E-Files

All firms need access to an electronic matter file that is easy to navigate and is capable of effectively managing the storage of numerous files types and vastly different file sizes. The Bedrock E-File (Electronic File) is organised intuitively and has a range of functions to make navigation as easy as possible.

Documents Organisation

The e-file displays in a grid format with search function available for each document identifier which saves time scrolling through the whole folder to locate required information.

The order of these display fields can be rearranged and organised based on user preferences. You can easily pre-view the documents within the e-file view, saving time on opening and closing documents to locate required information.

Categories

All documents saved to Bedrock must be categorised in one of the available category folders. Categories and sub-categories can be added and edited by users for each matter. Files can be searched by their description, or other characteristics, such as their file type and category. Searches may be also done in reverse, by excluding certain document types and categories, to reduce the number of individual files in the list.

One of the categories is Internal Correspondence. This is useful to be able to record internal emails on the E-Files to be keep track of communication between colleagues working on a matter. In addition, Bedrock “exclude internal email” function is a useful tool for being able to focus on the underlying matter content alone.

Another useful category relates to compliance items, which enables quick overview of documentation for the purposes of audit (such as the SRA, LAA, Lexcel and SQM), for example it is easy to see the audit trail of conflict checks in the e-file.

Files up to 2GB in size can be uploaded to the Bedrock E-File, with the ability to categorise and set the date/time to manage the default order of documents appearing. When uploading large files, which can take some time to store to an online case management environment, there is a procedure to allow the upload to continue whilst you carry on working on other matters. For content that it is still too large to upload, you can add a note, which can include hyperlinks, to the E-File list. This makes it easy to link to externally stored content.

E-File Tools

There are a number of tools at your disposal on the E-File, including a mini-bundling tool and a direct link to the Zylpha full bundling solution.

A “share document” feature mimics the MS OneDrive process of being able to send large documents or sensitive documents on the basis of a link to access the content, with a password that you would forward separately.

A “sign document” feature enables users to send out documents, via link, for signature by clients or third parties.

Being able to “pin” documents to the top of the E-File is also possible for those documents that you want to be most easily accessible at all times.

There is also a function to send a SMS text messages from the E-file.

With Bedrock’s matter E-Files, everyone can manage and organise their work with ease, maximising productivity and increasing billable time.