Organising Precedents

Learn how to change the location and organisation of precedents in the Precedents Library.

You can move individual precedents from one folder to another, create copies or shortcuts of any precedent in another folder, and create new folders and sub folders.

Additionally, learn how to delete and restore deleted precedents and folders within the library.

Creating a new folder

1. Expand the view to see the folder structure.
2. Select the master folder to place the new folder into.
3. Click Add a folder.
   
4. Name the new folder (this can be renamed at any later stage).
   

Reorganising Precedents within the same Precedent Profile

A Precedent Profile is the top level of folders e.g. Conveyancing or Litigation. 

To move the precedent, left-click and drag the precedent into any other folder within the same Precedent Profile. This will also remove it from the original folder.

Right-clicking and dragging the precedent to another folder will produce the following sub-menu:

• Copy here - will clone the document and copy it to the new folder. The original will remain where it is. The two documents are now separate and can be amended separately.
• Move here - will remove the document from the original folder and place it into the new folder
• Create shortcut here - will create a shortcut to the document in the new folder. This will be a link to the original document only

Reorganising Precedents between different Precedent Profiles

You cannot move documents out of their Precedent Profile.

However right-clicking and dragging to another Precedent Profile will give you the option to Copy here or Create shortcut here into another Precedent Profile.

Create Form Shortcuts

A quick and easy method to create shortcuts in other folders is to use the Manage Form Shortcuts button

1. Click the Manage Form Shortcuts button
2. Navigate to the folder in which you wish to create the new shortcut.
3. Use the right-hand side menu to locate the original document.
4. Click Add Shortcut.

Tips on Organising your Firm's Precedents

Below are three ways you can organise your firm's Precedents. Use these examples to help you decide the best folder structure for your firm's scenario.

Store all my firm's precedents in one location

This method works well when you would like to store all the originals of your precedents in the one location and create your own folder structure.

The benefits of this are:

• You know where all your original precedents are and can maintain them from the one place.
• You can set up your own naming convention of folders and shortcut either a whole folder or a specific precedent to the already existing Smokeball Precedent Profiles.
• Easy access to precedents that can be used across more than one area of law. Make sure that the automation used in these precedents will work for all its relevant areas of law.
• You would like your firm's Precedent Profile to be available whenever you open the Precedent Library from any Matter Category.

In this instance we would recommend that you create your own Precedent Profile with the Firm’s name. For example:

Precedent Profiles can be set up to appear by default in the Precedent Library by Matter Category. When this setting is not applied, as in this scenario, your firm's Precedent Profile will show when you open the Precedent Library from any Matter Category.

Store all my firm's precedents in their own folder under the relevant area of law

This method is helpful when:

• You have precedents that are specific to an area of law and can be used in any of its matters.
• You would like to access your precedents from your own folder structure under this area of law.

In this instance we would recommend that you create your own folder/s under the existing Smokeball Precedent Profile. For example:

In the above example, this means that each time you open a Conveyancing matter, you will have easy access to your own folders and forms.

If you do not wish to use any of the Smokeball default folders and their precedents under this Precedent Profile, you can also delete the folders and build your own.

Use the existing Smokeball Precedent Profile and folder structure

This method is great when you just want to add your precedent into what already exists.

If the precedent can be used in other matters in that matter category, place the original in one folder and then create a shortcut to the precedent and into other sub-folders. This works great for matter specific and area of law specific precedents.

For General precedents that can be used in any area of law (e.g. general Cost Agreement), you can place the original in the General Precedent Profile and then create a shortcut to the precedent into other relevant folders. This means that you only have to maintain the one original precedent and it is easy to find.

However, if you need to access this precedent in all areas of law, you may be better off using the Search Bar to take you to the original (using this method means you don't have to create multiple short cuts). Search for your precedent by typing the name of the precedent in the Search Bar and select Search all folders:

Deleting and restoring precedents

To delete a precedent or folder within the Precedent Library, right-click on the item and click Delete from the dropdown.

Restoring deleted precedents / folders

There may be instances where you previously deleted a precedent or folder from the library and want to reinstate it for future use.

To restore any deleted precedents or folders, follow these steps:

1. Right-click anywhere in the Precedent Library and select Show Deleted.

   

   The previously deleted items will appear greyed out in the folder location.
   
   
   
   Note: If you do a search for any precedents/folders in the Precedent Library, you can also right-click in the search results section to show deleted precedents or folders.

   

2. Right-click on the precedent and select Restore.

   

   If restoring a folder, select Restore folder only or Restore folder and all contents.

   

3. Select Yes to confirm restoration.

   

4. Right-click anywhere on the Precedent Library and select Show deleted again to hide deleted precedents and folders.