What is the Document Repository?
As the name suggests, you'll find all uploaded or synchronized PDFs in the document repository. To help you maintain a complete overview even as the number of documents increases, we at legal-i have built in some features that we'll show you today!
How do I access the Document Repository?
To get from the case overview to the document repository, select the document icon in the left sidebar.
How does the organization in the Document Repository work?
All documents are assigned to a file folder upon upload. You select this when creating the case. This file folder acts as a parent folder. You'll find an overview of your current file folders and their associated documents on the left side.
💡 By the way: By default, only file folders that have at least one document assigned to them and the recycle bin are displayed in the repository.
Want to see all file folders? Simply check the box next to "Show all file folders".
Additionally, your documents are labeled during automatic processing. You'll also find these labels in the left sidebar below the file folders.
The labels are initially assigned automatically and categorize the documents into the following categories:
• Administrative
• Correspondence
• Medical
• Legal
• Professional
• Financial
• Internal Documents
• Recourse
• Other
Of course, you can also create your own label and assign it to documents.
Select the "+" next to the label search bar.
Give your label a name and select a category if desired.
Add your label by clicking on "Add".
Now choose a document of your choice and click on the three dots to the right of the document name.
Select "Change labels"
Select the new label you created. Done! Your document is now assigned to your custom label.
💡 By the way: Documents can only be assigned to one label at a time. However, a label can be part of a category. To use a custom label as a category, create a second label and assign the first label as a subcategory to the second label.
How do I delete my label?
Find your label in the left sidebar and click on the three dots to the right of your label.
Select the "Delete label" option.
Enter the text of your label to confirm. Done!
❗ Important: When you delete a category, all labels previously assigned to this category will also be deleted. Your documents without a label will automatically be assigned to the "Other" label.
How do I work with the document list?
The document list is the heart of the document repository and is located directly to the right of the labels and file folders. All documents that match the current filter settings are listed here chronologically in ascending date order.
You'll find the most important filters directly in the top bar of the document list. From left to right, these are:
Unread Documents
With this button, you can set the filter to only show unread documents. There's also the option to mark all documents as read. By default, every uploaded document is initially marked as unread.
Sender and Recipient
With this button, you can filter your documents by sender, the sender's company, the recipient, or the recipient's company.
Document Date
Here you can filter the documents by the document date or the date of receipt. The receipt date is the date when the document was uploaded to legal-i and may differ from the actual date of the document.
It's also possible to set a specific timeframe from which the documents should originate.
Markings
In this tab, you can filter for documents that have received a text marking or a comment. You can search for specific types of markings or display all documents that have received any marking.
Important Documents
This button filters the documents by their priority status. To mark a document as important, you can hover your mouse over the document name in the sidebar and click on the star icon that appears. This marks the document as important.
The Medical Case Analysis
Clicking on the medical case analysis opens the possibility to access the diagnosis overview or the overview of work incapacity.
How can I change the view of documents in the document list?
To the right of the document list, you'll find a button with three dots. Click on this to open the customization options for how documents are displayed and arranged in the list. You can choose from the following options:
Sort documents by:
Document date
Receipt date
Title (each in ascending and descending order)
Document list view options:
Minimal
Standard
Preview
Visible document data to be displayed in the document tile of the list
Document selection - if you want to select multiple documents at once to mark them as duplicates
Poor recognition quality - to filter documents that have poor recognition quality
How can I edit the documents in the document list?
Mark as read/unread
You can mark your document as read or unread so that it corresponds or does not correspond to the 'Unread' filter. Simply select the circle to the left of the object title to change the read status.
💡 By the way: The color coding for the read status is as follows:
White: The document is read
Gray: The document has been partially read, some pages are unread
Dark blue: The document is unread
Move to recycle bin
When you hover your mouse over the document in the document list, a recycle bin icon appears. Click on it to move the document to the recycle bin. It will disappear from the document list. You can then find the document in the recycle bin.
Restore the document
To restore a deleted document, switch to the recycle bin. Hover your mouse over the document you want to restore. A crossed-out recycle bin icon will appear. Click it to restore the document to its original folder.
💡 By the way: Documents remain permanently in the recycle bin folder. They are not automatically deleted after a certain period of time.
Mark as priority
To mark a document as a priority, move your mouse over the document in the document list. A star icon will appear—if you click on this, the document will automatically be marked as a priority and can be found using the priority filter.
Change document data
You can adjust the following document data in the document list:
Document title
Sender's company
Sender's specialist title
Sender
To do this, simply double-click on the attribute you want to change and enter your own data. Done!
How do I work with the documents?
Once you've selected a document from the document list, the corresponding document automatically opens on the right side. You have several options in this area to interact with the document.
Left sidebar
At the top left edge of the document window, you'll find the option to display the left sidebar. This gives you a preview of the next pages and allows you to quickly find the page you're looking for in multi-page documents without having to click on each page individually.
Display options
Directly to the right of the option for the left sidebar, you'll find the document display options. Here you can select page transitions, document orientation (rotate clockwise and counterclockwise), and page layout. For example, you can also arrange two pages side by side.
A full-screen option is also available to you as the last option here.
Zoom
The third selection available to you in the document bar is the zoom option. You can enter your own number, take one of the suggested options, or automatically adjust the zoom to fit the page or width.
💡 By the way: When switching to a new document, the zoom is automatically reset to the page or width setting, depending on which option was last selected.
Add a comment
To add a comment to your document, simply select the option in the upper right corner of the document bar. You can then visually place your comment on the document, and it is subsequently visible in a small window.
You can later filter your documents by your comments.
Search within the document
On the magnifying glass to the right of the comment function, you'll find the document search. With this, you can search for terms within your document. The results will be displayed in the right sidebar, including an indication of which page the match is on.
💡 By the way: For the search, it doesn't matter whether the terms are typed or handwritten notes. Both are reliably captured by the search.
How can I search across the entire case?
Do you remember a specific passage or want to search for documents with a specific word or text? Then the case search is just right for you!
You'll find the case search at the top of the document repository. Simply type in the desired word or phrase. We'll search through all documents that match your current filter settings for the content you're looking for. The results will be displayed in the document list.
💡 By the way: Want to go directly to the place where the searched content appears in the document? You'll find an orange magnifying glass under each document in the document list. Press on it, and you'll automatically land in the right place. You can find more about case search here: Get Started: Case Search