Managing Documents

Categorising Documents

If you need to change the deed type or category of a document in the case, you can do this in the Manage Documents screen.

If you need to change the deed type of a Live deed:

• Click 'Manage' in the Documents section.
• Type the correct deed type in the subtype box beside the appropriate deed and select correct option from the dropdown list that appears.
• Click Submit to confirm the changes.

If you need to change the details of a Supporting document:

• Click 'Manage' in the Documents section.
• Click Edit below the document that you need to update.
• Select the appropriate option from the Type dropdown list - Correspondence/ Deed/ Financial/ Legal Personal/ Plan/Referral/ Report.
• Type the relevant subtype in the Subtype box (or just select the box and press the down arrow to show the full list) and then select the correct option from the dropdown list that appears.
• Type the date into the Significant date box, if applicable.
  • Use the format DD/MM/YYYY or click the calendar icon to use the date picker (The date picker is limited to a 10 year timespan but it is possible to type any relevant date).
• Type additional relevant details into the Information box, if applicable.
• Click Submit to confirm the changes.

Adding Supporting Documents

If you need to add a document to the case (e.g. a referral document):

• Click 'Attach new' in the Documents section and a window will appear.
  • Either drag and drop the documents or click Select files to browse to the folder where the documents are located and select the document(s) that you want to add.
    • You can only attach PDF or Word Document file types with a maximum filename length of 59 characters.
  • When you've selected all the documents to be added, click Attach.
    • The documents will all now appear in the Supporting Documents section.

If you need to remove a document that you added: 

• Click 'Manage' in the Documents section.
• Click Delete beside the document you need to remove.
  • You cannot remove documents that are part of the original scan.
• Click Submit to confirm the changes.

Reclassifying Documents

If you need to reclassify a supporting document then the first step is to add the new document to the CMS case.

• Click 'Attach new' in the Documents section and a window will appear.
  • Either drag and drop the documents or click Select files to browse to the folder where the documents are located and select the document(s) that you want to add.
  • When you've selected all the documents to be added, click Attach.
    • The documents will all now appear in the Supporting Documents section.
    • You can only attach PDF or Word Document file types with a maximum filename length of 59 characters.
• If the deed has been signed in counterpart and has been submitted as separate documents, you will first need to download and combine them.
  • Save a copy of each of the deeds to your desktop.
  • Select both of the document and right click. Select 'Combine into one PDF'.
    • This will open ABBYY Fine Reader.
  • Click the 'Convert to PDF' button and Save as a new document.
  • Attach the new document following the steps above so that it is a new supporting document.

The second step is to move the document(s) into the correct APF.

• Click Manage in the Documents section.
  • Click the Reclassify button next to the document that you want to move.
    • You can click View to check which document you have selected.
  • If the document is an Application Form, click Application for the Document type and then select the relevant APF.
    • Click Submit to complete the reclassification of this document.
      • The document will move up into the Applications and live deeds section.
    • Click Submit to complete the document move.
      • The application form is now in the APF.
  • If the document is a Deed, click Live Deed and then the relevant APF.
    • An additional box will appear for you to enter the application type. Start typing the deed type and the list of available options will appear.
    • Click Submit to complete the reclassification of this document.
      • Again the document will move into the Application forms and live deeds section.
    • Click Submit to move the document to the APF.
  • If the document is a SAF or a C&S form, click the relevant option and follow the steps above.

If you need to reclassify more than one document then you can add multiple documents at the same time but you can only reclassify one at a time. So you will need to repeat the second step for each document that needs to be reclassified.

With each reclassification, the original document will be automatically declassified and moved to the Supporting Documents where it can be dealt with at the Confirm for LR Archive stage.