How does the archive grouping work in timeSensor LEGAL?

How does the archive grouping work in timeSensor LEGAL?

What variants of archive groups are there?

 In timeSensor LEGAL, several archive groups, which in turn contain archive groups, are available to you. You can view and specifically adapt these to the needs of your entity.
You access the (general) archive groups via Settings... → Parameters → Finances → Case Opening → Archive Groups slider.

The checkbox "Administrative" ensures that administrative documents (e.g. invoices) are automatically sorted by the system into the designated area.


Notes
There are two different types of archive groups. The general archive groups and the case-bound (custom) archive groups.

General archive groups

The general archive groups are not case-bound. 

Usually, several archive groups are created for different legal areas or different preferences of the partners. These are, if selected in a case, shared. This means that an adjustment of the archive groups of a specific archive groups in the scheme editor affects all cases in which the archive groups was applied. 

Custom archive groups

In addition to the generally applicable archive groups, case-specific archive groups can also be created. These are then created under the name "custom+case number" and are only linked to the respective changed case. This allows timeSensor LEGAL to work with an automatic base and adapt it if necessary for a specific case or client. In this way, the archive groups and the individual archive groups contained therein can be adapted to the specific needs and requirements of the case.

Archive Groups and template cases / template dossiers (template clients)

In timeSensor LEGAL, cases or entire dossiers can be used as templates. How this can be done can be found here: https://support.timesensor.com/portal/de/kb/articles/wie-kann-ich-das-anlegen-von-mandaten-beschleunigen

If a template case contains a custom archive groups, this custom archive groups is inherited by the newly created case. The assignment of the archive groups remains linked to the template case. This means the archive groups remain a custom archive groups, i.e. case-bound. If the case-bound (custom) archive groups is adjusted, all cases using the same custom archive groups are changed. If only one case is to be adjusted, a new custom archive groups must be created for this case; the existing custom archive groups must not be changed directly.

Adjusting the archive groups

Via Settings... (general archive groups)

The general archive groups are accessible in two different ways. On the one hand via:
Settings... → Parameters → Finances → Case Opening → Archive Groups slider.


At the bottom of the expanded slider is the option "Archive Groups". By selecting this option, you enter the scheme editor of the general archive groups and can adjust them there.
Warning
The adjustments are immediately rolled out to all cases that use the modified archive groups.

Via the "Extra Information" tab at case level (general archive groups)

Open the case level (double-click the case in the dossier) and navigate to the Extra Information tab.

Via the Archive Groups button you access the settings that include the general archive groups. 




Via the Archives tab in the case folder (general and custom archive groups)

Proceed as shown in the attached screenshot: 


A query is made whether the archive groups should be adjusted only for this case or for all cases: 
Depending on the selection, you enter the scheme editor of the custom archive groups or the general archive groups.

By selecting the button only this case you enter the scheme editor of the case-bound custom archive groups:

Adjusting the general archive groups


You access the general archive groups via Settings... → Parameters → Finances → Case Opening → Archive Groups slider.
Warning
Adjustments made here affect all cases that use the modified archive groups. 

Automatic filing of messages of the Communicator into specific archive groups


Nachrichten (E-Mails und beA-Nachrichten), die über das Modul Kommunikator eingehen, können automatisch in vordefinierten Archivbereichen zugeordnet werden.
​
Für die automatische Zuordnung zu den gewünschten Archivbereichen können Schlüsselwörter definiert werden. Enthält ein Archivbereich diese Schlagwörter, erfolgt die Ablage automatisch im ersten Archivbereich in dem diese gefunden werden. 
Um die automatische Ablage zu konfigurieren, hinterlegen Sie die gewünschten Schlagwörter wie im nachfolgenden Beispiel beschrieben.



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