Setting General Configuration Options for Document

The general options for Document apply to all Document users in your firm.

1. Open Dashboard, click Application Links on the navigation panel, and then click Settings and defaults under Firm.
2. Click Document > Configurations on the navigation panel.
3. Select options in each section as needed.

   Section	Description
   File versions	Enter the number of versions of each file that your firm should retain. You can restore old versions of files if needed. Tip: We recommend keeping at least five versions. Each version consumes additional storage space, so be aware of the amount of available space when making this selection.
   Check out days	Enter the maximum number of days that a file can be checked out. The file name displays in red text on the Checked out files tab if the file is checked out beyond this maximum.
   Synchronize files	Select On if you want offline copies of files to be updated to match what is in Document. Select Off to disable this feature. This feature is useful if staff members download files for offline viewing. Note: This is a one-way synchronization. Edits made to the offline copy are not synced to Document. Tip: We recommend disabling this feature to prevent duplicate copies of files being available in multiple places.
   Client area	Select Yes if client portals should include a Client Area. Select No to disable this feature. This option is only available if your firm licenses Portal.
   Drag-and-drop	Select an option to indicate how Document should handle files that are dragged into Document: Automatically upload files dropped onto Document. If the folder where the file is dropped has default metadata assigned to it, the file is added to Document without opening the Add Files window. If the folder does not have default metadata assigned to it, the Add Files window displays so that metadata can be assigned. Note: If this option is selected, each staff member can also set drag-and-drop user options for different file types. Require manual upload of files dropped onto Document. The Add Files window displays when files are dragged to Document, regardless of whether default metadata is assigned to the folder.
   Forced confirmation of file attachments	Use this section to control which files can be attached to emails based on a file's sensitivity level. See Enabling Forced Confirmation of File Attachments for more information.
   Cloud Storage space notifications	Enter the thresholds at which Document should send warnings about the amount of storage space available. Note: Use the Email Notifications window to select the staff member who receives these notifications.
   Root level file storage	Specify whether files can be stored in the root folder for an entity. Tip: As a best practice, we recommend disallowing root-level file storage.
   Search	Select whether full text search should be the default search method for the firm when using Quick Search. Tip: Full-text searches are more thorough than standard searches, but can take longer to complete. We don't recommend using full-text search as your default search method. Full-text search can be run manually using the wordsearch keyword option.
   Cut-off folder	Select Enable cut off year folder to limit the number of year folders to display in Document Central. If you choose this option, you also must select the last year to display. Example: You select Enable cut off year folder and set 2024 as the cut-off year. The 2024 year folder and all prior year folders will be sub-folders in a folder named 2024 and prior.
   Retention Configuration	Select the basis that should be used for calculating file retention. Assigned year. File retention is calculated based on the assigned class or subclass, in conjunction with the assigned year metadata and the upload month/day. Upload date. File retention is calculated using the upload date and adding the retention period associated with the class or subclass assigned to the file. Latest version created date. File retention is calculated by adding the retention period for a file's class or subclass to the last date that a new version of the file was created. This date is indicated by the Latest file version created date for files in managed storage and the File last modified date for files in extended storage. Notes: The upload date is used as the basis for new accounts. If you change the retention option, the new setting applies by default to all files added to Document after that point. If you also want to apply the new option to files already in Document, select Yes when you are prompted to update the retention option for existing files. The retention policy for files that have a custom retention date are not updated if you select to update the retention option for all files. The actual length of time files are retained is determined by the retention policy set for the class or subclass assigned to the file.
   Cloud Purge Restore	Select On if your firm wants the ability to restore files purged from the recycle bin for 90 days. When this option is enabled, the cloud purge restore tab is visible in the recycle bin.
   Permanent Folder	Select this check box if all files in the default Permanent folder should be retained permanently by default. The option to change the file retention for individual files within the Permanent folder is also disabled when this option is selected. Note: This setting does not apply to custom folders you add inside the Permanent folder.

4. Click OK.