Open the Orphan Documents Screen

1. Open Document Management via clicking on the ‘Document Management’ tab in the Trustee Suite Main Menu toolbar.
2. Click on the ‘View’ tab from the top Main Menu toolbar (File Menu).
3. Select ‘Orphan Documents’ > ‘Find All Orphan Documents’, which invokes the screen shown above.
4. Once open, a grid will display all of the document issues found in Document Management.

The following buttons, as shown in the screenshot above, will be available to help you work in the Orphan Documents screen:

• Begin:  Refreshes the list of records in the grid.  Use this button when you have edited a record in the grid and would like the list of documents with issues to be updated.
• Edit:  Opens the Editing a Document screen, allowing you to make changes to the record.  This screen has the same information as the Adding a Document screen.
• Open:  Opens the document for viewing.
• Delete:  Deletes the highlighted record.
• Close:  Closes the Orphan Documents screen.

Orphan File

Document Management no longer requires you to use Windows Explorer to add documents to a case folder.  If you choose to add documents through Windows Explorer, a record will automatically be created in Document Management with minimal document information.

Documents added to Document Management must have two pieces of information saved in order to be visible:  the document details and the document file path.  If a document is added through Windows Explorer and not from the ‘New’ button, , in the Document Management screen, the system will recognize a new document available in the case folder, and will default the document title to the filename of the document.  The system will also default the category to Orphan to help you easily locate records with minimal document information.

To view the newly added documents through Windows Explorer while Document Management is not open:

• Open Document Management via clicking on the ‘Document Management’ tab in the Trustee Suite Main Menu toolbar.  This will automatically update all of your cases to display the Orphan documents.  A message will display giving you an update of how many Orphan records were imported.

To view the newly added documents through Windows Explorer while Document Management is open:

• Select the ‘Case View’ tab on the Document Management screen.
• Select the case of the document that you just added in Windows Explorer.  A message will display giving you an update of how many Orphan records were imported for that case.

-OR-

• From the top Main Menu toolbar (File Menu), select ‘View’ > ‘Orphan Documents’ > ‘Import Documents for the Current Case’.

Fix an Orphan

Issue:  Renamed File:

Select a record in the grid and you will see the issue description and suggestions provided regarding how to fix the issue as shown in the screenshot above.

For example, a file named “petition” was renamed in Explorer to “petition1”; thus, Document Management cannot find the file as it no longer exists as “petition”.  To reconnect it to Document Management:

1. Click on the ‘Edit’ button.
2. Select the Case from the ‘Case #’ field.
3. Edit the file path via the ‘File Path:’ field directly above the ‘Case #’ field to enter the correct file name, “Petition1” in the example being used.-OR-Click on the ‘Folder’ icon,  , to the right of the ‘File Path:’ text field and browse to the file.
4. Click on ‘Save’.  You will see this entry disappear from the Orphan grid.
5. This Petition will appear in black text instead of red in the Document Management grid.

Missing Files

Document Management no longer requires you to use Windows Explorer to delete or move documents from a case folder.  When you delete or move documents this way, you will create a Missing File in the Orphan Documents screen (shown above).

In Document Management, there are two pieces of information saved when you add a document:  the document file path and the document details.  If a document is deleted or moved through Windows Explorer and not from the Document Management screen, that file path is still stored in Document Management and would be considered “missing” since Document Management will not be able to find the document under the saved file path.  For this reason, it is very important not to delete or move documents from the folders under Document Management or to delete an entire folder from Document Management using Windows Explorer.

To fix a record in which a document has been moved:

1. From the Orphan Documents screen (the screenshot shown above), highlight a record with the issue, ‘Missing File’ (by single clicking on it).
2. Click on the ‘Edit’ button to open the Editing a Document (Document Management | Document Properties) screen shown below.
3. The ‘File Path:’ at the bottom of the screen will be highlighted red as shown below.  Click on the ‘Folder’ icon, , and find the document that should be attached to the record.
4. Click on ‘Save’.  The record is no longer an Orphan.

To fix a record that contains a document that has been deleted:

1. From the Orphan Documents screen, highlight a record with the issue, ‘Missing File’ (by single clicking on it).
2. Review the case number and verify that you no longer need this record in Document Management.
3. Click on the ‘Delete’ button.  The record will be removed from Document Management and will no longer show as an Orphan.