Advanced Document Management System - Setting Up and Using Documents/Files/Folders/Subfolders Follow
The CRM features a very powerful, advanced document management system that allows systemwide management and accessibility of documents. Our document management system allows you to manage, create, search, and view files and folders across all leads/cases in the system.
The advanced document management system also includes features to view and undelete any documents that may have been deleted, and the ability to create document reports and download several documents at once.
Table of Contents
Setting Up and Using the CRM Document Management System
You may keep the default settings that the CRM provides out-of-the-box or create your own folder layout for your entire system. If you would like to customize your folder layout for the entire system or for specific case types, then proceed below. Otherwise, skip this section.
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Using the main navigation menu located on the left-hand side of the screen go to "Setup".
Next, navigate to "Document Settings" to enter the systemwide document settings screen.
This is where you will be able to view and create systemwide folders for every lead/case in your entire CRM system.
You must be a user with admin access, or you will not be able to see these menu options. Please ask your firm administrator or IT department if you need assistance.
Creating Systemwide Folders
Remember, on this screen, you are creating a hierarchical folder structure for that applies to the entire CRM system and not just making a change in 1 specific record.
To add a new default folder or subfolder that will apply to all case types in the CRM, click on any existing folder under the "All" case type, and then press the green "+" button that appears.
This will open the "Create Folder for All Cases" pop-up. Next, name your folder and then press the "Create" button in the pop-up.
In addition, you also have the option to add a case-type specific folder rule by clicking the "Add New Case Type Rule" button in the top-right corner of the screen. This feature is helpful for adding folders that only need to exist in specific case types.
⚠️ After adding a folder, you must then click the "Apply Changes" button in the top-right corner of the screen. If you do not apply your changes, then they will not be saved and will need to be redone. Therefore, if you do not like what you added, just exit the screen without applying your changes. You may apply your changes as frequently as you like.
After applying changes, the new folder(s) will be added to every record across your entire CRM system within about 15 minutes. This could take a bit longer depending on the number of records in your system.
Renaming Systemwide Folders
To rename a folder, click the pad and pencil "Edit" icon that appears whenever you click on any existing folder.
This will allow the folder name to be edited. Rename the folder, and then press the "Enter" key on your keyboard to save the change.
⚠️ Be sure to click the "Apply Changes" button in the top-right corner of the screen to finish saving any changes to folder names.
Removing Systemwide Folders
You may remove a custom systemwide folder at any time, but it is not suggested to do this frequently since it could cause a latency issue in your system if you have a lot of records. Removing a custom systemwide folder will not delete the contents of folders that are not empty. In other words, the folder will not be deleted from the lead/case records where that folder is being used to store documents. Only empty folders will be removed.
To remove a systemwide folder, click the "X" button that appears whenever you click on an existing custom folder.
The following warning pop-up will appear since the system will ask for double confirmation from you.
⚠️ And remember, if you do not like your changes and do not want to save them, or made a mistake, then leave the screen and do *not* press the "Apply Changes" button. Once you press the "Apply Changes" button, the changes cannot be reversed.
💡 Only custom folders that are manually created can be removed. The CRM comes with several default folders that cannot be deleted, but you do have the ability to rename them. Please review the CRM Default Folders for Every Lead/Case section of this article below for more information.
Using the Systemwide Documents Screen
To access the systemwide Documents screen, go to "Documents" using the main navigation menu located on the left-hand side of the CRM.
Inside the Documents screen, click the name of any file to open and view that document. Please note that you can download a document by clicking the "Download" option located beneath the file name.
Here is a closer look at the Documents screen:
Using the Filters option near the top-right corner of the screen, you can change the date range to show documents from the current month, all date ranges, or a custom date range. You can also filter the documents by default folders, categories, case types, etc.
Next to Filters, you will see a Search bar. You may enter a keyword search to look by folder name and file name. This is a very powerful and quick way to find any documents that you may be searching for across all of your leads/cases.
Additionally, you can click the ↑↓ arrows next to any column name on the Documents screen to sort the document files by that column.
Viewing Documents and Files Inside of a Lead/Case
Now, let's switch from the systemwide Documents screen to viewing documents and folders inside of one specific lead/case record.
First, open up any lead/case record in the CRM. Then, go to the Documents section of the record by using the menu located on the left-hand side of the screen.
User Permissions That Affect Documents/Folders in the CRM
There are a couple of user permissions that are important to note as they relate to documents/files, folders, and subfolders. The firm administrator or IT department can give each user the following permissions in the CRM for document/file management:
- Edit Rights - Allows the user to create, read, and update files and folders. With this permission, a user can open/preview documents, edit documents, create new folders, rename folders, and move files between folders.
- Delete Rights - Gives a user full permission to create, read, update, and delete files and folders.
⚠️ Delete Rights is a permission only recommended for administrators or management users.
Please ask your firm administrator or IT department if you need assistance and do not have the appropriate permissions for your role at the firm.
In the Documents section of a lead/case record, right-click over any document with your mouse to open the file options.
If you attempt to delete a file or folder and your user account does not have the Delete Rights permission, you will receive a warning message from the system.
CRM Default Folders for Every Lead/Case
The CRM's document management system automatically creates eight (8) default folders in every lead/case record. These default folders cannot be deleted and they can only be renamed from the systemwide Document Settings screen. If you would like to change the name of a default folder, then you will need to make those edits by going to Setup > Document Settings.
The default folders that are automatically created are:
- Document Templates - This folder will contain any document templates that are generated for a lead/case.
- Email Attachments - This folder will automatically store any attachments from emails that are sent and received within a lead/case.
- Medical Records - This folder will automatically store any medical record PDFs that were ordered and received from the Medical Record Retrieval API.
- Note Attachments - This folder will automatically store any attachments from notes that are added within the lead/case.
- Photos - This folder will automatically store any photos or videos that are received via text message from the lead/case.
- Recordings - This folder will automatically store any call recordings from CRM tracking numbers (if you have call recordings enabled).
- Signed Contracts - This folder will automatically store any signed e-sign contracts that are processed and received through the CRM's built-in e-sign service.
- Tasks - This folder will automatically store any attachments added to tasks within the lead/case.
In the following example, there is a subfolder that was manually created called "Test Subfolder". Notice how this folder can be deleted and renamed since it is not a default folder.
However, you will not see the delete or rename options for default folders. Default folders cannot be deleted and they can only be renamed inside the systemwide document settings screen.
If you need further assistance with your CRM system, please reach out to the support team.
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