Closing matters in NetDocuments has been a point of debate for many users, often dividing opinions between its benefits and the challenges it presents. However, with the latest update to ndOffice (4.1), it may be time to rethink how we approach this feature. The recent changes enable users to maintain the integrity of closed matters while introducing flexibility that was previously not possible. This post outlines the benefits of closing matters in NetDocuments, highlights the challenges, and walks through how these changes can help streamline your workflows.
Why Close Matters in NetDocuments?
Closing matters in NetDocuments serves an essential purpose, especially for law firms managing a vast array of cases. When a matter is closed, it locks down the case file, preventing further alterations or additions. This is crucial for maintaining accurate records, ensuring compliance, and establishing the foundation for effective retention policies.
Here’s why you should consider implementing a closed-matter policy in NetDocuments:
- Preserve Integrity: Closed matters ensure that the case file remains intact and unaltered after it is finalized.
- Retention Policy Compatibility: By closing matters, you can easily implement retention policies, such as purging files after a specified number of years from the close date.
- Streamline Record Management: Closing matters reduces unnecessary clutter, making it easier to locate and manage active cases.
The Problem with Closing Matters
Despite the benefits, some challenges have made users hesitant about closing matters in NetDocuments. The primary drawback? Once a matter is closed, you cannot add new content to it.
This rigidity creates issues when unexpected situations arise. For example, if a client reaches out months later with new correspondence related to a closed matter, you’d traditionally need to reopen the file to save the email or other relevant documentation. This manual reopening process disrupts workflows and can be frustrating for many users.
The Game-Changer: NDOffice 4.1 and Registry Key Updates
Thanks to the recent launch of NDOffice 4.1, this longstanding limitation is finally being addressed. With the introduction of a new registry key, users can now save files to closed matters without having to reopen them.
How It Works:
Registry Key Update: By enabling this new option, closed matters can accept additional content without compromising their closed status.
Seamless Integration: Users can add emails, documents, and other files directly into a closed matter without disrupting retention policies.
This functionality strikes the perfect balance between maintaining the integrity of closed matters and addressing the practical needs of day-to-day scenarios.
Implementing the New Registry Key
To take advantage of this update, consider the following steps:
Update NDOffice: Ensure your team is using NDOffice 4.1 or a newer version.
Configure the Registry Key: Work with your IT team to configure the registry key that enables saving to closed matters.
AllowImportToClosedAttributes
Values
Description: Allows for the importing of documents into closed matters via Doc Import. When set to True, Doc Import allows importing documents into closed matters. By default, the setting is set to False, preventing users from importing documents into closed matters.
Location
Computer< HKEY_CURRENT_USER or HKEY_LOCAL_MACHINE>SOFTWARENetVoyageNetDocuments
Note: If in both places, HKLM will take priority
Type
REG_SZ
- True
- False (Default)
Where this works
ndSave and ndMail, as well as add upload and Drag and Drop, will not allow you to save to a closed matter.
You will now be able to upload using the ndoffice Upload button to closed values without any issues.
If you get an email from someone when a matter is closed, drag it to your desktop and then into the ndOffice Upload.
Retention Policies Made Simple
One of the most significant advantages of closing matters in NetDocuments is the ability to implement retention policies. By associating retention rules with the close date of a matter, you can automate file management and ensure compliance with your organization’s document retention guidelines.
For example, you can create a policy to automatically purge files seven years after the date they are closed. This eliminates the need for manual clean-up efforts while ensuring that your system remains organized and clutter-free.
Why You Should Start Closing Matters Now
Closing matters in NetDocuments is no longer the rigid, cumbersome process it used to be. With the latest updates, you can now enjoy the benefits of streamlined workflows, stronger compliance, and easier record management without sacrificing flexibility.
By configuring your system today, you can not only enhance your operational efficiency but also future-proof your organization’s document management practices.