Moving Documents to the Correct Folder
/These instructions explain how to how move documents from the wrong folder to the correct folder and change the Time Matters Document records.
The TM Save button in Adobe Acrobat, Microsoft Word and other Microsoft Office applications keeps your documents organized and saves you time. But occasionally you might find that you have saved a document to the wrong Matter in Time Matters. As a result, the document’s Time Matters Document Record and folder are wrong.
This post explains two methods for moving documents to the correct folder and fixing the Time Matters Document Records.
Method 1 - Cut-and-Paste
If you are comfortable dragging and dropping documents from one folder to another or cutting and pasting between folders, you will probably prefer this Drag-and-Drop method:
Move the misplaced documents files to the correct folder via Drag-and-Drop or Cut-and-Paste.
Go to the original Document Records in Time Matters - the ones linked to the incorrect Matter.
Change the Matter Name to the correct Matter and use the Lookup button after the File Name field to link each Document record its file that is now in the correct folder.
Method 2 - Drag-and-Drop into Time Matters
With this method, you first copy the files to the correct folder. Next you position the Time Matters window and the Windows File Explorer Windows so that you can see the document files in their correct folder and you can see the correct Matter in the Matter List. Next, you perform a sleight-of-hand that requires some dexterity. Follow the 3 steps below to drag the files onto the Matter in the Matters List.
After performing the above steps, go back to the wrong Matter and delete the Document Records that point to the documents in their wrong location. A drawback to this method is that the new file gets today's date as its file date. But you enter the correct date of the document in its Document record, so that may not be a problem.
Method 3 - Save As
A third method is the most time-consuming, but perhaps the safest. It uses Time Matters "Save As" to put a new copy of a document in the right folder. Then you delete the old document file that is in the wrong folder. Like the drag-and-drop method, this method also gives the new file today's date as its file date. But you enter the correct date of the document in its Document record, so that may not be a problem.
This method assumes that you have the AutoName options set up in Time Matters. AutoName is used to implement the Time Matters Document Management System.
To copy a document to the correct folder and link it to its Matter and Contact with a Document record:
Open the existing Document record, usually from the Documents tab on a Matter.
Copy the Description to the Windows Clipboard (Ctrl-C)
Press the GoTo button (lower left) to open the document
Press TM Save button in Adobe Acrobat, Microsoft Word or other Microsoft Office program that opened the files.
Choose: Create New Record
Complete the new record, pasting in the Description and changing the Date.
Press Save & Close
Delete old record Document record, choosing the option to Delete Actual File.
Questions? Call Wells Anderson at 952.922.1727 or send me an email…
