CounselLink Answer Center for Clients

Managing Matter Documents

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This article covers the following for documents attached to a matter:

Adding a Document to a Matter

You can attach files to a matter to maintain related records, such as correspondence, videos, or other relevant information. A file may be linked to a specific matter, a specific invoice, or uploaded for general reference.

Once uploaded, any user with permission to view the document can locate it through Document Search.

Attachment sizes are limited to 100 MB. There is no limit to the number of attachments that can be added at one time.  

  1. Click the Documents tab on the Matter Overview page.

  2. Click +Add. The Documents/Add Documents page displays.

  3. Upload a document using one of the following methods:

    1. Enter the link (URL) to the document(s) to be uploaded under the Upload Documents section.

      Enter the full link including the http:// or https://

    2. Drag and drop a file into the Drag and Drop area.
    3. Click Choose a file to browse your computer.

  4. In the Documents Details section, complete all applicable fields.

    Fields marked with an asterisk (*) are required.

    Field Description
    Document Name* Enter a short name.
    Document Type*

    Select the type of object to which the document will be attached. This selection determines the options available in the Linked To field.

    You may select Other and associate it later.
    Linked To

    Search for and select the related object (e.g., matter, invoice).
    Add to Folder Choose a folder name from the drop-down list.
    Category* Choose the category that best fits the document.
    Owner* Click the search button (…) to select the document owner. If you are the owner, no changes are required.
    Who can view this document?* Select a security option from the drop down list. This option is only available if your organization has the Document Sharing feature turned on.
    Shared* Choose Yes or No to determine whether external users can view the document. Selecting No restricts access to your organization.
    Access Level* Choose Public or Private to define which external users may view the document.
    Revision Enter the version number.
    Status Choose from Draft, Under Review, Final, or leave unchanged.
    Description

    Enter additional details about the document.
    Keywords Enter searchable terms to help locate the document later.
    Bypass Document Shared Notification

    Select this option to prevent email notifications from being sent to users with whom the document is shared.

    This option is only available if your organization uses the Document Sharing feature. It also may not appear depending on your organization's email notification configuration settings for Document Sharing.
  5. Click Upload Document(s). 

Editing a Document

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You can edit a document after it has been uploaded—for example, to update sharing settings or upload a revised version.

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

  1. Click the Documents tab on the Matter Overview page.
  2. Select the checkbox next to the document name.

  3. Click Edit. The Edit Document page displays.

  4. Update the required document information as described in Adding a Document section in this article.
  5. Optional: Add information in the Revision field.
  6. Optional: Select a new status for the document if needed.
  7. Click Save Changes.

The updated information appears on the Document Overview page.

Copying a Document

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You can copy an existing document to create a new one with similar details. This is useful when linking a document to another matter.

For example, to associate a document with a different matter, copy the document and update the Linked To field. The copied document will appear in the new matter’s document list.

  1. Click the Documents tab on the Matter Overview page.
  2. Select the checkbox(es) next to the document(s).

  3. Click Copy. The Documents / Copy Document page displays.

  4. In the Document Details section, update the document information as needed. For more information on these fifelds, see the Adding a Document section in this article.
  5. Optional: If multiple documents are selected, you may need to assign a single Owner:
    1. Select the ellipses icon to the right of the Owner field. The Search Owners window displays.
    2. Type a user name in the field.
    3. Click Search.
    4. Select the user from the drop-down list.
  6. Click Save Changes.

Deleting a Document

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  1. Click the Documents tab on the Matter Overview page.
  2. Select the checkbox(es) next to the document(s).

  3. Click Delete. A confirmation window displays.

  4. Click Delete.