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Administrator’s Manual

Aderant Total Office Case
Version 9.1 SP1

Chapter 1: File Locations | Total Office Case User Manual Chapter 1: File Locations | Total Office Case User Manual

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.

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Chapter 1: File Locations | Total Office Case User Manual Chapter 1: File Locations | Total Office Case User Manual

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 ....................................................................................................... 15 Chapter 3: Timeslip Setup.................................................................................... 17 Time Code Systems Tab ................................................................................ 17 Code Setup Tab ............................................................................................. 21 Client System Setup Tab ............................................................................... 22 Timeslip Export Tab ...................................................................................... 22 Chapter 4: To Do Packages .................................................................................. 23 Creating a Simple To-Do Package ................................................................ 23 Assigning a To-Do Package .......................................................................... 27 To-Do Package with Completion of Prior Item............................................. 29 To-Do Package with SOL Date, Settlement or Case Closed Date ................ 31 To-Do Package with a Repeating Task ......................................................... 33 To-Do Package with Multiple Outcomes using Linked Tasks ...................... 34 Modifying To-Do Packages: Auto-Assign to Case Type .............................. 40 Chapter 5: Lawtype Setup .................................................................................... 44 Case Information Screens .............................................................................. 44 Case Party Roles ............................................................................................ 46 Pick Lists ....................................................................................................... 49 Staff Roles ..................................................................................................... 50 Summary Screen............................................................................................ 51 File Numbering Method ................................................................................ 53 Conflict Criteria ............................................................................................. 55

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. 97 Security Tab....................................... 75 Chapter 11: Merge Forms ......................0........ 57 Chapter 6: User Setup ............. 63 Lawtypes....................................................................................... 67 Chapter 7: User Groups....... 58 General Tab ............................................................... 71 Creating/Editing Workgroups........................... 66 Security ....................... 73 Chapter 10: Firm Information .............. 71 Chapter 9: Pick Lists ............... 69 Chapter 8: Workgroups ... 78 Creating/Editing Merge Forms ................................................ 56 Default To-Do Packages.......................................................... 91 Setting up Card File Forms ..................................................................................................................................................................................... 78 Merge Form Selection Screen .............................................................. 94 Item Defaults Tab ............................................... 103 (ver.................................................................................0......................................................... 102 External Interfaces Tab............................................................................................................................................................................................................................................................................... 75 Adding and Maintaining Offices in Your Firm .......................................................................................... 88 Note about Wageloss Forms ..................................................................38) 4 ............Chapter 1: File Locations | Total Office Case User Manual Chapter 1: File Locations | Total Office Case User Manual Other Settings ............................................................................................................................. 103 Outlook Tab .............................................................................................................................................................................................................................................................................................................................. 69 Creating User Groups ............................................................... 94 System Assignments Tab ............................................................................... 91 Chapter 12: Other Settings ................................................................................................ 58 Creating a New User ................................................................. 66 Membership ............................................................................................................................................. 100 User Licenses Tab .................................................................................................................................................................................................... 73 Adding and Deleting Pick Lists and Pick List Items ................................................. 63 Desktop . 80 Retrieving Merge Forms ................................................................. 60 Attorney Info ...................................................... 1........................................ 102 Laptop Setup Tab .......................................................................................................................

.................. 122 E............ 107 Regional Tab .................................................................. Running Crystal Reports inside a Case ............ 104 Workstation Update Tab..................................................................................................... 115 Chapter 15: Financial Setup ........................ 136 Chapter 19: Document Settings ............................................... 132 Custom Case Search ............................... 126 G............ 120 D................... 129 Lawtype Setup for Custom Screens................ Database Connection .................................................................................................................................................................................................. Setup for Case-Specific Reports .................................................. 123 F......................... 110 Method A: Individual User Security ...................................................................................................... 109 Chapter 13: System Security .................................................................................................. 108 Audit Tab ........................................................................................................38) 5 .............................................................. File Locations .... Running Crystal Reports inside a Case ....................................................................... 137 Document Stores Tab ............. 110 Method B: Group Security ........................................................................................... 127 Chapter 17: Custom Case Information Screens ...... 117 B.................................... 130 Merge Form Setup for Custom Screens .................................................... 105 To-Do Tab ..................................................... 133 Chapter 18: Costs Export Setup ............................. 129 Creating a New Custom Screen ......................................................................................... 104 Document/Scan Settings Tab ................................................ 117 A.............. 1........................................................................................................... 119 C...................................................................... 107 Record Request Tab ......................................................................................................................... 116 Chapter 16: Crystal Reports Setup ............................ 105 Report Services Tab ................................................................................................................................................... 139 Custom Properties Tab .......................................................................................................0...............................................................0.. 140 (ver..... 108 CompuLaw Rules ................................................................... Setup for Non-Case-Specific Reports ...... 113 Chapter 14: Custom Templates ................. Crystal Reports Setup in Case ..................................... 137 Settings Tab ...........................................................................................Chapter 1: File Locations | Total Office Case User Manual Chapter 1: File Locations | Total Office Case User Manual Backup Notification Tab .........................

...................................................................................... 156 Recycle Bin .......... 147 Case Related ................ 149 Master To-Do List ...................... 147 Chapter 21: Maintenance Menu ...................0................................... 156 Part 4: Other Admin Settings ................. 153 Import ....................................................................................................................................................................................................................................................................................... 144 Chapter 20: Reports Menu .........................0........................................................ 144 Custom Reports ................................. 155 Archive .................. 144 Caselist Report............................... 150 Rate Systems ............... 154 Export .......... 151 Record Request Management .......................................... 155 SQL Query.......................................................Chapter 1: File Locations | Total Office Case User Manual Chapter 1: File Locations | Total Office Case User Manual Document Review Tab .......... 1.............................................. 147 Maintain Company Entries ................................................. 152 Validation Rules .................................................................. 146 SQL Reporting Services ........................................................................................................... 142 Part 2: Reports Menu ................................................................................................................... 150 Maintain Synonym List .......................................................................................................... 158 Chapter 22: Connected Users .................................................................................................................................................................................................................................................................................................................................................................................................................................................................... 150 CompuLaw Change Notifications ............................ 153 Auditing ..................... 146 Part 3: Maintenance Menu .......................................................................................................................................................................................................................................................... 158 (ver....................................................................................................................................................................................................... 141 Filter Group Tab ................................38) 6 .............. 145 Crystal Reports ....................................

If needed. While a glossary is provided. Features: This manual contains eighteen chapters covering every module in the System Setup window: File Locations. please see your nearest supervisor. Each module has its own navigation instructions and can be viewed individually. Custom Templates Cost Export Setup. Timeslips. 1. (ver. Crystal Reports Setup and Custom Case Info Screens. Software Requirements: Profiles Case and Crystal Reports are required for the chapters in this manual. Merge Forms. Workgroups. with familiarity of a firm’s basic processes. The following pages assume that the reader has knowledge of legal and financial terms. Pick Lists.0. Financial Setup. they must be installed for administrators and authorized users to perform the explained operations. the manual does not include legal basics. Other Settings.0. Firm Information. Case Party Categories.Chapter 1: File Locations | Total Office Case User Manual Chapter 1: File Locations | Total Office Case User Manual Preface Audience: This manual is designed for firm administrators and authorized users operating Profiles Case. Lawtypes. Users.38) 7 . User Groups. To-Do Packages.

Merge Document: Documents created from with CP using a pre-defined template. access. A pick list may change depending on lawtype.38) 8 . In some pick lists. there are pick lists with a drop-down of items to complete a field. Workgroup: A collection of users within a region (or office) which will consist of several offices (or departments). Users can be members of more than one workgroup. If a firm does a major portion of its work in one area that might ordinarily be categorized broadly under Personal Injury. CP Admin: Staff Member who configures and maintains database. Integration: Applications that link between each other. access User Comments and the User’s Journal.Chapter 1: File Locations | Total Office Case User Manual Chapter 1: File Locations | Total Office Case User Manual Quick Reference Glossary Case Perspective: Case perspective focus is on all matters that relate to a case. Pick Lists: Throughout CP. view and create Time Sheets. the word “parties” means more than just plaintiffs and defendants—it means individuals or entities who plays a role in a case. (ver. This may include doctors. This collection of users is determined when a case is opened. then it may be advisable to create a distinct law type for those actions apart from the general Personal Injury area. The order of the items in a pick list is in alphabetical order according to specific lawtypes. and can be edited in the General Info Screen of a case. Case Information Screen: Screens within a case that hold case related information. Party: In Total Office. multiple items can be selected. and in other pick lists. only one value can be chosen. system-wide and card file parameters. Users access their (as well as others’) to-do items. insurance companies and many other entities.0. Members within workgroups will have access to all cases assigned to their workgroup alone. access card file entries for their workgroup(s). DMS: Document Management System / Document case info screen with each case.0. Personal Injury would encompass a wide variety of Torts which cause injury to the person and/or property. Thus. for instance if there is a specialty group within the firm which only handles Medical and Nursing Home Malpractice. Other pick lists provide a simple “yes” or ”no” response. Desktop: On the Desktop. Card File: Address book and contact list containing clients and other case-related parties. 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. 1. view and access all documents created with the merge feature of CP. judges. A user can be a member of one office only. 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. the focus is on the user.

0. click “Administration” on the menu bar and click “System Setup” in the drop-down menu. Setting File Locations Key directory locations are described below.0. 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. Once established and entered. To reach the File Locations window. figure 1.1 (ver.Chapter 1: File Locations | Total Office Case User Manual Chapter 1: File Locations | Total Office Case User Manual Part 1: System Setup Chapter 1: File Locations Correct file locations are critical to proper function of the system. values for system file locations should not be changed unless application locations are moved. 1.38) 9 . and then Double-click “File Locations” in the System Setup window.

CP for Windows knows where to put the directories for each type of form. Program Upgrade Files (ver. 2. Set the Scanned Document Pages directory. The only requirement is that the directory be shared and can be modified by users on the network. Cardfile Images 7. This should be set to something like \\Server\CPShare\CPWin\History\. this will be the same directory as the History Files. This indicates where certain temporary files related to spell check and workstation upgrades will be stored on your system. Should always be a subdirectory of the CPWin directory. a subdirectory is automatically created for each group of forms. This indicates where all forms will be stored on your system. Please note: If you have multiple offices turned on.0. This should be set to something like \\Server\CPShare\CPWin\Forms\. Form Files 6. Macro Files 5. This should be set to something like \\Server\CPShare\CPWin\Macro\.0. it can be pointed to a different directory if needed because of space requirements. Set the Card File Images directory. History Files 3. 1. This should be set to something like \\Server\CPShare\CPWin\Upgrade\. this field will be unavailable. Should always be a subdirectory of the CPWin directory. Thus. This indicates where all case-related documents will be stored on your system. and so on. Please note: Normally. Please note: When forms are stored. You should not indicate any particular lawtype when setting up the Form Files value. this can be moved to a separate server if space is an issue. This indicates where all images of people stored in your card file will be stored. Should always be a subdirectory of the CPWin directory. This indicates where your system copy of CP is located. Workers’ Compensation Claimant forms are stored in \\Server\CPShare\CPWin\Forms\WC.38) 10 . This indicates where you will put files associated with upgrades to CP. Scanned Document Pages 4. You can go under Firm Information which will enable you to setup separate upgrade paths by office in case you are in a WAN.Chapter 1: File Locations | Total Office Case User Manual Chapter 1: File Locations | Total Office Case User Manual Field Field Description 1. however. Personal Injury forms are stored in \\Server\CPShare\CPWin\Forms\PI. however. Should always be a subdirectory of the CPWin directory. Shared Application Files Should be set to something like \\Server\CPShare\CPWin\.

Should almost never be a subdirectory of the CPWin directory. click the “OK” button (figure 1. This is used with the HotDocs Integration module and will be setup by a CP’ representative during configuration. 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. Please note: When custom template forms are stored a subdirectory is created under the forms directory called Template. Reports Should always be a subdirectory of the CPWin directory. Custom Template Data Files 14. This should be set to something like \\Server\CPShare\CPWin\Reports. Should almost never be a subdirectory of the CPWin directory.0 Refresh Files 12. This should be set to something like \\Server\CPShare\CPWin\History\. This indicates where the reports for the CP Financial System and any custom Crystal Reports are stored. CP 4. Should always be a subdirectory of the CPWin directory. Should always be a subdirectory of the CPWin directory.1) to save your changes.38) 11 .0 Data Files 11. Instead this is usually a directory named CMSCP\Fresh that can be on the same drive as the CPWin directory or elsewhere. Custom Template Form Files 13.Chapter 1: File Locations | Total Office Case User Manual Chapter 1: File Locations | Total Office Case User Manual 8. 1. This indicates where all of the Custom Templates will be stored on your system. Instead this is usually a directory named CMSCP that can be on the same drive as the CPWin directory or elsewhere. CP 4.0. This indicates where any archived documents will be stored on your system after the archive process or when unarchiving documents. Should always be a subdirectory of the CPWin directory. Hot Docs Answer Files When you have finished setting all file locations. Setting this value is only necessary in certain situations known to our support department and trainers. Archived Document Files 15. This should be set to something like \\Server\CPShare\CPWin\Archive\. please leave it blank. Setting this value is only necessary in certain situations known to our support department and trainers. BMP Files (for buttons) 9. This should be set to something like \\Server\CPShare\CPWin\Forms\. (ver.0. This should be set to something like \\Server\CPShare\CPWin\BMPS\. please leave it blank. Should always be a subdirectory of the CPWin directory. 10. If this value is blank. Should always be a subdirectory of the CPWin directory. This indicates where all of the Custom Template forms will be stored on your system. If this value is blank.

1).0. figure 2. The formatting toolbar offers editing options for card fields.2). Job Title. Creating and Editing Party Categories Click “Administration” on the menu bar and click “System Setup” in the drop-down menu.2 Field Field Description 1. Other options provide standard text 2.g. 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.. In the Category Selection window (figure 2. Field Area (Tabs) When you click a tab (figure 2. Formatting Toolbar (ver. Company. 1.38) 12 . as well as “Column Name” in field #3. click the category and then click “OK” to open the screen editor for that selected category. Left click any field (e. view and/or edit the layouts of party categories to be used in the card file.1 figure 2. etc. the field area will change. Each field area contains fields that can be selected. Social Security #. Double-click “Case Party Categories” in the System Setup window. you can create.) to select it. scroll down to the category you wish to revise. Notice that the title bar of the window. moved or deleted.Chapter 2: Case Party Categories | Total Office Case User Manual Chapter 2: Case Party Categories | Total Office Case User Manual Chapter 2: Case Party Categories In this section.0. indicate the name of a selected field.

. Additionally. Save/Open 8. click the “Delete Role” button. If you want to delete the current role.\Dr.0. To resize a field.\Mrs. Click “Open” to open the category selection window (e.. 3. first select it (left-click) and then click the “Remove” button. Mr.1). specifically Florida’s Mandate 2. icon (not required) and whether or not you want to duplicate an existing category role layout.38) 13 . (For example: Company. To implement this field. changing according to which field is currently selected. Properties 7. Select this button to add a text field to the layout of the category. figure 2. Click “Add Field” to open a window with a list of fields you can add to the field area.g.Chapter 2: Case Party Categories | Total Office Case User Manual Chapter 2: Case Party Categories | Total Office Case User Manual editing such as size.516. Also notice the “Label” field. Select this button to access the properties section of the category. New Role/Delete Role Adding eService field to Attorney Card File Layout Firms will need to add the eService field to the Attorney card file in order to capture large amounts of email addresses. Add/Remove Field 5. Field Statuses These two small fields are dynamic.. It can be seen by users in the custom case screen. 1. figure 2. “Column Name:” displays the name of the selected field. See the “Properties” section below. click the edge of any field (cursor will change) and drag it to the appropriate size.1) again. To remove a field.g.0. Click “Save” to keep any changes you may have made on the category. Select multiple fields from the layout by clicking on the fields and holding the “Ctrl” button on your keyboard. In most cases a firm will need this field for eServices. but this option is not available until you assign the Comment field to the eService field in Admin/System Settings/Other Settings. The new role creation window requests a name. add a label field and a comment field to the Attorney card (ver. and “Icon:” displays the graphic for each selected field. Click “New Role” to create an entirely new category in the category selection window (e. which is a the caption for the selected field. 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. Add Text 6. there are five Alignment/Resize Icons. style and alignment for each field. All selected fields will either be aligned or resized to match the formatting option you select. 4.

0. Add Text Click Add Text and drag the field to an area just above the Comment 11 field you (ver.0. and then click and drag the comment field to fit in the appropriate space on the Attorney card file layout. Add Field Clicking the Add Field button will open a window containing fields available to add to the Attorney card file layout.38) 14 . 2a.Chapter 2: Case Party Categories | Total Office Case User Manual Chapter 2: Case Party Categories | Total Office Case User Manual file category. 1. Select Comment 11 and click OK. 1.

Chapter 2: Case Party Categories | Total Office Case User Manual Chapter 2: Case Party Categories | Total Office Case User Manual

created in the previous step. 2b. Label Click the Label area near the top of the window and label the text field “eService.”

Once you have completed the above steps, click the save button (disk icon in the active toolbar near the top of the screen) to finish adding the eService field to the Attorney card file layout.

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.

figure 2.3

Field

Field Description

1. Category / Role 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.

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Chapter 2: Case Party Categories | Total Office Case User Manual Chapter 2: Case Party Categories | Total Office Case User Manual

2. Default Name Display

Select the way that you would like names of entries assigned to this category to display in Total Office. For individuals, it is recommended to choose “Last, First,” and for companies: “Company.” 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. 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. 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. Select from a list of custom tab options in this field, if any apply to your category. 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.

3. Visibility

4. Sub-Categories/Roles

5. Tab Setup

6. Custom Tabs

7. Pick Lists

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Chapter 3: Timeslip Setup | Total Office Case User Manual Chapter 3: Timeslip Setup | Total Office Case User Manual

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.

figure 3.1

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 2. Enable Pending/Release Options

Check this box to enable creation of time entries in Total Office. If exporting time slips to a third party, such as Time & Billing software, check this box.

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select if you would like the user to be prompted to enter a time slip each time they exit a case. Create After Document Duplicate 8. Create After Sending a New Message 5. 1. the user will be prompted to enter a time slip each time they send a phone. Require Case Association 12.) Check this box to show the “Attorney” field in the time slip entry dialogue. 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. 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 create a new entry under the Comments section of a case. Show Rate/Amount Value (ver. Show Timekeeper Selection 16. Create After Document Reviewed 10. the user will see the rate and amount values on the time slip screen. (Note: The rate and amount fields on the time entry 4. Checking this box also enables you to have users with the “Billable” checkbox flagged to show as well. Show Billing Client Selection 14. Check this box to show the Timekeeper field in the time slip entry dialogue. 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. (Please note: Only clients checked as a “Billing Client” under the Parties screen of the case will show up in this list. Include Billable in Attorney List 11. 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. Only users flagged as “Attorney “ in User setup show in that list. mail or bulletin message. You can choose to Disable this option. Turn this option on if you want to set a requirement for each time slip— to be required to associate with a case. Create After Completing a To-Do Item 7. 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.Chapter 3: Timeslip Setup | Total Office Case User Manual Chapter 3: Timeslip Setup | Total Office Case User Manual 3. use it for All Users or make it optional by an individual user setting (Under User Setup). The attorney field on timeslips determine the rate.0. Show Attorney Selection 15. Postpone Timeslip Creation Until After Merge 13. Create After Deleting a Message 6. If this box is checked the user will be prompted to enter a time slip each time they delete a mail message. Create After Creating Case Comment 9.0. If this box is checked.38) 18 . Case Timer Prompting In the drop-down menu.

Require Detail Text Check this box to allow 0 time to be entered. task or activity). Do Nothing (never overwrite): When this option is turned on. If billing clients exist in your Card File. Insert Comma Between Expanded Text 23.”) to be placed in between the first and last parts of the time slip text. 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. the user will not be allowed to create a time slip without entering task and/or activity codes. This is a new configuration setting which allows editing of time already transferred to ATF. Require Billing Client If Used 21. Allow Edits to Tranferred Timeslips 26.0. A new configuration option has been added to hide these fields. the user will not be allowed to create a time slip without entering a Time code. (ver. Always prompt user: This option will present a notification box informing the user about narrative changes each time they add a Time.38) 19 . Allow 0.) 17.0 Hour Slips Created During Merge 19. Allow 0. Select the appropriate drop-down option to perform with the narrative text for each type of code (time. nothing will take place within the narrative text of the code when it is selected.0 Hour Slips Created Manually 18. 22. Require Task/Activity Codes If Used 25. and task and/or activity codes are turned on. Expansion to Narrative Options 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. If this box is checked. Disallow New Timeslip on Closed Cases 20.0. Turn this option on if you want a comma (“. you can require a billing client to be attached to a time slip by turning this option on. 1. If this box is checked.Chapter 3: Timeslip Setup | Total Office Case User Manual Chapter 3: Timeslip Setup | Total Office Case User Manual window can be hidden from the user. Check this box to allow 0 time to be entered. If this box is checked the user will not be allowed to create a time slip if the case is closed. Require Time Codes If Used 24. even during a merge. Turn this option on if you want time slips to require further details in the text field. Must be checked on. Task or Activity Code.

check this box. check this box. 30.Chapter 3: Timeslip Setup | Total Office Case User Manual Chapter 3: Timeslip Setup | Total Office Case User Manual 27. Billable Checkbox: If the firm has non-billable and billable time slips.”) Time Code Systems: This list displays the available/existing time code systems. Delete (ver.          System Description: This field displays the name of the Time Code System that is selected. Clicking this button saves your changes. Taxable Checkbox: If the firm charges tax for any of their time slips. Time Code System Settings To make the changes below. Time Code System Selection Default Time Code System: In this drop-down box.0. Timecodes: If time codes will be used for the selected system.0. check this box. Taskcodes: If task codes will be used for the selected system. the user will be allowed to enter a Venue for each time slip entered. Venue Picklist: If this box is checked. check this box. 29. New System Click this button to open the “Add New/Modify Time Code Systems” window. Expense Codes: If expense codes will be used for the selected system. select which time code system your firm or office will default to. 28. check this box. Clicking this button deletes a selected time code system.38) 20 . Attendees: If this box is checked. Save 31. check this box. 1. click the name of the appropriate system under “Time Code Systems” and click the “Modify” button. Activity Codes: If activity codes will be used for the selected system. the user will be allowed to enter Attendees for each time slip entered. (Please note: Each client may have a different Time Code System assigned to them under the “Client System Setup tab.

. Please consult with a Total Office’ technical support representative prior to making any changes or additions to these fields. Code Settings/Options To add a code. (Please note: Many features involving codes are not covered in the Case Management administrator’s manual. Time Code System Select the Time Code System that you would like to add the codes to. (ver. and select the adjacent radio button(s) that represent the type of codes (e.g. Billable: To make the selected code billable.Chapter 3: Timeslip Setup | Total Office Case User Manual Chapter 3: Timeslip Setup | Total Office Case User Manual Code Setup Tab Open this tab to enter tasks used for task codes. task codes or activity codes) you wish to see or edit. 1.0. These features can be set in the Total Office’ Financial System and will be dependent on your financial settings. Click to select one. and then click “Save” to keep the code and your changes. for the selected code.) figure 3. alphanumeric or numeric code for the selected code. time codes. 2. click the box so that you see a check mark. Code Description: Enter the description that will be used in the detail notes of the time slips. Enter the code’s description in the field below it.0. Code: Enter an alpha.38) 21 .3) and enter the code name in the “Code” field near the bottom of the window.3 Field Field Description 1. Code List 3. and field #3 below will display specific options for that code. This field displays the existing codes within each time code system. click the “Add” button (as seen in figure 3.

(ver. Please consult with an Aderant Total Office technical support representative prior to making any changes to this screen.Chapter 3: Timeslip Setup | Total Office Case User Manual Chapter 3: Timeslip Setup | Total Office Case User Manual Client System Setup Tab Use this tab to assign a Time Code system other than the default to an individual client.38) 22 .. For example an insurance company might require task and activity codes as opposed to other clients that only need to have time codes entered.) After searching for a client. (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. figure 3. 1.0. click the name so that it is highlighted (e.4) and click the drop-down list for a time code system list to choose from. figure 3.0.4 Timeslip Export Tab This tab is used to setup export scripts for use with third party software.g.

1 below displays an example of a To-Do Package screen. The following sections provide walkthroughs of sample To-Do packages.1 Creating a Simple To-Do Package This section explains the setup of a basic To-Do package.) Click “Administration” on the menu bar and click “System Setup” in the drop-down menu. which explain the mechanics of To-Do Package creation.38) 23 . figure 4. and some of other options and complexities that can be added. To-Do Packages can range from a simple group of to-dos to a complex system that has multiple outcomes including email notifications. Refer to this section for basic instructions on how to create your own To-Do Package. click “Add.Chapter 4: To Do Packages | Total Office Case User Manual Chapter 4: To Do Packages | Total Office Case User Manual 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.2 To create a new To-Do Package. so you can tell whether or not they launch correctly. Figure 4. This will help you see exactly what the package will do when assigned and completed to ensure you are getting the desired results. Double-click “ToDo Packages” in the System Setup window.0. 1.” (ver. figure 4.0. (Note: A good idea would be to set up a test case that you can assign these packages to as you are building them.

0. (ver. For User / Staff Member If “User” is selected.38) 24 . then the user adding the package to a case will be marked as the person responsible for completing this item. 1. (1) name your new to-do package and click “Add” (2) to open the to-do item screen.4 Field Field Description 1.Chapter 4: To Do Packages | Total Office Case User Manual Chapter 4: To Do Packages | Total Office Case User Manual figure 4.3 As figure 4. If “Staff Member” is selected.3 shows. The following screen describes the to-do item screen in detail.0. and should be referred to for all To-Do Package creation: figure 4.

Repeating Task This option is used to create a to-do item that repeats itself each time it is completed.38) 25 . Here you can enter a description of the task that needs to be completed. the reminder here acts with respect to the Target Date.”) Select a trigger action from the following options: 3.Chapter 4: To Do Packages | Total Office Case User Manual Chapter 4: To Do Packages | Total Office Case User Manual the staff assigned to the case under the role you choose in the drop-down box will receive this item. For the purposes of this simple To-Do Package. the trigger must be “When Added to the Case. (ver. (Note: These settings will only apply for the individual item and not all items in the package. Note: the reminder date is the first date on which the task appears on a recipient’s to-do screen. When assigning a package and you set your “Target Date” (date the package is added to the case). the option “When Added to the Case” has been selected. Manually Started: Item will be launched as part of a linked task (see page 38). 1. Reminder When Added to the Case: Item will be added to the case when the package is assigned. If you enter a negative number. Statute of Limitations Date: Item will be launched when a new Incident record is entered and the SOL date has been entered. Item Triggered By       4. (Note: For the first item in any package. Description 5.” this reminder will activate 30 days prior to the Target Date.) 2.0. Comments 6. Here you can enter any additional information that pertains to this item.0. such as “-30. So if you enter “30” in this field. It is possible to assign this item to a user and other items in the package can be assigned to case Staff Members. Case Closed Date: Item will be launched when a closed date is entered for the case. Settlement Date: Item will be launched when a new Settlement record is entered and the settlement date has been entered. More on this option will be discussed later in this manual. By Completion of Prior Item: Item will only be assigned when the previous item has been completed. you can select an action that will activate or “trigger” the current To-Do Package item. it will activate 30 days after the Target Date. In this field’s drop-down box.

This selection is necessary to create to-do lists. Once the merge has been completed. So if you enter “30” in this field. 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. This field enables selecting from a list of people to notify via email when the todo is completed. Upon Completion (Options) (ver.Chapter 4: To Do Packages | Total Office Case User Manual Chapter 4: To Do Packages | Total Office Case User Manual 7. Here you can select a merge form that will need to be merged when this item is completed. they will receive a notification that there is a merge form template attached and will be prompted to merge it.38) 26 . This field enables selecting the priority level that this item should have. Type 11. when the user goes to complete the item. 1. and will advance the phase to the next phase (i.e.” this deadline will activate 30 days prior to the Target Date. it will activate 30 days after the Target Date. Note: the deadline date is the date on which the task must be completed. the item will be completed. This field determines where to assign the deadline/reminder date should it fall on either a Weekend or a Holiday your firm honors. Merge Form 14. Count By 9. and it serves as a filter when viewing the to-do screen. Priority 12. make a selection in the drop-down box to count either by calendar days or business days (Monday through Friday). progressing from intake to discovery). such as “-30. select the type of to-do item you wish to create. For example. When counting out the days for the deadline/reminder dates. 8. If you enter a negative number. Deadline Same as the previous field.0. In this field.0. Weekend/ Holiday 10.. This field enables selecting the phase of the case that this to-do will be assigned to. Phase 13. 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. the deadline here acts with respect to the Target Date of a package.

Figure 4. We will discuss this in more detail later in the manual.5 Click this button to get a print layout of the current state of your To-Do package.5 below displays an example of what a To-Do Package flow chart might look like. Click the “To-Do” icon on the system bar. Assigning a To-Do Package Follow instructions below to assign a To-Do Package to a case. Multiple Outcomes (Options) 16.0.38) 27 . Print figure 4. If a case is not already open. The result should look like the example shown in figure 4. 17. and click “OK. including all outcomes of complete or incomplete actions.Chapter 4: To Do Packages | Total Office Case User Manual Chapter 4: To Do Packages | Total Office Case User Manual 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. When you have finished entering and editing this to-do package. 1. 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. it is ready to be added to a case. select a case from the Case Search window. click “OK” to save and close the window. Flow Chart Check this box if the to-do item can have multiple outcomes when completed.” (ver.0. When a To-Do Package is complete.3. 15.

Field Field Description 1. click “OK. (ver. 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. User(s) Once the target date is set. and click “OK.7 above).6 In the “Select a To-Do Package” window (figure 4.6 above).0.” 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. figure 4.38) 28 . 2. as well as the recipients’ desktop.” Doing so will open the To-Do Package window with your selected case in queue.8). Target Date Set the Target Date field that will trigger the reminder and deadline dates for each of the items in the package.0.Chapter 4: To Do Packages | Total Office Case User Manual Chapter 4: To Do Packages | Total Office Case User Manual figure 4. you will see the list of details for the selected package.7 In the To-Do Package’s main screen (figure 4. choose a To-Do Package to add to the case. 1.

0. we will create two items: the second item will activate only when the item (task) before it is completed. In this section. on the To-Do screen. (ver. Click “Adminis-tration” on the menu bar and click “System Setup” in the drop-down menu. To-Do Package with Completion of Prior Item You can create a To-Do Package that has interacting items. as seen below in figure 4. Double-click “ToDo Packages” in the System Setup window.9 Information and instructions completing To-Do Packages is provided in the User Manual side of this manual.8 The to-dos will also appear on your Profiles Case desktop.9.0. 1.Chapter 4: To Do Packages | Total Office Case User Manual Chapter 4: To Do Packages | Total Office Case User Manual figure 4.38) 29 . figure 4.

10 above).11 As figure 4. your To-Do Package window might look like the following: figure 4. name your new to-do package and add two items to the package.11 (above) shows. figure 4. and another for the follow-up.12 When you have filled out appropriate fields and completed each to-do item.0.0.10 Click “Add” in the To-Do Package selection screen (as seen in figure 4. 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 4.38) 30 .Chapter 4: To Do Packages | Total Office Case User Manual Chapter 4: To Do Packages | Total Office Case User Manual figure 4. Create one to-do for the initial task.13 (ver. 1.

Click “Administration” on the menu bar and click “System Setup” in the drop-down menu. In this example.15 above). there is a target date you must set for each to-do item. we will create a SOL (Statute of Limitations) To-Do Package. so that the target date will be created for you.38) 31 . figure 4.Chapter 4: To Do Packages | Total Office Case User Manual Chapter 4: To Do Packages | Total Office Case User Manual figure 4.0. (ver. This section explains how you can configure a to-do item target date to correspond with case-related events. Double-click “ToDo Packages” in the System Setup window. Settlement or Case Closed Date When a To-Do Package is assigned.15 Click “Add” in the To-Do Packages selection screen (as seen in figure 4.14 To-Do Package with SOL Date. 1.0.

17 Field Field Description 1. 1. make the reminder value “-30” for the to-do task named “30 days until SOL runs”). In this example.. Set to the “Reminder” and “Deadline” fields match the title/purpose of your to-do item (e. name your new to-do package and add several items to the to-do package.38) 32 . three key options must be set for each task: figure 4. Item Triggered By 2.g.0.0. In the to-do item creation screen. Set its type to “SOL Warning. Type Select “Statute of Limitations Date” for the “Item Triggered By” field.16 As figure 4.” or whichever to-do type is used by your firm.Chapter 4: To Do Packages | Total Office Case User Manual Chapter 4: To Do Packages | Total Office Case User Manual figure 4.16 (above) shows. we create several items representing different SOL dates. 3. Reminder and Deadline (ver.

Click “Administration” on the menu bar and click “System Setup” in the drop-down menu.19 above). figure 4.21 displays this option in the to-do item window. For the example below we will setup a monthly reminder to Review the File. 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. Figure 4. To make this a repeating item.20 shows. figure 4. the SOL date for this item will then be used as the target date.38) 33 . 1.19 Click “Add” in the To-Do Packages selection screen (as seen in figure 4.20 As figure 4.” the package will be triggered by creating a new record in the Settlement screen.Chapter 4: To Do Packages | Total Office Case User Manual Chapter 4: To Do Packages | Total Office Case User Manual Once this to-do item is configured. If you choose “Closed Date. (ver. make sure to turn the “Repeating Task” option on.” the package will be triggered by the Closed Date field under a case’s General Info.” If you choose “Settlement Date. name your new to-do package and an item to the package. 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.0.0. Double-click “ToDo Packages” in the System Setup window. and you do not need to manually type it in during To-Do Package assignment.

This section uses linked tasks.Chapter 4: To Do Packages | Total Office Case User Manual Chapter 4: To Do Packages | Total Office Case User Manual figure 4. you can go to the “ToDo Items” screen of a case information window (figure 4. (ver. which are tasks directly connected to (or linked to) the outcomes of other tasks.22 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.0. Click “Adminis-tration” on the menu bar and click “System Setup” in the drop-down menu. To-Do Package with Multiple Outcomes using Linked Tasks If your to-dos will have the possibility of turning out multiple ways.21 Click “OK” to save your work and close the window. Double-click “ToDo Packages” in the System Setup window. use the following walkthrough for creating them. To see the application of this function. 1.22 below): figure 4. screen.0.38) 34 .

Within each to-do item settings window. This item can be triggered by either “When Added to Case” or “By Completion of Prior Item.24 As figure 4. In this example.” depending on the task situation. it is set as “When Added to Case.23 above).23 Click “Add” in the To-Do Packages selection screen (as seen in figure 4.0. In this example. as it will activate one of the two follow-up tasks (#3 or #4) depending on the outcome. 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.” (ver.0.38) 35 .Chapter 4: To Do Packages | Total Office Case User Manual Chapter 4: To Do Packages | Total Office Case User Manual figure 4.24 (above) shows. figure 4. name your new to-do package and add items to the package. 1. four to-do items have been created.

) (ver. (Click “OK” to save and close.0. and the “Add” button was clicked to bring them over to the selected items.25). click the “Task has multiple possible outcomes” checkbox and add the following two possible outcomes: figure 4.0. Within the screen (figure 4. note the following screen (figure 4.26 below): figure 4.38) 36 . 1. first select it and then open the to-do item edit screen. the “Not Received” and “Received” options were selected.Chapter 4: To Do Packages | Total Office Case User Manual Chapter 4: To Do Packages | Total Office Case User Manual To set the special properties for Item #2 (“Has Package Been Received?”).26 In the above window (figure 4.26).25 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 4.0. Click “Has Package Been Received?” and click the “Edit” button to link the outcomes: figure 4. 1. But now that two possible outcomes have been defined. the screen above (figure 4.38) 37 .27 If we stop here.Chapter 4: To Do Packages | Total Office Case User Manual Chapter 4: To Do Packages | Total Office Case User Manual figure 4.26 below): (ver.28 To see how our previously-created task (“Schedule a Meeting”) was linked to the “Received” outcome. respectively.0.27) is what our package looks like. we will link our previously-created tasks to those outcomes.

28 We simply click “Schedule a Meeting” and then click “OK.” and it will look like the following: figure 4.” Repeat the previous step for “Not received” by selecting “Resend Packet.Chapter 4: To Do Packages | Total Office Case User Manual Chapter 4: To Do Packages | Total Office Case User Manual figure 4.0.29 When you have finished linking both tasks.38) 38 .0. 1. click “OK” and your To-Do Package should look like the following: (ver.

Chapter 4: To Do Packages | Total Office Case User Manual Chapter 4: To Do Packages | Total Office Case User Manual figure 4.0.30 Your flow chart for this To-Do Package will look like the following: figure 4. The following pop-up window will appear: (ver.38) 39 . Scroll down to the “Has Package Been Received?” to-do item and use the right-click menu to complete it. 1.0. assign the package to a test case and open the “ToDo Items” case information screen.31 To see the output of the To-Do Package work.

and then click “Modify” (as seen in figure 4. These packages will be triggered by the date a case is “received” and opened in Total Office. For this example.33 below). (ver. Double-click “ToDo Packages” in the System Setup window.0.0.” You can do this by using the “Date Case Opened” option on a To-Do Package.Chapter 4: To Do Packages | Total Office Case User Manual Chapter 4: To Do Packages | Total Office Case User Manual figure 4. See explanations below. and also involve an override in the “Case Type” pick list of Lawtype Setup. 1. Click “Administration” on the menu bar and click “System Setup” in the drop-down menu.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.38) 40 . select the To-Do Package you wish to auto-assign to a case type.

turn on the “Date Case Opened” option adjacent to the package-naming field.0. Double-click “Lawtype Setup” in the System Setup window. 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).0.36 below).34 Click “OK” to save your changes. Click “Administration” on the menu bar and click “System Setup” in the drop-down menu. figure 4. 1.33 As figure 4. figure 4. (2) Double-click the “Pick Lists” icon to open the options window for that law type (see figure 4. (ver.35).35 When you have opened Lawtype Setup (as seen in figure 4.38) 41 .Chapter 4: To Do Packages | Total Office Case User Manual Chapter 4: To Do Packages | Total Office Case User Manual figure 4.34 below displays. This completes the first of two steps to making the To-Do Package autoassigned. Next step: open Lawtype Setup to override case type settings.

37 below).0.Chapter 4: To Do Packages | Total Office Case User Manual Chapter 4: To Do Packages | Total Office Case User Manual figure 4.” 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. (Note: The case type is selected if it is highlighted in blue.0. 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). 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. figure 4. 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.38). figure 4.38) 42 .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. (ver.38 In the above window (figure 4.) Click “OK” to save your changes. 1. If it is already listed in “Selected Pick Lists.37 On the right field (“Selected Entries”).

Chapter 4: To Do Packages | Total Office Case User Manual Chapter 4: To Do Packages | Total Office Case User Manual To see the result of your work.38) 43 .0. open a new case with a law type and case type you have configured for autoassign (as seen in figure 4.39).39 Click “Yes” to launch the To-Do Package you auto-assigned for this case type. as displayed below: figure 4. After filling out appropriate fields.0. clicking “Finish” will open a To-Do Package launcher prompt. 1. (ver.

0.Chapter 5: Lawtype Setup | Total Office Case User Manual Chapter 5: Lawtype Setup | Total Office Case User Manual Chapter 5: Lawtype Setup This chapter covers configuration of specific law types in the database.0. all law type options are directly related to the law type selected on the left. remove the check mark from the Active column belonging to that law type. Also note the “Active” column on the left-hand side: If there are law types you are sure you will never use. 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 figure 5. 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. (ver. we advise consulting with your CP Training Representative before creating any new law type. You can know a law type is selected by the small hand indicator to the left of the law types. 1. no user will be able to see that law type when using Total Office.1 As figure 5. remove and/or edit modules that are active within a particular law type. While new law types can be created.38) 44 . The following sections cover the abovementioned setup option screens.1 displays. Case Information Screens The Case Information Screens window enables you to add. After doing so.

or click an item on the right and then click “Remove” to remove it from the list of active screens.2 Select a law type and then double-click “Case Info Screens” to begin configuring case information screen settings for the selected law type. For all other screen options. select an icon to represent the selected case information screen. see the numbered descriptions below: Field Field Description 1. 2.Chapter 5: Lawtype Setup | Total Office Case User Manual Chapter 5: Lawtype Setup | Total Office Case User Manual Click “Administration” on the menu bar and click “System Setup” in the drop-down menu. Icon In this drop-down menu. figure 5. Selected Case Information Item (ver. Double-click “Lawtype Setup” in the System Setup window.0.0. highlight an item on the left (“Available Items” column) and click “Add” to add it to the list of active case information screens. 1. you can select the default icon for newly-added information screens.3 To add or remove a screen from the case information window.38) 45 . figure 5. (Note: at the bottom of this window.) The name of the information screen.

For example. the higher priority that screen has. you probably would not need to add anyone from the “Arresting Agency” portion of the database.0. 1.38) 46 . (ver. Only screens with this check will be available when a new case for this lawtype is being entered. Click “Administration” on the menu bar and click “System Setup” in the drop-down menu. Order This column will be used to arrange the input screens numerically in the order that they should appear.4 Select a law type and then double-click “Case Party Roles” to begin adding.) Click the checkbox “on” (checked) to have these screens available when first setting up a case for the selected law type. figure 5. Double-click “Lawtype Setup” in the System Setup window. Use on New Case Case Party Roles This section of Lawtype Setup shows you how to set case associations for people and companies in a particular law type. (Think: the #1 screen has highest priority. for the “Workers’ Compensation for Claimants” law type.Chapter 5: Lawtype Setup | Total Office Case User Manual Chapter 5: Lawtype Setup | Total Office Case User Manual 3. The lower the number. removing or editing existing party roles for the selected law type. 4.0.

select which of your active/selected roles will have the plaintiff role. If you want to add a role to your selected law type (e. Selected Roles 2..g. 1.5 Total Office is shipped with standard roles most clients need to track in their cases. Information Tabs If you want to track a role that isn’t pre-shipped with Total Office (e. see the table below: Field Field Description 1. Plaintiff Role 4. you can add additional tabs to the role in the Case Parties screen. the higher priority it has (#1 is the most important)..0. By turning any of these nine options on.Chapter 5: Lawtype Setup | Total Office Case User Manual Chapter 5: Lawtype Setup | Total Office Case User Manual figure 5. select a role on the left column and click the “Add” button. For all other window information. Order of importance of the roles.g. 3. the lower the number. select which of your active/selected roles will have the defendant role.0. first go to (ver. In this drop-down menu. If you want to remove a role from a law type. Order Name of the role. Defendant Role 5. In this drop-down menu. Doing so will help to track additional information related directly to the case (of the selected lawtype). The options in this field are directly related to each role. Administrative Law). “Paint & Body Shops”). select the role on the right column and click the “Remove” button.38) 47 .

Defendant Identifier Defendant is company which employed worker. a billboard. Use Defendant or Employer (WC Defendant) depending upon which type of case is being processed through Intake. that person or organization should be tagged as a referring source only in a particular case. Defendant is your client. The use of other law types is explained unambiguously by their names.S. This will be gov’t entity which is prosecuting case. In addition to the information in the table. Workers’ Compensation Defense Do not use Defendant. If some person or organization stored in your system for reasons other than being a dedicated referral source does refer a case to you. Use Defendant. Use Claimant.0. in Workers’ Compensation cases of any kind.) Also note: The terms “Plaintiff” and “Claimant” are not used interchangeably in Total Office. instead use Employer (WC Defendant). The “Personal Injury” law type is typically used for all phases of a personal injury case. Employer would be current employer. See the table below for a list of these terms. Use Claimant..38) 48 . it is referring to an individual’s employer.Chapter 5: Lawtype Setup | Total Office Case User Manual Chapter 5: Lawtype Setup | Total Office Case User Manual Case Party Categories option in System Setup area and add “Paint & Body Shops” there. Intake You may use either Claimant or Plaintiff. Use Plaintiff. (Note: we do not recommend that beginners create any new roles. from its opening all the way up to a U. yellow pages ad. To do this. instead use Employer (WC Defendant). Use Claimant. the defendant can be referred to in Total Office as the “Employer (WC Defendant)” to distinguish them from defendants and employers who might be referenced in other law types. Use Defendant. be aware of the following: When “Employer” is used outside of a Workers’ Compensation law type. Criminal Use Plaintiff. The “Litigation” law type is used for non-personal injury cases such as contract disputes or economic torts. or direct mailing). Your choice will depend upon which type of case the person will ultimately be put into.g. Use Defendant. Plaintiff or Claimant Asbestos Use Claimant. Total Office tracks a “Referring Source” as a dedicated referring source (e. add a check mark next to that role in the case party roles. Use Plaintiff. Also. Workers’ Compensation Court System Litigation Personal Injury Social Security Workers’ Compensation for Claimants Do not use Defendant. Supreme Court appeal. instead use Employer (WC Defendant).0. Do not use Defendant. (ver. Use Claimant. 1.

0. 1. Click “Adminis-tration” on the menu bar and click “System Setup” in the drop-down menu. see the table below: (ver. If you want items in a pick list to be visible in your General Info and Summary screens for Administrative Law cases. but rather encompasses every entity that plays a role in the procession of the matter from beginning through the final conclusion. If you do not want items in a pick list to be visible. For all other window information. and it will return to the left column.7 In this example. Pick Lists This section provides visibility options for pick lists of one law type.6 above) to begin editing visibility options for the selected law type’s pick lists. Administrative Law is the selected law type.Chapter 5: Lawtype Setup | Total Office Case User Manual Chapter 5: Lawtype Setup | Total Office Case User Manual Finally a Case Party is typically not limited to the litigants. figure 5.38) 49 .6 Select a law type and then double-click “Pick Lists” (figure 5. This includes natural and corporate persons. governmental agencies. Property and any other entity. figure 5. select the pick list on the right column and click the “Remove” button. These affect the General Info and Summary Screens of a case.0. Double-click “Lawtype Setup” in the System Setup window. select a pick list on the left column and click the “Add” button. Courts.

This button opens an option window for the selected (active) pick list. Order Names of the visible pick lists. 3.” checkbox will force a user to assign an item to the highlighted pick list when opening the General Info screen for the first time. 1. see the second half of Chapter 4’s “Modifying To-Do Packages” section. Selected Pick Lists 2. For more information on assigning a to-do Package to a case based on law type.38) 50 . Admins can choose specific items contained in a pick list appropriate for the law type. which windows also contain an identical window where you add or remove pick list sub-options. (ver. Double-click “Lawtype Setup” in the System Setup window. The number in this column controls the relative positions of all visible pick lists (the order they appear on the screen).0. Some option windows have a button for sub-options. Use the information in this section to help configure staff roles for a law type. Required 4.0. Staff Roles Staff Roles are roles only belonging to persons from within your firm who actively participate in a case.Chapter 5: Lawtype Setup | Total Office Case User Manual Chapter 5: Lawtype Setup | Total Office Case User Manual Field Field Description 1. The “Req. where you can add and remove entries from a pick list— depending on which items you want to be visible. the higher the priority. Most of these option windows are identical to the current window. The lower the number is. Click “Administration” on the menu bar and click “System Setup” in the drop-down menu. Pick List Items 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).

0. figure 5. The lower the number is.0. Order Names of the active staff roles. “Administrative Law”). Selected Roles 2. The number in this column controls the relative positions of active staff roles (order in which they appear on the screen). Click “OK” to save your work and to return to the Lawtype Setup window.10 Field Field Description 1. Click “Administration” on the menu bar and click “System Setup” in the drop-down menu. 1. Double-click “Lawtype Setup” in the System Setup window. the higher the priority.Chapter 5: Lawtype Setup | Total Office Case User Manual Chapter 5: Lawtype Setup | Total Office Case User Manual figure 5.9 above) to begin editing staff roles for cases of the selected law type (e.9 Select a law type and then double-click “Staff Roles” (figure 5.. 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.38) 51 .g. (ver.

Calendared Events 3. Administrative Law”). For all the following sections.0. Case Parties These options control the visible party entities on the Case Summary Screen. These options control the types of future appointments to be displayed.. “Administrative Law”).12 In the Summary Screen Setup window (figure 5.11 above) to begin editing information to be visible for cases of the selected law type (“e. if a deposition or hearing were scheduled in the case.0.11 Select a law type and then double-click “Summary Screen” (figure 5. Generally only the main parties are displayed. These options control visibility of the pick lists information about the 2. turn on the “Use?” option to enable visibility of that section in the case summary screen.38) 52 . and enter numbers in the “Order” fields of each item to arrange the fields on the case summary screen. Turn on “Past” or “Future” (scheduled events) to indicate the time frame of a selected item.g..g. you will see four main sections that provide summary screen controls for the selected law type (e.12 above). 1.12.Chapter 5: Lawtype Setup | Total Office Case User Manual Chapter 5: Lawtype Setup | Total Office Case User Manual figure 5. Pick Lists (ver. See the following table for more information about each of the four sections in figure 5. For instance. Field Field Description 1. figure 5. those dates would appear in the case summary screen for a case of this law type.

Staff Members Options in this section allow the working staff names to appear to indicate who is assigned to the matter. 1.Chapter 5: Lawtype Setup | Total Office Case User Manual Chapter 5: Lawtype Setup | Total Office Case User Manual case. Click “Adminis-tration” on the menu bar and click “System Setup” in the drop-down menu.13 above) to edit the law type numbering sequence of the selected law type (“e. or automatically when a case is opened—according to the numbering criteria you select. Administrative Law”).38) 53 .0. figure 5. you can assign case numbers either manually.0. (ver.g. whenever you create a case.13 Select a law type and then double-click “File Numbering Method” (figure 5. File Numbering Method In CP.. 4. Double-click “Lawtype Setup” in the System Setup window.

For example: A new client with the number 1000 is created and assigned a case.38) 54 .0. The case number 2. Lawtype: This definition will use the two letter Lawtype code.0. letter and/or number combination of options you select in field #2 or #3.14 Field Field Description 1. Year: This definition will use last two digits of the current year. 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. Generic Sequence #: This definition will use the next available case sequence number that is available as set under Administration > System Setup > Other Settings. 1. Definition This field displays the code. This drop-down menu contains four generic file numbering methods that can be selected. Default Methods 3.Chapter 5: Lawtype Setup | Total Office Case User Manual Chapter 5: Lawtype Setup | Total Office Case User Manual figure 5. Attorney Division: This definition will use the Atty Division as set under User Setup. Method Combination Buttons (ver.

(ver. Double-click “Lawtype Setup” in the System Setup window.g.0. Click “Administration” on the menu bar and click “System Setup” in the drop-down menu.g. There you can set conflict search options for cases in the selected law type (“e. 0002. Remember: your numbering method here will only affect the selected law type (e.Chapter 5: Lawtype Setup | Total Office Case User Manual Chapter 5: Lawtype Setup | Total Office Case User Manual will be 0001 and the next case number assigned to that client will be 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. 4. Administrative Law”)..0.14).38) 55 . 1. figure 5. When the “Test” button is clicked. For example case 50-1 would appear as 0050-0001 if the file numbering method was set to CLNUM4+-+MATSQ4. When client 1001 is added then they will then begin with matter 0001.15 Select a law type and then double-click “Conflict Area” (figure 5. Lawtype Sequence Viewer If you selected “Lawtype Sq #” in field #3 (figure 5. a sample file number will be generated based on the letter and/or number combination data in field #1. 5. Numbering Method Result Viewer Conflict Criteria Total Office 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. this field enables you to choose the starting increment number.15 above) to open the Conflict Criteria window.. “Administrative Law”). or the selection in field #2.

Double-click “Lawtype Setup” in the System Setup window.16 above). choose from a variety of options to determine the persons. When choosing conflict criteria.16 In the Conflict Criteria window (figure 5. For example.38) 56 . 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.Chapter 5: Lawtype Setup | Total Office Case User Manual Chapter 5: Lawtype Setup | Total Office Case User Manual figure 5. figure 5.0. Click “Administration” on the menu bar and click “System Setup” in the drop-down menu. roles and firm representation against which you want the conflict check to run.17 (ver. Total Office will run the conflict. 1. Once saved. you would not need to run conflicts on courts or judges.0. put a note in the file and alert you about any potential conflict.

(ver.Chapter 5: Lawtype Setup | Total Office Case User Manual Chapter 5: Lawtype Setup | Total Office Case User Manual Select a law type and then double-click “Other Settings” (figure 5. Default To-Do Packages Please consult your Total Office representative for information about this Lawtype Setup feature. 1..17 above) to open the Other Settings window.18 Consult your Total Office Training Representative for more information about this window. Administrative Law”).38) 57 .0. you can adjust uncommon settings for cases of the selected law type (“e.0. figure 5.g. There.

2 Then in the Active Directory Users Search Criteria window (figure 6.0.0. and the details about the selected user to the right. figure 6. where you can set their attributes.Chapter 6: User Setup | Total Office Case User Manual Chapter 6: User Setup | Total Office Case User Manual Chapter 6: User Setup Refer to this section for assistance with enrolling users into Total Office. click “Yes.2 above). (ver. Creating a New User Click “Administration” on the menu bar and click “System Setup” in the drop-down menu. Click on the “New User” button at the bottom-right of the window to begin the process of adding a new user.1 above). 1. Double-click “User Setup” in the System Setup window. click “Proceed” at the bottom of the window to open the list of active users on your network.38) 58 . you will want to draw your attention away from the list of existing users and focus on the tabs and buttons on the right. When asked if you would like to add a new user. you will see a list of users on the left side of the screen.1 In the User Setup window (figure 6.” 6. When setting up new users.

38) 59 .3 The list of Active Directory users on your network is visible (figure 6.4 If you selected a user from the Active Directory User Listing. 1. If you want to create a user from scratch. enter it here. Click “OK” at the bottom of the window after selecting a user.0. Enter a case-sensitive password here. Mail Nickname (ver. Email Address 6.Password 3. Last Name 5. The password cannot be any longer than twenty (20) characters.Chapter 6: User Setup | Total Office Case User Manual Chapter 6: User Setup | Total Office Case User Manual figure 6.4 below). users will not have to enter credentials each time they log in. Enter the user’s first name.3 above). 2. which you can select from. Note: The user ID may not exceed ten (10) characters.4 above) defaults to the information for the selected user. but can be changed if you prefer. Enter the user’s last name. Enter an email address for the user here. User ID Enter a valid user ID for the new user here. Note: when choosing auto authentication. Field Field Description 1. See the following table for field information.0. the Add User window (figure 6. figure 6. If the user has a nickname they go by. click “Cancel” and proceed to the Add User window (as seen in figure 6. First Name 4.

6 Field Field Description 1. The new user will appear in the user listing of the User Setup window (as seen in figure 6. CP Administrator The CP Administrator box should be checked for users who have access to all features of Total Office. figure 6.5 below). 1. All fields are described in the table below figure 6. Note: checking the auto-save feature eliminates the need to have to save after adding each new user.0.6. Please make sure to mark yourself as an administrator if you are required to perform administrative tasks. user information can be updated in the General Tab of the User Setup window.0. (ver.38) 60 . figure 6. click “OK” to save the new user to the system.Chapter 6: User Setup | Total Office Case User Manual Chapter 6: User Setup | Total Office Case User Manual When all appropriate fields have been completed.5 General Tab Once a user exists. The next step is to add more details in the User Setup window tabs below.

Billable 8. If the user has the Attorney box checked. but the bookkeeping system will assign the actual billing rate based on its own criteria. A check in the Case Timer box indicates that each time this user enters a case a clock will be started. fill in the Title field for the user with Esquire. General Information You can edit these fields to update personal user information. This will allow you to capture time and bill it. Checking the Billable checkbox indicates that this person will be an actual billing entity for bookkeeping purposes.N. Paralegal or whatever title is desired. 1. The Title field can also be used for other designations such as Office Manager or L. etc. 5. This box should be checked for all new users.0. Total Office will ask whether or not a time slip should be created. Note: No one can access these comments besides the user. to-do list items.0. a paralegal). but they are still visible in the card file. When the user exits that case.g. Mark this box if the user is an attorney or can bill for time (e. Active User A check in the Active User box indicates this user is a current employee. When unchecked (when a user is no longer employed by the firm). 3. calendars. Create Timeslips 6. Attorney 4. Comments Password (ver.38) 61 . This feature is especially helpful in defense firms. even if the Attorney box is not checked for the user. These are their personal comments that are not case related that they may desire to keep private. Attorney at Law. This field is typically left blank.. Every time they want to access or write a desktop comment they will be prompted for this password. 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.P. This option should be checked if this person should have the ability to create time slips for billing purposes. Default Time: x Hours 9. the user becomes deactivated and is no longer a choice when selecting user emails.Chapter 6: User Setup | Total Office Case User Manual Chapter 6: User Setup | Total Office Case User Manual 2. This information is also used on merge forms. Timeslip Case Timer 7. and if it is appropriate. The Comments Password (8 characters maximum) will give privacy protection to this person’s desktop comments. You may leave this blank and the comments will not have a privacy password. This will be used in merge forms.

Signature Block N/A. address. If you have only a single office. usually with consultation with your Total Office Representative or Project Manager if you are a large firm. (ver.0. Make sure to fill the Word Processor slot in correctly with whichever program will be used in your office. Word Processor Options 13. Speed Dial 11. etc. These departments come from a pick list that will need to be set up first.g.38) 62 .Chapter 6: User Setup | Total Office Case User Manual Chapter 6: User Setup | Total Office Case User Manual 10. 12. the Department Drop-Down will assign the user to a particular Department in the Firm. Export ID Click “Save” to confirm all changes in the General tab.0. you may leave this field blank. Profit Center 16. and is necessary when exporting time. 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. Used for earlier versions of CP. Sincerely or Truly yours. 14. and telephone numbers and so forth to this person. The Signature Block indicates the user’s preferred complementary closing. This may done later or ignored completely if your firm is not highly departmentalized in structure. Feature not currently in use. Department 15. This will tie that office’s information. You may ignore this part if you do not need an export ID for exported Data. and will be used for merge forms. When you select MS Word2003 or MS Word2007 you will see a checkbox for the Word integration. e. If applicable. 1. 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 enable a toolbar to show up in Word so that users can associate documents to cases from inside of a new document.

Listed in this field are the attorney’s staff members.0.38) 63 .0. Staff Members Enter the Bar # and Attorney Division information in the adjacent fields. The Desktop determines what the user sees upon login. Attorney Information 2.Chapter 6: User Setup | Total Office Case User Manual Chapter 6: User Setup | Total Office Case User Manual Attorney Info This tab is only available if the Attorney box in the General Tab is checked for the selected user. This is helpful in larger firms to see who is a dedicated staff member.7 for information about Attorney Info fields. 1. Click the “Change User(s)” button to open a window where you can add or remove users from this list. Desktop This tab controls behavior of various elements of Total Office related to the use of some of its user based.7 Field Field Description 1. features. figure 6. and what automatic notifications they receive by default. or Desktop. Refer to the table below figure 6. (ver.

0. the user will see the selected option each time Total Office is started.g. Show User in Calendar List should only be deselected for users who for some reason will never have appointments of their own to track. 1. If not. the Show User in Mail List is checked then others will be able to send this user mail message. Show User In Phone Message List 4. they will start with just the Microsoft ribbon toolbar and system-wide toolbar. The Show User in Phone Msg List button works much the same way as Show User in Mail List. 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 Total Office messaging. and a flashing color bar on the 2. Show User In Calendar List 5. If the firm is not using the Outlook integration.Chapter 6: User Setup | Total Office Case User Manual Chapter 6: User Setup | Total Office Case User Manual figure 6. then remove the check from this box so no one accidentally sends mail to a user who will never receive it. Auto-Load Desktop If Auto-Load Desktop is checked.7 Field Field Description 1.0. e.38) 64 . For example if you are setting up a pseudo-user. It should be deselected only for users who should never receive any phone messages. the library. This notification is a pop-up message when the user is actually in Total Office. so that its use can be monitored. Show User In Mail List 3. Notification of Mail Messages (ver.

0. Checkout Settings 12. The Default Calendar(s) and To-Do(s) for the user. We generally turn this feature off unless a specific user.0. This is applicable only if the firm has chosen the use Total Office messaging for email and does not work in conjunction with the Microsoft Outlook Exchange integration. Enables you to indicate which person(s) or to-dos the user should see each time the user logs in to CP. To enable the user to see another calendar or calendars. 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. 6. Notification of Phone Messages 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 Total Office. A window will open. the user can dynamically change the view to see as many or as few users as desired. 7. Default Calendars 13.38) 65 . This feature can match users with email addresses. Notification of New Appointments 8. We recommend that the Appointment Reminders be checked. (ver. Notification is as above and is available regardless of which of the email options the firm has chosen. where you can select the calendar of another user. Domain Identity 11. It is especially useful if telephone conferences and other in-office appointments are scheduled. Auto-Load View 10. This feature is used to checkout laptops which are logged into the database. Appointment Reminders 9. If you enable this option. but another application is the active screen. As with the mail messages this option is only available if using the Total Office’ internal calendar. 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. 1. users will auto-load to either appointments or to-dos when logging into CP. Once there. Default To-Dos See above. desires to be notified with an email message every time a new appointment is added to their calendar. click the Change User button. usually an Attorney.Chapter 6: User Setup | Total Office Case User Manual Chapter 6: User Setup | Total Office Case User Manual Windows Status Bar if Total Office is open.

(ver.0. 35% is in Workers’ Compensation for Claimants. If Security Settings are changed on an individual basis. Workers’ Compensation for Claimants and Social Security files.9 below. If 40% of a user’s case load is in Personal Injury. choose Personal Injury as the default law type. see figure 6. Security is discussed later under the section on Security from the System Setup menu and in the User Groups area. 1. Not having a check for a particular law type means that user will not be able to see any cases of that type. and the remaining 25% is Social Security.8 Field Field Description 1. Security is best controlled by Group settings. For example. Mark the check boxes for which law types) you want the selected user to see. In that event. they will override the group settings and may cause results that are not immediately anticipated. Visible Lawtypes Security Do not use this tab when first setting up new users. 2.38) 66 . suppose your firm handles only Personal Injury. figure 6.Chapter 6: User Setup | Total Office Case User Manual Chapter 6: User Setup | Total Office Case User Manual Lawtypes Lawtypes are used to keep track of different practice areas. This screen controls which type of law the user will default to as well as their ability to see other types of cases. Default Lawtype Select a default law type in this drop-down menu. only those lawtypes would be available to assign to users. The Security tab allows you to set security options for the user on an individual basis. Please consult those sections before setting up security on an individual basis.0. To see what the security tab might look like.

10 Field Field Description 1. all users are assigned to the “Standard User Group” for ease in setting security. User Groups A user must be assigned to at least one user group. Assign user groups to users based on their roles within the database.9 Membership figure 6.38) 67 . 1. (ver.Chapter 6: User Setup | Total Office Case User Manual Chapter 6: User Setup | Total Office Case User Manual figure 6. Typically.0.0.

38) 68 . Workgroups If applicable to the firm. entering that workgroup here allows access to that case. choose the workgroup(s) that a user is a member of.Chapter 6: User Setup | Total Office Case User Manual Chapter 6: User Setup | Total Office Case User Manual 2. If a user should have access to a case that is designated in a workgroup other than the workgroup they have been assigned to.0. For more information. 3.0. 1. Workgroup Exceptions (ver. see Chapter 7 on workgroups.

See the table below for field information (as seen in figure 7. 1. The small hand icon adjacent to a group name indicates that a group is selected. add users to these pre-defined groups.Chapter 7: User Groups | Total Office Case User Manual Chapter 7: User Groups | Total Office Case User Manual Chapter 7: User Groups This section can assist in defining and managing groups of users to facilitate security management and communication.0. Do not delete these groups! You may. Standard User.1). Name that group and give it a priority number.1 On the bottom-right of the window (figure 7. We suggest all users be put into the Standard User group. figure 7. click “Add Group” and then “Yes” and that new group will appear below the other groups in the list (item #1 in figure 7.0. Attorneys. Double-click “User Groups” in the System Setup window. i. Paralegals.1). and edits will be (ver.1). click the “Add Group” icon on the bottom-right of the window.38) 69 . you will see existing groups. User Groups This list displays the current existing user groups in the system. Field Field Description 1. To add a group. however. Above your new group.e. Creating User Groups Click “Adminis-tration” on the menu bar and click “System Setup” in the drop-down menu. Secretaries and Data Administrators.

0. 2. they have absolute power to change the configuration of Total Office. Secretaries are kept very busy by attorneys and paralegals and don’t have time to change the configuration of Total Office. or unless the rights Pat was given in user setup provide him access to System Setup. the more control that group has over security. The pre-set security operates on the following assumptions. it is only used to compare one group to another. and even if they happen to belong to other groups which have been limited. then Sam can access the System Setup area. the number means nothing. Standard Users include all staff members and. as such. 1. Data Administrators can be trusted to make changes in limited areas to the configuration of Total Office. should not have authority to change the configuration of Total Office. both numbered 20.38) 70 . Or select a group name and click “Delete Group” to remove it from the list. The effect of group membership is not fully appreciated until the Security option is discussed. and one group can access the System Setup area and the other cannot. For example.0. Paralegals should do as much as they can to assist attorneys and should not have a lot of authority to change the configuration of Total Office. 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). and user Sam is a member of both groups. or Pat is a CP Administrator. (ver. then Pat will not be able to access that area unless Pat has membership in a lower numbered group that can access it.     Enroll your users in the group or groups which are appropriate for them. when you are setting appointments. CP Administrators are omnipotent. Select a user and click the “Add ->” button to move that user into the selected group. By itself. The lower the number. However. Once you enroll all members of a group. which will automatically mark the names of all members of that group. if a group numbered “50” is not allowed into the System Setup area.Chapter 7: User Groups | Total Office Case User Manual Chapter 7: User Groups | Total Office Case User Manual made to that group. but a group numbered “20” is allowed into System Setup. If Pat is a member of two groups. users will have the option to select a group name. Notice the number adjacent to each group.   Attorneys should practice law and not have a lot of authority to change the configuration of Total Office. The groups come pre-set with security levels that will safeguard your system from users venturing into areas they should not. typically paralegals will have more access to administrative functionality. so that they can be included in the appointment.

if any exist. you can choose to view inactive workgroups. Manage Workgroup Members Click the “Add Members” button to open a window where you can add more members to the selected group.38) 71 . Double-click “Work Groups” in the System Setup window. figure 8. Note: When deleting a workgroup.0. This data could be any of the following: (ver. You can add.0. 1. edit or remove a selected workgroup with the buttons on the right of field #1. 2. Notice the check box below the workgroup list: when you mark the check box. it is important to be aware of related data that uses the workgroup.1 Field Field Description 1. Creating/Editing Workgroups Click “Administration” on the menu bar and click “System Setup” in the drop-down menu. Workgroups Listed here is a preloaded workgroup in the system.Chapter 8: Workgroups | Total Office Case User Manual Chapter 8: Workgroups | Total Office Case User Manual Chapter 8: Workgroups Consult this section for creating and editing workgroups. or click “Remove” to delete a selected workgroup.

0. (ver. the user(s) should be notified. display count totals for each of the items listed above.38) 72 .Chapter 8: Workgroups | Total Office Case User Manual Chapter 8: Workgroups | Total Office Case User Manual       Matters Contacts Merge Forms To-Do Packages Rate Definitions Appointment Types If any of this related data is still active.0. 1. When notifying users of the existing relationships.

Pick Lists Click the “New Pick List” button to add a new pick list to the (ver.0. Field Field Description 1. appointment locations. From here. figure 9.Chapter 9: Pick Lists | Total Office Case User Manual Chapter 9: Pick Lists | Total Office Case User Manual Chapter 9: Pick Lists This section can help to add. Double-click “Pick Lists” in the System Setup window. case status values and many more.1 Field #1 contains all the elements in field #2. case types. 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. including appointment types.38) 73 . See the following table for field information. 1.0. delete or customize all types of system entities.

(ver. Pick lists can be renamed and used for other items. 2. you may add new pick list items. but use care when creating new pick lists. Pick lists can also be created.38) 74 . Until you have some experience with the system. fill in the descriptions and add an abbreviation if desired. but our staff strongly recommends that you not delete or change any pick list items. because once created.Chapter 9: Pick Lists | Total Office Case User Manual Chapter 9: Pick Lists | Total Office Case User Manual collection. Notice the small hand icon is always adjacent to the selected pick list. or click “Delete” to remove a selected pick list item. All items in field #2 are contained within the selected pick list. 1.0. In the fields next to the item IDs. Manage Pick List Items Click on the “New Item” button to add a new selection. Note: pick lists are preloaded with the CP application. Note: When you are first starting with Case management. a pick list cannot be deleted.0. you will not see how all of the pick lists fit together. Click the “Track History” checkbox if you want the system to record pick list history within the case.

(ver. 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. information can be entered for separate office locations.38) 75 .0.0. From here.” Or click “Remove” to delete a selected office. See the following table for information about all other fields. By default. figure 10. but then an upgrade path (field #2) must be specified for each office. 1.” and it will appear beneath “Main Office.Chapter 10: Firm Information | Total Office Case User Manual Chapter 10: Firm Information | Total Office Case User Manual Chapter 10: Firm Information This section can assist a system administrator entering key information about the firm. Double-click “Firm Information” in the System Setup window.1 only has one office.1 The firm displayed in figure 10. the system sets up one main office. If “Multiple Office Locations” (field #3) is enabled. You can add another by clicking “Add.

Click “Reset Main” to set the selected office to be the main office for the firm. Description 2. you can edit the name of the selected office. 1. and make sure to set directory upgrade paths for each office. enter an alphanumeric code to represent the selected office’s server. make sure this checkbox is turned on (checked). 3. Office Code 5. Multi-Office Support Option 4. Where applicable. where you can add or revise the name.38) figure 10.2 76 . Enter an alphanumeric code to represent the selected office. Office Details (ver. address and other specifics about an office. Click “Set Office” to make a workstation represent the selected office. Click “Details” to open the Office Details window. Office Reset Options 7. If your firm has multiple offices. Server ID 6. set the directory path for software upgrades for the selected office.Chapter 10: Firm Information | Total Office Case User Manual Chapter 10: Firm Information | Total Office Case User Manual Field Field Description 1.0. In this example. In this field.0. “01” represents the main office. Upgrade Path In this field.

Note: Profiles Case management may need to be restarted for some changes to take effect. (ver.0.1).0.38) 77 .3 When you have finished editing office information in the Office Details window. Click “OK” in the Firm Information window to apply all changes (figure 10.Chapter 10: Firm Information | Total Office Case User Manual Chapter 10: Firm Information | Total Office Case User Manual figure 10. click the “Save/Close” button at the top of the window. 1.

“Form Name” will search for forms using the database name. “Form Name” or “Description”). you can indicate what kind of search you want to perform.0. Double-click “Merge Forms” in the System Setup window. 1. Search Field (ver. 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. figure 11. Merge Form Selection Screen This section explains the ins and outs of the Merge Form Selection screen: navigation. which is a casecustomized document within the system. “Description” searches for forms by any word or sequence in the form description field.1 Field Field Description 1. and descriptions of button/option destinations. Search By By selecting one of these options (i.. Perform the search in this field. Authorized users may perform the following functions in this section:    Create a new form Edit an existing form Delete an existing form    Retrieve an existing form Duplicate an existing form (to create a new one) Print a form Note: Templates can be removed (deleted) so that they are no longer available for use. Click “Administration” on the menu bar and click “System Setup” in the drop-down menu. form search.0. and click “Search” to perform the search. 2.38) 78 . given when the form was created. Enter your search keywords in the text field.e.Chapter 11: Merge Forms | Total Office Case User Manual Chapter 11: Merge Forms | Total Office Case User Manual Chapter 11: Merge Forms This section provides instructions on the process of creating a merge form template.

Clicking this button will open the form settings window (Merge Form Setup) for the selected merge form. If your firm has multiple workgroups. Duplicate 11. See the Creating/Editing Merge Forms section for more details on the Merge Form Setup window. Lawtype Selection 6. leave this option set to “All Forms. Print (ver. New Form 9. To return the most merge forms in your search. and “Card Files” (less common) are utilizing data from the card file to create a quick envelope for a case party. Microsoft Word).. 8.g. 4. Workgroups to Search From 5. 1. Note: duplicating a form duplicates all fields and formats.38) 79 . The “Merge Forms” option includes all standard merge templates.0. Category of Forms In this drop-down menu. Total Office will give you this warning every time you change a field name. After prompting you with a screen of generic questions about the duplicated form. Edit 7. First. or to produce a mailing list. Delete Form 10. Prints the selected merge form. the system opens the Merge Form Setup window where you can enter more specific information about this duplicated merge form.” but you can also use a drop-down menu to filter the search to a single law type. The system prompts and warns you about the consequences of deleting a merge form. If you are aware of the Clicking this button duplicates a selected merge form. (Don’t just retrieve them from your word processor.) Second. See Creating/Editing Merge Forms for more details on the Merge Form Setup window. you must also change the fields within the form to reflect those Field Name values. These forms will only be available to users that are members of the same workgroup. There are a few things to be aware of when editing forms. you should always go through the Forms option to change your forms.0. Retrieve Clicking this button will open the selected merge form in your word processing software (e.Chapter 11: Merge Forms | Total Office Case User Manual Chapter 11: Merge Forms | Total Office Case User Manual 3. See the Creating/Editing Merge Forms section for more details on the Merge Form Setup window. if you change any Field Name values within the Merge Form Setup dialogue. Opens the Merge Form Setup window where you can set options for a new merge form. you can narrow a search to one or a few workgroups instead of including all of them. Deletes the selected merge form from the database forms list. select the type of merge form the search should return.

e. Double-click “Merge Forms” in the System Setup window.” or select an existing merge form and click “Edit. indicate which law type the form will use by selecting the appropriate law type. Field Field Description 1. figure 11. In the Merge Form Selection Screen. fill in the fields for the new form.” General Tab In the General tab of the Merge Form Setup window (figure 11. Note: by choosing all law types.0.0. Both are covered in the Retrieving Merge Forms section of this chapter. Profiles Case Management version 9 provides two application choices: Microsoft Word and Adobe Acrobat. In this drop-down menu. 2. the form will be available in all cases.g. Users will have the ability to alter the description of a document as it is being merged. Lawtype Code (ver.2 below).2 When filling in the fields. 1. click “New Form.38) 80 . Application In this drop-down menu. to make it more specific to their case. “Blank letter to E/C Adjuster” (see #5 below). the merge form’s description should be somewhat generic.Chapter 11: Merge Forms | Total Office Case User Manual Chapter 11: Merge Forms | Total Office Case User Manual Creating/Editing Merge Forms Follow instructions below to open the Merge Form Setup Window and create or edit a merge form. select the software which the selected merge document will be viewed/edited in. keep in mind that you are creating a form which will be used for many different cases. Because of this. Click “Administration” on the menu bar and click “System Setup” in the drop-down menu.

Chapter 11: Merge Forms | Total Office Case User Manual Chapter 11: Merge Forms | Total Office Case User Manual 3.0. Billing Time 12. the user must specify one or more workgroup(s) by clicking the search button that appears.. In this field. In this drop-down menu. enter a more detailed narrative regarding the time slip. Post Merge Macro Click “OK” at the bottom of the window to save your changes immediately. When this option is chosen. “Global.38) 81 . The first option.g. indicate the type and sub-type of the selected merge form by selecting the appropriate options in the drop-down menu. 1. (ver. The merged document will not be saved to the document management screen within the case. In this field. Don’t Name and Save Merge Document 14. “BLAD200. enter the merge form’s file name and extension (e. it’s on to the “Generic Fields” tab. 4. Ask your CP administrator for information on this field. File Name 7. or click “Cancel” of you want the system to forget the changes. Description 6.” Repeating Party allows a same role to be used more than once.” If you selected a time code for the merge form. Your form will not merge correctly without these extensions. Next.. e. The second option. You can edit the merge form and change this option later if desired. turn this option on and the merge form will be set to read-only.doc” must be inserted when creating a word form. Merge Type 5.” specifies that the merge form will be visible to all users in all workgroups.0. enter the merge form’s title (will appear in the title bar of your word processing software.g. and checking the appropriate workgroup in the workgroup-browsing window. PDF must be used for Adobe forms. In fields #8 and #9. Sub Type 9.doc”). If you don’t want any other users editing the selected merge template. Document Type 10.” specifies that the merge form will only be visible to specific workgroups and members of that workgroup. fill in information relating to a time slip which can be inserted each time the form is merged. “10. and is also inserted in the description field of the document profile). “Workgroup Specific. Time Code 11. indicate the type of merge form by selecting “Normal” or “Repeating Party. Workgroup Visibility Select one of two options here to indicate which users can see the selected merge form. If desired. Note: the extension “. Insert the amount of time to be billed. Mark Form Read Only 8. Timeslip Description 13.

Available Columns To set the format for the selected date field. (ver.0. click the ellipsis button to customize how the data from this field is merged into the form. If you forget a field or include a field you really don’t need.4 Field Field Description 1. Mark (click) the check box for any fields which will be needed for inclusion in the form you are creating. you will see a square box with an ellipsis (three dots). 1. Descriptions of the purpose for each field appear just to the right of the field’s name. You may turn these fields off if you like. See figure 11. you can always come back and change it later.Chapter 11: Merge Forms | Total Office Case User Manual Chapter 11: Merge Forms | Total Office Case User Manual Generic Fields Tab The “Generic Fields” tab of the Merge Form Setup dialogue enables you to select fields to bring in genera l and case-related information.4 below for a window walkthrough of this customization window.3 Every form is created with the “matter_number” and “style” fields turned on in the “General” tab. figure 11. If you are using one of these types of fields in your merge form. 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. For date and amount fields. figure 11. click an item from the “Available Columns” list at the top of the window.38) 82 .0.

0. and then clicking the “Insert” button beside it. This is done using the drop-down menu and choosing a character. click on the tag in the “Translation” field (#2) and then click the “Delete Tag” button at the bottom of the window. which is how the field will look when merged.5). This may include doctors. figure 11. “<sol_date><. To delete the comma or any tag. and then click “OK” in the Merge Form Setup window to save your changes immediately. insurance companies and many other entities.Chapter 11: Merge Forms | Total Office Case User Manual Chapter 11: Merge Forms | Total Office Case User Manual 2.. Next.”). type it in the “Insert Custom Text” text box and then click “Insert. “4/19/2011.5 (ver. the word “parties” means more than just plaintiffs and defendants—it means any person or entity that has been associated with a case. See the table below for field information (as seen in figure 11. judges.g. it’s on to the “Parties” tab. This field displays the selected item in a simple format that the users can see (e. Notice the comma tag at the end of the date field title (#3). Example 4.g. 1. 3. It has been inserted into the title by using this module (#4). Insert Separator Click “OK” to save the date field changes..0. Parties Tab In Total Office. In a similar way.38) 83 .” and it will be added after the date. if you want to add custom text.>”). or click “Cancel” of you want the system to forget the changes. Translation This field displays the selected item in its code format (e. called the Insert Separator.

with either the Plaintiff or Defendant. For example. 1a. Fields 2. 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.Chapter 11: Merge Forms | Total Office Case User Manual Chapter 11: Merge Forms | Total Office Case User Manual Field Field Description 1. Assigned Attorney or Managing Attorney. The “Affiliation” area is only to be used for entities outside your firm. then you do not need to indicate an affiliation here. you can choose which fields will be available on the merge form. When you add a party. Sub Role 1d. In many instances this is fine. After you choose the value for the Actual Role column.5) indicates which party is currently selected. you may want to shorten it down in case your word processing software has a filename character limit. By clicking this. User Help 2b.g. if the Actual Role name is exceedingly long. Also. then you would select an affiliation with the Defendant. For example. Party Options 2a. do not affiliate anyone in your firm. Party Information for Merge Form To add a new party to the selected merge form. then there would be an affiliation with the Plaintiff. The small hand icon (figure 11. Do not affiliate the Plaintiff with the Plaintiff or the Defendant with the Defendant. “Repeat” is not in use at this time. if the Plaintiff Attorney was chosen as an Actual Role when the party was added. such as the Judge or a Court Reporter. A row of fields just like parties 1-5 (in figure 11. select it in this field. Mark the appropriate check box to indicate whether the party you added will be the recipient or the sender of the document. but you know that you mean the adjuster for the defendant in the case.0.38) 84 . the system provides the party fields to be inserted on the merge form. Enter the new party’s information in each field similar to parties 1-5. These parties stand by themselves. Select the party’s role here. 1. If a party is neutral in the case. you can enter information and comments to direct merge form users to the appropriate individual during the merge. Affiliation and Default (ver. Recipient/Sender Options 1f. An order number is automatically chosen when you add a party. 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.0. If the party added was the Adjuster. e.5) will appear. Field Name 1e. but you can change the order here if desired. The following fields enable you to edit options for the selected party. In this field. Order 1b. Actual Role 1c. this field column will be filled in with the Actual Role name. If there is a sub-role belonging to the party’s role. However. click the “Add Party” button.

If there is just one reminder then select the “Single To-Do” option. but holidays as well. figure 11.0. give it a type and priority.” To-Do Tab If you want a particular reminder to appear every time you merge this form.38) 85 . 2c. select the “To-Do Package” option instead.6 Field Field Description 1. or moved forward to the following Monday. or a Witness on the case.) 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. and assign the number of days before you will see the reminder and before it will be marked as having hit its deadline.Chapter 11: Merge Forms | Total Office Case User Manual Chapter 11: Merge Forms | Total Office Case User Manual The area named “Default” refers to certain tags that can be placed on parties to a case to indicate whether they are the Client. if the form will be sent to no particular person. If there is a group of reminders. you can choose to count days based on the overall calendar or just business days. See the table below figure 11. (Counting just business days requires additional setup elsewhere in Total Office so that it can recognize not only weekends. Single To-Do The “To-Do Details” area gives you space to describe the standard reminder.0. Injured Party.6 for more information. In addition. you may want to choose the “Generic “To”” option which will allow you to simply type in a phrase describing the recipient. However. it can be added on the To-Do tab.” If you want the name of the recipient to appear in the document profile about a merged document. Recipient Info At the bottom of the Parties tab is an area called “Recipient (“To”) Info. 1. such as “Division of Drivers’ Licenses” or even “File. (ver. mark the “Select Recipient” button.

and users can decide as they are merging a form to make changes to the default settings for each form. i.7 This tab is very helpful when preparing notices of deportation.0. Order Select an order number for your appointment as it will be arranged on the selected merge form. See the following table for specific field information. 1. Not every form needs a To-Do item.38) 86 . This tab area works much in the same way as the Parties tab.e. with an “Order” column. (ver. Packages themselves are set up using the To-Do Packages option from the System Setup window. the deportment date can be inserted in the notice. To-Do Package If you are using a package rather than a single item. a main heading column (with a sub-menu option). Field Field Description 1a. Select a To-Do Package from the drop-down menu. figure 11. No Entries Appointments Tab The Appointments tab allows you to merge information about any appointment that has been set into a document. and a “Field Name” column. the “Package Details” area will let you pick which package to use.0.Chapter 11: Merge Forms | Total Office Case User Manual Chapter 11: Merge Forms | Total Office Case User Manual 2. 3..

The check boxes in this field enable you to edit options for the selected appointment. (ver. Sub Menu Select the appointment type here.0. if you see “Atty Fee Hearing” in the Field Name column. Field Name 2. However. Appointment Options 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. 1. If there is a sub-role belonging to the appointment. The small hand icon (figure 11. figure 11.Chapter 11: Merge Forms | Total Office Case User Manual Chapter 11: Merge Forms | Total Office Case User Manual 1b.8 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. 1d. if the Actual Appointment name is exceedingly long. In many instances this is fine. select it in this field.0.7) indicates which party is currently selected. you may want to shorten it down in case your word processing software has a filename character limit. for a particular screen. Actual Appointment 1c. For example.38) 87 . this field column will be filled in with the appointment’s name. After you choose the value for the Actual Appointment 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.

Click “Adminis-tration” on the menu bar and click “System Setup” in the drop-down menu. Retrieving Merge Forms This section informs users about bringing a merge form into Microsoft Word or Adobe Acrobat. Double-click “Merge Forms” in the System Setup window.9 In the Merge Field Selection window. 1.0. See the section which is most relevant to your merge form. and then click “OK” to save your changes. and you can add or remove fields from the form to customize it. the application will open and appear something like the following (figure 11. For a walkthrough on merging these created documents in Case. (ver.Chapter 11: Merge Forms | Total Office Case User Manual Chapter 11: Merge Forms | Total Office Case User Manual figure 11. see the document merging chapter in the Case Management User Manual. When it is retrieved in Word or Acrobat. The following two sections cover the individual applications individually. figure 11. such as Microsoft Word or Adobe Acrobat.11).0.10 Select a merge form and then click “Retrieve” to open it in your word processing software. you can see the general layout of the merge form. mark the check box beside the fields you wish to merge into the selected form. In Microsoft Word If your software application for the selected merge form is Microsoft Word.38) 88 . This section does not cover the actual form merging process in Profiles Case. and then save it as a new merge form document.

In the options window. mark the Field Codes checkbox and verify that “Always” is selected in the drop down list.) Additionally. (Note: If you return to Profiles Case and you do not see the merge fields that have just been added to your merge form. It is then ready to be merged in Total Office. you will need a copy of Adobe Acrobat Professional to create or edit Adobe forms. you can open the “Rules” menu in Microsoft Word to access some common Word codes that can come in handy as well.11 Note the “Insert Merge Field” icon at the top left of figure 11. save the form. One of the more popular codes is the “Fill-In” code shown in the form above. Once you have made all desired changes.38) 89 . For those (ver. you can use Adobe Acrobat Standard if you will only be merging (opening the forms after the merge process has been completed) Adobe forms. always use this button to do so. 1. In Adobe Acrobat If your software application for the selected merge form is Microsoft Word. This code allows you to enter a prompt that will ask the user to fill in specified information during the merge process.0.Chapter 11: Merge Forms | Total Office Case User Manual Chapter 11: Merge Forms | Total Office Case User Manual figure 11. If you want to add fields.0. It will enable you to insert fields into the form.11. This will make recently-added fields visible. go to the Tools menu in Case and click “Options” in the sub-menu. close it. However.

1. Enter the ‘Name’ of the field as it appears on the ‘Field Codes list’ report leaving the letters in all lower case.38) 90 .12). Hit ‘OK’ or ‘Close’ once finished. figure 11. You will now see the fields added to the form.Chapter 11: Merge Forms | Total Office Case User Manual Chapter 11: Merge Forms | Total Office Case User Manual who do have PDF-editing capability. the application will open and appear something like the following (figure 11. To add any additional formatting go through the different tabs.13 (ver. insertable fields can be found in this window. figure 11. Once you release the mouse the ‘Field Properties’ box will pop up.0.0. 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. Available.12 Select the drop down next to the Button icon (Blue-gray Square) and from that list select the Text Fields Tool. Please note if you do not see this icon right go to Tools\Advanced Editing and check the Show Advanced Editing Tool Bar. After this is complete save your changes and merge the form as normal.

a Word document). the options in a card file merge form setup window looks slightly different. Usually card file merges are not saved within CP. 1. This type of form is slightly different from other Total Office forms in a few ways. select “Card File Forms” in the Category of Forms drop-down menu. Setting up Card File Forms Card File forms can be used to prepare a quick envelope to someone stored in your Card File.15 shows.g.0.0. Click that button to open information for the Wageloss merge fields. When you open this type of case. See the Navigator and the following figures and tables to begin the card file form setup walkthrough.14 (ver.38) 91 . The difference shows up when you merge the form.14 above). there exist Wageloss fields which show up on the “Generic Fields” tab. Wageloss forms can only be merged from the “Benefit Claims” case info screen of a “Workers’ Compensation for Claimants” case. As figure 11. Click “Adminis-tration” on the menu bar and click “System Setup” in the drop-down menu. you figure 11. In the Card File Fields and Generic Fields lists. Another big difference is that this type of merge form can involve a group of people or companies. setting up a Card File form is still similar to setting up a basic form.Chapter 11: Merge Forms | Total Office Case User Manual Chapter 11: Merge Forms | Total Office Case User Manual Note about Wageloss Forms Setting up a merge form using Wageloss group fields is nearly the same as setting up a basic merge form. The most significant difference is that they are not merged from within a case (e.. open the Benefit Claims case info screen and then find/click the “Merge Form” button in the system bar (buttons at top of screen). and therefore no case-specific information can be included in a Card File form. run your search and open a form. In the Merge Form Setup window (any form). Despite the differences. Simply select the Wageloss fields so that they will be available for insertion into the form. In the Merge Form Selection screen (figure 11. Double-click “Merge Forms” in the System Setup window. This can be very helpful if you need to do a mass mailing. where you can add or edit Wageloss fields in the form. or to produce a mailing list.

you can mark multiple names in one of two ways: (1) To select a sequence of parties. click your first party. (ver.0. If you want to merge something for more than one person. several names have been selected from the search results. figure 11. click your first party. Click the card file icon on the shortcut bar. 1.16 In the Card File search window (figure 11.16). (2) To select parties not in sequence. and then while pressing down the “Shift” key on your keyboard. This selects all parties between the first and second party you clicked. let’s open the Card File and find the person(s) you might want to include in your card file merge.15 Now that we know the setup options for a card file merge form. This is because the information you use in a card file merge must come from the card file itself. and then while pressing down the “Ctrl” key on your keyboard.Chapter 11: Merge Forms | Total Office Case User Manual Chapter 11: Merge Forms | Total Office Case User Manual might notice that only items related to a party group are available. click your second party. figure 11.38) 92 .0. just click one party’s name in the search result. If you want to merge a form for just one person.

To do so. You can select more individual parties the same way.0.0.17 Double-click an available case file form to execute the merge in your word processing application. When you have selected your party or parties from the Card File search. 1. figure 11.Chapter 11: Merge Forms | Total Office Case User Manual Chapter 11: Merge Forms | Total Office Case User Manual click your second party. figure 11. When the application opens. This selects only the first and second parties you clicked.38) 93 .18 below). click the “Card File Merge” button in the system shortcut bar to choose a merge form that will open the selection(s). The result might look something like the following (figure 11. Make sure at least one party is selected in the Card File window. locate the categories box in the card file category and place the wild card in the search field. Click the Card File Merge button on the system shortcut bar. the contents should contain the selections you made in the Card File search window. You can also run searches based on card file categories.18 (ver. See the navigator below for assistance.

Also note that most of these options are already set by your CP representative. Appointment Status for Normal Appointments The option you select in this drop-down menu determines the default status for new appointments. Click “Administration” on the menu bar and click “System Setup” in the drop-down menu.2 Field Field Description 1. 1.Chapter 12: Other Settings | Total Office Case User Manual Chapter 12: Other Settings | Total Office Case User Manual Chapter 12: Other Settings This section covers options that change specific behaviors in Profiles Case. changes to this area should not be made without full knowledge of their impacts. This window walkthrough will cover each of the tabs in detail. so that you do not have to enter this window and change them. figure 12. and changes affect the entire CP system. This involves advanced functionality that affects the behavior of the entire system and will be controlled at a system administration level.38) 94 . Because this configuration is highly technical. Double-click “Other Settings” in the System Setup window.1 The Other Settings window contains fifteen sections (or tabs). System Assignments Tab figure 12. (ver.0.0.

The party you choose in this field also shows up in case list reports. see the Lawtype Setup chapter. It determines which party in your case will have the Insurance Company tab. The option you select in this drop-down menu determines the default status for rescheduled appointments.Chapter 12: Other Settings | Total Office Case User Manual Chapter 12: Other Settings | Total Office Case User Manual 2. The entry here relies on the staff roles the firm chooses. The option you select here affects the “Parties” screen of a case. For more information on this. Insurance Company The option you select here affects the “Parties” screen of a case. 7. you can also manually add tabs such as this to any party in the Parties screen. you can also manually add tabs such as this to any party in the Parties screen. For more information on this. 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. Attorney 2 (Assigned) 10. see the Lawtype Setup chapter.38) 95 . 5.0. 6. it is set to the Court party. Appointment Status for Rescheduled Appointments 4. you can also manually add tabs such as this to any party in the Parties screen. see the Lawtype Setup chapter. Note: In System Setup > Lawtype Setup. Court Caption The option you select in this drop-down menu determines the default status for canceled appointments. For more information on this. It determines which party in your case will have the “Court Caption” tab. Merge Attorney Default (ver. The option you select here shows up in the “Attorney 1” column of the Case Search screen. 1. Attorney 3 (Paralegal) 11. The entry here relies on the staff roles the firm chooses. in the referral source field. Appointment Status for Canceled Appointments 3. Note: In System Setup > Lawtype Setup. Note: In System Setup > Lawtype Setup. The option you select here will place the attorney most likely to sign a 9. Attorney 1 (Managing) Used in conjunction with financial or 3rd party billing applications.0. By default. The entry here relies on the staff roles the firm chooses. Billing Client 8.

38) 96 . There are several categories which this comment can be listed under. If you have multi-department enabled in the system. 13. if you click “Add. Allow Custom Information Screens to be Searched 20. Docket Document Type The option you select here shows up when you are creating merge forms. 1. you can set parameters for the medical provider’s list. New Employee Card Role 15. there is an “Injuries” tab. Medical Providers 18. If a party is set as “Injured” in a case. you can use the “Case Status” pick list field on the General Info screen to set a case to opened or closed status. 21. If the firm operates on a fiscal year. if no custom screens are created or a check mark is not needed.Chapter 12: Other Settings | Total Office Case User Manual Chapter 12: Other Settings | Total Office Case User Manual document in merged forms. Default Department (In Default Office) 17. When you perform a conflict of interest search. it will enable custom case information screens to be searched for. The option you select here will determine the new employee’s role in the master card file. Control Open/Closed indicator using Case Status. Once turned on. With this field. Default Office 16. Service Email Field in Card File (ver. as the default option in the “Form Type” field. When you create a new user in Total Office. The selection here defines what field is used for emails in the Service List merge codes. it immediately changes the case’s status. This field affects the case search screen. When this field is turned on. This field affects the “Parties” screen of a case. a card file entry is added to the master card file. and cannot easily be reopened by anyone other than an ATO administrator. Conflict Comment Type 14. Within that tab. Turn on this option to affect the “Case Status” field in the general information screen of a case.0. this field enables you to set the default office for a case. Prior Fiscal Year End 19.0. this field enables you to set the default office for a case. Be warned that once you select this option. This field lets you set the default category for this comment.” there is a medical provider’s list for that injured party. a comment is created within the case. the dates can be entered here. 12. If you have multi-office enabled in the system.

Warn User if Changes to Card File Entry Affects more than One Matter 7. Check this box to allow users to create new versions of existing documents instead of overwriting the originals.0.0. Default Word Processor 3. Check this box to use a case wizard to open new cases instead of the manual process. Default Benefit Claim Fee Percentage 6. Use New Case Wizard (ver. Check this box to have users be notified when editing a card from the Parties screen that is attached to more than one case. Default Comment Type 2. enter the default rate to use to calculate fees in the Benefit Claims case information screen. 4. Check this box to allow a party to be selected multiple times on an individual form. Select which word processing software you will use in your firm.38) 97 . In this field. Enable Document Versions Select the comment type for each new comment.3 Field Field Description 1. 1. Allow a Party to be Preselected 5.Chapter 12: Other Settings | Total Office Case User Manual Chapter 12: Other Settings | Total Office Case User Manual Item Defaults Tab figure 12. Note: the “Original is labeled as Version” checkbox should only be checked by a Total Office’ technical support representative.

Attach New Case Party to Currently Selected Party 19. Prompt for Matter on New Messages 18. Check this box if you would like to have a Conflict of Interest search performed each time a party is added to the case. 9. 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). Check this box to turn on an additional tab to track boxes and files of closed cases. 1.38) 98 . Enable Fee Information Tab page in General Information Screen 10. Last Case Sequence Assigned See your CP Admin for information on this field. Enable Override Task System Setting in General Information Screen 12. to calculate settlements. Check this box if you would like to keep a history of staff that have been added to and removed from a case.0. Number of Days for Merge Appointments 13. 14. Default Appointment Length Select the default length of time for new appointments created through the Total Office standalone calendar.0. Perform Conflict Search When Party is Added 16. 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. Enable Box/File Information tabpage in General Information Screen 11. This tab is used when there is multiple locations that need to be tracked Used with Financial management application. Last Client Number Sequence Assigned 15. Fill in this field with the last client number assigned in the card file if you have turned on automatic numbering for clients. Enable Appointment Conflict Warnings 17.Chapter 12: Other Settings | Total Office Case User Manual Chapter 12: Other Settings | Total Office Case User Manual 8. This feature is only available when not using Outlook for all calendar items. This option is used with the Total Office’ Plaintiff Financial System. Check this box to enable conflict warnings to show up when adding appointments to the Total Office’ standalone calendar. 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. Enable Staff Change Audit History (ver.

Chapter 12: Other Settings | Total Office Case User Manual Chapter 12: Other Settings | Total Office Case User Manual

20. Use Case Party Role Instead of Card Role

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.

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) 26. Pad with 0’s to Length

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. 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. Total Office will automatically generate 01000 as the next number. 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.

27. Enable Critical Date Tracking 28. Enable Document Keywords

29. Enable Historical Conflict Data 30. Preselect Case Staff on New Appointments

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31. Enable Appointment Reminders 32. Hide SSN on Summary and Parties Screens

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.

33. Remember Document Date Range in Desktop

Security Tab

figure 12.4

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 Total Office, you can turn off the security system entirely by removing this check mark. Please note: This is generally not

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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 Total Office. 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. Turn on this check box to give access to all User Calendars and To-Dos regardless of security settings.

3. All Cases are Visible by Default

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

Check this box to allow users to be able to select or remove contacts to be synced between Outlook and Total Office.

6. Allow Edits of Messages Created by Another User 7. Group Wildcard Compatibility

Turn on this checkbox if you would like to allow users to edit phone messages created by other users. This setting effects user group security and should only be changed by Total Office’ technical support. 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 Total Office technical representative if necessary. See your CP administrator for information on this field.

8. Enable Authenticated Login to CP

9. AD Query Path

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38) 102 .Chapter 12: Other Settings | Total Office Case User Manual Chapter 12: Other Settings | Total Office Case User Manual User Licenses Tab figure 12. only as many as appear in the User Count box will be able to simultaneously use Total Office. Laptop Setup Tab This tab has been removed in version 9. Please consult Total Office’ technical support for the purchase of additional licenses.6 (ver.1.0.5 You may add as many Total Office users as you would like to your system. 1. however. figure 12.0.

This tab should only be modified with the assistance of a Total Office technical support representative.0.0.38) 103 . 1. figure 12.7 Outlook Tab This tab contains the setup for the Outlook Integration with Total Office and should only be modified with the assistance of a Aderant technical support representative or implementation consultant.8 (ver. figure 12.Chapter 12: Other Settings | Total Office Case User Manual Chapter 12: Other Settings | Total Office Case User Manual External Interfaces Tab This tab contains the setup for integrations with Total Office and 3rd party applications.

38) 104 . 1.0.Chapter 12: Other Settings | Total Office Case User Manual Chapter 12: Other Settings | Total Office Case User Manual Backup Notification Tab This tab is used to setup the Backup notification.0. Users added to this list will receive a notification if a successful database backup was not created through SQL. figure 12. Please see the Scanning Options manual for more detailed instructions.10 (ver. figure 12.9 Document/Scan Settings Tab This tab contains settings for scanning images into Total Office using a twain compliant scanner.

(ver.0. figure 12. Please contact Total Office’ technical support for information regarding changes to this screen.Chapter 12: Other Settings | Total Office Case User Manual Chapter 12: Other Settings | Total Office Case User Manual Workstation Update Tab This tab enables updates to be run at firms that do not allow administrative rights on their local workstations.0. figure 12. 1.38) 105 . Default To-Do Type In this field. select the default type for each new To-Do.12 Field Field Description 1.11 To-Do Tab This tab controls the defaults and settings for To-Do items in Total Office.

The name of the pick list used to advance case status upon completion of tasks within a package.0. Auto Save Changes on To-Do Packages (ver. select the default counting method for To-Do reminder and deadline dates. Allow Multiple People on To-Do Items 8. Check this box to prevent users from editing the deadline date field on a To-Do. select the default action for To-Do reminder and deadline dates that fall on either a Weekend or a Holiday. Restrict Editing on Deadline Date 9. Use Legacy Interface for Configuring To-Do Packages 14.0. Default To-Do Days Counted by In this field. Determines whether the user or staff member creating a to-do item or adding a package is assigned the task. Default To-Do User Check this box to automatically assign the attorney to any to dos added for that matter. Transfer Closed Status Default 6. SMTP Server Hostname for Delivery of Email Notifications 13. Pending to do items will be deleted when cases have been close. This box should only be checked by a Total Office’ technical support representative.38) 106 . If To-Do Falls on a Weekend/Holiday 5. 12. In this field. Allow Deletion of Non-Completed To-Dos during Transfer Closed Case Information Feature 10. Picklist for Automatic Updating upon Completion 7. In this field. select the default priority for each new To-Do. and is used when task items are converted to CP. Preselect Case Attorney on new To-Dos 11.Chapter 12: Other Settings | Total Office Case User Manual Chapter 12: Other Settings | Total Office Case User Manual 2. 4. Check this box to add the ability to assign multiple people to an individual To-Do item. 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. See a CP representative for information on this field. Default To-Do Priority 3. 1. Enter the name of the SMPT server for e-mail notifications used with To-Do packages.

figure 12.13 Record Request Tab Use this tab to configure the Records Request case information screen used to track medical record requests.Chapter 12: Other Settings | Total Office Case User Manual Chapter 12: Other Settings | Total Office Case User Manual Report Services Tab Use this tab to set the location of your SQL Reports that can be used for the Lawtype Custom Summary screen.38) 107 . See the Records Request manual for detailed instructions. (ver.0.0. 1.

Chapter 12: Other Settings | Total Office Case User Manual Chapter 12: Other Settings | Total Office Case User Manual figure 12. Please speak with a Total Office’ technical representative before making changes to this screen.14 Regional Tab This tab will only be used by firms outside of the United States.38) 108 . figure 12. (ver.0.15 Audit Tab See a CP representative for information on this tab. 1. Additionally.0. When checked the program will use the Regional date settings set in the Control Panel. you can setup a mask to use when adding phone numbers to the card file.

0. 1. any matter can be associated to a CompuLaw Rule. including billing information.16 CompuLaw Rules This tab was added to allow a firm to connect with CompuLaw Rules.Chapter 12: Other Settings | Total Office Case User Manual Chapter 12: Other Settings | Total Office Case User Manual figure 12. is used for automatic charges.38) 109 . Once this tab is configured. The firm’s information. (ver.0.

. It is also helpful to limit timekeeper access because it prevents viewing confusion (e.g. Depending on the number of users added to the database.0. 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. However. Timekeeper security determines which timekeepers can view and edit entries of other timekeepers.1 Field 1. Timekeeper security can be set in one of two methods: individual user security. 1. (ver. or security set in groups. limiting timekeeper access. If you are just starting to use Total Office. a situation where all timekeepers could view all other timekeepers’ entries). Select User or Group Field Description Two options are available here: Users and Groups. Click “Administration” on the menu bar and click “System Setup” in the drop-down menu. as settings are changed on an individual basis.38) 110 . Method A: Individual User Security User security involves enabling and disabling user access rights for each individual user. populating a list of individual users in the window below. Double-click “System Security” in the System Setup window. Both methods are detailed in the following sections. More information on the individual security method is provided in the walkthrough section below. this method could take a long time to complete. figure 13.0. we recommend that you not make any changes to the security settings that are shipped with the program.Chapter 13: System Security | Total Office Case User Manual Chapter 13: System Security | Total Office Case User Manual Chapter 13: System Security Select this option to control which groups will have access to various features in Total Office. But the individual security method offers many adjustment options for each timekeeper. Click the “Users” radio button.

You can alphabetize users by last name by clicking the “Employee Name” column heading. “Yes.” Clicking it two times will change the option to “No. Choose Security Settings [Options] figure 13.3 shows a category with subcategories. click a category. From there select a category in the sub-folder. the option is set to “Not Set. Security options for the selected category will populate in the Choose Security Settings box (field #4). try the sorting feature. click the name of the user profile you wish to edit. Clicking it a third time will return the option to its default setting.” Placing a check mark in the check box beside an option will set the option to “Yes. 1.2 In this instance.2. the default is “Yes.” In this case. as shown in figure 13.0. a single security option field populates on the right. Security Settings [Category] 4. there is only one option available: “Allowed to add new Cases. Choose Security Settings Field [Sub-categories and Options] If the options window has more than one field. click the plus sign (“+”) beside the folder name and the sub-folders become visible. (ver.38) 111 . If the category contains sub-folders.” which means. To proceed.0. it means that the selected category has sub-categories. Employee Name In the “Employee Name” column. the selected user is allowed to open new cases. Options in other categories can be set in a similar manner.” which in this case revokes the user’s right to add/open new cases. when a category has been selected. 5. In most instances. (Note: if the list of names is overwhelming.Chapter 13: System Security | Total Office Case User Manual Chapter 13: System Security | Total Office Case User Manual 2.) This field contains a list of security categories. 3.” By default. Figure 13.

(ver. “View.0. “Revoked” (second click) or “Not Set” (third click) to return it to its default setting. “Open New Cases” category). “Can the user Attorney Alex add.” “Add. It is important to remember that the options you set here (e. Then..Chapter 13: System Security | Total Office Case User Manual Chapter 13: System Security | Total Office Case User Manual figure 13.g. Click a name to select a security settings for a sub-category. 6.38) 112 .” Edit.) concern one user’s access to another user. “Can the user Attorney Alex view Secretary Sam’s documents?” or. two boxes become visible on the right. and the “Security Settings” field reveals more specific security information about the selected user or group. The Select User box contains the names of users.” etc. edit or delete Secretary Sam’s documents?” Click the button beside the option to change its setting to “Allow” (first click). figure 13.3 In this instance.0. in the field below.4 The “Security Flags” field reveals information about the option within a category (e.. 1. which reveals information specific to selected users and user options. For instance. Show Hierarchy Button Clicking this button will open an advanced security settings window. set the options for the sub-category. your choices here might answer the questions.g.

you can set access rights for whole groups. Click the “Groups” radio button. figure 13. So a group like “Standard User” would have a high number.” or sort by priority by clicking the “Priority” button. There you will see the names of all the user groups in the firm. but a group like “Partners” would have a low number. Click “Adminis-tration” on the menu bar and click “System Setup” in the drop-down menu.0. With it.” the more important the group is. click the name of the group you wish to edit. 2.38) 113 . Security Settings [Categories] This field contains a list of security categories. This method saves time. try the sorting feature. Select User or Group Two options are available here: Users and Groups. click a category. 1.0.) Note about Priority: Group security is prioritized in terms of precedence: the closer the number is to “1. To proceed. If the category contains sub-folders. and then a list of users will populate in field #2 (figure 13. such as “Standard Users. Group Name 3.” “Litigation Team” and so on. Double-click “System Security” in the System Setup window. (Note: if the list of groups is overwhelming. You can sort groups by their names by clicking the “Group Name” button located besides “Priority. and is useful for teams working on cases together.” “Attorneys. In the “Group Name” column.Chapter 13: System Security | Total Office Case User Manual Chapter 13: System Security | Total Office Case User Manual Method B: Group Security The group method is perhaps the more practical of the two. click the plus sign (“+”) (ver.5 1.5).

7 114 .” which in this case revokes the group’s right to add/open new cases. there is only one option available: “Allowed to add new Cases.Chapter 13: System Security | Total Office Case User Manual Chapter 13: System Security | Total Office Case User Manual beside the folder name and select a category in the sub-folder. it means that the selected category has sub-categories. Figure 13.38) figure 13. the selected group is allowed to open new cases. the option is set to “Yes. Options in other categories can be set in a similar manner. “Yes.” By default.0. a single security option field populates on the right. 1.” Clicking it two times will change the option to “No.” Turn on the check box beside an option to set the option to “Yes. 4. as shown in figure 13. Security options for the selected category will populate on the right (field #4). 5.” which means. (ver.6 In this instance.6. Choose Security Settings [Options] In most instances. Choose Security Settings Field [Sub-categories and Options] If the options window has more than one field. figure 13. Clicking it a third time will return the option to its default setting. when a category has been selected.7 shows a category with subcategories.0.

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. “Can the group Attorneys view Sam’s documents?” or.g.” etc. It is important to remember that the options you set here (e. Then. if the user is a member of more than one group with the same number level. 1.. 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. regardless of any group or individual restrictions which may be set for that user. “Revoked” (second click) or “Not Set” (third click) to return it to its default setting. (ver. your choices here might answer the questions. In spite of any restrictions on a user’s groups. but its functionality has now been replaced by Custom Case Information Screens. For instance. 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.   Chapter 14: Custom Templates This module is applicable to older versions of Total Office.0. “Can the group Attorneys add.Chapter 14: Custom Templates | Total Office Case User Manual Chapter 14: Custom Templates | Total Office Case User Manual In this instance. the sub-categories are the names of users.” Edit. Any user who has been made a System Administrator in the User Setup area has all rights in Total Office. in the field below. individual access rights override any group settings.” “Add. set the options for the sub-category. Please see Chapter 17. Click a name to select a sub-category. Other security measures to note:    Remember the following algorithm for controlling security.) concern one group’s access to a single user. edit or delete Sam’s documents?” Click the button beside the option to change its setting to “Allow” (first click). In other words. “View.0.38) 115 . access is controlled by the most restrictive group at that level.

38) 116 .0.0. (ver. 1.Chapter 15: Financial Setup | Total Office Case User Manual Chapter 15: Financial Setup | Total Office Case User Manual Chapter 15: Financial Setup See the Profiles Financial manual for assistance with financial setup.

Database Connection This section shows you how to make the link between Total Office and Crystal Reports. follow the navigator and instructions below. Section B (“Setup for Case-Specific Reports”) provides key parameters for reports with a specific case in mind. • • • • In Section D (“File Locations”). from setting it up in Crystal to configuring import settings in Profiles Case. Please refer to your Crystal Reports manual or system administrator if you need help with detailed Crystal program features. Section C (“Setup for Non-Case-Specific Reports”) includes key parameters for reports without a specific case. Section F proceeds to explain how to run Crystal reports outside of a case. and click the (+) sign besides the “OLE DB (ADO)” sub folder. To begin creating a database connection.Chapter 16: Crystal Reports Setup | Total Office Case User Manual Chapter 16: Crystal Reports Setup | Total Office Case User Manual Chapter 16: Crystal Reports Setup The following sections provide an overview of configuring a Crystal report. the file location for a report is set.0. and click “Database Expert” in the sub-menu. • • • In section A (“Database Connection”). (ver. To assist you with the complexity of this chapter. Section G explains how to run a report from inside of a case. Please refer to your Crystal Reports manual for more detailed instructions in Crystal. A.0.38) 117 . 1. we create a connection between a database and the Total Office system. the following bullet lists provide a breakdown of the sections:  Sections A through C provide instructions on linking and configuring a report to the Total Office system. Section E (“Crystal Reports Setup in Case”) includes the Total Office side of Crystal Setup in the system settings > Crystal Reports Setup window. Find and click “Database” in the program’s menu bar.  Sections D through H provide walkthroughs for help with the Total Office side of the Crystal setup. Scroll down and double-click the “Create New Connection” folder.

select (or type) the name of the SQL Server. When you have entered the appropriate information. and click the “Next >” button at the bottom of the window. 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. figure 16.0. 1. Password and Database Name of the target database in Total Office. Scroll down the OLE DB Provider list until you see “Microsoft OLE DB Provider for SQL Server.Chapter 16: Crystal Reports Setup | Total Office Case User Manual Chapter 16: Crystal Reports Setup | Total Office Case User Manual figure 16. User ID.2 In the highlighted fields.” Click this option.38) 118 . figure 16.3 (ver.1) will have popped up when you followed the navigator instructions.1 The OLE DB window (figure 16.3).0.

click the “Create Parameter” button (highlighted) which will open the “Create Parameter Field” window (see figure 16.” “Formula Fields” and “Parameter fields. 1. (Please note: a database diagram of all of the available Profiles Case tables is available if you contact the Total Office’ technical support department. Setup for Case-Specific Reports Case-specific reports are reports that will pull information for a single case.5 Enter “Case_sk” for the name of the parameter. and select “Number” in the Type drop-down menu. and will be run from the Summary Screen of the case in Total Office. and then click the “OK” button at the bottom of the window to complete the database connection process.0. and click “Field Explorer” in the sub-menu.5). figure 16. follow the navigator and instructions below.0.38) 119 . Click “View” in the program’s menu bar. If “Case_sk” does not exist in the list below it. (ver.Chapter 16: Crystal Reports Setup | Total Office Case User Manual Chapter 16: Crystal Reports Setup | Total Office Case User Manual Select the appropriate tables.) B. Select OK to save the parameter settings.4 Scroll down to the “Paremeter Fields” item and click the plus icon (+) beside the name.” figure 16. It contains items such as “Database Fields. Find the Field Explorer. Follow this walkthrough if the data you wish to pull from a Crystal report is case-specific. add them (the “>” button). Create Case_sk Parameter To begin the case_sk parameter setup.

and select the parameter {?case_sk}. 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.Chapter 16: Crystal Reports Setup | Total Office Case User Manual Chapter 16: Crystal Reports Setup | Total Office Case User Manual Select Case_sk Field Follow the navigator and instructions below figures 16.0. Click “Report” in the program menu bar.6 Select the “case_sk” field from the cases table (figure 16. Click “OK” when you are finished to save the set parameters. figure 16. figure 16. C.0. 1. Follow this walkthrough if the data you wish to pull from a Crystal report is not case-specific. (ver.7 to select the case_sk. Click the “<New>” tab in the Select Expert Window.38) 120 . and click “Select Expert” in the sub-menu.6).7 Choose “is equal to” from the drop down list.6 and 16. It will open the Choose Field window below.

Please note: the name used here will be used when linking the report to Total Office. follow the navigator and instructions in figures 16. It contains items such as “Database Fields.11 below.” figure 16. select “True” in the “Allow multiple values” checkbox. Click “View” in the program’s menu bar.Chapter 16: Crystal Reports Setup | Total Office Case User Manual Chapter 16: Crystal Reports Setup | Total Office Case User Manual Set Card File Parameter To begin card file setup. and make the appropriate selection for the Value Type based on the entries that you are creating.” “Formula Fields” and “Parameter fields. Find the Field Explorer.9). Please note: Parameters in Crystal Reports can be used in conjunction with search tools in Total Office to easily retrieve desired results. and click “Field Explorer” in the sub-menu.11 to select the non-case-specific field you (ver.9b In the same window.0.0.38) 121 .8-16. and then click the plus icon (+) beside the name. figure 16. Click the “Create Parameter” button (highlighted) which will open the “Create Parameter Field” window (see figure 16.9a Enter the name for the Parameter. Select the Created Field Follow the navigator and instructions below figures 16. figure 16. 1.8 Scroll down and click the “Paremeter Fields” item.10 and 16.

Click the “<New>” tab in the Select Expert Window. Click “OK” when you are finished to save the set parameters. The navigator and screens below will help you do this. figure 16. D.3).0. with the recently-created parameter in mind. choose the parameter that was setup previously (e. and click “Select Expert” in the sub-menu. In the adjacent drop-down box. Click “Administration” in the program menu bar.10 Select the desired field from the appropriate table. and click “System Setup” in the sub-menu. card_file).11 Choose “is equal to” from the drop down list on the left. Click “Report” in the program menu bar..g. It will open the Choose Field window (figure 2. Double-click “File Locations” in the System Setup window.Chapter 16: Crystal Reports Setup | Total Office Case User Manual Chapter 16: Crystal Reports Setup | Total Office Case User Manual wish to add to your report.0.38) 122 . File Locations Use this chapter for help setting up the system location for Crystal reports. 1. (ver. figure 16.

the file should be saved under “CPWin\Reports\CM” and for Financial Management Reports. the file should be saved under “CPWin\Reports\ACCT. Click “OK” when you are finished. to save your work. 1.13 Next. either through My Computer or Windows Explorer. you will need to add two folders inside of the Reports directory: “CM” for Case Management reports and “ACCT” for Financial Management reports.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. The walkthrough will guide you through the reports setup wizard in which you can also customize case import options. verify that the reports directory exists. figure 16.0.Chapter 16: Crystal Reports Setup | Total Office Case User Manual Chapter 16: Crystal Reports Setup | Total Office Case User Manual figure 16.0. Crystal Reports Setup in Case Use the following section for help with adding Crystal reports into the Profiles Case system.) Also. create a new folder under the “CPWin” directory named “Reports.” E. (The “Save Data with Report” option on a report should not be turned on.” Please note that before adding a report in Profiles Case. Click “Administration” in the (ver. Add/Import Custom Crystal Reports Follow the navigator to the reports setup wizard and the instructions that follow. for Case Management reports.38) 123 . the report must exist in the “CPWin\Reports” directory. If the directory does not exist. Again.

and click “System Setup” in the sub-menu.0.” report category.38) 124 .” report category and the “RPTFM . figure 16.) figure 16.Chapter 16: Crystal Reports Setup | Total Office Case User Manual Chapter 16: Crystal Reports Setup | Total Office Case User Manual program menu bar.Fin. (Note: new categories can be added into this list by going under “Administration\System Setup\Pick Lists” and adding new entries under the “RPTCM .14 Select a category on the left hand column and then click the “New” button. Double-click “Crystal Reports Setup” in the System Setup window. Mgmt.15 Field Field Description 1.Case Mgmt. The listed “Custom Reports” items on the left (figure 16. Report ID This field is generated automatically by Total Office after a new report is added. (ver.0. 1.14) are categories in which reports can be classified.

Report Description 8. (Note: If you see a red light icon and a message that the report does not exist. Report is for an Individual Case 10. Then. in the right column. verify that the file name is entered correctly and that the file has been saved in the proper directory. click the “Add Parameter” button. and then in the “Name” field. double-click one of the lookup functions (right column) which will fill in the “Definition” field on the left. Total Office provides different search tools that can be used in conjunction with the Crystal Report parameters.Chapter 16: Crystal Reports Setup | Total Office Case User Manual Chapter 16: Crystal Reports Setup | Total Office Case User Manual 2. Crystal Reports Version 3.16 There are different parameters that can be added to a report to filter down the list of entries that the report returns. Filename 6. Parameters to be passed into the report figure 16. Report Type 4. To add a parameter. This box is used for reports that pull information for only one case and will be run from the Summary screen of the case. Full Path 7. Enter the title of the report. you will see the green light icon and the full path to the report file. 1.0. enter the name of the parameter as it is setup on the Crystal Report.) Enter a description of the report. and will perform the report lookups. 5. Once the file is saved under the Reports directory and the file name is entered. (ver. Available lookup items are listed and described below.0.38) 125 . Main Category Select the version of Crystal Reports used to write the report. Default Title 9. Select the appropriate category from either the Case Management or Financial Management sections. Select Case Management or Financial Management. Enter the file name of the report.

. Parameters: o o o “Multi”: select one or many..Select Case Type)  uf_lookup_case(Multi): This lookup function will allow the user to use the standard case search to select cases.wintitle): This lookup function will allow the user to select one or many of the active firm users.. Parameters: o o Multi”: Select one or many.'S' or 'M' “wintitle”: Window title for cardfile selection window Example Call: uf_lookup_group_item (CTYPE. Parameters o o o o “Groupcode”: Default group code selection. 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.. 1.'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.0.can be left blank “Multi”: Select one or many.Select Managing Attorney)  uf_lookup_cardfile(Multi.. Parameters: o o “wintitle”: Window title for date selection window Example Call: uf_get_date(Enter starting date) F.wintitle): This lookup function will allow the user to select one or many cardfile entries. Example Call: uf_lookup_lawtype(M.Select Expert Witness)  uf_lookup_group_item(groupcode.Chapter 16: Crystal Reports Setup | Total Office Case User Manual Chapter 16: Crystal Reports Setup | Total Office Case User Manual  uf_lookup_user(Multi.38) 126 . Parameters: o o “Multi”: select one or many.'S' or 'M' Example Call: uf_lookup_case(M)  uf_lookup_lawtype(Multi.wintitle): This lookup function will allow the user to select one or many cardfile entries.'S' or 'M' “wintitle": Window title for the cardfile selection window Example Call: uf_lookup_cardfile(S. Running Crystal Reports inside a Case Once report import settings have been configured (section 5). Parameters: o o o “Multi”: select one or many..S.Multi.includeQuotes): This lookup function will allow the user to select lawtypes.N)  uf_lookup_office(Multi): This lookup function will allow the user to select from a list of the firm offices.0. reports can be run in the Profiles Case system in (ver.'S' or 'M' “includeQuotes”: 'Y' or 'N' determines if single quotes are put around each value.

The following section explains how to run a report by navigating from within a case. (ver. reports can be run in the Profiles Case system in one of two ways: from program menus outside of a case. The following section explains how to run a report outside of a case.Chapter 16: Crystal Reports Setup | Total Office Case User Manual Chapter 16: Crystal Reports Setup | Total Office Case User Manual one of two ways: from program menus outside of a case. Click The Crystal Reports icon in the icon bar near the top of the screen. Click “Administration” in the program menu bar. G. To begin. and click “Reports” in the sub-menu. figure 16.17 Select the Report from the list and click the “View Report” button. and from navigation inside of a case.0. click “Open Existing Case” in the sub-menu and select a case to open. 1. and from navigation inside of a case. Double-click “Crystal Reports” in the Reports menu.38) 127 . use the navigator below. Running Crystal Reports inside a Case Once report import settings have been configured (section 5). Click “File” in the program menu bar. To begin. use the navigator below.0.

Refer to Section E of this chapter for help on enabling this option.0.38) 128 . select the appropriate report and click View Report. 1. Please note: Only reports that have “Report is for an Individual Case” checked in the setup will show on this list. (ver.0.18 In the Custom Case Related Reports screen.Chapter 16: Crystal Reports Setup | Total Office Case User Manual Chapter 16: Crystal Reports Setup | Total Office Case User Manual figure 16.

1).Chapter 17: Custom Case Information Screens | Total Office Case User Manual Chapter 17: Custom Case Information Screens | Total Office Case User Manual 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. The second section (“Lawtype Setup for Custom Screens”) includes deeper customization for the new information screen by attaching it to a law type. Enter the desired name of the screen and then click OK. where you can add fields to the new (and empty) custom empty information screen. 1. Click the “Add” button on the right side of the Custom Screens window (figure 17. Creating a New Custom Screen Directions for creating a new custom screen are included below.2 figure 17.1 Field Field Description 1. and the last section (“Custom Case Search”) helps enable you to quickly find fields in your customized screens by using the Case Search window. The third section (“Merge Form Setup for Custom Screens”) shows how to merge fields within forms if necessary. Double-click “Custom Case Info Screens” in the System Setup window. Add a Field figure 17. the process of creating a blank customized screen is explained.0. Click “Administration” in the program menu bar. Use the navigator and the following screen walkthroughs for assistance.38) 129 .3 Select this icon to open the “Select Fields” screen (figure 17. figure 17.0.3). Once the Add button is pressed a Description field will appear at the bottom of the screen. Once the field is checked and OK is (ver. In the first section (“Creating a New Custom Screen”). and click “System Setup” in the sub-menu.

Delete Field To remove a field from the custom screen. When you click on the field you will see a field on the formatting tool bar named Tab Order. Follow the navigator and the following screen walkthroughs for assistance. Save Changes 8. Select this icon to access the properties section for the screen. When this icon is selected.38) 130 . Note: this button is only for when you are in the Printer Layout tab setting up a report. Select this icon to open a different screen layout. Open Another Layout 9. 2. Select this icon to add a text label to the screen.0. Alignment Icons 6. Select this icon to import a screen from a file that had been exported. click on a field (e. checkbox. To move it just click on the field and drag it to the proper location. For each field added enter a number in this field to set the tab order for the screen. label or drop-down list) you previously created and then click this Delete Field button. 3. Select this icon to export the screen to a file that can be imported. 7.g. Select this icon to save any changes made to the screen. Once it is placed.0.Chapter 17: Custom Case Information Screens | Total Office Case User Manual Chapter 17: Custom Case Information Screens | Total Office Case User Manual selected you will see the field in the upper left hand corner of the screen. Export a Definition to a File 10. Tab Properties Use these icons to align multiple fields or to resize fields. Add a Column Title 5. Exit Case Lawtype Setup for Custom Screens Directions for attaching a lawtype to customs screens are included below. 1. Click this icon to add a column to the field. From here additional tabs can be added and the screen can be renamed. Add Text 4. 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. Select this icon to exit out of the layout for the screen. (ver. a label will appear in the upper left hand corner of the screen that can be dragged to the desired location. Import a Definition from File 11..

38) 131 . Double-click “Lawtype Steup” in the System Setup window. 1.0. where you can select it. Select or Create Lawtype Select the lawtype that you would like to add the custom screen.0.5 (ver. Open Case Info Screens figure 17. With a lawtype selected. double-click on the Case Info Screens icon option. or if the lawtype doesn’t exist. figure 17. and click “System Setup” in the sub-menu.4) and follow basic onscreen instructions. (See figure 17. click the “New Lawtype” button at the bottom of the screen (figure not shown in 17. Once you have created the lawtype.Chapter 17: Custom Case Information Screens | Total Office Case User Manual Chapter 17: Custom Case Information Screens | Total Office Case User Manual Click “Administration” in the program menu bar.4 Field Field Description 1. it will exist in the list in field 1.5) 2.

6 If you search for a merge form. In the Merge forms figure 17.Chapter 17: Custom Case Information Screens | Total Office Case User Manual Chapter 17: Custom Case Information Screens | Total Office Case User Manual Field Field Description 1.5) 2. In the fields on the far right. Click “Administration” in the program menu bar. fields within a screen can be merged into a form when needed. click the Custom Case Information Tab. Merge Form Setup for Custom Screens In Profiles Case. Customize Added Screen Repeat these steps for each new created lawtype. It is available in field #1 (figure 17. Select Custom Screen Click the custom information screen that you created in section 1. and click “System Setup” in the sub-menu. select the desired icon to represent your selected information screen. and click the “Field” button beside that item. figure 17. For help with merging forms. Click “Add” Click the “Add” button to move the selected information screen over to the list of active screens on the right.67 (ver.g. use the navigator below and the following screen walkthroughs..8) where you can select which forms to merge for the selected field (figure 17. enter the order number (e. In the drop-down box on the left.38) 132 . 10. (Note: Please refer to the Creating Forms manual for more detailed instructions on creating forms.0. find it and then double-click it to open the Merge Form Setup window. 1.) When the Merge Form Setup window is open. 30… 1 would have highest priority). 20.0. Find the field you wish to merge in the list of items. Double-click “Merge Forms” in the System Setup window.7). This will open the window (figure 17. 3.

Double-click “Other Settings” in the System Setup window. click the checkbox besides all forms you wish to merge.8 Custom Case Search Profiles Case provides you with the ability to setup search fields on the Case Search screen.9) shows the result of custom case search setup.38) 133 . figure 17. Click “Administration” in the program menu bar. (ver.9 How to Create a Custom Case Screen Search Follow the navigator and instructions that follow to set up a custom case search. where you can search for key terms (or parameters) in custom screens you want to have fast access to.0. Once configured.0. and click “System Setup” in the sub-menu. 1. custom fields can be quickly searched for and found based on keyword or date parameters. The Case Search window (figure 17.” figure 17. then click “OK. More instructions on Case Search are provided at the end of this chapter.Chapter 17: Custom Case Information Screens | Total Office Case User Manual Chapter 17: Custom Case Information Screens | Total Office Case User Manual window.

g. In figure 17. Clicking the “Fields” button will open a Custom Fields window (figure 17.12) where you can select specific search options to enable. If you don’t know the meanings of the field names. These search options will appear in Case Search (figure 17. How to Use Custom Fields in Case Search Once custom field search options have been enabled.0.Chapter 17: Custom Case Information Screens | Total Office Case User Manual Chapter 17: Custom Case Information Screens | Total Office Case User Manual figure 17. check with your Profiles Case administrator. figure 17. you can use them when performing Case Searches.11 figure 17.13).10 In figure 17. which will open the configuration window in figure 4.10. When you have selected all the desired fields. select the “Fields” button adjacent to the desired item (e. Click the open folder icon in the program icon bar. etc.).11. Bankruptcy Questionnaire. or click “File” > “Open Existing Case” in the File menu. Bank Account Info.38) 134 . click “OK” on this screen and previously-opened screens to save your work. Click the “Custom” tab among the tabs in the “Open Existing Cases” window. check the “Allow Custom Information Screens to be Searched” checkbox and click the “Configure” button..3. 1. (ver.0.12 Enable fields you want to be searchable. Additional Caption Fields.

38) 135 . 1. they will appear in the large white field below the search fields. and then click the “Submit Search” button to the right.0. If there are any matches for your custom search.13 Select parameters or enter text in the fields in the center of figure 17.13 for your custom search.0.Chapter 17: Custom Case Information Screens | Total Office Case User Manual Chapter 17: Custom Case Information Screens | Total Office Case User Manual figure 17. (ver.

Chapter 18: Costs Export Setup | Total Office Case User Manual Chapter 18: Costs Export Setup | Total Office Case User Manual Chapter 18: Costs Export Setup This section is pre-configured by your Total Office representative.38) 136 . (ver. 1.0.0. please contact Total Office. For information about this module.

or select PDF document if you want scanned files to default to .pdf (PDF format). This method may take several seconds more to load. (ver. Settings Tab figure 19. 1.0.38) 137 .Chapter 19: Document Settings | Total Office Case User Manual Chapter 19: Document Settings | Total Office Case User Manual Chapter 19: Document Settings This window enables authorized users to edit options and settings within the Documents module. The Standard Viewer will be faster to load as it will show the document in a viewer without Bate Stamping.1 1. Viewing and Importing Defaults PDF Files Viewer Selecting the Imaging Viewer will take the user to the same viewer used for TIFF images.0. See the following sections to gain a basic understanding of which document options and settings can be edited. It allows Bate Stamping without annotation ability.tif (image format). Scanned File Format Select Imaging Document if you want scanned files to default to .

We support an unlimited number of versions.pdf (PDF format). the selection here determines how many results are returned to the Documents screen. critical dates could be set as a property of a document.Chapter 19: Document Settings | Total Office Case User Manual Chapter 19: Document Settings | Total Office Case User Manual Import PDF As Select Imagine Document if you want imported PDFs to default to . Document Keywords 8. Enable Barcode Printing for eRouter 4. 3. Checking this box enables users to save multiple versions of a document. Critical dates still exist for backward compatibility with previous versions of Total Office. OCR Documents for Full Text Searching If this check box is enabled. eRouter can print out barcode cover sheets to route it to the case automatically. Document-Level Security (ver. This feature is not currently in use. in the Documents screen. or select Ask User if you want users to have the choice when importing a PDF. this check box must be enabled. 1. It only exists for backward compatibility with previous versions of Total Office. If a user wants to do full text searching. This option enables a firm to put security on a single document.tif (image format). or select PDF Document if you want imported PDFs to default to . Document security can be set on the Document Property screen. Checking any of these boxes disables the option to duplicate documents of the checked type. the user will not be able to choose a different option during the import process. Critical Dates 9. when you import a PDF or tiff. If you perform a search for documents. but this option has been replaced with several fields in the Custom Properties tab. you are given the option to have the system run an OCR on the file.38) 138 . Maximum Return Results 5. Document Versions 7. In previous versions of Total Office.0. 2.0. so that you can find a document based on the contents within the document. Disable Duplication 6. Note: Once a selection other than “Ask User” is selected.

containing a certain document property (as displayed in the dropdown list). figure 19. Document Stores Tab This tab determines locations where documents are stored on disk.0. 10.3 -Click the ellipsis button to browse.0. Insert Stamp in Word Docs Enabling this option places a footer in Word documents. The size can be viewed in the Size column (figure 19.2) -Click Remove to delete it from the locations list. figure 19.2) to open a prompt window asking you for the path of the new file location.2). (ver. -Select a location (figure 19. Multiple locations can be set. The new location will not be marked as active unless you click the Set Active button (figure 19.2) when the location is selected. and then click OK to set the new location. 1. -Click Show Size to display how large the location is (in megabytes).Chapter 19: Document Settings | Total Office Case User Manual Chapter 19: Document Settings | Total Office Case User Manual on the Security tab. we support all pages only.2 Click New (figure 19.38) 139 . Today. but only one location can be made active.

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. and the inner items with the paper icon are document sub-types. there is no way to make the custom property required. or picklist.38) 140 . If you select picklist. you can set up custom properties for the purpose of easier retrieval. figure 19.4) Listed here are custom property fields that have been created. List of Custom Fields 3. the Picklist field will be enabled and you can select from 2. Details (ver. integer. currency. Today. Type and Sub-Type Outer items with the folder icon are document types. Select an existing custom field and click Edit to change custom property field attributes in field #3 (figure 19. Click Delete to remove a selected field from the document type.0.4). 1. you can create sub-types in fields #2 and #3 (figure 19.4). you can edit field details here. When a document sub-type is selected in field #2 (figure 19. Click a document type to select it. Once a document type is selected.0. Edit the Caption field to change the title of the field. or click New to create a new field. date (for deadlines or appointment reminders). You can set the field type to various formats such as text (simple comment field).4 1.Chapter 19: Document Settings | Total Office Case User Manual Chapter 19: Document Settings | Total Office Case User Manual Custom Properties Tab For each document type and sub-type.

) receive system messages for document review. if their role is (ver. Enable Document Review Click Enable to turn on the document review feature in the system. when an Unreviewed field is displayed preceding a number. 1.g. etc. Document Review Tab In this tab.) will be notified in Total Office of the task to review that document. the users flagged as the roles listed here (Paralegal. You can know if the feature is on by checking the bottom of your screen in Total Office. 2. When creating a sub-type. Paralegal. Assigned Attorney. When you set a document to the type and sub-type you just created. etc. Here you can determine which types of users (e. be aware of its location within the types/sub-types. figure 19. you can configure settings for system message/emails sent out to users for document review.. displaying unreviewed documents.0. When a document is added to the system.Chapter 19: Document Settings | Total Office Case User Manual Chapter 19: Document Settings | Total Office Case User Manual the list of existing picklists in your system. the new field will appear in the document properties screen.38) 141 . Assigned Attorney. Clicking on this field brings up the documents screen. Staff Roles of Default Reviewers These options determine which user type is set as a document reviewer by default. Note: Some fields will only appear when no sub-type is selected.0.5 1. Click Save to keep your changes to the custom field.

etc). On the right column.38) 142 . prompting you to enter the extension name (. Select a group type and click Edit to change the name of the filter group. Email Reviewers Enabling this option causes the system to email the reviewers.”) before the extension types.docx and . You can add. 1.Chapter 19: Document Settings | Total Office Case User Manual Chapter 19: Document Settings | Total Office Case User Manual checked here. file types are displayed for the selected filter group on the left. SQL Database Mail Profile Name 5. . Include Attachment Filter Group Tab Options in this tab affect the Filter Groups folder located on the left column of the documents module screen (figure 19. For instance. edit or delete file types within filter groups by clicking on the corresponding buttons below the file type list.TIFF and .msg. 3.eml. 4. The Scans/Images group might contain the extensions . separate from the Total Office system message. When adding a file type.JPG. figure 19.6 On the left column (figure 19. The email alerts reviewers about the task to review a new document in the system.0. (ver. a window with a single text field appears.5) If you hold the CTRL key and click on a filter group type. Refer to a Total Office support representative if you need to access your SQL database mail name. you can add.7). displaying the extension types of the files that those groups contain.0.doc. edit or delete filter groups by clicking on the corresponding buttons beneath the group list. . an alert window will appear. Do not enter a period (“. Enabling this option causes the system to send the mentioned document as an attachment with the email to the reviewers. SQL 2008 or SQL 2008 R2 Mail is required. the Documents group might contain the extensions .xls.

1.7 (ver.0.Chapter 19: Document Settings | Total Office Case User Manual Chapter 19: Document Settings | Total Office Case User Manual figure 19.38) 143 .0.

Chapter 20: Reports Menu | Total Office Case User Manual Chapter 20: Reports Menu | Total Office Case User Manual

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.

figure 20.1

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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.

figure 20.4

figure 20.3

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.

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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.

figure 20.5

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.

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the Delete Case window will open. it cannot be restored. (ver. figure 21.0. based on any criteria in the six search tabs. prompting you to either search for another case or to delete the selected case. selecting one case at a time. Click Delete to delete the case.0. Please be careful about deleting cases.38) 147 . Case Related Delete Clicking this enables you to delete a case. 1. Note: Once a case is deleted. The following sections describe the items listed in the Maintenance menu. where you can search for the case you want to delete.1 When you have found the case and have clicked OK (case search window).Chapter 21: Maintenance Menu | Total Office Case User Manual Chapter 21: Maintenance Menu | Total Office Case User Manual Part 3: Maintenance Menu Chapter 21: Maintenance Menu Click Administration > Maintenance to see the Maintenance menu. A case search window will open.2 figure 21.

4 (ver. or one attorney has left the firm and another is replacing him/her. Click Proceed to complete the duplication. as well as the date received.4).4).0. Note: Staff Members. Select the “From” attorney and the “To” attorney.3) enable you to select which case entities to duplicate. select which matters you want to swap by clicking the check boxes beside the cases. Click Reassign when finished. figure 21.0. The copy utility window requires you to select the matter you want to duplicate. Pick Lists and Parties can be duplicated at this time. This feature is typically used when one attorney is covering for another attorney.Chapter 21: Maintenance Menu | Total Office Case User Manual Chapter 21: Maintenance Menu | Total Office Case User Manual Duplicate This feature enables you to duplicate a case. The check boxes at the bottom of the window (figure 21. and select whether or not to reassign to-do items by marking the check box (figure 21. 1.38) 148 .3 Case Reassignment Enables you to reassign staff from one case to another. figure 21. to enter a new matter number and new matter name. In the matter list at the bottom of the window (no matters shown in figure 21.

1. if a password has not yet been set for the selected case.5 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. select a company. the case search window will appear. set a password for a case. Remember to save your changes. or click Add if you want to create a new company entity in the database. and click OK in the search window. Then. On the right column. click Remove if the company info is incorrect.38) 149 . you can go into the list and delete them. figure 21. Click Delete if you want to remove it from the database.6).Chapter 21: Maintenance Menu | Total Office Case User Manual Chapter 21: Maintenance Menu | Total Office Case User Manual Change Password After clicking this feature. On the left column (figure 21. If a password already exists. figure 21.0.0.6 (ver. Click Close to finish. enter the existing password and then change to the desired new password. Search for a case you want to change (or set) the password for.

(ver.0. See a Total Office support representative for more information on this feature. and other parameters you choose in the filter window.38) 150 . figure 21. 1.Chapter 21: Maintenance Menu | Total Office Case User Manual Chapter 21: Maintenance Menu | Total Office Case User Manual Master To-Do List Click this feature if you want to generate a master to-do report of all tasks.8). Rate Systems This feature enables you to set or change rates for staff roles.7) to generate the to-do list (figure 21. You can double-click on a to-do item to see details in a new window.0. user.8 figure 21. Enter filter parameters and click OK (figure 21. based on date range.7 CompuLaw Change Notifications See the CompuLaw document for details on this feature.

figure 21.Chapter 21: Maintenance Menu | Total Office Case User Manual Chapter 21: Maintenance Menu | Total Office Case User Manual Maintain Synonym List Users are now able to find potential conflicts which include searching by using aliases.8b A search can be made in the field listed on the top left of the Synonym List window (figure 21. Administrators can populate the Synonym list by choosing using the Synonym menu.38) 151 . After a synonym is selected in the list.0.8b) to narrow the list of available synonyms.0. a search on ‘Bob’ will now also search on ‘Robert’ and ‘Bobby’. figure 21. click Maintain Selected to bring up the Synonym Maintenance window. 1. For example.8c (ver.

Chapter 21: Maintenance Menu | Total Office Case User Manual Chapter 21: Maintenance Menu | Total Office Case User Manual

The selected synonym can be edited if you click the Edit button, which enables the fields in the Detail window, or it can be deleted if you click the Delete button. Click Save to apply changes to a synonym, and you will be returned to the Synonyms list window.

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.

figure 21.10

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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.

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.

figure 21.11

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

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deletes), and for all users or a single user (search window), and the system will list the items matching those parameters.

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.

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Export Forms. If they are not released. click the Unarchive tab (figure 21. -Search for the matter containing the documents you want to archive by clicking Single Matter. 1. select Copy or Archive depending on which operation you want to perform (figure 21. -If you want to unarchive documents. it is important to remember that they must be marked for release for them to be exported. figure 21. If you are exporting time slips or costs. (ver. -Archive or copy case documents into a destination folder.13.13 Archive Document Archive: enables you to archive documents in cases (typically closed cases) in bulk or one at a time. while copying keeps the original documents in place and duplicates them to the desired folder. and Export To-Do Packages are all features that enable you to copy/export these types of items into another Total Office system.38) 155 . Note: Archiving removes documents from a case and puts them into a storage folder.14). Export Costs.0. and click Proceed to begin the archive. -Select a target folder for the archive by clicking on the folder icon. or click Matters Closed From if you want to select a date range of matters to archive. Follow basic on-screen instructions for exporting these types of items.15) and find the archive folder in the system by clicking the folder icon.0. you will see a message something like the message in figure 21. -In the document archive window.Chapter 21: Maintenance Menu | Total Office Case User Manual Chapter 21: Maintenance Menu | Total Office Case User Manual Export Export Timeslips.

which is why we list “Document” in the Display Entity Types. Recycle Bin In Total Office 9. when someone deletes a document on a case.0.15 SQL Query This feature is only available to admins. Today we only support deleted documents.1 SP1. (ver.0. this feature allows users with Total Office admin credentials to go in and restore files or to purge (permanently delete) them from the system. -Use the Search Column drop-down menu to narrow search results. -The deleted documents search field is directly below the Purge and Restore buttons. -With a deleted item selected (figure 21. click Proceed. -Enter search parameters and click Search to find a document with specific keywords.16). or click Clear Filter to reset the search field. It is used to write an SQL query.Chapter 21: Maintenance Menu | Total Office Case User Manual Chapter 21: Maintenance Menu | Total Office Case User Manual -When you have found the folder. and the Matter button can narrow deleted items down to a specific matter. click Restore or Purge.14 figure 21. 1. figure 21. -The Display Entity Types menu can narrow your selection of deleted documents.38) 156 . and is generally used by support department when troubleshooting.

38) 157 .16 (ver. 1.Chapter 21: Maintenance Menu | Total Office Case User Manual Chapter 21: Maintenance Menu | Total Office Case User Manual figure 21.0.0.

1 (ver.0.1).Chapter 22: Connected Users | Total Office Case User Manual Chapter 22: Connected Users | Total Office Case User Manual 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. figure 22.38) 158 .0. 1. Click Administration > Connected Users to view this window (figure 22.

720.3600 Fax: +1. Other brand and product names are trademarks or registered trademarks of their respective owners.aderant. Aderant. the Aderant logo.0.404.com | www. Georgia 30305 Tel: +1. Inc.720. Inc.3601 info@aderant.38) 159 . Aderant North America 3525 Piedmont Road Building 6. Aderant Expert. Aderant Holdings. Suite 620 Atlanta. and Expert are trademarks of Aderant Holdings. All rights reserved.com (ver.Chapter 22: Connected Users | Total Office Case User Manual Chapter 22: Connected Users | Total Office Case User Manual Copyright © 2012.0. 1.404.