How to setup Document Management Software Part 2/3: Non Required Profile Attributes

In the examples in our first post, all the Profile Attributes were required, which means that a user has to fill out each one or they cannot save a document. You also can set up Profile Attributes that are not required.

Non-Required Profile Attributes

Status

Usually, this is a dropdown list that has items like Draft, Pending, and Executed. These attributes let someone know the stage of the document.

Filed

The only option would be yes. When a document is filed with a court, choose the yes attribute.

Hot Docs

As one attorney explained to me, these are the smoking gun documents. This allows you to bring these documents up regardless of doctype. This would be in addition to the document type. So a document labeled memo would show up in the Memo List and the Hot Docs list.

Sub Document Type

In most case, I recommend against using a sub doctype. People that have never used a DMS think they need to track this information. I think it’s a waste of time, but to comprise we add a Sub Doc Type field but don’t make it required.

If a Document Type is Pleadings, then a sub doc type might be Incoming or Outgoing. Incoming Pleadings are usually Word Documents and Outgoing Pleadings are often PDFS, so do we need this option?

Comments

Worldox automatically has a comments field, NetDocuments does not have one by default, but I automatically add it. The comments field is text searchable and is easy to see when viewing documents.

Unnecessary Fields

Created by, Modified by, Date Created, Modified, Accessed

Windows/Mac automatically tracks the date created, modified, and accessed.

Your document management system will also be able to log the person who created the document and the person who edited the document. (NetDocuments tracks the person who created the document by default, Worldox does once you add a Creator field). Therefore there is no reason to create any of these profile attributes.

Date in Document Name

Most users without a DMS will name documents like this: 2016-01-10 Letter to Counsel. The reason to do this is so you can have all the documents sorted by date created.

In a DMS, there are zero reasons to do this because the system automatically tracks this information and allows you to organize your documents by that information. In both Worldox and NetDocuments, I can customize the system to organize documents by either the Created Date or the Modified Date.

In out our final part on how to setup Document Management Software, we will go over some other considerations.