Using the Safe Custody register

To keep records of documents held by your firm on behalf of clients, use triConvey's Safe Custody feature.

Table of Contents

• Getting Started
• How to access the Safe Custody register
• Configuring Safe Custody settings
• Safe Custody packets
  • Add a new Safe Custody packet
  • Edit an existing Safe Custody packet
  • Delete a Safe Custody packet
• Safe Custody documents
  • Add a new Safe Custody document 
  • Edit an existing Safe Custody document
  • Deleting a Safe Custody document
• Reporting on and Searching the Safe Custody register
• Frequently Asked Questions

Getting Started

Safe Custody is registered on Contacts not Matters.

How to access the Safe Custody register

1.    From the triConvey Home Dashboard, select Contacts.

2.    Open an individual contact from the list.

3.    Select Safe Custody Register.

4.    Alternatively, access Safe Custody from within a matter by opening the contact card or by right-clicking on the contact name and selecting Open Safe Custody Register.

Configuring Safe Custody settings

Safe Custody Settings are available from any Safe Custody tab and are firm-wide settings, not specific to this contact or user.

1.    From Settings either:

1. Set to Manually enter your own packet number; or 
2. Use auto packet number.
   

Tip:  Using auto packet numbers, you can set the starting number and the number of digits in your required number format.

2.    Show the External Ref Id or Firm Packet/Document Ref Id. These fields give another option to number your packets and documents, such as your firm's internal numbering system.

3.    Enter new Document Types to be used across Safe Custody - by entering the name and clicking Add.

4.    Delete existing Document Types that have been provided in the standard list.

Safe Custody packets

Add a new Safe Custody packet

1.    From the contact card select New Packet. 

2.    Enter the details relevant to this packet.

Tip:  The External Ref. field is used to document any reference numbers related to the Safe Custody packet, such as barcode numbers.

3.    Click Save.

Tip:  When adding a packet, the Storage location will always display the last entry.

• The Packet Numbers can automatically populate in the Settings (recommended after all historical data has been entered).
   
• To add a second contact related to this packet, select  Add another under the Contacts name.
   
• You cannot alter an individual packet number once it has been set, however you can alter the External Ref. number.
   
• All existing packets related to the contact will appear in the left-hand column and once selected, the packet information will display at the bottom.
   
• To edit the location or notes once created, users can select the pencil icon when hovering over the packet name.

Edit an existing Safe Custody packet

1.    Hover over the packet name on the left menu of the Safe Custody Register.

2.    Select the pencil icon.

Tip:  You cannot edit the Document number.

3.    Enter Reason for Update.

4.    Select Save.

This reason will appear in the History of this packet, which can be accessed by right-clicking on the packet from the left menu and selecting View History.

Delete a Safe Custody packet

Before you delete a packet, you must delete all documents contained in the packet. To delete a packet:

1.    Right-click on the packet name from the left menu of the Safe Custody Register.

2.    Select Delete.

Tip:  You can restore the deleted packet at any time by right-clicking the left panel and selecting Show Deleted.  Then, right-click on the packet itself and select Restore.

Safe Custody documents

Add a new Safe Custody document 

New documents can be added to an existing packet for the contact. There is no limit to the number of documents that can be recorded in the register.

A document can only be added once a packet is available for the contact.  You can also upload digital documents to the Safe Custody register as an attachment.  

1.    From the contact card select the Safe Custody Register tab and then select New Document.

2.    Select the Document Type from the drop-down menu.

3.    Review Document number.  

Tip:  This can be changed by selecting override and entering a number.

4.    The External Ref. field is used to document any reference numbers related to the Safe Custody packet, such as barcode numbers.

5.    Enter a Description.

6.    Search and assign to a Matter.

7.    Review Current Status.

Tip:  For adding a document, Held should be selected by default.

8.    Enter a Reason if required.

9.    To upload digital documents to register as an attachment, select either Add from Desktop or Add from triConvey and follow the prompts to upload the document.

10.    Select Save.

Edit an existing Safe Custody document

1.    From the contact card select the Safe Custody Register tab.

2.    Right-click on the document and select Edit.

Tip:  You cannot edit the Document number or Packet.

3.    Enter Reason for Update.

4.    Select Save.

This reason will appear in the History of this packet, which can be accessed by right-clicking on the document from the left menu and selecting View History.

Deleting a Safe Custody document

Before you delete a document, ensure that it is set to the Removed status.

Delete a document by right-clicking on it and selecting Delete. Enter a reason for deleting the document.

You can restore the deleted document at any time by right-clicking the documents panel and selecting Show Deleted.  

Then, right-click on the document itself and select Restore. 

Reporting on and Searching the Safe Custody register

Reporting on the Safe Custody register is available from the triConvey Reports tab.  To access the report:

1.    Select Reports from the triConvey Home Dashboard.

2.    Choose Safe Custody – Full List from the Report dropdown menu.

3.    To search the Safe Custody register, generate a report and filter it using the available options. Additionally, you can search through the list after generating the report.

Frequently Asked Questions