Documents and Files on Cases

You can upload documents to cases and maintain them in a folder structure. See Document Folders below. Although we refer to "documents", you can upload other types of files like PDFs, spreadsheets, images, sound files, etc.

Related: Document Templates

There are 4 ways to add documents to a case:

• Add New Document in the Actions menu

• While adding a case note

• Drag and drop into the document folders on a case

• Attach a document to an email sent to a case

The default file size limit on direct uploads is 500MB per file. For attachments to email messages, the size limit per message (including any attachments) is 80MB.

Option 1 — Add New Document in Case Profile

• Open the main profile for the case to which you want to add documents.

• Under the Actions menu, select Add New Document. (On sites still using the legacy interface, this link will appear on the right side of the screen.)

• Complete the document profile form and select the document you want to upload using the Browse... button to locate the document on your computer.

  • Document Title — if you leave this field blank, LegalServer will automatically use the file name as the document title.

  • Folder — by default, the main case folder is selected in the dropdown. To place the document in a subfolder within the case, select a different folder from the dropdown.

  • Viewable offline — this field only applies to sites that use online intake.

  • If you want to add more than one document, click Upload and Add Another to upload the first document and return to the document profile form to add an additional document.

  • When you are finished completing the document profile, click Continue in the lower right corner to add the document and return to the main profile.

Option 2 — Attachment to Case Note

• Open the main profile for the case to which you want to add documents.

• Under the Actions menu, select Add Case Notes. The precise name of the link might vary depending on your site configuration. (On sites still using the legacy interface, this link will appear on the right side of the screen.)

• Compose the case note as you normally would. The precise appearance of the new note form will vary depending on your site configuration.

• Scroll down to the bottom of the form to the Documents section.

• Select the document you want to add using the Browse... button and the folder where you want it to be added using the Folder dropdown.

  • If you do not select a folder, the document will automatically be placed in the main folder for the case.

• If you want to add more than one document, click Upload File and Add Another to upload the first document and return to the case note form to add an additional document.

• When you are finished attaching documents to the case note, click Continue in the lower right corner to add the note and its attached document(s) to the case.

• The newly added document can be retrieved from the case documents folder or from the note to which it was attached.

• The document title is set to the file name by default. You can rename the document by editing the document's profile:

  • Click on the document (either in the documents list or the case note) to open the profile.

  • Under the Actions menu, select Edit this document. (On sites still using the legacy interface, this link will appear on the right side of the screen.)

• When you are finished editing the document profile, click Continue in the lower right corner to save your changes and return to the main profile.

Option 3 —Drag and Drop in Case Documents Folders

NOTE: This feature is enabled by default. If it does not work, ask your site administrator to enable the "Show AJAX Document Lists" setting on the Admin > Document Settings page.

• Open the main profile for the case to which you want to add documents.

• Scroll to the section of the main profile where the case documents folders are displayed. The precise placement of the documents list in the main profile will vary depending on your site's configuration.

• Locate the file on your computer that you want to add to the case documents folder.

  • Drag the file into your browser window and drop it in the case documents folder (or one of the subfolders).

  • As you drag the file over the folders, they will be highlighted in yellow so you know which folder you're aiming at.

• When you drop the file in the desired folder, the file will automatically upload to LegalServer.

• If you want to move the file to a different folder within the case, just drag and drop it to the new folder.

• The document title is set to the file name by default. You can rename the document by editing the document's profile:

  • To edit the document profile, click on the document to open the profile.

  • Under the Actions menu, select Edit this document. (On sites still using the legacy interface, this link will appear on the right side of the screen.)

• • When you are finished editing the document profile, click Continue in the lower right corner to save your changes and return to the main profile.

Option 4 — E-mail Attachment to Case

In LegalServer, you can e-mail notes and documents directly to cases. For details about this feature, see Email Notes to a Case.

IMPORTANT NOTE: Before using this feature, you must be aware of the risks of sending documents via e-mail. Information sent via e-mail is not secure, including information in attachments. Sending documents that contain client information via e-mail creates a risk that confidential information could be intercepted and viewed by unauthorized third parties.

• Compose an e-mail to the case using the following format for the address: [case number]@[site name].legalserver.org .

  • Case number refers to the full case number, such as "14-0000123".

  • 'Site name' refers to the name of your organization's instance of LegalServer, such as "abcd".

  • Using this example, the address would look like this: "14-0000123@abcd.legalserver.org" .

• You can attach multiple documents to the e-mail.

• LegalServer will add the e-mail to the case profile as a case note, and the attached documents will appear as attachments to the note.

• Documents attached to e-mails are automatically placed in a Mail folder within the case documents folder.