Adding Documents

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There are several ways to add or create new documents, including:

1) create a new document directly within NetDocuments.

2) create a local document and save it using our Office add-ins.

3) upload an existing document or email. 

Creating a New Document

To create a new document:

  1. From any page, click on the New drop-down box from the options ribbon at the left.

  2. Type a Document name

  3. Select a Document format (a blank document such as Word or Excel, discussionlink/URLpaper documentOR scanned image)

  4. Choose a Cabinet wherein to store the document

  5. Select where to File the document (folder, workspace, or ShareSpace)

  6. Click OK

createNew.png

Based on the document format you selected in Step 3, that application will be launched automatically. You can begin editing your new blank document with the name you designated. When finished editing, save your document and close the application. You will return to the Document Profile page in the browser. From there you can choose from a number of document options, or close the Profile to work on something else.

Online Editor (Web apps)

There is an option to choose an "online editor" in step #3. If you choose this option, you will be taken to Microsoft Office Online to create your document. This option is also available on the right click menu to open existing documents using Office Online. Learn More.

Creating a new Folder on the fly when Adding a document

When adding a document, if you choose to add a new folder, you will be asked to enter a profile value on which folders are based as follows. The folder name is also  defaulted from the Document Type and should not be changed:

New-Folder-Profile.jpg

This is determined from a setting by the Cabinet Administrator. It is generally based on the Document Type profile attribute, but can be set to another custom profile attribute.

Completing the Profile

If you have required custom profile fields which have not been completed from this page, you will be prompted to complete them. Generally required profile attributes will have validation tables from which to select a value. If the list of values is less than 100, you will see a standard dropdown box. If the profile attribute has values greater than 100, then you will see a selection box to the right of the entry field. After selecting that option, you can search either on a key or a description, if both were entered. You will see a maximum of 500 entries at a time, but can "next" through the values until you find the one you want to select.

NOTE: External Users – External users are NOT required to complete a profile value that you have defined to be required. The requirement only applies to Internal Users.

Profile Inheritance

If you are adding the new document into a folder, the document will always inherit any profile values which have been completed for the folder.

Access Inheritance

Your Cabinet Administrator can choose to set the flag called "Inherit Access Rights from Folders", which means that any time a document is filed in a folder, it will inherit the same Access Rights as the folder.  This setting overrides any default that may have been set for the Cabinet security. This setting will also override any Profile-based Security which may be defined. This flag is set by default if your Repository was initially defined to encourage the usage of Folders. If the flag is set, the following behavior occurs: When access rights inheritance is enabled and a new document is created in or imported into a folder, the access list of the new item is set to match the access list of the folder plus grant the current user VESA rights. Cabinet default security is ignored in this case. 

Note that if profile-based security is enabled and the user subsequently fills out a profile for the new item, the access list may be changed so that it no longer matches the folder access list. When access rights inheritance is enabled, existing documents can only be filed by users who have A rights to those items.  During filing, the access lists of the items are changed to match the access list of the folder plus the current user’s rights remain as is. 

When access rights inheritance is enabled for a cabinet that already contains documents, the access rights of the existing documents are not affected until they are subsequently filed or re-filed into a folder or their access list is specifically adjusted. ShareSpace security continues to work as it always has. ShareSpace access is not affected by the inheritance flag.

Profile Template

If you have defined profile templates, they will be displayed across the bottom of the page as shown in the above example. The best way to define these templates is to start the creation of a new Folder or subfolder and then complete just the profile value that you want for the template. Then save that as a template, naming it whatever you choose. We suggest that if you are using an Author custom profile value, that you create a template with just that value. Then when you are creating a new document in a workspace, you can apply the Author by selecting the Profile Template. Also by filing it into a folder, it will inherit the client and matter from the workspace, the Document Type from the folder, and then the Author value would have been set by clicking your Author profile template. For most law firms, this would complete all of the custom profile values and when you click OK, you would not have to visit the Edit Profile page.

NOTE: Documents have a maximum name length of 200 characters.

NOTE: Documents larger than 1 GB cannot be stored in NetDocuments.

When using the Folder Import Utility the limit is also 1 GB.  For EMS the maximum limit is approximately 20MB per email message.

If you are importing a document using the Upload option that is larger than 100 MB and you do other things with your computer during the upload, the upload may not succeed depending on your computer specs and Internet connection speed.  When uploading larger documents, we suggest that you do not do anything else with your computer during the upload process.

NOTE: In order to prevent potential malicious activity with the service the following file types cannot be imported into NetDocuments: exe, com, bat, js, vbs, pif, cmd, dll, ocx, and pwl.

Uploading Documents from your PC

Use this option when you want to move or copy one or more documents from your local or network drive into your NetDocuments service account.

NOTE: This option has a maximum limit of 150 documents per import. You can repeat this process as many times as you like. To import more documents at one time, use the Auto Import option or the Folder Import Tool.

NOTE: msg and eml files cannot be uploaded together with other file types. If importing a mixed batch, separate the email messages from other file types. This is because NetDocuments will parse the emails' headers to extract information such as the Sent By and To fields, and NetDocuments will process these messages together when importing them. 

If you are using folders, we recommend that you open the folder first and then import the documents into it.

1) Click Upload.

The Browse page for your PC will appear allowing you to select the documents you want to import. Select the documents and then click Open. If you want to select additional documents, click the Select Documents link. Use the Shift or the Control buttons to select multiple documents. Use Ctrl A to select all documents in a specific folder at one time.

Repeat the Select Documents step as many times as you want to select documents from other folders. Use the Remove option, if you want to remove a document from your selection.

Drag and Drop

You can also drag and drop files into the Import window. This feature is only available in browsers without the ActiveX installed, such as Safari, Chrome, and Firefox, or in IE 10+ . You can also drag and drop directly to a folder or filter. 

NOTE: Local folders cannot be selected with the Upload button.

NOTE: Email messages imported using the ActiveX in IE will be parsed so the header details (Sent By, To, etc.) will be displayed. This does not include uploading messages using the drag-and-drop in the browser.

2) Select the cabinet and cabinet folder or workspace where you want to store the documents. This information will default if you are adding from the folder.

3) Select your profile template if you want to automatically apply custom profile values.

4) Choose Move or Copy, to move the document or make a copy of it to import into NetDocuments.

NOTE: We highly recommend you use Copy. Move is the default, but it leaves NO copy on your PC, if for whatever reason the Upload fails. While in a session, if the default is changed, it retains that selection. If you are an External user, the default will always be to Copy the first time you use it in a session.

5) Click OK. The document(s) will be imported into NetDocuments.

NOTE: If you have a Basic account, you will have to file into a cabinet folder. You will not have the Workspace options as shown below.

NOTE: If you are importing the document into a folder, the document will inherit any custom Profile values which have been completed for that folder.

UploadImport.jpg

Also, your Administrator may have set the cabinet level flag for documents to inherit their access from the folder. In this case, it will override any cabinet-level or profile-based security which may have been defined. With that flag, the following behavior occurs:

When "access rights inheritance" is enabled and a new standalone item is created in or imported into a folder, the access list of the new item is set to match the access list of the folder plus the current user is granted VESA rights. Cabinet default security is ignored in this case. Note that if profile-based security is enabled and the user subsequently fills out a profile for a new document, the access list may be changed so that it no longer matches the folder access list.

When "access rights inheritance" is enabled, existing stand-alone items can only be filed by users who have A rights to those items. During filing, the access lists of the items are changed to match the access list of the folder plus the current user’s rights remain as is. 

When "access rights inheritance" is enabled for a cabinet that already contains documents, the access rights of the existing documents are not affected until they are subsequently filed or re-filed into a folder. A user can use options available to "push" the profile values and/or the security down to the documents and subfolders in the folder tree.

ShareSpace security is not affected by the "access rights inheritance" flag. Users are only added to a ShareSpace explicitly by the author.

If a document fails to import for some reason (connectivity, etc.) a copy is placed into the Echo directory to preserve it.

The person logged on to NetDocuments is stamped as the Created by and the Modified by person of the document when it is imported.

NOTE: The following file types cannot be imported into NetDocuments to prevent potential malicious activity with the service; exe, com, bat, js, vbs, pif, cmd, dll, ocx, and pwl.

NOTE: If your PC or the Internet fails during an import and it appears that your file was removed from the PC and did NOT get imported to NetDocuments, we keep a copy of the file on your PC. It should be filed in the following directory: C:\<users>\<user>\AppData\Local\Temp\ND. You may have to "unhide" the Local directory to see the Temp folder.

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