Document archive
Document management organised by client and matter
Every client and every matter gets its own folder. Filings are kept with all their versions, court documents locked, and paper is scanned with your phone in seconds.
From the cabinet and shared drive to one archive
A matter's documents usually sit in three places: a cabinet, a shared drive and email attachments. ClerkMind puts them in one place, under the matter.
The usual wayThe filing is saved as „lawsuit_final_2.docx“, and the previous version is in someone's email.
With ClerkMindUploading a file with the same name adds a new version. Every version is kept with a note, and the one you filed is marked with its filing date.
The usual wayA client's document means finding a scanner, or a photo sent over Viber.
With ClerkMind„Scan with phone“ shows a QR code. Photograph the pages and they arrive as one PDF in the open folder.
The usual waySeeing an attachment means downloading it, opening it, then finding where it was saved.
With ClerkMindPDF, Word, Excel, images and email open inside the app, with previous and next file.
The usual wayA file deleted from the shared drive is gone.
With ClerkMindDeleted documents stay in the trash for 30 days and go back to their folder in one click.
Documents in ClerkMind
The archive is part of the matter, not a separate program.
Folders that create themselves
When you add a client or open a matter, ClerkMind creates its folder. Inside it you add subfolders and categories, drag in up to ten files at a time, and find any document by name across all folders.
Versions of every filing
A new version of a lawsuit or contract is added to the same document. Earlier versions stay and any of them can be restored. The version you submitted to court is marked „Filed“, with the date.
Preview without downloading
PDFs and images with zoom and rotation, Word, Excel, text and CSV, and email (.eml) with headers and attachments. Images from the internet in emails are not loaded, for extra privacy.
Scan with your phone
The QR code is valid for ten minutes, for one phone and one document. Pages are straightened, set to A4 at 300 dpi and combined into one PDF, and photo metadata such as location is removed.
Locked court documents and invoices
Court documents you receive, expense receipts and issued invoices are locked automatically and kept exactly as received or issued. They take no new versions, and only an administrator can delete them.
Power of attorney and cover sheet from your data
„Generate document“ produces a power of attorney or a matter cover sheet in Word, filled in from the client and matter, and saves it on the matter. You enter the place of signing and the scope of authority first.
How a document reaches the matter
Upload or scan
Drag files into the matter's folder, or scan paper with your phone through the QR code on screen.
Work in versions
Upload the new version of a filing under the same name, and mark the submitted one with its filing date.
Find it when you need it
Find any document by name across all folders, open it in the app, or download the whole matter with its documents as a ZIP.
Organised the way a law office works
- Matters get folders with names you recognise, such as „Court documents“, „Powers of attorney“, „Expenses“ and „Invoices“.
- The power of attorney is drafted in Macedonian, with the client's and matter's details.
- Document names are kept in Cyrillic and download with the same name.
- The formats that reach a law office are accepted: PDF, Word, Excel, phone photos and email.
Questions about the document archive
Which formats can I upload?
PDF, Word, Excel, PowerPoint, ODT and ODS, RTF, TXT, CSV, images (JPG, PNG, WEBP, HEIC, TIFF) and email (EML, MSG). Up to ten files at a time, each up to 50 MB.
How does scanning with a phone work?
On the computer you open „Scan with phone“ and a QR code appears. Open it on your phone, photograph the pages or pick a PDF, and send. The document arrives as one PDF in the folder you have open.
What happens to the old version of a document?
It is kept. All versions are under „Document versions“, each with a date and note, and any of them can be restored.
Can I restore a deleted document?
Yes. Deleted documents stay in the trash for 30 days and go back to their folder. After 30 days they are deleted permanently.
Can I search inside documents?
You can search by document name across all folders and from the main search. The text inside the documents is not searched.
Who can see a matter's documents?
The lawyers the matter is shared with. When a lawyer's access ends, they no longer see that matter's documents, including the ones they uploaded.
Bring your matters in and see the whole office on one screen.
We're opening access gradually. Request early access or book a demo, online or at your office.