How To Archive Files In Law App

Including Settings for Archive location, and Archive number set up

1. Step 1: Prepare File for Archiving

• Navigate to the Accountant area of the file.
• Confirm that all financials are at zero:
  • Disbursements: Fully billed, written off, or settled.
  • Outstanding Debtors: Cleared.
  • Trust Balances: Refunded or transferred appropriately.
• Note: It is the firm’s internal policy to either:
  • Void unbilled time entries, or
  • Delete unbilled office costs.
• Once all financial items have been correctly finalised, go to the file in question and click the Archive button (as shown in the image).

2. Step 2: Configure Archive File Options

• After clicking the Archive button, the Archive File Options window will appear.
• The Archive File Number is automatically generated based on the firm’s settings.
  • This setting can be managed under Admin > Number Sequencing.
  • (Refer to the instructions at the bottom of this help sheet for more details.)
• You may manually overwrite the generated archive number; however:
  • Doing so will not use the next number in the sequence.
  • The original sequential number will reappear the next time an archive is created.

3. Step 3: Select Archive Location

• In the Archive File Options window, choose an Archive Location from the drop-down menu.
• If no archive location appears:
  • Navigate to Settings > File Settings > File Archive Location to create one.
  • (Instructions for this are provided at the bottom of the help sheet.)

4. Step 4: Enter Box Number (if applicable)

• Law firms may use a Box Number to group multiple archived files for easier physical retrieval from storage.
• If your firm follows this practice:
  • Enter the relevant Box Number in the designated field now.

5. Step 5: Confirm Financials Are Settled

• Click the “Financials Settled?” checkbox.
• Important: Only tick this box after you have confirmed that all financials are fully settled.
• A log record is created showing the user who:
  • Flags this field, and
  • Archives the file.

6. Click “Archive File”

7. Step 6: Unarchiving a File

• To unarchive a file, click the “Unarchive” checkbox.
• After doing so, make sure to click Save to apply the change.
• Note:
  • Archiving details (e.g., box number, archive location) will be retained unless you manually remove or update them.
  • You may:
    • Leave the original details intact if you plan to rearchive the file and return it to the same location, or
    • Overwrite the details if the file’s storage location has changed.
• Always ensure the archive details accurately reflect the current physical location of the file.

8. Step 7: Save Changes

• After flagging the “Unarchive” checkbox:
  • Either press Tab or click elsewhere on the screen to activate the Save button.
• Once visible, click “Save” to confirm the change.
• Important: If you do not save, the file will remain archived.

9. Step 8: Add an Archive Location

• To create a new archive location:
  • Go to Settings > File Settings > File Archive Location.
• From here, you can add and manage archive locations as required.

10. Step 9: Select Archive Location Settings

• In the Settings menu:
  • Click on File, then select Archive Location.
• This will open the area where you can view, add, or edit archive locations.

11. Step 10: Add a New Archive Location

• Click the Add (+) icon.
• Enter the details for the new archive location in the fields provided.
• Save the new entry to make it available in the archive location dropdown.

12. Step 11: Save the New Archive Location

• After entering the new location details, click “Save All” to apply the changes.
• Tip: Refer to the sample screen provided for guidance on setting up an “Electronic Copy Only” archive location.

13. Step 12: Edit the Archive Number System

• To modify the archive numbering system, please contact an admin on your team.
• The admin will need to:
  • Go to the Admin section via the left-hand main menu.

14. Click “Number Sequencer”

15. Step 13: Add Archive Numbering (if needed)

• In the Number Sequencing section:
  • If no archive numbering appears in the list, click “Add” to create a new numbering sequence.
  • If an archive numbering sequence is already listed, you can skip this step.

16. Step 14: Select Archive Number Type

• When adding a new numbering sequence:
  • Choose “ArchivedNumber” from the Type drop-down menu.
• Note: Skip this step if an archive numbering sequence is already present.

17. Click this text field.

18. Type a prefix of your choice I have selected AR as a sample and fill in your seed sequence

19. Step 16: Define the Number Format

• In the Format field, type or paste: {Prefix}{Sequence}
  • This ensures the archive number will appear in the format AR100001, where:
    • AR is the prefix, and
    • 100001 is the sequence number.

20. Type “AR100001”

21. Step 17: Example Format for Archive Number

• A complete example using the prefix AR and a starting sequence of 100001 will look like this:
  
  Prefix: AR
  Seed Sequence: 100001
  Format: {Prefix}{Sequence}
  Resulting Archive Number: AR100001

22. Step 18: Save and Refresh

• Click “Save All” to apply your changes.
• Press F5 to refresh the screen before proceeding with any new archiving.
• Best Practice:
  • If you are setting up the numbering sequence for another user, ask them to also press F5.
  • This ensures all new settings are fully applied, especially if they had the file area open while changes were made.