Overview. Pressure Sensitive Labels

Transcription

1

2 Overview FLIP PRO is a Case Management and Intake System with support for BlumbergExcelsior Label products. This application draws client/matter data from the database to print a number of forms for intake, file creation, labels, memos, questionnaires, mailing lists, etc. UPC Code Support Check In/Out Barcode file application. Print UPC Code on Jazz Bands and the New large Pocket file labels (Cat. No. 5010). Use a UPC wand (purchased separately) to record files removed and returned from file room. View and print chain-of custody reports FLIP Pocket Label New large file label to affix to side of Pocket or Wallet. Identifies file with data from Client/Matter/Opposition database. Print it easily through envelope feeder. Share Information with MS Word and Outlook Merge Flip data with MS Word documents and sync contact information between Outlook and Flip. Send FLIP Memos and reports by . Access your Outlook address book in FLIP and send your FLIP data to the address book. Pressure Sensitive Labels Two-up Address Labels (3096) Laser and Inkjet Compatible Two-up, 3 1/8" x 4 1/2" label on 3 5/8" x 91/2" sheet. Feeds through envelope slot of your laser printer. Single Address labels (3097, 3098 & 3099) Print one at a time, just like envelopes. Custom Six-up Address Labels 4" x 3" 848B Six 4" x 3 1/2" Labels per 8 1/2" x 11" sheet

3 FLIP Labels (4870) 2 large labels for (3" x 5") Rolodex Card, Index Cards, Docket Pages, File acket or other application. 2 labels for 2 1/4" x 4" Rolodex Cards or Docker Pages, File Jackets, disks or other application. 12 labels for (5/8" x 4") File Folders. FLIP keeps list of subject matter titles and merges them with matter title to create file folder labels. 4 Address labels. Choose the address of clients or opposing counsel. File Index Computer Labels (5018) Greater flexibility in the kind and number of files that can be labeled. Save data for future matters to avoid redundant input. Peel-off construction on labels 1 through 8 for file folders, time sheets, ledgers, expandable files, etc. Parts 9 and 10 detach as index cards For laser and ink jet printers Color-coded FLIP Memos 12 built-in FLIP Memos: Documents Enclosed, Transmittal Memorandum, Filing or Recording of Documents, Enclosure For Your Action, Appointment Confirmations, etc. In addition, FLIP creates CUSTOM MEMOS for multiple use. Use the Custom Text capability with the built-in and custom memos. FLIP automatically addresses the FLIP MEMOS to clients and opposing counsel for easy mailing in window envelopes. Memos print on plain paper or on the 300 memo forms included. Case Notes Unlimited comments to a Client or Matter file. Intake Form For initial client interview. Print to give to your client, or export it in RTF format for editing in Word or WordPerfect. it to your client, who can complete and it back. New Matter Intake data is arranged in memo form to introduce the client and matter to law firm personnel. it to and directly from FLIP Jazz Bands Identify and retrieve file pockets and wallets. Reports View selection of reports on-screen or printed, organized by Client, Matter, Responsible Attorney, etc.

4 FLIP Pro Upgrade Instructions Upgrading from Flip Version 4.0 or 4.1 Flip Pro can be installed on top of Flip 4.0 or 4.1 without moving the database. However, we recommend that you make a backup of your database file, Flip.mdb, prior to running the upgrade. Insert the CD into your computer. The Install Wizard will start automatically. If the program does not self-start, go to Start and select Run, select Browse and go to your CD drive. Double click Setup.exe and follow the instructions. Network Instructions To save the database to a different location, i.e. network device etc., Choose the Save Flip Database As... option from the main menu. 1. On the File menu, click Save FLIP Database As... menu option. 2. In the File name box, enter a new name for the file. 3. Click Save.

5 Flip Layout The application provides for easy access to client matters and the various Labels, Memos, and Forms available for printing. See the Products page for information regarding paper products available from BlumbergExcelsior, that work with Flip Client Matter List The left side of the screen lists All (A) client matters entered into Flip. Also available from the Search (B) tab is the ability to search for specific client matters based on certain criteria. Both full and partial searching is provided. The search criteria can be by Client Name or Matter/Case number. Print Previews The right side provides print previews of the Intake Form, New Matter Memos, FLIP Labels, and the new (C) File Index Labels, (Catalog No. 5018). The selections you check in the Client Matter List under Print Labels and/or Print Memo will determine what is rendered under each preview. Important Please note that your selections can be changed at any time and shown in each preview by clicking the Refresh (D) button on the toolbar above. Toolbar The toolbar provides buttons for entering new Client Matters, exporting the Intake Form as a RTF document to MS Word, sending New Matter Memos via , and refreshing previews if you change your selections in the client matter list. C A B D

6 System Preferences Lets the user input data related to the firm that is using FLIP. This information will be placed on the intake form and on the fast memos. You access the System Preferences screen from the Welcome tab or under the Flip menu option. Then enter the firm, header and footer information for the Intake Form or New Matter Memo. Printing All printing occurs from the Print button located on the navigational bar at the top of each preview window.

7 Printing the Intake Form Use the Intake Form to gather information about your client. The Intake Form can be printed, exported to MS Word and customized. Select the Intake Tab to preview and print the form. You can customize the header and footer of your Intake Form with your firm information from the System Preferences data entry screen. Under System Preferences you can add two lines for the header and footer of the Intake Form. You can now Print and/or Export the Intake Form with actual Client/Matter information from the database. Also, the intake form can be printed with or without lines. Instructions From the Intake Form tab, select a Client / Matter record from the left with your mouse. Information from the record will automatically be entered into applied to the form to complete the form. You can now print or export the form. Click New Client / Matters Selecting this option opens the main data entry screen. It consists of 6 tabs with the following titles: 1. Client Information - Information about the client and case/matter. 2. Opposition - Opposing attorney information. 3. Case Notes - Enables you to attach unlimited comments to a Client or Matter file. 4. File Label Titles - Lets you associate any of the descriptive titles for folders that you create. 5. New Matter Memo - Contains information for the new matter memo. 6. Billing Information - Contains fee and billing information. Use the Tab key or Enter key to move from field to field within each data entry screen.

8 Screen Buttons The control buttons on the data entry screen offer the following options: 1. Previous - Moves to the previous Client/Matter record 2. Next - Moves to next Client/Matter record. 3. Delete - Allows you to remove the current matter. 4. Save - Saves any changes entered. 5. Save and New - Saves any changes to the current matter and allows you to enter new data. 6. Close - Closes the Client/Matter data entry screen. Required Data Certain key fields of information must be completed for the matter to be accepted. They are the Client ID, Matter (Case/File) No., Opposition ID and Client name.

9 Deleting Issues To delete a Client / Matter: 1. Right-mouse click on a matter from the list of Client / Matters on the left. 2. From the popup menu select the Delete option. 3. Select Yes to delete the matter from the system. Note Use caution when deleting matters because this operation is permanent.

10 File Management Staff Setup This option allows you to setup your office staff. Staff members are used to track Files that are checked in and out. Please see the Files Checked Out Registry menu option for details. From The File Management menu, select the Staff Setup menu option. To Add a Staff member: 1. Click New. 2. Enter in the employee information. 3. Click the Save button. To Delete a Staff member: 1. Highlight the staff member under Staff Selection. 2. Click the Delete button.

11 File Registry From the File Management menu, select the Files Checked Out Registry menu option. The File Registry option allows you to track files using UPC coded barcode printed to Jazz Bands or the New Large Pocket File Labels (Cat. No.5010). Simply scan the barcode labels with any wand or barcode reader (sold separately) from your computer to check in or out your files. Please Note: USB Barcode Readers are required by the application. There are two tabs displayed. The first tab, Files Currently Checked Out, display all files currently checked out and by whom. For each file checked out, you can assign a Staff member from the database. The second tab, History, displays all files checked in from most recent to oldest. The Scan Barcode button displays the Please Scan Item window. This window allows you to scan barcode labels to check out or in your files. If a file is checked out, the system knows to check it in and assign it the current date and time. If the file is not checked out, the system checks out the file assigning it the current date and time. Once checked out you can assign a Staff member to the record. With the Please Scan Item window visible, the application is waiting for you to scan a barcode with your reader. Select the Cancel button or hit Esc to cancel the operation.

12 Flip PRO provides test-search functionality that allows you to search for conflicts of interest or other text within your database. This feature looks through selected areas, including Client names, Contact names, Attorney names, Opposition names, and referrals listing all records that contain a match. Flip PRO can match text using partial or complete phrase matching. Select Conflict Checker from the Flip menu option. By default, all options are selected to give you the best possible match for the name you enter. Alternatively, you may uncheck the boxes to limit the extent o the search.

13 Word Integration All data merge is accomplished through Bookmarks. Up to ten (10) bookmarks can be used on a given document. The Bookmark names that must used are BK1 through BK10. Each of these bookmarks can be assigned any data element you want. From the File Management menu, select the Document Merge menu option. Flip will display MS Word with a list of Client/Matter records and the ability to select Word documents to open. Double click on the file name of the document you wish to open. A sample document called, FLIPletterSample.doc, is provided to help you get started. Double click the sample document to open it in Word. This sample letter already has Bookmarks added to it to demonstrate how easy it is to merge information from Flip. You ll also notice that some of the words have brackets around them. These brackets indicate it is a bookmark. To see this important visual aid, you need to Show Bookmarks, see below.

14 Add a Bookmark A bookmark identifies a location or selection of text that you name and identify for future reference. For example, you might use a bookmark to identify text that you want to revise at a later time. Instead of Scrolling through the document to locate the text, you can go to it by using the Bookmark dialog box. 1. Select an item to which you want to assign a bookmark, or click where you want to insert a bookmark. In this example, highlight Name of Contact. 2. On the Insert menu, click Bookmark. 3. Under Bookmark name, type or select a name. 4. Available bookmark names are BK1 through BK Click Add. Show Bookmarks Having the bookmarks displayed helps as you assign bookmarks to locations on your document. On the Tools menu, click Options, and then click the View tab. Select the Bookmarks check box. If you assigned a bookmark to an item, the bookmark appears in brackets ([ ]) on the screen. If you assigned a bookmark to a location, the bookmark appears as an I-beam. The brackets do not print.

15 To Show Bookmarks in Word 2007 and greater: >> Word Options (on the bottom of menu) >> Advance >> Scroll down a bit and goto Show Document Content Options >> Select Show Bookmarks checkbox When adding bookmarks to your document, what name you give the Bookmark is irrelevant as long as it is BK1 through BK10. For each bookmark you can assign any data element from Flip. From the Option menu, select Bookmarks to assign Flip data elements to your bookmarks. For each bookmark, select a reference from the list of available data items displayed in the drop down lists. Once you have completed, select the Done button.

16 Next, highlight a Client/Matter from your Client list and select the Merge button to update your bookmarks on the document. It s that easy!

17 Outlook Synchronization From the File Management menu, select the MS Outlook Contacts Sync menu option. This option allows you to synchronize contact information between Flip 2011 and Microsoft Outlook. Please note that this process does not check for duplicates. To send data from Flip to Outlook: 1. Check the items under Client List you wish to add to Outlook. 2. Click the Send to Outlook button. To send data from Outlook to Flip: 1. Check the items under Outlook Contacts List you wish to add to Flip. 2. With Outlook, you need to indicate which address to use depending on how the contact is setup in Outlook Address book. 3. Click the Send to Flip button. What information is shared: Outlook Flip Client Company Name Client Name Mobile Phone No. Cell Phone Fullname Contact Business/Home Address Client Address Line 1 & 2 Business/Home City Client City Business/Home State Client State Business/Home Zip Client Zip Business/Home Phone Work Phone

18 Pressure Sensitive Labels Custom imprinted supplies are a cost effective way to brand and add visibility to your firm. With your logo or contact information prominently displayed on envelopes, paper, binders, and other supplies, clients will always remember who to call when they need legal advice. From the File menu, select the Pressure Sensitive Labels menu option. From this screen you can print Address Labels for any Clients you have on file or it allows you to create a one-time label for a single item or address. Once you select the Client(s) you wish to print, select the label you wish to print too. Select the Print Preview button to view the generated label.

19 The following Custom Imprinted Labels are available from Blumberg and supported by Flip Pro: Two-up Address Labels (3096) Laser and Inkjet Compatible Two-up, 3 1/8" x 4 1/2" label on 3 5/8" x 91/2" sheet. Feeds through envelope slot of your laser printer. Single Address labels (3097, 3098 & 3099) Print one at a time, just like envelopes. Custom Six-up Address Labels 4" x 3" 848B Six 4" x 3 1/2" Labels per 8 1/2" x 11" sheet For Labels 3096, 3097, 3098, 3099, 848B & 849B, you will see the Print Preview screen below. For each label, you can choose a specific Font and make printer alignment adjustments if needed to accommodate different printers.

20 For the 848B & 849B Sheet labels, you also have the ability to indicate what labels have already been printed on your first sheet. This provides two benefits, it allows the user to indicate what was the last label used and/or where you want to start printing if you have a sheet of labels already printed but not used yet. To indicate where to start printing your first label, click on the labels you don t want to print with your mouse. A red X will appear over the label you clicked on. See screen shot below. Of course, you can change your mind and click the label again toggling the red X. The labels will automatically adjust according to your selections.

21 Flip 5010 Pocket Label For selected client matters, you can print the new 5010 FLIP Pocket Label. This large file label that you can affix to a Pocket file identifies file with data from Client/Matter/Opposition database. You can also print the UPC Barcode to the label which uniquely identifies the file. This label can then be used to track files through the File Registry option now available in Flip Please see File Registry help file for more information. The FLIP 5010 Pocket Label identifies the following: Client Information including Name, Identification Number, Date Opened & Matter Number. Matter and Description. Docket No., Responsible Attorney and Department. Adversary and Adversary Attorney. Additional Notes, Date Closed, Closed Matter Number and Hold Until date. Steps: 1. To print the new Pocket Labels, select from the Client / Matter list on left by checking the boxes under print labels. 2. Select the 5010 Pocket Label tab on right to render your labels based on matters selected. 3. At any time you can change your Client / Matter selection and click the Refresh button to preview your new selections. 4. If you are not using the barcode feature, select the Don t Print Barcode Label checkbox.

22 To complete the label, select the Complete or Modify 5010 Label button to enter any additional missing information.

23 BlumbergExcelsior Jazz Bands Labels Use Jazz Bands to identify, retrieve and add longevity to your expandable file pockets. The Jazz Bands labels are comprised of two 4" x 1 ½" labels. Flip lets you type in directly on each label or select information from the database. You can also combine information from the database with text you type in directly. Each label can have a separate font selectable at any time. Label text is automatically centered horizontally as you type information in. Vertical centering is accomplished by pressing the Enter key to move a line down by one or however many. New with Flip 2011, you can now print a Barcode label on your Jazz Band labels. The barcode uniquely identifies the file pocket. This label can then be used to check out and in your files using a Barcode reader (sold separately). Please see File Registry for more information on tracking your files. Client/Matter Lookup To add a Barcode label, select the Barcode checkbox under Apply How?

24 Printing Jazz Bands You print Jazz Bands just like you do envelopes. These labels are printed using manual feed only. Both left and middle feed options are available to accommodate printer variations. A 90 text rotation option is also available for certain printers that flip text when using the middle feed option. Alignment adjustments are available in 1/8 inch increments. For left adjustments key in a negative to move text to the left and a positive number to move the text to the right. For top and Offset adjustments a negative number will adjust up in 1/8 increments and a positive number will adjust down in 1/8 increments.

25 Searching for Conflicts of Interest Use the Search Scope items to indicate what areas to search. When you have established all options, click Search. When the search is complete, the matching records are listed on the Results tab.

26 Selecting Matters to Print FLIP Labels For selected client matters, you can print custom Labels from the FLIP Labels preview. These labels rearrange basic database information to print 20 labels on one 8 1/2" x 11" die cut sheet. You can assign client account or matter numbers if so desired. The default settings make it fast and easy to use and the file folder labels can be tailored to your needs. The FLIP Label sheet contains: Steps 2 large labels for 3" x 5" Rolodex cards, Index Cards, Docket Pages, File Jackets or other application. 2 labels for 2 1/4" x 4" Rolodex Cards or Docket Page, File Jackets, disks or other application. 12 File Folder labels by Subject Matter. 4 Address To labels. Choose the address of client or opposing counsel. 1. To print Flip Labels select from the Client / Matter list on left by checking the boxes under print labels. 2. Select the Flip Labels tab on right to render your labels based on matters selected. 3. At any time you can change your Client / Matter selection and click the Refresh button to preview your new selections.

27 File Index Labels For selected client matters, you can print the new Index Labels from the File Index Labels preview. By checking the Print Labels box for selected Client Matters, Flip will preview an assortment of index cards and the labels. Sample Printout

28 Custom Captions for the Blank File Index Labels BlumbergExcelsior now provides a customized File Index Label, (Cat. No. 5018P), for creating labels for file folders, index cards, Rolodex files, docket files, accounting files, or any other records. Flip PRO lets you create your own system by letting you customize the captions for each card or label. This allows you to call a "Client" a "Customer" or switch "File No." to "Case No.", etc.

29 Flip PRO displays the standard captions by default and lets you change any one or all of them. These changes are applied to each caption on the form where it is found on the standard 5018 Legal file labels. See form below. Standard 5018 File Index Labels

30 Entering Label Titles This option lets you create descriptive titles for use with your folders. You select these titles for your matter when you are entering Client / Matter data. In this screen, each list of folder titles is designated by a Mnemonic ID of 2 letters or 2 digits. FLIP comes with two default label titles for PI (Personal Injury) and RE (Real Estate). You can edit, erase, or add more titles as you wish.

31 BlumbergExcelsior Jazz Bands Labels Use Jazz Bands to identify, retrieve and add longevity to your expandable file pockets. The Jazz Bands labels are comprised of two 4" x 1 ½" labels. Flip lets you type in directly on each label or select information from the database. You can also combine information from the database with text you type in directly. Each label can have a separate font selectable at any time. Label text is automatically centered horizontally as you type information in. Vertical centering is accomplished by pressing the Enter key to move a line down by one or more lines. Printing Jazz Bands You print Jazz Bands as you would envelopes. Use manual feed only. Both left and middle feed options are available to accommodate printer variations. A 90 text rotation option is also available for certain printers that flip text when using the middle feed option. Alignment adjustments are available in 1/8 inch increments. Key in a negative number to move text to the left and a positive number to move the text to the right. For top and Offset adjustments a negative number will adjust up in 1/8 increments and a positive number will adjust down in 1/8 increments.

32 Predefined Flip Memos Fast Memo Forms Catalog No For routine correspondence, Flip contains 12 predefined built-in memos such as Documents Enclosed, Transmittal Memorandum, Filing or Recording of Documents, Enclosure for Your Action, Appointment Confirmations, etc. Select FLIP Memos from the Welcome screen or the Flip menu option. The memos require you to fill in text to complete. Flip retains the most recent entries when you add information to each of the memos. Once you have filled in text for your memos, you can select them for printing by checking them in the list of available memos on the left. Flip also lets you create custom Flip memos. Select the Custom Memo list option on the left to create your own custom Flip memo. Once saved, each custom memo is added to the list of available memo to print. For each selected memo you must identify which matter(s) you want to print that memo for. The system will generate a memo for printing unless at least one matter issue has been associated with the memo. The you want to associate with that memo. button lets you select from a list of matters the issues Important Flip will let you select multiple memos and associate multiple issues per memo. Using BlumbergExcelsior's 3 Part Fast Memo Forms; you can print 3 memos per sheet. From the Memo Matters for printing window, you can select from existing issues or key in new ones. You can even create new issues from existing client matters. Click the Lookup Matters button for a list of available client matters to choose from. Once you have selected the matter issues and memos to print, return to Preview Memos and select the button to preview your selections. The Flip Memo Preview window will display your selected combinations. Use the Clear Selections button to clear all your memo/matter selections to start over.

33 Custom Memo Text Flip lets you also create custom memos for repeatable use when filling in text. You can select this option from the Welcome tab or under the Flip menu option. From this screen you can add, edit and delete your custom memos as needed. Each custom memo is associated with a Memo ID to identify your custom text. This option is available from the Flip Memos screen during memo creation.