Docrio lets you store and work with files directly within Litify—on the matters, intakes, and other records you work with every day. From police reports to case cost receipts, you can keep all of your files organized and in one place throughout the lifecycle of your cases.

With Docrio, you can:

  • See files relevant to your work
  • Find specific files with ease
  • Preview files directly in Litify
  • Upload new files, and add new versions of files to Litify

This user guide discusses document management for Matters. The same user experience is true for documents attached to any object (e.g., Accounts, Intakes). Contact your Salesforce Administrator if you need Docrio added to an object.

Required Permissions

  • Users must have the Docrio End User Permission Set assigned to view files. See the Docrio Admin Guide for setup instructions.
  • Users must have File Actions assigned to their Salesforce Profile in order to interact with files.

Basic Navigation

  1. Open Litify Matters > Matters > select a Matter Name.
  2. Choose the Documents tab.docrio1.jpeg

Document Views

There are four main views for exploring files associated to a Matter: Category, Favorites, List and Search Results.

To sort files within any view, select a column header. Clicking twice reverses the sort. Files are initially sorted by the FILE NAME column. Your Docrio administrator can customize the columns in each view.

Category View

Category view resembles a traditional folder structure. Files are organized into “folders” based on the category and sub-category assigned to them. Categories can be assigned when uploading a file, or by editing a file within the File Info tab in the slideout panel.

Category Options & Hierarchies (Default)

Your organization’s categories may be organized differently.

  • Case Costs
    • Damages
    • Expenses
  • Client Documents
  • Emails
  • Litigation Documents
    • Filings
    • Letters
    • Motions
    • Pleadings
  • Records
    • Medical Records
    • Police Records
  • Uncategorized

Favorites View

The Favorites view shows files that you previously starred in either the Category or List view. Favorites are specific to the record you are viewing, and to you as a user. You won’t see favorites from other users, and they won’t see yours.

docrio2.jpeg

  • Selecting the star next to a file adds it to your Favorites view.
  • De-selecting the star next to a file removes it from your Favorites view.

List View

The List view shows all files attached to a Matter in a flat list. It’s the easiest way to see everything at once, or to sort all files to show the most recent ones.

Search Results View

Results from the Advanced Search are displayed in a temporary, fourth document view.

  • You can toggle between the Search Results view and other views without resetting your Advanced Search filters.
  • The Category, Favorites, and List view does not share the applied filters active in your Search Results view.

File Actions

Quickly interact with a file via the ACTIONS column.

  1. Navigate to Litify Matters > Matters > select a Matter Name.
  2. Select the Documents tab.
  3. Find the ACTIONS column next to your file.
  4. Expand the dropdown to select an action.

From the ACTIONS column, you can:

  • Copy
  • Delete
  • Move
  • Add New Version
  • Preview
  • View History
  • View Versions

You can also access file actions within a file’s detail panel.

Copy Document

You can copy an existing file, rename it, and associate it to a new record.

  1. Navigate to Litify Matters > Matters > select a Matter Name.
  2. Select the Documents tab > select a FILE NAME.
  3. Select the Copy icon at the top right. A modal appears.
  4. Choose the record it should belong to.
  5. Review the name of the document and rename if necessary.
  6. Select Copy.

A copy of your file now exists on the designated matter.

Delete Document

You can delete files attached to your matter from the details panel.

  1. Navigate to Litify Matters > Matters > select a Matter Name.
  2. Select the Documents tab > select a FILE NAME.
  3. Select the Delete icon at the top right. A modal appears.
  4. Select Delete again to confirm.

Move Document

You can move files between different objects from the details panel.

  1. Navigate to Litify Matters > Matters > select a Matter Name.
  2. Select the Documents tab > select a FILE NAME.
  3. Select the Move icon at the top right. A modal appears.
  4. Choose a new record to associate the file to.
  5. Select Move to confirm.

Upload Document

  1. Open Litify Matters > Matters > select a Matter Name.
  2. Choose the Documents tab in the expanded Intake.
  3. Select the Upload icon in the submenu to access files on your local hard drive.docrio3.jpeg
  4. Choose all the files you wish to upload and select Open.
  5. Review the pre-populated File Name and change if necessary.
  6. Select a Document Category from the dropdown. This selection determines where in the file tree on a given Intake your documents are stored from the Category view.
    • Records and Case Costs have sub-categories for more specific organization.
  7. Select Upload. An upload status bar appears.
  8. Once the upload is complete, you can review your documents quickly by toggling to the List view and sorting by CREATED DATE.

You can also drag-and-drop files from your local hard drive into the matter’s Documents Tab.

Note: Document Categories are customizable. Contact your Salesforce Administrator if you would like to add a new document category.

See Details, Preview, and Versions

Each file attached to a Matter has a detail slideout panel. This panel allows you to preview documents, view and edit details, and review versions as well as a history of user actions taken.

Preview Document

  1. Navigate to Litify Matters > Matters > select a Matter Name.
  2. Select the Documents tab > select a FILE NAME.docrio4.jpeg
  3. Select the Preview tab in the detail slideout panel. A preview of your document loads.
  4. From here, you can choose to Expand or Download the document using the icons next to the file name.

Supported File Extensions & Size Limits

Docrio can render live previews for the following file types:

bmp jpeg rgb xltx
cmx pbm rtf xpm
csv pdf svg xwd
doc pgm tif  
docx png txt  
dotm pnm xbm  
dotx ppm xls  
gif ppt xlsm  
ico pptx xlsx  
ief ras xltm  

File Size Limit: 5GB

Edit Document Info

  1. Navigate to Litify Matters > Matters > select a Matter Name.
  2. Select the Documents tab > select a FILE NAME.
  3. Select the Info tab in the detail slideout panel. Metadata for your document loads.
  4. Select Edit to update your document’s metadata.
  5. Save once you’ve made all necessary changes.
Editable Fields
  • File Name
  • Owner ID
  • Author
  • Description
  • Document Category
  • Document Subcategory

Review Document Versions

Review and download all document versions for a file in the Versions tab. You can see which users uploaded a new version and when.

  1. Navigate to Litify Matters > Matters > select a Matter Name.
  2. Select the Documents tab > select a FILE NAME.
  3. Select the Versions tab in the detail slideout panel. All versions of your document loads.
  4. Select New Version to upload a new file. Your local files appear for selection.
  5. Choose a file and select Open to add it as a new document version.

You can download any version of your document by selecting the Download icon.

See Document History

Track user interactions with a document in its History tab. The following user actions are recorded: Copy, Move, New Version, and Download.

  1. Navigate to Litify Matters > Matters > select a Matter Name.
  2. Select the Documents tab > select a FILE NAME.
  3. Select the History tab in the detail slideout panel. All versions of your document loads.

Search Documents

Filter through your Matter’s associated files using the search bar. Text input into the search bar is checked against the existing file names and descriptions of all attached documents; delete your input to undo the search.

Note: Searches query against the chosen Display Field and Description Field of all files associated to the object. When the Display Field for a document is blank, File Name is used instead.

Advanced Search

The Advanced Search slideout allows you to find files using criteria beyond File Name and Description. With the Advanced Search, you can combine multiple filters to create a list of files which match your specified criteria.

Available Fields (Default)

Your Salesforce Administrator can add or remove fields. Read the Admin Guide for more information.

  • Author
  • Created By
  • Created Date
  • Document Category
  • Document Sub-Category
  • File Name
  • File Type
  • Last Modified By
  • Last Modified Date
  • Latest Version
  • Owner
  • Related To

Use Advanced Search

  1. Select the Advanced Search icon (Magnifying Glass).docrio5.jpeg
  2. Input your criteria.
  3. Select Go (or hit Enter/Return).docrio6.jpeg
  4. A list of files that match your filter criteria appears.
  5. Modify your Advanced Search criteria by selecting the icon to open the slideout.
  6. Select Clear All to remove all filters.
    • You can also remove search filters by selecting the x on each applied filter above your search results.

Clear an Advanced Search

There are three ways to clear an Advanced Search:

  1. Select Clear Search Results in the VIEW BY submenu.docrio7.jpeg
  2. Open the Advanced Search panel by selecting the Magnifying Glass icon > Clear All.
  3. Close all Search Filters in the SEARCH FILTERS submenu.

Modify an Advanced Search

You can modify an Advanced Search by expanding the Advanced Search panel and updating your filters.

  1. Select the Magnifying Glass icon.
  2. Add/Remove filters.
  3. Select Go (or hit Enter/Return).

Alternatively, you can remove each filter individually from the SEARCH FILTERS submenu.

File Advanced Search (Global)

You can perform a global file search across all records using File Advanced Search.

  1. Open the App Launcher > File Advanced Search.docrio8.jpeg
  2. Input filter criteria.
  3. Select Go (or hit Enter/Return).

Toggle Between Record Types

The Related To field in the File Advanced Search options enables users to limit the scope of their search to one specific record. When blank, all supported records are searched.

Limitations

The Related To field displays a list of recently viewed record Names, shown below:

docrio9.jpeg

These Names are not accepted as search criteria. Instead, input a value related to the Display Field of the record you want to find. Display Fields may vary per object based on the configuration of your Salesforce Org.

Create Packets

A packet is a set of document templates that have been merged into one collection. A document template cannot be accessed and utilized without being part of a packet.

  1. Navigate to App Launcher > Packet Builder
  2. Select New Packet. 
  3. Complete the following fields:
    • Packet Name: Used by internal organization for selection.
    • Packet Code: Optional code for quick reference
    • Starting Object: Must match the starting object of templates going inside  a packet.
  4. Save
  5. Select Add Template(s).
  6. Choose the template. 
  7. Select Add Template(s)
  8. Save. 
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