Document Management Best Practices
Organize legal documents digitally. Learn folder structure, naming conventions, and approval workflows for pleadings and orders.
Last updated: April 2026
Why Document Management Matters
A single case can have dozens of documents — petitions, vakalatnamas, affidavits, orders, evidence, correspondence. Finding the right one quickly is often the difference between winning and losing a hearing.
Advocate CMS organizes documents by case so you always know what you have and where it is.
Uploading Documents
How to Upload
1. Open the case file
2. Click the **Documents** tab
3. **Drag and drop** files or click **"Upload Documents"**
4. Add a description (optional but recommended)
5. Click **Save**
Supported file types: PDF, DOC, DOCX, JPG, PNG, TXT (up to 25 MB each).
Recommended Folder Structure
Within each case, organize documents into sub-folders:
```
Case: Sharma v. Agarwal
├── Pleadings
│ ├── Petition
│ ├── Written Statement
│ └── Replication
├── Orders
│ ├── Interim Orders
│ └── Final Orders
├── Evidence
│ ├── Documentary Evidence
│ └── Witness Affidavits
├── Correspondence
└── Miscellaneous
```
You create sub-folders by clicking **"New Folder"** in the Documents tab.
Naming Conventions
Adopt consistent naming so anyone on your team can find documents:
```
[Date]_[DocumentType]_[Author].pdf
2026-04-01_Petition_RKumar.pdf
2026-03-28_InterimOrder_HC.pdf
2026-03-15_Vakalatnama_Office.pdf
```
This sorts chronologically and tells you what each file is without opening it.
Approval Workflow
Documents uploaded by **Junior Advocates** can require approval:
1. Junior uploads a document
2. **Lead Advocate** receives a notification
3. Lead Advocate reviews the document
4. Clicks **"Approve"** or **"Request Revision"**
Approved documents get a green checkmark. Revision requests include a note explaining what needs to change.
Search and Filter
The Documents tab has powerful search:
- **Search by name** — find documents by their file name
- **Filter by type** — PDF, image, Word
- **Filter by uploader** — who added the document
- **Filter by date** — documents from a specific period
- **Sort by** — name, date, size
Security and Backups
All documents are:
- **Encrypted at rest** — stored securely on cloud servers
- **Backed up daily** — no data loss even during outages
- **Role-access-controlled** — only authorized persons can view
- **Audit-logged** — who accessed what, when
Sharing Documents with Clients
Use the **"Share"** button on any document to generate a secure, expiring link. This is better than email attachments:
- You control who has access
- Links can expire after 24 hours
- You can revoke access at any time
- No risk of the wrong attachment being sent
Best Practices Summary
1. **Name consistently** — use the date-type-author format
2. **Organize into folders** — pleadings, orders, evidence, correspondence
3. **Require approval for filings** — catch errors before they matter
4. **Use share links, not attachments** — more secure client communication
5. **Archive old cases** — keep your workspace clean while preserving records
Next Steps
- [Set up team permissions](https://adcms.hikmotic.com/help-center/setting-up-team-roles-permissions) to control document access
- [Track hearings and outcomes](https://adcms.hikmotic.com/help-center/managing-hearing-dates-reminders) to stay organized
- [Contact support](https://adcms.hikmotic.com/contact) with questions
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