Administrator s Manual Aderant Total Office Case. Version 9.1 SP1

Administrator s Manual Aderant Total Office Case Version 9.1 SP1

Aderant Holdings, Inc., makes no representations or warranties with respect to the contents of this document publication and specifically disclaims any implied warranties of merchantability or fitness for any particular purpose. The contents of this manual are believed to be current and accurate as of its date of publication. Changes to this manual between reprintings and other important information about the software product are made or published in release notes, and you are urged to obtain the current release notes for the software product. We welcome user comments and reserve the right to revise this publication and/or make improvements or changes to the products or programs described in this publication at any time, without notice. 2 Total Office Case Administrator s Manual for version 9.1 SP1 (October

Table of Contents Preface... 7 Quick Reference Glossary... 8 Part 1: System Setup... 9 Chapter 1: File Locations... 9 Setting File Locations... 9 Chapter 2: Case Party Categories... 12 Creating and Editing Party Categories... 12 Properties... 13 Chapter 3: Timeslip Setup... 16 Time Code Systems Tab... 16 Code Setup Tab... 20 Client System Setup Tab... 21 Timeslip Export Tab... 21 Chapter 4: To Do Packages... 22 Creating a Simple To-Do Package... 22 Assigning a To-Do Package... 26 To-Do Package with Completion of Prior Item... 28 To-Do Package with SOL Date, Settlement or Case Closed Date... 30 To-Do Package with a Repeating Task... 32 To-Do Package with Multiple Outcomes using Linked Tasks... 33 Modifying To-Do Packages: Auto-Assign to Case Type... 39 Chapter 5: Lawtype Setup... 43 Case Information Screens... 43 Case Party Roles... 45 Pick Lists... 48 Staff Roles... 49 Summary Screen... 50 File Numbering Method... 52 Conflict Criteria... 54 3 Total Office Case Administrator s Manual for version 9.1 SP1 (October

Other Settings... 55 Default To-Do Packages... 56 Chapter 6: User Setup... 57 Creating a New User... 57 General Tab... 59 Attorney Info... 62 Desktop... 62 Lawtypes... 65 Security... 65 Membership... 66 Chapter 7: User Groups... 68 Creating User Groups... 68 Chapter 8: Workgroups... 70 Creating/Editing Workgroups... 70 Chapter 9: Pick Lists... 72 Adding and Deleting Pick Lists and Pick List Items... 72 Chapter 10: Firm Information... 74 Adding and Maintaining Offices in Your Firm... 74 Chapter 11: Merge Forms... 77 Merge Form Selection Screen... 77 Creating/Editing Merge Forms... 79 Retrieving Merge Forms... 87 Note about Wageloss Forms... 90 Setting up Card File Forms... 90 Chapter 12: Other Settings... 93 System Assignments Tab... 93 Item Defaults Tab... 96 Security Tab... 99 User Licenses Tab... 101 Laptop Setup Tab... 101 External Interfaces Tab... 102 Outlook Tab... 102 4 Total Office Case Administrator s Manual for version 9.1 SP1 (October

Backup Notification Tab... 103 Document/Scan Settings Tab... 103 Workstation Update Tab... 104 To-Do Tab... 104 Report Services Tab... 106 Record Request Tab... 106 Regional Tab... 107 Audit Tab... 107 CompuLaw Rules... 108 Chapter 13: System Security... 109 Method A: Individual User Security... 109 Method B: Group Security... 112 Chapter 14: Custom Templates... 114 Chapter 15: Financial Setup... 115 Chapter 16: Crystal Reports Setup... 116 A. Database Connection... 116 B. Setup for Case-Specific Reports... 118 C. Setup for Non-Case-Specific Reports... 119 D. File Locations... 121 E. Crystal Reports Setup in Case... 122 F. Running Crystal Reports inside a Case... 125 G. Running Crystal Reports inside a Case... 126 Chapter 17: Custom Case Information Screens... 128 Creating a New Custom Screen... 128 Lawtype Setup for Custom Screens... 129 Merge Form Setup for Custom Screens... 131 Custom Case Search... 132 Chapter 18: Costs Export Setup... 135 Chapter 19: Document Settings... 136 Settings Tab... 136 Document Stores Tab... 138 Custom Properties Tab... 139 5 Total Office Case Administrator s Manual for version 9.1 SP1 (October

Document Review Tab... 140 Filter Group Tab... 141 Part 2: Reports Menu... 143 Chapter 20: Reports Menu... 143 Caselist Report... 143 Custom Reports... 144 Crystal Reports... 145 SQL Reporting Services... 145 Part 3: Maintenance Menu... 146 Chapter 21: Maintenance Menu... 146 Case Related... 146 Maintain Company Entries... 148 Master To-Do List... 149 CompuLaw Change Notifications... 149 Rate Systems... 149 Record Request Management... 150 Validation Rules... 150 Auditing... 151 Import... 152 Export... 153 Archive... 153 SQL Query... 154 Recycle Bin... 154 Part 4: Other Admin Settings... 156 Chapter 22: Connected Users... 156 6 Total Office Case Administrator s Manual for version 9.1 SP1 (October

Preface Audience: This manual is designed for firm administrators and authorized users operating Profiles Case. The following pages assume that the reader has knowledge of legal and financial terms, with familiarity of a firm s basic processes. While a glossary is provided, the manual does not include legal basics. If needed, please see your nearest supervisor. Software Requirements: Profiles Case and Crystal Reports are required for the chapters in this manual; they must be installed for administrators and authorized users to perform the explained operations. Features: This manual contains eighteen chapters covering every module in the System Setup window: File Locations, Case Party Categories, Timeslips, To-Do Packages, Lawtypes, Users, User Groups, Workgroups, Pick Lists, Firm Information, Merge Forms, Other Settings, Custom Templates Cost Export Setup, Financial Setup, Crystal Reports Setup and Custom Case Info Screens. Each module has its own navigation instructions and can be viewed individually. 7 Total Office Case Administrator s Manual for version 9.1 SP1 (October

Quick Reference Glossary Case Perspective: Case perspective focus is on all matters that relate to a case. Case Information Screen: Screens within a case that hold case related information. Card File: Address book and contact list containing clients and other case-related parties. CP Admin: Staff Member who configures and maintains database. Desktop: On the Desktop, the focus is on the user. Users access their (as well as others ) to-do items, access card file entries for their workgroup(s), view and access all documents created with the merge feature of CP, access, view and create Time Sheets, access User Comments and the User s Journal. DMS: Document Management System / Document case info screen with each case. Integration: Applications that link between each other. Lawtype: Lawtypes (or types of work) are not specific types or causes of action like Automobile accidents or Medical Malpractice, but are rather frameworks designed to fit a series of similar types of causes of actions or to manage a specific type of practice. Thus, Personal Injury would encompass a wide variety of Torts which cause injury to the person and/or property. If a firm does a major portion of its work in one area that might ordinarily be categorized broadly under Personal Injury, for instance if there is a specialty group within the firm which only handles Medical and Nursing Home Malpractice, then it may be advisable to create a distinct law type for those actions apart from the general Personal Injury area. Merge Document: Documents created from with CP using a pre-defined template. Party: In Client Profiles, the word parties means more than just plaintiffs and defendants it means individuals or entities who plays a role in a case. This may include doctors, judges, insurance companies and many other entities. Pick Lists: Throughout CP, there are pick lists with a drop-down of items to complete a field. In some pick lists, only one value can be chosen, and in other pick lists, multiple items can be selected. Other pick lists provide a simple yes or no response. A pick list may change depending on lawtype. The order of the items in a pick list is in alphabetical order according to specific lawtypes, system-wide and card file parameters. Pick lists also serve as filters when searching through a database of items. User Group: Used to manage groups of users to facilitate security management and communication. Workgroup: A collection of users within a region (or office) which will consist of several offices (or departments). Members within workgroups will have access to all cases assigned to their workgroup alone. Users can be members of more than one workgroup. A user can be a member of one office only. This collection of users is determined when a case is opened, and can be edited in the General Info Screen of a case. 8 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 1.1 Part 1: System Setup Chapter 1: File Locations Correct file locations are critical to proper function of the system. Once established and entered, values for system file locations should not be changed unless application locations are moved. Setting File Locations Key directory locations are described below. Please note: Directory locations that take up a lot of space such as the History or the Scanned Document Pages can point to different drives. To reach the File Locations window, click Administration on the menu bar and click System Setup in the drop-down menu, and then Double-click File Locations in the System Setup window. 9 Total Office Case Administrator s Manual for version 9.1 SP1 (October

Field Field Description 1. Shared Application Files Should be set to something like \\Server\CPShare\CPWin\. This indicates where your system copy of CP is located. 2. History Files Should always be a subdirectory of the CPWin directory, however, this can be moved to a separate server if space is an issue. This indicates where all case-related documents will be stored on your system. This should be set to something like \\Server\CPShare\CPWin\History\. 3. Scanned Document Pages Set the Scanned Document Pages directory. Please note: Normally, this will be the same directory as the History Files; however, it can be pointed to a different directory if needed because of space requirements. The only requirement is that the directory be shared and can be modified by users on the network. 4. Macro Files Should always be a subdirectory of the CPWin directory. This indicates where certain temporary files related to spell check and workstation upgrades will be stored on your system. This should be set to something like \\Server\CPShare\CPWin\Macro\. 5. Form Files Should always be a subdirectory of the CPWin directory. This indicates where all forms will be stored on your system. This should be set to something like \\Server\CPShare\CPWin\Forms\. Please note: When forms are stored, a subdirectory is automatically created for each group of forms. Thus, Personal Injury forms are stored in \\Server\CPShare\CPWin\Forms\PI, Workers Compensation Claimant forms are stored in \\Server\CPShare\CPWin\Forms\WC, and so on. CP for Windows knows where to put the directories for each type of form. You should not indicate any particular lawtype when setting up the Form Files value. 6. Cardfile Images This indicates where all images of people stored in your card file will be stored. Set the Card File Images directory. 7. Program Upgrade Files Should always be a subdirectory of the CPWin directory. This indicates where you will put files associated with upgrades to CP. This should be set to something like \\Server\CPShare\CPWin\Upgrade\. Please note: If you have multiple offices turned on, this field will be unavailable. You can go under Firm Information which will enable you to setup separate upgrade paths by office in case you are in a WAN. 10 Total Office Case Administrator s Manual for version 9.1 SP1 (October

8. BMP Files (for buttons) Should always be a subdirectory of the CPWin directory. This indicates where you will put bitmap (BMP) files that can be used to associate iconic symbols with people or companies stored on your system. This should be set to something like \\Server\CPShare\CPWin\BMPS\. 9. Reports Should always be a subdirectory of the CPWin directory. This indicates where the reports for the CP Financial System and any custom Crystal Reports are stored. This should be set to something like \\Server\CPShare\CPWin\Reports. 10. CP 4.0 Data Files Should almost never be a subdirectory of the CPWin directory. Instead this is usually a directory named CMSCP that can be on the same drive as the CPWin directory or elsewhere. Setting this value is only necessary in certain situations known to our support department and trainers. If this value is blank, please leave it blank. 11. CP 4.0 Refresh Files Should almost never be a subdirectory of the CPWin directory. Instead this is usually a directory named CMSCP\Fresh that can be on the same drive as the CPWin directory or elsewhere. Setting this value is only necessary in certain situations known to our support department and trainers. If this value is blank, please leave it blank. 12. Custom Template Form Files 13. Custom Template Data Files 14. Archived Document Files Should always be a subdirectory of the CPWin directory. This indicates where all of the Custom Templates will be stored on your system. This should be set to something like \\Server\CPShare\CPWin\Forms\. Please note: When custom template forms are stored a subdirectory is created under the forms directory called Template. Should always be a subdirectory of the CPWin directory. This indicates where all of the Custom Template forms will be stored on your system. This should be set to something like \\Server\CPShare\CPWin\History\. Should always be a subdirectory of the CPWin directory. This indicates where any archived documents will be stored on your system after the archive process or when unarchiving documents. This should be set to something like \\Server\CPShare\CPWin\Archive\. 15. Hot Docs Answer Files Should always be a subdirectory of the CPWin directory. This is used with the HotDocs Integration module and will be setup by a CP representative during configuration. When you have finished setting all file locations, click the OK button (figure 1.1) to save your changes. 11 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 2.2 figure 2.1 Chapter 2: Case Party Categories In this section, you can create, view and/or edit the layouts of party categories to be used in the card file. Creating and Editing Party Categories Click Administration on the menu bar and click System Setup in the drop-down menu. Double-click Case Party Categories in the System Setup window. In the Category Selection window (figure 2.1), scroll down to the category you wish to revise, click the category and then click OK to open the screen editor for that selected category. Field Field Description 1. Field Area (Tabs) When you click a tab (figure 2.2), the field area will change. Each field area contains fields that can be selected, moved or deleted. Left click any field (e.g., Company, Job Title, Social Security #, etc.) to select it. Notice that the title bar of the window, as well as Column Name in field #3, indicate the name of a selected field. 2. Formatting Toolbar The formatting toolbar offers editing options for card fields. The color boxes enable you to change the text color (left click the color) or background color (right-click the color) of a selected field. Other options provide standard text 12 Total Office Case Administrator s Manual for version 9.1 SP1 (October

editing such as size, style and alignment for each field. To resize a field, click the edge of any field (cursor will change) and drag it to the appropriate size. Also notice the Label field, which is a the caption for the selected field. It can be seen by users in the custom case screen. Additionally, there are five Alignment/Resize Icons. Select multiple fields from the layout by clicking on the fields and holding the Ctrl button on your keyboard. All selected fields will either be aligned or resized to match the formatting option you select. 3. Field Statuses These two small fields are dynamic, changing according to which field is currently selected. Column Name: displays the name of the selected field, and Icon: displays the graphic for each selected field. 4. Add/Remove Field Click Add Field to open a window with a list of fields you can add to the field area. To remove a field, first select it (left-click) and then click the Remove button. 5. Add Text Select this button to add a text field to the layout of the category. (For example: Company, Mr.\Mrs.\Dr., etc ) When this button is selected it will put a Label in the upper left hand corner of the screen that can be dragged to the correct location and renamed. 6. Properties Select this button to access the properties section of the category. See the Properties section below. 7. Save/Open Click Save to keep any changes you may have made on the category. Click Open to open the category selection window (e.g., figure 2.1) again. 8. New Role/Delete Role Click New Role to create an entirely new category in the category selection window (e.g., figure 2.1). The new role creation window requests a name, icon (not required) and whether or not you want to duplicate an existing category role layout. If you want to delete the current role, click the Delete Role button. Properties This window opens when you click the Properties button from the Case Party Categories window (figure 2.2). The following options (figure 3.3) are specific to a single category. 13 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 2.3 Field 1. Category / Role Description Field Description Enter the name of the category. If the firm is using icons for each category, click the Change Icon button and browse the window that opens and find the desired icon. To remove the currently selected icon, click the Remove Icon button. If the selected category is only meant for a specific case party, click the checkbox indicating that option and it will be made unavailable in the Card File. 2. Default Name Display Select the way that you would like names of entries assigned to this category to display in Client Profiles. For individuals, it is recommended to choose Last, First, and for companies: Company. 3. Visibility This field determines whether the visibility of contacts in this category is global or workgroup-specific. If the option is set to Global, the card is available to all end users, but the user will not have the ability to make the contact record workgroup-specific. If the option is set to Workgroup instead of Global, the user will have the ability to specify the workgroup(s) that can see the contact record. 4. Sub-Categories/Roles When applicable, click New Item, and in the window that opens, select the select the Sub Category\Role to appear in the Parties screen of a case. 5. Tab Setup Place a check in the appropriate boxes to add tab pages. The photo tab is used to load or scan a picture into the Card File. The remainder of the tabs will be used with Social Security and Asbestos Law. 14 Total Office Case Administrator s Manual for version 9.1 SP1 (October

6. Custom Tabs Select from a list of custom tab options in this field, if any apply to your category. 7. Pick Lists When applicable, click Add Pick List, and in the window that opens, select the pick lists that you would like to add for the selected category. These are useful for Christmas and Birthday Card merges. 15 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 3.1 Chapter 3: Timeslip Setup The following four sections provide window and field information about the four Timeslip Setup tabs: Time Code Systems, Code Setup, Client System Setup and Timeslip Export. Time Code Systems Tab Click Administration on the menu bar and click System Setup in the drop-down menu. Double-click Timeslip Setup in the System Setup window. figure 3.2 Refer to figure 3.2 and the following paragraphs for a walkthrough of Time Code Systems. Field Field Description 1. Enable Timeslip System Check this box to enable creation of time entries in Client Profiles. 2. Enable Pending/Release Options If exporting time slips to a third party, such as Time & Billing software, check this box. 16 Total Office Case Administrator s Manual for version 9.1 SP1 (October

3. Case Timer Prompting In the drop-down menu, select if you would like the user to be prompted to enter a time slip each time they exit a case. You can choose to Disable this option, use it for All Users or make it optional by an individual user setting (Under User Setup). 4. Create After Sending a New Message 5. Create After Deleting a Message 6. Create After Completing a To-Do Item 7. Create After Document Duplicate 8. Create After Creating Case Comment 9. Create After Document Reviewed 10. Include Billable in Attorney List 11. Require Case Association 12. Postpone Timeslip Creation Until After Merge 13. Show Billing Client Selection 14. Show Attorney Selection 15. Show Timekeeper Selection 16. Show Rate/Amount Value If this box is checked, the user will be prompted to enter a time slip each time they send a phone, mail or bulletin message. If this box is checked the user will be prompted to enter a time slip each time they delete a mail message. If this box is checked the user will be prompted to enter a time slip each time they complete a To-Do. If this box is checked the user will be prompted to enter a time slip each time they duplicate a document from within the Documents screen. If this box is checked the user will be prompted to enter a time slip each time they create a new entry under the Comments section of a case. If this box is checked the user will be prompted to enter a time slip each time they review a document that has been assigned to them. The attorney field on timeslips determine the rate. Only users flagged as Attorney in User setup show in that list. Checking this box also enables you to have users with the Billable checkbox flagged to show as well. Turn this option on if you want to set a requirement for each time slip to be required to associate with a case. Check this box if the firm s merge forms have time slips attached to them and you would like the time slip to be created after the merge is completed rather then automatically created at the time of the merge. Check this box if the firm has multiple billing clients on one case and would like to see the available choices from the time slip entry screen. (Please note: Only clients checked as a Billing Client under the Parties screen of the case will show up in this list.) Check this box to show the Attorney field in the time slip entry dialogue. Check this box to show the Timekeeper field in the time slip entry dialogue. If this box is checked, the user will see the rate and amount values on the time slip screen. (Note: The rate and amount fields on the time entry 17 Total Office Case Administrator s Manual for version 9.1 SP1 (October

window can be hidden from the user. A new configuration option has been added to hide these fields.) 17. Allow 0.0 Hour Slips Created Manually 18. Allow 0.0 Hour Slips Created During Merge 19. Disallow New Timeslip on Closed Cases 20. Require Billing Client If Used Check this box to allow 0 time to be entered. Check this box to allow 0 time to be entered, even during a merge. If this box is checked the user will not be allowed to create a time slip if the case is closed. If billing clients exist in your Card File, you can require a billing client to be attached to a time slip by turning this option on. 21. Require Detail Text Turn this option on if you want time slips to require further details in the text field. 22. Insert Comma Between Expanded Text 23. Require Time Codes If Used 24. Require Task/Activity Codes If Used 25. Allow Edits to Tranferred Timeslips 26. Expansion to Narrative Options Turn this option on if you want a comma (, ) to be placed in between the first and last parts of the time slip text. If this box is checked, the user will not be allowed to create a time slip without entering a Time code. If this box is checked, and task and/or activity codes are turned on, the user will not be allowed to create a time slip without entering task and/or activity codes. Must be checked on. This is a new configuration setting which allows editing of time already transferred to ATF. Select the appropriate drop-down option to perform with the narrative text for each type of code (time, task or activity). Always prompt user: This option will present a notification box informing the user about narrative changes each time they add a Time, Task or Activity Code. Append to existing text: This option will add the start of the narrative text of the selected code to the end of the Detail Notes of the time slip. Overwrite existing text: This option will automatically overwrite anything in the Detail Notes of the time slip with the narrative text of the selected code. Do Nothing (never overwrite): When this option is turned on, nothing will take place within the narrative text of the code when it is selected. 18 Total Office Case Administrator s Manual for version 9.1 SP1 (October

27. Time Code System Selection Default Time Code System: In this drop-down box, select which time code system your firm or office will default to. (Please note: Each client may have a different Time Code System assigned to them under the Client System Setup tab. ) Time Code Systems: This list displays the available/existing time code systems. 28. Time Code System Settings To make the changes below, click the name of the appropriate system under Time Code Systems and click the Modify button. System Description: This field displays the name of the Time Code System that is selected. Timecodes: If time codes will be used for the selected system, check this box. Taskcodes: If task codes will be used for the selected system, check this box. Activity Codes: If activity codes will be used for the selected system, check this box. Expense Codes: If expense codes will be used for the selected system, check this box. Attendees: If this box is checked, the user will be allowed to enter Attendees for each time slip entered. Billable Checkbox: If the firm has non-billable and billable time slips, check this box. Taxable Checkbox: If the firm charges tax for any of their time slips, check this box. Venue Picklist: If this box is checked, the user will be allowed to enter a Venue for each time slip entered. 29. New System Click this button to open the Add New/Modify Time Code Systems window. 30. Save Clicking this button saves your changes. 31. Delete Clicking this button deletes a selected time code system. 19 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 3.3 Code Setup Tab Open this tab to enter tasks used for task codes. (Please note: Many features involving codes are not covered in the Case Management administrator s manual. These features can be set in the Client Profiles Financial System and will be dependent on your financial settings. Please consult with a Client Profiles technical support representative prior to making any changes or additions to these fields.) Field Field Description 1. Time Code System Select the Time Code System that you would like to add the codes to, and select the adjacent radio button(s) that represent the type of codes (e.g., time codes, task codes or activity codes) you wish to see or edit. 2. Code List This field displays the existing codes within each time code system. Click to select one, and field #3 below will display specific options for that code. 3. Code Settings/Options Billable: To make the selected code billable, click the box so that you see a check mark. Code: Enter an alpha, alphanumeric or numeric code for the selected code. Code Description: Enter the description that will be used in the detail notes of the time slips, for the selected code. To add a code, click the Add button (as seen in figure 3.3) and enter the code name in the Code field near the bottom of the window. Enter the code s description in the field below it, and then click Save to keep the code and your changes. 20 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 3.4 Client System Setup Tab Use this tab to assign a Time Code system other than the default to an individual client. For example an insurance company might require task and activity codes as opposed to other clients that only need to have time codes entered. (Please note: The client will need to be selected as the Billing Client under the Parties screen of the case to default to this Time Code System.) After searching for a client, click the name so that it is highlighted (e.g., figure 3.4) and click the drop-down list for a time code system list to choose from. Timeslip Export Tab This tab is used to setup export scripts for use with third party software. Please consult with an Aderant Total Office technical support representative prior to making any changes to this screen. 21 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 4.2 figure 4.1 Chapter 4: To Do Packages To-do items are predefined sets of tasks that are repeated by the same staff members. These items can be assigned in groups called To-Do Packages. To-Do Packages can range from a simple group of to-dos to a complex system that has multiple outcomes including email notifications. The following sections provide walkthroughs of sample To-Do packages, which explain the mechanics of To-Do Package creation. Refer to this section for basic instructions on how to create your own To-Do Package. Figure 4.1 below displays an example of a To-Do Package screen. Creating a Simple To-Do Package This section explains the setup of a basic To-Do package, and some of other options and complexities that can be added. (Note: A good idea would be to set up a test case that you can assign these packages to as you are building them, so you can tell whether or not they launch correctly. This will help you see exactly what the package will do when assigned and completed to ensure you are getting the desired results.) Click Administration on the menu bar and click System Setup in the drop-down menu. Double-click To- Do Packages in the System Setup window. To create a new To-Do Package, click Add. 22 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 4.4 figure 4.3 As figure 4.3 shows, (1) name your new to-do package and click Add (2) to open the to-do item screen. The following screen describes the to-do item screen in detail, and should be referred to for all To-Do Package creation: Field 1. For User / Staff Member Field Description If User is selected, then the user adding the package to a case will be marked as the person responsible for completing this item. If Staff Member is selected, 23 Total Office Case Administrator s Manual for version 9.1 SP1 (October

the staff assigned to the case under the role you choose in the drop-down box will receive this item. (Note: These settings will only apply for the individual item and not all items in the package. It is possible to assign this item to a user and other items in the package can be assigned to case Staff Members.) 2. Repeating Task This option is used to create a to-do item that repeats itself each time it is completed. More on this option will be discussed later in this manual. 3. Item Triggered By In this field s drop-down box, you can select an action that will activate or trigger the current To-Do Package item. For the purposes of this simple To-Do Package, the option When Added to the Case has been selected. (Note: For the first item in any package, the trigger must be When Added to the Case. ) Select a trigger action from the following options: When Added to the Case: Item will be added to the case when the package is assigned. By Completion of Prior Item: Item will only be assigned when the previous item has been completed. Manually Started: Item will be launched as part of a linked task (see page 38). Statute of Limitations Date: Item will be launched when a new Incident record is entered and the SOL date has been entered. Settlement Date: Item will be launched when a new Settlement record is entered and the settlement date has been entered. Case Closed Date: Item will be launched when a closed date is entered for the case. 4. Description Here you can enter a description of the task that needs to be completed. 5. Comments Here you can enter any additional information that pertains to this item. 6. Reminder When assigning a package and you set your Target Date (date the package is added to the case), the reminder here acts with respect to the Target Date. So if you enter 30 in this field, it will activate 30 days after the Target Date. If you enter a negative number, such as -30, this reminder will activate 30 days prior to the Target Date. Note: the reminder date is the first date on which the task appears on a recipient s to-do screen. 24 Total Office Case Administrator s Manual for version 9.1 SP1 (October

7. Deadline Same as the previous field, the deadline here acts with respect to the Target Date of a package. So if you enter 30 in this field, it will activate 30 days after the Target Date. If you enter a negative number, such as -30, this deadline will activate 30 days prior to the Target Date. Note: the deadline date is the date on which the task must be completed. 8. Count By When counting out the days for the deadline/reminder dates, make a selection in the drop-down box to count either by calendar days or business days (Monday through Friday). 9. Weekend/ Holiday This field determines where to assign the deadline/reminder date should it fall on either a Weekend or a Holiday your firm honors. 10. Type In this field, select the type of to-do item you wish to create. This selection is necessary to create to-do lists. 11. Priority This field enables selecting the priority level that this item should have, and it serves as a filter when viewing the to-do screen. 12. Phase This field enables selecting the phase of the case that this to-do will be assigned to, and will advance the phase to the next phase (i.e., progressing from intake to discovery). 13. Merge Form Here you can select a merge form that will need to be merged when this item is completed. For example, when the user goes to complete the item, they will receive a notification that there is a merge form template attached and will be prompted to merge it. Once the merge has been completed, the item will be completed. 14. Upon Completion (Options) This field enables selecting from a list of people to notify via email when the todo is completed. Individual Role: Any staff assigned in the case to the selected role will receive a notification that the to-do item has been completed. Entire Team: Any staff assigned to the case will receive a notification that the To-Do Item has been completed. Selected Users: Select a user or group of users from the list of the employees to be notified when the to-do Item has been completed. 25 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 4.5 15. Multiple Outcomes (Options) Email Parties from the Case: Any party assigned in the case to the selected role will receive a notification that the to-do Item has been completed. Custom E-mail Address: Manually enter the e-mail address of an individual you want notified via e-mail when the to-do item has been completed. Check this box if the to-do item can have multiple outcomes when completed. We will discuss this in more detail later in the manual. 16. Flow Chart Figure 4.5 below displays an example of what a To-Do Package flow chart might look like, including all outcomes of complete or incomplete actions. 17. Print Click this button to get a print layout of the current state of your To-Do package. When you have finished entering and editing this to-do package, click OK to save and close the window. The result should look like the example shown in figure 4.3. When a To-Do Package is complete, it is ready to be added to a case. Assigning a To-Do Package Follow instructions below to assign a To-Do Package to a case. Click the To-Do icon on the system bar. If a case is not already open, select a case from the Case Search window, and click OK. 26 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 4.7 figure 4.6 In the Select a To-Do Package window (figure 4.6 above), choose a To-Do Package to add to the case, and click OK. Doing so will open the To-Do Package window with your selected case in queue. In the To-Do Package s main screen (figure 4.7 above), you will see the list of details for the selected package. Field Field Description 1. Target Date Set the Target Date field that will trigger the reminder and deadline dates for each of the items in the package. 2. User(s) If you selected the Users option when creating your To-Do Package, you can assign this package to the appropriate user in this field by clicking the magnifying glass button and selecting a user in the pop-up window. Once the target date is set, click OK. The package is now assigned! It will show up on ToDo Items on the case info screen for the case you assigned it to (as shown below in figure 4.8), as well as the recipients desktop. 27 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 4.9 figure 4.8 The to-dos will also appear on your Profiles Case desktop, on the To-Do screen, as seen below in figure 4.9. Information and instructions completing To-Do Packages is provided in the User Manual side of this manual. To-Do Package with Completion of Prior Item You can create a To-Do Package that has interacting items. In this section, we will create two items: the second item will activate only when the item (task) before it is completed. Click Adminis-tration on the menu bar and click System Setup in the drop-down menu. Double-click To- Do Packages in the System Setup window. 28 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 4.12 figure 4.11 figure 4.10 Click Add in the To-Do Package selection screen (as seen in figure 4.10 above). As figure 4.11 (above) shows, name your new to-do package and add two items to the package. Create one to-do for the initial task, and another for the follow-up. Make sure the second to-do item has By Completion of Prior Item as its trigger event: To-Do Item #1 To-Do Item #2 figure 4.13 When you have filled out appropriate fields and completed each to-do item, your To-Do Package window might look like the following: 29 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 4.15 figure 4.14 To-Do Package with SOL Date, Settlement or Case Closed Date When a To-Do Package is assigned, there is a target date you must set for each to-do item. This section explains how you can configure a to-do item target date to correspond with case-related events, so that the target date will be created for you. In this example, we will create a SOL (Statute of Limitations) To-Do Package. Click Administration on the menu bar and click System Setup in the drop-down menu. Double-click To- Do Packages in the System Setup window. Click Add in the To-Do Packages selection screen (as seen in figure 4.15 above). 30 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 4.17 figure 4.16 As figure 4.16 (above) shows, name your new to-do package and add several items to the to-do package. In this example, we create several items representing different SOL dates. In the to-do item creation screen, three key options must be set for each task: Field Field Description 1. Item Triggered By Select Statute of Limitations Date for the Item Triggered By field. 2. Type Set its type to SOL Warning, or whichever to-do type is used by your firm. 3. Reminder and Deadline Set to the Reminder and Deadline fields match the title/purpose of your to-do item (e.g., make the reminder value -30 for the to-do task named 30 days until SOL runs ). 31 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 4.20 figure 4.19 Once this to-do item is configured, the SOL date for this item will then be used as the target date, and you do not need to manually type it in during To-Do Package assignment. Configuring your target date to a case s Settlement Date or Closed Date can be done in the same way as the SOL date was set: create or modify your to-do items so that the Item Triggered By option is set to Settlement Date or Closed Date. If you choose Settlement Date, the package will be triggered by creating a new record in the Settlement screen. If you choose Closed Date, the package will be triggered by the Closed Date field under a case s General Info. To-Do Package with a Repeating Task You can create a to-do item or package that will be re-assigned each time it is completed. For the example below we will setup a monthly reminder to Review the File. Click Administration on the menu bar and click System Setup in the drop-down menu. Double-click To- Do Packages in the System Setup window. Click Add in the To-Do Packages selection screen (as seen in figure 4.19 above). As figure 4.20 shows, name your new to-do package and an item to the package. To make this a repeating item, make sure to turn the Repeating Task option on. Figure 4.21 displays this option in the to-do item window. 32 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 4.22 figure 4.21 Click OK to save your work and close the window. To see the application of this function, you can go to the ToDo Items screen of a case information window (figure 4.22 below): Clicking Yes in the window will take you back to where you can set the next or back to the user s to-do Repeating Task prompt the to-do item s edit window date for the event to trigger, screen. To-Do Package with Multiple Outcomes using Linked Tasks If your to-dos will have the possibility of turning out multiple ways, use the following walkthrough for creating them. This section uses linked tasks, which are tasks directly connected to (or linked to) the outcomes of other tasks. Click Adminis-tration on the menu bar and click System Setup in the drop-down menu. Double-click To- Do Packages in the System Setup window. 33 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 4.24 figure 4.23 Click Add in the To-Do Packages selection screen (as seen in figure 4.23 above). As figure 4.24 (above) shows, name your new to-do package and add items to the package. In this example, four to-do items have been created. Within each to-do item settings window, make sure the initial item (Item #1) is triggered by When added to Case, and the follow-up items (Items #3 and #4) are triggered by Set Manually : To-Do Item #1 To-Do Items #3 and #4 Item #2 ( Has Package Been Received? ) is a key item in the package, as it will activate one of the two follow-up tasks (#3 or #4) depending on the outcome. This item can be triggered by either When Added to Case or By Completion of Prior Item, depending on the task situation. In this example, it is set as When Added to Case. 34 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 4.26 figure 4.25 To set the special properties for Item #2 ( Has Package Been Received? ), first select it and then open the to-do item edit screen. Within the screen (figure 4.25), click the Task has multiple possible outcomes checkbox and add the following two possible outcomes: To see how these two possible outcomes were added in the Has Package Been Received? edit window (figure 4.25 above), note the following screen (figure 4.26 below): In the above window (figure 4.26), the Not Received and Received options were selected, and the Add button was clicked to bring them over to the selected items. (Click OK to save and close.) 35 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 4.28 figure 4.27 If we stop here, the screen above (figure 4.27) is what our package looks like. But now that two possible outcomes have been defined, we will link our previously-created tasks to those outcomes, respectively. Click Has Package Been Received? and click the Edit button to link the outcomes: To see how our previously-created task ( Schedule a Meeting ) was linked to the Received outcome, note the following screen (figure 4.26 below): 36 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 4.29 figure 4.28 We simply click Schedule a Meeting and then click OK. Repeat the previous step for Not received by selecting Resend Packet, and it will look like the following: When you have finished linking both tasks, click OK and your To-Do Package should look like the following: 37 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 4.31 figure 4.30 Your flow chart for this To-Do Package will look like the following: To see the output of the To-Do Package work, assign the package to a test case and open the ToDo Items case information screen. Scroll down to the Has Package Been Received? to-do item and use the right-click menu to complete it. The following pop-up window will appear: 38 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 4.32 Modifying To-Do Packages: Auto-Assign to Case Type It is possible to auto-assign To-Do Packages to a case type such as Automobile Accident or Assault and Battery. You can do this by using the Date Case Opened option on a To-Do Package. These packages will be triggered by the date a case is received and opened in Client Profiles, and also involve an override in the Case Type pick list of Lawtype Setup. See explanations below. Click Administration on the menu bar and click System Setup in the drop-down menu. Double-click To- Do Packages in the System Setup window. For this example, select the To-Do Package you wish to auto-assign to a case type, and then click Modify (as seen in figure 4.33 below). 39 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 4.35 figure 4.34 figure 4.33 As figure 4.34 below displays, turn on the Date Case Opened option adjacent to the package-naming field. Click OK to save your changes. This completes the first of two steps to making the To-Do Package autoassigned. Next step: open Lawtype Setup to override case type settings. Click Administration on the menu bar and click System Setup in the drop-down menu. Double-click Lawtype Setup in the System Setup window. When you have opened Lawtype Setup (as seen in figure 4.35), complete the following two steps: (1) Click the name of the law type you wish to auto-assign your To-Do Package to (a hand icon will indicate the selected lawtype). (2) Double-click the Pick Lists icon to open the options window for that law type (see figure 4.36 below). 40 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 4.38 figure 4.37 figure 4.36 If Case Type is not already listed in the right field ( Selected Pick Lists ), select it and click Add to bring it to the right. If it is already listed in Selected Pick Lists, select it and then click the Pick List Items button to open the window where you will select a case type to edit (figure 4.37 below). On the right field ( Selected Entries ), select a case type such as Air Accident and click its option button ( ) to open the settings window for that case type (figure 4.38 below). In the above window (figure 4.38), check the Override To-Do Packages option and select Welcome Packet to New Client to auto-assign your previously-created To-Do Package to this case type. (Note: The case type is selected if it is highlighted in blue.) Click OK to save your changes. Repeat these steps for each case type item in the law type and for any other law types you would like this package to be launched from. 41 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 4.39 To see the result of your work, open a new case with a law type and case type you have configured for autoassign (as seen in figure 4.39). After filling out appropriate fields, clicking Finish will open a To-Do Package launcher prompt, as displayed below: Click Yes to launch the To-Do Package you auto-assigned for this case type. 42 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 5.1 Chapter 5: Lawtype Setup This chapter covers configuration of specific law types in the database. While new law types can be created, we advise consulting with your CP Training Representative before creating any new law type. The following options are configurable for each existing law type: Case Information Screens Case Party Roles Pick Lists Staff roles Summary Screen File Numbering Method Conflict Claims Other Settings Default ToDo Packages As figure 5.1 displays, all law type options are directly related to the law type selected on the left. You can know a law type is selected by the small hand indicator to the left of the law types. Please make sure to select the law type you wish to work with before going into any of the setup areas in the Lawtype Setup dialogue. Also note the Active column on the left-hand side: If there are law types you are sure you will never use, remove the check mark from the Active column belonging to that law type. After doing so, no user will be able to see that law type when using Client Profiles. The following sections cover the abovementioned setup option screens. Case Information Screens The Case Information Screens window enables you to add, remove and/or edit modules that are active within a particular law type. 43 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 5.3 figure 5.2 Click Administration on the menu bar and click System Setup in the drop-down menu. Double-click Lawtype Setup in the System Setup window. Select a law type and then double-click Case Info Screens to begin configuring case information screen settings for the selected law type. To add or remove a screen from the case information window, highlight an item on the left ( Available Items column) and click Add to add it to the list of active case information screens, or click an item on the right and then click Remove to remove it from the list of active screens. For all other screen options, see the numbered descriptions below: Field Field Description 1. Icon In this drop-down menu, select an icon to represent the selected case information screen. (Note: at the bottom of this window, you can select the default icon for newly-added information screens.) 2. Selected Case Information Item The name of the information screen. 44 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 5.4 3. Order This column will be used to arrange the input screens numerically in the order that they should appear. The lower the number, the higher priority that screen has. (Think: the #1 screen has highest priority.) 4. Use on New Case Click the checkbox on (checked) to have these screens available when first setting up a case for the selected law type. Only screens with this check will be available when a new case for this lawtype is being entered. Case Party Roles This section of Lawtype Setup shows you how to set case associations for people and companies in a particular law type. For example, for the Workers Compensation for Claimants law type, you probably would not need to add anyone from the Arresting Agency portion of the database. Click Administration on the menu bar and click System Setup in the drop-down menu. Double-click Lawtype Setup in the System Setup window. Select a law type and then double-click Case Party Roles to begin adding, removing or editing existing party roles for the selected law type. 45 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 5.5 Client Profiles is shipped with standard roles most clients need to track in their cases. If you want to add a role to your selected law type (e.g., Administrative Law), select a role on the left column and click the Add button. If you want to remove a role from a law type, select the role on the right column and click the Remove button. For all other window information, see the table below: Field Field Description 1. Selected Roles Name of the role. 2. Order Order of importance of the roles; the lower the number, the higher priority it has (#1 is the most important). 3. Plaintiff Role In this drop-down menu, select which of your active/selected roles will have the plaintiff role. 4. Defendant Role In this drop-down menu, select which of your active/selected roles will have the defendant role. 5. Information Tabs The options in this field are directly related to each role. By turning any of these nine options on, you can add additional tabs to the role in the Case Parties screen. Doing so will help to track additional information related directly to the case (of the selected lawtype). If you want to track a role that isn t pre-shipped with Client Profiles (e.g., Paint & Body Shops ), first go to 46 Total Office Case Administrator s Manual for version 9.1 SP1 (October

Case Party Categories option in System Setup area and add Paint & Body Shops there. (Note: we do not recommend that beginners create any new roles.) Also note: The terms Plaintiff and Claimant are not used interchangeably in Client Profiles. Also, in Workers Compensation cases of any kind, the defendant can be referred to in Client Profiles as the Employer (WC Defendant) to distinguish them from defendants and employers who might be referenced in other law types. See the table below for a list of these terms. Plaintiff or Claimant Defendant Identifier Asbestos Use Claimant. Defendant is company which employed worker. Employer would be current employer. Criminal Use Plaintiff. This will be gov t entity which is prosecuting case. Defendant is your client. Workers Compensation Defense Use Claimant. Do not use Defendant; instead use Employer (WC Defendant). Intake Workers Compensation Court System You may use either Claimant or Plaintiff. Your choice will depend upon which type of case the person will ultimately be put into. Use Claimant. Use Defendant or Employer (WC Defendant) depending upon which type of case is being processed through Intake. Do not use Defendant; instead use Employer (WC Defendant). Litigation Use Plaintiff. Use Defendant. Personal Injury Use Plaintiff. Use Defendant. Social Security Use Claimant. Use Defendant. Workers Compensation for Claimants Use Claimant. Do not use Defendant; instead use Employer (WC Defendant). In addition to the information in the table, be aware of the following: When Employer is used outside of a Workers Compensation law type, it is referring to an individual s employer. Client Profiles tracks a Referring Source as a dedicated referring source (e.g., a billboard, yellow pages ad, or direct mailing). If some person or organization stored in your system for reasons other than being a dedicated referral source does refer a case to you, that person or organization should be tagged as a referring source only in a particular case. To do this, add a check mark next to that role in the case party roles. The Personal Injury law type is typically used for all phases of a personal injury case, from its opening all the way up to a U.S. Supreme Court appeal. The Litigation law type is used for non-personal injury cases such as contract disputes or economic torts. The use of other law types is explained unambiguously by their names. 47 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 5.7 figure 5.6 Finally a Case Party is typically not limited to the litigants, but rather encompasses every entity that plays a role in the procession of the matter from beginning through the final conclusion. This includes natural and corporate persons, governmental agencies, Courts, Property and any other entity. Pick Lists This section provides visibility options for pick lists of one law type. These affect the General Info and Summary Screens of a case. Click Adminis-tration on the menu bar and click System Setup in the drop-down menu. Double-click Lawtype Setup in the System Setup window. Select a law type and then double-click Pick Lists (figure 5.6 above) to begin editing visibility options for the selected law type s pick lists. In this example, Administrative Law is the selected law type. If you want items in a pick list to be visible in your General Info and Summary screens for Administrative Law cases, select a pick list on the left column and click the Add button. If you do not want items in a pick list to be visible, select the pick list on the right column and click the Remove button, and it will return to the left column. For all other window information, see the table below: 48 Total Office Case Administrator s Manual for version 9.1 SP1 (October

Field Field Description 1. Selected Pick Lists Names of the visible pick lists. 2. Order The number in this column controls the relative positions of all visible pick lists (the order they appear on the screen). The lower the number is, the higher the priority. 3. Required The Req. checkbox will force a user to assign an item to the highlighted pick list when opening the General Info screen for the first time. 4. Pick List Items This button opens an option window for the selected (active) pick list. Admins can choose specific items contained in a pick list appropriate for the law type. Most of these option windows are identical to the current window, where you can add and remove entries from a pick list depending on which items you want to be visible. Some option windows have a button for sub-options, which windows also contain an identical window where you add or remove pick list sub-options. This area is where you can assign a To-Do package to a case in a specific law type (the to-do package will trigger when you specify the new case s law type). For more information on assigning a to-do Package to a case based on law type, see the second half of Chapter 4 s Modifying To-Do Packages section. Staff Roles Staff Roles are roles only belonging to persons from within your firm who actively participate in a case. Use the information in this section to help configure staff roles for a law type. Click Administration on the menu bar and click System Setup in the drop-down menu. Double-click Lawtype Setup in the System Setup window. 49 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 5.10 figure 5.9 Select a law type and then double-click Staff Roles (figure 5.9 above) to begin editing staff roles for cases of the selected law type (e.g., Administrative Law ). Field Field Description 1. Selected Roles Names of the active staff roles. 2. Order The number in this column controls the relative positions of active staff roles (order in which they appear on the screen). The lower the number is, the higher the priority. Click OK to save your work and to return to the Lawtype Setup window. Summary Screen The Summary Screen settings control the information that is displayed on the Case Summary Screen. This is designed to give the user an instant snapshot of what is happening in the case as soon as it has been retrieved. Click Administration on the menu bar and click System Setup in the drop-down menu. Double-click Lawtype Setup in the System Setup window. 50 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 5.12 figure 5.11 Select a law type and then double-click Summary Screen (figure 5.11 above) to begin editing information to be visible for cases of the selected law type ( e.g., Administrative Law ). In the Summary Screen Setup window (figure 5.12 above), you will see four main sections that provide summary screen controls for the selected law type (e.g., Administrative Law ). For all the following sections, turn on the Use? option to enable visibility of that section in the case summary screen. Turn on Past or Future (scheduled events) to indicate the time frame of a selected item, and enter numbers in the Order fields of each item to arrange the fields on the case summary screen. See the following table for more information about each of the four sections in figure 5.12. Field Field Description 1. Case Parties These options control the visible party entities on the Case Summary Screen. Generally only the main parties are displayed. 2. Calendared Events These options control the types of future appointments to be displayed. For instance, if a deposition or hearing were scheduled in the case, those dates would appear in the case summary screen for a case of this law type. 3. Pick Lists These options control visibility of the pick lists information about the 51 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 5.13 case. 4. Staff Members Options in this section allow the working staff names to appear to indicate who is assigned to the matter. File Numbering Method In CP, you can assign case numbers either manually, whenever you create a case, or automatically when a case is opened according to the numbering criteria you select. Click Adminis-tration on the menu bar and click System Setup in the drop-down menu. Double-click Lawtype Setup in the System Setup window. Select a law type and then double-click File Numbering Method (figure 5.13 above) to edit the law type numbering sequence of the selected law type ( e.g., Administrative Law ). 52 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 5.14 Field Field Description 1. Definition This field displays the code, letter and/or number combination of options you select in field #2 or #3. 2. Default Methods This drop-down menu contains four generic file numbering methods that can be selected. 3. Method Combination Buttons Year: This definition will use last two digits of the current year. Generic Sequence #: This definition will use the next available case sequence number that is available as set under Administration > System Setup > Other Settings. Attorney Division: This definition will use the Atty Division as set under User Setup. Lawtype: This definition will use the two letter Lawtype code. Client / Matter #: This definition will use the client number as set on the client card file layout and a matter sequence number based on the number of cases that the client has. For example: A new client with the number 1000 is created and assigned a case. The case number 53 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 5.15 will be 0001 and the next case number assigned to that client will be 0002. When client 1001 is added then they will then begin with matter 0001, 0002, etc Please note: The case number can be formatted to be a certain length by adding the number of characters desired to the end of each section. For example case 50-1 would appear as 0050-0001 if the file numbering method was set to CLNUM4+-+MATSQ4. 4. Lawtype Sequence Viewer If you selected Lawtype Sq # in field #3 (figure 5.14), this field enables you to choose the starting increment number. 5. Numbering Method Result Viewer When the Test button is clicked, a sample file number will be generated based on the letter and/or number combination data in field #1, or the selection in field #2. Remember: your numbering method here will only affect the selected law type (e.g., Administrative Law ). Conflict Criteria Client Profiles can quickly run a Conflict of Interest check throughout your database to ascertain whether you will have a potential conflict with any party to the case. Click Administration on the menu bar and click System Setup in the drop-down menu. Double-click Lawtype Setup in the System Setup window. Select a law type and then double-click Conflict Area (figure 5.15 above) to open the Conflict Criteria window. There you can set conflict search options for cases in the selected law type ( e.g., Administrative Law ). 54 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 5.17 figure 5.16 In the Conflict Criteria window (figure 5.16 above), choose from a variety of options to determine the persons, roles and firm representation against which you want the conflict check to run. Once saved, Client Profiles will run the conflict, put a note in the file and alert you about any potential conflict. For example, you would not need to run conflicts on courts or judges. When choosing conflict criteria, set filters to run on individuals and entities that you would be concerned about. Other Settings Other Settings determine a variety of other information that may be displayed or hidden depending upon your preference and the type of Law being practiced. Click Administration on the menu bar and click System Setup in the drop-down menu. Double-click Lawtype Setup in the System Setup window. 55 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 5.18 Select a law type and then double-click Other Settings (figure 5.17 above) to open the Other Settings window. There, you can adjust uncommon settings for cases of the selected law type ( e.g., Administrative Law ). Consult your Client Profiles Training Representative for more information about this window. Default To-Do Packages Please consult your Client Profiles representative for information about this Lawtype Setup feature. 56 Total Office Case Administrator s Manual for version 9.1 SP1 (October

6.2 figure 6.1 Chapter 6: User Setup Refer to this section for assistance with enrolling users into Client Profiles. Creating a New User Click Administration on the menu bar and click System Setup in the drop-down menu. Double-click User Setup in the System Setup window. In the User Setup window (figure 6.1 above), you will see a list of users on the left side of the screen, and the details about the selected user to the right. When setting up new users, you will want to draw your attention away from the list of existing users and focus on the tabs and buttons on the right, where you can set their attributes. Click on the New User button at the bottom-right of the window to begin the process of adding a new user. When asked if you would like to add a new user, click Yes. Then in the Active Directory Users Search Criteria window (figure 6.2 above), click Proceed at the bottom of the window to open the list of active users on your network. 57 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 6.4 figure 6.3 The list of Active Directory users on your network is visible (figure 6.3 above), which you can select from. Click OK at the bottom of the window after selecting a user. If you want to create a user from scratch, click Cancel and proceed to the Add User window (as seen in figure 6.4 below). If you selected a user from the Active Directory User Listing, the Add User window (figure 6.4 above) defaults to the information for the selected user, but can be changed if you prefer. See the following table for field information. Field Field Description 1. User ID Enter a valid user ID for the new user here. Note: The user ID may not exceed ten (10) characters. 2.Password Enter a case-sensitive password here. The password cannot be any longer than twenty (20) characters. Note: when choosing auto authentication, users will not have to enter credentials each time they log in. 3. First Name Enter the user s first name. 4. Last Name Enter the user s last name. 5. Email Address Enter an email address for the user here. 6. Mail Nickname If the user has a nickname they go by, enter it here. 58 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 6.6 figure 6.5 When all appropriate fields have been completed, click OK to save the new user to the system. The new user will appear in the user listing of the User Setup window (as seen in figure 6.5 below). The next step is to add more details in the User Setup window tabs below. Note: checking the auto-save feature eliminates the need to have to save after adding each new user. General Tab Once a user exists, user information can be updated in the General Tab of the User Setup window. All fields are described in the table below figure 6.6. Field Field Description 1. CP Administrator The CP Administrator box should be checked for users who have access to all features of Client Profiles. Please make sure to mark yourself as an administrator if you are required to perform administrative tasks. 59 Total Office Case Administrator s Manual for version 9.1 SP1 (October

2. General Information You can edit these fields to update personal user information. This information is also used on merge forms. 3. Attorney Mark this box if the user is an attorney or can bill for time (e.g. a paralegal). If the user has the Attorney box checked, and if it is appropriate, fill in the Title field for the user with Esquire, Attorney at Law, Paralegal or whatever title is desired. The Title field can also be used for other designations such as Office Manager or L.P.N. even if the Attorney box is not checked for the user. This will be used in merge forms. 4. Active User A check in the Active User box indicates this user is a current employee. This box should be checked for all new users. When unchecked (when a user is no longer employed by the firm), the user becomes deactivated and is no longer a choice when selecting user emails, calendars, to-do list items, etc., but they are still visible in the card file. 5. Create Timeslips This option should be checked if this person should have the ability to create time slips for billing purposes. This is a normal default that enables a legal assistant or other person to make a time slip entry if requested by their attorney or supervisor. 6. Timeslip Case Timer A check in the Case Timer box indicates that each time this user enters a case a clock will be started. When the user exits that case, Client Profiles will ask whether or not a time slip should be created. This feature is especially helpful in defense firms. 7. Billable Checking the Billable checkbox indicates that this person will be an actual billing entity for bookkeeping purposes. This will allow you to capture time and bill it, but the bookkeeping system will assign the actual billing rate based on its own criteria. 8. Default Time: x Hours This field is typically left blank. 9. Comments Password The Comments Password (8 characters maximum) will give privacy protection to this person s desktop comments. These are their personal comments that are not case related that they may desire to keep private. Every time they want to access or write a desktop comment they will be prompted for this password. You may leave this blank and the comments will not have a privacy password. Note: No one can access these comments besides the user. 60 Total Office Case Administrator s Manual for version 9.1 SP1 (October

10. Speed Dial N/A. Used for earlier versions of CP. 11. Signature Block The Signature Block indicates the user s preferred complementary closing, e.g. Sincerely or Truly yours, etc. 12. Word Processor Options Make sure to fill the Word Processor slot in correctly with whichever program will be used in your office. When you select MS Word2003 or MS Word2007 you will see a checkbox for the Word integration. This will enable a toolbar to show up in Word so that users can associate documents to cases from inside of a new document. 13. Office If you have more than one office location and have activated the Multiple Office feature, you will want to use the Office Drop-Down to indicate which of the firm s offices is the correct location for this user. This will tie that office s information, address, and telephone numbers and so forth to this person, and will be used for merge forms. If you have only a single office, you may leave this field blank. 14. Department If applicable, the Department Drop-Down will assign the user to a particular Department in the Firm. These departments come from a pick list that will need to be set up first, usually with consultation with your Client Profiles Representative or Project Manager if you are a large firm. This may done later or ignored completely if your firm is not highly departmentalized in structure. 15. Profit Center Feature not currently in use. 16. Export ID The Export ID block is usually reserved for ID s for external programs such as Juris or other accounting programs that have strict parameters for user identification, and is necessary when exporting time. You may ignore this part if you do not need an export ID for exported Data. Click Save to confirm all changes in the General tab. 61 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 6.7 Attorney Info This tab is only available if the Attorney box in the General Tab is checked for the selected user. Refer to the table below figure 6.7 for information about Attorney Info fields. Field Field Description 1. Attorney Information Enter the Bar # and Attorney Division information in the adjacent fields. 2. Staff Members Listed in this field are the attorney s staff members. Click the Change User(s) button to open a window where you can add or remove users from this list. This is helpful in larger firms to see who is a dedicated staff member. Desktop This tab controls behavior of various elements of Client Profiles related to the use of some of its user based, or Desktop, features. The Desktop determines what the user sees upon login, and what automatic notifications they receive by default. 62 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 6.7 Field Field Description 1. Auto-Load Desktop If Auto-Load Desktop is checked, the user will see the selected option each time Client Profiles is started. If not, they will start with just the Microsoft ribbon toolbar and system-wide toolbar. 2. Show User In Mail List If the firm is not using the Outlook integration, the Show User in Mail List is checked then others will be able to send this user mail message. For example if you are setting up a pseudo-user, e.g. the library, so that its use can be monitored, then remove the check from this box so no one accidentally sends mail to a user who will never receive it. 3. Show User In Phone Message List The Show User in Phone Msg List button works much the same way as Show User in Mail List. It should be deselected only for users who should never receive any phone messages. 4. Show User In Calendar List Show User in Calendar List should only be deselected for users who for some reason will never have appointments of their own to track. 5. Notification of Mail Messages Check Notification of Mail Messages if you want the user to receive a real-time notice of any new mail messages which have been sent through Client Profiles messaging. This notification is a pop-up message when the user is actually in Client Profiles, and a flashing color bar on 63 Total Office Case Administrator s Manual for version 9.1 SP1 (October

the Windows Status Bar if Client Profiles is open, but another application is the active screen. This is applicable only if the firm has chosen the use Client Profiles messaging for email and does not work in conjunction with the Microsoft Outlook Exchange integration. 6. Notification of Phone Messages 7. Notification of New Appointments Check Notification of Phone Messages if you want the user to receive a real-time notice of any new phone messages which have been sent while they are using Client Profiles. Notification is as above and is available regardless of which of the email options the firm has chosen. Notification of New Appointments may be used to give visual and audible notice to the user that a new appointment has been scheduled on their calendar. We generally turn this feature off unless a specific user, usually an Attorney, desires to be notified with an email message every time a new appointment is added to their calendar. As with the mail messages this option is only available if using the Client Profiles internal calendar. 8. Appointment Reminders We recommend that the Appointment Reminders be checked. It is possible to give pop-up notice of a pending appointment with the time range of the time of the scheduled appointment up to 24 hours ahead of time. It is especially useful if telephone conferences and other in-office appointments are scheduled. 9. Auto-Load View If you enable this option, users will auto-load to either appointments or to-dos when logging into CP. 10. Domain Identity This feature can match users with email addresses. 11. Checkout Settings This feature is used to checkout laptops which are logged into the database. 12. Default Calendars The Default Calendar(s) and To-Do(s) for the user. Enables you to indicate which person(s) or to-dos the user should see each time the user logs in to CP. Once there, the user can dynamically change the view to see as many or as few users as desired. To enable the user to see another calendar or calendars, click the Change User button. A window will open, where you can select the calendar of another user. 13. Default To-Dos See above. 64 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 6.8 Lawtypes Lawtypes are used to keep track of different practice areas. For example, suppose your firm handles only Personal Injury, Workers Compensation for Claimants and Social Security files. In that event, only those lawtypes would be available to assign to users. This screen controls which type of law the user will default to as well as their ability to see other types of cases. Field Field Description 1. Default Lawtype Select a default law type in this drop-down menu. If 40% of a user s case load is in Personal Injury, 35% is in Workers Compensation for Claimants, and the remaining 25% is Social Security, choose Personal Injury as the default law type. 2. Visible Lawtypes Mark the check boxes for which law types) you want the selected user to see. Not having a check for a particular law type means that user will not be able to see any cases of that type. Security Do not use this tab when first setting up new users. Security is best controlled by Group settings. The Security tab allows you to set security options for the user on an individual basis. Security is discussed later under the section on Security from the System Setup menu and in the User Groups area. Please consult those sections before setting up security on an individual basis. If Security Settings are changed on an individual basis, they will override the group settings and may cause results that are not immediately anticipated. To see what the security tab might look like, see figure 6.9 below. 65 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 6.10 figure 6.9 Membership Field Field Description 1. User Groups A user must be assigned to at least one user group. Typically, all users are assigned to the Standard User Group for ease in setting security. Assign user groups to users based on their roles within the database. 66 Total Office Case Administrator s Manual for version 9.1 SP1 (October

2. Workgroups If applicable to the firm, choose the workgroup(s) that a user is a member of. 3. Workgroup Exceptions If a user should have access to a case that is designated in a workgroup other than the workgroup they have been assigned to, entering that workgroup here allows access to that case. For more information, see Chapter 7 on workgroups. 67 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 7.1 Chapter 7: User Groups This section can assist in defining and managing groups of users to facilitate security management and communication. Creating User Groups Click Adminis-tration on the menu bar and click System Setup in the drop-down menu. Double-click User Groups in the System Setup window. On the bottom-right of the window (figure 7.1), click Add Group and then Yes and that new group will appear below the other groups in the list (item #1 in figure 7.1). Name that group and give it a priority number. Above your new group, you will see existing groups, i.e. Standard User, Attorneys, Paralegals, Secretaries and Data Administrators. Do not delete these groups! You may, however, add users to these pre-defined groups. We suggest all users be put into the Standard User group. See the table below for field information (as seen in figure 7.1). Field Field Description 1. User Groups This list displays the current existing user groups in the system. The small hand icon adjacent to a group name indicates that a group is selected. To add a group, click the Add Group icon on the bottom-right of the window, and edits will be 68 Total Office Case Administrator s Manual for version 9.1 SP1 (October

made to that group. Or select a group name and click Delete Group to remove it from the list. Notice the number adjacent to each group. By itself, the number means nothing; it is only used to compare one group to another. The lower the number, the more control that group has over security. For example, if a group numbered 50 is not allowed into the System Setup area, but a group numbered 20 is allowed into System Setup, and user Sam is a member of both groups, then Sam can access the System Setup area. If Pat is a member of two groups, both numbered 20, and one group can access the System Setup area and the other cannot, then Pat will not be able to access that area unless Pat has membership in a lower numbered group that can access it, or unless the rights Pat was given in user setup provide him access to System Setup, or Pat is a CP Administrator. 2. Manage Users in a Group The list on the left shows your available users in the system. The list on the right shows the users currently part of the selected group (in field #1). Select a user and click the Add -> button to move that user into the selected group. Once you enroll all members of a group, when you are setting appointments, users will have the option to select a group name, which will automatically mark the names of all members of that group, so that they can be included in the appointment. The groups come pre-set with security levels that will safeguard your system from users venturing into areas they should not. The pre-set security operates on the following assumptions. Attorneys should practice law and not have a lot of authority to change the configuration of Client Profiles. Paralegals should do as much as they can to assist attorneys and should not have a lot of authority to change the configuration of Client Profiles. However, typically paralegals will have more access to administrative functionality. Secretaries are kept very busy by attorneys and paralegals and don t have time to change the configuration of Client Profiles. Standard Users include all staff members and, as such, should not have authority to change the configuration of Client Profiles. Data Administrators can be trusted to make changes in limited areas to the configuration of Client Profiles. CP Administrators are omnipotent, and even if they happen to belong to other groups which have been limited, they have absolute power to change the configuration of Client Profiles. Enroll your users in the group or groups which are appropriate for them. The effect of group membership is not fully appreciated until the Security option is discussed. 69 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 8.1 Chapter 8: Workgroups Consult this section for creating and editing workgroups. Creating/Editing Workgroups Click Administration on the menu bar and click System Setup in the drop-down menu. Double-click Work Groups in the System Setup window. Field Field Description 1. Workgroups Listed here is a preloaded workgroup in the system. You can add, edit or remove a selected workgroup with the buttons on the right of field #1. Notice the check box below the workgroup list: when you mark the check box, you can choose to view inactive workgroups, if any exist. 2. Manage Workgroup Members Click the Add Members button to open a window where you can add more members to the selected group, or click Remove to delete a selected workgroup. Note: When deleting a workgroup, it is important to be aware of related data that uses the workgroup. This data could be any of the following: 70 Total Office Case Administrator s Manual for version 9.1 SP1 (October

Matters Contacts Merge Forms To-Do Packages Rate Definitions Appointment Types If any of this related data is still active, the user(s) should be notified. When notifying users of the existing relationships, display count totals for each of the items listed above. 71 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 9.1 Chapter 9: Pick Lists This section can help to add, delete or customize all types of system entities, including appointment types, appointment locations, case types, case status values and many more. From here, a system admin can perform the following functions: Create a new pick list Add an item to an existing pick list Delete an item from an existing pick list Adding and Deleting Pick Lists and Pick List Items Click Administration on the menu bar and click System Setup in the drop-down menu. Double-click Pick Lists in the System Setup window. Field #1 contains all the elements in field #2. See the following table for field information. Field Field Description 1. Pick Lists Click the New Pick List button to add a new pick list to the 72 Total Office Case Administrator s Manual for version 9.1 SP1 (October

collection. Notice the small hand icon is always adjacent to the selected pick list. All items in field #2 are contained within the selected pick list. Click the Track History checkbox if you want the system to record pick list history within the case. Note: pick lists are preloaded with the CP application. Pick lists can also be created, but use care when creating new pick lists, because once created, a pick list cannot be deleted. Pick lists can be renamed and used for other items. 2. Manage Pick List Items Click on the New Item button to add a new selection, or click Delete to remove a selected pick list item. In the fields next to the item IDs, fill in the descriptions and add an abbreviation if desired. Note: When you are first starting with Case management, you may add new pick list items, but our staff strongly recommends that you not delete or change any pick list items. Until you have some experience with the system, you will not see how all of the pick lists fit together. 73 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 10.1 Chapter 10: Firm Information This section can assist a system administrator entering key information about the firm. By default, the system sets up one main office. If Multiple Office Locations (field #3) is enabled, information can be entered for separate office locations, but then an upgrade path (field #2) must be specified for each office. From here, a system administrator can do the following: Add an office Enter details about an office Remove an office Set an office to be the main office Set a workstation to a specific office Adding and Maintaining Offices in Your Firm Click Administration on the menu bar and click System Setup in the drop-down menu. Double-click Firm Information in the System Setup window. The firm displayed in figure 10.1 only has one office. You can add another by clicking Add, and it will appear beneath Main Office. Or click Remove to delete a selected office. See the following table for information about all other fields. 74 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 10.2 Field Field Description 1. Description In this field, you can edit the name of the selected office. 2. Upgrade Path In this field, set the directory path for software upgrades for the selected office. 3. Multi-Office Support Option If your firm has multiple offices, make sure this checkbox is turned on (checked), and make sure to set directory upgrade paths for each office. 4. Office Code Enter an alphanumeric code to represent the selected office. In this example, 01 represents the main office. 5. Server ID Where applicable, enter an alphanumeric code to represent the selected office s server. 6. Office Reset Options Click Reset Main to set the selected office to be the main office for the firm. Click Set Office to make a workstation represent the selected office. 7. Office Details Click Details to open the Office Details window, where you can add or revise the name, address and other specifics about an office. 75 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 10.3 When you have finished editing office information in the Office Details window, click the Save/Close button at the top of the window. Click OK in the Firm Information window to apply all changes (figure 10.1). Note: Profiles Case management may need to be restarted for some changes to take effect. 76 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 11.1 Chapter 11: Merge Forms This section provides instructions on the process of creating a merge form template, which is a casecustomized document within the system. Authorized users may perform the following functions in this section: Create a new form Retrieve an existing form Edit an existing form Duplicate an existing form (to create a new one) Delete an existing form Print a form Note: Templates can be removed (deleted) so that they are no longer available for use, or a special workgroup can be created called Deactivated (or something similar) in which the merge forms can be associated to be listed as no longer available. Merge Form Selection Screen This section explains the ins and outs of the Merge Form Selection screen: navigation, form search, and descriptions of button/option destinations. Click Adminis-tration on the menu bar and click System Setup in the drop-down menu. Double-click Merge Forms in the System Setup window. Field Field Description 1. Search By By selecting one of these options (i.e., Form Name or Description ), you can indicate what kind of search you want to perform. Form Name will search for forms using the database name, given when the form was created. Description searches for forms by any word or sequence in the form description field. 2. Search Field Perform the search in this field. Enter your search keywords in the text field, and click Search to perform the search. 77 Total Office Case Administrator s Manual for version 9.1 SP1 (October

3. Category of Forms In this drop-down menu, select the type of merge form the search should return. The Merge Forms option includes all standard merge templates, and Card Files (less common) are utilizing data from the card file to create a quick envelope for a case party, or to produce a mailing list. 4. Workgroups to Search From If your firm has multiple workgroups, you can narrow a search to one or a few workgroups instead of including all of them. These forms will only be available to users that are members of the same workgroup. 5. Lawtype Selection To return the most merge forms in your search, leave this option set to All Forms, but you can also use a drop-down menu to filter the search to a single law type. 6. Edit Clicking this button will open the form settings window (Merge Form Setup) for the selected merge form. See Creating/Editing Merge Forms for more details on the Merge Form Setup window. There are a few things to be aware of when editing forms. First, you should always go through the Forms option to change your forms. (Don t just retrieve them from your word processor.) Second, if you change any Field Name values within the Merge Form Setup dialogue, you must also change the fields within the form to reflect those Field Name values. Client Profiles will give you this warning every time you change a field name. 7. Retrieve Clicking this button will open the selected merge form in your word processing software (e.g., Microsoft Word). 8. New Form Opens the Merge Form Setup window where you can set options for a new merge form. See the Creating/Editing Merge Forms section for more details on the Merge Form Setup window. 9. Delete Form Deletes the selected merge form from the database forms list. The system prompts and warns you about the consequences of deleting a merge form. If you are aware of the 10. Duplicate Clicking this button duplicates a selected merge form. Note: duplicating a form duplicates all fields and formats. After prompting you with a screen of generic questions about the duplicated form, the system opens the Merge Form Setup window where you can enter more specific information about this duplicated merge form. See the Creating/Editing Merge Forms section for more details on the Merge Form Setup window. 11. Print Prints the selected merge form. 78 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 11.2 Creating/Editing Merge Forms Follow instructions below to open the Merge Form Setup Window and create or edit a merge form. Click Adminis-tration on the menu bar and click System Setup in the drop-down menu. Double-click Merge Forms in the System Setup window. In the Merge Form Selection Screen, click New Form, or select an existing merge form and click Edit. General Tab In the General tab of the Merge Form Setup window (figure 11.2 below), fill in the fields for the new form. When filling in the fields, keep in mind that you are creating a form which will be used for many different cases. Because of this, the merge form s description should be somewhat generic, e.g. Blank letter to E/C Adjuster (see #5 below). Users will have the ability to alter the description of a document as it is being merged, to make it more specific to their case. Field Field Description 1. Application In this drop-down menu, select the software which the selected merge document will be viewed/edited in. Profiles Case Management version 9 provides two application choices: Microsoft Word and Adobe Acrobat. Both are covered in the Retrieving Merge Forms section of this chapter. 2. Lawtype Code In this drop-down menu, indicate which law type the form will use by selecting the appropriate law type. Note: by choosing all law types, the form will be available in all cases. 79 Total Office Case Administrator s Manual for version 9.1 SP1 (October

3. Workgroup Visibility Select one of two options here to indicate which users can see the selected merge form. The first option, Global, specifies that the merge form will be visible to all users in all workgroups. The second option, Workgroup Specific, specifies that the merge form will only be visible to specific workgroups and members of that workgroup. When this option is chosen, the user must specify one or more workgroup(s) by clicking the search button that appears, and checking the appropriate workgroup in the workgroup-browsing window. 4. Merge Type In this drop-down menu, indicate the type of merge form by selecting Normal or Repeating Party. Repeating Party allows a same role to be used more than once. 5. Description In this field, enter the merge form s title (will appear in the title bar of your word processing software, and is also inserted in the description field of the document profile). 6. File Name In this field, enter the merge form s file name and extension (e.g., BLAD200.doc ). Note: the extension.doc must be inserted when creating a word form; PDF must be used for Adobe forms. Your form will not merge correctly without these extensions. 7. Mark Form Read Only If you don t want any other users editing the selected merge template, turn this option on and the merge form will be set to read-only. You can edit the merge form and change this option later if desired. 8. Sub Type In fields #8 and #9, indicate the type and sub-type of the selected merge form by selecting the appropriate options in the drop-down menu. 9. Document Type 10. Time Code If desired, fill in information relating to a time slip which can be inserted each time the form is merged. 11. Billing Time Insert the amount of time to be billed., e.g. 10. 12. Timeslip Description If you selected a time code for the merge form, enter a more detailed narrative regarding the time slip. 13. Don t Name and Save Merge Document The merged document will not be saved to the document management screen within the case. 14. Post Merge Macro Ask your CP administrator for information on this field. Click OK at the bottom of the window to save your changes immediately, or click Cancel of you want the system to forget the changes. Next, it s on to the Generic Fields tab. 80 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 11.4 figure 11.3 Generic Fields Tab The Generic Fields tab of the Merge Form Setup dialogue enables you to select fields to bring in general and case-related information. Every form is created with the matter_number and style fields turned on in the General tab. You may turn these fields off if you like. Leaving these checked will not cause any harm they will be available within the form but you do not have to use them in the form if not needed. Mark (click) the check box for any fields which will be needed for inclusion in the form you are creating. If you forget a field or include a field you really don t need, you can always come back and change it later. Descriptions of the purpose for each field appear just to the right of the field s name. For date and amount fields, you will see a square box with an ellipsis (three dots). If you are using one of these types of fields in your merge form, click the ellipsis button to customize how the data from this field is merged into the form. See figure 11.4 below for a window walkthrough of this customization window. Field Field Description 1. Available Columns To set the format for the selected date field, click an item from the Available Columns list at the top of the window. 81 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 11.5 2. Translation This field displays the selected item in its code format (e.g., <sol_date><,> ). 3. Example This field displays the selected item in a simple format that the users can see (e.g., 4/19/2011, ), which is how the field will look when merged. 4. Insert Separator Notice the comma tag at the end of the date field title (#3). It has been inserted into the title by using this module (#4), called the Insert Separator. This is done using the drop-down menu and choosing a character, and then clicking the Insert button beside it. In a similar way, if you want to add custom text, type it in the Insert Custom Text text box and then click Insert, and it will be added after the date. To delete the comma or any tag, click on the tag in the Translation field (#2) and then click the Delete Tag button at the bottom of the window. Click OK to save the date field changes, and then click OK in the Merge Form Setup window to save your changes immediately, or click Cancel of you want the system to forget the changes. Next, it s on to the Parties tab. Parties Tab In Client Profiles, the word parties means more than just plaintiffs and defendants it means any person or entity that has been associated with a case. This may include doctors, judges, insurance companies and many other entities. See the table below for field information (as seen in figure 11.5). 82 Total Office Case Administrator s Manual for version 9.1 SP1 (October

Field 1. Party Information for Merge Form Field Description To add a new party to the selected merge form, click the Add Party button. A row of fields just like parties 1-5 (in figure 11.5) will appear. Enter the new party s information in each field similar to parties 1-5. 1a. Order An order number is automatically chosen when you add a party, but you can change the order here if desired. 1b. Actual Role Select the party s role here. 1c. Sub Role If there is a sub-role belonging to the party s role, select it in this field. 1d. Field Name After you choose the value for the Actual Role column, this field column will be filled in with the Actual Role name. In many instances this is fine. However, if the Actual Role name is exceedingly long, you may want to shorten it down in case your word processing software has a filename character limit. For example, if you see Employer_(WC_Defendant) in the Field Name column, you might want to shorten it to just WC_Defendant or even WC_Def. Keeping the Field Names to no more than 15 characters is a good general rule. 1e. Recipient/Sender Options Mark the appropriate check box to indicate whether the party you added will be the recipient or the sender of the document. Repeat is not in use at this time. 1f. Fields When you add a party, the system provides the party fields to be inserted on the merge form. By clicking this, you can choose which fields will be available on the merge form. 2. Party Options The small hand icon (figure 11.5) indicates which party is currently selected. The following fields enable you to edit options for the selected party. 2a. User Help In this field, you can enter information and comments to direct merge form users to the appropriate individual during the merge. 2b. Affiliation and Default The Affiliation field options enable a user to indicate if the party indicated has any relation with either the Plaintiff/Claimant or Defendant/WC Defendant in the case. For example, if the Plaintiff Attorney was chosen as an Actual Role when the party was added, then there would be an affiliation with the Plaintiff. If the party added was the Adjuster, but you know that you mean the adjuster for the defendant in the case, then you would select an affiliation with the Defendant. Do not affiliate the Plaintiff with the Plaintiff or the Defendant with the Defendant. These parties stand by themselves. Also, do not affiliate anyone in your firm, e.g. Assigned Attorney or Managing Attorney, with either the Plaintiff or Defendant. The Affiliation area is only to be used for entities outside your firm. If a party is neutral in the case, such as the Judge or a Court Reporter, then you do not need to indicate an affiliation here. 83 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 11.6 The area named Default refers to certain tags that can be placed on parties to a case to indicate whether they are the Client, Injured Party, or a Witness on the case. 2c. Recipient Info At the bottom of the Parties tab is an area called Recipient ( To ) Info. If you want the name of the recipient to appear in the document profile about a merged document, mark the Select Recipient button. However, if the form will be sent to no particular person, you may want to choose the Generic To option which will allow you to simply type in a phrase describing the recipient, such as Division of Drivers Licenses or even File. To-Do Tab If you want a particular reminder to appear every time you merge this form, it can be added on the To-Do tab. If there is just one reminder then select the Single To-Do option. If there is a group of reminders, select the To-Do Package option instead. See the table below figure 11.6 for more information. Field Field Description 1. Single To-Do The To-Do Details area gives you space to describe the standard reminder, give it a type and priority, and assign the number of days before you will see the reminder and before it will be marked as having hit its deadline. In addition, you can choose to count days based on the overall calendar or just business days. (Counting just business days requires additional setup elsewhere in Client Profiles so that it can recognize not only weekends, but holidays as well.) Finally, if the item is set to come up on a weekend you can choose to have it automatically moved back to the prior Friday, or moved forward to the following Monday. 84 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 11.7 2. To-Do Package If you are using a package rather than a single item, the Package Details area will let you pick which package to use. Select a To-Do Package from the drop-down menu. Packages themselves are set up using the To-Do Packages option from the System Setup window. 3. No Entries Not every form needs a To-Do item, and users can decide as they are merging a form to make changes to the default settings for each form. Appointments Tab The Appointments tab allows you to merge information about any appointment that has been set into a document. This tab is very helpful when preparing notices of deportation, i.e., the deportment date can be inserted in the notice. This tab area works much in the same way as the Parties tab, with an Order column, a main heading column (with a sub-menu option), and a Field Name column. See the following table for specific field information. Field Field Description 1a. Order Select an order number for your appointment as it will be arranged on the selected merge form. 85 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 11.8 1b. Actual Appointment Select the appointment type here. 1c. Sub Menu If there is a sub-role belonging to the appointment, select it in this field. 1d. Field Name After you choose the value for the Actual Appointment column, this field column will be filled in with the appointment s name. In many instances this is fine. However, if the Actual Appointment name is exceedingly long, you may want to shorten it down in case your word processing software has a filename character limit. For example, if you see Atty Fee Hearing in the Field Name column, you might want to shorten it to just AF_Hearing or even AF_H. Keeping the Field Names to no more than 15 characters is a good general rule. 2. Appointment Options The small hand icon (figure 11.7) indicates which party is currently selected. The check boxes in this field enable you to edit options for the selected appointment. Custom Case Information Tab The Custom Case Information Tab allows you to take information from screens created by the firm and merge them into a document. Click the Fields button to go to the Custom Case Information Tab and select data to be available for placement within the document that you would like to merge into the form, for a particular screen. 86 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 11.10 figure 11.9 In the Merge Field Selection window, mark the check box beside the fields you wish to merge into the selected form, and then click OK to save your changes. Retrieving Merge Forms This section informs users about bringing a merge form into Microsoft Word or Adobe Acrobat. When it is retrieved in Word or Acrobat, you can see the general layout of the merge form, and you can add or remove fields from the form to customize it, and then save it as a new merge form document. This section does not cover the actual form merging process in Profiles Case. For a walkthrough on merging these created documents in Case, see the document merging chapter in the Case Management User Manual. Click Adminis-tration on the menu bar and click System Setup in the drop-down menu. Double-click Merge Forms in the System Setup window. Select a merge form and then click Retrieve to open it in your word processing software, such as Microsoft Word or Adobe Acrobat. The following two sections cover the individual applications individually. See the section which is most relevant to your merge form. In Microsoft Word If your software application for the selected merge form is Microsoft Word, the application will open and appear something like the following (figure 11.11). 87 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 11.11 Note the Insert Merge Field icon at the top left of figure 11.11. It will enable you to insert fields into the form. If you want to add fields, always use this button to do so. Once you have made all desired changes, save the form, close it. It is then ready to be merged in Client Profiles. (Note: If you return to Profiles Case and you do not see the merge fields that have just been added to your merge form, go to the Tools menu in Case and click Options in the sub-menu. In the options window, mark the Field Codes checkbox and verify that Always is selected in the drop down list. This will make recently-added fields visible.) Additionally, you can open the Rules menu in Microsoft Word to access some common Word codes that can come in handy as well. One of the more popular codes is the Fill-In code shown in the form above. This code allows you to enter a prompt that will ask the user to fill in specified information during the merge process. In Adobe Acrobat If your software application for the selected merge form is Microsoft Word, you will need a copy of Adobe Acrobat Professional to create or edit Adobe forms. However, you can use Adobe Acrobat Standard if you will only be merging (opening the forms after the merge process has been completed) Adobe forms. For those 88 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 11.12 who do have PDF-editing capability, the application will open and appear something like the following (figure 11.12). Select the drop down next to the Button icon (Blue-gray Square) and from that list select the Text Fields Tool. Available, insertable fields can be found in this window. Please note if you do not see this icon right go to Tools\Advanced Editing and check the Show Advanced Editing Tool Bar. figure 11.13 Inside the form find a field that you need to merge information into and then create a box by left clicking and dragging the mouse. Once you release the mouse the Field Properties box will pop up. Enter the Name of the field as it appears on the Field Codes list report leaving the letters in all lower case. To add any additional formatting go through the different tabs. Hit OK or Close once finished. You will now see the fields added to the form. After this is complete save your changes and merge the form as normal. 89 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 11.14 Note about Wageloss Forms Setting up a merge form using Wageloss group fields is nearly the same as setting up a basic merge form. In the Merge Form Setup window (any form), there exist Wageloss fields which show up on the Generic Fields tab. Simply select the Wageloss fields so that they will be available for insertion into the form. The difference shows up when you merge the form. Wageloss forms can only be merged from the Benefit Claims case info screen of a Workers Compensation for Claimants case. When you open this type of case, open the Benefit Claims case info screen and then find/click the Merge Form button in the system bar (buttons at top of screen). Click that button to open information for the Wageloss merge fields, where you can add or edit Wageloss fields in the form. Setting up Card File Forms Card File forms can be used to prepare a quick envelope to someone stored in your Card File, or to produce a mailing list. This type of form is slightly different from other Client Profiles forms in a few ways. The most significant difference is that they are not merged from within a case (e.g., a Word document), and therefore no case-specific information can be included in a Card File form. Another big difference is that this type of merge form can involve a group of people or companies. Usually card file merges are not saved within CP. This can be very helpful if you need to do a mass mailing. Despite the differences, setting up a Card File form is still similar to setting up a basic form. See the Navigator and the following figures and tables to begin the card file form setup walkthrough. Click Adminis-tration on the menu bar and click System Setup in the drop-down menu. Double-click Merge Forms in the System Setup window. In the Merge Form Selection screen (figure 11.14 above), select Card File Forms in the Category of Forms drop-down menu, run your search and open a form. As figure 11.15 shows, the options in a card file merge form setup window looks slightly different. In the Card File Fields and Generic Fields lists, you 90 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 11.16 figure 11.15 might notice that only items related to a party group are available. This is because the information you use in a card file merge must come from the card file itself. Now that we know the setup options for a card file merge form, let s open the Card File and find the person(s) you might want to include in your card file merge. Click the card file icon on the shortcut bar. In the Card File search window (figure 11.16), several names have been selected from the search results. If you want to merge a form for just one person, just click one party s name in the search result. If you want to merge something for more than one person, you can mark multiple names in one of two ways: (1) To select a sequence of parties, click your first party, and then while pressing down the Shift key on your keyboard, click your second party. This selects all parties between the first and second party you clicked. (2) To select parties not in sequence, click your first party, and then while pressing down the Ctrl key on your keyboard, 91 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 11.18 figure 11.17 click your second party. This selects only the first and second parties you clicked. You can select more individual parties the same way. You can also run searches based on card file categories. To do so, locate the categories box in the card file category and place the wild card in the search field. When you have selected your party or parties from the Card File search, click the Card File Merge button in the system shortcut bar to choose a merge form that will open the selection(s). See the navigator below for assistance. Make sure at least one party is selected in the Card File window. Click the Card File Merge button on the system shortcut bar. Double-click an available case file form to execute the merge in your word processing application. When the application opens, the contents should contain the selections you made in the Card File search window. The result might look something like the following (figure 11.18 below). 92 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 12.2 figure 12.1 Chapter 12: Other Settings This section covers options that change specific behaviors in Profiles Case. This involves advanced functionality that affects the behavior of the entire system and will be controlled at a system administration level. Because this configuration is highly technical, and changes affect the entire CP system, changes to this area should not be made without full knowledge of their impacts. Also note that most of these options are already set by your CP representative, so that you do not have to enter this window and change them. Click Administration on the menu bar and click System Setup in the drop-down menu. Double-click Other Settings in the System Setup window. The Other Settings window contains fifteen sections (or tabs). This window walkthrough will cover each of the tabs in detail. System Assignments Tab Field 1. Appointment Status for Normal Appointments Field Description The option you select in this drop-down menu determines the default status for new appointments. 93 Total Office Case Administrator s Manual for version 9.1 SP1 (October

2. Appointment Status for Canceled Appointments 3. Appointment Status for Rescheduled Appointments The option you select in this drop-down menu determines the default status for canceled appointments. The option you select in this drop-down menu determines the default status for rescheduled appointments. 4. Court Caption The option you select here affects the Parties screen of a case. It determines which party in your case will have the Court Caption tab. By default, it is set to the Court party. Note: In System Setup > Lawtype Setup, you can also manually add tabs such as this to any party in the Parties screen. For more information on this, see the Lawtype Setup chapter. 5. Referral Source The option you select here affects the Parties screen of a case. It determines which party in your case will have the Referral Info tab. The party you choose in this field also shows up in case list reports, in the referral source field. Note: In System Setup > Lawtype Setup, you can also manually add tabs such as this to any party in the Parties screen. For more information on this, see the Lawtype Setup chapter. 6. Insurance Company The option you select here affects the Parties screen of a case. It determines which party in your case will have the Insurance Company tab. Note: In System Setup > Lawtype Setup, you can also manually add tabs such as this to any party in the Parties screen. For more information on this, see the Lawtype Setup chapter. 7. Billing Client Used in conjunction with financial or 3 rd party billing applications. 8. Attorney 1 (Managing) The option you select here shows up in the Attorney 1 column of the Case Search screen. The entry here relies on the staff roles the firm chooses. 9. Attorney 2 (Assigned) The entry here relies on the staff roles the firm chooses. 10. Attorney 3 (Paralegal) The entry here relies on the staff roles the firm chooses. 11. Merge Attorney Default The option you select here will place the attorney most likely to sign a 94 Total Office Case Administrator s Manual for version 9.1 SP1 (October

document in merged forms. 12. Docket Document Type The option you select here shows up when you are creating merge forms, as the default option in the Form Type field. 13. Conflict Comment Type 14. New Employee Card Role When you perform a conflict of interest search, a comment is created within the case. There are several categories which this comment can be listed under. This field lets you set the default category for this comment. When you create a new user in Client Profiles, a card file entry is added to the master card file. The option you select here will determine the new employee s role in the master card file. 15. Default Office If you have multi-office enabled in the system, this field enables you to set the default office for a case. 16. Default Department (In Default Office) If you have multi-department enabled in the system, this field enables you to set the default office for a case. 17. Medical Providers This field affects the Parties screen of a case. If a party is set as Injured in a case, there is an Injuries tab. Within that tab, if you click Add, there is a medical provider s list for that injured party. With this field, you can set parameters for the medical provider s list. 18. Prior Fiscal Year End If the firm operates on a fiscal year, the dates can be entered here. 19. Allow Custom Information Screens to be Searched 20. Control Open/Closed indicator using Case Status. 21. Service Email Field in Card File This field affects the case search screen. When this field is turned on, it will enable custom case information screens to be searched for, if no custom screens are created or a check mark is not needed. Turn on this option to affect the Case Status field in the general information screen of a case. Once turned on, you can use the Case Status pick list field on the General Info screen to set a case to opened or closed status. Be warned that once you select this option, it immediately changes the case s status, and cannot easily be reopened by anyone other than an ATO administrator. The selection here defines what field is used for emails in the Service List merge codes. 95 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 12.3 Item Defaults Tab Field Field Description 1. Default Comment Type Select the comment type for each new comment. 2. Default Word Processor Select which word processing software you will use in your firm. 3. Enable Document Versions Check this box to allow users to create new versions of existing documents instead of overwriting the originals. Note: the Original is labeled as Version checkbox should only be checked by a Client Profiles technical support representative. 4. Allow a Party to be Preselected 5. Default Benefit Claim Fee Percentage Check this box to allow a party to be selected multiple times on an individual form. In this field, enter the default rate to use to calculate fees in the Benefit Claims case information screen. 6. Warn User if Changes to Card File Entry Affects more than One Matter Check this box to have users be notified when editing a card from the Parties screen that is attached to more than one case. 7. Use New Case Wizard Check this box to use a case wizard to open new cases instead of the manual process. 96 Total Office Case Administrator s Manual for version 9.1 SP1 (October

8. Default Appointment Length 9. Enable Fee Information Tab page in General Information Screen 10. Enable Box/File Information tabpage in General Information Screen 11. Enable Override Task System Setting in General Information Screen 12. Number of Days for Merge Appointments 13. Last Case Sequence Assigned 14. Last Client Number Sequence Assigned 15. Perform Conflict Search When Party is Added 16. Enable Appointment Conflict Warnings 17. Prompt for Matter on New Messages 18. Attach New Case Party to Currently Selected Party 19. Enable Staff Change Audit History Select the default length of time for new appointments created through the Client Profiles standalone calendar. This feature is only available when not using Outlook for all calendar items. This option is used with the Client Profiles Plaintiff Financial System, to calculate settlements. Check this box to turn on an additional tab to track boxes and files of closed cases. This tab is used when there is multiple locations that need to be tracked Used with Financial management application. See your CP Admin for information on this field. Fill in this field with the last case number assigned to a matter if you have turned on the Generic Sequence number in Lawtype Setup (File Number Method). Fill in this field with the last client number assigned in the card file if you have turned on automatic numbering for clients. Check this box if you would like to have a Conflict of Interest search performed each time a party is added to the case. Check this box to enable conflict warnings to show up when adding appointments to the Client Profiles standalone calendar. Check this box if you would like to have a reminder to ask the user to associate the message to a matter each time they add a new message. Check this box if you would like new parties added to a case automatically associated to the party selected at the time of the addition. Check this box if you would like to keep a history of staff that have been added to and removed from a case. 97 Total Office Case Administrator s Manual for version 9.1 SP1 (October

20. Use Case Party Role Instead of Card Role 21. Require Client to be Marked in Case Parties Screen 22. Attached Documents Named with Re Field 23. Required Case Profile Type to be Entered before Saving 24. Enable Enhanced Case Comments 25. Use.6667 for AWW Factor (Incident) This option enables you to assign parties to a case with a different role than what is originally selected in the card file. Check this setting to cause the party s card to open with the role assigned in the Parties screen rather than the original, card file-assigned role. Please note: To see how your changes have affected the party s role, view the party from the Parties screen of its case. Check this box if you would like to have a reminder ask the user to mark a party as the client in the Parties screen of a case when entering a new case. Check this box to use the Re field or the attachment when attaching documents to an Outlook e-mail, or when associating documents attached to emails in CP. Check this box to require that the Case Type must be entered on all new cases prior to them being saved. Check this box to turn on the ability to enter dates, subjects and link documents to Case Comments. Check this for the calculation of the wages on the incident screen to use.6667 instead of.67. 26. Pad with 0 s to Length Fill this field in to pad client numbers automatically generated to a certain length. For example: The next client number is 1000 and you want the numbers padded to 5. Client Profiles will automatically generate 01000 as the next number. 27. Enable Critical Date Tracking 28. Enable Document Keywords 29. Enable Historical Conflict Data 30. Preselect Case Staff on New Appointments Check this box to turn on the Date Tracking tab on the document profile or documents within a case. Check this box to turn on the Keyword tab on the Documents screen. The tab can be used in document searches. Note: keywords must be added to a pick list to search the database for keywords. This box is only used for firms that are converting in historical data to be included in the Conflict Searches within CP. Check these boxes to automatically assign staff on the case to new appointments. 98 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 12.4 31. Enable Appointment Reminders 32. Hide SSN on Summary and Parties Screens 33. Remember Document Date Range in Desktop Check this box if you would like to enable reminders of upcoming appointments. Check this box to prevent the social security number from being displayed on the case summary and the summary tabs of the Parties screen. This is a new field. This field is used to remember the date ranges set by the user for each session of ATO. For example, in the Timeslips view, if you should set a date range, it will be set until changed. Security Tab Field Field Description 1. Enable System Security If you have a small number of users and everyone needs to have access to all areas of Client Profiles, you can turn off the security system entirely by removing this check mark. Please note: This is generally not 99 Total Office Case Administrator s Manual for version 9.1 SP1 (October

recommended. 2. Basic Access Turn off this check mark if you would like to remove the default security settings for all users. Please note: You will need to go through each security setting to give the user or group rights to the different areas of Client Profiles. 3. All Cases are Visible by Default Place a check in this box to give access to all cases regardless of security settings. Please note: If the user is not allowed to view a lawtype under User Settings, they will not be able to view the cases belonging to those lawtypes. 4. All User Calendars / To-Dos / Mail / Phone Messages and Timeslips are visible by default 5. Allow Users to Manage Users Corporate Contact Synchronization List By Default Turn on this check box to give access to all User Calendars and To-Dos regardless of security settings. Check this box to allow users to be able to select or remove contacts to be synced between Outlook and Client Profiles. 6. Allow Edits of Messages Created by Another User Turn on this checkbox if you would like to allow users to edit phone messages created by other users. 7. Group Wildcard Compatibility This setting effects user group security and should only be changed by Client Profiles technical support. 8. Enable Authenticated Login to CP Check this box to allow users to automatically login to CP without entering their User ID and password. Please note: The AD QueryPath field will only need to be filled in by a Client Profiles technical representative if necessary. 9. AD Query Path See your CP administrator for information on this field. 100 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 12.6 figure 12.5 User Licenses Tab You may add as many Client Profiles users as you would like to your system; however, only as many as appear in the User Count box will be able to simultaneously use Client Profiles. Please consult Client Profiles technical support for the purchase of additional licenses. Laptop Setup Tab This tab has been removed in version 9.1. 101 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 12.8 figure 12.7 External Interfaces Tab This tab contains the setup for integrations with Client Profiles and 3 rd party applications. This tab should only be modified with the assistance of a Client Profiles technical support representative. Outlook Tab This tab contains the setup for the Outlook Integration with Client Profiles and should only be modified with the assistance of a Client Profiles technical support representative or implementation consultant. 102 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 12.10 figure 12.9 Backup Notification Tab This tab is used to setup the Backup notification. Users added to this list will receive a notification if a successful database backup was not created through SQL. Document/Scan Settings Tab This tab contains settings for scanning images into Client Profiles using a twain compliant scanner. Please see the Scanning Options manual for more detailed instructions. 103 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 12.12 figure 12.11 Workstation Update Tab This tab enables updates to be run at firms that do not allow administrative rights on their local workstations. Please contact Client Profiles technical support for information regarding changes to this screen. To-Do Tab This tab controls the defaults and settings for To-Do items in Client Profiles. Field Field Description 1. Default To-Do Type In this field, select the default type for each new To-Do. 104 Total Office Case Administrator s Manual for version 9.1 SP1 (October

2. Default To-Do Priority In this field, select the default priority for each new To-Do. 3. Default To-Do Days Counted by In this field, select the default counting method for To-Do reminder and deadline dates. 4. If To-Do Falls on a Weekend/Holiday In this field, select the default action for To-Do reminder and deadline dates that fall on either a Weekend or a Holiday. 5. Transfer Closed Status Default See a CP representative for information on this field. 6. Picklist for Automatic Updating upon Completion 7. Allow Multiple People on To-Do Items The name of the pick list used to advance case status upon completion of tasks within a package. Check this box to add the ability to assign multiple people to an individual To-Do item. 8. Restrict Editing on Deadline Date Check this box to prevent users from editing the deadline date field on a To-Do. 9. Allow Deletion of Non-Completed To-Dos during Transfer Closed Case Information Feature 10. Preselect Case Attorney on new To-Dos Pending to do items will be deleted when cases have been close. Check this box to automatically assign the attorney to any to dos added for that matter. 11. Default To-Do User Determines whether the user or staff member creating a to-do item or adding a package is assigned the task. 12. SMTP Server Hostname for Delivery of Email Notifications 13. Use Legacy Interface for Configuring To-Do Packages 14. Auto Save Changes on To-Do Packages Enter the name of the SMPT server for e-mail notifications used with To-Do packages. This box should only be checked by a Client Profiles technical support representative, and is used when task items are converted to CP. Check this box to automatically save changes when creating or editing To-Do packages through the System Setup menu as opposed to being prompted to save. 105 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 12.13 Report Services Tab Use this tab to set the location of your SQL Reports that can be used for the Lawtype Custom Summary screen. Record Request Tab Use this tab to configure the Records Request case information screen used to track medical record requests. See the Records Request manual for detailed instructions. 106 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 12.15 figure 12.14 Regional Tab This tab will only be used by firms outside of the United States. When checked the program will use the Regional date settings set in the Control Panel. Additionally, you can setup a mask to use when adding phone numbers to the card file. Please speak with a Client Profiles technical representative before making changes to this screen. Audit Tab See a CP representative for information on this tab. 107 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 12.16 CompuLaw Rules This tab was added to allow a firm to connect with CompuLaw Rules. The firm s information, including billing information, is used for automatic charges. Once this tab is configured, any matter can be associated to a CompuLaw Rule. 108 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 13.1 Chapter 13: System Security Select this option to control which groups will have access to various features in Client Profiles. If you are just starting to use Client Profiles, we recommend that you not make any changes to the security settings that are shipped with the program. However, you must understand the implications of the numbers associated with user groups to make sure you put your users in the appropriate group(s) for them. Timekeeper security determines which timekeepers can view and edit entries of other timekeepers, limiting timekeeper access. It is also helpful to limit timekeeper access because it prevents viewing confusion (e.g., a situation where all timekeepers could view all other timekeepers entries). Timekeeper security can be set in one of two methods: individual user security, or security set in groups. Both methods are detailed in the following sections. Method A: Individual User Security User security involves enabling and disabling user access rights for each individual user. Depending on the number of users added to the database, this method could take a long time to complete. But the individual security method offers many adjustment options for each timekeeper, as settings are changed on an individual basis. More information on the individual security method is provided in the walkthrough section below. Click Administration on the menu bar and click System Setup in the drop-down menu. Double-click System Security in the System Setup window. Field Field Description 1. Select User or Group Two options are available here: Users and Groups. Click the Users radio button, populating a list of individual users in the window below. 109 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 13.2 2. Employee Name In the Employee Name column, click the name of the user profile you wish to edit. (Note: if the list of names is overwhelming, try the sorting feature. You can alphabetize users by last name by clicking the Employee Name column heading.) 3. Security Settings [Category] 4. Choose Security Settings [Options] This field contains a list of security categories. To proceed, click a category. If the category contains sub-folders, click the plus sign ( + ) beside the folder name and the sub-folders become visible. From there select a category in the sub-folder. Security options for the selected category will populate in the Choose Security Settings box (field #4). In most instances, when a category has been selected, a single security option field populates on the right, as shown in figure 13.2. In this instance, there is only one option available: Allowed to add new Cases. By default, the option is set to Not Set. In this case, the default is Yes, which means, Yes, the selected user is allowed to open new cases. Placing a check mark in the check box beside an option will set the option to Yes. Clicking it two times will change the option to No, which in this case revokes the user s right to add/open new cases. Clicking it a third time will return the option to its default setting. Options in other categories can be set in a similar manner. 5. Choose Security Settings Field [Sub-categories and Options] If the options window has more than one field, it means that the selected category has sub-categories. Figure 13.3 shows a category with subcategories. 110 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 13.4 figure 13.3 In this instance, two boxes become visible on the right. The Select User box contains the names of users. Click a name to select a security settings for a sub-category. Then, in the field below, set the options for the sub-category. It is important to remember that the options you set here (e.g., View, Add, Edit, etc.) concern one user s access to another user. For instance, your choices here might answer the questions, Can the user Attorney Alex view Secretary Sam s documents? or, Can the user Attorney Alex add, edit or delete Secretary Sam s documents? Click the button beside the option to change its setting to Allow (first click), Revoked (second click) or Not Set (third click) to return it to its default setting. 6. Show Hierarchy Button Clicking this button will open an advanced security settings window, which reveals information specific to selected users and user options. The Security Flags field reveals information about the option within a category (e.g., Open New Cases category), and the Security Settings field reveals more specific security information about the selected user or group. 111 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 13.5 Method B: Group Security The group method is perhaps the more practical of the two. With it, you can set access rights for whole groups, such as Standard Users, Attorneys, Litigation Team and so on. This method saves time, and is useful for teams working on cases together. Click Adminis-tration on the menu bar and click System Setup in the drop-down menu. Double-click System Security in the System Setup window. 1. Select User or Group Two options are available here: Users and Groups. Click the Groups radio button, and then a list of users will populate in field #2 (figure 13.5). There you will see the names of all the user groups in the firm. 2. Group Name In the Group Name column, click the name of the group you wish to edit. (Note: if the list of groups is overwhelming, try the sorting feature. You can sort groups by their names by clicking the Group Name button located besides Priority, or sort by priority by clicking the Priority button.) Note about Priority: Group security is prioritized in terms of precedence: the closer the number is to 1, the more important the group is. So a group like Standard User would have a high number, but a group like Partners would have a low number. 3. Security Settings [Categories] This field contains a list of security categories. To proceed, click a category. If the category contains sub-folders, click the plus sign ( + ) 112 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 13.7 figure 13.6 beside the folder name and select a category in the sub-folder. Security options for the selected category will populate on the right (field #4). 4. Choose Security Settings [Options] In most instances, when a category has been selected, a single security option field populates on the right, as shown in figure 13.6. In this instance, there is only one option available: Allowed to add new Cases. By default, the option is set to Yes, which means, Yes, the selected group is allowed to open new cases. Turn on the check box beside an option to set the option to Yes. Clicking it two times will change the option to No, which in this case revokes the group s right to add/open new cases. Clicking it a third time will return the option to its default setting. Options in other categories can be set in a similar manner. 5. Choose Security Settings Field [Sub-categories and Options] If the options window has more than one field, it means that the selected category has sub-categories. Figure 13.7 shows a category with subcategories. 113 Total Office Case Administrator s Manual for version 9.1 SP1 (October

In this instance, the sub-categories are the names of users. Click a name to select a sub-category. Then, in the field below, set the options for the sub-category. It is important to remember that the options you set here (e.g., View, Add, Edit, etc.) concern one group s access to a single user. For instance, your choices here might answer the questions, Can the group Attorneys view Sam s documents? or, Can the group Attorneys add, edit or delete Sam s documents? Click the button beside the option to change its setting to Allow (first click), Revoked (second click) or Not Set (third click) to return it to its default setting. Other security measures to note: Remember the following algorithm for controlling security. A user who is not a member of any group has access to all areas of the system unless that user=s individual rights have been restricted. A user who is a member of only one group is restricted to the security measures for that group but still has access to all areas not restricted for that group. Access rights of a user who is a member of more than one group are controlled most strongly by the lowest numbered group to which the user belongs. In other words, if the user is a member of more than one group with the same number level, access is controlled by the most restrictive group at that level. In spite of any restrictions on a user s groups, individual access rights override any group settings. Any user who has been made a System Administrator in the User Setup area has all rights in Client Profiles, regardless of any group or individual restrictions which may be set for that user. Chapter 14: Custom Templates This module is applicable to older versions of Client Profiles, but its functionality has now been replaced by Custom Case Information Screens. Please see Chapter 17. 114 Total Office Case Administrator s Manual for version 9.1 SP1 (October

Chapter 15: Financial Setup See the Profiles Financial manual for assistance with financial setup. 115 Total Office Case Administrator s Manual for version 9.1 SP1 (October

Chapter 16: Crystal Reports Setup The following sections provide an overview of configuring a Crystal report, from setting it up in Crystal to configuring import settings in Profiles Case. To assist you with the complexity of this chapter, the following bullet lists provide a breakdown of the sections: Sections A through C provide instructions on linking and configuring a report to the Client Profiles system. In section A ( Database Connection ), we create a connection between a database and the Client Profiles system. Section B ( Setup for Case-Specific Reports ) provides key parameters for reports with a specific case in mind. Section C ( Setup for Non-Case-Specific Reports ) includes key parameters for reports without a specific case. Please refer to your Crystal Reports manual for more detailed instructions in Crystal. Sections D through H provide walkthroughs for help with the Client Profiles side of the Crystal setup. In Section D ( File Locations ), the file location for a report is set. Section E ( Crystal Reports Setup in Case ) includes the Client Profiles side of Crystal Setup in the system settings > Crystal Reports Setup window. Section F proceeds to explain how to run Crystal reports outside of a case. Section G explains how to run a report from inside of a case. A. Database Connection This section shows you how to make the link between Client Profiles and Crystal Reports. Please refer to your Crystal Reports manual or system administrator if you need help with detailed Crystal program features. To begin creating a database connection, follow the navigator and instructions below. Find and click Database in the program s menu bar, and click Database Expert in the sub-menu. Scroll down and double-click the Create New Connection folder, and click the (+) sign besides the OLE DB (ADO) sub folder. 116 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 16.3 figure 16.2 figure 16.1 The OLE DB window (figure 16.1) will have popped up when you followed the navigator instructions. Scroll down the OLE DB Provider list until you see Microsoft OLE DB Provider for SQL Server. Click this option, and click the Next > button at the bottom of the window. In the highlighted fields, select (or type) the name of the SQL Server, User ID, Password and Database Name of the target database in Client Profiles. When you have entered the appropriate information, click Finish and the system will return you to the Data Expert window where you can select specific tables to add from the CPSQL database (see figure 16.3). 117 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 16.5 figure 16.4 Select the appropriate tables, add them (the > button), and then click the OK button at the bottom of the window to complete the database connection process. (Please note: a database diagram of all of the available Profiles Case tables is available if you contact the Client Profiles technical support department.) B. Setup for Case-Specific Reports Case-specific reports are reports that will pull information for a single case, and will be run from the Summary Screen of the case in Client Profiles. Follow this walkthrough if the data you wish to pull from a Crystal report is case-specific. Create Case_sk Parameter To begin the case_sk parameter setup, follow the navigator and instructions below. Click View in the program s menu bar, and click Field Explorer in the sub-menu. Find the Field Explorer. It contains items such as Database Fields, Formula Fields and Parameter fields. Scroll down to the Paremeter Fields item and click the plus icon (+) beside the name. If Case_sk does not exist in the list below it, click the Create Parameter button (highlighted) which will open the Create Parameter Field window (see figure 16.5). Enter Case_sk for the name of the parameter, and select Number in the Type drop-down menu. Select OK to save the parameter settings. 118 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 16.7 figure 16.6 Select Case_sk Field Follow the navigator and instructions below figures 16.6 and 16.7 to select the case_sk. Click Report in the program menu bar, and click Select Expert in the sub-menu. Click the <New> tab in the Select Expert Window. It will open the Choose Field window below. Select the case_sk field from the cases table (figure 16.6). Choose is equal to from the drop down list, and select the parameter {?case_sk}. Click OK when you are finished to save the set parameters. C. Setup for Non-Case-Specific Reports Non-case-specific reports are reports that pull information from a wider source than the case-specific reports do. Follow this walkthrough if the data you wish to pull from a Crystal report is not case-specific. 119 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 16.9b figure 16.9a figure 16.8 Set Card File Parameter To begin card file setup, follow the navigator and instructions in figures 16.8-16.11 below. Please note: Parameters in Crystal Reports can be used in conjunction with search tools in Client Profiles to easily retrieve desired results. Click View in the program s menu bar, and click Field Explorer in the sub-menu. Find the Field Explorer. It contains items such as Database Fields, Formula Fields and Parameter fields. Scroll down and click the Paremeter Fields item, and then click the plus icon (+) beside the name. Click the Create Parameter button (highlighted) which will open the Create Parameter Field window (see figure 16.9). Enter the name for the Parameter, and make the appropriate selection for the Value Type based on the entries that you are creating. Please note: the name used here will be used when linking the report to Client Profiles. In the same window, select True in the Allow multiple values checkbox. Select the Created Field Follow the navigator and instructions below figures 16.10 and 16.11 to select the non-case-specific field you 120 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 16.11 figure 16.10 wish to add to your report. Click Report in the program menu bar, and click Select Expert in the sub-menu. Click the <New> tab in the Select Expert Window. It will open the Choose Field window (figure 2.3). Select the desired field from the appropriate table, with the recently-created parameter in mind. Choose is equal to from the drop down list on the left. In the adjacent drop-down box, choose the parameter that was setup previously (e.g., card_file). Click OK when you are finished to save the set parameters. D. File Locations Use this chapter for help setting up the system location for Crystal reports. The navigator and screens below will help you do this. Click Administration in the program menu bar, and click System Setup in the sub-menu. Double-click File Locations in the System Setup window. 121 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 16.13 figure 16.12 The Reports entry should be set to something like \\Server\CPShare\CPWin\Reports where Server is equal to the name of your CPShare server. Click OK when you are finished, to save your work. Next, either through My Computer or Windows Explorer, verify that the reports directory exists. If the directory does not exist, create a new folder under the CPWin directory named Reports. Please note that before adding a report in Profiles Case, the report must exist in the CPWin\Reports directory. (The Save Data with Report option on a report should not be turned on.) Also, you will need to add two folders inside of the Reports directory: CM for Case Management reports and ACCT for Financial Management reports. Again, for Case Management reports, the file should be saved under CPWin\Reports\CM and for Financial Management Reports, the file should be saved under CPWin\Reports\ACCT. E. Crystal Reports Setup in Case Use the following section for help with adding Crystal reports into the Profiles Case system. The walkthrough will guide you through the reports setup wizard in which you can also customize case import options. Add/Import Custom Crystal Reports Follow the navigator to the reports setup wizard and the instructions that follow. Click Administration in the 122 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 16.15 figure 16.14 program menu bar, and click System Setup in the sub-menu. Double-click Crystal Reports Setup in the System Setup window. Select a category on the left hand column and then click the New button. The listed Custom Reports items on the left (figure 16.14) are categories in which reports can be classified. (Note: new categories can be added into this list by going under Administration\System Setup\Pick Lists and adding new entries under the RPTCM - Case Mgmt. report category and the RPTFM - Fin. Mgmt. report category.) Field Field Description 1. Report ID This field is generated automatically by Client Profiles after a new report is added. 123 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 16.16 2. Crystal Reports Select the version of Crystal Reports used to write the report. Version 3. Report Type Select Case Management or Financial Management. 4. Main Category Select the appropriate category from either the Case Management or Financial Management sections. 5. Filename Enter the file name of the report. 6. Full Path Once the file is saved under the Reports directory and the file name is entered, you will see the green light icon and the full path to the report file. (Note: If you see a red light icon and a message that the report does not exist, verify that the file name is entered correctly and that the file has been saved in the proper directory.) 7. Report Enter a description of the report. Description 8. Default Title Enter the title of the report. 9. Report is for an Individual Case This box is used for reports that pull information for only one case and will be run from the Summary screen of the case. 10. Parameters to be passed into the report There are different parameters that can be added to a report to filter down the list of entries that the report returns. Client Profiles provides different search tools that can be used in conjunction with the Crystal Report parameters. To add a parameter, click the Add Parameter button, and then in the Name field, enter the name of the parameter as it is setup on the Crystal Report. Then, in the right column, double-click one of the lookup functions (right column) which will fill in the Definition field on the left, and will perform the report lookups. Available lookup items are listed and described below. 124 Total Office Case Administrator s Manual for version 9.1 SP1 (October

uf_lookup_user(multi,wintitle): This lookup function will allow the user to select one or many of the active firm users. Parameters: o o o Multi : Select one or many: 'S' or 'M' wintitle : Window title for the user selection window Example Call: uf_lookup_user(s,select Managing Attorney) uf_lookup_cardfile(multi,wintitle): This lookup function will allow the user to select one or many cardfile entries. Parameters: o o o Multi : select one or many..'s' or 'M' wintitle": Window title for the cardfile selection window Example Call: uf_lookup_cardfile(s,select Expert Witness) uf_lookup_group_item(groupcode,multi,wintitle): This lookup function will allow the user to select one or many cardfile entries. Parameters o o o o Groupcode : Default group code selection..can be left blank Multi : Select one or many..'s' or 'M' wintitle : Window title for cardfile selection window Example Call: uf_lookup_group_item (CTYPE,S,Select Case Type) uf_lookup_case(multi): This lookup function will allow the user to use the standard case search to select cases. Parameters: o o Multi : select one or many..'s' or 'M' Example Call: uf_lookup_case(m) uf_lookup_lawtype(multi,includequotes): This lookup function will allow the user to select lawtypes. Parameters: o o o Multi : select one or many..'s' or 'M' includequotes : 'Y' or 'N' determines if single quotes are put around each value. Example Call: uf_lookup_lawtype(m,n) uf_lookup_office(multi): This lookup function will allow the user to select from a list of the firm offices. Parameters: o o Multi : Select one or many..'s' or 'M' Example Call: uf_lookup_lawtype(m) uf_get_string(wintitle): This lookup function will allow the user to enter a string. Parameters: o o wintitle : Window title for string entry window Example Call: uf_get_string(enter input string) uf_get_date(wintitle): This lookup function will allow the user to enter a date. Parameters: o o wintitle : Window title for date selection window Example Call: uf_get_date(enter starting date) F. Running Crystal Reports inside a Case Once report import settings have been configured (section 5), reports can be run in the Profiles Case system in 125 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 16.17 one of two ways: from program menus outside of a case, and from navigation inside of a case. The following section explains how to run a report outside of a case. To begin, use the navigator below. Click Administration in the program menu bar, and click Reports in the sub-menu. Double-click Crystal Reports in the Reports menu. Select the Report from the list and click the View Report button. G. Running Crystal Reports inside a Case Once report import settings have been configured (section 5), reports can be run in the Profiles Case system in one of two ways: from program menus outside of a case, and from navigation inside of a case. The following section explains how to run a report by navigating from within a case. To begin, use the navigator below. Click File in the program menu bar, click Open Existing Case in the sub-menu and select a case to open. Click The Crystal Reports icon in the icon bar near the top of the screen. 126 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 16.18 In the Custom Case Related Reports screen, select the appropriate report and click View Report. Please note: Only reports that have Report is for an Individual Case checked in the setup will show on this list. Refer to Section E of this chapter for help on enabling this option. 127 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 17.3 figure 17.2 figure 17.1 Chapter 17: Custom Case Information Screens This chapter exists in case there is the need to create a customized screen with fields which you choose from a pool of options in the system. In the first section ( Creating a New Custom Screen ), the process of creating a blank customized screen is explained. The second section ( Lawtype Setup for Custom Screens ) includes deeper customization for the new information screen by attaching it to a law type. The third section ( Merge Form Setup for Custom Screens ) shows how to merge fields within forms if necessary, and the last section ( Custom Case Search ) helps enable you to quickly find fields in your customized screens by using the Case Search window. Creating a New Custom Screen Directions for creating a new custom screen are included below. Use the navigator and the following screen walkthroughs for assistance. Click Administration in the program menu bar, and click System Setup in the sub-menu. Double-click Custom Case Info Screens in the System Setup window. Click the Add button on the right side of the Custom Screens window (figure 17.1). Once the Add button is pressed a Description field will appear at the bottom of the screen. Enter the desired name of the screen and then click OK. Field Field Description 1. Add a Field Select this icon to open the Select Fields screen (figure 17.3), where you can add fields to the new (and empty) custom empty information screen. Once the field is checked and OK is 128 Total Office Case Administrator s Manual for version 9.1 SP1 (October

selected you will see the field in the upper left hand corner of the screen. To move it just click on the field and drag it to the proper location. When you click on the field you will see a field on the formatting tool bar named Tab Order. For each field added enter a number in this field to set the tab order for the screen. 2. Delete Field To remove a field from the custom screen, click on a field (e.g., checkbox, label or drop-down list) you previously created and then click this Delete Field button. 3. Add Text Select this icon to add a text label to the screen. When this icon is selected, a label will appear in the upper left hand corner of the screen that can be dragged to the desired location. Once it is placed, click on the field and rename it by typing in the Label field on the formatting tool bar in the upper left hand corner of the screen. 4. Add a Column Title Note: this button is only for when you are in the Printer Layout tab setting up a report. Click this icon to add a column to the field. 5. Alignment Icons Use these icons to align multiple fields or to resize fields. 6. Tab Properties Select this icon to access the properties section for the screen. From here additional tabs can be added and the screen can be renamed. 7. Save Changes Select this icon to save any changes made to the screen. 8. Open Another Layout Select this icon to open a different screen layout. 9. Export a Definition to a File Select this icon to export the screen to a file that can be imported. 10. Import a Definition from Select this icon to import a screen from a file that had been exported. File 11. Exit Case Select this icon to exit out of the layout for the screen. Lawtype Setup for Custom Screens Directions for attaching a lawtype to customs screens are included below. Follow the navigator and the following screen walkthroughs for assistance. 129 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 17.5 figure 17.4 Click Administration in the program menu bar, and click System Setup in the sub-menu. Double-click Lawtype Steup in the System Setup window. Field Field Description 1. Select or Create Lawtype Select the lawtype that you would like to add the custom screen, or if the lawtype doesn t exist, click the New Lawtype button at the bottom of the screen (figure not shown in 17.4) and follow basic onscreen instructions. Once you have created the lawtype, it will exist in the list in field 1, where you can select it. 2. Open Case Info Screens With a lawtype selected, double-click on the Case Info Screens icon option. (See figure 17.5) 130 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 17.67 figure 17.6 Field Field Description 1. Select Custom Screen Click the custom information screen that you created in section 1. It is available in field #1 (figure 17.5) 2. Click Add Click the Add button to move the selected information screen over to the list of active screens on the right. 3. Customize Added Screen In the drop-down box on the left, select the desired icon to represent your selected information screen. In the fields on the far right, enter the order number (e.g., 10, 20, 30 1 would have highest priority). Repeat these steps for each new created lawtype. Merge Form Setup for Custom Screens In Profiles Case, fields within a screen can be merged into a form when needed. For help with merging forms, use the navigator below and the following screen walkthroughs. Click Administration in the program menu bar, and click System Setup in the sub-menu. Double-click Merge Forms in the System Setup window. If you search for a merge form, find it and then double-click it to open the Merge Form Setup window. (Note: Please refer to the Creating Forms manual for more detailed instructions on creating forms.) When the Merge Form Setup window is open, click the Custom Case Information Tab. Find the field you wish to merge in the list of items, and click the Field button beside that item. This will open the window (figure 17.8) where you can select which forms to merge for the selected field (figure 17.7). In the Merge forms 131 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 17.9 figure 17.8 window, click the checkbox besides all forms you wish to merge, then click OK. Custom Case Search Profiles Case provides you with the ability to setup search fields on the Case Search screen, where you can search for key terms (or parameters) in custom screens you want to have fast access to. The Case Search window (figure 17.9) shows the result of custom case search setup. Once configured, custom fields can be quickly searched for and found based on keyword or date parameters. More instructions on Case Search are provided at the end of this chapter. How to Create a Custom Case Screen Search Follow the navigator and instructions that follow to set up a custom case search. Click Administration in the program menu bar, and click System Setup in the sub-menu. Double-click Other Settings in the System Setup window. 132 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 17.12 figure 17.10 In figure 17.10, check the Allow Custom Information Screens to be Searched checkbox and click the Configure button, which will open the configuration window in figure 4.3. In figure 17.11, select the Fields button adjacent to the desired item (e.g., Additional Caption Fields, Bank Account Info, Bankruptcy Questionnaire, etc.). Clicking the Fields button will open a Custom Fields window (figure 17.12) where you can select specific search options to enable. These search options will appear in Case Search (figure 17.13). figure 17.11 Enable fields you want to be searchable. If you don t know the meanings of the field names, check with your Profiles Case administrator. When you have selected all the desired fields, click OK on this screen and previously-opened screens to save your work. How to Use Custom Fields in Case Search Once custom field search options have been enabled, you can use them when performing Case Searches. Click the open folder icon in the program icon bar, or click File > Open Existing Case in the File menu. Click the Custom tab among the tabs in the Open Existing Cases window. 133 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 17.13 Select parameters or enter text in the fields in the center of figure 17.13 for your custom search, and then click the Submit Search button to the right. If there are any matches for your custom search, they will appear in the large white field below the search fields. 134 Total Office Case Administrator s Manual for version 9.1 SP1 (October

Chapter 18: Costs Export Setup This section is pre-configured by your Client Profiles representative. For information about this module, please contact Client Profiles. 135 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 19.1 Chapter 19: Document Settings This window enables authorized users to edit options and settings within the Documents module. See the following sections to gain a basic understanding of which document options and settings can be edited. Settings Tab 1. Viewing and Importing Defaults PDF Files Viewer Selecting the Imaging Viewer will take the user to the same viewer used for TIFF images. It allows Bate Stamping without annotation ability. This method may take several seconds more to load. The Standard Viewer will be faster to load as it will show the document in a viewer without Bate Stamping. Scanned File Format Select Imaging Document if you want scanned files to default to.tif (image format), or select PDF document if you want scanned files to default to.pdf (PDF format). 136 Total Office Case Administrator s Manual for version 9.1 SP1 (October

Import PDF As Select Imagine Document if you want imported PDFs to default to.tif (image format), or select PDF Document if you want imported PDFs to default to.pdf (PDF format), or select Ask User if you want users to have the choice when importing a PDF. Note: Once a selection other than Ask User is selected, the user will not be able to choose a different option during the import process. 2. OCR Documents for Full Text Searching 3. Enable Barcode Printing for erouter If this check box is enabled, when you import a PDF or tiff, you are given the option to have the system run an OCR on the file, so that you can find a document based on the contents within the document. If a user wants to do full text searching, this check box must be enabled. erouter can print out barcode cover sheets to route it to the case automatically. 4. Maximum Return Results If you perform a search for documents, the selection here determines how many results are returned to the Documents screen. 5. Disable Duplication Checking any of these boxes disables the option to duplicate documents of the checked type, in the Documents screen. 6. Document Versions Checking this box enables users to save multiple versions of a document. We support an unlimited number of versions. 7. Document Keywords This feature is not currently in use. It only exists for backward compatibility with previous versions of Total Office. 8. Critical Dates In previous versions of Total Office, critical dates could be set as a property of a document, but this option has been replaced with several fields in the Custom Properties tab. Critical dates still exist for backward compatibility with previous versions of Total Office. 9. Document-Level Security This option enables a firm to put security on a single document. Document security can be set on the Document Property screen, 137 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 19.3 figure 19.2 on the Security tab. 10. Insert Stamp in Word Docs Enabling this option places a footer in Word documents, containing a certain document property (as displayed in the dropdown list). Today, we support all pages only. Document Stores Tab This tab determines locations where documents are stored on disk. Multiple locations can be set, but only one location can be made active. Click New (figure 19.2) to open a prompt window asking you for the path of the new file location. -Click the ellipsis button to browse, and then click OK to set the new location. The new location will not be marked as active unless you click the Set Active button (figure 19.2) when the location is selected. -Click Show Size to display how large the location is (in megabytes). The size can be viewed in the Size column (figure 19.2). -Select a location (figure 19.2) -Click Remove to delete it from the locations list. 138 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 19.4 Custom Properties Tab For each document type and sub-type, you can set up custom properties for the purpose of easier retrieval. An example would be Motion / Date where Date is the custom property to be filled in by the user when saving a new document into the system. Today, there is no way to make the custom property required. 1. Type and Sub-Type Outer items with the folder icon are document types, and the inner items with the paper icon are document sub-types. Click a document type to select it. Once a document type is selected, you can create sub-types in fields #2 and #3 (figure 19.4) 2. List of Custom Fields Listed here are custom property fields that have been created. Select an existing custom field and click Edit to change custom property field attributes in field #3 (figure 19.4), or click New to create a new field. Click Delete to remove a selected field from the document type. 3. Details When a document sub-type is selected in field #2 (figure 19.4), you can edit field details here. Edit the Caption field to change the title of the field. You can set the field type to various formats such as text (simple comment field), date (for deadlines or appointment reminders), currency, integer, or picklist. If you select picklist, the Picklist field will be enabled and you can select from 139 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 19.5 the list of existing picklists in your system. Click Save to keep your changes to the custom field. When you set a document to the type and sub-type you just created, the new field will appear in the document properties screen. Note: Some fields will only appear when no sub-type is selected. When creating a sub-type, be aware of its location within the types/sub-types. Document Review Tab In this tab, you can configure settings for system message/emails sent out to users for document review. Here you can determine which types of users (e.g., Paralegal, Assigned Attorney, etc.) receive system messages for document review. 1. Enable Document Review Click Enable to turn on the document review feature in the system. You can know if the feature is on by checking the bottom of your screen in Total Office, when an Unreviewed field is displayed preceding a number. Clicking on this field brings up the documents screen, displaying unreviewed documents. 2. Staff Roles of Default Reviewers These options determine which user type is set as a document reviewer by default. When a document is added to the system, the users flagged as the roles listed here (Paralegal, Assigned Attorney, etc.) will be notified in Total Office of the task to review that document, if their role is 140 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 19.6 checked here. 3. Email Reviewers Enabling this option causes the system to email the reviewers, separate from the Total Office system message. The email alerts reviewers about the task to review a new document in the system. 4. SQL Database Mail Profile Name Refer to a Total Office support representative if you need to access your SQL database mail name. SQL 2008 or SQL 2008 R2 Mail is required. 5. Include Attachment Enabling this option causes the system to send the mentioned document as an attachment with the email to the reviewers. Filter Group Tab Options in this tab affect the Filter Groups folder located on the left column of the documents module screen (figure 19.5) If you hold the CTRL key and click on a filter group type, an alert window will appear, displaying the extension types of the files that those groups contain. For instance, the Documents group might contain the extensions.doc,.docx and.xls. The Scans/Images group might contain the extensions.tiff and.jpg. On the left column (figure 19.7), you can add, edit or delete filter groups by clicking on the corresponding buttons beneath the group list. Select a group type and click Edit to change the name of the filter group. On the right column, file types are displayed for the selected filter group on the left. You can add, edit or delete file types within filter groups by clicking on the corresponding buttons below the file type list. When adding a file type, a window with a single text field appears, prompting you to enter the extension name (.msg,.eml, etc). Do not enter a period (. ) before the extension types. 141 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 19.7 142 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 20.1 Part 2: Reports Menu Chapter 20: Reports Menu Click Administration > Reports to see the Reports menu. The following sections describe the four items listed in the Reports menu. Caselist Report This feature allows you to run reports based on case data. To run a caselist report, select and enter criteria in the seven tabs (Lawtype, Date Ranges, Staff Roles, etc.) based on what you want to see in the report. Click Preview. You can print from the print preview screen, or can save as a file in CSV, Excel, text, or other file formats. 143 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 20.4 figure 20.3 figure 20.2 Custom Reports Clicking this option will bring up a list of reports your firm may have specifically requested. Select a report and click OK to bring up the print options screen. Select print options based on date range and case status, and click Preview. From the print preview screen, you can print the report or save it as a file locally. 144 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 20.5 Crystal Reports Clicking this option will open a window listing custom crystal reports written based on firm requests. Typically listed here are custom calendar reports, document reports, deadlines, to-do reports, and several financial reports. Select a reports list on the left column and then select a report on the right column. Click View Report to open the report viewer, where you can print the report or save/export it locally. SQL Reporting Services This will connect to your SQL reporting server, which can be configured in System Setup > Others screen. When you click on this icon, it will take you to your SSRS site on your internet browser. This site holds all of your SSRS reports that have been written for you. 145 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 21.2 figure 21.1 Part 3: Maintenance Menu Chapter 21: Maintenance Menu Click Administration > Maintenance to see the Maintenance menu. The following sections describe the items listed in the Maintenance menu. Case Related Delete Clicking this enables you to delete a case, selecting one case at a time. A case search window will open, where you can search for the case you want to delete, based on any criteria in the six search tabs. When you have found the case and have clicked OK (case search window), the Delete Case window will open, prompting you to either search for another case or to delete the selected case. Click Delete to delete the case. Note: Once a case is deleted, it cannot be restored. Please be careful about deleting cases. 146 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 21.4 figure 21.3 Duplicate This feature enables you to duplicate a case. The copy utility window requires you to select the matter you want to duplicate, to enter a new matter number and new matter name, as well as the date received. The check boxes at the bottom of the window (figure 21.3) enable you to select which case entities to duplicate. Click Proceed to complete the duplication. Note: Staff Members, Pick Lists and Parties can be duplicated at this time. Case Reassignment Enables you to reassign staff from one case to another. This feature is typically used when one attorney is covering for another attorney, or one attorney has left the firm and another is replacing him/her. Select the From attorney and the To attorney, and select whether or not to reassign to-do items by marking the check box (figure 21.4). In the matter list at the bottom of the window (no matters shown in figure 21.4), select which matters you want to swap by clicking the check boxes beside the cases. Click Reassign when finished. 147 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 21.6 figure 21.5 Change Password After clicking this feature, the case search window will appear. Search for a case you want to change (or set) the password for, and click OK in the search window. Then, if a password has not yet been set for the selected case, set a password for a case. If a password already exists, enter the existing password and then change to the desired new password. Click Close to finish. Maintain Company Entries Clicking this feature brings up a list of all the company card files in the system. If there are duplicates or one that are misspelled, you can go into the list and delete them. On the left column (figure 21.6), select a company. Click Delete if you want to remove it from the database, or click Add if you want to create a new company entity in the database. On the right column, click Remove if the company info is incorrect. Remember to save your changes. 148 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 21.8 figure 21.7 Master To-Do List Click this feature if you want to generate a master to-do report of all tasks, based on date range, user, and other parameters you choose in the filter window. Enter filter parameters and click OK (figure 21.7) to generate the to-do list (figure 21.8). You can double-click on a to-do item to see details in a new window. CompuLaw Change Notifications See the CompuLaw document for details on this feature. Rate Systems This feature enables you to set or change rates for staff roles. See a Total Office support representative for more information on this feature. 149 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 21.10 figure 21.9 Record Request Management Enables you to run a report based on all record requests from paralegal/support staff/timekeepers. (Attorneys would use it to see whether are not a record was requested and whether or not it had been received.) After setting search parameters, click OK (figure 21.9). From the report results, you can print, export to Excel or save locally. Validation Rules Rule Editor This feature enables you to set a rule up so that time slips cannot exceed a certain hour amount, or set a cap on how much can be charged per day, etc. 150 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 21.11 Timeslip Report Click this option if you want to run a time slip report based on date range, client, matter, timekeeper, rule. Set report output name and other report properties in the validation rules report window. Once the parameters are set, you can send the report to a printer or email it to someone. Click Run Report to generate the report, or click Get Record Count to get a count of how many time slips have been created within the criteria you selected. Auditing System Audit This feature displays system activity: what has been deleted, modified, and created within the date range you select. Documents, time slips, user appointments (not in exchange), pick lists and more can be found in this window. Select a date range and which type of entry you are looking for (i.e., inserts, modifications or deletes), and for all users or a single user (search window), and the system will list the items matching those parameters. 151 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 21.12 Exchange Audit This feature has been removed from the system. Check-Out Audit This feature has been removed from the system. Import Cost Recovery Import, Import Postage, Import Forms and Import To-Do Packages are all features that enable you to copy/import these items from other Total Office systems into your current one. Follow basic on-screen instructions for importing these types of items. For more information on this feature, please speak with a Total Office support representative. 152 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 21.13 Export Export Timeslips, Export Costs, Export Forms, and Export To-Do Packages are all features that enable you to copy/export these types of items into another Total Office system. Follow basic on-screen instructions for exporting these types of items. If you are exporting time slips or costs, it is important to remember that they must be marked for release for them to be exported. If they are not released, you will see a message something like the message in figure 21.13. Archive Document Archive: enables you to archive documents in cases (typically closed cases) in bulk or one at a time. -Archive or copy case documents into a destination folder. -In the document archive window, select Copy or Archive depending on which operation you want to perform (figure 21.14). Note: Archiving removes documents from a case and puts them into a storage folder, while copying keeps the original documents in place and duplicates them to the desired folder. -Search for the matter containing the documents you want to archive by clicking Single Matter, or click Matters Closed From if you want to select a date range of matters to archive. -Select a target folder for the archive by clicking on the folder icon, and click Proceed to begin the archive. -If you want to unarchive documents, click the Unarchive tab (figure 21.15) and find the archive folder in the system by clicking the folder icon. -When you have found the folder, click Proceed. 153 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 21.14 figure 21.15 SQL Query This feature is only available to admins. It is used to write an SQL query, and is generally used by support department when troubleshooting. Recycle Bin In Total Office 9.1 SP1, when someone deletes a document on a case, this feature allows users with Total Office admin credentials to go in and restore files or to purge (permanently delete) them from the system. Today we only support deleted documents, which is why we list Document in the Display Entity Types. -With a deleted item selected (figure 21.16), click Restore or Purge. -The Display Entity Types menu can narrow your selection of deleted documents, and the Matter button can narrow deleted items down to a specific matter. -The deleted documents search field is directly below the Purge and Restore buttons. -Enter search parameters and click Search to find a document with specific keywords. -Use the Search Column drop-down menu to narrow search results, or click Clear Filter to reset the search field. 154 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 21.16 155 Total Office Case Administrator s Manual for version 9.1 SP1 (October

figure 22.1 Part 4: Other Admin Settings Chapter 22: Connected Users This feature displays which workstations are connected to the database at the time you click on the Connected Users button. Click Administration > Connected Users to view this window (figure 22.1). 156 Total Office Case Administrator s Manual for version 9.1 SP1 (October

Copyright 2012, Aderant Holdings, Inc. All rights reserved. Aderant, Aderant Expert, the Aderant logo, and Expert are trademarks of Aderant Holdings, Inc. Other brand and product names are trademarks or registered trademarks of their respective owners. Aderant North America 3525 Piedmont Road Building 6, Suite 620 Atlanta, Georgia 30305 Tel: +1.404.720.3600 Fax: +1.404.720.3601 info@aderant.com www.aderant.com 157 Total Office Case Administrator s Manual for version 9.1 SP1 (October