Adding document details (documents)

When merging data from Legal Enterprise into templates (e.g. letters, spreadsheets, etc.) or saving emails into Document Management you are prompted to select the context to merge against (if different from the currently selected context) and enter some information to identify the document once it is stored (e.g. name, description, etc.). This information is known as the "document details". It is not mandatory, but helps to identify the document in Document Management.

For example, you may wish to enter a brief description so that you recognise the document when searching for it in Document Management or the History and Document Viewers in Legal Enterprise. You can also assign tags to a document using the Document Details dialog box so that they appear in pre-defined categories or groups when viewing them.

Each time a document is merged you are automatically prompted to add/edit the document details. It is also possible to amend them manually in Document Management.

To add document details:

1. Merge a document and when prompted by the Edit Document Details dialog box, complete as appropriate:

• Attach document to. (Read-only) Displays the current context for the document, e.g. client, matter, etc. However, this can be changed if you are importing a document or saving a copy of a document into Document Management.

• Display name. The name of merged document displayed in Document Management. If the context or document name is changed meaning that it is no longer unique, a prompt is displayed advising that a document with the same name already exists and providing the option to create a new version or create a new document. If you choose to create a new version, then the Create new document option becomes unticked. If you choose to create a new document, then the Create new document option is ticked and the document name is adjusted to make it unique.

• Create new document. (Read-only) Indicates that a brand new document should be created based on the current document. When selected, creates a completely new document (starting at version 1). When not selected, creates a new version of the current document or overwrites the current version (by selecting the Overwrite version option which becomes enabled).

• Description. Brief description of merged item. Optional, but highly recommended to aid you to recognise documents when searching.

• Keywords. Words to be associated with the merged item. Optional, but useful when searching.

• Extension. (Read only) File extension/type, e.g. .doc, .docx, .xls or .oft.

• Version. (Read only) Version of the selected file.

• Overwrite version. Enabled when the Create new document option is not selected. Allows you to overwrite the current version.

• Macro name. (Read only) Shows the name of the Word or Excel macro, if any, to be run automatically after a document has been merged using the selected template. For more details refer to Attaching macros to merge templates in Developer Tools.

• Document Tags. Allows you to categorise the document so that it appears in History in a pre-defined group or groups.