Documents, Contracts, and SOPs

Documents | Overview

You can use Tracker to store electronic copies of documents, such as complaints, deposition transcripts, and pleadings for a matter. Tracker's integrated documents management module lets you store matter-related documents and manage important standalone files such as contracts and forms.
Some things to keep in mind:
note
  • Tracker's document module focuses on legal-related documents for use by legal users. Anyone who needs to access a document on the system must have an account on Tracker and be a participant on the matter in which the document resides.
  • The document management module does not include document versioning, the ability to check documents in or out, document assembly, or the ability to target requests for review to individual users. It is not intended to replace a full-featured enterprise document management system.
Tracker can also be integrated with an external document management system such as HighQ. This function is set up by your Tracker Coordinator or System Administrator. This option gives you a place to house all your legal documents, without having to go back and forth between Tracker and the external system. Updates made to documents appear in Tracker automatically. Note that once you have set up this feature, any future documents from Legal Tracker are stored in the external system.

Where to find documents

You can view documents associated with a matter from the Matter List or the Library.
  1. Locate the matter you want to work with by selecting
    Matters > Matter List
    in the left navigation. On the Matters List page, locate the matter and click on it to open it. The Documents tab
  2. Open the matter, then click
    Documents
    .
You can also select
Library
from the left navigation to see documents for all matters and search for documents.
Common ways to use Documents in Tracker
Some of the most common ways to use documents in Tracker include:
  • Storing documents related to legal matters is the most common use for Tracker Documents. A matter serves as the central place for storing relevant documents, capturing critical information about the case, and organizing invoices, status reports, and budgets from the firm.
  • Entering, reviewing, and updating document details.
  • Capturing details that are specific to contracts and service of process records, such as next contract renewal date, summons and complaint answer deadline.
  • Associating related files or secondary documents (addenda) with documents.
  • Creating related date events with email alert reminders for each document.
  • Dragging and dropping documents from your computer or network to a matter in Tracker.
  • Moving documents from one matter to another.
  • Sending Review Requested alerts and emails to matter participants.
  • Searching for documents across all matters to which you have access.
  • Exporting spreadsheets of document profile details for a group of documents.
Documents and Matters
  • Documents are associated with existing matters
    | Tracker provides specialized templates for creating different types of matters, such as litigation, transaction, and contracts.
  • Matters are central to document management in Tracker
    | The starting point for document management is to create a matter to store the documents in. Tracker provides specialized templates for creating different types of matters. If your company plans to use Tracker as a deal room or form file repository, consider using the "Other" Matter Types (Template) template or creating a specialized template.
  • Matters can be used to store related documents
    | This is the most common use for the document management feature. The matter serves as a central place to store documents related to a legal matter, capture key information about the case and organize invoices, status reports and budgets from the firm.
  • Matters can group multiple contract documents
    |While it is possible to create a separate matter for each contract stored in Tracker, companies generally group multiple contracts in a single "Contract Grouping Matter". The matter profile form is streamlined to capture minimal data because the documents stored with in the matter are more important than the matter itself. Budgeting, status reporting and invoicing are not used because the matter is a convenient place to group multiple contracts.
  • Matters can be used to create a deal room or project workspace
    |Creating a deal room or project workspace involves setting up a generic matter and inviting the various parties as matter participants. Most of the document management features in the matter are used (events and notes to file may be useful as well). The matter facilitates the exchange of files and comments in a secure, online workspace.
  • Building a form file
    | A form file is a matter where multiple law firms are invited as participants to download form documents provided by the company. Only the document management features of the matter are used. The matter facilitates the distribution of forms in one easy-to-update location.

Controlling Document Access

You can set the following access levels for individual documents:
  • All matter participants
  • Company and lead firm matter participants.
  • Company matter participants only

Document type Identifiers

Identifier
Name
Standard document
Contract
Service of process record
Email
Review requested