Creating Documents and Versions

CREATING A DOCUMENT What if the workspace I need isn’t in my Recent or

Favourite Workspaces?
USING NDOFFICE
1. Click the Go to Workspace button at the top of
Create and save the document as normal e.g. using the Save As dialog box:
File > New and File > Save. The ndOffice Save As
dialog box is.

Step 1 - Select where to save your

document

On the left of the Save As dialog box is a folder

tree which you can use to find a location to save the
document to: 2. The Go to Workspace window is displayed:

Cabinet
Folder
tree

1. Locate the required cabinet, e.g. Legal,

Personal etc. Click the arrow to the left of the
cabinet to expand if necessary. 2.1. Click into the Client field and type at least
the first character of the required client
2. Within the cabinet, click the arrow to the left of name or number as shown above.
Recent Workspaces to view a list of cabinet
workspaces you have recently accessed. 2.2. Select the required client from the drop-
down list.
Note – you can also expand Favorite
2.3. Repeat steps 2.1 and 2.2 in the Matter
Workspaces to see workspaces you have
field.
added to Favorites.
2.4. Click OK.
3. When you have found the required workspace,
click the arrow on the left of the workspace NB – depending on the cabinet you are
name to expand it and view the filters and
folders that you can save your document to: searching in, the fields in the Go to Workspace
window may vary. E.g. Client and Matter fields
may display in a Legal cabinet, but in another
Saved
search Filter (blue icon) cabinet, you may see e.g. a Project field.
(red
icon)
3. The workspace is added to your Recent
Workspaces and you can now select it to save
Folder (yellow icon) your document to.

4. Click once on the filter or folder that you wish

to save your document to.

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Creating Documents and Versions

What if I don’t know the Client or Matter details to 2. Type in or look up the client number of the
type in? workspace you are looking for in the Client box:

1. Click into the Client or Matter box, then click

the Lookup button on the right:

2. In the Search box, type a word or phrase you

know is in the Client or Matter name:

3. Type in or look up the matter no. in the Matter

box.

4. Click OK. The workspace is then added to

3. Click the contain radio button to search the Favourite Workspaces within the selected
entire Client or Matter name. cabinet and is available to save to.

4. In the Sort by section, click key to sort the Step 2 – enter document details
results by the workspace number, or
description to sort by workspace name: In the lower half of the Save As dialog box, enter
further document information into the profile fields:

5. Click the Find button. Matching workspaces are

displayed underneath the Find Result tab:

Tip – if you are looking up a Matter for a

particular client, you can click the All tab to 1. File name – enter a document name (up to 200
characters).
view all the matters for the selected client.
2. Save as type – if required, click the drop-down
arrow to select a different document type to
6. Double-click the workspace you wish to add, or
save the document as, e.g. pdf.
click it once then click the Select button (bottom
of the Lookup dialog box). The workspace 3. Client, Matter, Document Type – these fields
number is now entered into the relevant Client should already be completed using data from
or Matter box. the workspace you chose to save to. Client
and matter numbers and names are displayed.
How can I add a workspace to my Favorite
Workspaces?
4. Notes – click to enter further information about
1. In the relevant cabinet, click the arrow to the the document (up to 60,000 characters), e.g.
left of Favorite Workspaces to expand it, then where the document originally came from etc.
click Add a workspace:
NB – the profile fields are colour coded:

Green – required field that is complete.

Red – required field that is not complete.
Blue – optional field.

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Creating Documents and Versions

Step 3 – save the document SAVING A COPY OF A

1. Click the Save button (bottom-right). The DOCUMENT USING ND OFFICE
document is saved to the selected workspace.
1. Open the document you wish to make a copy
2. The document is allocated the next available of, and then select File > Save As.
unique 12-digit reference number, which is
shown with the document name and version 2. In the Save As dialog box, ndOffice assumes
number 1 in the Title bar at the top of the you wish to save a new version of the
document. document. Click the Save as new version
check-box to deselect it and remove the tick:
Tip - to save changes to the document under
the same version number, click File > Save.

3. Select a location for the copy of the document,

then enter the document name and other
details as described above in the Creating a
SAVING A NEW VERSION Document using ndOffice.
USING NDOFFICE
4. Click the Save button. The copy of the
1. Click File > Save As to view the ndOffice Save document is saved and then opened on screen,
As dialog box. and the original is closed.

2. The version location, name and details are CREATING A COPY OF A

completed (using data from the current version)
DOCUMENT FROM THE OPEN
and cannot be amended.
DIALOG BOX
3. Ensure the Save as new version check box is
ticked. In the box to the right, enter a 1. Click File > Open to view the Open dialog box.
description about the new version:
2. Navigate to, or search for the document you
wish to create a copy of.

3. Right-click the document and select Open as a

4. Each document has one official version. It is new document:
the version that opens by default, and the only
version indexed for searching.

New versions are marked by default as the

Official version:

To change this, click the Official version check-

box to deselect it. Note – you can mark it as
official at a later stage if required.

5. Click the Save button at the bottom-right. The

document is then saved under the next
incremental version number.

NB – sub-versions are not available.

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Creating Documents and Versions
4. The Select Location window is displayed: 3. Right-click the document and select Open as a
new version:

A new version of the selected document is

immediately created and opened on screen for
editing.

USING THE NDOFFICE

ACTIVITY CENTRE TO CREATE
NEW DOCUMENT
COPIES/VERSIONS
4.1. By default, the location for your new You can access up to 100 of your Recent
document is the same as the original Documents from the ndOffice Activity Centre.
From here you can create new copies and/or
document you are copying from. If
versions of these documents.
required, select a new location for your
copy of the document to be saved to.
1. Click the Activity Centre icon on the right-
hand side of the taskbar, near the computer
4.2. The Profile fields should be automatically
clock.
populated with the Client, Matter and
Document Type details (taken from the If you cannot see the icon on the taskbar, click
location). Complete any other profile the arrow as shown below to view further icons:
fields as required.

4.3. Click the Save button. The new

document is created and opened on
screen for editing.

CREATING A NEW VERSION

OF A DOCUMENT FROM THE 2. The ndOffice Activity Centre is displayed:
OPEN DIALOG BOX
1. Click File > Open to view the Open dialog box.

2. Navigate to, or search for the document you

wish to create a copy of.

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Creating Documents and Versions
3. To create a copy of a document, right-click it 2. Select Blank Document from the menu that
and select Open as a new document from the displays:
menu:

3. The Create a New Document screen is

displayed:

3.1. The Select Location window for the new

document is displayed. Select a Location
for the new document, then complete any
other required fields.

3.2. Click Save. The new copy of the

document is created and opened on 3.1. Document name – type a document
screen for editing. name (up to 200 characters).

4. To create a new version of a document, right- 3.2. Document format – to change the
click it and select Open as a new version from default of Microsoft Word, click the drop-
the menu: down arrow and select from the list.

3.3. Store in this cabinet – click the drop-

down arrow to change the cabinet your
document will be saved in.

3.4. File in this folder – click on the location

you wish to save to:

Step 1: click Recent Matters, Favorite

Matters or Folders to view the relevant
workspaces/folders on the right

A new version of the selected document is

immediately created and opened on screen for
editing.

CREATING A DOCUMENT
USING NDWEB
1. In ndWeb, click +Add at the top of the screen, Step 2: if necessary, click the arrow to
to the right of the Search box: the left of a workspace or folder to
expand it. Then click once on the filter or
folder to save the document to.

3.5. Click OK. The document is saved to the

specified location, and opened for editing.

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Creating Documents and Versions
What if the workspace I need isn’t shown?
SAVING A NEW VERSION
1. Under the list of workspaces on the right, click USING NDWEB
the option to Select Another Matter:
1. Find the document in ndWeb that you wish to
save a new version of.

2. Click the version number to the right of the

2. A pop-up window is displayed. In the Client document name:
box, type in the relevant Client number:

3. The Versions window is displayed, listing all

versions of the document. Click the Add
Version button on the right to create a new
version:

3. Repeat the above step for the Matter box,

using Matter information.

4. Click OK to add the workspace to the Recent

Matters list.

How do I search for a workspace?

When using Select Another Matter as described

above, you can click the Lookup button on the
4. The Add Version window is displayed:
Client or Matter box:

1. In the Find entries that field, click the drop-

down arrow to change ‘begins with’ to
‘contain’:

4.1. If you do not want the new version to be

the official version, deselect the Official
Version check-box.
2. In the empty box to the right, type part of the
client or matter name, then click the
4.2. Enter a Description for the version.
magnifying glass to run the search:
4.3. Click OK. The new version is created and
listed in the Versions window. Click
3. Search results are displayed under the search Close.
box, on the right:

IMPORTING A DOCUMENT IN
NDWEB
Importing using the Upload button

1. In ndWeb, click the +Add button at the top of

the screen (to the right of the Search box), then
TIP – you can click All on the left to view a click Upload on the menu:
list of all clients or matters.

4. Click the required workspace in the list, then

click Select at the bottom-right to add it.

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Creating Documents and Versions

2. The Select document (s) to be imported dialog 7.1. Complete any missing information, e.g.
box is displayed: Document Type.

7.2. Select whether to apply the information

you have entered to all documents you
are importing, or just this one:

N
B

N.B. – if you select the first option to

2.1. Find the document(s) locally saved on apply to all documents, the documents
your computer and select it. will not all be given the same name. The
document name is taken from the
2.2. Click Open. document/s you are importing.

3. The Upload Documents form is displayed; with 7.3. Click Continue. The document/s are
the document/s you have selected for import imported and displayed in a list.
listed at the top:

Importing using drag and drop

1. In ndWeb, click on the workspace you wish to

import the document/s to, then click on the
name of the filter/folder you wish to import to:
3.1. To remove a document, click the blue
Remove link to the right of the name.

3.2. To import additional documents, click

the blue Select more documents link at
the bottom of the list.

4. Select a location for the document/s to be

saved to.
2. Click the Restore Down button at the top-right
For more information on how to do this, please of the ndWeb window:
see sections 3.4 and 3.53.4 of Creating a
document using ndWeb above. Note – you This allows you to access other windows
can also add workspaces as described above. whilst still being able to see the ndWeb
window.
5. Select the Import Mode:
3. Minimise any other windows until you can see
just two - the location your documents are in
and the ndWeb window.

Move - saves the files in NetDocuments and 4. Click and drag the document/s into the ndWeb
deletes the originals from the PC. window, on top of the filter/folder name at the
top of the screen.
Copy - saves the files in NetDocuments and
leaves the originals on the PC. You will see a screen tip displaying the text
 Move:
6. Click OK.

7. If further information is required, the Edit

Profile/Tags screen is displayed:

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Creating Documents and Versions
5. The following message will flash quickly up on
screen while the document is being imported:
OFFLINE MODE
In ndOffice (2.1+) your connection to
NetDocuments is monitored.

Depending on your settings (set by your

6. The document is then imported. You may need administrator), you will be alerted to the fact you are
to refresh the view before you see it in the offline, and that edits will be saved to
location you dragged it to. NetDocuments once the connection is restored.

Accessing and working on documents

UPLOADING TO IP/COURT offline
WEBSITES USING NDOFFICE 1. From the Activity Centre, click Settings ,
then View Echo Folder:
If you need to upload a document to an IP or court
website, you do not need to save the document
locally to your PC first.

If the IP/Court Filing feature is installed, when you

click Upload on the website, the ND Open dialog
box is displayed, allowing you to search for or
navigate to your document directly from
NetDocuments.

NB – at the bottom of the dialog box you can select

the Convert to PDF check-box to upload your
document in PDF format. If you select this option,
you may also wish to tick the Save exported
document as a new version check-box, which
creates a new version of your document from the
PDF version of the document: 2. The Echo window is displayed. Open the
required document (you can only open
documents you have previously worked on).

3. Edit the document as required, then click the

standard Microsoft Save button on the
toolbar.

Once you have selected the required document and 4. Once the connection to NetDocuments is
other options, click Open to upload the document to restored, the changes will be imported
the website. automatically.

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