To save and name a document in Word or Excel, select the OneDesktop ribbon and the ‘Manage’ button. The document is given a unique document ID number and the name you entered into the dialog box.
‘Manage’ brings up the following dialog box.
1. Enter a name for the document. The usual naming conventions apply
2. Select the party using the client picker or type the client number, part of the name, etc to find the party
3. Select the matter with the matter picker or type the matter in
4. If the document is created from a template with a recipient, select the recipient. This includes clients and non-client contacts
5. Select the author. The author defaults to the operator/user’s name
6. The office will populate based on the information about the author in OneLaw
7. Select or add a category
8. Click OK
9. The second dialog box appears listing the operator/user, the document ID number, name, party, client and matter number and an opportunity to create and manage a PDF copy. We suggest you use this option when the document is in a finished state. You can choose to create a task to attach the document to (see 'Tasking'). Record your time.
10. Click ‘Save and Close’ or 'Save and Continue' buttons to save the document
*These examples use Word. The Excel dialog boxes are the same.
Find document
Use this tool to find a managed document. Use the client and matter pickers to select a client and matter. This reduces the number of documents that will match your criteria.
Use the search box to search through document content. The tool will search through the content of the document and properties of the file.
Performing a "Save As" using the OneDesktop ribbon
Use the following 3 steps - 'Reuse' | 'Edit Data' | 'Manage'
Reuse
The ‘Reuse’ button on the OneDesktop ribbon will give you a copy of your document
When you reuse a document, this dialog box appears.
Clicking Yes will bring up the following dialog box
Edit Data
This allows you to change the meta data in your document.
Use ‘Edit Data’ to move a document to another client or matter number; to change author, recipient or filename; or to add or remove a category.
Make the required changes and click ‘OK’
The document meta data has now been updated
Manage
The document is "Unsaved" until you click 'Manage' - click 'Manage' to finish the "Save As" process
Delete
Use the 'X' to remove the file from the OneDesktop management system
1. Open the file and select the OneDesktop ribbon
2. Click ‘Delete’. Click ‘Yes’ and the file will be deleted from your documents but will remain open as per the dialog box above