This article explains how to create a Document Register in Insight Legal.
Document Registers
Insight has the facility to register documents against matters and/or clients. These are the pre-set document types.
- To register a document in your possession on behalf of a client/matter, go to Cases > Document Registers
- Here, you would choose which type of document you wish to add to the register.
Depending on which type of document you wish to register, you will have relevant fields to complete about that type of document.
On every document type, you will have:
- Description
- Date Opened
- Date Closed
- Archive Location
- Fee Earner
- ‘No longer held’ tick box
Once the document has been saved, the system will automatically assign a reference.
- Each document type has a ‘Notes’ section where the user can ‘Add’ and ‘Remove’ notes as required by right clicking
- Once the Note has been added or removed, make sure to select 'Save' in the top left Corner
- Each registered document can be linked to a matter and/or client, and this document will then be listed in ‘Case Enquiry’ against the relevant matter and/or client with a hyperlink to take you straight to the document’s details
Wills
- When registering a will document, in addition to the standard fields, you will have the ability to link Trustees, Testators and Testatrices, add Codicils, and enter the date of the will
Trust
- When registering a Trust, you will have additional fields to link Trustees and Beneficiaries, and also input the date of the trust
Deeds
- When registering a Deed, you will have additional fields available to input the Property Title, Address and Roll Numbers
LPA
- When registering an LPA, you will have the additional fields of Date Signed, Date Registered, Date Living Will Registered, and the ability to link Relatives and Attorneys
Share Certificate
- When registering a Share Certificate, you will have the additional field to hold the Share Certificate Number
Custom Documents
- If you have added extra types of documents within System>Settings, these will appear under the Custom Document setting
- In the example below, we have added ‘Medical Notes’ as a different document type. Therefore, when adding a ‘Custom Document’ to the Document Register, the Medical Notes option is available from the Document Type dropdown
Searching for a Document
- You can search for a document using the related client’s details or searching for the document’s reference or description. The reference must be an exact match
- To view the details of a document, click once, so that is it highlighted in the Lookup pane. The details will be visible on the right-hand side
- The Settings icon will allow you to include deleted documents within your search results
- Deleted documents (i.e. documents marked as ‘No Longer Held’) are shown with a strike through the reference and description
- When selected, these will show in read-only mode with all the information greyed out. These details will not be able to be amended