Establishing Folder Structures

1.Create a new case or open an existing case.

2.On the Folder menu click New. The New Folder dialog appears.

Type list in the New Folder dialog box

3.Configure the folder naming scheme.

To apply this naming scheme

Follow these steps

The folder name consist of a number followed by a predefined type code, for example, 002Box or 123Rubr.

1.In the Number field type a number.

2.In the Type list select a source type.

The Folder Name field previews the name of the folder that will be created.

The folder name consists of custom text.

1.Delete any text in the Folder Name field and then type the name of the folder.

5.Click OK. The new folder is created as a subfolder of the currently selected folder. To create a new folder on the same level as the current folder, select the parent of that folder prior to adding the new folder.

LAW also provides a quick and easy method for creating a series of folders. The Auto-Create feature automatically creates the next logical folder on the same level as the current folder. For example, if currently in "C:\Case1\0001Box\0001Fldr" and Auto-Create is selected, LAW creates "C:\Case1\0001Box\0002Fldr" and makes that the current folder.

•On the Folder menu click Auto-Create.

Or

•Right-click a folder that will contain the folder series and then click Auto-Create.

Note the following considerations when auto-creating folders:

•If the next logical folder already exists, LAW will jump to that folder and make it the current folder.

•The next folder is created on the same level as the current one.

•Folders cannot be auto-created while the root image folder is selected, as this would create a folder outside of the root case folder.

•On the Folder menu if you select Auto-Create N Folders you can to create up to 999 folders automatically with names based on the current folder.

1.On the main interface in the tree view select a folder.

•Any subfolders appear in the folder tree.

•Any files contained in the folder appear in the document list below the folder tree.

2.As necessary you can expand or collapse folders and subfolders as described in the following table:

To perform this action	Do this
Expand a folder to view one level of subfolders.	•Click the plus sign next to the folder.
Expand all folders below the selected folder.	•On the Folder menu click Expand.
Collapse a folder.	•Click the minus sign next to the folder.
Collapse all folders below the selected folder.	•On the Folder menu click Collapse.

The files referenced in the document list are not necessarily physically stored in the folders shown in the folder tree. Displaying the records in this manner will allow the desired representation of folders and records to be maintained. For example, folders created via TIFF conversion in LAW are stored in <case root>\$Image Archive; however, the records will appear in the document list when clicking on the original folder structure created by ED Loader or Turbo Import during import. See the topic related to the type of function being performed in order to see how the associated files are stored.

1.Select a folder to delete.

2.On the Folder menu click Delete.

To prevent accidental deletion of an entire folder tree, all subfolders of that folder must first be deleted. Similarly, the root case folder cannot be deleted from within CloudNine™ LAW.

1.Select a folder to rename.

2.On the Folder menu click Rename.

Note the following considerations when renaming folders:

•The folder name must not contain any characters that the operating system cannot support (i.e. ? / \).

•The root case folder cannot be renamed.

•When a folder is renamed, the path for all documents in and below that folder must be updated to reflect the name change. This process can take some time if the folder is near the top of the case, depending on the number of documents affected by the name change.

•If the number of documents affected by folder renaming is near or greater than 10,000 the folder renaming process could fail due to file locking. The upper limit is typically > 10,000. If such an error occurs, you can edit a setting in the registry to allow the renaming of the folder to proceed. Contact CloudNine for specific details if this occurs.

1.In the folder tree click the folder to be moved.

2.Do one of the following:

•On the Folder menu click Move.

Or

•Right-click the folder and then click Move.

The Move Folder dialog box displays the same folder structure as the tree in the main interface.

3.Select the folder into which the folder should be moved or create a new folder.

4.Click Accept.

The folder will be moved to the designated location. This process may take longer to complete for folders containing a large number of documents.

Note the following considerations when moving folders:

•You can move any folder below the root folder that is displayed in the folder tree.

•All subfolders and records contained in the folder will be moved to the new location as well.

Summaries for folder properties, images, and document area are available. These are described in the following table:

Type of summary

Description

Folder properties

LAW provides a means to get a quick summary of a folder that includes the actual location, size, and number of files and subfolders within it. The size and number of files displayed will include all files in and below the current folder. To view the folder properties for a specific folder, click the desired folder and select Properties from the Folder menu.

Area of images and documents

LAW provides a summary view of the images contained within a folder and subfolders. The image summary displays a report of the number of documents and pages contained within a selected folder. LAW also calculates the Total Area of the documents contained within the folder. The total area information can be very useful for billing purposes.

As noted in the message box (ED-enabled cases only), electronic files and their printed images are skipped during this image summary process. The number of skipped records will be listed in the summary output, in addition the number of scanned images.

To calculate the square footage of the documents, LAW must open and read each image individually, which takes an additional amount of time.

For a faster document or page count:

•Use the Query Builder or Grid View to create a query on the selected folder, and then on the Tools menu click Summary to view the document and page totals.

Or

•Use the Case Summary feature. On the File menu click Administration and then click Case Summary.
When you use Case Summary you select a date range prior to summarizing the data. The summary provides the number of pages flagged for optical character recognition (OCR) and the number of pages that the OCR process completed.