I have a PA who often gets cc’d into emails, and we both save the email/any attachments into SB. We then send the documents to the client, and they are often saved again into the file. Is there any way to prevent documents/alerts that I can set to notify me if the document appears duplicated?
Solved
How to stop double saving docs into SB
- Contributor
Best answer by JKibler
I submitted a feature request similar to this also as follows:
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| Jonathan C Kibler Dec 20, 2023, 9:21 AM CST Request is to add a file de-duplication method to matter view. A mis-click can cause copying of files or simply messy file management when working on discovery etc. can lead to multiple copies of files. I would imagine this working by creating a list of all files, file names, creation/modified date, and file size. Then if there is more than one file which matches all criteria show user a list of those files in one viewing pane. User could select that file and in a second viewing pane (like the view when creating multiple file pdf) the user could see each location where the duplicated file is stored, select duplicated files, and select delete to "delete" them. |
I submitted a feature request similar to this also as follows:
|
| Jonathan C Kibler Dec 20, 2023, 9:21 AM CST Request is to add a file de-duplication method to matter view. A mis-click can cause copying of files or simply messy file management when working on discovery etc. can lead to multiple copies of files. I would imagine this working by creating a list of all files, file names, creation/modified date, and file size. Then if there is more than one file which matches all criteria show user a list of those files in one viewing pane. User could select that file and in a second viewing pane (like the view when creating multiple file pdf) the user could see each location where the duplicated file is stored, select duplicated files, and select delete to "delete" them. |
- Contributor
This would be very helpful. The duplicate emails make the files very messy to navigate.
- Contributor
Has this been added? We have a similar situation with several people working on the same case saving the same emails and documents and the system allows it. Our ancient system routinely prohibited saving of duplicate documents and emails so I think it must be possible. Large files are completely unwieldy now.
Version 9.16 Release Notes – Smokeball Support Hub (Beta)
New Features
A fix to prevent duplicate emails from being saved to a matter
When multiple staff save the same email to the same matter, the email will be saved one time, preventing duplication of emails that clutter the documents list.
An email is flagged as a duplicate if all three of the following conditions are true:
- The email has already been saved to the same matter
- The email is stored in the same folder within that matter
- The email has the same file name
If it does not meet all these conditions, it will continue to be saved to the matter.
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