File Functions

NetDocuments File Functions

Importing Files into NetDocuments Add locally saved files to NetDocuments using the Upload feature. The imported files inherit the metadata and security settings of the destination matter workspace. To import files into NetDocuments: 1. With the ndWeb Home page displayed, click the Add button and from the menu, select Upload. The Select document(s) to import dialog box is displayed. 2. Navigate to and select the appropriate file(s), then click Open. The Upload Documents page is displayed.

7. Complete the required profile fields.

Required profile fields are indicated with asterisks next to the field names. 8. To apply the completed profile information to all files to import, select the Apply these profile values to this document and the other documents in the import list radio button.

To profile each document with different profile values, select the Apply these profile values to this document only radio button. 9. To finish, click Continue. Once the upload is complete, the imported files are listed in the Display Pane.

To select additional files, click the Select more The file size limit for a single file imported into NetDocuments documents link or drag and drop files from a File Explorer is 1GB. dialog box. If you created a default profile template, those profile fields are Modifying the Document Profile automatically completed. To modify the document profile values: 3. From the File in this Folder section, choose a category and select the destination workspace. 1. With the ndWeb Home page displayed, navigate to and select the document to edit the profile. To search for a workspace, click the Select another Matter link and using the Workspaces 2. To modify the document profile: dialog box, find the appropriate workspace. . From the Display Pane, select the document check 4. To save the files with additional profile fields completed, box or the white space next to the file name and expand the workspace and select a folder. from the Power Bar, click the Edit profile button. 5. Select the appropriate Import mode. . From the Power Bar, click the More button, then 6. To continue, click OK. select Edit profile. The Edit Profile/Tags page is displayed. . Right-click the appropriate document and select Edit profile. The Edit Profile/Tags page is displayed. 3. Modify the appropriate profile values and click OK.

5/13/2021 Page 1 of 4 The Edit Profile/Tags page is closed and the profile is updated. To move a document from one workspace to another, from the List View, drag and drop the appropriate file to the left margin of the ndWeb window and a transparent drop-zone is displayed Moving or Coping Existing Documents that opens the Navigation Pane. With the Navigation Pane Use the Move/Copy feature to add a document link to a displayed, drag and hover over a container to expand it and folder in the same workspace, move documents from one continue expanding containers until the appropriate workspace folder is displayed, then drop the file on the folder. A workspace to another, or copy a document to a different confirmation message is displayed in the lower-right corner of workspace. the window. To move or copy existing documents: To copy a document to a different workspace: 1. Navigate to and select the document to move or copy. 1. Display the Document Options for the appropriate 2. From the Power Bar, click the More button and choose document and select Move/Copy. Move/Copy from the Document Options. 2. From the Move/Copy dialog box, select the destination The Move/Copy dialog box is displayed. workspace and/or folder and click the Copy button. The New document name field is displayed.

3. Type the new document name and click OK. The Edit Profile/Tags page is displayed. 4. Modify any additional profile data and click Continue. The file is copied.

Exporting a Document 3. Navigate to the appropriate matter workspace and select Copy documents from NetDocuments to a local, network, or a folder. a portable drive using the Download command. Once a document is exported, any changes made to the exported copy can only be saved to NetDocuments as a new document 4. Click the Move button to move the document from the or imported as a new version. current location. To export a document: The document is added to the folder and retains the same Doc 1. Navigate to and select the document to export. ID. 2. From the Power Bar, click the More button and choose Or click the Copy button to create a copy of the Download from the Document Options. document. The Download Documents dialog box is displayed. The document is added to the folder and with a new Doc ID. To move a document from one workspace to another: 1. Display the Document Options for the appropriate document and select Move/Copy. 2. From the Move/Copy dialog box, select the destination workspace from the Recent Matters or Favorite Matters list or search for the workspace. 3. Click the Move button. The document is moved to the destination workspace and the profile is updated with the destination client and matter.

3. Click the file’s Options button to open the file or navigate to it.

5. Click the Show Members button. The members of the group are displayed. 6. To provide access to a specific user, select a member name and click the Select button. The name is added to the People sharing this document field.

To remove members, select the member name in the People sharing this document field and click the Deselect button. 7. To set the access level for a member, select the member name. 8. Set an access level radio button:

4. To close the Download Documents dialog box, click . VESA. Provides View, Edit, Share, and Close. Administrative rights to the file. . VES. Grants View, Edit, and Share rights to the file. Setting Document Security Options . VE. Provides View and Edit access rights only. Document security refers to controls placed on a document to restrict the users or groups of users who can view, edit, or . VS. Provides View and Share rights to the file. share the document. By default, security rights are set . V. Grants View-only rights . according to the folder properties chosen when a document is saved, and no additional action is necessary. . No Access. Blocks all access to the file.

To set document security options: To save these selections as a template for future documents, once you set the user group and options, click the 1. Navigate to and select the target file and from the Power Save as template link. Bar, click the More button and choose Modify access from the Document Opti ons. To freeze the access list when the file is moved to another folder or workspace, select the Freeze ACL check box. The Document Access List dialog box is displayed. 2. Click the Modify Access button. The Access List dialog box is displayed.

9. To finish setting security for the selected document, click Close.

Creating a Pre-Profiled Document Save time when creating a new blank document by using the Add feature in NetDocuments.

To create a pre-profiled document: 3. To display the available user groups, click the User 1. Click the Add button and from the menu, select Blank Groups options button and select from the menu. document. 4. To display the members of the user group, select the The Create a New Document page is displayed. group name.

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4. Click the Users button. The available users who have access to the document are 2. From the Document name field, type the name. displayed. 3. Click the Document format options button and select Depending on the default security, it may be necessary to the file format from the menu. modify access to the document and add users to provide access to the document before configuring the Follow feature. Users 4. Select the workspace and folder where the document must have a minimum of View (V) access to the document. will be saved. 5. From the Available Users field, choose the user name 5. Complete the required profile fields, or select a template and click the Select button. from the Apply profile template section and click OK. The name is added to the Selected Users field. The document is profiled and opened in the associated application. 6. To continue setting the alert, click OK.

If you created a default profile template, those fields will be The Define Alert dialog box is displayed. completed automatically. Similarly, if you select a profile 7. Confirm that the email addresses for notifications are template from the Apply profile template section, the correct. appropriate fields are completed automatically. If all required fields are not defined in the selected template, the Edit To send alerts to more than one email address, separate email Profile/Tags window will display to allow completion. addresses with a semicolon.

8. Set the remaining options and click OK to close the Following a Document dialog box and return to the Document Alerts dialog box. Set an alert to receive an email message notifying you when a The designated user is displayed in the Rules field. designated person accesses or modifies a document or adds 9. To finish setting the alert, click OK. files to a folder. To follow a document: When a designated person accesses the document, an email message notifies you anytime activity occurs on the document 1. With the ndWeb Home page displayed, navigate to and with this information: select the target file(s) to follow. 2. To set an alert, with the files displayed in List View, from the Power Bar, click the More button and select Follow from the Document Options. The Document Alerts dialog box is displayed. 3. To designate a user to follow, click the Add button. The Define Alert dialog box is displayed.

Default DocID options can be set prior to inserting a DocID by

clicking the Change Defaults button from the DocX-ID tab in the ribbon.