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Saving Documents - Finding a Matter by clicking on Go to Workspace then NetDocuments Lookup

When saving documents to a Workspace by clicking "Go to Workspace", we need to be able to search for the "Matter" by either Matter# or NAME. We're a law firm so typically most lawyers and paralegals remember files by plaintiff or defendant's last name. They don't always have the Matter# on hand and want to be able to quickly save things. Currently we can't lookup the last name in the Matter box, we have to go a step further and pull up the lookup box and then change the default from "begin with" to "contain". Seems like a lot of unnecessary steps.

Why can't the default search be "contains" when looking up Matter?

Shellie

 

Status: Planned

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It was an oversight in ndOffice and I've entered a change request for this functionality.

Don Lavange
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I wanted to explain a bit more:

If you open the ellipsis, then ndOffice and the web behave the same. We default to begins with. There are performance reasons why we don't want to change this default. But if you just type in the field without doing the lookup the web does a contains search and I've requested ndOffice to do the same.

Don

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Don,

Yes, if I'm understanding you correctly and the functionality was similar to looking up a Workspace Online within NetDocuments, that would be perfect. Users could just type the last name in the Matter Box and find the Matter within the drop down. Any idea when this will be added? Thanks!           -Shellie

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Shellie:

It's reference number is ndOffice: 21607

We have not yet scheduled this change. Support from customers here will help us to prioritize it.

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Russell,

This does seem more like an oversight than a default. I would think you'd want to be able to look up by Matter#, First name or last name (or contains) straight from the Go to Workspace dialog box. The other threads you mentioned are talking about the NetDocs lookup defaults to search further - an extra step. 

I hope they move this up the priority list. As a new conversion client, this is a big one for us.

Thank you,

Shellie

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Don,

In a related matter, in the "Go to Workspace" dialgue (ndOffice) shown at the top of this post, in both fields, without clicking on the ellipsis, there is four character limit when typing. I don't know if the program is defaulting to our four digit number system or if that is the limit for everyone. However, like others, we don't search based on the client number, but rather the client name. When I start typing the name, it dutifully pulls up a list of matching clients, but only displays 10. Sometimes what I need is not among the 10. And, of course, because it only searches "begins with" instead of "contains," I frequently cannot find some clients at all from only the first four letters and must enter the "ellipses" and search in the Lookup dialogue. Also, although we do search matters by number, some clients have more than 10 matters and you cannot get to them all from the GtW dialogue.

So, is it possible, in addition to the previous request to allow changing the default on the Go to Workspace search fields to "contain" (which I see you're addressing in another post thread as well), to also allow more characters (or even unlimited) in these particular search fields to avoid needing to enter the more cumbersome Lookup option.

Also, on the Lookup option, the default should also be changeable to "contain." You have that option for "key" and "description." Why not both? And finally, could we have the cursor automatically enter the search field when you first enter the Lookup dialogue, as it does when you first enter the "Go to Workspace?" Thank you. Wayne

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Hi Wayne:

Don,

In a related matter, in the "Go to Workspace" dialgue (ndOffice) shown at the top of this post, in both fields, without clicking on the ellipsis, there is four character limit when typing

There is no limit in ndOffice here. How are your profile attributes defined?

 

. I don't know if the program is defaulting to our four digit number system or if that is the limit for everyone. However, like others, we don't search based on the client number, but rather the client name. When I start typing the name, it dutifully pulls up a list of matching clients, but only displays 10. Sometimes what I need is not among the 10. And, of course, because it only searches "begins with" instead of "contains," I frequently cannot find some clients at all from only the first four letters and must enter the "ellipses" and search in the Lookup dialogue. Also, although we do search matters by number, some clients have more than 10 matters and you cannot get to them all from the GtW dialogue.

Other than the issue where it's limiting you (I don't understand why) our fix in an upcoming version will work the same way it does on the web.

So, is it possible, in addition to the previous request to allow changing the default on the Go to Workspace search fields to "contain" (which I see you're addressing in another post thread as well), to also allow more characters (or even unlimited) in these particular search fields to avoid needing to enter the more cumbersome Lookup option.

Why don't you work with support to identify the conditions your system is in that is causing this limit. Right now it's not making sense to me.

Also, on the Lookup option, the default should also be changeable to "contain." You have that option for "key" and "description." Why not both? And finally, could we have the cursor automatically enter the search field when you first enter the Lookup dialogue, as it does when you first enter the "Go to Workspace?" Thank you. Wayne

When ND web changes this functionality, ndOffice will also be allowed to do so. Product management for ND web understands this desire and is looking to address it, but it requires more than a simple change because of other design constraints. But we're aware of the issue and are working to address it. When ND web does, we'll be able to as well.

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Hi Don. Thanks for the follow up.

Sorry if I was unclear. But, I have never seen the "Go to Workspace" dialogue (at the top of this thread) on the web interface. Further, the Go to Workspace dialogue is for saving documents and I am unaware of the ability to save documents using the web interface, other than importing or scanning them, each of which have their own different dialogues. So, when you say this dialogue works the same on the web and ndOffice, I've never seen it on the web interface. It is a save dialogue that appears, in my experience, to be limited to ndOffice.

I am checking to see if there is a setting restricting the number of digits I can type in that field. I suspect it is tied to the maximum number of digits in our client numbers. Even if that is the case, it would better to not be limited in that way when searching for a save location by name. Thanks again. Wayne

 

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Hi Don,

We found settings that limit the length of the Client and Matter fields we've been discussing and it looks like they can be altered without consequence. If so, we will do so. Just wanted to let you know.

Wayne

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Wayne:

Thanks for the clarification. I'm still not sure I understand how ndOffice was limiting you to 4 characters, feel free to contact me (dlavange@netdocuments.com) if you want to work through it.

In my answer below I confused you by using incorrect terminology and assuming you "knew what I meant".

The ndOffice workspace selector is called (depending on your version of ndOffice) "Go To Workspace", and in 2.1 in some places, "Select Workspace". It's intended to be the same as the ND web workspace selector that lets you open a new workspace. 

In the image above you see that in the web, when I type a string from the description, it returns all those that have any substring in it that matches. When we implemented this functionality in ndOffice, where we use it to save or open from a new workspace, we neglected to implement this with the functionality of looking in both the key and description for a substring of that, but instead we're looking at what it begins with. That was an error on our part.
In 2.2, I have prioritized this highly so that when you type in the workspace selector will will search the key and description for anything that is found in that string.

I believe this will satisfy your needs. Feel free to reach out for more clarification.

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