Affinity Consulting Blog

The end of the year is a great time to tune up your technology so that you can start off the new year the right way. In NetDocuments, one useful year-end exercise is to clean up and close old or inactive matters.

Closing a file is easy. Assuming you have administrator rights, select Define Profile Attributes from the Admin menu. Select a matter and fill in the Closed Date field. The matter will still be searchable but it will no longer appear as a choice in save dialogs. You can also fill in the Closed Date field on a client, which removes the client along with all linked matters from your save dialogs. Not having to wade through all of the closed clients and matters will save people time when saving documents.

Reviewing your list of clients and matters and closing them one at a time can take a while. If you have a large number to close you can save yourself some time by downloading the matter table, updating it in Excel, then uploading it again. When you download the table, the resulting .CSV file provides access to both the client and matter closed date fields. As a bonus, the copy and paste function and the range filling tools in Excel could make your job a lot easier. When you upload the file, just make sure Update (the default) is selected rather than Delete or Replace.

While downloading the table will save you a lot of time, be careful. If your NetDocuments client or matter numbers have leading zeros, which may be the case if you are linking to a billing system, Excel will strip them out. Don’t use this method unless you are sure it will not alter your numbering system.

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