While working in OneLaw, use the ‘Documents’ tab to work with your documents. Options on the documents ribbon are also available through a Right Click on a document.
To search, type and press Enter
Use this to search the contents of ALL parties and matters, the current party and matters or the current matter
Advanced
Every word in a document is indexed and searchable. This pertains to PDF files that are OCR format, Excel, Word and Outlook files. Other types of files including JPEG, PNG and TIF files can be imported or managed from an email. All files can be searched by its properties including author, file type and dates.
The more fields used in this dialog box, the more refined your search. However, use as many or as few fields as needed to obtain the results required.
Searches used frequently can be saved to be used again
Tick box to search in Recent documents and add a number to used within '?' days box
Use Party and Matter pickers or search by Recipient or Author or Document name or type
Document contents
‘Includes Words’
Enter words that you want to search for. They don’t have to be in a sentence or paragraph, just anywhere in the document. If ‘All’ is selected, all words have to be found in the document. ‘Some’ will show a document if it contains any of the words.
‘Match Phrase’
Shows documents that contain the complete phrase.
‘Excludes Words’
Documents displayed will not have the word or words in it.
‘These Words….........are in close proximity’
You may know the gist of a phrase and some of the words that are contained in a sentence, title or paragraph. Type in the words and if they are within approximately a 10 word range, your document will be displayed.
Created between
Use the date pickers to select your date range and display documents in this range.
Category
Select a category to search for documents tagged with that category.
Email properties
Search for emails on sender’s name, email address or the subject of the email.
Category filter
Use this drop-down list to select category or categories that you need. Select ‘Having All’ if you want to display files having all the categories ticked. Select ‘Having Any’ to display files that have one or more of the ticked categories.
Show matters
Select ‘Open’ for all opened matters, ‘Closed’ for all closed matters, ‘All’ for all matters opened or closed or ‘None.’
Document type filter
You can search by document type ie Word document, PDF, Email etc
Import
To import files from outside of OneLaw
1.Select the ‘Import’ button
2. Select the location of the files
3. Select the files to import
4. The following dialog box appears. If you had a client and matter open, the fields will populate. If this is not the client and matter to use or the fields are empty, select the correct client and matter.
5. Change the names of the documents if required and add a category if required.
6. Record your time
7. Click ‘OK’
8. The imported documents are displayed
Export
To export files to a location outside of OneLaw
- Select the files to export and click ‘Export’
- Use the dropdown list to either 'Export', 'Export as PDF' or 'Export as Separate PDFs'
- Select the folder to export the files to
- The exported documents are displayed
Send via email
Select the files to send and use the dropdown list to either 'Send via Email' or 'Send as PDF via Email'. Follow the normal procedure for managing an email
The highlighted document/s will print in your chosen method - Print dialog box will appear
Bundle
Bundle dialog box will appear, choose documents to be included in your bundle, name the bundle, re-order or add more documents. The bundle can be printed, opened in PDF format, sent via email, saved outside of OneLaw or managed within OneLaw. Includes PDF options, Duplex & Create Bookmarks. Categorise your bundle and record your time spent. View our Document Bundling Manual here
Copy Link
A link to the highlighted document/s will be copied to your clipboard, this can be pasted into an email to be sent to another author within your firm
Rename
Click on the document you want to rename, click Rename button, dialog box appears with Current Name and field for inserting New Name, type new name, click OK
Copy To
Click on the document/s you want to copy, click the Copy To button, dialog box appears with client and matter picker, choose client and matter you wish to copy the document/s to, click OK
Move To
Click on the document/s you want to move, click the Move To button, dialog box appears with client and matter picker, choose client and matter you wish to move the document/s to, click OK
Delete
Click on the document you want to delete, click on the Delete button, dialog box appears "Are you sure you want to permanently delete "This Document"? Any local copies or email in Outlook will be unaffected." Click Yes or No to complete action
Recover
Use the dropdown to 'Recover Old Revision', 'Undelete' or 'Unlock'
Edit Categories
Click on a document, click the Edit Categories button to edit the categories assigned to that document
New Task
See 'Tasking'
Compare
Can be used to compare 2 Word documents, useful if you have more than one Version of a document and want to see what changes have been made
My Recent Documents
Click button to search in your Recent documents and add a number to used within '?' days box
Show All Versions
Click button to view all versions of the highlighted document that are in the viewed document library
Preview
Click button to toggle the previewer on and off
View Options
Click button to choose options for pinning documents and selecting columns that are displayed in your documents library