Equinox Guide to Document Management

Welcome to the Equinox Guide to Document Management

Introduction

  • Overview of document management in Equinox.

  • Focus on utilizing the Microsoft Office Plug-in.

Navigating the Documents Tab

  • Navigate to the Documents tab of the selected case.

  • This tab displays all uploaded documents for the case:

    • Ability to view all documents uploaded.

    • Use text fields and drop-downs for filtering documents based on criteria.

  • Categorizing documents:

    • Tabs categorize documents by file type.

    • Additional categories can be added by clicking a plus button.

  • Content search field:

    • If unsure about the document name or type, keywords can be searched.

Uploading Documents to Equinox

Method 1: Add Document Button

  • Use the Add Document button to upload documents:

    • Select the appropriate folder for the document (optional).

    • Choose the file from your computer.

    • Provide the following details:

    • Name of the document.

    • Mark for the attention of a specific user.

    • Indicate whether the document has been read.

    • Alter the date if needed (e.g., when uploading a document received previously).

  • After uploading, the document will appear in the Documents tab.

Method 2: Drag and Drop

  • Drag and Drop methods:

    1. Directly drag files from your computer folder into the Documents tab:

    • The document appears immediately.

    • Edit the document title, change date, or lock it (hidden from Client Access view).

    1. Use the Drag and Drop button in the upper right corner:

    • Supports multiple file uploads.

    • Start upload process after dropping files; the files will disappear upon successful upload.

Using the Equinox Microsoft Office Plug-in

Accessing the Equinox Tab

  • Log in and link the Equinox system to a Microsoft Office Plug-in account.

  • The Equinox tab appears at the end of the tab row in Outlook and other Microsoft applications.

Options in the Equinox Tab

  • Options under the Equinox tab:

    • Details and Settings: Access to configuration settings.

    • Open Matter: Open existing matters.

    • Save to Matter: Primary function for uploading emails and documents.

Saving Emails to Equinox

  • To save an incoming email:

    1. Navigate to the Equinox tab in Outlook.

    2. Select Save to Matter.

    3. Matter code auto-detection (if included in the subject line).

    4. Select Next.

    5. Options to rename the email, alter date, add notes, and complete the screen.

    6. Click Next and Save. The email will be marked as 'Equinox saved' after upload.

    7. Refresh the Equinox page to see the uploaded email.

Saving Sent Correspondence

  • Steps for saving sent emails:

    1. Follow normal sending process (create, draft, send).

    2. Ensure the matter code is included in the email subject line.

    3. Go to Sent Items in Outlook.

    4. Click on the sent email:

    • Marked as Equinox generated.

    1. Navigate to the Equinox tab and select Save to Matter to upload the sent email as well.

Saving Documents from Microsoft Word

  • Steps:

    1. Finalize the document in Word and save it locally on your computer.

    2. Click on the Equinox tab in Word and select Save to Matter:

    • Note: Matter code may not auto-detect.

    1. Type the matter code, select from the dropdown menu, and follow the upload steps.

    2. Notification received upon successful upload.

    3. Check the Documents tab for the uploaded document.

Opening Documents from Matter in Word

  • This function is useful if needing to edit an existing document:

    1. Click Open from Matter in the Equinox tab within Word.

    2. Enter the matter code for the desired case/document.

    3. The list of documents from the current case will be displayed:

    • Choose the document to edit.

    1. Click Open to access the document for editing.

Conclusion

  • Recap of document management and the Microsoft Office Plug-in.

  • For further assistance, contact Equinox support.