ALB. Client-Matter Inception Guide (1.0.1) Extend the standard client and matter create processes to further automate routine tasks.

Transcription

1 ALB Client-Matter Inception Guide (1.0.1) Extend the standard client and matter create processes to further automate routine tasks. Advanced Legal 2014 By Jonathan Smith (CMI )

2 Disclaimer Advanced Legal is satisfied that the information contained in this document is correct at the time of production. Advanced Legal does not accept responsibility for any loss of profit, loss of data or any indirect, special or consequential damages resulting from its use. As the software changes continuously, it is important that you always check the current position with Advanced Legal. All information, text, images and layout are the exclusive property of Advanced Legal and you are only permitted to print, copy, download or temporarily store extracts from this document with prior permission. Any attempt to damage this document or act in contravention of these Terms and Conditions may lead to legal redress. Advanced Legal is a trading name of Advanced Legal Solutions Limited which is part of Advanced Computer Software Group plc. Registered in England under number at Munro House, Portsmouth Road, Cobham, Surrey, KT11 1TF. Advanced Legal Solutions Limited, May All rights reserved.

3 Contents Introduction... 1 About this document... 2 Your author... 2 Document conventions... 2 What's new in this release... 4 Getting help and support... 4 Getting in touch... 5 PART 1: Getting started... 7 Introducing the application... 8 Installation and setup... 9 Workspace overview Customising the workflow Frequently asked questions PART 2: Client inception Workflow overview Create a new client Add client address details Add client details Add client contact details Add a spouse Add a business partner Confirm the conflict check Schedule an appointment Attach a referrer PART 3: Matter inception Workflow overview Create a new matter Add initial details Diarise key dates Add a limitation date Create additional contacts Confirm the risk check v

4 Client-Matter Inception (1.0.1) Produce a client care letter Pause a matter inception task vi

5 Introduction Welcome to the documentation for the ALB Client-Matter Inception case management application. Learn how to utilise the application to streamline your business process. This document covers everything you need to know to run Client-Matter Inception against a client and/or a matter. Use it as a reference guide when you want to create clients and matters through the Client-Matter Inception process or simply to find out what each step entails. In this section: About this document Document conventions What's new in this release Getting help and support 1

6 Client-Matter Inception (1.0.1) About this document This document contains the information you need to become familiar with the Client-Matter Inception Case Management application and to help you get started with basic tasks. It is designed to accompany the main online Help, which is available from within ALB, as well as other learning resources, such as training and tutorials. For more information about additional learning resources visit the online Help or contact Support during office hours on In this document, you'll learn about: Installing the application Client inception process Matter inception process The aim of this document is to provide you with an understanding of the different elements of the Client-Matter Inception application, so by the end of it you should be comfortable with its operation and better understand its capabilities. We recommend that you read this document in conjunction with the Case Operator's guide, which covers procedures for progressing and managing matters that are common to all Case applications. Your author So, who am I exactly? My name is Jonathan Smith and I'm a Technical Author at Advanced Legal. I've been working at Advanced Legal for 12 years and started authoring some 19 years ago (yep, it's been a while). I strive to produce high quality documentation, but I encourage you to tell me what you think, so feel free to send me your comments. Document conventions This document is intended to be used as a reference guide, so you can dip in and out of it as and when required. However, it can also be read from start to finish to give you a working understanding of the entire Client- Matter Inception application. The following table describes important conventions used throughout this document when talking about Client-Matter Inception and its components. 2

7 Introduction Conventions Term Client- Matter Inception Common terms Fields and button names Menus and commands Notes Click and press Select and clear Description This refers to the entire application and all of its tools and components; entities, formulas, lookups, screens, documents, workflow, and processes. Client-Matter Inception may be also referred to as "the application" to improve readability. When talking about Client-Matter Inception this always refers to the current version, unless stated otherwise 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. 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 are shown in bold, so that it is easier to identify them. Example: Click File > Open 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 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 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 3

8 Client-Matter Inception (1.0.1) What's new in this release The following list provides a summary of the major changes in this release. It shows new or revised content in terms of usage, policy or procedure and should be reviewed. Revision history Date Description 07/01/14 Client Inception: Adding client details updated with comments regarding defaults for the Branch and Partner fields. 07/01/14 Client Inception: Separate topics created for Adding Spouses and Adding Business Partners. 07/01/14 Client Inception: Confirming the conflict check updated with comment regarding validation on Not Set value. 08/01/14 Client Inception: Workflow overview updated to show separate add spouse and add business tasks. 08/01/14 Client Inception: Adding client contact details revised to include comments around creating organisations. 09/01/14 Getting Started: Note added to Installation and setup about how the matter inception is structured. 09/01/14 Matter Inception: Pause a matter inception task added. 14/01/14 Client Inception: All screen shots updated. 15/01/14 Client Inception: Task order revised. Getting help and support Online Help for Client-Matter Inception is available from directly within the software itself. Help is web-based and hosted by Advanced Legal so that when you use Client-Matter Inception you get the most recently updated product Help appropriate to the version you are running. It has a user-friendly interface that supports advanced navigation features. For example, you can perform a full text search across the entire online Help or browse topics page-by-page using the table of contents. Help is accessed from the Help tab. It is also possible to access the latest release notes. 4

9 Introduction If you need additional help and support, beyond the information provided in this document or the associated online Help, please get in touch. Getting in touch As an Advanced Legal customer you are entitled to free upgrades during office hours. If you would like to upgrade or you need further assistance, please call between 8:30AM 6:00PM*. If you need additional help and support, beyond the information provided in this document, please visit the Customer Support Portal. Alternatively, use any of the following methods to get in touch: Make a general enquiry on Book a training course on the support desk at alb.help@advancedcomputersoftware.com Contact us via the Advanced Legal website Become a member of the Advanced Legal User Group (ALUG) *Monday to Friday 5

10 PART 1: Getting started This chapter provides you with a product overview, a guide to installation and setup, a look at the working environment, and a short introduction to Client- Matter Inception. In this section: Introducing the application Installation and setup Workspace overview Customising the workflow Frequently asked questions 7

11 Client-Matter Inception (1.0.1) Introducing the application The ALB Client-Matter Inception Case application is an extremely useful tool, which allows you to extend the standard client and matter create processes. It integrates a series of additional tasks so that you can quickly and easily capture other information required when starting a new file. As a result, it further automates many routine administrative tasks, for example: Quick production of documents ensuring fee earners spend their time earning and not on administration. Streamlined procedures leading to fast and accurate client and matter creation, resulting in increased case handling and profitability. To facilitate this, Client-Matter Inception comprises two workflows a client create and a matter create workflow. These have been designed to "attach" to the existing client and matter create routines and seamlessly start once these have completed. Key features Flexible workflow. Using workflow, Client-Matter Inception contains all the components required to drive the client and matter create processes. For example, in order for the person who interacts with the application to capture information and progress matters, the appropriate screens are displayed as and when required. Workflow manages all aspects of client and matter inception from taking initial instructions through to sending a client care letter. Although standard workflows are provided, you can customise these to your own requirements. Document production. Automatic completion of customisable document management templates ensures that all client correspondence is completed accurately, quickly, and in a professional and standardised format. All the necessary documents are included and these can be added to or easily customised. NOTE For information about customisation, please see Customising the workflow. 8

12 PART 1: Getting started Installation and setup Client-Matter Inception is installed and configured by Advanced Legal. This involves importing the PMS module and configuring the appropriate client and matter workflow in Utilities. The integration between Client-Matter Inception and PMS is tightly controlled by specific system parameters in ALB. These allow the software to talk to each other. ALB is setup so that its client and matter inception functions hook into the Client-Matter Inception Case application so that it can be initiated when a client and/or matter is created. To set up the inception workflows: 1. In Utilities, open System Parameters. 2. Locate and double-click the Create Client Workflow parameter. 3. When the System Parameters dialog box opens, choose Create Client from the Value drop-down and then click OK to save your changes. 4. Repeat for the Create Matter Workflow parameter, but this time choose Matter Inception - Start from the Value drop-down. 5. Close System Parameters and then Utilities. NOTE The client inception is driven by a single continuous workflow called Create Client. However, the matter inception is more complex and has therefore been split into separate processes, each of which run a specific workflow. These processes are controlled by a master process, which is initiated by the Matter Inception - Start workflow. As a result, the matter inception can easily be paused and resumed. Not got it yet? Client-Matter Inception is a licensed application, available as a chargeable option it is not shipped as standard. If you would like to take advantage of its features or would like more information, please contact your account manager or call to speak to a Sales representative. 9

13 Client-Matter Inception (1.0.1) Workspace overview Client-Matter Inception is workflow driven and hooks into ALB. It therefore does not have its own UI or application window. The only screen used is the Task Pane. When the application has been installed, workflow is triggered when a client and/or matter is created, and the Task Pane displays the relevant activities for completion. Fig.Task Pane A. Task Pane B. Cancel button C. Pause button D. Next button The Task Pane shows all the activities associated with a task. The Cancel button cancels the current task and resets the process. The Pause button stops the task for completion later. The Next button completes the current activity and moves to the next. For more about the Task Pane, refer to the Case Operator guide. 10

14 PART 1: Getting started Customising the workflow Client-Matter Inception has been designed to run "out of the box", with no development or modification required by you. It follows the standard Client-Matter Inception business model. However, if you are a developer and need the ability to tailor aspects of the Client-Matter Inception workflows to your own requirements, then this is possible via Designer Studio. Designer Studio is a powerful and comprehensive solution for accessing, designing, and publishing the components that automate business processes. Using Designer Studio you can manage and maintain all the components that comprise Client-Matter Inception. Designer Studio is a licensed module, available as a chargeable option. If you would like to purchase this or you would like more information, please contact your account manager or call Frequently asked questions Have a nagging question that you need answering? Maybe we've already answered it. Please check the frequently asked questions below: Why is the Rule 2/Client Care letter blank? This letter has been purposely left blank so that it can be tailored to your own requirements. We recommend that you edit the template and add your own content. If required, you can also use the Field Picker to insert any merge variables. NOTE Make sure you save the template with the same name so that the Client-Matter Inception workflows automatically pick it up. Can I add more fields to capture the information I want at client and matter create? Yes. You can customise the workflow to suit your business processes. Either using Professional Services or by purchasing Designer Studio. Can I make fields mandatory? Yes. You can design the workflow so that the client or matter will not progress until certain information is added. 11

15 Client-Matter Inception (1.0.1) 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. 12

16 PART 2: Client inception Learn about the additional client create tasks that are integrated as part of the Client Inception workflow. In this section: Workflow overview Create a new client Add client address details Add client details Add client contact details Attach a referrer Add a spouse Add a business partner Confirm the conflict check Schedule an appointment 13

17 Client-Matter Inception (1.0.1) Workflow overview The diagram below shows a high-level view of the Client Inception workflow. Please bear in mind that there are conditional checks within the workflow which, together with the information you enter, dictate the route you take and the screens that are displayed. Fig. Client Inception diagram Create a new client The Client Inception workflow enables you to record extra information over and above that which is required when creating a client normally. The additional steps have been pre-defined by Advanced Legal, but they can be customised to your own requirements. Here's a step-by-step guide to what's involved. 14

18 PART 2: Client inception IMPORTANT Make sure the Create Client workflow is attached to the Create Client Workflow system parameter before proceeding. Without this, the Client Inception workflow will not start. To create a new client: 1. In PMS, click Add New Client. 2. When the Add New General Contact dialog box opens, complete the required details, using Next to move between tasks. 3. Click Finish. The Conflict Check automatically triggers, presenting you with possible matches and/or conflicts. 4. Check the results for any conflicts and then click OK. At this point, the Client Inception workflow automatically starts. 5. When the Task Pane opens, follow the on screen prompts to perform these tasks: Add client address details Add client details Add a spouse Add a business partner Confirm the conflict check Schedule an appointment 6. Click Finish. NOTE When creating a client, a general contact is created by default. This is then converted to a client automatically by the Client Inception workflow. Add client address details This is the first task in the Client Inception workflow. The Address Details screen allows you to add an address or, if you entered one when the client was initially created, amend the existing address. IMPORTANT This screen is only displayed if you did not enter the client's address when the client was initially created in the Add New General Contact dialog box. 15

19 Client-Matter Inception (1.0.1) To add client address details: 1. (Conditional) If you did not enter an address when you initially created the client, then a message is displayed advising you to enter one. Click Next. 2. Under Address, click Edit Address. 16

20 PART 2: Client inception If you entered an address when you initially created the client, then it is displayed by default. You can therefore skip this task (by clicking Next) or edit the address. 3. When the Address dialog box opens, type the client's address or amend the existing one. You can also use the Address Lookup to find the address using online verification. 4. Click OK to save your changes. 5. Click Next to add the client details. 17

21 Client-Matter Inception (1.0.1) If you proceed without entering an address, then a message will be displayed advising you to supply this information. Click Next to return to this screen and complete the address. NOTES An address must be entered. The Address Lookup feature is a chargeable option and is not included in the Client-Matter Inception application. For more information, please call Add client details The Client Details screen allows you to add additional client information such as their date of birth, etc. To add client details: 1. Under Client Details, complete the following details: Title. (Read-only) Specifies the client's title. Forename. Specifies the client's forename. Pre-completed, but can be changed. 18

22 PART 2: Client inception Surname. Specifies the client's surname. Pre-completed, but can be changed. Salutation letter formal. Specifies the formal salutation for letters. Pre-completed, but can be changed. Salutation letter informal. Specifies the informal salutation for letters. Pre-completed, but can be changed. Salutation envelope. Specifies the salutation to use on envelopes. Pre-completed, but can be changed. Date of birth. Specifies when the client was born. Place of birth. Specifies where the client was born. NI number. Specifies the client's National Insurance number. Date of death. Specifies when the client died. Birth name. Specifies the client's birth name. Pre-completed, but can be changed. Branch. (Mandatory) Specifies the owning branch. Defaults to the branch associated with the logged in user. Partner. (Mandatory) Specifies the owning partner. Defaults to the partner associated with the logged in user. Cash collection. (Mandatory) Specifies the type of credit control procedure. Business source. Specifies the source of the business. Source campaign. Specifies the marketing campaign used to generate the business. Attach a referrer? Specifies whether you want to attach a referrer. If you select Yes, then you will be prompted to attach a referrer later in the process. If you select No, then you will not be prompted to attach a referrer later in the process. If you leave as Not Set, then you will be asked the same question later in the process. 2. Click Next to add a spouse. However, be aware of the following behaviours, which may or may not occur depending on the information that has been entered. If Branch, Partner, and Cash Collection are not completed, then a message is displayed. Click Next to return to this screen and complete these fields. If you did not enter a home phone number, mobile number, or an address (for individuals) or a work phone number, a mobile number, or an address (for organisations) when you initially created the client, then a message will be displayed advising you that one of these methods of contact must be entered. Click Next to add the contact details. 19

23 Client-Matter Inception (1.0.1) If you did not specify whether you would like to attach a referrer when you completed the Client Details screen, then you will be asked again if you would like to attach a referrer. If you did specify that you would like to attach a referrer when you completed the Client Details screen, then you will be prompted to attach a referrer. NOTES Dates must be entered in the format DD/MM/YYYY. If you proceed without completing a mandatory field, then a message will be displayed and you will be returned to this screen. Title, Forename, Surname, Birth name, Salutation letter formal, Salutation letter informal, and Salutation envelope are pre-completed based on the client name you have already entered. Add client contact details The Client Contact Details screen allows you to enter contact information if you did not specify any when you initially created the client. A check is made when you finish adding client details to see if this has already been entered, and if not, prompts you to add it. The details required are dependent on whether you are creating an individual or an organisation. Individuals. When creating an individual, either a home telephone, a mobile number, or an address must be specified. Work telephone is optional. Organisations. When creating an organisation, either a work number, a mobile number, or an address must be specified. Home telephone is not displayed. IMPORTANT This screen is only displayed if the appropriate contact information has not been completed. To add client contact details: 1. After adding the client details, click Next. If contact information has not been completed as described above, then a message is displayed advising you that one of these methods must be entered. NOTE This message will differ slightly 20

24 PART 2: Client inception depending on whether you are creating an individual or an organisation. 2. When prompted to supply the appropriate contact information, click Next. 3. When the Contact Details screen opens, under Client Contact Details, complete the following details: 21

25 Client-Matter Inception (1.0.1) Home telephone. (Individuals only) Specifies the client's home phone number. Work telephone. Specifies the client's work phone number. Mobile number. Specifies the client's mobile phone number. address. Specifies the client's address. 4. Click Next to continue. Add a spouse The Add Spouse screen allows you to specify whether you want to add a spouse against the client and then attach the relevant contact. To add a spouse: 1. Under Spouse, set Would you like to add a spouse? to Yes and click Next. 22

26 PART 2: Client inception If you choose No, then go to step When the Attach Contact screen opens, use the Attach Contact button to find the desired contact. 23

27 Client-Matter Inception (1.0.1) When adding a spouse, the Attach Contacts dialog box is automatically filtered using the Spouse role type. 3. A conflict check automatically triggers, presenting you with possible matches and/or conflicts. Check the results for any conflicts and then click OK. If you wish, you can view the results again by clicking the View Conflict Details button. 4. Click Next to add a business partner. Add a business partner The Add Business Partner screen allows you to specify whether you want to add a business partner against the client and then attach the relevant contact. To add a business partner: 1. Under Business Partner, set Would you like to add a business partner? to Yes and click Next. 24

28 PART 2: Client inception If you choose No, then go to step When the Attach Contact screen opens, use the Attach Contact button to find the desired contact. 25

29 Client-Matter Inception (1.0.1) When adding a spouse, the Attach Contacts dialog box is automatically filtered using the Business Partner role type 3. A conflict check automatically triggers, presenting you with possible matches and/or conflicts. Check the results for any conflicts and then click OK. If you wish, you can view the results again by clicking the View Conflict Details button. 4. Click Next to confirm the conflict check. Confirm the conflict check The Conflict Check Results screen prompts you to confirm that the client has passed the conflict check satisfactorily. To confirm the conflict check: 1. Under Conflict Check Results, set Did the client pass the conflict check? to Yes. 26

30 PART 2: Client inception If you choose No, then a client cannot be created (as the conflict check has failed) and you will be advised to seek advice from your supervisor or manager. 2. (Optional) In Additional notes, add any further comments. 3. Click Next to schedule an appointment. If you leave Did the client pass the conflict check? as Not Set, then you cannot proceed. A message will be displayed advising you to make a valid selection. NOTE The Conflict check run by and Date of conflict check fields are readonly, displayed for information purposes. Schedule an appointment The Schedule an Appointment screen allows you to specify whether you want to schedule an initial appointment with your client, add a diary entry, and then produce an appointment letter. 27

31 Client-Matter Inception (1.0.1) To schedule an appointment: 1. Under Schedule Appointment, set Would you like to schedule an initial appointment with your client? to Yes and click Next. If you choose No and click Next, then you have finished and the Process Complete screen is displayed. 2. When the Appointment Details screen opens, complete these details: 28

32 PART 2: Client inception Appointment date. Specifies the desired appointment date. Appointment time. Specifies the desired appointment time (in this format hh:mm). 3. Click Next to continue. 4. When the Add Diary Appointment screen opens, configure the appointment in more detail. It should be noted that the appointment date is pre-completed, however, the time is not. Make sure you therefore complete the Start time and End time fields. 29

33 Client-Matter Inception (1.0.1) 5. Click Next to add the diary entry and produce or 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 address has been specified for the client, then you are given the choice to produce an for sending to the client or to generate a letter for posting to the client. When prompted with the question Initial appointment to be sent by, select to or Letter and click Next. 30

34 PART 2: Client inception If an address has not been specified for the client, then the appointment letter will be generated ready for sending to the client via the post. 6. When the Initial Appointment screen opens, set the /document properties and click Next. 31

35 Client-Matter Inception (1.0.1) 7. When the Process Complete screen opens, click Finish to close the Task Pane. The Client Inception workflow is now complete and the client is saved. 32

36 PART 2: Client inception Attach a referrer The Attach Referrer screen allows you to add a contact as a referrer. This is triggered in one of two ways by setting Attach a referrer? to Yes on the Client Details screen or leaving it as Not Set. IMPORTANT This task does not apply if you have specified that you do not wish to attach a referrer. To attach a referrer: 1. Add the client's details and click Next. What you see next depends on how you set Attach a referrer? in the Client Details screen. If set to Yes, then you will be prompted to attach a referrer: If left as Not Set, then you will be asked again if you would like to attach a referrer: 33

37 Client-Matter Inception (1.0.1) If set to No, then this task will be skipped. 2. Based on your response above, do one of the following: Attach a referrer using the Attach Contact button. Specify that you would like to attach a referrer (Yes), click Next, and then attach a referrer using the Attach Contact button. You can also specify that you no longer wish to attach a referrer (No). 3. Click Next. 34

38 PART 3: Matter inception Learn about the additional matter create tasks that are integrated as part of the Matter Inception workflow. In this section: Workflow overview Create a matter Add initial details Diarise key dates Add a limitation date Create additional contacts Confirm the risk check Produce a client care letter Pause a matter inception task 35

39 Client-Matter Inception (1.0.1) Workflow overview The diagram below shows a high-level view of the Matter Inception workflow. Please bear in mind that there are conditional checks within the workflow which, together with the information you enter, dictate the route you take and the screens that are displayed. Fig. Matter Inception diagram Create a new matter The Matter Inception workflow enables you to record extra information over and above that which is required when creating a matter normally. The additional steps have been pre-defined by Advanced Legal, but they can be customised to your own requirements. Here's a step-by-step guide to what's involved. 36

40 PART 3: Matter inception IMPORTANT Make sure the Create Matter workflow is attached to the Create Matter Workflow system parameter before proceeding. Without this, the Matter Inception workflow will not start. To create a new matter: 1. In PMS, click Add New Matter or, if you are have just created a new client (and you are in the Client Details screen) click Actions» Add Matter for Client. 2. When the Add New Matter dialog box opens, complete the required details, using Next to move between tasks. 3. Click Finish. At this point, the Matter Inception workflow automatically starts. 4. When the Task Pane opens, follow the on screen prompts to perform these tasks: Add initial details Diarise key dates Add a limitation date Create additional contacts Confirm the risk check Produce a client care letter 5. Click Finish. NOTE Matter inception tasks can be paused at any time. This is particularly useful if, for example, you are waiting for information or authorisation. Add initial details This is the first task in the Matter Inception workflow. Use it to add additional matter information. To add initial details: 1. Under Initial Details, complete the following details: 37

41 Client-Matter Inception (1.0.1) Salutation envelope. Specifies the salutation to use on envelopes. Pre-completed, but can be changed. Salutation letter. Specifies the formal salutation for letters. Precompleted, but can be changed. Additional instructions. Allows to type any additional information about the matter. Is there a fixed fee? Specifies if there is a fixed fee for the matter. Fixed fee amount. Allows you to enter the amount of the fixed fee. How many key dates do you need to create? Specifies the number of key dates (up to 9) to be created. 2. Click Next to complete the task. If you specified that one or more key dates needs to be created, then you will be prompted to add a diary task for each one. If you did not specify that any key dates need to be created, then you will be prompted to add a limitation date. 38

42 PART 3: Matter inception Diarise key dates This task allows you to add one or more key dates for the matter. This involves creating diary tasks. However, if you specified that you did not want to create any key dates, then this task will be skipped. IMPORTANT This task only applies if you have specified that you want to create one or more key dates when completing the Initial Details screen. To diarise key dates: 1. When the Add Diary Appointment screen opens, configure the key date in more detail. 2. Click Next to add the key date and move on to add a limitation date. If you specified that you want to create one or more key dates, then the Add Diary Appointment screen will be re-displayed ready for the next key date. This loop will continue until all key dates have been entered. 39

43 Client-Matter Inception (1.0.1) Add a limitation date This task allows you to confirm the limitation date for the matter. This involves creating a diary task. However, if you specified that you want to create one or more key dates, then you will not be asked to confirm the limitation date. To add a limitation date: 1. When you click Next on the Initial Details screen, a message is displayed prompting you to confirm the limitation date. 2. Click Next to continue. 3. When the Add Diary Appointment screen opens, configure the task accordingly. The user, subject, and type are pre-completed, but can be changed. 40

44 PART 3: Matter inception 4. Click Next to complete the task and move on to create additional contacts. Create additional contacts The Additional Contacts screen allows you to specify whether you want to add any known contacts to the matter and then attach the relevant contact(s). To add an additional contact: 1. Under Additional Contacts, set Would you like to attach additional contacts? to Yes and click Next. 41

45 Client-Matter Inception (1.0.1) If you choose No, then go to step When the Attach Contact screen opens, use the Attach Contact button to find the desired contact. 42

46 PART 3: Matter inception 3. Repeat step 2 until all contacts have been attached. 4. Click Next to complete the task and move on to confirm the risk check. Confirm the risk check The Risk: Financial/Credit screen allows you to confirm that you are happy with the financial risk on the matter. To confirm the risk check: 1. Under Risk: Financial/Credit, set Are you satisfied with the level of financial risk on this matter? to Yes and click Next. If you choose No, then an is generated, for sending to a cashier (or anyone nominated by your firm), which indicates the concerns about the level of risk on the matter and asks them to authorise you to proceed. 2. When the Additional Investigation screen opens, confirm if you require any additional investigation before confirming the instructions. 43

47 Client-Matter Inception (1.0.1) To do this, set Is additional investigation required before confirming instructions? to Yes or No and click Next. If you choose Yes, then an is generated, for sending to a partner, which advises that additional investigation is required prior to commencing any work and asks them to confirm they are happy for you to proceed. If you choose No, then you are prompted to indicate whether you require a client care letter. 3. Click Next to complete the task and move on to produce a client care letter. Produce a client care letter The Client Care Letter (Rule 2) screen allows you to specify whether you require a client care letter and then produce the letter itself. To produce a client care letter: 1. Under Client Care Letter (Rule 2), set Would you like to attach additional contacts? to Yes. 44

48 PART 3: Matter inception If you choose No and click Next, then you have finished and the Process Complete screen is displayed. 2. Click Next to produce the client care letter. However, be aware of the following behaviours: If there are no contact details for the client, then you will be asked if you want to the client care letter. If an address has been specified for the client, then the letter will be attached to an ready for sending to the client. If an address has not been specified for the client, then the letter will be generated ready for sending to the client via the post. 3. When the Process Complete screen opens, click Finish to close the Task Pane. The Client Inception workflow is now complete and the matter is saved. 45

49 Client-Matter Inception (1.0.1) 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. 46

50 PART 3: Matter inception All paused tasks are shown in the Task List with the Run task icon. All paused tasks are shown in the Process Overview with the Resume workflow icon. To resume a matter inception task: 1. Locate the desired task and do one of the following: In the Task List, click the associated Run task icon. In the Process Overview, click the associated Resume workflow icon. 2. When the Task Pane opens, continue to complete each activity. NOTES Tasks are paused indefinitely. Previously entered data is saved. The Task List is located on the main ALB ribbon. The Process Overview is located on the Extensions tab in the Matter Details screen. 47

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