The documents workspace

The documents workspace is where your firm keeps every file in one organized place: scanned PDFs, Word documents, images, spreadsheets, and the rich-text documents you write inside Esqase. You can organize files into folders, upload and version them, share them with colleagues, mark them as templates, and send them out for signature. This page covers the everyday file-management tasks. The rich-text editor, document templates, share links, and e-signatures each have their own page (see Related).

Before you begin

A few things to know before you start:

• You need document access. The documents workspace is gated by your role's document permissions. If your role does not include View access for documents, you will not see Documents in the sidebar at all. If it does not include Create access, you will not see the New button. If it does not include Update access, you will not see Rename, Move to, Make a copy, Assign to matter, or Move to Trash. If it does not include Delete access, you will not be able to permanently delete trashed items. Firm owners always have full access.
• Folders, files, and rich-text documents share one tree. A folder can hold uploaded files, rich-text documents, and other folders, just like the file explorer on your computer.
• Some folders are system folders. A small number of built-in, firm-shared folders (used by the templates structure) cannot be renamed, moved, or trashed. You simply will not see those options on them.

Browse the documents workspace

The documents workspace opens to a table of items, with a row of tabs across the top that filter what you see.

1. In the sidebar, click Documents.
2. Use the tabs at the top to switch views:
   • Recent shows the items you have worked with most recently, across all folders.
   • My documents is the full folder tree you can browse. This is the only tab that shows breadcrumbs and lets you open folders and move between them.
   • Shared with me shows documents another member has shared with you (where you are not the owner).
   • Starred shows only the items you have starred for quick access.
   • Trash shows items that have been moved to Trash but not yet permanently deleted.
3. To find an item, type in the Search documents box at the top left (see Search your documents). Click Clear filters to reset the search.
4. Click a column heading such as Name or Last updated to sort by it. Click again to reverse the order.

Each row shows the item's Name (with an icon for the file type), a Record time control (for tracking billable time spent on a file), the Owner, who last updated it (Updated by), and the Last updated date. Signed documents show a green Signed badge next to the name. Once a tracked time entry has been billed or paid, its Record time control becomes a view-only eye icon that opens the entry read-only. See Time and expense tracking.

Search your documents

The Search documents box does more than match file names. Esqase reads the contents of your files, including scanned PDFs, images, and other uploads, as well as the text of the rich-text documents you write in Esqase, so you can find something by what it is about even when those exact words are not in its name. A search for "lease termination notice" can surface the right letter even if the file was named "Smith - final.pdf".

• In the Recent, My documents, and Trash views, search looks at both the name and the contents, and orders the results by how closely they match your search.
• In Shared with me, Starred, and when you are browsing inside a folder, search matches on the name.
• Content search covers a document a short while after it is added, while Esqase finishes reading it (see the tip under Upload files). A brand-new upload is findable by name right away and by its contents a moment later.

This same content-aware search powers the firm-wide search you open with the keyboard shortcut from anywhere in Esqase: document results there show a short summary of what the file is about, so you can tell why each one matched.

Open or preview an item

How you open an item depends on its type:

• Folders (in My documents): click the folder name, or click Open at the start of the row, to go inside it. Use the breadcrumb trail above the table to jump back up.
• Rich-text documents (the ones you create in Esqase): click the name, or click Open, to open the full editor. See Editing documents (the file editor).
• Uploaded files (PDFs, images, and so on): click the name, or click Preview, to open the file preview. See Preview.

Create a folder

Folders keep related documents together (for example, one folder per matter or per client).

1. On the Documents page, open the My documents tab and navigate into the folder where you want the new folder to live. New folders are created inside whatever folder you are currently viewing.
2. Click New at the top right, then choose New folder.
3. In the New folder dialog, type a name in the Folder name field. The placeholder reads Untitled folder.
4. Click Create folder.

The folder appears in the current view. You can rename or move it later.

Upload files

Upload existing files (PDFs, Word documents, images, spreadsheets, and more) from your computer.

1. Navigate to the folder where you want the files to land (in My documents).
2. Click New, then choose Upload files.
3. In the Upload files dialog, either drag files onto the drop zone or click it to browse. You can select multiple files at once.
4. Each file appears in a list with its size and a progress bar. Remove a file from the list with the X button before uploading.
5. Click Upload to start. The button shows the number queued, for example Upload (3).
6. When every file shows Uploaded with a green check, click Close.

Create a new rich-text document

A rich-text document is one you write and format directly inside Esqase, with comments, page setup, and export. It is different from an uploaded file.

1. Navigate to the folder where you want the document to live.
2. Click New, then choose New document.
3. In the New document dialog, type a name in the Document name field (the placeholder reads Untitled document).
4. Optionally pick a starting point in the Template field:
   • Leave it on Blank document to start from scratch.
   • Or search for and select a saved template to copy its content and page setup. See Document templates.
5. Click Create document.

Esqase creates the document and opens it in the full editor so you can start writing right away. See Editing documents (the file editor).

Rename a document or folder

You can rename any item you have Update access to (except built-in system folders).

1. Find the item in the table.
2. Click the More actions button (the ... icon) at the start of the row.
3. Choose Rename.
4. In the Rename dialog, edit the name. The field label reads Folder name for folders and File name for files.
5. Click Save changes.

Renaming only changes the display name; the underlying file is untouched, so download links and history stay intact.

Move a document into a folder

Moving relocates an item to a different folder.

1. Click the More actions (...) button on the item's row.
2. Choose Move to.
3. In the Move to dialog, browse the folder tree. Click a folder to go inside it, and use the breadcrumbs (starting at My documents) to step back out.
4. Navigate to the destination, then click Move here.

The item moves into the folder you are viewing when you confirm. To move it to the top level, navigate all the way back to My documents before clicking Move here.

Copy a document

Copying creates an independent duplicate of a file or rich-text document. (Folders cannot be copied.)

1. Click the More actions (...) button on the item's row.
2. Choose Make a copy.
3. In the Copy to dialog, browse to the folder where you want the copy to live.
4. Click Copy here.

A duplicate is created in the chosen folder. Edits to the copy do not affect the original.

Assign a document to a matter

Assigning puts a document, file, or folder under a matter by way of one of the matter's clients. It is a quick way to put something into the right matter's documents without browsing the folder tree. This action is available both from the main Documents page and from a matter's own Documents tab.

1. Click the More actions (...) button on the item's row.
2. Choose Assign to matter.
3. In the Assign to matter dialog, pick a Contact. Start typing to search your contacts.
4. Pick one of that contact's Matters. The list shows only the matters where the selected contact is a client. If the contact is not a client on any matter, you will see This contact isn't a client on any matters and cannot continue.
5. Choose what to do with the item:
   • Move here relocates the item into the matter's documents. Folders can only be moved.
   • Copy here places a copy in the matter's documents and keeps the original where it is. This is available for files and rich-text documents, not for folders. Copying a rich-text document opens the new copy so you can keep working in it; copying a file leaves you on the current page.
6. Click Move to matter or Copy to matter to finish.

Star and unstar

Starring marks an item so it appears under the Starred tab for quick access. A starred item shows a small yellow star next to its name.

To star an item:

1. Click the More actions (...) button on its row.
2. Choose Star.

To unstar an item:

1. Click the More actions (...) button.
2. Choose Unstar.

Stars are personal to you. Starring an item does not change anything for other members.

Trash a document and restore it from Trash

Moving an item to Trash hides it from the normal views without permanently deleting it. You can restore it later.

To move an item to Trash:

1. Click the More actions (...) button on its row.
2. Choose Move to Trash.

The item disappears from the current view and moves to the Trash tab.

To restore an item:

1. Open the Trash tab.
2. Find the item, click its More actions (...) button, and choose Restore.

The item returns to where it was before.

Permanently delete

Permanently deleting removes an item for good. This is only possible from the Trash tab, and only if your role includes Delete access for documents.

1. Open the Trash tab.
2. Click the More actions (...) button on the item, then choose Delete forever.
3. In the Delete forever? confirmation dialog, read the warning. The item and all of its stored data will be permanently removed.
4. Click Delete forever to confirm.

Preview

Previewing opens an uploaded file in a full-screen viewer without downloading it. (Rich-text documents open in the editor instead, and folders cannot be previewed.)

1. In the table, click the file's name, or click Preview at the start of its row.
2. The preview opens full screen. PDFs, images, video, audio, and plain-text files render directly in the viewer. For file types that cannot be displayed (for example, Word documents), you will see the file's name and type with a Download button instead.
3. Use the panel on the right to review details. Switch between the tabs:
   • Details shows the file type, size, owner, created and updated dates, and People with access.
   • Versions lists every uploaded version, with the current one marked Current. See Upload a new version and view version history.
   • Signatures appears for PDFs and is where you place signature fields and send the file out to sign. See Requesting e-signatures.
   • Activities shows the file's activity timeline: content and version changes, access changes, shares, comments, stars, renames and moves, and (for PDFs) the full signature history (request sent, viewed, signed, completed, declined, or voided). Use the filter button next to the heading to turn on Show view activity and also include every time the file was opened. See Activity timelines and audit logs.
4. From the preview header you can also open Comments (the speech-bubble icon, covered below), star, Share, Download, or open the More actions menu (Rename, Move to, Upload new version, Make a copy, Move to Trash).
5. Click the X in the top right to close the preview.

Comment on a file

Every document, including uploaded files like PDFs and images, has a comment conversation. In the preview header, click the Comments (speech-bubble) icon to open the Comments panel on the right. From there you can post a comment, @mention a teammate, react with an emoji, reply, and edit or delete your own comments, exactly as in the rich-text editor. Commenting on a file notifies its owner, the people it is shared with, and anyone who already commented (and anyone you mention). For the full walkthrough, see Comment on a document.

Download

Downloading saves a copy of a file to your computer.

• From the table: click the More actions (...) button on the row and choose Download.
• From the preview: click the Download icon in the preview header.

For a PDF that has completed an e-signature request, Download gives you the finalized, signed copy rather than the original unsigned upload.

Upload a new version of a file and view version history

When a file changes (for example, a revised contract), you can upload the new file as a new version of the existing record instead of creating a separate file. Older versions stay accessible.

To upload a new version:

1. Open the file's More actions (...) menu in the table, or open it in Preview.
2. Choose Upload new version.
3. In the Upload new version dialog, click the drop zone to choose the replacement file.
4. Click Upload version.
5. When it shows Uploaded, click Close.

To view the version history:

1. Open the file in Preview.
2. Select the Versions tab in the right-hand panel.
3. Each version is listed with its Version number, file size, who uploaded it, and when. The newest version is labeled Current.
4. Click the Download icon next to any version to download that specific version.

Grant, change, and revoke document access

You can control which firm members can see and work with a document, and at what level. This is separate from public share links (which are covered in Sharing documents).

Open the share dialog from any of these places:

• Click the More actions (...) button on a row and choose Share (files and rich-text documents).
• Click the Share icon in the file preview header, or Share next to People with access on the Details tab.
• For a rich-text document, open the editor and click Share next to People with access in the Details side panel.

In the Share dialog:

1. Make sure the Members tab is selected.
2. Under Add a member, pick a colleague from the Select a member list.
3. Choose an access level next to it. Each level is described as you choose it:
   • Viewer can read and download the document.
   • Commenter can read, download, and comment.
   • Editor can rename, move, and upload new versions.
   • Owner can transfer ownership and revoke other people's access.
4. Click Add. A toast confirms Access granted, and the member appears under People with access.

To change someone's access level:

1. In the People with access list, find the member.
2. Pick a new level from the dropdown next to their name. The change saves immediately.

To revoke access:

1. Find the member in the People with access list.
2. Click the trash icon next to them. Their access is removed right away.

Click Done when you have finished.

Add and remove document tags

Tags are colored labels that help you group and find documents. Tags are managed on rich-text documents from inside the editor.

1. Open the rich-text document in the editor (click its name or Open in the table).
2. In the side panel, open the Details tab. Tags appear under the Tags heading.
3. To add a tag, click Tag, then pick a tag from the list. You can search by name. The tag appears immediately as a colored badge.
4. To remove a tag, click the X on its badge.

The list of available tags is shared across your firm. To create new tags or change their colors, an administrator manages them in firm settings (see Tagging contacts for how tags work elsewhere in Esqase).

Common questions

Can I act on several documents at once? Yes. In the table, select the checkboxes on the rows you want, then use the batch actions in the toolbar. Depending on your access, you can Download, Star, Make a copy, or Move to Trash the whole selection in one step. The checkbox column only appears if your role includes Update access.

Why can't I rename, move, or trash a particular folder? A few built-in, firm-shared folders (used by the templates system) are protected so the structure stays intact. Those actions simply do not appear on them.

What's the difference between Share access and a share link? Granting access lets specific firm members open the document inside Esqase. A share link lets you send the document to people outside the firm (such as clients) through a secure link. Both live in the Share dialog, on the Members and Share link tabs. See Sharing documents.

Where do signed PDFs come from? When a PDF finishes an e-signature request, Esqase produces a finalized signed copy. It shows a green Signed badge in the table, and downloading it gives you the signed version. See Requesting e-signatures.

Troubleshooting

• The preview says it can't load or is blank. Preview links expire after a few minutes for security. Close and reopen the preview, or use Download to get the file directly. Some file types (such as Word documents) cannot be displayed in the browser and will offer a Download button instead of a preview.
• An item disappeared from My documents. Check the Trash tab in case it was moved there, and the Shared with me tab if you are not its owner. You can also search by name from any tab.
• A file I just uploaded does not come up when I search its contents. Searching by contents becomes available a short while after the upload, once Esqase has finished reading the file. Search for it by name in the meantime, or try again in a moment. See Search your documents.
• I don't see the New button or row actions. These are gated by your document permissions. If the New button or Rename/Move/Trash options are missing, your role does not include the matching access level. Ask a firm owner or administrator to adjust your role.

Related

• Editing documents (the file editor)
• Document templates
• Sharing documents
• Requesting e-signatures
• Managing signature requests
• The matter workspace