Document Assembly

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1 Document Assembly & Storage: (Documents Tab)

Document Assembly & Storage: (Documents Tab)

Many organizations choose to store frequently-used forms such as New Client Letter or Authorization of Representation within Pika CMS for consistency and ease of use. These forms are available in all open and closed cases so that case related documents can be assembled using case specific information and optionally stored within the case. Only those users designated by the system administrator can add, modify or delete forms.

Documents created outside of Pika CMS related to the case can be stored within the Document Storage. Documents can be organized within folders especially if a case contains multiple documents.

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Add Documents:

From the Documents tab of any case:

Select "Choose File" button.
Select the desired document from within the file selection dialog box.
Select "OK" button.
Enter a description of the file - this is optional and can be added or modified later.
Select "Add File" button to complete the process of adding to Document Storage.

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Assemble Documents:

Forms used by your organization will be listed under the "Document Assembly" header and may be organized within folders. A newly assembled rich text (*.rtf) document based upon the form selected and populated with case specific information will be generate. Rich text documents can be opened and modified by any word processor such as Microsoft Word which can then be added to Pika CMS document storage.

Information required for any form selected such as opposing party must already be completed and saved within the case. Otherwise the resulting assembled document will have missing information.

From the Documents tab of any case:

Navigating Forms:

Selecting the folder Name will display all available forms within the folder.
Selecting the dark arrow at the end of the form name displays a short description and name of the user who added the form.

Assembly

Select the appropriate form by clicking on the form name
Select the Form Recipient from the picklist provided
Select Client Name if not already populated by default
Select Opposing Party if not already populated
Select Opposing Counsel if not already populated
Select the checkbox "Save a copy to Document Storage" if you wish to save a copy as part of the case file.
Select the button "Make New Doc" to create a document based upon the form selected.
Select to either open the newly assembled document or save to your local or network drive
Click on the Case Files under Document Storage to refresh the screen and locate the newly saved document if you selected to save a copy to Document Storage.

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Document Storage:

From the Documents tab of any case:

Managing Documents:

Click on the dark arrow located at the end of each document name to display a description and name of user who added to Document Storage.
Select "Edit" to update the document file name, description, and/or move the document into a folder
Select "Update" button to save and close the Edit File Properties dialog box or select "Cancel" to abandon any changes

Select "Delete" to remove a document from Pika CMS Document Storage
Select "Delete" button to continue deletion or select "Cancel" if you have changed your mind

Managing Folders:

To create a new folder: Type a short name and select "Add Folder" button
Click on folder name to display documents stored within the folder.
Click on "Case Files" to back out of any folder and return to the Document Storage starting point
Select "Edit" to change folder name
Select "Update" to save changes. Select "Cancel" to abandon any changes