The Document Register is used to record documents that are held by your firm for your clients. It also allows you to access, manage, control and track the status of the documents, e.g., wills, certificates of titles, powers of attorney, deeds, contracts and leases.
When adding an item to the Document Register, you have the option to allocate a unique reference or location code for that particular document, as well as being able to attach the electronic version of the document.
Adding a new document
The Document Register is located within the Actions widget on the Dashboard.
Select Document registry from the Actions widget.
Select Add New Document.
Enter the client reference or client name in the Client Ref field and click the search icon.
Select the client by double-clicking on the client record. The client name is populated.
Select the search icon to find the matter and select the matter by double clicking on the matter record. The matter reference and matter details are populated.
Enter the document reference and location code.
Details Tab
Complete the details below:
Date of document: Date of the document
Lodgement Date: Date document registered on the system
Review Date: Select date to review the registered document
Do not destroy: Enter a do not destroy date
Codicil Date 1: Date of 1st amendment
Codicil Date 2: Date of 2nd amendment
Date of will: If the drop-down document type is Will then record the date of the Will
Document Type: Select document type from the drop down list
Description: Enter a description of the document
Fee Earner: Enter the fee earner details
Deceased: Tick if the client is deceased
Browse: Browse to the file path of the electronic version of the document. IMPORTANT: Documents can only be saved to the register record from OneDrive
Select Save. The new document has been added to the register.
Click OK.
Movements Tab
If the details of the document are to be moved for any reason, please follow the steps below:
Add the details of the move:
Fee Earner: Fee earner recording the new movement
Code: Select the activity code from the drop-down list
Date In/Out: Date of the new movement
Date Expected: Date document expected
Description: Enter a description of the new movement
Click Add new movement to update the record.
Click OK
Extra Info Tab
Add any extra information:
Annual Fee: Enter the fee being charged to hold the document
Payment Type: Select how the fee was paid from the drop-down list
Renewal Date: Date the the annual fee is due
Acquired Ref: Enter previous reference
Acquired From: Enter details of where the document was acquired
Date Acquired: Date the document was acquired
Sundry Internal Ref: Internal reference can be entered here
Notes: Freehand notes can be added
Click Update and then OK.
Permanently out Tab
If the document is permanently out:
Enter who sent it out, the date it was sent and the person and location it was sent.
Update the record and click OK.
Notes Tab
Specific notes can be recorded here by following the steps below:
Enter the note.
Click Update to save the note against the document.
Executors Testator/Owner Tab
If the document is a Will, the following information can be recorded:
The name of the person who has made the Will can be recorded in the Testator / Owner field.
Enter the details accordingly in the Executor 1 ro 4 fields.
Click Update to save the details against the document.