Table of Contents Table of Contents...1 About the LexisNexis PCLaw 12 Dashboards Guide...2 Part One: Introduction...4

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1 Table of Contents Table of Contents...1 About the LexisNexis...2 Part One: Introduction...4 Welcome to LexisNexis PCLaw Entry Page...6 Lost Password...7 Working in PCLaw Part Two: PCLaw 12 Dashboards Dashboards and Modules My Practice Dashboard My Clients Dashboard My Business Dashboard Practice Guidance Dashboard... 93

2 About the LexisNexis Welcome to LexisNexis PCLaw 12! PCLaw 12 offers a robust set of tools, functions, and features for managing your firm. This user guide provides details on the PCLaw 12 dashboard interface and functions from the perspective of general users. Other help guides detail the construction, personalization, and management features for System Administrators. The tools and functions documented in this guide may not be available to all users, or may be available only in certain areas of PCLaw 12. System Administrators can personalize the availability of most aspects of the platform. Guide Organization This guide begins by introducing LexisNexis PCLaw 12. The second section reviews the dashboards of LexisNexis PCLaw 12. Guide Conventions To make this guide easier to use a number of conventions appear throughout. Symbol [r] Bold type Steps Description Required field. A button or field name. Tasks users should perform.

3 Using this Guide This guide is best used as a reference. It should be read from beginning to end. If the guide is viewed online, hyperlinks enable you to navigate quickly among topics. Guide Updates Please note that this guide is updated periodically. Check the Date of Last Revision at the beginning of the guide to ensure that it is the most recent copy. The HTML version is available through the User Guide feature located in via the Help on the Product menu. This product site includes the most current versions of the user guides in PDF format. Please contact PCLaw 12 Support to report any comments or suggestions regarding this guide.

4 Part One: Introduction This part reviews the basic information needed to get started using LexisNexis PCLaw 12. Part One includes the following sections: Welcome to PCLaw 12 Entry Page Working in PCLaw 12 Getting Started

5 Welcome to LexisNexis PCLaw 12 LexisNexis PCLaw 12 is an end-to-end set of practice tools consisting of 5 key components: 1. Client Intake: Automation of intake and integration with back office. 2. Calendar and Tickler System: Single calendar system and computer-based tickler system. 3. Practice Support: Document templates, fill-in forms and document generation from precedents 4. Practice Knowledge Support: Current Awareness, practice area issues, checklists, forms and precedents, access to Quicklaw 5. Practice Tools: Data management, docketing, billing, accounting, and reporting. PCLaw 12 Environment Dashboard Tabs Quick Links LexisNexis PCLaw 12 includes four tabs for users: My Practice, My Clients, My Business and Practice Guidance. These tabs represent the four "views" of a practice that reflect a lawyer's day-to-day work needs. My Practice, an overview of the day and access to essential tools and information, My Clients, a snapshot of all the essential information on a client matter and the tools to do the work, My Business, a view of the financial aspects of the practice and Practice Guidance, legal and business information to support the work. The Quick Links ribbon provides access to actions such as creating a Client Intake, Timesheets, New Matter, Conflict Search, Matter Manager, Contacts, Phone Manager: all functions relating to major PCLaw 12 functionality.

6 Entry Page To log in to LexisNexis PCLaw 12, enter your user name and password on the PCLaw 12 Entry page. Fields The table below details the fields on the Entry page. Field Description Account Login Username [r] Password [r] Enter the Username. Enter password. The password and Username must be entered exactly to log in. Passwords are case sensitive. Secure your Password Passwords enable access to PCLaw 12. To maintain security, do not share your password with others. Topic Lost/Change Password Description Details how to obtain a new password.

7 Lost Password You must complete the Security Setup window to change your password or obtain a new one. Users must create a new password based on instructions received from PCLaw 12 Support. On the login page, hold CTRL+SHIFT and press the OK button. The system will display a random lock sequence code and you must fax a letter authorizing PCLaw 12 to release a by-pass code. Once the code is provided, you should have access to the application. Find this page Follow the steps below to open the Security Setup window. 1. Click Options. 2. Click Administrator and select Security. 3. Click Set Password. Fields The table below details the fields on the Lost Password page. Field Description User Detail User Name Description Industry Displays User Name created during installation. Field is disabled. User Type. PCLaw 12 User is default value. Enter address. Must be a valid address. Drop down menu. Pre-populated with six industry options. Lawyer is default value. Accountant Architect Consultant Engineer Insurance Adjuster Lawyer Account Access Set Password New Password [r]: Enter a new password for the account.

8 Field Description This field is case sensitive and strong password enforced.. Confirm Password [r]: Enter the password again to ensure accuracy. Advanced Set the following security settings (access) for the functions listed: Matters Matter Manager Bank Accounts Times/Fees Calendar Other Account Options Checkbox to: Force password change Password never expires is the default value. Disable Account (entire User tab is disabled).

9 Working in PCLaw 12 This section discusses how to navigate in PCLaw 12 and includes the following topics. Topic Navigating through PCLaw 12 Description Move throughout PCLaw 12 utilizing a number of navigational tools. Dashboard Tabs Quick Links Pop-Up Help Buttons Links Breadcrumbs Getting Started Assist user with getting started working in PCLaw 12.

10 Navigating through PCLaw 12 PCLaw 12 provides multiple tools to easily find your way through the program. Only the content in the frame changes when moving to a new area or page. The Quick Links ribbon, the tabs and header frame are always available for quick access to those navigation features. Navigational Tool Dashboard tabs Description Allows user to view their law practice and client matters at a glance. PCLaw 12 dashboards are: My Practice My Clients My Business Practice Guidance Quick Links Pop-Up Help Button Link Breadcrumbs Add to... (+) The ribbon provides access to frequently used functionality like, Calendar, Phone Manager, Contacts and timesheets from all dashboards. Pop Up Help offers an alternative to typing frequently used information, making data entry faster and more accurate. Buttons execute functions. Click a hypertext link to access another Web page within the PCLaw 12. Links can also open Web sites outside of PCLaw 12. Click one of the hypertext links that appear in the bread crumbs to access that page. Add an item to the feature.

11 Quick Links Quick Links appears as a black bar on the top right side of the application from all dashboards. This bar opens the Quick Links Ribbon providing access to frequently used functionality like Client Intake, Calendar, Phone Manager, Contacts and Timesheets from all dashboards. Features Calculator Calendar Client Intake Conflict Search Contacts Document Manager Notes Outlook Inbox Phone Manager Tickler Timesheets Description This link opens the PCLaw 12 Calculator in a new window. This link opens the PCLaw 12 Calendar window. This link opens the Client Intake Selection window. Default selection is: Start Client Intake. This link opens the File Conflict List screen. This link opens the PCLaw 12 Contact Manager window. Default selection is the: Contact Information tab. This link opens the PCLaw 12 Document Manager window. Default selection is the: Documents tab This link opens the New Note window. A new note is identified in the Recent Activity module. This link opens the MS Outlook mailbox. This link opens the PCLaw 12 Phone Manager window. This link opens the Create a Tickler window. This link opens the PCLaw 12 Timesheet window.

12 About Client Intake A new feature available within the Quick Links ribbon, is the Client Intake process. PCLaw 12 lets you start a new Client Intake or resume an existing one. You can also save and associate the form with the desired client matter. During the Client Intake process PCLaw 12 can produce a retainer or non-retainer letter. Additionally PCLaw 12 lets you associate templates as the retainer and non-retainer letters to the client intake process. When the retainer/non-retainer letter is created, PCLaw 12 will associate the document with the matter if a matter is created. If a matter is not created, the document will be saved to the contact "prospect" matter.

13 About the Client Intake Process The automated client intake process lets you open a new client file by using a template intake form to set up a client contact record and to create a new client matter. You can have the client complete the form in the office, the form to the client for completion, or enter client information on-screen. Once the Intake form is completed the following occurs: The form fields are imported into PCLaw 12. The form may be saved to the matter and printed. A conflict check is initiated. PCLaw 12 lets you start a new Client Intake or resume an existing one. You can also save and associate the form with the desired client matter. During the Client Intake process PCLaw 12 can produce a retainer or non-retainer letter. Additionally PCLaw 12 lets you associate templates as the retainer and nonretainer letters to the client intake process. When the retainer/non-retainer letter is created, PCLaw 12 will associate the document with the matter if a matter is created. If a matter is not created, the document will be saved to the contact "prospect" matter.

14 Initiate Client Intake Follow these steps to enter a new matter using Client Intake. 1. Click the File menu, point to Client, and click Client Intake. (Alternatively, select Client Intake from the File menu, or double-click the magnifying glass symbol on the My Clients dashboard.) 2. Start Client Intake is Default value, select Next. 3. is Default value, enter contact or personal information into fields and select Next. Fields The table below details the fields within the Client Intake feature. A prospective client will be created as a "contact during the client intake process. If you do not complete the process in one session, search "contacts" to find the prospective client. Field Description Option (default value) Title First Name Last Name [r] [r] Contact Subject Create a follow-up Select contact s title from list. Enter the contact s first name. Enter the contact s last name. Enter the contact s address. Populates contact information in fields, if in user s list of contacts. Pre-populated with firms name. Check to select date to follow up with prospective client and identify the responsible lawyer. On-Screen Option: Resume Client Intake Step 1 of 2 Contact Information Contact Title First Name Populates contact information in fields, if in user s list of contacts. Select contact s title from list. Enter the contact s first name.

15 Field Last Name [r] Firm Name [r] Position Description Enter the contact s last name. Enter the firm s name. Enter position held at firm. Main Contact Address 1 Address 2 City Province Postal Phone Numbers Notes [r] Does requested legal work match your firm s expertise? [r] Create a follow-up Enter address. Enter any additional address information. Enter city. Enter province. Enter postal code. Enter phone numbers (business, home or cell). Enter the contact s address. Description of contact s legal issue. Select Yes or No. Selecting Yes enables the Conflict Search button. Check to select date to follow up with prospective client, identify the responsible lawyer, start time and duration. On-Screen Option: Complete Client Intake Step 2 of 2 Checklist Client Intake Checklist The checklist is a list of things to be done, or points to be considered. Click the relevant checkboxes. Requested legal work matches firm s expertise? Conflict Check is completed? Conflict Check has been reviewed? Outcome of conflict check decided? Follow-up Select the checkbox to create a follow up

16 Field appointment conducted with this contact? Conflict Check Create appointment Description appointment. Ensure that firm s commitment to client s matter will not be distracted by the firm s commitment to any other party. Check to select date to have a follow up appointment with prospective client, identify the responsible lawyer, start time and duration. Client Intake Decision Do you want to take this Contact on as a client of your firm? Click Yes to accept the prospective client. Click No if request is not being accepted by firm. New Matter: Selecting Yes enables the Add Matter button and allows user to add the contact as a new matter. Archive Contact: Selecting No enables the Archive Contact checkbox and allows user to record contact for future reference. Generate Letter New Matter Select the Generate Letter button to launch Word LX. Based on the selection from the previous question a template is launched to generate either an engagement or non-engagement letter. Select the New Matter button and the new matter window is displayed populated with prospective contacts details (name, addresses, case details, time keeper details and billing details).

17 Create Client Intake Follow up Appointment You can create a follow up appointment during the client intake process by via the option. The appointment has the following actions: Selecting the Follow-Up Appointment option will create a to do for the selected lawyer which will have a fixed message "Follow up on client intake for [First Name] [Last Name]." The appointment will automatically be listed on the assigned lawyer's My Practice dashboard on the day the task is due. The number of working days for an auto follow up default will be set by the user as a preference. When the outgoing client intake is launched the system will set default values for the following fields in the To, Subject, Body and CC When the is sent by the system to a prospective client the will be sent with the client intake form as an attachment. The identification or reference to the attached file is maintained by the client intake options. Additionally, you can create a follow up appointment from the resume client intake screen. The appointment will have the following properties/actions: Creating a follow up will create an appointment for the selected lawyer who will have a fixed message "Follow up on client intake for [First Name] [Last Name]." The item listed on the My Practice dashboard will include the prospect client name and will automatically be listed on the assigned lawyer's practice dashboard on the day the task is due. The date will default to the number of days set in the configuration settings.

18 Conflict Search A conflict search produces a list of names in your database that match the name of a potential client. This helps you evaluate whether a conflict of interests would exist in taking on the client. The conflict search is initiated when you select the Conflict Check option on Step 1 of the client intake process. After you review the results of the search and close it, it will be saved and associated with the prospective client, and will become part of the client matter if the lawyer is retained by the client. There is also an option for the lawyer reviewing the conflict report to make notes on that review for future reference.

19 Customize Client Intake Select System Settings from the Options on the Menu. Select the Client Intake Tab and make changes to the appropriate fields and click Ok to submit the window. Selection of (path to) client intake form Client intake default message (body) Selection of (path to) retainer letter Selection of (path to) non-engagement letter NOTE: Click Open to open the document in Word LX. You can then make modifications, such as adding a letterhead and saving it back to the same location.

20 Getting Started For LexisNexis PCLaw 12, getting started starts with Adding matters, adding Matter Opening Balances for all existing matters and a General Bank Opening Balances to maintain a running balance of firm s bank accounts. The first tasks you should complete in LexisNexis PCLaw 12 are: Adding matters Adding Matter Opening Balances for all existing matters Adding General Bank Opening Balances to maintain a running balance of your firm s bank accounts. Steps Follow the steps below to create a new matter. 1. Select File from the product menu. 2. Select Matter and then Click New Matter. Use New Matter to create matters for existing files, otherwise utilize Client Intake for prospective clients. 3. For existing matters, enter their opening balances included billing, work-inprogress, and trust details. Matter Opening Balances is also available in New Matter, Matter Manager, and on the Tools pull-down menu. NOTE: For firms collecting GST (VAT) use GST Opening Balances to add GST payable balance. For firms using G/L Accounting, use G/L Opening Balances to add the firm s Trial Balance, Income Statement, or Balance Sheet from the day prior to starting with PCLaw 12.

21 Part Two: PCLaw 12 Dashboards Dashboard features cover the modules that come with PCLaw 12. This new view appears across the top panel which can be enabled or disabled via the Options menu. This part includes the following sections: Dashboards and Modules My Practice My Clients My Business Practice Guidance

22 Dashboards and Modules Overview There are four core dashboards in PCLaw 12; the My Practice tab, My Clients tab, My Business tab and the Practice Guidance tab. You have some control over the content of modules. Modules are packets of content that appear on dashboards. Modules allow you to view information such as events, appointments and a list of your matters. To disable the dashboards and return to the traditional PCLaw interface, go to Options > Quickstep. To return to the dashboards, go back to Options > Dashboard. In this section This section contains the following topics: Topic My Practice Function This dashboard manages your Practice, and includes the following areas: Calendar Tickler Appointments To Dos Recent Client Matters Current Awareness My Clients This dashboard manages your client information, and includes the following areas: Matter Details Events (all Appointments and To Dos) Recent Activity Accounts Details My Business This dashboard manages your financial business, and includes the following areas: Financial Plan Personal KPIs

23 Topic Function Firm KPIs Transactions Marketing Planning Practice Guidance This dashboard offers mentoring information via commentary, checklists, forms and precedents.

24 My Practice Dashboard Overview The My Practice dashboard contains tools and content. Several modules include content specific to each user. You are able to: VIEW of everything going on in your practice today calendar appointments, to do s (upcoming and overdue), recent matters, ACCESS current awareness, Quick Links, tracking messages and EFFICIENCY every aspect of your business at hand. The following table describes the different types of modules that may be found on the My Practice dashboard. Modules Calendar To Do Tickler Recent Client Matters Current Awareness Customize This Page Description This module provides an overview of the appointments scheduled for the user on the selected date. Lists of all the tasks you need to carry out for the selected day. Appointments and To Dos can be connected so they are part of a series of linked dates or events that are related to each other - ticklers. Displays up to 10 of the most recent matters you reviewed. There are a wide range of current awareness services to keep you informed of new information in the area of law. You can personalize the dashboard with the removal or display of the following modules: Recent Client Matters Current Awareness

25 Calendar About the My Practice Calendar The calendar module, on the My Practice Dashboard, provides an overview of the current month and the appointments scheduled for the user on a selected date. The current day s appointments are displayed when you open PCLaw 12. The mini-calendar that allows you to change the day and month displayed. In the module, the next appointment is highlighted by a red bar on the left hand side. Each appointment listed displays the following four pieces of information: Client name Matter description Location Action When data is entered, all information from these fields is displayed and clicking on an appointment opens the Change Appointment window. Functions The table below details the functions available in the Calendar module. To... Click... Add a Tickler Add an Appointment "+" View Today's calendar Open Calendar View shared calendars Clicking the Add Tickler button opens the Create a Tickler- Step 1 of 3 window enabling you to link appointments and related task. Clicking the plus "+" icon opens the New Appointment window enabling you to add a new appointment on the selected date. Clicking the Today button returns both the date (both in the mini-calendar and display on the left-hand side beside it) and the appointments to that of today. Clicking the Open Calendar button opens your daily calendar in PCLaw 12. Clicking the View Shared Calendar opens the PCLaw 12 shared calendar view. During set-up of the PCLaw 12 you select which shared calendar you would like to view. You can set a default calendar, like that of a selected colleague to display each time you click this button. An option in Workstation Settings allows you to select which group of

26 To... Click... lawyers to include on the Calendar by default, this selection is used here. Find this page 1. Click Open Calendar from the My Practice dashboard. 2. The Weekly Calendar for the signed in user is displayed. OR 1. Select View Shared Calendar from the My Practice dashboard. 2. The Weekly Calendar for the signed in user is displayed.

27 How to Create (Change) an Appointment or To Do 1. Click Appt button within the Calendar. 2. Enter the Matter. 3. Enter a description in the Action field. 4. Select the event Type (Appointment or To Do) radio button. Appointment is the default value. 5. Click the drop-down menus for the following fields on the New Appointment window: Location Code, Start Date, Duration, Due Date, Reminder, Appt Code, Task and Rate fields. 6. Use the Post Time field to enter time into the matters Time Sheet. 7. Click OK.

28 How to remove an appointment. 1. Right click on the calendar item. 2. Click Remove Appointment.

29 To Do A To Do is an event that needs to be performed, but not at a specific time of the day. Assigning a due date for a To Do is optional. A To Do can be entered through the Calendar or via the My Practice dashboard within the To Dos module. Clicking on the "+" symbol opens the New To Do window (Change To Do function) and clicking on a listed item opens the To Do window. You can view all details for this task and access all functionality. Find this module Click My Practice dashboard; the To Dos module is located to the right-side of the Calendar. OR 1. Click + symbol under the To Dos module on the My Practice dashboard. 2. The New To Do window is displayed. 1. Select View Shared Calendar from the My Practice dashboard. 2. The Weekly Calendar for the signed in user is displayed. 3. Select the To Do button in the Calendar panel. How to Create (Change) an Appointment or To Do 1. Click Appt or To Do button within the Calendar. 2. Enter the Matter. 3. Enter a description in the Action field. 4. Select the event Type (Appointment or To Do) radio button. Appointment is the default value. 5. Click the drop-down menus for the following fields on the New Appointment window: Location Code, Start Date, Duration, Due Date, Reminder, Appt Code, Task and Rate fields. 6. Use the Post Time field to enter time into the matters Time Sheet. 7. Click OK.

30 About Ticklers The enhanced tickler functionality allows the user to add a tickler reminder to a task with an appropriate notice period determined by the lawyer based on nature of work and schedule. Ticklers and limitation dates appear prominently in the dashboards and in personal and shared calendars. Appointments can be expanded to be part of a series of linked dates; events that are dependent on each other. You can anchor the date of an item in a tickler to prevent it from being adjusted, when other dates in the linked set are changed. The enhanced tickler functionality allows the user to add a tickler reminder to a task with an appropriate notice period determined by the lawyer based on nature of work or schedule. Ticklers and limitation dates appear prominently in the product dashboards, in personal and shared calendars.

31 Creating a Tickler A Tickler can be entered through the Calendar, the My Practice dashboard within the Calendar module and on the My Clients dashboard within the Events module. Clicking on the "Add Tickler" button opens the Create a Tickler Step 1 of 3 window. A tickler begins with a template. The base date is not specified in the template as the template deals only with how the events relate to the base date. A tickler begins in the Tickler Template window. After creating a tickler template, you can use it to automatically create appointments tied to the base date. The matter, if applicable, the timekeeper, and the Base Date must be specified. PCLaw 12 schedules all the events according to the base date you specify. Find this Feature Follow these steps to open the tickler feature. OR OR 1. Click the Add Tickler button from the Calendar module on the My Practice dashboard. 2. The Create a Tickler-Step 1 of 3 window is displayed. 1. Click the Add Tickler button from the Event module on the My Clients dashboard. 2. The Create a Tickler-Step 1 of 3 window is displayed. 1. Click the File button from the Product Menu. 2. Select Tickler from menu items. 3. The Create a Tickler-Step 1 of 3 window is displayed. Fields The table below details the fields within the Tickler feature. Field Description Select Template: Step 1 of 3 Matter Lawyers Base Date Enter the matter identification number. Click button to select from listing of firm s lawyers. The base date is the date upon which all other dates are determined. It can be the completion date or the start date of a

32 Field Description series of tasks. Start Time Duration Template Select from the drop-down list in increments of 30 (.5) minutes Select from the drop-down list in increments of 30 (.5) minutes Edit the template name. Default value: draft. Select the Add button to add another tickler template to the list of templates. Select the Change button to edit the selected template in the list. Select the Copy button to copy the selected template in the list. Select the Delete button to delete the selected template. A confirmation window is displayed before template is deleted. Add Template Click button to create a new tickler template. Review Selected Template Details Step 2 of 3 Add Add an event to the tickler. Add Event Event Name Type: Appointment or To Do Location Appt Code Date Calculation Anchor Date: The date to be used for establishing the start of a pattern and (based on the pattern) which time stamps are to be included in and excluded from the calendar. Duration Priority Task Rate Enter desired number of units by selecting desired radio button. Add Subtract

33 Field Description Limitation Date: Critical dates which have serious legal impacts if not met. Limitation dates are special cases of Anchor Dates that will have additional requirements when displayed in the calendar and dashboards. Indicate which Calendar Unit option you want to utilize by selecting desired radio button. Days Weeks Months Years Calculation Settings: Select the checkbox to Include Weekend Daysin your date calculations. Checking this checkbox, enables the Move Date checkbox, which enables the Working/Business Day drop-down list with the following options: Prior Next (default value) Closest Go Back Create Tickler Click button to edit any of the fields in Step 1. Click button to create the tickler. Tickler Created Successfully- Step 3 of 3 Add Change Delete Print... Close Click to add an additional event to the tickler. The Add an Event window is displayed. Click to change an event, select the Change button to edit an event listed and the Change Appointment or To Do window is displayed. Click to delete an event from the tickler. Click to print all events within the created tickler. Click to close out Tickler wizard.

34 Messages The Messages module is a collapsible panel that contains the number of unread , phone and text messages as well as identifies the number of urgent unread messages. When you hover over this module you can expand the display to view the breakdown of message types, all urgent messages and calls are displayed on the right-side of the module. Total number of messages: This is the total number of unread messages (i.e. , phone and texts combined) in your mailbox. It does not include the number of unread messages in sub-folders of your mailbox. Number of urgent messages: This option is the total number of unread messages with a "high priority" status set by the sender. In-box link: Clicking on this link opens the users Outlook mailbox in a new window. The number of high priority s are highlighted on the righthand side of module. Phone messages link: Clicking the phone link opens the Phone Call Manager in a new window. The Phone Call Manager window displays the number of unread Phone Messages. The number of urgent calls are highlighted on the right-hand side of module. Text messages link: Clicking the text link opens the Message Manager in a new window. The Message Manager window displays the number of unread Messages. The number of urgent calls are highlighted on the righthand side of module.

35 Display Message module The display of the message module is triggered by the user hovering over the minimized title panel area. There is no limit on the number of messages listed in this module. Once you move away from the messages, the menu will disappear. Steps Follow these steps to access the Messages module. 1. Click message arrow at the bottom of the To Dos module on the My Practice Dashboard. 2. The Messages module is expanded.

36 Recent Client Matters This module lists the 10 most recent client matters that you have worked on. A matter is included in this list if one of the following are true: You have looked up the matter on the My Clients Dashboard You have looked up the matter in Matter Manager Find this module Click My Practice dashboard; the Recent Client Matter is located on top rightside of dashboard, by default. Field Description Module Settings Recent Client Matter items Displays the client information in the following format: Line 1: Client name is displayed in full on the first line; text will wrap when necessary. Line 2: Matter Number (in full; 1-12 characters) plus Matter type will be truncated where necessary. Selecting a recent client matter from the list takes the user to the My Client dashboard with the selected Client matter displayed.

37 Current Awareness The Current Awareness module is organized in two categories, RSS (Real Simple Syndication) and Favourite Sites. Clicking a link under either category will open a new dialogue window listing recent articles or opening the desired website. Find this module Click My Practice dashboard. Current Awareness is located on the right side of the screen. Functions The table below details the available functions within the Current Awareness module. To do this... Open an RSS feed or a Favourite Site...perform the following steps Clicking any link with Current Awareness opens a new dialog window. The following links are installed by default: RSS Favourite Sites LawNet SupremeCourt SLAW ThoughtfulLegalMgt FinancialPost LSUC Small Firm CBAPracticeSmallLaw OBAProfessionalDevt LawProPractMgt LegalAid Edit Current Awareness Remove Current Awareness Select the pencil symbol to edit the desired RSS or Favourite Sites. Select the pencil symbol and delete Display Name and URL. The link will be removed and a blank space will appear within module.

38 Customize This Page You can personalize the modules that appear on the My Practice and My Business dashboards. Follow these steps to customize the My Practice Tab Content page. 1. Click the My Practice tab. 2. Click Customize This Page link in the upper right hand corner. AND Follow the steps below to customize the My Business Tab Content page. 3. Click the My Practice tab. 4. Click Customize This Page link in the upper right hand corner. Select Modules Check the boxes next to the modules you want to appear on the tab. Click Submit. My Practice Recent Client Matters Current Awareness My Business Personal KPIs Firm KPI Planning Marketing Transactions (Quick Bill, Bill, Recreate Bill, Past Due and Cheque) NOTE: When you select the Customize This Page, the remaining modules are shifted to the left.

39 My Clients Dashboard Overview The My Clients dashboard contains tools and content. Several modules include content specific to each user. You are able to: VIEW everything on a client matter (appointments, to do s, contact information) as well as all related contacts documents time entries and notes client financial status (invoices, work in progress (WIP), trust balance). ACCESS to every aspect of the client matter as well as Quick Links. EFFICIENCY more productive client contact and work as well as better firm business management. In this section This section includes the following topics. The following table describes the different types of modules that may be found in PCLaw 12. Module Client/Matter Matter Details Documents Events Recent Activity Account Details Description Search for clients and matters by client name, file/matter number, matter description, lawyer or type of law. This module displays key details about the desired Client Matter, such as: client name, matter description, lawyer, type of law and rate. This module contains documents that are associated with the selected Client Matter. This module provides a view of Appointments, Tasks ( to do s ) and Ticklers related to a selected matter. This module lists the seven most recent activities on a selected matter. The detailed activities include: phone calls, notes and time entries. This module contains a number of specific account details relating to the selected matter. The details include: Accounts Receivables, Unbilled time, Unbilled disbursements, Trust balance, Last time entry, Last Invoice, Last Payment and Last reminder.

40 Client/Matter You can search for clients and matters using different variables within PCLaw 12. The Client/Matter field is used to display the name of the client matter open on the dashboard. For instance, if you select a matter from the "Recent by Client Matters" module on the dashboard, then the name of the matter is displayed in this field when you click through to this dashboard. You will be able to see all related matches as you type in the search criteria field. If no matches are found then the related search window will display a message informing you. How to Search for a Client or Matter 1. Click in the Client/Matter field Use the following parameters to search for clients or matters: Search Option Client Name Matter Number Matter Description Lawyer Type of Law Description Searches for text that appears in the Client Name. Searches for text that appears in the Matter number. Searches for text that appears in the description of the Matter. Pop-up help is displayed if there is more than one matter that matches. Pop-up help is displayed if there is more than one matter with a matching responsible Lawyer. Searches for text that appears in the type of law. 2. Enter text in the search field. 3. Click Enter on keyboard or in another field on screen.

41 Documents The Documents module is a collapsible panel that is used to display documents and s that have been associated with the client matter. PCLaw 12 encourages the user to associate documents and s with specific client matters when created and saved or when received. PCLaw 12 has also incorporated functionality for the creation of new documents: There are three major objectives: 1. Standardize the look and image of client facing documents through the use of standard document templates, styles, numbering and page/section layout definitions 2. Standardize the document creation process, including use of standard firm styles, standard numbering systems, use of tools, harvesting data from external data sources such as Outlook for Contact information and document templates 3. Utilize Best Practices for Microsoft Word when creating and working with documents The application that supports these objectives is Word Legal Extensions (WordLX) it provides tools to facilitate the creation of all types of documents in MSWord and addresses many of the common tasks performed every day in the production of complex documents. Word LX was installed and configured during the installation of PCLaw 12. The WordLX functions will be visible in MSWord and will be activated by the create document function.

42 Creating and Maintaining Documents The Documents module allows users to create, add and view documents associated with a matter. The display of the documents module is triggered by the user hovering over the minimized title panel area. This module contains documents that are associated with the Selected Client Matter. There is no limit on the number of documents listed in this module. Steps Follow these steps to access the Documents module. 1. Click Documents on the My Clients Dashboard. 2. The Documents module is expanded. Fields The table below details the fields on the My Clients dashboard. To do this... Create Add Close...perform this action This is a Word LX function. Clicking on this button will open Word LX and enable you to create a new document. Click the plus + symbol to add a document to the selected client matter. The opens the "Add PCLaw 12 Document" window. There is no limit on the number of documents that can be added to a matter. Click the x symbol to collapse the documents module.

43 Add a document to Documents The + button provides a quick and easy method to adding documents within PCLaw 12 without opening Document Manager, Matter Manager, or Contact Manager. Steps Follow these steps to access the Documents module. 1. Click the + within the expanded Documents module. 2. The Add PCLaw 12 Document window and the user s default Documents Library window are displayed.

44 Enabling and Preparing Document Manager Prior to using any of the document features, Document Manager must be enabled. This can be performed when installing PCLaw 12 as prompted, or on the Options > System Settings > Front Office tab after PCLaw 12 is installed. Enabling Document Manager requires PCLaw 12 to be restarted. Documents and tabs are added to Matter Manager and Contact Manager. A Document tab appears in Workstation Settings. When Document Manager is enabled, other System Settings options can be set for precedents, QuickDocs and legacy documents that are accessed in Matter Manager, Contact Manager, and Document Manager.

45 Creating New Documents When MS Word is opened from PCLaw 12, it must invoke the WordLX matter selection function. PCLaw 12 will allow the user to select a template to use to initiate the new document the template selection will look for files in a specific Windows directory that will be configured upon system setup. These templates are accessed using the button on the WordLX tab of the ribbon or CTRL+N. All new documents created will be by default set to read-only and will be enforced through the Microsoft Word property setting. When opening a document for editing the user must save the edited document as a new version of that document. Document Templates The system allows the user to create a document based on templates and content precedent model documents. The templates will be pre-styled and fielded for matter specific information from. From the LX New Docs form, you can choose to create General firm documents such as Letter, Memo Fax, Envelope or Labels or create a Blank document. You can also choose content precedent from any of the groups on the right side of the form.

46 Getting Started Before any documents are created, you should Set Author Information by selecting Add Author from the Current Author drop-down list or by choosing the drop-down list on the WordLX tab of the ribbon. Setting New Author/Lawyer Information 1. Click the drop-down setup menu on the WordLX tab of the ribbon then select Set Author Information. 2. Complete the Current Assistant AutoText Settings. 3. Click New to create information for a new Author/Lawyer. 4. Click on the Look in Active Directory for Author button to retrieve the Author information from the Windows Active Directory information such as Name, phone number and address. Type in a partial last name and click on the magnifying glass button to search the Active Directory for all people with the partial last name. 5. Or manually complete the Add New Author Information dialog, including the Author s full name as used in the Closing of a letter, initials, add a title only if the Author wants to include a job title in their closing (note, Lawyers/Attorneys should leave this field blank). The standard closing can be selected from the drop-down list and Include Firm Name in Closing can be set for the firm depending on the firm standard. Special Accreditation is a place to indicate any special accreditations granted to the Author. The contact information, particularly the Direct Line and , must be filled in. NOTE: If you do not have a Windows Server, this feature will not function. You can proceed to step 5 to manually fill in the Author s information. Click on the user that you want to add to your Author List and choose the Use Selected button. If no Direct Fax is filled in, then the firm main fax number will be used where a fax number is required. The LS# is the Law Society number required on some court document and the internal TKID# is the Timekeeper ID used for internal forms and documents. Add as many Authors/Lawyers as needed. NOTE: Author information is stored in a file called Glossary.doc (Glossary.docx in Word 2010). This document is stored in the User Template path stored in Word Options>Advanced>File Locations (located at the bottom of the options list).

47 Selecting an Author From the LX New Docs dialog box, the current Author is displayed. If the document to be created is for a different Author, use the drop-down list to select the Author. If a new Author must be set up, you may select the Add Author option to add and set the new Author information. The Author can also be set from the drop-down tool on the ribbon. Modifying Author Information 1. From the setup menu, select Set Author Information. 2. Select the Author to be modified. 3. Click to open the glossary table. 4. Make the desired modifications to the Author information by clicking in the appropriate column and making the change. When the changes are complete, close the document. Deleting Author Information 1. From the setup menu, select Set Author Information. 2. Select the Author to be deleted. Click. 3. At the prompt Delete stored AutoText Information for Name of Author?, click. Based on Previous Document The Based on Previous Document button provides you with the ability to create a new document from an old document without inadvertently overwriting the original. The Based on Previous tool will bring up the File Open dialog box and when you have identified the file to open, you will be immediately prompted to save the file with a new name.

48 Set Client Matter Data Source The Current Data Sources window is used to instruct to load information about a specific matter. Information about the currently loaded matter is displayed under the Current Author on the LX New Docs form. To change the Client Matter Data Source: 1. Click on the Set Client Matter Data Source and type in the Client-Matter number or 2. Use the Search option button along with Search by: options (Client Code or Client Name) to search for the text that you type in the Client-Matter field. The search is normally done matching from the start of the data. If you want to search for a number or text in any part of the matter code or matter name include a % character at the start of your search string. 3. To remove/unload the current matter click on the trash button.

49 Creating a Letter The Letter template consists of the default setup for a Firm letter. The template retrieves information that is stored for the Author and inserts the current matter File Number and Re line from and presents you with a form to fill in other information required for the letter. To create a letter: 1. Click the LX New Docs button on the WordLX ribbon tab or use CTRL+N and select Letter. 2. Ensure that the appropriate Author is selected in the New Document Forms dialog box. The selected Author will be the Author of the letter. 3. Complete the Letter Information dialog box. lick when finished. When the Letter Information dialog is completed and the document is built, the information is inserted into the appropriate locations and the insertion point is positioned for you to type the body of the letter. NOTE: Use the Tab key to move from section to section of the dialog box.

50 Additional Letter Information The Recipient & Address section connects to and to Outlook using Find Contacts for Letter Recipients. The Matter Entity lookup button (upper right corner of the Letter Information dialog box) will show you all people associated with the loaded Matter. The Find Contacts tool (upper left corner of the Letter Information dialog box) is connected to Outlook or type (ALT+;) to perform the contact lookup. Handling and Delivery options are standardized and presented as drop down lists. File number information is automatically inserted from your current matter in. You can change the matter by over typing the existing matter number. Diary Date provides a facility to follow up on the letter. When this option is selected by choosing a date from the calendar button, an Outlook Task is automatically created in the typist s Outlook Task folder (not the current Author) with the reminder set for 8am on the date selected. You can request a fax cover at the same time as the letter is created by using the Create Faxcover checkbox. This feature will perform a second search on the contact information in the Recipient and Address section and pull the appropriate information from or Outlook for the Faxcover document (usually the Name, Company Name, Phone and Fax numbers). The Subject Line is automatically filled in with the current Matter Name from. To change or modify the Subject Line, overtype with your desired content. Options to include Copies, Blind Copies, Enclosures and Attachments are also available. These items are included in the document and CC and BCC lists can included in the windows below. is used for Fill-In fields. Keystrokes to navigate to the blue bullet are CTRL+> to go forward and CTRL+< to return to the previous blue prompt text or bullet. Blind Copies are accommodated by utilizing the Hidden Text character attribute. When the document is printed for recipients and copies, the option to print Hidden Text is not usually turned on. Then to print for the Blind Copy person and for the file copy, you would choose a second print with the Print Hidden Text turn on.

51 Memos To create a memo: 1. Click the LX New Docs button on the WordLX Ribbon tab or use CTRL+N and choose Memo from the LX New Document Forms. 2. Select the Memo option and click OR double-click the Memo option. Complete the Memo Information dialog. Note File Number and Subject Line will be automatically populated from the current Matter in. 3. Any information in the memo that needs to be filled in will become a blue forward and CTRL+<. to return to the previous blue prompt text or bullet.

52 Fax Cover Page The Fax Cover page template is used to create a single fax cover sheet, and has the ability to be modified for multiple recipients. 1. Click the LX New Docs button on the WordLX Ribbon or use CTRL+N and select Fax Coverpage or double-click the Fax Coverpage option. 2. Any information in the fax cover page that needs to be filled in will CTRL+> to move forward and CTRL+<. to return to the previous blue prompt text or bullet. 3. To add a row at the end of the Table for multiple recipients, go to the last column in the last row and use the Tab key. 4. The button or CTRL+; (semicolon) will insert recipient Fax information in the TO: table of a fax cover page and will automatically bring in only the appropriate information for the Fax Cover page: the Name, Company Name, Phone and Fax numbers.

53 Find Contacts The Find Contacts button on the WordLX ribbon enables you to insert a contact at the cursor location, in any document. The shortcut key for Find Contacts is CTRL+; or if inside a dialog box such as the Letter Information screen the shortcut key is ALT+; To insert a contact: 1. Click the button on the WordLX ribbon or use CTRL+; 2. Select the appropriate Folder to Look In. 3. Click on the appropriate radio button to search either by Person, Company or Category. 4. Type the Person s last name or the Company name of the contact to be inserted. 5. Click on the button. 6. Select the contact from the list to be inserted. 7. Click to insert the address into the document or dialogue box. If you type part of the last name before using Find Contacts, it will use this typed information to look for the contact (make sure the insertion point is directly following the typed text with no intervening spaces). You can also type a partial last name then a comma(,) with a partial first name for Outlook to perform a more exact search. If there is a single match, then that person s information is inserted. If an Alternate Address exists for the person, then click on the Alt Addr. button to choose a different address. Find Contacts can also pass its contact search information on to the various Law Society's websites in Canada. To search the Law Society of Upper Canada s website to perform a contact lookup, click on the drop-down arrow beside to select Upper Canada to search the Law Society for contact information. Then click on the globe to search that website. Find Contacts can look in the current user s personal Outlook Contacts folder as well as the current Author s Contact folder (if access is available and shared). PCLaw 12 can be searched for contact information. When the current Author is changed, WordLX will automatically switch to the new Author s Contact folder in FindContacts. NOTE: The Author s contact lookup is based on the address entered in the Glossary file. If this address cannot be found, the search will not work.