Managing Files in Tracker

Opening a client file

In the Engagements pane, highlight the file and do one of the following:

1. Double-click the file.
2. Click Open.

• From the menu, select File | Open.

Before the file opens, the following may occur:

• If the file was compressed, it is expanded.
• If the file is from a previous version of Working Papers, you can convert it to the most current version.
• If password protection is turned on, you must enter the password.

Creating a new file

In the Engagements window, do one of the following:

• Click the New button .
• From the menu, select File | New.

Whichever method you use, the File dialog opens in Working Papers allowing you to create a new file. Create a file as you normally would in Working Papers.

Once the file is created in Working Papers, the information is updated in Tracker. If you are connected to a Data Store, then each person attached to the store will see the updated information as soon as the file is created depending on each person's view.

Converting files to the latest version

Whenever you upgrade to a new version of Working Papers, your engagement files need to be converted to the latest version. In Tracker, you can convert multiple files at once to save you time.

1. In the Views pane, select the view that contains the files you want to convert.
2. Select the file(s) you want to convert. If some of the files you select are already converted, Tracker recognizes its converted state and converts only files from earlier versions.

3. Select File | Convert to... The version of Working Papers that the file will be converted to is displayed on the menu; Tracker automatically picks up the release build so you know which release the file will be converted to. A message appears asking if you are sure you want to convert the file.

   To convert all files without being prompted to convert for each one, select Yes to All. If you want to confirm the conversion of each file one at a time, click Yes for each one you want to convert.

Note: If an error occurs during conversion, Tracker will skip the file causing the error and continue to the next file.

Compressing Files

Compressing files can save valuable hard drive or network space. You can compress just one file or you can compress multiple files at once.

Prerequisites

If a file is open and you want to compress it, first close the file.

Procedure

To compress files:

1. In the Views pane, select the view that contains the files you want to compress.
2. In the Engagements pane, select the file(s) you want to compress. If some of the files you select are already compressed, Tracker will compress only the uncompressed files.
3. Select File | Compress. A message appears asking if you are sure you want to compress the file.
• To include CaseView backup files with the compressed file, select the Include .BAK Files check box. Note that every time a CaseView document is saved, CaseView makes a backup of the file with a file name extension of .BAK. The .BAK file contains all the information modified in the CaseView file since the last time it was saved.
• To include sub folders with the compressed file, select Include Sub Folders.
• To compress all files without being prompted to compress for each one, select Yes to All. If you want to confirm the compression of each file one at a time,
4. Click Yes for each file you want to compress. Files are compressed.

Results

The file icon changes to indicate compressed status in the Compressed column.

When you need to work on the file again, you can uncompress it.

Uncompressing Files

Working Papers client files that have been compressed, either in Working Papers or Tracker, need to be uncompressed before you can work on them.

You can uncompress just one file or you can uncompress multiple files at once.

Another way of uncompressing a file is by opening it from either Tracker or Working Papers which automatically uncompresses the file.

1. In the Views pane, select the view that contains the files you want to uncompress.
2. In the Engagements pane, select the compressed file you want to uncompress. Files that are compressed are easily identified . You can select multiple files to uncompress. If some of the files you select are already uncompressed, Tracker recognizes its uncompressed state and uncompresses only the compressed files.
3. Select File | Uncompress. A message appears asking if you are sure you want to uncompress the file.
4. To uncompress all files at once, select Yes to All. If you want to confirm the uncompression of each file one at a time, click Yes for each one you want to uncompress. Files are expanded.

Moving a file

If you want to place a file in a different location, use Tracker to do so. By moving the file in Tracker all the links are maintained and can be tracked by your Data Store. When you move a file in Tracker, the file is also moved in Windows Explorer.

Warning: If you move engagement files in Windows Explorer, Tracker's links to the file will break. The links can be re-established by scanning the files into Tracker or by opening the file in Working Papers.

1. In the Views pane, select the view that contains the files you want to move.

   Note: If you do not see the file, the file may be hidden and you need to filter the files to make it visible again.

2. In the Engagements pane, select the file you want to move.
3. Select File | Move. The Browse For Folder dialog opens.

4. Select the folder you want to move the file to.

   Note:You can create a new folder if you want by clicking Make New Folder and typing the name in the Folder box.

5. Click OK. A message opens asking if you are sure you want to make the move. If the location shown in the message is incorrect, click No and follow the procedure again to move a file.

   If you are sure, click Yes. The Browse For Folder dialog closes. Notice the Folder and Location columns show the new location.

Removing files

For files that you don't access, you can remove those files from the list of client files in Tracker. The files are removed from the list of engagement files in the Engagements pane, but they are not removed from either your hard drive or the network location.

Prerequisites

• Before you can remove the file, ensure the file is visible.
• If you don't want to remove it from the Data Store but just from your view, you can hide the file.

Procedure

1. In the Views pane, select the view that contains the files you want to remove.
2. Select the file you want to remove.
3. Select File | Remove.

Result

The file is removed from Tracker, but is maintained on your workstation or its network location.

The removed file can be listed again in Tracker in the following ways:

• Access the file from Working Papers.
• Scan the file into Tracker.

Filtering files

In Tracker, files can be hidden or visible. You can filter the files to show only the visible ones, just the hidden ones, or you can show all files regardless of whether they are hidden or visible.

If you want to make hidden files visible again, you must filter the files to show all files or hidden files.

1. In the Engagements pane, right-click and select Filter by, select one of the following:

• Hidden

  Select this to see only files that are hidden. A check mark is placed beside Hidden on the menu to indicate that only hidden files are displayed.

• Visible

  Select this to see only files that are marked as visible. A check mark is placed beside Visible on the menu to indicate that only files marked as visible are displayed.

• All

  Select this to see all files. A check mark is placed beside All on the menu to indicate that all files are displayed.

Scanning Files into Tracker

When Tracker is opened, it lists all the client engagement files (.ac and .ac_) that you have accessed through Working Papers. Each time you open a different file in Working Papers, Tracker is updated.

If you want to add other files quickly and easily without opening them individually in Working Papers, you can scan the files into Tracker.

Note: If you move an engagement file in Windows Explorer, the links are lost to Tracker. You can re-establish the links by scanning the file.

1. Select Tools | File Scan. The Browse For Folder dialog opens.
2. Select the folder that you want scanned.

3. Click OK. The folder is scanned for all (.ac and .ac_) files and those files are added to the list in Tracker.

   Note: If the file path length exceeds the character limit, you will receive an "Oversized File Path" error message until you reduce the file path to the accepted length.

Once the files are scanned into Tracker, then each person attached to the Data Store can see the files depending on each person's view. If an error occurs while converting files, Tracker will skip to the next file.

Performing File Validation

After a view is created, you can display the properties to see the type of view it is: personal or shared. You can also change the filter selections to modify the view.

1. Select Tools | Options
2. Select Perform File Validation. Click OK.