Metadata in Document Vault
Document Vault relies on metadata for organizing documentation, matters, people, and companies. Metadata consists of information about an object, for example, a document.
This article explains metadata sync between eCounsel and Document Vault and different types of metadata for matters, companies, people, and documents.
The Role of Security Access Groups in Document Vault
eCounsel security access groups manage matters and documents security in Document Vault. Documents inherit from their parent matters who has read only access or read and write access, and it appears as hidden in the document metadata. In the following example of a document metadata, the documents inherits the Matter_ID, Read Write Access and Read Only Access from its parent matter.
Data Sync
Automatic data sync between eCounsel and Document Vault takes five minutes for matters and 15 minutes for everything else (people, entities, etc.). Users can refresh data manually, for example, to be able to add a document right after entering a new matter in eCounsel. To refresh data manually:
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Open the document metadata.
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Click on Matter to show the command menu.
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Select the round arrow icon.
Matter Metadata
The matter metadata in Document Vault is inherited from eCounsel. The data can't be changed or added. Matter Number and Matter Name are the fields that link the documents to the matters. The URL in Launch Link opens the matter in eCounsel.
Companies Metadata
The company metadata in Document Vault is inherited from eCounsel. The data can't be changed or added. Documents that are attached to a company but don't belong to a matter don't inherit eCounsel security access groups, therefore, all users can see that type of documents.
When you drag-and-drop an email from Outlook to Document Vault, the latter reconciles the email domain with the domain in Web Site to automatically attach the email to the company.
The URL in Launch Link opens the company (entity) in eCounsel. Document Vault and eCounsel share the same Company_ID.
People Metadata
People metadata in Document Vault is inherited from eCounsel. The data can't be changed or added. Only people records that have an eCounsel user ID are displayed in Document Vault. Documents that are attached to a person but don't belong to a matter don't inherit eCounsel security access groups, therefore, all users can see that type of documents.
When you drag-and-drop an email from Outlook to Document Vault, the latter reconciles the email with the person's Email in Document Vault to automatically attach the email to the person.
Launch Link opens the person record in eCounsel. The Person_ID is shared between eCounsel and Document Vault. LoginLDAP is the person's username to log in to Suite.
Document Metadata
Document metadata inherits data from the matter, company, or person to which it belongs. However, some data must be entered by the user during document addition or creation. Although you can leave some fields blank, it is recommended that you enter as much data as possible to classify the document and search the document easily.
| Field | Description | Mandatory |
|---|---|---|
| Type(Class) | Enter the document type, if it's docx, xlsx, txt, multi-file, etc. | Yes |
| Name | The document name | Yes |
| Document Date | The date when the document was created | No |
| Author(s) | The author of the document | No |
| Description | Enter a document description. | No |
| Keywords | Tag the document with keywords. | No |
| Related People | This field refers to people within the People module in eCounsel. | No |
| Related Entities | This field refers to companies within the Entities module in eCounsel. | No |
| Matter Number | This field is populated when a document is linked to a Matter Name. Note that it can take a day for the metadata to show the matter number. | No |
| Legacy DMS ID | No | |
| Allow Edit Rights | This field is hidden. When a document is linked to a Matter Name, the document inherits the permissions of the security access group of the matter. | No |
| Deny Edit Rights | This field is hidden. When a document is linked to a Matter Name, the document inherits the permissions of the security access group of the matter. | No |
| Read-Only Rights | This field is hidden. When a document is linked to a Matter Name, the document inherits the permissions of the security access group of the matter. | No |
| Major Version | Versions are stored as Major-Version.Minor-Version. | Yes |
| Minor Version | Versions are stored as Major-Version.Minor-Version. | Yes |
Document Classes
The following table describes the document classes available in Document Vault. For document classes not listed in Document Vault, use Documents.
| Contracts/Agreements | Correspondence | Investigative Records | Pleadings | Document |
|---|---|---|---|---|
| Amendment | Credit Report | Affidavit | Select Document for unclassified documents. | |
| Anciliary Agreement | Letters | Criminal Record | Amended Complaint | |
| Compensation Agreement | Notice | Driving Record | Answer and Counterclaim | |
| Employment Agreement | Reports | Employment Record | Answer and Cross Claim | |
| Insurance Policy | Tax Record | Appeal | ||
| Lease Agreement | Wage Statement | Brief/Memorandum | ||
| License Agreement | Complaint/Petition | |||
| Non-disclosure Agreement | Deposition | |||
| Purchase Agreement | Exhibit | |||
| Purchase Order | Interrogatory | |||
| Rate Agreement | Motion - Other | |||
| Retention Letter | Motion - Summary Judgement | |||
| Separation Agreement | Motion to Compel | |||
| Services Agreement | Motion to Dismiss | |||
| Settlement Agreement | Oposition/Response | |||
| Statement of Work | Order | |||
| Standard Contract | Scheduling Order | |||
| Termination Agreement |