Working with FirmFlow documents

Alerts and notices

Documents are available to work with inside the FirmFlow module only after they have been added to GoFileRoom. Documents can be added in the following ways.

  • By generating barcode cover sheets (which can be printed immediately or later and automatically identify the documents when they are scanned) for paper documents prior to scanning, or by generating bookmark separator sheets (which automatically separate document groups when they are scanned).
  • By copying electronic documents from a local storage device (whether on your computer or a storage device located on your network) to GoFileRoom.

You can easily add, copy, append, merge, export, email, delete, and open documents using the Documents tab.

To work with documents, from the FirmFlow - My Work screen, click a workflow and then click the Documents tab.

If documents have already been added to the workflow, their information (document type, description, document date, checked out status, file size, pages, and review state) will appear in the document area.

Other documents may already be associated with the workflow, yet are not visible using the current return type. These can be permanent documents, correspondence documents, and those with the same return type but defined with a date in the previous year. As long as these other documents have the same Client Name and Number, they may be retrieved from the Documents Tab.

To display the permanent document set

Change the File Section value to Permanent and click on the Search icon. The document area changes to display only documents defined with the File Section type Permanent.

To display the correspondence document set

Change the File Section value to Correspondence and click on the Search icon. The document area changes to display only documents defined with the type Correspondence.

To display a different year's document set

Change the Year value (multiple years may also be selected) and click on the Search icon. The document area changes to display only documents with the same return type as that chosen at the top of the folder, but bearing a date in the previous year.

Any combination of the File Section, Document Type, Description, Period End, and Year fields may be used to query for a set of documents matching the Client Name and Number of the workflow.

Note: All fields provide multi-select capabilities for searching purposes

Documents Awaiting Scanning

If you have sent one or more documents to the scanning step, a notice appears above the list in the document area, displaying how many documents are in the process of being scanned. To display the details of the document(s) you have added, click the link.

The browser displays the Document Tracking screen.

The documents are identified as a group by client name and number, file section, year, period ending date. The documents are identified individually by document identification number, status, user adding it, date and time added, document type, description, date of the document, date last modified, date checked out, version number, file size (in kb), and page count. You can also download the document tracking list. Once barcoded documents have been scanned, they are automatically added to the workflow.

If you need to reveal the index fields and perform another search in the Document Tracking report, click the Go Back icon (Show Criteria) in the upper left corner of the page. The browser displays the index fields along with the list.

Note: The scroll bars allow you to see the rest of the list.

Scanned documents visible in the workflow

Once a document has been scanned into GoFileRoom, it is automatically added to the workflow.

Reviewing a document's history

FirmFlow allows you to easily access a document's history.

To view a document's history, from the Documents tab, click on the Options menu and choose Review Document History.

Note: To access a document's history, a user must have the Allow access to reports checkbox in the Users tab of the Manage Users and Groups screen mark for their profile. For more information on managing user permissions, see Managing users and groups.

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