Effortless File-Finding!

Reporters use a variety of methods for organizing their jobs. Some like to store jobs by date; for example, a job taken on September 16, 2019 would go into a case named September, which is stored along with jobs from January, February, March, etc. in another case named 2019. Other reporters prefer to organize jobs by caption – for example, each volume of the Jones v. Smith trial might be in a case called Jones v. Smith. Some reporters prefer to organize jobs by topic, for example all jobs involving mesothelioma litigation might be inside an Asbestos case, which might be organized within a Medical case, and patent litigation in a Patents case. Some use a combination of all of these methods or entirely different systems.

Whatever your preferred method for organizing jobs and cases, it’s not at all unusual to occasionally lose track of where a file has been stored! If and when this happens to you, you can use one of these three easy techniques to quickly find the file:

1. If it was one of the last four files you were working on, just click File (or press Alt+f) and then take a look at the bottom of the File menu. You’ll see the last four files you opened. You can then click or press 1, 2, 3, or 4 to open that file. NOTE: This won’t just be edit files; it will also list dictionaries layouts, keyboard maps, etc.

2. You can limit your search to text files that you’ve worked on and saved changes to recently but go beyond the last four files you opened. Just click the red cross icon on the toolbar, or click File, Recently Saved Files (or press Alt+f, y).

The Recently Saved Files dialog box opens, displaying the last ten files you saved, in four columns providing information about the file name; date and time the file was last saved/modified; the entire file name including the path, and the file size. Each file is listed with a background color that indicates the file’s current status:

✔    Blue indicates the file exists and is available to edit. If there is a [+] icon next to the file, it indicates that there are additional versions of the file available.

✔    Yellow indicates that the text file no longer exists on any of the drives connected to the system, but that archives of the file exist. You can click the [+] icon to list the archived files.

✔    White indicates a file is located in the AutoArchive case.

✔    Pink indicates the file no longer exists or that CATalyst cannot locate it; for example, if you saved the file to an external drive and that drive is not currently attached, or if you moved or deleted the file after it was saved. If the file no longer exists, “inaccessible” is listed as the file size.

TIP: If the file you are looking for is not listed in the first ten files displayed in the Recently Saved Files dialog box, click Show Older Files (or press Alt+s). Less recently saved files will be displayed in the list.

TIP: Files in the list can be sorted by clicking the column heading to sort the files in a way that will make it easiest for you to find the file you’re looking for. If you know the name of the file, click Filename, and the files are sorted alphabetically by name. If you can’t remember the name but you know when you last worked on and saved the file, click Last Saved/Modified, and the files are sorted from most recent to least recent or from least recent to most recent. If you know it’s a really small file or a really big file, you could click File Size, and then files are sorted from smallest to largest with inaccessible files at the end of the list, or largest to smallest with inaccessible files at the beginning of the list.

Once you’ve found your file, just double click it, or click it once to select it and then click Open File (or press Alt+o).

3. If you want to find a file and you can’t remember the name or how long ago it was saved, but you can remember a particular word or phrase or name that was in that job, you can use Search File Contents.

In Manage Jobs, click Tools, Search File Contents or press Ctrl+Shift+f. At File Type, select Transcript. At Search For, select the category of information you’re looking for (e.g. steno, text, entry type).  If steno or text, type the unique steno or text that is in the file.  At Where, select All Users or Current User.  Then, click Search (or press Enter).

Files that match your search criteria are displayed in the Search File Contents pane. Double click the preferred reference to open it: the cursor will be positioned on the page and line number of the specific word or phrase for which you searched.

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