Categorisation
Documents can be categorised in a number of different ways within the library. The primary method of classification is scope; whether the document appears at a
file,
contact or other level. Within each scope, documents can be arranged into
folders in a hierarchical fashion.
Document activities
The process of elevating a document (from an existing source such as an e-mail client or network share) to this form is referred to as
registration. After registering a document, it must be
catalogued; a process which adds associations to files, contacts, other documents and describes the document in a concise and clear manner. Cataloguing may be part of a larger
workflow to be performed for a particular type of document.
Documents can also be
created from within ContactsLaw. This process gathers data from within the system and injects this into a pro-forma
template, saving time and effort and mitigating the need to re-type or repeat information that has already been entered once before.
When the authoring process for an outgoing document is complete, the
document finalisation activity is used to insert an electronic signature, collapse the version history and lock further editing. Relatedly,
document sending aids the process of delivering a document (and all of its enclosures) to its destination, whether by post, fax, e-mail or some other method.
Document distribution facilitates the process of sending documents to
members and
contacts. Recipients can be added to a file-based
distribution list. Contacts on the list receive the document(s) along with a form letter that describes them. Members receive tasks to read the document(s).