Managing Files

In this article:

• Editing a File
• Closing (Archiving) a File
• Mass Closing Files
• Reopening a Closed File
• Running Ledger Reports

After successfully creating files, you can manage, view, edit, and close/archive them. Closed files can also be reopened, if needed.

Editing a File

Once you've created a file, there will be times you will need to update information on the file's record. 

To do this:

1. In Legal Accounting, navigate to Contacts in the main menu, and select the File Manager tab.
   TIP:  By default, all files will have the General and Ledger tabs/pages. The General tab shows a view of the file's balances. It also includes a Validate button which is used to fix discrepancies displayed under Balances for the specific file. This can be done anytime, even when users are logged in. 
2. Use the search bar at the top left of the File Manager to find the file you wish to edit; you can search by file number, client name, or file description. Click the circled ▶ icon to display the file.
3. Edit the file details as needed. File Manager provides additional options under Other that are not available during initial file creation:
   • Change File Number: Change or rename the file number (if it doesn't already exist in the system).
   • Change Primary Contact Number: Change the current primary contact/client of the file (already saved in the system).
     NOTE:  If Change File Number and Change Primary Contact Number are not available and the firm is using NetDocuments, it might not be enabled or you do not have the necessary permissions to make the change. Contact your administrator for additional help.
4. Click Save to save your changes.

Closing or Archiving a File

Closing a file will hide the file's information from routine processing and reporting. This is typically used after a file has been fully documented and paid in full. Note that once a file is closed, it is hidden from searches and reports, but transactions are still reflected in your financial statements. 

To do this:

1. Navigate to Contacts in the main menu, and select the File Manager tab.
2. Use the search bar at the top left of the File Manager to find the file you wish to close; you can search by file number, client name, or file description. Click the circled ▶ icon to display the file.
3. Before closing the file, ensure the following conditions are met:
   • No unbilled expenses
   • No General Retainer or Operating balance
   • No unbilled time (optional based on system setting)
   • The contact or group contacts on the file have no trust balances
   • No outstanding invoice or AR balance
   • All entries are in a closed General Ledger period
4. Click Close File in the lower-right corner of the page.
   
5. When prompted, enter the Closed File # and click OK. A pop-up message saying File has been closed is displayed and if the contact has no other files, the system will ask if you also want to close the contact. If so, confirm the action.

Mass Closing Files

You can close several files at once. 

To do this:

1. Navigate to Contacts in the main menu, and select the Close File tab.
2. Set the parameters to display files you can close:
   
   • Open Date End field automatically shows the end date of your last closed GL period in Legal Accounting to help you close older files and avoid accidentally closing new ones that might not have any activity yet.
   • Last Entry Date is used to filter by the date of the most recent activity.
   • File Hold Status is used if you want to only show files under certain hold status
3. Click the play button to see the list of files that meet your criteria.
4. Set or review the Closed File Number.
5. Set Close Date. This will default to today's date, but you can change it.
6. Enter a Physical File Location if you want to add where the paper file is stored.
7. Set Destroy Date. This defaults to 31 December 2199. Change this to the actual date you plan to destroy the physical file. Note that Legal Accounting will not destroy or delete the file.
8. Toggle on Print Client Ledger if you want to print a client ledger when the file is closed. (You might not see this option if it's set to always print in the admin settings).
9. Show or hide columns by clicking the menu icon (three lines) in the top right to choose which columns you want to see.
10. Choose which files to close by selecting the checkbox next to each file you want to close. To select all files, select the checkbox in the column header.
11. Optionally, toggle on Close Contact if you want to close the contact after the last file assigned to them has been closed.
12. Click the Close button.
13. Click Yes to confirm.

Reopening a Closed File

Closed (archived) files can be reopened if needed.

To do this:

1. Navigate to Contacts in the main menu, and select the File Manager tab.
2. From any page within File Manager, click Reopen A File.
   
3. Search for the closed file and click Reopen button to the left.
   

Running Ledger Reports

You can also run ledger reports under File Manager. 

To do this:

1. Navigate to Contacts in the main menu, and select the File Manager tab
2. Search for the file under the File search box then click the play icon.
3. Go to the Ledger tab.
4. Click the arrow down icon and select the ledger report you want to generate.

• User Permissions to Close File