Docrio Filing Cabinet Overview

Filing Cabinet allows you to view all of your Docrio files in one easy to navigate place. 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. 

This article is meant to act as an overview for the Filing Cabinet feature found within Docrio. After reading this article, you should have a much better understanding of what Filing Cabinet is, and how to use it. 

Why is Filing Cabinet Important? 

Prior to Filing Cabinet, there was no way to view all of your Docrio files in one place. This meant that it was difficult at times to find what you were looking for, or at the very least a little difficult to get a handle on how your files were organized. With Filing Cabinet we worked to alleviate those pain-points by creating a more centralized point for users to manage their files.

Additionally, before Filing Cabinet all uploaded files needed to be associated with a record. This meant that no matter which files you uploaded, they all needed to be nested within a record—even if that wasn’t really where they belonged. However, in creating Filing Cabinet it allowed us to add the ability for users to upload files without associating them with a record. This allows for greater flexibility in managing your files, and is especially helpful for more general documentation that you might use across your organization. 

Simply put, we created Filing Cabinet to make it easier to view and manage your files.  

Prerequisites and Permissions

A user’s ability to view and edit items within Filing Cabinet is inherited based on their existing Docrio permissions. This means that if a user can see a Matter, and the files within that Matter, the same user will be able to see that content within Filing Cabinet. 

A reminder that in order to use Docrio, users need to be assigned to the “Docrio End User” permission set. See this article for more information on permission sets.

At present, there is no way to assign more granular permissions to Filing Cabinet users. However, this is something that we hope to introduce in a future release.

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.

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  • Search for and click “Filing Cabinet” within the Quick Find bar.

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Navigating Filing Cabinet

Main Sections

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. 

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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.

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Additionally, there is a third section which displays a preview of a selected document. 

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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. 

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Folder Navigation

Upon opening Filing Cabinet you will notice a number of folders created by default. These folders (also called Pseudo 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. 

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Click the chevron (arrow) next to a folder to expand its contents below, and view other folders found within it.

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Click the name of the folder to open it on the right side and view its entire contents.  

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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 with a bit of sorting find the same information. 

Reminders

There is no limitation to the amount of folders that you can have nested within one another in Filing Cabinet. Keep in mind though that this, paired with the near-limitless amount of information that can be stored and searched for within Docrio, means that sometimes it will take a while to load information within Filing Cabinet. 

We ask that you be patient with Filing Cabinet, especially when searching for a large number of results, or drilling down to a particularly deep file.

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. 

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Left Side Searching

When searching for folders on the left side remember the following:

  • You cannot search using special characters.
  • Additionally, 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 only 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).

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The left section of Filing Cabinet only allows you to search for, and locate, folder names. Because it can only search for folder names, it's actually searching for the folder display name that you’ve set in the Docrio Admin Settings. A number of fields can be designated the folder display name. We’ve added a table below so that you can get a better understanding of which fields you can map to and search for. 

 

Label Field Type

Searchable?

Search Type

Auto Number (Name)

Yes

LIKE

Formula (Various Types)

Yes

LIKE or = (depends on type)

Lookup

Yes

=

Master-Detail

Yes

=

External Lookup

Yes

=

Id

Yes

=

Checkbox

Yes

= (string must be true/false)

Currency

Yes

=

Date

Yes

= (converted to date from string)

DateTime

Yes

= (converted to datetime from string)

Email

Yes

LIKE

Geolocation

No

 

Number

Yes

= (converted to number from string)

Percent

Yes

= (converted to number from string)

Phone

Yes

LIKE

Picklist

Yes

LIKE

Picklist (Multi-Select)

Yes

=

Text

Yes

LIKE

Text Area

Yes

LIKE

Text Area (Long)

No

 

Text Area (Rich)

No

 

Text (Encrypted)

No

 

Time

No

 

URL

Yes

LIKE

 

Right Side Searching

When searching on the right side remember the following:
  • 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 under the right side of the Filing Cabinet is a bit more robust. It should look familiar to you as it is the same search bar that appears within Docrio when a user is 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. The breadcrumb right below the search bar indicates the location of the user.

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. 

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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:

Keep in mind that files created in this way are “unrelated”. 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. 

  1. Grant the ability to create folders within Filing Cabinet via the Docrio Admin Settings. 
    • To do this, go to Docrio Admin Settings > Select Folder Actions > Select the profile you want to grant permissions to > check the box next to Create Filing Cabinet Folder.

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  2. Click the “Create Folder” button at the end of the search bar.

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  3. Name your folder in the box provided and click Create.

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File Names

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.

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