Online quoting and instruction system · Web viewAllowing you to slice the legal process up and delegate it out appropriately. ... This is achieved by using key word exceptions

Redbrick Practice Management (RPM)

Release Notes - Version 9.0.19

Date 30th April 2017

CONTENTSCONTENTS.............................................................................................................1

CHANGES FOR USERS............................................................................................2PROGRESS SCREEN..................................................................................................................2

MISSING PARTIES FOR DOCUMENT TRIGGERS.......................................................................2ADD TASK TO TASK CATEGORY.............................................................................................2TO DO SCREEN CONFIRMATION............................................................................................2TASK ASSIGNMENT................................................................................................................3

CLIENT...................................................................................................................................... 6ADD NEW CLIENT AND EXISTNG CLIENT BUTTON..................................................................6

DOCUMENTS.............................................................................................................................7HIGHLIGHT MULTIPLE DOCUMENTS FOR TAGGING................................................................7MANDATORY ADDRESS AS AND DEAR OPTION......................................................................7DOCUMENT HISTORY.............................................................................................................7

NOTIFICATIONS.........................................................................................................................9OUTLOOK ADDIN....................................................................................................................11

ADD CASE EMAIL TAG TO EMAIL SUBJECT LINE OPTION......................................................11NO TAG IN EMAIL PROMPT OPTION......................................................................................12

LAND REGISTRY......................................................................................................................13SCHEDULED JOBS...................................................................................................................14ADDITIONAL FUNCTIONALITY..................................................................................................18

REPORTS RESULTS COUNT..................................................................................................18SEPARATE ROOT AND TITLE FIELDS FOR FREEHOLD/LEASEHOLD.......................................18

CHANGES FOR ADMINISTRATORS..........................................................................19USER SETUP...........................................................................................................................19

ASSISTANTS........................................................................................................................19PROGRESS SCREEN................................................................................................................20

TASK ASSIGNMENT..............................................................................................................20

RPM Release Notes – 9.0.18 Page | 1 of 23-1

CHANGES FOR USERSPROGRESS SCREENMISSING PARTIES FOR DOCUMENT TRIGGERSIf you have a Document triggered action for a Party that has not been added to a case, you are now given a prompt and the ability to add the Parties and so you can continue with creating the document:

ADD TASK TO TASK CATEGORYWhen adding a new Task from the Progress Screen you are now able to select the Task Category you want the new Task adding to:

TO DO SCREEN CONFIRMATIONWhen clicking on the Progress button you are now have to confirm if you would like to change to the To Do screen. This should now stop the To Do screen being display if you mistakenly double click on the Progress button.


TASK ASSIGNMENTTo allow firms the ability to work better in teams and to cut down on unnecessary email we’ve introduced a system that allows individuals to delegate elements of the workflow, to another user or group of users.

This can be done either on an ad hoc basis. E.g. John can you order the searches on this case and notify me when it’s done.

Or this can be set up to work on a template basis. E.g. All post completion tasks are delegated to the post completions team etc.

Allowing you to slice the legal process up and delegate it out appropriately.

Only users that have been given permission to delegate tasks can do so however. This is controlled via the permission in the users and groups section in the options screen (see Administrator section below).

In the Progress screen you can add two new columns to the view which will show if a task has assignment setup on it. Assigned By: This will show the initials of the user that has assigned the Task. Assigned To: This will show who the Task has been assigned to/

If you have a task that has been assigned to yourself or if you have assigned a task to someone, you will see the notification indicator displayed for user assigned:

When opening the User Assignment notification window, double clicking on a Notification will give the details, below is an example of a task that has been assigned to yourself:



If you are the person that has assigned a task to someone, you will see a notification to let you know what action has been taken on the task. Below is an example of when the user assigned to the task has completed it.


CLIENTADD NEW CLIENT AND EXISTNG CLIENT BUTTONIn the New and Edit Client window there are now two buttons been added to make it easier to add an Existing Contact and New Contact to a Client. These options can still be accessed from the right click menu also as was previously the case.


DOCUMENTSHIGHLIGHT MULTIPLE DOCUMENTS FOR TAGGINGIn the Document screen you are now able to tag multiple documents at a time.

Highlight one or more documents by clicking on each document while holding the Ctrl keyboard button down, then select the Folder button or Folder from the Right Click mouse menu.

MANDATORY ADDRESS AS AND DEAR OPTIONIf enabled by your Administrator, the Address As and Dear field will now be mandatory when creating a Document.

DOCUMENT HISTORYIf enabled by your Administrator you can now view, edit and add document time and cost history information. For example if you want to record that two people worked on the document, one was the fee earner at x rate and y units, the other was the assistant at z rate and n units.


When you add a document a note history item will be added to the Notes History automatically:

If the user has permissions to do so the note history can also be edited after the event by selecting the same option as above “Edit History”.


NOTIFICATIONS

There is now a new Notification area at the bottom right of RPM, this will tell you if you have notifications on the matter you have open or if you have notifications across all matters in the system.

The notifications bar has moved from the main menu at the top to the bar at the bottom of the screen (where there is more room)

We have now broken the notifications down into different specific notifications for the different actions in RPM.

The notification types are:

Search notifications – these indicate when a search results has been automatically added to RPM

Dairy Reminders – these notifications replace the old diary popups. Instead of displaying as a pop up when you open RPM they now show as a new type of notification.

Incoming Portal documents – these notifications are there to highlight that a document / file has been shared on the secure portal by the client to the solicitor. The notification will highlight which document has been shared and on what case.

Land Registry – any incoming Land Registry documents or results will be flagged in the land registry notifications section here.

Task assignments – any tasks assigned to the current user or completed that are to be flagged to the current user are highlighted in this notification section.


When a user opens RPM any notifications that have yet to be actioned will flash briefly at the bottom of the screen. Notifications for all matters as well as notifications for the currently open case will be displayed.

When a user changes to a new matter, this will cause the notifications to update if there are any notifications for the newly selected matter these will also be highlighted.


OUTLOOK ADDINADD CASE EMAIL TAG TO EMAIL SUBJECT LINE OPTION

In this release it’s now possible to add the email tracking code to the subject line of the email rather than have it at the footer of the email. This change also allows you to have an element of customisation on the code.

You can set up the subject line to include tracking by going to the edit matter window.

You can then edit the Email Subject Template field (Highlighted above) to include whatever text you want.

In order for the tracking to automatically pick the email up and add it to the case your template will need to include the following somewhere in it. “RBTRK:[[Purchase.Property.Case ID]]”. The “RBTRK:” denotes that it’s a tracking code identifier. The Case ID token follows it. This allows RPM to assign any sent emails or replies with the id to the right case automatically.


NO TAG IN EMAIL PROMPT OPTION

There is now the option to prompt a user to add a tracking tag to outbound emails before the email is sent.

This will allow you the ability to ensure that a larger volume or your outbound mail and therefore also inbound email is automatically tracked and added to the case it belong to.

This feature can be customised to each individual user, so it can be on for users x & y, but off for user z as an example.

To enable the feature the User setting “TagAllEmails” should be set to “true”. The default is “false” meaning that unless specifically turned on for a user this feature will not be enabled.

To turn the setting on please contact your BC or the helpdesk.

When the feature is turned on the interaction is simple:

When a user sends an email out the system will check for any Redbrick tracking tag. If one exists nothing further will happen. However if one does not exist then the user is prompted as per the below message to add a tag.

It is also possible to exclude certain types of messages from this prompt, so for example internal communications can be excluded from the prompt should you wish.

This is achieved by using key word exceptions which the system looks for in the subject line.

So for example you could exclude all emails which contain “Internal Message” (or any other text) in the subject line.

To exclude certain messages again please contact your BC or the helpdesk who will be happy to set that up.


LAND REGISTRY

Version 19 introduces the first phase of multiple phases of Land registry integration.


SCHEDULED JOBSRedbrick will now allow you to set up scheduled jobs.

There are two types of job that can be scheduled:1) Reports

Scheduling a report will allow the firm to set up bespoke reports and have them sent to a fee earner or group of fee earners at an agreed frequency. For example, if the fee earner wants a report of all the matters completing this week, this could be scheduled to be emailed automatically on a Monday at 7am ready for when they arrive in the office.

Another example of a report could be an exception report. E.g. A report to the compliance officer when work begins on a case without signed T&C’s or money on account for example.

There is no limit to the number or types of reports or scheduled jobs that can be set up. They can also be sent to multiple users and configured to run on a variety of different schedules, daily, weekly, monthly.

2) Case Processors

As well as reports you can schedule case processors to run on a scheduled basis. For example, you could have a case processor that follows up all quotes sent out that day, or chases replies to enquiries that have been outstanding longer than an agreed timeframe.

These processors can be used to send automated emails and or SMS messages to the client / third parties.

the case processors can also be used to update other parts of the system. For example, automatically tick off the task on the case to show that the follow up has happened.

Effectively with some careful thought and setup firms can set up autonomous processes that work the case(s) for them automatically on a rules driven basis.

To set these up however you must be an administrator in the system.

To schedule a report go to the “Options” screen, then select “Scheduled Jobs”


To add a new job, select “Add” and follow the on screen setup wizard.

First select a name for your Job, and provide some description so returning users are able to understand what the job is there to achieve moving forward. Then select “Next”.

Next select the frequency you want the job to run at. Each option will have different configuration options on the following page. These vary from type.


Select when you want the job to start, end and the time it should run at.

Next select the type of job you want either a report or a case processor.

When you select a report you next specify how you want the report to be created.

The two options are: 1) Create the report and email it to someone. 2) Create the report and have it saved automatically somewhere on the network.


You then need to configure who the report goes to and where the output is saved.

You have the option here to save a history of the report each time it’s created or chose to have each new report overwrite the previous version (to save space if required).

The final page provides you with a summary of what you have set up. You can navigate back to make amendments if necessary.

Selecting finish will complete the process and add the report, which in this example will then be emailed out every Mon-Fri at 9am.

To automate a case processor (tasks / emails / SMS) the process is the same up to the screen above where you will select case processor.

You then move through the wizard until you get to the set up page:


Here you will select the following:

Matter Type: Which job type to run the process against. These are job type specific because all the tasks and documents differ from matter type to type.Case Processor: Which process you want to run. N.B. Only tasks that can run unattended are possible. So if you set it up to automatically tick a task to say you’ve chased the client. If that task has a trigger(s) on it the task will be ticked but the triggers will not run.Case Filter (Optional):

ADDITIONAL FUNCTIONALITYREPORTS RESULTS COUNT

On the reports screen we’ve added a count field that shows the number of records returned in the report. The count will automatically update when filters are applied to any report.

SEPARATE ROOT AND TITLE FIELDS FOR FREEHOLD/LEASEHOLD

Here we have split the title number and root into two separate fields where previously they were one single field.

There are now tokens for them individually, so you can refer to Title number or Root separately in your documentation. The values that existed before in the joint field are carried forward in to the Title number field.


CHANGES FOR ADMINISTRATORSUSER SETUPASSISTANTS

You can now assign assistants to a fee earner (in the user setup screen. “Options” > “Users & Groups”).

Simply edit the fee earner your interested in and go to the assistants tab.

From here you can just tick the users in the system that you wish to make assistants of the currently selected fee earner.

Note – in order to assign assistants, the user must be a fee earner in the system. You cannot assign an assistant to someone who is not a fee earner. Equally in version 19 you can not make one fee earner the assistant to another.

We’re looking at amend the latter part here in a later release as we have been made aware that in some scenarios one fee earner may act as assistant to another.

Having set up the assistants you will have access to two new categories of tokens in RPM.


There are tokens work in both directions and display the fee earners’ assistants (or partner or logged in user). The tokens will also display if the current user is an assistant to any fee earner.

PROGRESS SCREENTASK ASSIGNMENT

To assign permissions to a user that allows them to assign tasks go to the edit User screen or edit the group which contains the user.

Then go to the Permissions section and select “Can assign tasks”.

To revoke the permission just do the reverse.

To set up tasks to be assigned to a user or group by default you can amend the existing tasks template (or new template if it’s a new task you’re setting up). To assign a task select the Assign tasks option as highlighted.

This will prompt you to set up the required task assignment details.


Please select who the task is assigned by.

Who the task should be assigned to. This can be to either to a specific user, a group, or to the assistant(s) of the fee earner on the case.


Select when to assign the task.

Finally if you want to be notified when the task is completed select the Notify assigner option.


Documents

Online quoting and instruction system · Web viewAllowing you to slice the legal process up and delegate it out appropriately. ... This is achieved by using key word exceptions