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ALB Client-Matter Inception Guide (1.0.1)
Extend the standard client and matter create processes
to further automate routine tasks.
© Advanced Legal 2014 By Jonathan Smith (CMI101150514)
www.advancedcomputersoftware.com/legal
Disclaimer
Advanced Legal is satisfied that the information contained in this
document is correct at the time of production. Advanced Legal does not
accept responsibility for any loss of profit, loss of data or any indirect,
special or consequential damages resulting from its use. As the software
changes continuously, it is important that you always check the current
position with Advanced Legal.
All information, text, images and layout are the exclusive property of
Advanced Legal and you are only permitted to print, copy, download or
temporarily store extracts from this document with prior permission. Any
attempt to damage this document or act in contravention of these Terms
and Conditions may lead to legal redress.
Advanced Legal is a trading name of Advanced Legal Solutions Limited
which is part of Advanced Computer Software Group plc. Registered in
England under number 01738381 at Munro House, Portsmouth Road,
Cobham, Surrey, KT11 1TF.
© Advanced Legal Solutions Limited, May 2014. All rights reserved.
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Contents
Introduction .................................................... 1
About this document........................................................... 2
Your author ................................................................. 2
Document conventions ........................................................ 2
What's new in this release ................................................... 4
Getting help and support ..................................................... 4
Getting in touch ........................................................... 5
PART 1: Getting started ................................... 7
Introducing the application .................................................. 8
Installation and setup ......................................................... 9
Workspace overview ......................................................... 10
Customising the workflow.................................................. 11
Frequently asked questions ............................................... 11
PART 2: Client inception ................................ 13
Workflow overview ........................................................... 14
Create a new client ........................................................... 14
Add client address details .................................................. 15
Add client details .............................................................. 18
Add client contact details .................................................. 20
Add a spouse ................................................................... 22
Add a business partner ..................................................... 24
Confirm the conflict check ................................................. 26
Schedule an appointment .................................................. 27
Attach a referrer .............................................................. 33
PART 3: Matter inception ............................... 35
Workflow overview ........................................................... 36
Create a new matter ......................................................... 36
Add initial details .............................................................. 37
Diarise key dates ............................................................. 39
Add a limitation date ........................................................ 40
Create additional contacts ................................................. 41
Confirm the risk check ...................................................... 43
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Produce a client care letter ................................................ 44
Pause a matter inception task ............................................ 46
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Introduction
Welcome to the documentation for the ALB Client-Matter Inception case
management application. Learn how to utilise the application to streamline
your business process.
This document covers everything you need to know to run Client-Matter
Inception against a client and/or a matter. Use it as a reference guide
when you want to create clients and matters through the Client-Matter
Inception process or simply to find out what each step entails.
In this section:
About this document
Document conventions
What's new in this release
Getting help and support
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About this document
This document contains the information you need to become familiar with
the Client-Matter Inception Case Management application and to help you
get started with basic tasks. It is designed to accompany the main online
Help, which is available from within ALB, as well as other learning
resources, such as training and tutorials.
For more information about additional learning resources visit the online
Help or contact Support during office hours on 03300 602102.
In this document, you'll learn about:
Installing the application
Client inception process
Matter inception process
The aim of this document is to provide you with an understanding of the
different elements of the Client-Matter Inception application, so by the end
of it you should be comfortable with its operation and better understand
its capabilities.
We recommend that you read this document in conjunction with the Case
Operator's guide, which covers procedures for progressing and managing
matters that are common to all Case applications.
Your author
So, who am I exactly? My name is Jonathan Smith and I'm a Technical
Author at Advanced Legal. I've been working at Advanced Legal for 12
years and started authoring some 19 years ago (yep, it's been a while). I
strive to produce high quality documentation, but I encourage you to tell
me what you think, so feel free to send me your comments.
Document conventions
This document is intended to be used as a reference guide, so you can dip
in and out of it as and when required. However, it can also be read from
start to finish to give you a working understanding of the entire Client-
Matter Inception application.
The following table describes important conventions used throughout this
document when talking about Client-Matter Inception and its components.
Introduction
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Conventions
Term Description
Client-
Matter
Inception
This refers to the entire application and all of its tools
and components; entities, formulas, lookups, screens,
documents, workflow, and processes. Client-Matter
Inception may be also referred to as "the application" to
improve readability. When talking about Client-Matter
Inception this always refers to the current version, unless
stated otherwise
Common
terms
Process. A process orchestrates a series of tasks and
creates tasks when it requires you to something in order
for it to progress.
Task. An activity that must be completed in order to
progress a matter, e.g. entering an estate agent.
Fields and
button
names
Field and button names are shown in bold, so that it is
easier to identify them. Example:
In Name, type a name and click OK
Menus and
commands
Menus and commands are shown in bold, so that it is
easier to identify them. Example:
Click File > Open
Notes Notes (including general notes, cautions, tips, and
warnings) are used to call your attention to important
advisory. Example:
NOTE It is good practice to save your work as you go
Click and
press
Click refers to choosing a command or option. Press
refers to pressing a key on the keyboard to initiate an
action. Example:
Click OK
Press Ctrl
Select and
clear
Select refers to clicking a check box to place a tick in it.
Clear refers to clicking a check box to clear a tick from it.
Example:
Select the Primary key check box
Clear the Encrypt check box
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What's new in this release
The following list provides a summary of the major changes in this
release. It shows new or revised content in terms of usage, policy or
procedure and should be reviewed.
Revision history
Date Description
07/01/14 Client Inception: Adding client details updated with
comments regarding defaults for the Branch and Partner
fields.
07/01/14 Client Inception: Separate topics created for Adding
Spouses and Adding Business Partners.
07/01/14 Client Inception: Confirming the conflict check updated
with comment regarding validation on Not Set value.
08/01/14 Client Inception: Workflow overview updated to show
separate add spouse and add business tasks.
08/01/14 Client Inception: Adding client contact details revised to
include comments around creating organisations.
09/01/14 Getting Started: Note added to Installation and setup
about how the matter inception is structured.
09/01/14 Matter Inception: Pause a matter inception task added.
14/01/14 Client Inception: All screen shots updated.
15/01/14 Client Inception: Task order revised.
Getting help and support
Online Help for Client-Matter Inception is available from directly within the
software itself. Help is web-based and hosted by Advanced Legal so that
when you use Client-Matter Inception you get the most recently updated
product Help appropriate to the version you are running.
It has a user-friendly interface that supports advanced navigation
features. For example, you can perform a full text search across the entire
online Help or browse topics page-by-page using the table of contents.
Help is accessed from the Help tab. It is also possible to access the latest
release notes.
Introduction
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If you need additional help and support, beyond the information provided
in this document or the associated online Help, please get in touch.
Getting in touch
As an Advanced Legal customer you are entitled to free upgrades during
office hours. If you would like to upgrade or you need further assistance,
please call 03300 602102 between 8:30AM–6:00PM*. If you need
additional help and support, beyond the information provided in this
document, please visit the Customer Support Portal.
Alternatively, use any of the following methods to get in touch:
Make a general enquiry on 03300 602102
Book a training course on 0870 330 6688
Email the support desk at [email protected]
Contact us via the Advanced Legal website
Become a member of the Advanced Legal User Group (ALUG)
*Monday to Friday
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PART 1: Getting started
This chapter provides you with a product overview, a guide to installation and
setup, a look at the working environment, and a short introduction to Client-
Matter Inception.
In this section:
Introducing the application
Installation and setup
Workspace overview
Customising the workflow
Frequently asked questions
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Introducing the application
The ALB Client-Matter Inception Case application is an extremely useful
tool, which allows you to extend the standard client and matter create
processes. It integrates a series of additional tasks so that you can quickly
and easily capture other information required when starting a new file. As
a result, it further automates many routine administrative tasks, for
example:
Quick production of documents ensuring fee earners spend their time
earning and not on administration.
Streamlined procedures leading to fast and accurate client and matter
creation, resulting in increased case handling and profitability.
To facilitate this, Client-Matter Inception comprises two workflows — a
client create and a matter create workflow. These have been designed to
"attach" to the existing client and matter create routines and seamlessly
start once these have completed.
Key features
Flexible workflow. Using workflow, Client-Matter Inception contains
all the components required to drive the client and matter create
processes. For example, in order for the person who interacts with the
application to capture information and progress matters, the
appropriate screens are displayed as and when required.
Workflow manages all aspects of client and matter inception from
taking initial instructions through to sending a client care letter.
Although standard workflows are provided, you can customise these to
your own requirements.
Document production. Automatic completion of customisable
document management templates ensures that all client
correspondence is completed accurately, quickly, and in a professional
and standardised format. All the necessary documents are included
and these can be added to or easily customised.
NOTE
For information about customisation, please see Customising the
workflow.
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Installation and setup
Client-Matter Inception is installed and configured by Advanced Legal. This
involves importing the PMS module and configuring the appropriate client
and matter workflow in Utilities. The integration between Client-Matter
Inception and PMS is tightly controlled by specific system parameters in
ALB. These allow the software to talk to each other. ALB is setup so that
its client and matter inception functions hook into the Client-Matter
Inception Case application so that it can be initiated when a client and/or
matter is created.
To set up the inception workflows:
1. In Utilities, open System Parameters.
2. Locate and double-click the Create Client Workflow parameter.
3. When the System Parameters dialog box opens, choose Create
Client from the Value drop-down and then click OK to save your
changes.
4. Repeat for the Create Matter Workflow parameter, but this time
choose Matter Inception - Start from the Value drop-down.
5. Close System Parameters and then Utilities.
NOTE
The client inception is driven by a single continuous workflow called
Create Client. However, the matter inception is more complex and has
therefore been split into separate processes, each of which run a
specific workflow. These processes are controlled by a master process,
which is initiated by the Matter Inception - Start workflow. As a result,
the matter inception can easily be paused and resumed.
Not got it yet?
Client-Matter Inception is a licensed application, available as a chargeable
option—it is not shipped as standard. If you would like to take advantage
of its features or would like more information, please contact your account
manager or call 03300 602102 to speak to a Sales representative.
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Workspace overview
Client-Matter Inception is workflow driven and hooks into ALB. It therefore
does not have its own UI or application window. The only screen used is
the Task Pane. When the application has been installed, workflow is
triggered when a client and/or matter is created, and the Task Pane
displays the relevant activities for completion.
Fig.Task Pane
A. Task Pane B. Cancel button C. Pause button D. Next button
The Task Pane shows all the activities associated with a task.
The Cancel button cancels the current task and resets the process.
The Pause button stops the task for completion later.
The Next button completes the current activity and moves to the next.
For more about the Task Pane, refer to the Case Operator guide.
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Customising the workflow
Client-Matter Inception has been designed to run "out of the box", with no
development or modification required by you. It follows the standard
Client-Matter Inception business model. However, if you are a developer
and need the ability to tailor aspects of the Client-Matter Inception
workflows to your own requirements, then this is possible via Designer
Studio.
Designer Studio is a powerful and comprehensive solution for accessing,
designing, and publishing the components that automate business
processes. Using Designer Studio you can manage and maintain all the
components that comprise Client-Matter Inception.
Designer Studio is a licensed module, available as a chargeable option. If
you would like to purchase this or you would like more information, please
contact your account manager or call 03300 602102.
Frequently asked questions
Have a nagging question that you need answering? Maybe we've already
answered it. Please check the frequently asked questions below:
Why is the Rule 2/Client Care letter blank?
This letter has been purposely left blank so that it can be tailored to your
own requirements. We recommend that you edit the template and add
your own content. If required, you can also use the Field Picker to insert
any merge variables. NOTE Make sure you save the template with the
same name so that the Client-Matter Inception workflows automatically
pick it up.
Can I add more fields to capture the information I want at
client and matter create?
Yes. You can customise the workflow to suit your business processes.
Either using Professional Services or by purchasing Designer Studio.
Can I make fields mandatory?
Yes. You can design the workflow so that the client or matter will not
progress until certain information is added.
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Can I uplift a contact to a client using workflow?
Yes. In add a new contact, select action Upgrade to Client or search for an
existing contact and select Upgrade to Client. You will then be guided
through the process and the workflow will start at the appropriate point.
Can I add more than one client to a matter?
Yes, but you must create the clients separately and then link them. To do
this, use the Client Inception to create the first client, then use it again to
create the second client, adding the first client as a contact (i.e. a spouse
or business partner). Next, use the Matter Inception to create a matter the
first client and, when the Add New Matter dialog box opens, select the
second client under Multiple Clients. As a result, both clients will be
attached to the matter.
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PART 2: Client inception
Learn about the additional client create tasks that are integrated as part of the
Client Inception workflow.
In this section:
Workflow overview
Create a new client
Add client address details
Add client details
Add client contact details
Attach a referrer
Add a spouse
Add a business partner
Confirm the conflict check
Schedule an appointment
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Workflow overview
The diagram below shows a high-level view of the Client Inception
workflow. Please bear in mind that there are conditional checks within the
workflow which, together with the information you enter, dictate the route
you take and the screens that are displayed.
Fig. Client Inception diagram
Create a new client
The Client Inception workflow enables you to record extra information over
and above that which is required when creating a client normally. The
additional steps have been pre-defined by Advanced Legal, but they can
be customised to your own requirements. Here's a step-by-step guide to
what's involved.
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IMPORTANT Make sure the Create Client workflow is attached to the
Create Client Workflow system parameter before proceeding. Without
this, the Client Inception workflow will not start.
To create a new client:
1. In PMS, click Add New Client.
2. When the Add New General Contact dialog box opens, complete the
required details, using Next to move between tasks.
3. Click Finish. The Conflict Check automatically triggers, presenting you
with possible matches and/or conflicts.
4. Check the results for any conflicts and then click OK. At this point, the
Client Inception workflow automatically starts.
5. When the Task Pane opens, follow the on screen prompts to perform
these tasks:
Add client address details
Add client details
Add a spouse
Add a business partner
Confirm the conflict check
Schedule an appointment
6. Click Finish.
NOTE
When creating a client, a general contact is created by default. This is
then converted to a client automatically by the Client Inception
workflow.
Add client address details
This is the first task in the Client Inception workflow. The Address Details
screen allows you to add an address or, if you entered one when the client
was initially created, amend the existing address.
IMPORTANT This screen is only displayed if you did not enter the
client's address when the client was initially created in the Add New
General Contact dialog box.
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To add client address details:
1. (Conditional) If you did not enter an address when you initially created
the client, then a message is displayed advising you to enter one.
Click Next.
2. Under Address, click Edit Address.
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If you entered an address when you initially created the client, then
it is displayed by default. You can therefore skip this task (by
clicking Next) or edit the address.
3. When the Address dialog box opens, type the client's address or
amend the existing one. You can also use the Address Lookup to find
the address using online verification.
4. Click OK to save your changes.
5. Click Next to add the client details.
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If you proceed without entering an address, then a message will be
displayed advising you to supply this information. Click Next to
return to this screen and complete the address.
NOTES
An address must be entered.
The Address Lookup feature is a chargeable option and is not included
in the Client-Matter Inception application. For more information,
please call 03300 602102.
Add client details
The Client Details screen allows you to add additional client information
such as their date of birth, etc.
To add client details:
1. Under Client Details, complete the following details:
Title. (Read-only) Specifies the client's title.
Forename. Specifies the client's forename. Pre-completed, but can
be changed.
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Surname. Specifies the client's surname. Pre-completed, but can
be changed.
Salutation letter formal. Specifies the formal salutation for
letters. Pre-completed, but can be changed.
Salutation letter informal. Specifies the informal salutation for
letters. Pre-completed, but can be changed.
Salutation envelope. Specifies the salutation to use on
envelopes. Pre-completed, but can be changed.
Date of birth. Specifies when the client was born.
Place of birth. Specifies where the client was born.
NI number. Specifies the client's National Insurance number.
Date of death. Specifies when the client died.
Birth name. Specifies the client's birth name. Pre-completed, but
can be changed.
Branch. (Mandatory) Specifies the owning branch. Defaults to the
branch associated with the logged in user.
Partner. (Mandatory) Specifies the owning partner. Defaults to the
partner associated with the logged in user.
Cash collection. (Mandatory) Specifies the type of credit control
procedure.
Business source. Specifies the source of the business.
Source campaign. Specifies the marketing campaign used to
generate the business.
Attach a referrer? Specifies whether you want to attach a
referrer.
If you select Yes, then you will be prompted to attach a
referrer later in the process.
If you select No, then you will not be prompted to attach a
referrer later in the process.
If you leave as Not Set, then you will be asked the same
question later in the process.
2. Click Next to add a spouse. However, be aware of the following
behaviours, which may or may not occur depending on the
information that has been entered.
If Branch, Partner, and Cash Collection are not completed, then a
message is displayed. Click Next to return to this screen and
complete these fields.
If you did not enter a home phone number, mobile number, or an
email address (for individuals) or a work phone number, a mobile
number, or an email address (for organisations) when you initially
created the client, then a message will be displayed advising you
that one of these methods of contact must be entered. Click Next
to add the contact details.
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If you did not specify whether you would like to attach a referrer
when you completed the Client Details screen, then you will be
asked again if you would like to attach a referrer.
If you did specify that you would like to attach a referrer when you
completed the Client Details screen, then you will be prompted to
attach a referrer.
NOTES
Dates must be entered in the format DD/MM/YYYY.
If you proceed without completing a mandatory field, then a message
will be displayed and you will be returned to this screen.
Title, Forename, Surname, Birth name, Salutation letter formal,
Salutation letter informal, and Salutation envelope are pre-completed
based on the client name you have already entered.
Add client contact details
The Client Contact Details screen allows you to enter contact information if
you did not specify any when you initially created the client. A check is
made when you finish adding client details to see if this has already been
entered, and if not, prompts you to add it. The details required are
dependent on whether you are creating an individual or an organisation.
Individuals. When creating an individual, either a home telephone, a
mobile number, or an email address must be specified. Work
telephone is optional.
Organisations. When creating an organisation, either a work
number, a mobile number, or an email address must be specified.
Home telephone is not displayed.
IMPORTANT This screen is only displayed if the appropriate contact
information has not been completed.
To add client contact details:
1. After adding the client details, click Next.
If contact information has not been completed as described above,
then a message is displayed advising you that one of these
methods must be entered. NOTE This message will differ slightly
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depending on whether you are creating an individual or an
organisation.
2. When prompted to supply the appropriate contact information, click
Next.
3. When the Contact Details screen opens, under Client Contact
Details, complete the following details:
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Home telephone. (Individuals only) Specifies the client's home
phone number.
Work telephone. Specifies the client's work phone number.
Mobile number. Specifies the client's mobile phone number.
Email address. Specifies the client's email address.
4. Click Next to continue.
Add a spouse
The Add Spouse screen allows you to specify whether you want to add a
spouse against the client and then attach the relevant contact.
To add a spouse:
1. Under Spouse, set Would you like to add a spouse? to Yes and
click Next.
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If you choose No, then go to step 3.
2. When the Attach Contact screen opens, use the Attach Contact
button to find the desired contact.
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When adding a spouse, the Attach Contacts dialog box is
automatically filtered using the Spouse role type.
3. A conflict check automatically triggers, presenting you with possible
matches and/or conflicts. Check the results for any conflicts and then
click OK. If you wish, you can view the results again by clicking the
View Conflict Details button.
4. Click Next to add a business partner.
Add a business partner
The Add Business Partner screen allows you to specify whether you want
to add a business partner against the client and then attach the relevant
contact.
To add a business partner:
1. Under Business Partner, set Would you like to add a business
partner? to Yes and click Next.
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If you choose No, then go to step 3.
2. When the Attach Contact screen opens, use the Attach Contact
button to find the desired contact.
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When adding a spouse, the Attach Contacts dialog box is
automatically filtered using the Business Partner role type
3. A conflict check automatically triggers, presenting you with possible
matches and/or conflicts. Check the results for any conflicts and then
click OK. If you wish, you can view the results again by clicking the
View Conflict Details button.
4. Click Next to confirm the conflict check.
Confirm the conflict check
The Conflict Check Results screen prompts you to confirm that the client
has passed the conflict check satisfactorily.
To confirm the conflict check:
1. Under Conflict Check Results, set Did the client pass the conflict
check? to Yes.
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If you choose No, then a client cannot be created (as the conflict
check has failed) and you will be advised to seek advice from your
supervisor or manager.
2. (Optional) In Additional notes, add any further comments.
3. Click Next to schedule an appointment.
If you leave Did the client pass the conflict check? as Not Set, then
you cannot proceed. A message will be displayed advising you to
make a valid selection.
NOTE
The Conflict check run by and Date of conflict check fields are read-
only, displayed for information purposes.
Schedule an appointment
The Schedule an Appointment screen allows you to specify whether you
want to schedule an initial appointment with your client, add a diary entry,
and then produce an appointment letter.
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To schedule an appointment:
1. Under Schedule Appointment, set Would you like to schedule an
initial appointment with your client? to Yes and click Next.
If you choose No and click Next, then you have finished and the
Process Complete screen is displayed.
2. When the Appointment Details screen opens, complete these
details:
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Appointment date. Specifies the desired appointment date.
Appointment time. Specifies the desired appointment time (in
this format hh:mm).
3. Click Next to continue.
4. When the Add Diary Appointment screen opens, configure the
appointment in more detail. It should be noted that the appointment
date is pre-completed, however, the time is not. Make sure you
therefore complete the Start time and End time fields.
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5. Click Next to add the diary entry and produce or email an
appointment letter. However, be aware of the following behaviours,
which may or may not occur depending on the information that has
been entered.
If there are conflicting diary entries, then a message will be
displayed. You can choose Yes to confirm the appointment
regardless, No to view the conflicts, or Cancel to amend the
appointment.
If an email address has been specified for the client, then you are
given the choice to produce an email for sending to the client or to
generate a letter for posting to the client. When prompted with the
question Initial appointment to be sent by, select to E-mail or
Letter and click Next.
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If an email address has not been specified for the client, then the
appointment letter will be generated ready for sending to the client
via the post.
6. When the Initial Appointment screen opens, set the
email/document properties and click Next.
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7. When the Process Complete screen opens, click Finish to close the
Task Pane. The Client Inception workflow is now complete and the
client is saved.
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Attach a referrer
The Attach Referrer screen allows you to add a contact as a referrer. This
is triggered in one of two ways — by setting Attach a referrer? to Yes on
the Client Details screen or leaving it as Not Set.
IMPORTANT This task does not apply if you have specified that you do
not wish to attach a referrer.
To attach a referrer:
1. Add the client's details and click Next. What you see next depends on
how you set Attach a referrer? in the Client Details screen.
If set to Yes, then you will be prompted to attach a referrer:
If left as Not Set, then you will be asked again if you would like to
attach a referrer:
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If set to No, then this task will be skipped.
2. Based on your response above, do one of the following:
Attach a referrer using the Attach Contact button.
Specify that you would like to attach a referrer (Yes), click Next,
and then attach a referrer using the Attach Contact button.
You can also specify that you no longer wish to attach a referrer
(No).
3. Click Next.
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PART 3: Matter inception
Learn about the additional matter create tasks that are integrated as part of the
Matter Inception workflow.
In this section:
Workflow overview
Create a matter
Add initial details
Diarise key dates
Add a limitation date
Create additional contacts
Confirm the risk check
Produce a client care letter
Pause a matter inception task
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Workflow overview
The diagram below shows a high-level view of the Matter Inception
workflow. Please bear in mind that there are conditional checks within the
workflow which, together with the information you enter, dictate the route
you take and the screens that are displayed.
Fig. Matter Inception diagram
Create a new matter
The Matter Inception workflow enables you to record extra information
over and above that which is required when creating a matter normally.
The additional steps have been pre-defined by Advanced Legal, but they
can be customised to your own requirements. Here's a step-by-step guide
to what's involved.
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IMPORTANT Make sure the Create Matter workflow is attached to the
Create Matter Workflow system parameter before proceeding. Without
this, the Matter Inception workflow will not start.
To create a new matter:
1. In PMS, click Add New Matter or, if you are have just created a new
client (and you are in the Client Details screen) click Actions » Add
Matter for Client.
2. When the Add New Matter dialog box opens, complete the required
details, using Next to move between tasks.
3. Click Finish. At this point, the Matter Inception workflow
automatically starts.
4. When the Task Pane opens, follow the on screen prompts to perform
these tasks:
Add initial details
Diarise key dates
Add a limitation date
Create additional contacts
Confirm the risk check
Produce a client care letter
5. Click Finish.
NOTE
Matter inception tasks can be paused at any time. This is particularly
useful if, for example, you are waiting for information or authorisation.
Add initial details
This is the first task in the Matter Inception workflow. Use it to add
additional matter information.
To add initial details:
1. Under Initial Details, complete the following details:
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Salutation envelope. Specifies the salutation to use on
envelopes. Pre-completed, but can be changed.
Salutation letter. Specifies the formal salutation for letters. Pre-
completed, but can be changed.
Additional instructions. Allows to type any additional information
about the matter.
Is there a fixed fee? Specifies if there is a fixed fee for the
matter.
Fixed fee amount. Allows you to enter the amount of the fixed
fee.
How many key dates do you need to create? Specifies the
number of key dates (up to 9) to be created.
2. Click Next to complete the task.
If you specified that one or more key dates needs to be created,
then you will be prompted to add a diary task for each one.
If you did not specify that any key dates need to be created, then
you will be prompted to add a limitation date.
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Diarise key dates
This task allows you to add one or more key dates for the matter. This
involves creating diary tasks. However, if you specified that you did not
want to create any key dates, then this task will be skipped.
IMPORTANT This task only applies if you have specified that you want
to create one or more key dates when completing the Initial Details
screen.
To diarise key dates:
1. When the Add Diary Appointment screen opens, configure the key
date in more detail.
2. Click Next to add the key date and move on to add a limitation date.
If you specified that you want to create one or more key dates,
then the Add Diary Appointment screen will be re-displayed ready
for the next key date. This loop will continue until all key dates
have been entered.
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Add a limitation date
This task allows you to confirm the limitation date for the matter. This
involves creating a diary task. However, if you specified that you want to
create one or more key dates, then you will not be asked to confirm the
limitation date.
To add a limitation date:
1. When you click Next on the Initial Details screen, a message is
displayed prompting you to confirm the limitation date.
2. Click Next to continue.
3. When the Add Diary Appointment screen opens, configure the task
accordingly. The user, subject, and type are pre-completed, but can
be changed.
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4. Click Next to complete the task and move on to create additional
contacts.
Create additional contacts
The Additional Contacts screen allows you to specify whether you want to
add any known contacts to the matter and then attach the relevant
contact(s).
To add an additional contact:
1. Under Additional Contacts, set Would you like to attach
additional contacts? to Yes and click Next.
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If you choose No, then go to step 4.
2. When the Attach Contact screen opens, use the Attach Contact
button to find the desired contact.
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3. Repeat step 2 until all contacts have been attached.
4. Click Next to complete the task and move on to confirm the risk
check.
Confirm the risk check
The Risk: Financial/Credit screen allows you to confirm that you are happy
with the financial risk on the matter.
To confirm the risk check:
1. Under Risk: Financial/Credit, set Are you satisfied with the level
of financial risk on this matter? to Yes and click Next.
If you choose No, then an email is generated, for sending to a
cashier (or anyone nominated by your firm), which indicates the
concerns about the level of risk on the matter and asks them to
authorise you to proceed.
2. When the Additional Investigation screen opens, confirm if you
require any additional investigation before confirming the instructions.
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To do this, set Is additional investigation required before
confirming instructions? to Yes or No and click Next.
If you choose Yes, then an email is generated, for sending to a
partner, which advises that additional investigation is required prior
to commencing any work and asks them to confirm they are happy
for you to proceed.
If you choose No, then you are prompted to indicate whether you
require a client care letter.
3. Click Next to complete the task and move on to produce a client care
letter.
Produce a client care letter
The Client Care Letter (Rule 2) screen allows you to specify whether you
require a client care letter and then produce the letter itself.
To produce a client care letter:
1. Under Client Care Letter (Rule 2), set Would you like to attach
additional contacts? to Yes.
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If you choose No and click Next, then you have finished and the
Process Complete screen is displayed.
2. Click Next to produce the client care letter. However, be aware of the
following behaviours:
If there are no contact details for the client, then you will be asked
if you want to email the client care letter.
If an email address has been specified for the client, then the letter
will be attached to an email ready for sending to the client.
If an email address has not been specified for the client, then the
letter will be generated ready for sending to the client via the post.
3. When the Process Complete screen opens, click Finish to close the
Task Pane. The Client Inception workflow is now complete and the
matter is saved.
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Pause a matter inception task
It is possible to pause a running task and then resume it from exactly the
same place at a later date. This is particularly useful if, for example, you
are waiting for authorisation regarding the level of risk on a matter. Once
authorisation has been received you can then quickly resume the task and
continue. Tasks can be resumed from the Task List or the Process
Overview.
To pause a matter inception task:
1. In the Task Pane, click Pause.
2. When the Pause button is clicked, the workflow associated with the
process is paused.
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All paused tasks are shown in the Task List with the Run task icon
.
All paused tasks are shown in the Process Overview with the
Resume workflow icon .
To resume a matter inception task:
1. Locate the desired task and do one of the following:
In the Task List, click the associated Run task icon .
In the Process Overview, click the associated Resume workflow
icon .
2. When the Task Pane opens, continue to complete each activity.
NOTES
Tasks are paused indefinitely.
Previously entered data is saved.
The Task List is located on the main ALB ribbon.
The Process Overview is located on the Extensions tab in the Matter
Details screen.
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