Documents - Register
- Karen McDonald
- Former user (Deleted)
- Gemma Heidemann
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The Documents Module Diagram is especially useful for seeing all the parts that feed into and out of the Documents Module.
The Document Register is where the flow of any Documents held by your firm will be controlled from. It allows you to easily find documents, track the status and update as required.
You can create or upload new documents, search what is already in the system, change the status or open individual documents and much more from this screen.
Navigating the Document Register
You can access the Documents Register by selecting the Blue book icon at the top of the screen.
How to Search using Advanced Search for Documents
There are multiple ways to search and sort your documents. Within the matter, you have a simplified view of your documents that are specifically for that matter within a short date range. Matter - Edit | Documents
However if you aren’t finding what you want, using the Documents Module full Advanced Search will allow more options and customisable search fields to easily find what you are looking for.
Note that the more data you record against your document in the metadata, the easier it will be to find. E.g. you can set the category, form of communication, document folder and other details in the metadata
On the Documents Register, you will see multiple default search options at the top of the page including
Matter Number or Name
Doc No
Doc Type
Modified or Created dates
Matter contacts
Status
After these default searches, there is an area for Extra Parameters which is actived once you have enabled your person search parameters
Extra Parameters
The Extra Parameters searches are specific to your user that you are logged in as. Changes to this will only affect your user and will stay until you change them.
To add in additional search parameters, click on the ‘Choose Serach Parameters’ option.
There is a list of optional search parameters. The greyed out tickboxes and the default search options.
Tick the boxes for information relevant to how you search and then press ‘Save parameters’. You can search by the majority of data against a document.
Once you have saved, you will find that your Extra Parameters area fills in with the search options you have chosen.
Make sure to mix and match to see what suits you best. E.g. You may find that a combination of Matter Number and Document Name perfect; or using the File Type narrow the type of the document to word documents only suits your search!
At any point, you can hit the ‘reset’ button on the bottom of your search to clear out all the search options you have entered. (This won’t reset your Extra Parameters!)
Similarly to the Extra parameters, you can also customise the columns that are viewed when you do have a search result that you want to sort further. Make your Document Register comfortable for you to use!
How to Open and Edit
To open a Document on the document register you can either:
Click on the hyperlink attached to the name of the Document
orby clicking the ‘Open’ at the end of each document line.
Selecting the Document Number will take you to the Document Metadata page or the Document Details page where you can make changes to the document as required. You can also make changes to the document by using the drop down menu at the end of every document line.
Open: This will open the document in the relevant program e.g. Microsoft Word
Download: Will download to your computer based on your browser download options
Rename: Gives you the option to Rename your document
Edit Metadata: Takes you to the Metadata (information about document) page for that document where you have more fields that you can edit.
Change Status: Allows you to change the status of the document e.g. draft to final etc
Save as Copy: Copies the document and allows you to name it
Unlock: This allows you to manually unlock a document that someone else is editing in word.
NOTE: If someone else is editing the document, you do not want to unlock it. Instead, ask the other person to close the document so you can edit it. Unlocking is only to be used if Microsoft Word believes a document is open that is NOT open.
Delete: Deletes the document from the Wise Owl System.
FAQs
What is my firm’s URL?
When you start using Wise Owl you will be given your very own URL to log into the product. Your URL will generally look like <Your firm>.wols.com.au
Where can I see a list of available document templates?
We release documents to current subscribers based on their area however, if you would like additional documents released to your database, please let us know.
A full list of templates can be seen at Documents Templates Available
What is my Documents path?
Win 10 \\<your firm URL\docs
Win 7 \\<your firm URL>@SSL\docs
How do I turn on Documents 'Remember Me'?
If the Remember Me option is not showing up when you open a Word Document and you have to login everyday, please contact the HelpDesk. There is a security setting that will need to be allowed for your firm.
Once the Remember Me option is turned on, you will the Remember Me option show up the first time that you open a document in Microsoft Word.
It will give you the option to Remember your login for anywhere from 1 day up to 365 days after which you will need to re-login.
If you don't wish to have your login remembered, select the 'Don't Remember Me' option.
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