Once files are saved to Equinox there are certain fields of information that can be used to record information about the document.


To view/edit these details:

  1. Open a case in Equinox
  2. Click on the Documents tab
  3. Click a document name to view the document details
  4. Make any changes and click 'Update'


Some Documents details cannot be edited:

  • Client Name: Client on the case the document is saved to.
  • Case Attorney: The Attorney/User/Fee Earner on the case the document is saved to.
  • File Name: The name of the file that is uploaded to Equinox.

The table below outlines the different default fields that can be edited to record document details:


Document Details

Description

Title

The name of the document displayed within Equinox. If this is left blank the document name will default to be the same as the name of the file uploaded to the system.

Published Status*

  • Received
  • Draft
  • Draft (sendable)
  • Finalised

 

*Only available when the Outgoing Correspondence functionality is enabled.

Filing Status*

  • To be filed
  • Filed

 

*Only enabled when the Outgoing Correspondence functionality is enabled.

Date/Deadline

Unless edited, this field defaults to the date the document has been uploaded to the system.

Notes

Record information about the document that will be visible to other users when viewing the document.

Folder

Used to categorise documents within Equinox. This helps users search and filter for particular documents within the system, either when viewing documents on an individual case or searching documents across all cases using the Report Generator.

It is possible to customise the list of ‘Folders’ within your Equinox system. Please contact our support team for more information.

Attention of

Record the user responsible for the document. Users will receive a notification about any documents marked for their attention that have a status of ‘Unread’ or ‘Outstanding’. For more information about document notifications, please see the section on Document Navigation.

Status

The ‘Status’ is used to indicate if the document requires any updates. The status will generate system notifications for the user responsible for the document i.e. the user recorded in the ‘Attention of’ field.

There are three statuses that can be applied to a document:

 

  • Unread: The document needs to be reviewed. Users will see notifications for any ‘Unread’ documents marked for their attention. 
  • Outstanding: The document requires an action/update. Users will see notifications for any ‘Outstanding’ documents marked for their attention.
  • Complete: Used when a document no longer requires any action. No users will receive notifications about the document.

 

For more information on notifications please see the section on Document Notifications.

From

Used for incoming correspondence to record where/who the document has been received from.

To

Used for outgoing correspondence to record where/who the document has been sent to.

For Information

This field is used to notify additional users about the document. These users are not responsible for the document but may need to be aware of it. Users will receive notifications of any documents that are marked ‘For their information’.

Locked (Hidden from Client Access)

When ticked this option will prevent the document from being visible within the Client Access portal. This option is ticked by default. 

For more information about setting up a Client Access portal, please see the module on System Configuration.

 

Note: It is possible to create custom fields to record information about documents. This is configured under System > System Customisation > Custom Fields > Documents. For more information on how to set these up please see the module ‘System Configuration’.