Files are created by the process of
file creation which can be started by clicking 'new file' from the summary page of any
contact.
Files are archived by the process of
archiving which can be started by clicking 'archive' from the summary page of any file.
Each matter will have a number of
related contacts, but as a minimum will require a client.
The properties and behaviours of files are largely determined by their workgroup; however, at a high level, files can be one of two basic types:
- Client files represent the majority of matters. Client files typically attract time recording, fixed charges and disbursements and will be billed at some point in their life cycle. If the nature of the matter changes significantly or its scope widens to include additional products, it is recommended to create a new file. Figures for WIP, trust, debtors, etc on client files are included in performance statistics.
- Admin files are used for classification, the coordination of complex matters, office purposes and the like. Time and charges may be posted to admin files, but they usually have no dollar value. Admin files are usually never billed. Their figures can be displayed separately in reports and statistics. Admin files are ongoing and may run indefinitely after they are opened.
Files may have a cost estimate or quote, which can be used as the basis for issuing an upfront bill.
You can use file relationships to model the association between two related matters, or show the progression of a matter whose workgroup changes.
Access to files and policies governing activities and other actions on files are controlled via file permissions.