The Docrio Filing Cabinet allows you to view all of of your firm's Docrio files in one location. There you can view related items organised in folders, expand those folders to view their contents, or use the integrated advanced search bar to find specific items.
Additionally, users can use the Filing Cabinet to upload files that are not related to a specific record. Users can create folders for files that are not specific to a case; and upload those more general files here.
This article covers general usage information for the Docrio Filing Cabinet. For more information on setting up this feature, please see our related article.
Table of Contents
- Opening Filing Cabinet
- Navigating Filing Cabinet
- Main Sections
- Folder Navigation
- Searching Within Filing Cabinet
- Left Side Searching
- Right Side Searching
- Creating Folders in Filing Cabinet
- File Names
- Related Articles
Opening Filing Cabinet
Filing Cabinet is its own tab within the Docrio app. Launch the Filing Cabinet by doing one of the following:
- Click the corresponding tab within Docrio.
- Search for and click “Filing Cabinet” within the Quick Find bar.
Navigating Filing Cabinet
Filing Cabinet is broken up into two main sections. The left section (1) is dedicated to folder navigation. It’s meant to help you find the general location of what you’re looking for. While the right section (2) is meant to allow for a more detailed view of a folder's contents.
As a reminder, the left section will only display folders, not individual files.
Click Hide Cabinet or Show Cabinet to expand or collapse the left side of the screen.
Additionally, there is a third section which displays a preview of a selected document.
Also keep in mind that all folder and file actions are available to you for items that appear in the right section. To access these actions, click the down-arrow under the Actions column for the desired item.
Upon opening Filing Cabinet you will notice a number of folders created by default. These folders are created based on the default objects working in the background of your organization. They help to organize your files in a way that will hopefully seem familiar to you—as seen in the image below.
Click the chevron (arrow) next to a folder to expand its contents below, and view other folders found within it.
Click the name of the folder to open it on the right side and view its entire contents.
As you might have noticed, the folders in the left section of Filing Cabinet allow for different routes to locate the same information. By clicking on the “Matter” folder you can drill down to a specific case and locate an Expense file associated with that case. Alternatively, you could click the “Expense” folder and find the same information.
Searching Within Filing Cabinet
Both the left and right sections of Filing Cabinet have a search bar near their top. You can use these search bars to narrow down the items being displayed in either section.
Left Side Searching
Use the left search bar to search across all Folders. When using this search field, remember the following:
- You cannot search using special characters.
- Your search term has to be more than two characters long.
- The left is ONLY searching folder names, not files.
- When searching, the left side will display 1,000 search results at a time, even if there are more. If your search results exceed that number we recommend that you refine your search to narrow down what you are looking for.
- When expanding a folder, only the first 20 results will be returned. There is a tool tip that will appear at the bottom of the displayed results prompting you to show more if you’d like (see image below).
Right Side Searching
- Your search term has to be more than two characters long.
- The right section is searching folders AND files.
- When searching, the right side will only display 200 search results at a time, even if there are more.
- If your search results exceed that number we recommend that you refine your search to narrow down what you are looking for.
The search bar found on the right side of the Filing Cabinet is more robust. It should look familiar to you as it is the same search bar that appears within Docrio when a user is searching on a record. Searching on the right side of the filing cabinet behaves exactly as it does on a record. The search performed on the right will search the entire location that the user is in.
You will notice the magnifying glass next to its search bar, thus allowing you to perform advanced searches. Click on the magnifying glass to make the advanced search menu appear.
Creating Folders in Filing Cabinet
By default, Filing Cabinet will create folders based on the default objects your organization uses, and will populate those folders with their associated contents. This means that your Damages folder will have sub-folders such as Broken Arm, ER Visit, and Hospital Bill, while the Matters folder will link to individual Matters.
However, you may find the need to create even more folders. To do this two things need to be done:
- Confirm that you have the necessary permissions to create folders.
- Click the “Create Folder” button at the end of the search bar.
- Name your folder in the box provided and click Create.
Keep in mind that folders created in the filing cabinet are not associated with any specific record. These folders, and any files contained within, will only be visible within the Filing Cabinet. This means that they can be used to house files that are unrelated (or unassociated) with other records. This is ideal for files that are used firm-wide, or that don’t fit nicely under one record.
You might have noticed that some files have a “Related” tag under them. This tag designates if the contents of that folder are associated with other records, or not. So keep in mind the following:
- The “Related” tag under a file means that it includes information that is related to other records.
- Files missing the “Related” tag are specific to Filing Cabinet, and as such are not associated with other records.