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The Physical File tab in the Matters Edit Mode allows you to track the location and status of the paper version of important documents. This tab is different than the Documents tab, which allows the electronic documents to be linked to a record.
Fields
File Number – The identifier for the file.
File Type – A classification for the file.
File Subtype – A sub-classification for the file.
File Description – A freeform comment concerning the file.
Status – The status (such as Closed) for the file.
Internal Storage – The location where the file is stored.
External Storage – The location where the file is stored if it is not stored internally.
Details – Lists details concerning actual files. This area is where file actions are defined.
Optional Fields
The following fields can be added to the grid by clicking the Options button and selecting the fields (the fields also may be reordered to appear as needed on the page):
Close Date – The date the physical file was closed.
File Destruction – An indication of whether the physical file has been destroyed.
Open Date – The date the physical file was opened.
Owner – The name of the player who is responsible for the physical file.
Permanent File – An indication of whether the physical file is permanent or temporary.
Retention Period – The amount of time the physical file must be retained before destruction.
Buttons
New – Click to create a new item in the grid.
Delete – Click to remove the selected item.
Reports – Click to access any tab-specific reports.
Export – Click to export the current grid contents to Microsoft Excel.
Print – Click to create an instant report of the current grid contents.
Options – Click to select the number of records to display in the list of items.
Physical File Action Subtab
The Physical File Action subtab allows you to enter information concerning actions taken against a physical file.
Physical File Action Subtab Fields
User – The name of the user who created, checked out, etc., the physical file.
Action Type – The type of action (such as Created, Sent to Storage) taken on the physical file.
Action Date – The date the action took place.
Physical File Action Subtab Optional Field
The following field can be added to the grid by clicking the Options button and selecting the field (the fields also may be reordered to appear as needed on the page):
Action Note – A comment concerning the action that took place on the physical file.
Physical File Action Subtab Buttons
New – Click to create a new item in the grid.
Delete – Click to remove the selected item.
Reports – Click to access any tab-specific reports.
Export – Click to export the current grid contents to Microsoft Excel.
Print – Click to create an instant report of the current grid contents.
Options – Click to select the number of records to display in the list of items.