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
• Add a new packet
• Add a new document to an existing packet
• Configuring Safe Custody settings
• 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.

Add a new 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.

Add a new document to an existing packet

A document can only be added once a packet is available for the contact.  

1.    From the contact card 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 the Safe Custody to register as an attachment, select either Add from Desktop or Add from triConvey and follow the prompts to upload the document.

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

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

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.    From the triConvey Home Dashboard, select Reports.

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