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Documents Actions
When a document is added to a case, the document will appear in date order. You have the ability to manage the document in two ways:
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- How to edit a documents information (duration = 15 minutes).
- How to merge case documents (duration = 10 minutes)
- Select the document and move your mouse over each of the columns. You can then edit the document parameters.
Field Description Name Select the name of the file to download the document. If you hover over the name of the document, a pencil icon becomes available. Select the pencil icon to edit the name of the document. The name becomes a text box where you can place your mouse and change the details. Select the Save button to save the name.
Underneath the name of the document, if a new version of the document has been attached to the case, you will see the version icon and the number of that version.
Case Document Type The Case Document Type column will show the classification of the document, for example acknowledgement, contribution/QA, correspondence, response. You can quickly change this classification by selecting the name of the document type. A drop-down list will show you the other document types available. Select the required document type. Upload / Sent Information Provides the email/document upload information.
1. Name of the user who uploaded the document/ email address the email was sent in from.
2. Date and time of when the document was added to the case.
By default, the files will be sorted by date and time order. If an email has been sent into eCase or out of eCase you will see the email sent date icon.Description If the document has a description added to it, for example the subject of the email, this will show underneath the name of the document. Public Release Mode There are two icons for public release. Not for release and release allowed. To change the public release mode, select the icon.
Not for release
Release allowed
Thumbnail Displays a preview of the email/document. Three dots To open the Document Actions panel at the end of the selected document, select the three dots. The Document Actions will allow you to update document parameters for one or more selected documents. - The Document Actions Panel allows you to update the same information as above, but you can select one or more documents. If you select multiple documents, you can then change the Case Document Type for all the documents selected, or allow release on all documents. You can also do more to the file, for example upload a new document or merge it into one document when several documents are selected.
Field Description Name The name of the file will only show you the name of the file if one document has been selected. If multiple documents have been selected, the name will change to say the number of document selected.
To download the document, select the name of the file. If you hover over the name of the document, a pencil icon becomes available. Select the pencil icon to edit the name of the document. The name becomes a text box where you can place your mouse and change the details. Select the Save button to save the name.Case Document Type The Case Document Type will show under the name of the file, for example acknowledgement, contribution/QA, correspondence, response. You can quickly change this classification by selecting the name of the document type. A drop-down list will show you the other document types available. Select the required document type. Public Release Mode To change the public release, select the icon.
Not for release
Release allowed
Version When a document has been updated, the new version of the document can be added to eCase. Each time a new version is added, the Version number will increase. Thumbnail Displays a preview of the email/document. Description If the document has no description, select the Add description link. A text box will appear. Enter a description of the document and select the Save button.
If a document already has a description, hover over the description and select the pencil icon. The description text box appears where you can modify the text. Select the Save button to save the new description.Upload new version To upload a new version of the document, select the Upload new version link. The Update Document pop up window appears. Select the choose a file link to find your document, or drag and drop the file into the box. Once a new version has been added to the case, you will see a version icon. Move The Move link will allow you to move the document to a specified folder. If you have multiple documents selected, all documents will move to the folder. See the Document Folder page. Edit details The Edit details link allows you to edit the File name, Case Document Type and Description in one location. Update the details and select the Save button. Lock File Select the Lock File link to add an icon to the document to say that the document is locked by you. It indicates that you are working on the document. If you upload a new version of the document, the lock will automatically be taken off. Any other user can unlock the document if required. Allow Release / Block Release The link will change depending on the setting of the Public Release Mode on the file. Select the link to change the status of the release. View Select the View link to open the document in an on-screen viewer. Allowing you to read or browse its contents without downloading it.
If you are viewing an email with attachments, at the bottom of the document viewer, the Original email and Attachments sections will appear. To view an attachment, select the name of the document.Add content warning When viewing the Documents screen in Grid view, each document card includes a thumbnail image of the document's content. If the image is potentially distressing, the thumbnail can be hidden.
To hide the thumbnail, select the Add content warning link from the options. The thumbnail will be replaced with a message stating, Hidden due to content warning, along with a Show content anyway link. A content warning icon will also appear. The Action Panel option will change to Remove content warning, allowing you to restore the thumbnail if needed.
Download as zip If you have selected multiple documents, you have the option to download the selected documents into a zip file. The zip will be in your Downloads. Merge documents If you have selected multiple documents, you have the ability to merge the documents into one document.
1. Select the Merge documents link. The Merge documents pop up window appears.
2. Included document order
The documents appear based on the sort filter selected, for example upload / Sent Date
3. Output settings
Merged document name - enter the name of the merged document
Description - Add in a description of the document. This is an optional field, but will appear below the name of the document in the List/Grid view
Case document type - select the drop down to choose the category of the document.
NOTE: if some of the documents are set as not for public release, the merged document will also have its public release set to not for release.
4. Select the Merge documents button. The merged document is now added to the Documents link with the name that you have chosen. It will be a PDF document.
NOTE: If you merge documents within a Document Folder, the merged document will be added to Case Documents outside of the Document Folder. The documents that you merged will always be kept on the case as individual documents.Download as PDF To download a copy of the file as a PDF, select the Download as PDF link. The document will be converted to PDF and will be in your download folder. Convert to PDF If you would like to convert the document to a PDF, but would like to do this within eCase and get a new version of the document, select the Convert to PDF link. Once the document has been converted to PDF, you no longer see the Download as PDF or Convert to PDF links. Redact If you would like to redact any information on the document, select the Redact link. The document will open in eCase Redact. Redact the document. Once redacted, you will see a Redacted icon underneath the name of the file. The Redact link changes to say Edit redactions. View version history The View version history link will only show if there are different version of the document that have been uploaded to eCase and you have the version icon. Select the link to see all of the previous versions, the name of the person who uploaded it to the case, the date and time it was uploaded and a hyperlink to download that version of the document.
The latest upload details can be seen at the bottom of the Documents Action section. You can see the date and time the last upload was done, along with who did it. The type of file and the size of the file.Delete If you do not need the document on the case, select the Delete link. This will permanently delete the document from the case.