Documents and versions
Documents with immutable versions, their links to matters, people and filings, the review queue, and the firm's document types.
For: AttorneyStaff
On this page
Every document a firm receives, produces or shares is a document with one or more versions. A version, once stored, never changes. A correction is a new version; the old one stays in the history.
Where documents come from
Uploads by staff, uploads by clients in the portal, scanned mail, email attachments, generated documents, call recordings, redacted copies and translations. However a file arrives, it goes through the same processing pipeline before anyone relies on it.
Document states
| State | Meaning |
|---|---|
| Received / Processing | Arrived; being hashed, scanned and checked |
| Needs validation | Waiting for a person to check it |
| Accepted | Checked and usable |
| Quarantined | Held because of a scan result or a policy |
| Rejected | Not usable; the reason is recorded |
| Superseded | Replaced by a newer document |
| Archived | Kept, but out of daily use |
Documents are never hard-deleted by staff.
Links
A document links to the matters, people, filings and request slots it is evidence for. One document can be linked to several. A document can only be added to a filing once it is accepted.
The review queue
Document specialists work from Review queue (Production workspace, under Documents). It lists documents that need validation and that you may see.
- Choose Assign to me, or press c to claim the next one.
- The document viewer opens: pages with thumbnails, zoom and rotate, the document's details, its matter and person, and the validation task with its holder and time.
- Check it against the request and the matter. Classify it and link it to a request slot if needed.
- Accept (a), reject (x) with a reason, or quarantine (q).
- Press n for the next one.
Validation is one document at a time. There is no bulk accept.
The viewer draws PDFs page by page in the browser, without the browser's own download or print toolbar. Side-by-side compare of two versions is available on wider screens.
Upload a document
Choose Upload a document (from the documents screens or ⌘K). Pick the file, the matter and person, and the document type. Large files upload in parts and can resume.
Document types
The firm's document types (passport, birth certificate, receipt notice and so on) live in Configuration → Documents on the Types tab. LegalBook's defaults are read-only; you can override them for your firm.