Document Management - Overview
AA-00894
Introduction to IRIS and Document Management in HoudiniESQ
HoudiniESQ lets you quickly and effectively assign documents to a Matter via the IRIS Repository. Under the Matter view window, click the Docs tab. You can also access a Matter's documents via the Matter Dashboard with the associated Docs tab.
Here, you can switch between views of the documents associated with the Matter in IRIS Repository and ECF Dropbox (on-premise only), as well as view Document Details with the button in the right hand corner of the List View. There are also several action buttons:
1. Edit/View Document Attributes: Here you can edit or view the current document attributes.
2. Email Selected to Matter’s primary contact: Clicking this button will attach the selected document to a new email to the Matter’s primary contact. Only one document can be emailed at a time. For more information on email, see the associated section within this document.
3. Copy selected file to ECF | Dropbox location on server: Clicking this button will copy the selected document file to the ECF Dropbox folder on the server. The document will also appear in the “ECF | Dropbox” tab.
4. Template Merge: Clicking this button will allow you to create a new document using a Template as the basis for the document. For more information on Template Merge, consult the “Template Merge” section of this document. For more information on creating templates, review the Advanced Customization section.
5. Live Doc: Clicking this button will allow you to use an existing Microsoft Word .docx file as the basis for your automic document generation, and will allow you to specify and review the information before generating the document. This feature is new to 1.8. For more information, consult the “Live Doc” section in this area of the document.
Adding an Existing Document to a Matter
To add an existing document, click the Add (+) button at the bottom. This will bring up the Bulk Uploader window.
Click the “add files” button, and select the file from your operating system’s interface. You can define several attributes here for the document:
Type – You can define what Type of document this is. You can use one of the defaults, or define a custom Type for your Document. For more information on defining Types, see the Types section under Organizational Settings in this document.
Bates - Here, you can define your Bates for this Document. Bates numbering is a method of numbering sheets of a legal document using a bates stamp device which automatically increases the page number with each use of the device. It provides identification, protection, and auto-increment numbering of the images. It may be used in the legal, medical, and business fields to place identifying numbers, date, time, or marks on images and documents as they are scanned or processed. It can also be used to mark and identify images with copyrights by putting a company name, logo and/or legal copyright on them.
Notes – You can enter notes about this document for office use here.
Notify and Inform a staff member of the document – A list of all Staff members will be displayed with checkboxes next to their names in this section. Checking off their names will create a notification of the document in their GTD view.
In addition, documents can be linked together by different versions; you can upload an updated version of the document with the same filename and HoudiniESQ will track the version automatically.
Once you’re done, click Save and the document will be added to IRIS. Remember, you will need to supply the IRIS password to access the document. This password will be provided to you by management.
In addition, if you chose to notify a staff member, the document will show up in their GTD under Items To Review.
