This feature is available to Brief Managers, Document Managers and Document Filers only.
Upload a document by pointing your cursor at the folder you want to file the document in (other than the All Documents folder) and left clicking. An Add Document button will appear in the tool bar above the Briefs and Contents windows.
A document cannot be first uploaded to the All Documents folder but will also appear in this folder after it has been uploaded to a specific folder. If in doubt use the generic ‘Upload documents here’ folder. A Brief Manager or Document manager can then copy or mover the document to another folder once uploaded.
After you click on the Add document button a form will appear on the computer screen that requires you to add information about the document. The page contains detailed instructions on how to upload a document. Detailed instructions are also set out below.
If you want the document to be accessible to a particular class of User you must check the box for that category before you save the document. If you do not check the box for Document Manager you and other Document Managers will not be able to see the details of the document. If you do not check the box for a lower level category of User such as Document Manager, Client, Viewer or Expert that category of User will not be able to see the document.
After you have added all of the required information click on a Save button at the top or at the bottom of the page.
When you upload you will be asked to give a Name to the document. Don't put as the name of the document, information that you provide in the different fields that you are asked to complete. For example, do not put ‘Letter from A to B’. Do not put the case name or some other case identifier such as a claim number.
If in doubt about a name put the topic of the content of the document.
In the case of an expert's report one option is to use the description of the field of expertise of the expert as the document Name. For example, Psychiatry or Orthopaedic or Architect.
Cloudbrief recommends that you type in a description (Name) of the electronic file to be uploaded that tells you something about the contents (eg topic, expert’s field of expertise) of the document but does not repeat other available fields (such as Type, Author, Recipient, Date).
The file you wish to upload must be placed in the File box (the broken line rectangle containing the words ‘Drop files here to upload (or click this box)’.
If you open the directory on your hard drive to reveal the file name within its relevant folder you can drag and drop the file into the File (upload) box. Alternatively, left click in the File box to open a window that allows you to access files on the hard drives on your computer, or computer network.
The name and file size of the file will appear in the File box.
The Type box gives you a number of fixed options for type of document. Left click the down-pointing v symbol to the right of ‘Select document type’ to reveal a scroll down list of document types.
If you think that the document you want to upload does not fall into a category found in the Type menu please first check whether the category is identified in a folder or subfolder description.
There are reasons for restricting the number of Types of documents. If you feel a category should be added to the Type menu please contact Cloudbrief.
Preferably the name given for Author or Recipient (of an uploaded document) should be that of an individual person, where known.
Don't put the name of the organisation unless that is all you know or you have some other good reason. An exception is the name of a firm as the author or recipient of a letter. Use the firm name rather than the name of the individual author.
You can put the individual's first name followed by surname. Usually you won't need to put the name of the organisation the person is from, but you can do that by putting ';' or 'of' after the name and then typing the name of the organisation.
However with Court documents you should use Plaintiff, Defendant, All parties etc for the names of the author or recipient.
In the case of an affidavit the author will be the name of the deponent of the affidavit and the recipient the party producing the affidavit (eg Plaintiff, or Defendant).
A date may be selected for day month and year by clicking on the calendar icon for day/month/year. Selections may be made in turn for today’s date or year, month and then day. Alternatively, a month and year (but not day) may be selected.
For emails a 24 hour clock number should be inserted. Type in 01 to 24 (midnight) for the hour and 01 to 60 for minutes.
Document ID may be used if you have a discovery number from a party's list of documents. It should be in a form that identifies the party and the number eg P23 for plaintiff's discovery document 23.
Don't use Trial no. unless there is additional information about the document that is going to be helpful to understand what it is. Trial no. is reserved for trial bundle or trial exhibit numbers.
You may select whether the document is draft or final or make no selection. In addition you can identify a privileged document.
Remember to check the box before saving to allow the relevant category of User to see the details of document. If the box is not checked that category of User will not be able to see the details of that document after it has been uploaded. A Brief Manager will see the details of all uploaded documents.
Access rights can be changed by using the Edit button to the right of the document description in a folder. Save and default back to Brief Manager
Once you have entered the information for the document you are uploading click the nearest Save button. The screen will default back to the Contents page for the folder into which you uploaded the document.
The Contents page will list the documents in the folder identified by Name, Date, Type, Author, Recipient, Status (eg Draft or Privileged), Doc ID, Trial no., Filed Date, and Access.
Each column represents a sortable field. Click the name of the field at the top of a column to sort by that field. Click again to reverse the order by that field description.
The date the document is filed (uploaded) is included automatically when you upload the document. This field tells you when a document was uploaded to Cloudbrief.
Filed Date first shows documents in reverse order of uploading; that is, the most recently uploaded document is shown first.
If you left click once on the words Filed Date the documents will reverse the sort order by date uploaded (eg from latest first changes to earliest first). Left click again and the documents will re-sort to the previous order (eg from earliest first changes to latest first).
You can use this facility to see details of the most recently uploaded documents.
This field lets you know the categories of User who may see the document:
You can upload up to 10 documents at once. If you add more than 1 document, they will all be uploaded with the same information, but will have a number appended to the document name. You can rename the documents once they have uploaded.
If you have any doubt about the way to describe a document you are going to upload, or whether you have the correct folder, please contact Cloudbrief.
As Brief Manager you can create a new folder or subfolder in the Brief or change the brief structure to suit your requirements. We welcome you to contact Cloudbrief.