How to Manage Key Files

The Estate Files tab in EstateMin is where you manage key documents for a matter — such as death certificates, wills, and trust documents. Key files help your firm track important documents, record where originals are located, and sync files to Clio.

📁 What are default key files?

When you navigate to the Estate Files tab on a matter, you’ll see a set of default key files that are created automatically based on the matter type. For example:

• Probate – Testate: Death Certificate, Will
• Probate – Intestate: Death Certificate, Will
• Trust Administration: Death Certificate, Will, Trust Document

If you change the matter type (e.g. from Probate – Testate to Trust Administration), the default key files will update to reflect the new type.

📝 What fields does a key file have?

Each key file includes the following fields:

• File Name (required) — the name of the document
• Location — where the original is stored (e.g. attorney’s office, Client's home)
• Execution Date — the date the document was executed
• Note — a free-text field for additional context (visible as a tooltip on hover in the key files table)
• Attach File — upload documents to attach to the key file

The key files table on the Estate Files tab displays the File Name, Location, and Execution Date columns.

➕ How do I add a new key file?

1. Open the matter and navigate to the Estate Files tab.
2. Click Add Key File.
3. Enter a File Name (required) and fill in any optional fields: Location, Execution Date, and Note.
4. To attach a document, click Attach File and select a file from your computer.
   1. Multiple files can be attached
5. Click Save.

✏️ How do I edit a key file?

1. On the Estate Files tab, click on the key file you want to edit.
2. The Edit Key File modal will open with the current details.
3. Update any fields as needed — File Name, Location, Execution Date, or Note.
4. Click Save to confirm your changes.

📎 How do I attach or remove a document from a key file?

To attach a document:

1. Open the key file by clicking on it.
2. Click Attach File and select a file from your computer.
3. Once uploaded, the file name will appear as a link below the Attach File button.
4. Click Save.

To remove an attached document:

1. Open the key file by clicking on it.
2. Click the bin icon beside the attached file name.
3. Click Save to confirm.

🗑️ How do I remove a key file type?

1. On the Estate Files tab, click on the key file you want to remove.
2. In the Edit Key File modal, click the Remove button (in yellow, bottom-left of the modal).
   1. Default key files cannot be removed (Will, Death Certificate, Trust document)
3. The key file will be removed and a confirmation message will appear at the top of the screen.

🔄 How do key files sync to Clio?

When you attach a document to a key file, the file is automatically synced to the corresponding matter in Clio. Synced files appear under the Documents tab in Clio, inside an Estatemin folder. This keeps your Clio documents in sync with EstateMin without any manual uploading.

💡 Good to Know

• Default key files are determined by the matter type. Changing the matter type (via Edit on the Estate Overview) will update the default key files.
• Notes added to key files appear as a tooltip when you hover over the key file row in the table.
• You can add as many custom key files as needed beyond the defaults.
• The Add Source button below the key files table lets you link to external document storage for the matter (e.g. Dropbox, Google Drive)

💬 Need Help?

Use the chat bubble in the lower-right corner of EstateMin or email info@estatemin.com for support.