Client-Matter Inception (1.1.0) - Home | Advanced€¦ · Client-Matter Inception Version 1.1.0...

ALB

Client-Matter Inception

Version 1.1.0

Extend the standard client and matter create

processes to further automate routine tasks. REV1260516JS

Advanced Computer Software Group Ltd

Booths Park 4, Chelford Road, Knutsford, WA16 8GS

t: +44 (0) 844 815 5620

www.oneadvanced.com

www.oneadvanced.com

Disclaimer

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iii

Contents

Introduction ............................................................................... 5

About this document ................................................................................. 6

Document conventions .............................................................................. 6

What's new in this release ......................................................................... 8

Getting help and support .......................................................................... 8

PART 1: Getting started ............................................................. 9

Introducing the software ......................................................................... 10

Installation and setup .............................................................................. 11

Workspace overview ................................................................................ 12

Customising the workflow ....................................................................... 13

Frequently asked questions .................................................................... 13

PART 2: Client inception .......................................................... 15

Workflow overview ................................................................................... 16

Create a new client ................................................................................... 16

Confirm the client details ......................................................................... 25

Confirm the conflict check ....................................................................... 29

Attach a referrer ....................................................................................... 32

Schedule an appointment ....................................................................... 34

PART 3: Matter inception ........................................................ 40

Workflow overview ................................................................................... 41

Create a new matter ................................................................................ 41

Add matter details .................................................................................... 45

Diarise key dates ...................................................................................... 48

Add a limitation date ................................................................................ 49

Create additional contacts ....................................................................... 51

iv

Raise financial risk concerns ................................................................... 52

Request further investigations ................................................................ 55

Produce a client care letter...................................................................... 57

Pause a matter inception task ................................................................. 60

Index .......................................................................................... 62

ALB CLIENT-MATTER INCEPTION 1.1.0

5

Introduction

Welcome to the documentation for the ALB Client-Matter

Inception (CMI) Starter Pack. Learn how to utilise the

application to streamline your business process.

This document covers everything you need to know to run CMI against a client

and/or a matter. Use it as a reference guide when you want to create clients and

matters through the CMI process or simply to find out what each step entails.

In this section:

About this document

Document conventions

What's new in this release

Getting help and support


6

About this document

This document contains the information you need to become familiar with the

CMI Starter Pack and to help you get started with basic tasks. It is designed to

accompany the main online Help, which is available from within ALB, as well as

other learning resources, such as training and tutorials.

For more information about additional learning resources visit the online Help or

contact Support during office hours on 03300 602102.

In this document, you'll learn about:

Installing the application

Client inception process

Matter inception process

The aim of this document is to provide you with an understanding of the

different elements of the CMI pack, so by the end of it you should be

comfortable with its operation and better understand its capabilities.

We recommend that you read this document in conjunction with the Using

Starter Packs guide, which covers procedures for progressing and managing

matters that are common to all Starter Packs.

Document conventions

This document is intended to be used as a reference guide, so you can dip in and

out of it as and when required. However, it can also be read from start to finish

to give you a working understanding of the entire CMI Starter Pack.

The following table describes important conventions used throughout this

document when talking about CMI and its components.

CHAPTER INTRODUCTION

7

Conventions

TERM DESCRIPTION

Client-Matter

Inception

This refers to the entire application and all of its tools and

components; entities, formulas, lookups, screens, documents,

workflow, and processes. Client-Matter Inception may be also

referred to as "CMI" or "the application" to improve

readability. When talking about Client-Matter Inception this

always refers to the current version, unless stated otherwise

Common

terms

Process. A process orchestrates a series of tasks and creates

tasks when it requires you to something in order for it to

progress.

Task. An activity that must be completed in order to progress a

matter, e.g. entering an estate agent.

Fields and

button

names

Field and button names are shown in bold, so that it is easier

to identify them. Example:

In Name, type a name and click OK

Menus and

commands

Menus and commands are shown in bold, so that it is easier

to identify them. Example:

Click File > Open

Notes Notes (including general notes, cautions, tips, and warnings)

are used to call your attention to important advisory.

Example:

NOTE It is good practice to save your work as you go

Click and

press

Click refers to choosing a command or option. Press refers to

pressing a key on the keyboard to initiate an action. Example:

Click OK

Press Ctrl

Select and

clear

Select refers to clicking a check box to place a tick in it. Clear

refers to clicking a check box to clear a tick from it. Example:

Select the Primary key check box

Clear the Encrypt check box


8

What's new in this release

The following list provides a summary of the major changes in this release. It

shows new or revised content in terms of usage, policy or procedure and should

be reviewed.

Revision history

DATE DESCRIPTION

26/05/16 Rebranded.

Getting help and support

Online Help for CMI is available from directly within the software itself. Help is

web-based and hosted by Advanced so that when you use CMI you get the most

recently updated product Help appropriate to the version you are running.

It has a user-friendly interface that supports advanced navigation features. For

example, you can perform a full text search across the entire online Help or

browse topics page-by-page using the table of contents. Help is accessed from

the Help tab. It is also possible to access the latest release notes.

If you need additional help and support, beyond the information provided in this

document or the associated online Help, please get in touch.


9

PART 1: Getting started

This chapter provides you with a product overview, a guide to

installation and setup, a look at the working environment, and

a short introduction to CMI.

In this section:

Introducing the software

Installation and setup

Workspace overview

Customising the workflow

Frequently asked questions


10

Introducing the software

The CMI Starter Pack is an extremely useful tool, which allows you to extend the

standard client and matter create processes. It integrates a series of additional

tasks so that you can quickly and easily capture other information required when

starting a new file. As a result, it further automates many routine administrative

tasks, for example:

Quick production of documents ensuring fee earners spend their time

earning and not on administration.

Streamlined procedures leading to fast and accurate client and matter

creation, resulting in increased case handling and profitability.

To facilitate this, CMI comprises two workflows — a client create and a matter

create workflow. These have been designed to "attach" to the existing client and

matter create routines and seamlessly start once these have completed.

Key features

Flexible workflow. Using workflow, CMI contains all the components

required to drive the client and matter create processes. For example, in

order for the person who interacts with the application to capture

information and progress matters, the appropriate screens are displayed as

and when required.

Workflow manages all aspects of client and matter inception from taking initial

instructions through to sending a client care letter. Although standard workflows

are provided, you can customise these to your own requirements.

Document production. Automatic completion of customisable document

management templates ensures that all client correspondence is completed

accurately, quickly, and in a professional and standardised format. All the

necessary documents are included and these can be added to or easily

customised.

CHAPTER PART 1: GETTING STARTED

11

NOTE

For information about customisation, please see Customising the workflow.

Installation and setup

CMI is installed and configured by Advanced. This involves importing the PMS

module and configuring the appropriate client and matter workflow in Utilities.

The integration between CMI and PMS is tightly controlled by specific system

parameters in ALB. These allow the software to talk to each other. ALB is setup

so that its client and matter inception functions hook into the CMI Starter Pack

so that it can be initiated when a client and/or matter is created.

To set up the inception workflows:

1. In Utilities, open System Parameters.

2. Locate and double-click the Create Client Workflow parameter.

3. When the System Parameters dialog box opens, make sure Client

inception - Start is selected in the Value drop-down and then click OK to

save your changes.

4. Repeat for the Create Matter Workflow parameter, but this time make sure

Matter inception - Start is selected in the Value drop-down.

5. Close System Parameters and then Utilities.

NOTE

The client inception is driven by a single continuous workflow called Client

Inception - Start. However, the matter inception is more complex and has

therefore been split into separate processes, each of which run a specific

workflow. These processes are controlled by a master process, which is

initiated by the Matter Inception - Start workflow. As a result, the matter

inception can easily be paused and resumed.


12

Not got it yet?

CMI is a licensed application, available as a chargeable option—it is not shipped

as standard. If you would like to take advantage of its features or would like

more information, please contact your account manager or call 03300 602102 to

speak to a Sales representative.

Workspace overview

CMI is workflow driven and hooks into ALB. It therefore does not have its own UI

or application window. The only screen used is the Task Pane. When the

application has been installed, workflow is triggered when a client and/or matter

is created, and the Task Pane displays the relevant activities for completion.

Fig. Task Pane

CHAPTER PART 1: GETTING STARTED

13

A. Task Pane B. Cancel button C. Pause button D. Next button

The Task Pane shows all the activities associated with a task.

The Cancel button cancels the current task and resets the process.

The Pause button stops the task for completion later.

The Next button completes the current activity and moves to the next.

For more about the Task Pane, refer to the Using Starter Packs guide.

Customising the workflow

CMI has been designed to run with no development or modification required by

you. It follows the standard CMI business model. However, if you are a developer

and need the ability to tailor aspects of the CMI workflows to your own

requirements, then this is possible via Designer Studio.

Designer Studio is a powerful and comprehensive solution for accessing,

designing, and publishing the components that automate business processes.

Using Designer Studio you can manage and maintain all the components that

comprise CMI.

Designer Studio is a licensed module, available as a chargeable option. If you

would like to purchase this or you would like more information, please contact

your account manager or call 03300 602102.

Frequently asked questions

Have a nagging question that you need answering? Maybe we've already

answered it. Please check the frequently asked questions below:

Why is the Rule 2/Client Care letter blank?

This letter has been purposely left blank so that it can be tailored to your own

requirements. We recommend that you edit the template and add your own

content. If required, you can also use the Field Picker to insert any merge


14

variables. NOTE Make sure you save the template with the same name so that

the Client-Matter Inception workflows automatically pick it up.

Can I add more fields to capture the information I want at client and

matter create?

Yes. You can customise the workflow to suit your business processes. Either

using Professional Services or by purchasing Designer Studio.

Can I make fields mandatory?

Yes. You can design the workflow so that the client or matter will not progress

until certain information is added.

Can I uplift a contact to a client using workflow?

Yes. In add a new contact, select action Upgrade to Client or search for an

existing contact and select Upgrade to Client. You will then be guided through

the process and the workflow will start at the appropriate point.

Can I add more than one client to a matter?

Yes, but you must create the clients separately and then link them. To do this,

use the client inception to create the first client, then use it again to create the

second client, adding the first client as a contact (i.e. a spouse or business

partner). Next, use the Matter Inception to create a matter the first client and,

when the Add New Matter dialog box opens, select the second client under

Multiple Clients. As a result, both clients will be attached to the matter.


15

PART 2: Client inception

Learn about the additional client create tasks that are

integrated as part of the client inception workflow.

In this section:

Workflow overview

Create a new client

Confirm the client details

Confirm the conflict check

Attach a referrer

Schedule an appointment


16

Workflow overview

The diagram below shows a high-level view of the client inception workflow.

Please bear in mind that there are conditional checks within the workflow which,

together with the information you enter, dictate the route you take and the

screens that are displayed.

Fig. Client Inception diagram

Create a new client

CHAPTER PART 2: CLIENT INCEPTION

17

The Client Inception workflow enables you to record extra information over and

above that which is required when creating a client using the standard PMS

functionality. The additional steps have been pre-defined by Advanced, but they

can be customised to your own requirements. Here's a step-by-step guide to

what's involved.

IMPORTANT Make sure the Create Client workflow is attached to the

Create Client Workflow system parameter before proceeding. Without

this, the Client Inception workflow will not start.

To create a new client:

1. In PMS, click Add New Client.

2. When the Add New General Contact dialog box opens, complete the

required details, using Next to move between tasks.

If you want to add a single person, select Individual. This is standard ALB

functionality.

If you want to add a company, select Organisation. This is standard ALB

functionality.

If you want to add a joint client, select Multiple. This option is only

available when using the Client Inception workflow. For more information,

please refer to creating joint clients below.

Fig. Add New General Contact dialog box


18

3. Click Finish. The Conflict Check automatically triggers, presenting you with

possible matches and/or conflicts.

4. Check the results for any conflicts and then click OK. At this point, the

contacts are added into ALB and the client inception workflow automatically

starts. From this point on, the workflow governs what happens next. The

activities you are presented with are included in the workflow.

5. When the Task Pane opens, you are prompted to review and complete the

details of the contact(s).

Fig. Confirm Client Details - Help Text screen


19

6. Click Next and follow the on screen prompts to perform these tasks:



Attach a referrer


7. When the Process Complete screen opens, click Finish to close the Task

Pane. The clients are now added into ALB with an active enquiry and the

Client Details screen is displayed for all clients. As the clients are associated

with an active enquiry, an Enquiries tab is available in the Client Details

screen for each client that is linked. This shows the CMI workflow.

Fig. Process Complete screen


20

To create a joint client:

The CMI application allows you to add multiple contacts at the same time to

create a joint client using a single automated process. The following procedure

explains how to add contacts to achieve this.

1. When the Add New General Contact dialog box opens, under Contact

Type, select Multiple.

Fig. Add New General Contact dialog box


21

2. Enter the details of the first contact.

Under Name, type the contact's name and click Next.

Under Address Details, type the address and click Next.

Under Additional Contact Info, type the contact details and click Next.

Fig. Address Details & Contact Info dialog boxes


22

3. Under Summary, a list of the contacts that have been added is displayed.

You now have the option to add a further contact in order to create a joint

client.

Fig. Summary dialog box (first contact)


23

If you click Finish when adding multiple contacts, then the client inception

will not allow you to add further contacts.

4. Click Add Another Contact and enter the details of the next contact.

Under Name, type the contact's name, relationship (e.g. spouse), and

click Next.

Under Address Details, tick Use same address as first address or type a

new address, and click Next.

Under Additional Contact Info, tick Same as first contact info or type

new details, and click Next.

5. When you are finished, the Summary is displayed again, showing that the

second contact has been added. Repeat step 4 until all contacts have been

added.


24

Fig. Summary dialog box (second contact)

If you want to remove any contacts that you have already added, you can

click the cross icon next to the desired contact on the Summary view.

6. Next, continue from step 3 in create a new client above.

NOTES

When creating a client, a general contact is created by default. This is then

converted to a client automatically by the client inception workflow.

The Multiple option is only available when the CMI Starter Pack is being used

or you have built your own custom client inception workflow.

The maximum number of contacts that be added to a joint client is 20.


25


This is the first task in the client inception workflow. The Confirm client details

screen allows you to add/edit the address, add contact information, and

additional client information such as their date of birth, etc.

To confirm the client details:

1. When the Confirm client details screen opens, complete as much

information as possible.

Contact name. (Mandatory and read-only) Specifies the client's name.

Contact address. (Mandatory and read-only) Specifies the client's

address. Click Edit Address to add/amend. See below for more details.

Home telephone. (Individuals only) Specifies the client's home phone

number.

Work telephone. Specifies the client's work phone number.

Mobile number. Specifies the client's mobile number.

Email address. Specifies the client's email address.

Salutation letter formal. Specifies the formal salutation for letters. Pre-

completed, but can be changed.

Salutation letter informal. Specifies the informal salutation for letters.

Pre-completed, but can be changed.

Salutation envelope. Specifies the salutation to use on envelopes. Pre-


Date of birth. (Mandatory) Specifies when the client was born.

Place of birth. (Mandatory) Specifies where the client was born.

NI number. Specifies the client's National Insurance number.

Date of death. Specifies when the client died.

Birth name. Specifies the client's birth name. Pre-completed, but can be

changed.

Partner/Manager. (Mandatory) Specifies the owning partner. Defaults to

the partner associated with the logged in user.

Attach a referrer? (Mandatory) Specifies whether you want to attach a

referrer.

If you select Yes, then you will be prompted to attach a referrer

later in the process.


26

If you select No, then you will not be prompted to attach a referrer


If you leave as Not Set, then you will be asked the same question


Business source. Specifies the source of the business.

Source campaign. Specifies the marketing campaign used to generate

the business.

Create an initial appointment? (Mandatory) Specifies whether you want

to schedule an initial appointment with the client.

Fig. Confirm Client Details - Contact Details screen


27

2. Click Next to continue.

If you proceed without entering all the mandatory information, then a

message will be displayed advising you to supply this. You must click Next

to return to this screen and complete the required details in order to

proceed.

If you have entered multiple contacts, then you will be prompted to

review and complete the client details for each one.


28

3. Next, a conflict check automatically triggers, presenting you with possible

matches and/or conflicts. Check the results for any conflicts and then click

OK. When the Conflict check screen opens you can view the results again

by clicking the View Conflict Details button or click Next to confirm the

conflict check.

Fig. Perform Conflict Check - Conflict Check screen

To edit an address:

1. Under Address, click Edit Address.

2. If you entered an address when you initially created the client, then it is

displayed by default.


29

2. When the Address dialog box opens, amend as required. You can also use

the Address Lookup to find the address using online verification.

Fig. Address dialog box

NOTES

An address must be entered.

For individuals, at least one of the following must be entered; Home

telephone, Mobile number, or Email address. Work telephone is optional.

For organisations, at least one of the following must be entered; Work

telephone, Mobile number, or Email address. Home telephone is not

displayed.

The Address Lookup feature is a chargeable option and is not included in the

CMI application. For more information, please call 03300 602102.



30

The Conflict Check Results screen prompts you to confirm that the client has

passed the conflict check satisfactorily. You will be presented with this screen for

each contact.

To confirm the conflict check:

1. In the Conflict Check Results screen, set Did the client pass the conflict

check? to Yes.

Fig. Perform Conflict Check - Conflict Check Results screen

If you choose No, then a client cannot be created (as the conflict check

has failed) and you will be advised to seek advice from your supervisor or

manager.


31

2. (Optional) In Additional notes, add any further comments.

3. Click Next to continue. At this stage, once all contacts have passed the

conflict check, a message will be displayed confirming that the contacts have

successfully passed the conflict check and that they will now be upgraded to

clients.

If you leave Did the client pass the conflict check? as Not Set, then you

cannot proceed. A message will be displayed advising you to make a valid

selection.

If you have entered multiple contacts, then you will be prompted to

conflict check and confirm each one.

Fig. Conflict Check Passed - Help Text screen


32

4. Click Next to upgrade the contacts to clients. This will happen automatically

in the background and, once complete, the Client Details screen will open for

each one.

If you specified that you would like to attach a referrer, then you will be

prompted to do that next.

NOTE

The Conflict check run by and Date of conflict check fields are read-only,

displayed for information purposes.

Attach a referrer

The Attach Referrer screen allows you to add a contact as a referrer. This task

only applies if you have specified that you wish to attach a referrer. If not, then

the task is skipped.

To attach a referrer:

1. When the Attach a Referrer screen opens, use the Attach Contact button

to select a contact.

Fig. Attach A Referrer - Referred To By Us screen


33

2. When the Add Association for Client dialog box opens, use the Arrow

buttons to find an existing contact or the Page buttons to create a new one,

then click Finish.

Fig. Add Association For Client dialog box


34

3. Repeat until all referrers have been attached.

4. Click Next to schedule an appointment.

If you did not specify that you wanted to add an appointment, then the

Process Complete screen will be displayed.


The Schedule an Appointment screen allows you to specify whether you want to

schedule an initial appointment with your client, add a diary entry, and then

produce an appointment letter.

To schedule an appointment:

1. When the Arrange Initial Appointment screen opens, complete the

appointment details.

Desired appointment date. Specifies the desired appointment date.

Desired appointment time (hh:mm). Specifies the desired appointment

time (in this format hh:mm).


35

Fig. Arrange Initial Appointment - Appointment Date And Time screen


3. When the Add Diary Appointment screen opens, configure the

appointment in more detail. Please note that the appointment date is pre-

completed, however, the time is not. Make sure you therefore complete the

Start time and End time fields manually.

Fig. Arrange Initial Appointment - Add Diary Appointment screen


36

4. Click Next to add the diary entry and produce or email an appointment

letter. However, be aware of the following behaviours, which may or may not

occur depending on the information that has been entered.

If there are conflicting diary entries, then a message will be displayed. You

can choose Yes to confirm the appointment regardless, No to view the

conflicts, or Cancel to amend the appointment.

If an email address has been specified for the client, then you are given

the choice to produce an email for sending to them or to generate a letter

for posting. When prompted with the following question, select to E-mail

or Letter and click Next. NOTE If an email address has not been specified

for the client, then a letter will be generated automatically for posting to

the client and the screen below will be skipped.


37

Fig. Arrange Initial Appointment - Initial Appointment? screen

5. When the Initial Appointment screen opens, set the email/document

properties. You can

Reopen the document.

Change the folder to store the document.

Change the description/file name.

Add some notes or comments.

Set the save options.

Fig. Arrange Initial Appointment - Initial Appointment screen


38

6. Click Next to continue. This is the final step in the client inception process,

so the Process Complete screen opens.



39

7. Click Finish to exit. The Task Pane will close and the Client Details screen is

displayed. You are now ready to start the matter inception.


40

PART 3: Matter inception

Learn about the additional matter create tasks that are

integrated as part of the matter inception workflow.

In this section:

Workflow overview

Create a matter

Add matter details

Diarise key dates

Add a limitation date

Create additional contacts

Confirm the risk check

Produce a client care letter

Pause a matter inception task

CHAPTER PART 3: MATTER INCEPTION

41

Workflow overview

The diagram below shows a high-level view of the matter inception workflow.

Please bear in mind that there are conditional checks within the workflow which,

together with the information you enter, dictate the route you take and the

screens that are displayed.

Fig. Matter Inception diagram

Create a new matter


42

The matter inception workflow enables you to record extra information over and

above that which is required when creating a matter using the standard PMS

functionality. The additional steps have been pre-defined by Advanced, but they

can be customised to your own requirements. Here's a step-by-step guide to

what's involved.

IMPORTANT Make sure the Create Matter workflow is attached to the

Create Matter Workflow system parameter before proceeding. Without

this, the Matter Inception workflow will not start.

To create a new matter:

1. In the Client Details screen, click Actions » Add Matter for Client.

Fig. Add Matter For Client command


43

2. A check is made to see if the client has an active enquiry and if so a message

is displayed. Click Yes to upgrade the enquiry.

Fig. Upgrade Enquiry message

3. When the Upgrade Enquiry to Matter dialog box opens, the relevant

client(s) are pulled through and displayed under Multiple Clients, along with

defaults from the logged in user, e.g. branch, fee earner. Under Matter, type

the matter's description and click Next.

Fig. Upgrade Enquiry to Matter dialog box


44

4. Click Finish. At this stage, the Matter Details screen opens and the matter

inception workflow automatically starts. When the Task Pane opens, follow

the on screen prompts to perform these tasks:

Add matter details

Diarise key dates



Confirm the risk check


5. When the Process Complete screen opens, click Finish to close the Task

Pane. The matter inception workflow is now complete and the matter is

saved.



45

NOTES

Matter inception tasks can be paused at any time. This is particularly useful

if, for example, you are waiting for information or authorisation.

Another Starter Pack (e.g. Conveyancing) can be automatically started after

the matter inception has completed. However, you will need to customise

the workflow to do this or speak to your account manager about Advanced

providing this service.

Add matter details

This is the first task in the matter inception workflow. Use it to add additional

matter information.

To add initial details:


46

1. When the Matter Create screen opens, complete the following under Initial

Details:

Salutation envelope. Specifies the salutation to use on envelopes. Pre-


Salutation letter. Specifies the formal salutation for letters. Pre-


Additional instructions. Allows you to type any additional information

about the matter.

Is there a fixed fee? Specifies if there is a fixed fee for the matter.

Fixed fee amount. Allows you to enter the amount of the fixed fee.

Quote amount. Allows you to enter the amount of the quote.

WIP limit. Allows you to enter an work in progress limit.

Disbursement limit. Allows you to enter a disbursement limit.

Overall matter limit. Allows you to enter an overall matter limit.

Time limit. Allows you to enter a time limit.

Create additional contacts? (Mandatory) Specifies whether you want to

add any known contacts to the matter.

Number of key dates required. Specifies the number of key dates (up to

9) to be created.

Is there a limitation date? (Mandatory) Specifies whether there's a

limitation date.

Additional risk check required before confirming. (Mandatory)

Specifies whether you want to perform extra risk checks.

Additional investigation required before confirming. (Mandatory)

Specifies whether you want to perform extra investigations.

Produce client care letter. (Mandatory) Specifies whether you want to

automatically produce a client care letter.

Fig. Matter Validation - Matter Create screen


47

2. Click Next to complete the task.

If you proceed without entering all the mandatory information, then a

message will be displayed advising you to supply this. You must click Next

to return to this screen and complete the required details in order to

proceed.

If you specified that one or more key dates needs to be created, then you

will be prompted to add a diary task for each one.


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If you did not specify that any key dates need to be created, then you will

be prompted to add a limitation date.

If you specified that you want to add additional contacts, then you will be

prompted to create additional contacts.

If you specified that you want to perform extra financial risk checks, then

you will be prompted to raise your financial risk concerns.

If you specified that extra investigations are required, then you will be

prompted to request further investigations.

If you specified that a client care letter is produced, then you will be

prompted to produce a client care letter.

Diarise key dates

This task allows you to add one or more key dates for the matter. This involves

creating diary tasks. However, if you specified that you did not want to create

any key dates, then this task will be skipped.

IMPORTANT This task only applies if you have specified that you want to

create one or more key dates when completing the Initial Details screen.

To diarise key dates:

1. When the Add Diary Task screen opens, configure the key date in more

detail.

Fig. Create Key Dates - Add Diary Task screen


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2. Click Next to add the key date and move on to add a limitation date.

If you specified that you want to create one or more key dates, then the

Add Diary Appointment screen will be re-displayed ready for the next key

date. This loop will continue until all key dates have been entered.


This task allows you to confirm the limitation date for the matter. This involves

creating a diary task. However, if you specified that you want to create one or

more key dates, then you will not be asked to confirm the limitation date.

To add a limitation date:

1. When you click Next on the Initial Details screen, a message is displayed

prompting you to confirm the limitation date.

Fig. Create Key Dates - User Message screen


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Fig. Create Key Dates - Add Diary Task screen


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4. Click Next to complete the task and move on to create additional contacts.


The Additional Contacts screen allows you to specify whether you want to add

any known contacts to the matter and then attach the relevant contact(s).

To add an additional contact:

1. When the Attach Contact screen opens, use the Attach Contact button to

find the desired contact.

Fig. Create Contacts - Attach Contact

2. When the Add Association for Matter dialog box opens, use the Search for

Contact buttons to find an existing contact or the Add New Contact

buttons to create a new one, then click Finish.


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Fig. Add Association For Matter dialog box

3. Repeat until all contacts have been attached.


Raise financial risk concerns

The Financial Risk Check screen allows you to raise your concerns in relation to

financial risk on the matter.

To raise financial concerns:

1. When the Financial Risk Check screen opens, select the risks you want

checking.

Fig. Financial Risk Check - Risk Check screen


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2. Click Next to continue. An email will be automatically produced for sending

to your department head/partner, which indicates the concerns about the

level of risk on the matter and asks them to authorise you to proceed.

3. Once you have sent the email, the Financial Risk Check screen is re-

displayed so you can save it into Document Management by setting the

email properties. You can:

Reopen the email.

Change the folder to store the email.




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Fig. Financial Risk Check - Financial Risk Warning screen

Note The Next button is unavailable (i.e. greyed out) until the email has

been sent. Once it's been sent the button becomes active.

4. Click Next to continue. The workflow is paused at this stage while you wait

for a response.

5. Once you have received authorisation to proceed you can resume the

workflow. You can do this via the Task List (a task is created for 3 days after

the e-mail is sent) or from the Process Overview. The Response of

Financial Check screen is displayed.

Fig. Response of Financial Check - Financial Risk Authorisation screen


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6. Set Financial risk authorisation received? to Yes and then click Next to

continue.

Request further investigations

This task allows you to request additional information relating to the matter, if

you indicated that additional investigations are required. An email is

automatically produced, for sending to a partner, which advises that additional

investigation is required prior to commencing any work and asks them to

confirm they are happy for you to proceed.

To request further investigations:

1. When the Additional investigations required email opens, amend the text

(if required) before sending.


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2. Once you have sent the email, the Request Additional Information screen

opens, so you can save it into Document Management by setting the email

properties. You can:

3. Reopen the email.

4. Change the folder to store the email.

5. Change the description/file name.

6. Add some notes or comments.

7. Set the save options.

Fig. Request Additional Information - Additional Investigations screen

NOTE The Next button is unavailable (i.e. greyed out) until the email has

been sent. Once it's been sent the button becomes active.

3. Click Next to continue. The workflow is paused at this stage while you wait

for a response.


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4. Once you have received authorisation to proceed you can resume the

workflow. You can do this via the Task List (a task is created for 3 days after

the e-mail is sent) or from the Process Overview. The Response of

Additional Checks screen is displayed.

Fig. Response of Additional Checks - Authorisation Received screen

5. Set Have you received authorisation from the partner that you may

proceed? to Yes and then click Next to continue.


The Client Care Letter screen allows you to automatically produce a client care

letter.

To produce a client care letter:


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1. When the Client Care Letter opens, the clients will be pre-selected.

Fig. Client Care Letter - Client screen

2. Click Next to produce the client care letter. However, be aware of the

following behaviours:

If there are no contact details for the client, then you will be asked if you

want to email the client care letter.

If an email address has been specified for the client, then the letter will be

attached to an email ready for sending to the client.

If an email address has not been specified for the client, then the letter

will be generated ready for sending to the client via the post.


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3. Once you have sent the email, the Client Care Letter screen is re-displayed

so you can save it into Document Management by setting the

document/email properties. You can:

Reopen the document/email.

Change the folder to store the document/email.




Fig. Client Care Letter - Client Care Letter screen


NOTE

The Client Care Letter must be customised to your requirements

beforehand.


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Pause a matter inception task

It is possible to pause a running task and then resume it from exactly the same

place at a later date. This is particularly useful if, for example, you are waiting for

authorisation regarding the level of risk on a matter. Once authorisation has

been received you can then quickly resume the task and continue. Tasks can be

resumed from the Task List or the Process Overview.

To pause a matter inception task:

1. In the Task Pane, click Pause.

2. When the Pause button is clicked, the workflow associated with the process

is paused.

All paused tasks are shown in the Task List with the Run task icon .

All paused tasks are shown in the Process Overview with the Resume

workflow icon .

To resume a matter inception task:

1. Locate the desired task and do one of the following:

In the Task List, click the associated Run task icon .

In the Process Overview, click the associated Resume workflow icon

.

2. When the Task Pane opens, continue to complete each activity.


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NOTES

Tasks are paused indefinitely.

Previously entered data is saved.

The Task List is located on the main ALB ribbon.

The Process Overview is located on the Extensions tab in the Matter Details

screen.


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Index

A

add

limitation date 48

matter details 44

appointments

schedule 33

attach

referrer 31

C

client inception 14

workflow overview 15

Client-Matter Inception

installation and setup 10

introduction 9

workspace overview 11

confirm

client details 24

conflict check 28

create

additional contacts 50

new clients 15

new matters 40

customise

workflow 12

D

diarise

key dates 47

I

investigations 54

K

key dates

diarise 47

M

matter inception 39

workflow overview 40

P

pause

matter inception tasks 59

produce

client care letter 56

R

risk check 51

S

set up 10


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Advanced Computer Software Group Ltd

Booths Park 4, Chelford Road, Knutsford, WA16 8GS

t: +44 (0) 844 815 5620

www.oneadvanced.com

www.oneadvanced.com

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