Welcome to First Step Webinars
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1 Welcome to First Step Webinars Your presenter will be with you shortly. Please print out the presentation for notetaking purposes at:
2 Matters, Names and Notes Brand Value: Our software can be customized to meet any need!
3 Objectives The program is mattercentric. Best practice: supply as much detail when entering information. Be consistent. Best Practices Names Conflict of Interest Matters Notes Timers Text Macros Linking Documents Linking s
4 Intake Forms Intake Forms Manager is used to control Intake Forms. Matters>Intake Forms>Intake Form Manager.
5 Intake Forms Intake Forms create your Case and Client records, links them correctly and calendars your initial tasks all from one screen. Timer if you need to track the time spent while doing an intake there is now a built-in timer. Save Draft you can save a partially completed intake form and then return to it later. Now your buttons are always visible instead of having to scroll to the bottom of the intake screen.
6 Intake Forms Intake Forms when you want to select an intake form they are now sub-sorted by law type instead of in a single long list.
7 We now have a Matter, Client and other parties as well as the initial new case tasks. Intake Form
8 Conflict of Interest Enter last names of the people for who you want to find any reference to in your database. Run to run the Conflict of Interest check. Setup to input specific search criteria. Load Names will load previous names that have been checked. Load Hits will load the previous hits (potential conflicts) that have been found.
9 INSTRUCTIONAL BREAK POINT making Clients happy Worldwide!
10 Names If you are creating a business record, put the business name in the Last name field. Right Click here for more options ID number unique record number. Let Abacus assign the number. Label fields 1 through 4 (and City, St, Zip) are used for your mailing labels. Class classify this person: Client, Defendant, Expert, Judge, etc. Atty responsible attorney/owner. Open Date when record created. Tabs Setup hide or rename your standard tabs. Extra Databases gives you the ability to have extra databases for information tracking without having to create a field for every variable. Active active name? Y/N Index how the name records are currently being sorted.
11 Names Options Add from Clipboard will copy name and address text from any program. First, copy the record from another program and then select Add from Clipboard. Clone will make a duplicate record except for the ID Number. Delete will delete the contact and all of the notes that are attached. Browse will open the Names Browse list to many names all at once. Open another Name window is used to open multiple Name records. Find is used to search for particular records faster. Query is used to pull records from the database. Send will send an to all names in a query if one is selected. Show Map will launch Googlemaps, Mapquest or Yahoo and show the contact location.
12 Names Useful Tips with ID Numbers They are 12 characters/letters long. They will increment by 1. If you use a ID numbering scheme that includes a hyphen, Abacus will increment the number after the hyphen. For example, , will go to Since the ID is alphanumeric, a list will sort alphabetically, not numerically
13 Names Browse The Names Browse list is capable of being sorted. To do so, click on the column heading. To resize the Columns or the Preview Window, left-click and hold on the edges of the desired target and drag the mouse.
14 INSTRUCTIONAL BREAK POINT making Clients happy Worldwide!
15 Matters Your Cases/Files/Projects Matter Proper Name format is Last, First vs. Opp Party. The File/Case # your internal ID number Case Code is the code indicating the type of law. Attorney Who code for attorney responsible for the Matter. Court court where the matter will be handled. Court Case # number assigned by the court. Opened date file opened. Closed date file closed
16 Matters Your Cases/Files/Projects Matter Proper Name format is Last, First vs. Opp Party. The File/Case # your internal ID number Case Code is the code indicating the type of law. Attorney Who code for attorney responsible for the Matter. Court court where the matter will be handled. Court Case # number assigned by the court. Opened date file opened. Closed date file closed Accounting users with permission can instantly access accounting information.
17 P.A.L.S. provide customized screens and databases for your specific practice areas. This is an example of our Family Law P.A.L.S. Screen for divorce cases. There are currently 15 practice specific P.A.L.S. available.
18 Matters Options Clone this record will make a duplicate record except for the case number. Intake Forms used to create the Matter. parties (Names), and tasks (Events) all in one screen. Delete will delete the contact and all of the notes that are attached. Browse will open the Matters Browse list to all matters all at once. Open another Matter window is used to open multiple Matters. Find is used to search for particular records faster. Query is used to pull records from the database.
19 Matters Browse The Matters Browse list is capable of being sorted. To do so, click on the column heading. To resize the Columns or the Preview Window, left-click and hold on the edges of the desired target and drag the mouse.
20 INSTRUCTIONAL BREAK POINT making Clients happy Worldwide!
21 Linking Records Linked Information. Each tab shows only the information related to or LINKED that record.
22 Linking Records Linked Names. From the Matter window, click on Linked Names. To add a name, click on Add link. Select the name and click OK. Then, select the link type and click OK. To make a Matter accessible in Accounting, select desired Billing Party Name and enter BILLTO as the link type.
23 Notes Click on the Notes tab to view records that were added either in Matters or Names. Enter text you are looking for here. Click the Add button to add a Note. You can only Bill Notes from the Matter screen, not from Names screen. You can Bill directly from the Note screen.
24 Timer Use the Grey button to reset the Timer to zero. Remember, the Timer rounds DOWN to the closest minute. Edit to return to the note you were entering. Post to stop the Timer and have the minutes entered automatically. Use the Green/Red buttons to start/stop the Timer. Be sure each Timekeeper has been setup as a Who Code in Abacus Law. Go to File/Setup/ Codes, find Who codes near the bottom. After that is done, then you will want to go to Abacus Accounting and enter each Timekeeper Rate under File/Setup/Timekeeper Codes
25 Text Macros Private will make visible only to the Operator who entered it. Previous see prior note. Enter your note in the yellow area. Next see next note. Spell check checks spelling. Bill Matter Notes. Type describes the type of note this is. Hours time spent on task. Phone is used to record a phone number. Click the clock icon (Timer).
26 Text Macros F5 When adding a note, hit F5 while your cursor is in the yellow text box and the Abacus Text Macros will launch.
27 Text Macros There are 2 types of Macros: a simple one that uses the Description as the text and cannot exceed 75 characters and a Macro that points to a text file that can be as long as you want.
28 INSTRUCTIONAL BREAK POINT making Clients happy Worldwide!
29 s that are sent and received from Outlook will display here. Also, any s that are linked in this window can be billed as a Time Ticket by highlighting the and select the bill button. New to open a new . Send window allows you to enter in any CC & BCC s, as well as use QuickForms for quick s.
30 s Click Send This is already filled by the quick form, addressed to the client and has the case name in the subject line.
31 The Link to Abacus box will show the Name and Matter that this will be copied and linked to. s
32 The has been sent, saved, and copied to the Matter and Name. s
33 INSTRUCTIONAL BREAK POINT making Clients happy Worldwide!
34 Linking Documents Open open the highlighted document. Add button to link a document. Edit to change information about linked document. Delete will delete the link to the document. Print print the document Scan works with Adobe scanners. Bill bill the highlighted document.
35 How to add Save and Log to Abacus Microsoft Word 1. Start Microsoft Word 2. Go to Open, to open a document 3. Browse to the Abacus\V(XX)\Programs Folder 4. If using Word 2007 or later, select AbacusWordmacros.dotm - if not then use abinst.dot 5. If there is a security warning make sure to set Macro Security to low. 6. Close and restart Word, the Save and Log to Abacus Feature will be under the File dropdown menu or the Office Button. Word Perfect 1. Start Word Perfect 2. Select Tools>Macro>Play 3. Set list files of Type to *.WCM 4. Browse to the Abacus\V(XX)\Programs Folder 5. Select WP7INST.WCM (for Version 7) or WP8INST.WCM (Version 8) 6. Select Install and OK. 7. Exit and Restart Word Perfect. The Save and Log to Abacus Macro will be located under the File Drop-Down Menu.
36 Linking Documents with the Add Button Full Path where on your computer/network is the document stored. Document locations should have same mapping for all users. Name & Matter which records the document is linked to. Click Add to add a link to a document. Type document type. Where is physical document located. Box# if physical document is in box. Notes notes about the document.
37 Linking Documents An easy way to link a document is to drag and drop. Just drag a file from Windows and drop it on the Link Document Preview Pane.
38 FINAL REVIEW making Clients happy Worldwide!
39 Data Import Reports Dynamic Data Capture Automated Form Documents Name and Matter Screen Design Practice Area Legal Solutions (PALS) Extra Databases Firm Branding Workflow and Court Rules Custom Invoices
40 Helpful TidBits Thank you for attending our First Step Class on Names, Matters & Notes. Remember to visit My address is: Tech Support can be
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