CLNG Assignments Matter Attachment Options

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This section includes Importing, Emailing, and Organizing files along with other options available in the Attachments view of a matter.

All ‘matter’ attachments are managed in the matter Attachments view which can be accessed by clicking on the Paper Clip icon in the Module Tool Bar while that matter is open. Any type of allowable file can be imported into a matter in CLNG, and almost all file types are allowable.

• Document and Text: DOC, PDF, RTF, TXT
• Image Files: JPEG, PNG, BMP
• Audio Files: WAV, MP3
• Video Files: MP4, AVI, MOV
• Email Files: MSG

File extension .EXE cannot be imported.

Contents For Attachments:

• General Layout & Organization

• Importing Files

• Emailing Files

• Editing Files

• Searching Files 

• Exiting the Attachments View

General Layout & Organization

Files for a matter can be viewed in the folder view. It shows a tree or hierarchy of nested folders on the left panel. To the right is the display of the current selected folder’s contents. At the top of the tree, there will always be the main folder of the matter itself; this is labeled with the file number and name of the selected matter. Any file that is attached to a matter will go into this folder by default unless another folder is specified. 

This top folder cannot be deleted or renamed. However, any number of nested subfolders can be created under this folder to further sort the attachments.

There are some built-in folders that will appear automatically to presort files based on file type, for example, when an email with file extension (.MSG) is imported, it will be placed in a folder called “emails” by default.

The built-in folders can be identified by the Folder icon to the left of the name. The names of these folders can only be added or edited by a system administrator. They will appear in the Category drop-down as options. The built-in folders will always be nested directly under the main matter folder. Any number of sub-folders can be created under the main matter folder.

The columns in the table listing the sub-folders can be rearranged in an ascending or descending order by clicking on the heading of the column, Name, Last Modified, Category, Type, or Child Count (referring to the number of files within the folder). Clicking a third time will reset to its original listing. The Plus sign to the left of the folder allows for expanding or collapsing the content of the folder. Any file not placed in a folder will be listed separately.

Importing 

To import a file, click Upload Files button on top left. The file explorer on your desktop will appear to select the file you wish to attach to the selected matter. Click Open to attach it to the matter.

An Upload Files card will appear. Enter the relevant information related such as Category, Type, Color, Staff and Summary. The preparer's name will automatically be entered. The file name can be edited or changed before the Upload button is clicked to save the file to the matter. 

Emailing

To email a file, select the file or any number of files then click the Email button on the top right.

 Outlook will open an email draft with the selected file/files already attached. Click edit (pencil Icon) or forward.

An email will be opened with the attachments. Enter the required information and hit Send.

 

Editing

When a file is selected, a window will appear to the right with the file name and its contents. To edit the file, click the Edit button on the bottom left. An Edit Attachment Metadata card will open (see image below), after editing click Save on the top left. 

To open or to read the file click the Open button on the bottom left. To delete the file, click the Delete button on the bottom right.

Edit Attachment Metadata card:

A scroll bar will appear at the bottom of the Folders panel if other views are also open. To access the other columns in the table, use the scroll bar. Alternatively, to zoom in or out use the Control key while scrolling with the mouse.

Searching

To Search for a specific file, enter a key word or the complete name of the file and it will be listed in the subfolders panel for a quick find and review.

Exiting

To exit the Attachments screen, click on the Summary icon on the Module Tool Bar and return to the current selected matter or click on any one of the open matters.

If you discover an error in this document, or if you encounter any problems performing any steps described, please contact Cycom Support at [e-mail] or by calling 888-292-6688.

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