponding check box if you have placed the confidentiality statement on the uploaded document.
  5. Click Upload Document(s).

Adding a Document Version from the Document Overview Page

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You can add a new version of a document from the Document Overview page.

If a document is checked out, only the user who checked it out can add a new version. Document Administrators can override a document lock.

  1. Find the Document Overview page.
  2. Click the Versions tab.

  3. Click +Add Version. The Add Version window displays.

  4. Click Upload a New Version of This Document to select a file or drag a file from you computer into the space.
  5. Enter a comment in the Comment field if needed.
  6. Select a status from the Status drop down field if needed.
  7. Click Add.

Checking In/Out a Document

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The check-in/check-out feature prevents other users from modifying a document while it is checked out.

This feature is available only to Advanced or Premier clients. You must be the document owner or have the Document Administrator role to check a document in or out. If a document is checked out, it cannot be edited or deleted by other users (except a Document Administrator). Administrators may override a document lock.

 

Users with appropriate permissions can:

  • Lock a document to prevent editing.

  • Remove an existing lock.

  • View lock details.

  • Override an existing lock.

Checking a Document In or Out

  1. Check in or out a document by one of two ways:

    • Select a document name under the Documents tab on the Matter Overview page, and click Check Out or Check In.

    • Click the Check Out or Check In icon on the Document Overview page.

  2. Optional: If checking a document back in, you can upload a new version.

    1. Drag a new version of the document into the window, or choose a file from your computer.

    2. Optional: Release the lock on the document so others can edit.
    3. Click Save.

Editing a Document

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You can edit the details of a single document.

You must have the Document Administrator role or be the owner of a document to edit its details.

  1. Access the Documents/Edit Document page by one of two ways:

    • Select a document name from the Document Search page, and click Edit.

    • Click the pencil icon on the Document Overview page.

      The Documents/Edit Document page displays.

  2. Edit the document's details needed. See the section on adding a document in this article for more information.

    If your organization has switched to the new Document Sharing feature, you will be prompted to select a security setting in the 'Who can view this document?' field if one has not already been selected.

  3. Click Save Changes.

Deleting a Document

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If you are the Document Owner, you can delete a document that is no longer needed. Deleting a document permanently removes it from CounselLink.

You can delete a document from the Document Search or Document Overview page:

  • Select the check box that corresponds to the document you want to remove on the Document Search page, and click the Delete button.

  • Click the Delete button in the upper right corner of the Document Overview page.

With both methods, you will be asked to confirm the deletion. Click Yes, Delete.

Deleting a Document from the Matter or Work Intake Overview Page

  1. Click the Documents tab.
  2. Place a check mark in the box next to the document.

  3. Click Delete . The Confirm Delete window displays. The window confirms the number of documents you wish to delete.

  4. Click Delete. Documents that are unable to be deleted are listed with a reason.

Copying a Single Document

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You can create a copy of an existing document from the Documents Search page or from the Document Overview page.

You must be the document owner or have the Document Administrator role to copy an existing document. You can also copy multiple documents from the Documents Search page. See the section in this article for more information.

  1. Perform one of the following actions:

    • Select a document on the Document Search page, and click Copy.

      -- or --

    • Click the Copy Document icon on the Document Overview page.

    The Copy Document page displays with the inherited settings from the original document.

  2. Enter a new name for the document in the Document Name field. By default, the string "Copy of" is added to the beginning of the name.
  3. Edit additional details as needed. 
  4. Click Save Changes.

Copying Multiple Documents

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You can copy multiple documents at once.

You must be the document owner or have the Document Administrator role to copy existing documents.

  1. Locate the documents on the Documents Search page or the Matter Overview page.
  2. Select the check box(es) to the left of the document name(s). The total selected appears at the top of the list.

  3. Click Copy. The Copy Documents window displays.

    If you do not have permission to copy a selected document, an alert message appears, and the individual document is automatically removed from the list. You can review the removed document by clicking the Show Details link to the right of the message.

  4. Fill in the fields as needed.

    Any details that are left blank are not changed in any of the selected documents. 

  5. Click Save Changes.

Editing Multiple Document Details Simultaneously

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You can edit a subset of the document details for multiple documents at the same time.

The following details (none of which are required) can be edited using this option:

  • Owner
  • Category
  • Document Type
  • Linked To
  • Revision
  • Status
  • Description
  • Keywords
  1. Locate the documents on the Documents Search page or the Matter Overview page.
  2. Select the check box(es) to the left of the document name(s). The total number of selected documents appears at the top of the list.

  3. Click Edit . The Edit Documents window displays.

    If you do not have permission to edit a selected document, an alert message appears, and the individual document is automatically removed from the list. You can review the removed document by clicking the Show Details link to the right of the message.

  4. Edit the document's details as needed.
  5. Click Save Changes.