total office case 9.1 sp2 (1.0.0.38) - admin manual - january 2013

Administrator’s Manual Aderant Total Office Case

Version 9.1 SP1

Chapter 1: File Locations | Total Office Case User Manual


(ver. 1.0.0.38) 2

Aderant Holdings, Inc., makes no representations or warranties with respect to the contents of this document publication

and specifically disclaims any implied warranties of merchantability or fitness for any particular purpose.

The contents of this manual are believed to be current and accurate as of its date of publication. Changes to this manual

between reprintings and other important information about the software product are made or published in release notes,

and you are urged to obtain the current release notes for the software product.

We welcome user comments and reserve the right to revise this publication and/or make improvements or changes to the

products or programs described in this publication at any time, without notice.



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Table of Contents

Preface ........................................................................................................................... 7

Quick Reference Glossary ............................................................................................. 8

Part 1: System Setup ...................................................................................................... 9

Chapter 1: File Locations ....................................................................................... 9

Setting File Locations ...................................................................................... 9

Chapter 2: Case Party Categories ......................................................................... 12

Creating and Editing Party Categories .......................................................... 12

Properties ....................................................................................................... 15

Chapter 3: Timeslip Setup .................................................................................... 17

Time Code Systems Tab ................................................................................ 17

Code Setup Tab ............................................................................................. 21

Client System Setup Tab ............................................................................... 22

Timeslip Export Tab ...................................................................................... 22

Chapter 4: To Do Packages .................................................................................. 23

Creating a Simple To-Do Package ................................................................ 23

Assigning a To-Do Package .......................................................................... 27

To-Do Package with Completion of Prior Item ............................................. 29

To-Do Package with SOL Date, Settlement or Case Closed Date ................ 31

To-Do Package with a Repeating Task ......................................................... 33

To-Do Package with Multiple Outcomes using Linked Tasks ...................... 34

Modifying To-Do Packages: Auto-Assign to Case Type .............................. 40

Chapter 5: Lawtype Setup .................................................................................... 44

Case Information Screens .............................................................................. 44

Case Party Roles ............................................................................................ 46

Pick Lists ....................................................................................................... 49

Staff Roles ..................................................................................................... 50

Summary Screen ............................................................................................ 51

File Numbering Method ................................................................................ 53

Conflict Criteria ............................................................................................. 55



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Other Settings ................................................................................................ 56

Default To-Do Packages ................................................................................ 57

Chapter 6: User Setup .......................................................................................... 58

Creating a New User ..................................................................................... 58

General Tab ................................................................................................... 60

Attorney Info ................................................................................................. 63

Desktop .......................................................................................................... 63

Lawtypes........................................................................................................ 66

Security .......................................................................................................... 66

Membership ................................................................................................... 67

Chapter 7: User Groups ........................................................................................ 69

Creating User Groups .................................................................................... 69

Chapter 8: Workgroups ........................................................................................ 71

Creating/Editing Workgroups........................................................................ 71

Chapter 9: Pick Lists ............................................................................................ 73

Adding and Deleting Pick Lists and Pick List Items ..................................... 73

Chapter 10: Firm Information .............................................................................. 75

Adding and Maintaining Offices in Your Firm ............................................. 75

Chapter 11: Merge Forms .................................................................................... 78

Merge Form Selection Screen ....................................................................... 78

Creating/Editing Merge Forms ...................................................................... 80

Retrieving Merge Forms ................................................................................ 88

Note about Wageloss Forms .......................................................................... 91

Setting up Card File Forms ............................................................................ 91

Chapter 12: Other Settings ................................................................................... 94

System Assignments Tab .............................................................................. 94

Item Defaults Tab .......................................................................................... 97

Security Tab................................................................................................. 100

User Licenses Tab ....................................................................................... 102

Laptop Setup Tab ........................................................................................ 102

External Interfaces Tab ................................................................................ 103

Outlook Tab ................................................................................................. 103



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Backup Notification Tab ............................................................................. 104

Document/Scan Settings Tab ...................................................................... 104

Workstation Update Tab .............................................................................. 105

To-Do Tab ................................................................................................... 105

Report Services Tab .................................................................................... 107

Record Request Tab .................................................................................... 107

Regional Tab ............................................................................................... 108

Audit Tab ..................................................................................................... 108

CompuLaw Rules ........................................................................................ 109

Chapter 13: System Security .............................................................................. 110

Method A: Individual User Security ........................................................... 110

Method B: Group Security .......................................................................... 113

Chapter 14: Custom Templates .......................................................................... 115

Chapter 15: Financial Setup ............................................................................... 116

Chapter 16: Crystal Reports Setup ..................................................................... 117

A. Database Connection .............................................................................. 117

B. Setup for Case-Specific Reports ............................................................. 119

C. Setup for Non-Case-Specific Reports ..................................................... 120

D. File Locations ......................................................................................... 122

E. Crystal Reports Setup in Case ................................................................. 123

F. Running Crystal Reports inside a Case ................................................... 126

G. Running Crystal Reports inside a Case .................................................. 127

Chapter 17: Custom Case Information Screens ................................................. 129

Creating a New Custom Screen ................................................................... 129

Lawtype Setup for Custom Screens ............................................................. 130

Merge Form Setup for Custom Screens ...................................................... 132

Custom Case Search .................................................................................... 133

Chapter 18: Costs Export Setup ......................................................................... 136

Chapter 19: Document Settings ......................................................................... 137

Settings Tab ................................................................................................. 137

Document Stores Tab .................................................................................. 139

Custom Properties Tab ................................................................................ 140



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Document Review Tab ................................................................................ 141

Filter Group Tab .......................................................................................... 142

Part 2: Reports Menu ................................................................................................. 144

Chapter 20: Reports Menu ................................................................................. 144

Caselist Report............................................................................................. 144

Custom Reports ........................................................................................... 145

Crystal Reports ............................................................................................ 146

SQL Reporting Services .............................................................................. 146

Part 3: Maintenance Menu ......................................................................................... 147

Chapter 21: Maintenance Menu ......................................................................... 147

Case Related ................................................................................................ 147

Maintain Company Entries .......................................................................... 149

Master To-Do List ....................................................................................... 150

CompuLaw Change Notifications ............................................................... 150

Rate Systems ............................................................................................... 150

Maintain Synonym List ............................................................................... 151

Record Request Management ...................................................................... 152

Validation Rules .......................................................................................... 153

Auditing ....................................................................................................... 153

Import .......................................................................................................... 154

Export .......................................................................................................... 155

Archive ........................................................................................................ 155

SQL Query................................................................................................... 156

Recycle Bin ................................................................................................. 156

Part 4: Other Admin Settings ..................................................................................... 158

Chapter 22: Connected Users ............................................................................. 158



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Preface

Audience: This manual is designed for firm administrators and authorized users operating Profiles Case. The

following pages assume that the reader has knowledge of legal and financial terms, with familiarity of a firm’s

basic processes. While a glossary is provided, the manual does not include legal basics. If needed, please see

your nearest supervisor.

Software Requirements: Profiles Case and Crystal Reports are required for the chapters in this manual; they

must be installed for administrators and authorized users to perform the explained operations.

Features: This manual contains eighteen chapters covering every module in the System Setup window: File

Locations, Case Party Categories, Timeslips, To-Do Packages, Lawtypes, Users, User Groups, Workgroups,

Pick Lists, Firm Information, Merge Forms, Other Settings, Custom Templates Cost Export Setup, Financial

Setup, Crystal Reports Setup and Custom Case Info Screens. Each module has its own navigation instructions

and can be viewed individually.



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Quick Reference Glossary

Case Perspective: Case perspective focus is on all matters that relate to a case.

Case Information Screen: Screens within a case that hold case related information.

Card File: Address book and contact list containing clients and other case-related parties.

CP Admin: Staff Member who configures and maintains database.

Desktop: On the Desktop, the focus is on the user. Users access their (as well as others’) to-do items, access

card file entries for their workgroup(s), view and access all documents created with the merge feature of CP,

access, view and create Time Sheets, access User Comments and the User’s Journal.

DMS: Document Management System / Document case info screen with each case.

Integration: Applications that link between each other.

Lawtype: Lawtypes (or types of work) are not specific types or causes of action like Automobile accidents or

Medical Malpractice, but are rather frameworks designed to fit a series of similar types of causes of actions or

to manage a specific type of practice. Thus, Personal Injury would encompass a wide variety of Torts which

cause injury to the person and/or property. If a firm does a major portion of its work in one area that might

ordinarily be categorized broadly under Personal Injury, for instance if there is a specialty group within the

firm which only handles Medical and Nursing Home Malpractice, then it may be advisable to create a distinct

law type for those actions apart from the general Personal Injury area.

Merge Document: Documents created from with CP using a pre-defined template.

Party: In Total Office, the word “parties” means more than just plaintiffs and defendants—it means

individuals or entities who plays a role in a case. This may include doctors, judges, insurance companies and

many other entities.

Pick Lists: Throughout CP, there are pick lists with a drop-down of items to complete a field. In some pick

lists, only one value can be chosen, and in other pick lists, multiple items can be selected. Other pick lists

provide a simple “yes” or ”no” response. A pick list may change depending on lawtype. The order of the items

in a pick list is in alphabetical order according to specific lawtypes, system-wide and card file parameters. Pick

lists also serve as filters when searching through a database of items.

User Group: Used to manage groups of users to facilitate security management and communication.

Workgroup: A collection of users within a region (or office) which will consist of several offices (or

departments). Members within workgroups will have access to all cases assigned to their workgroup alone.

Users can be members of more than one workgroup. A user can be a member of one office only. This

collection of users is determined when a case is opened, and can be edited in the General Info Screen of a case.



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figure

1.1

Part 1: System Setup

Chapter 1: File Locations

Correct file locations are critical to proper function of the system. Once established and entered, values for

system file locations should not be changed unless application locations are moved.

Setting File Locations

Key directory locations are described below. Please note: Directory locations that take up a lot of space such

as the History or the Scanned Document Pages can point to different drives. To reach the File Locations

window, click “Administration” on the menu bar and click “System Setup” in the drop-down menu, and then

Double-click “File Locations” in the System Setup window.



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Field

Field Description

1. Shared Application Files

Should be set to something like \\Server\CPShare\CPWin\. This

indicates where your system copy of CP is located.

2. History Files Should always be a subdirectory of the CPWin directory, however, this

can be moved to a separate server if space is an issue. This indicates

where all case-related documents will be stored on your system. This

should be set to something like \\Server\CPShare\CPWin\History\.

3. Scanned Document Pages Set the Scanned Document Pages directory. Please note: Normally, this

will be the same directory as the History Files; however, it can be

pointed to a different directory if needed because of space requirements.

The only requirement is that the directory be shared and can be

modified by users on the network.

4. Macro Files Should always be a subdirectory of the CPWin directory. This indicates

where certain temporary files related to spell check and workstation

upgrades will be stored on your system. This should be set to

something like \\Server\CPShare\CPWin\Macro\.

5. Form Files Should always be a subdirectory of the CPWin directory. This indicates

where all forms will be stored on your system. This should be set to

something like \\Server\CPShare\CPWin\Forms\. Please note: When

forms are stored, a subdirectory is automatically created for each

group of forms. Thus, Personal Injury forms are stored in

\\Server\CPShare\CPWin\Forms\PI, Workers’ Compensation Claimant

forms are stored in \\Server\CPShare\CPWin\Forms\WC, and so on.

CP for Windows knows where to put the directories for each type of

form. You should not indicate any particular lawtype when setting up

the Form Files value.

6. Cardfile Images This indicates where all images of people stored in your card file will

be stored. Set the Card File Images directory.

7. Program Upgrade Files Should always be a subdirectory of the CPWin directory. This indicates

where you will put files associated with upgrades to CP. This should

be set to something like \\Server\CPShare\CPWin\Upgrade\. Please

note: If you have multiple offices turned on, this field will be

unavailable. You can go under Firm Information which will enable you

to setup separate upgrade paths by office in case you are in a WAN.



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8. BMP Files (for buttons) Should always be a subdirectory of the CPWin directory. This indicates

where you will put bitmap (BMP) files that can be used to associate

iconic symbols with people or companies stored on your system. This

should be set to something like \\Server\CPShare\CPWin\BMPS\.

9. Reports Should always be a subdirectory of the CPWin directory. This

indicates where the reports for the CP Financial System and any

custom Crystal Reports are stored. This should be set to something like

\\Server\CPShare\CPWin\Reports.

10. CP 4.0 Data Files Should almost never be a subdirectory of the CPWin directory. Instead

this is usually a directory named CMSCP that can be on the same drive

as the CPWin directory or elsewhere. Setting this value is only

necessary in certain situations known to our support department and

trainers. If this value is blank, please leave it blank.

11. CP 4.0 Refresh Files Should almost never be a subdirectory of the CPWin directory. Instead

this is usually a directory named CMSCP\Fresh that can be on the same

drive as the CPWin directory or elsewhere. Setting this value is only

necessary in certain situations known to our support department and

trainers. If this value is blank, please leave it blank.

12. Custom Template Form

Files

Should always be a subdirectory of the CPWin directory. This indicates

where all of the Custom Templates will be stored on your system. This

should be set to something like \\Server\CPShare\CPWin\Forms\.

Please note: When custom template forms are stored a subdirectory is

created under the forms directory called Template.

13. Custom Template Data

Files


where all of the Custom Template forms will be stored on your system.

This should be set to something like \\Server\CPShare\CPWin\History\.

14. Archived Document

Files


where any archived documents will be stored on your system after the

archive process or when unarchiving documents. This should be set to

something like \\Server\CPShare\CPWin\Archive\.

15. Hot Docs Answer Files Should always be a subdirectory of the CPWin directory. This is used

with the HotDocs Integration module and will be setup by a CP’

representative during configuration.

When you have finished setting all file locations, click the “OK” button (figure 1.1) to save your changes.

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


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figure

2.1

Chapter 2: Case Party Categories

In this section, you can create, view and/or edit the layouts of party categories to be used in the card file.

Creating and Editing Party Categories

Click “Administration” on the menu bar and click “System Setup” in the drop-down menu. Double-click

“Case Party Categories” in the System Setup window.

In the Category Selection window (figure 2.1), scroll down to the

category you wish to revise, click the category and then click “OK”

to open the screen editor for that selected category.

Field

Field Description

1. Field Area (Tabs)

When you click a tab (figure 2.2), the field area will change. Each field area

contains fields that can be selected, moved or deleted. Left click any field

(e.g., Company, Job Title, Social Security #, etc.) to select it. Notice that the

title bar of the window, as well as “Column Name” in field #3, indicate the

name of a selected field.

2. Formatting Toolbar The formatting toolbar offers editing options for card fields. The color boxes

enable you to change the text color (left click the color) or background color

(right-click the color) of a selected field. Other options provide standard text

fig

ure

2.2



(ver. 1.0.0.38) 13

editing such as size, style and alignment for each field. To resize a field, click

the edge of any field (cursor will change) and drag it to the appropriate size.

Also notice the “Label” field, which is a the caption for the selected field. It

can be seen by users in the custom case screen.

Additionally, there are five Alignment/Resize Icons. Select multiple fields

from the layout by clicking on the fields and holding the “Ctrl” button on

your keyboard. All selected fields will either be aligned or resized to match

the formatting option you select.

3. Field Statuses These two small fields are dynamic, changing according to which field is

currently selected. “Column Name:” displays the name of the selected field,

and “Icon:” displays the graphic for each selected field.

4. Add/Remove Field Click “Add Field” to open a window with a list of fields you can add to the

field area. To remove a field, first select it (left-click) and then click the

“Remove” button.

5. Add Text Select this button to add a text field to the layout of the category. (For

example: Company, Mr.\Mrs.\Dr., etc…) When this button is selected it will

put a Label in the upper left hand corner of the screen that can be dragged to

the correct location and renamed.

6. Properties Select this button to access the properties section of the category. See the

“Properties” section below.

7. Save/Open Click “Save” to keep any changes you may have made on the category. Click

“Open” to open the category selection window (e.g., figure 2.1) again.

8. New Role/Delete

Role

Click “New Role” to create an entirely new category in the category selection

window (e.g., figure 2.1). The new role creation window requests a name,

icon (not required) and whether or not you want to duplicate an existing

category role layout. If you want to delete the current role, click the “Delete

Role” button.

Adding eService field to Attorney Card File Layout

Firms will need to add the eService field to the Attorney card file in order to capture large amounts of email

addresses, but this option is not available until you assign the Comment field to the eService field in

Admin/System Settings/Other Settings. In most cases a firm will need this field for eServices, specifically

Florida’s Mandate 2.516. To implement this field, add a label field and a comment field to the Attorney card



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file category.

1. Add Field Clicking the Add Field button will open a window containing fields available to

add to the Attorney card file layout.

Select Comment 11 and click OK, and then click and drag the comment field to fit

in the appropriate space on the Attorney card file layout.

2a. Add Text Click Add Text and drag the field to an area just above the Comment 11 field you



(ver. 1.0.0.38) 15

fig

ure

2.3

created in the previous step.

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

Once you have completed the above steps, click the save button (disk icon in the active toolbar near the top of the

screen) to finish adding the eService field to the Attorney card file layout.

Properties

This window opens when you click the “Properties” button from the Case Party Categories window (figure 2.2).

The following options (figure 3.3) are specific to a single category.

Field

Field Description

1. Category / Role

Description

Enter the name of the category. If the firm is using icons for each

category, click the “Change Icon” button and browse the window that

opens and find the desired icon. To remove the currently selected icon,

click the “Remove Icon” button. If the selected category is only meant for

a specific case party, click the checkbox indicating that option and it will

be made unavailable in the Card File.



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2. Default Name Display Select the way that you would like names of entries assigned to this

category to display in Total Office. For individuals, it is recommended to

choose “Last, First,” and for companies: “Company.”

3. Visibility This field determines whether the visibility of contacts in this category is

global or workgroup-specific. If the option is set to “Global,” the card is

available to all end users, but the user will not have the ability to make the

contact record workgroup-specific. If the option is set to “Workgroup”

instead of “Global,” the user will have the ability to specify the

workgroup(s) that can see the contact record.

4. Sub-Categories/Roles When applicable, click “New Item,” and in the window that opens, select

the select the Sub Category\Role to appear in the Parties screen of a case.

5. Tab Setup Place a check in the appropriate boxes to add tab pages. The photo tab is

used to load or scan a picture into the Card File. The remainder of the tabs

will be used with Social Security and Asbestos Law.

6. Custom Tabs Select from a list of custom tab options in this field, if any apply to your

category.

7. Pick Lists When applicable, click “Add Pick List,” and in the window that opens,

select the pick lists that you would like to add for the selected category.

These are useful for Christmas and Birthday Card merges.

Chapter 3: Timeslip Setup | Total Office Case User Manual


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figure

3.1

figu

re 3.2

Chapter 3: Timeslip Setup

The following four sections provide window and field information about the four “Timeslip Setup” tabs: Time

Code Systems, Code Setup, Client System Setup and Timeslip Export.

Time Code Systems Tab


“Timeslip Setup” in the System Setup window.

Refer to figure 3.2 and the following paragraphs for a walkthrough of Time Code Systems.

Field

Field Description

1. Enable Timeslip System

Check this box to enable creation of time entries in Total Office.

2. Enable Pending/Release

Options

If exporting time slips to a third party, such as Time & Billing software,

check this box.



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3. Case Timer Prompting In the drop-down menu, select if you would like the user to be prompted

to enter a time slip each time they exit a case. You can choose to

Disable this option, use it for All Users or make it optional by an

individual user setting (Under User Setup).

4. Create After Sending a

New Message

If this box is checked, the user will be prompted to enter a time slip each

time they send a phone, mail or bulletin message.

5. Create After Deleting a

Message

If this box is checked the user will be prompted to enter a time slip each

time they delete a mail message.

6. Create After

Completing a To-Do Item


time they complete a To-Do.

7. Create After Document

Duplicate


time they duplicate a document from within the Documents screen.

8. Create After Creating

Case Comment


time they create a new entry under the Comments section of a case.

9. Create After Document

Reviewed


time they review a document that has been assigned to them.

10. Include Billable in

Attorney List

The attorney field on timeslips determine the rate. Only users flagged as

“Attorney “ in User setup show in that list. Checking this box also

enables you to have users with the “Billable” checkbox flagged to show

as well.

11. Require Case

Association

Turn this option on if you want to set a requirement for each time slip—

to be required to associate with a case.

12. Postpone Timeslip

Creation Until After

Merge

Check this box if the firm’s merge forms have time slips attached to

them and you would like the time slip to be created after the merge is

completed rather then automatically created at the time of the merge.

13. Show Billing Client

Selection

Check this box if the firm has multiple billing clients on one case and

would like to see the available choices from the time slip entry screen.

(Please note: Only clients checked as a “Billing Client” under the Parties

screen of the case will show up in this list.)

14. Show Attorney

Selection

Check this box to show the “Attorney” field in the time slip entry

dialogue.

15. Show Timekeeper

Selection

Check this box to show the Timekeeper field in the time slip entry

dialogue.

16. Show Rate/Amount

Value

If this box is checked, the user will see the rate and amount values on

the time slip screen. (Note: The rate and amount fields on the time entry



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window can be hidden from the user. A new configuration option has

been added to hide these fields.)

17. Allow 0.0 Hour Slips

Created Manually

Check this box to allow 0 time to be entered.

18. Allow 0.0 Hour Slips

Created During Merge

Check this box to allow 0 time to be entered, even during a merge.

19. Disallow New

Timeslip on Closed Cases

If this box is checked the user will not be allowed to create a time slip if

the case is closed.

20. Require Billing Client

If Used

If billing clients exist in your Card File, you can require a billing client

to be attached to a time slip by turning this option on.

21. Require Detail Text Turn this option on if you want time slips to require further details in the

text field.

22. Insert Comma

Between Expanded Text

Turn this option on if you want a comma (“,”) to be placed in between

the first and last parts of the time slip text.

23. Require Time Codes If

Used

If this box is checked, the user will not be allowed to create a time slip

without entering a Time code.

24. Require Task/Activity

Codes If Used

If this box is checked, and task and/or activity codes are turned on, the

user will not be allowed to create a time slip without entering task and/or

activity codes.

25. Allow Edits to

Tranferred Timeslips

Must be checked on. This is a new configuration setting which allows

editing of time already transferred to ATF.

26. Expansion to Narrative

Options

Select the appropriate drop-down option to perform with the narrative

text for each type of code (time, task or activity).

Always prompt user: This option will present a notification box

informing the user about narrative changes each time they add a Time,

Task or Activity Code.

Append to existing text: This option will add the start of the narrative

text of the selected code to the end of the Detail Notes of the time slip.

Overwrite existing text: This option will automatically overwrite

anything in the Detail Notes of the time slip with the narrative text of the

selected code.

Do Nothing (never overwrite): When this option is turned on, nothing

will take place within the narrative text of the code when it is selected.



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27. Time Code System

Selection

Default Time Code System: In this drop-down box, select which time

code system your firm or office will default to. (Please note: Each client

may have a different Time Code System assigned to them under the

“Client System Setup tab.”)

Time Code Systems: This list displays the available/existing time code

systems.

28. Time Code System

Settings

To make the changes below, click the name of the appropriate system

under “Time Code Systems” and click the “Modify” button.

System Description: This field displays the name of the Time

Code System that is selected.

Timecodes: If time codes will be used for the selected system,

check this box.

Taskcodes: If task codes will be used for the selected system,

check this box.

Activity Codes: If activity codes will be used for the selected

system, check this box.

Expense Codes: If expense codes will be used for the selected

system, check this box.

Attendees: If this box is checked, the user will be allowed to enter

Attendees for each time slip entered.

Billable Checkbox: If the firm has non-billable and billable time

slips, check this box.

Taxable Checkbox: If the firm charges tax for any of their time

slips, check this box.

Venue Picklist: If this box is checked, the user will be allowed to

enter a Venue for each time slip entered.

29. New System Click this button to open the “Add New/Modify Time Code Systems”

window.

30. Save Clicking this button saves your changes.

31. Delete Clicking this button deletes a selected time code system.



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fig

ure

3.3

Code Setup Tab

Open this tab to enter tasks used for task codes. (Please note: Many features involving codes are not covered in

the Case Management administrator’s manual. These features can be set in the Total Office’ Financial System

and will be dependent on your financial settings. Please consult with a Total Office’ technical support

representative prior to making any changes or additions to these fields.)

Field

Field Description

1. Time Code System

Select the Time Code System that you would like to add the codes to, and

select the adjacent radio button(s) that represent the type of codes (e.g.,

time codes, task codes or activity codes) you wish to see or edit.

2. Code List This field displays the existing codes within each time code system. Click

to select one, and field #3 below will display specific options for that code.

3. Code

Settings/Options

Billable: To make the selected code billable, click the box so that you see a

check mark.

Code: Enter an alpha, alphanumeric or numeric code for the selected code.

Code Description: Enter the description that will be used in the detail

notes of the time slips, for the selected code.

To add a code, click the “Add” button (as seen in figure 3.3) and enter the code name in the “Code” field near

the bottom of the window. Enter the code’s description in the field below it, and then click “Save” to keep the

code and your changes.



(ver. 1.0.0.38) 22

figure

3.4

Client System Setup Tab

Use this tab to assign a Time Code system other than the default to an individual client. For example an

insurance company might require task and activity codes as opposed to other clients that only need to have

time codes entered. (Please note: The client will need to be selected as the “Billing Client” under the Parties

screen of the case to default to this Time Code System.) After searching for a client, click the name so that it is

highlighted (e.g., figure 3.4) and click the drop-down list for a time code system list to choose from.

Timeslip Export Tab

This tab is used to setup export scripts for use with third party software. Please consult with an Aderant Total

Office technical support representative prior to making any changes to this screen.

Chapter 4: To Do Packages | Total Office Case User Manual


(ver. 1.0.0.38) 23

fig

ure

4.1

fi

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Chapter 4: To Do Packages

To-do items are predefined sets of tasks that are repeated by the same staff members. These items can be

assigned in groups called To-Do Packages. To-Do Packages can range from a simple group of to-dos to a

complex system that has multiple outcomes including email notifications. The following sections provide

walkthroughs of sample To-Do packages, which explain the mechanics of To-Do Package creation. Refer to

this section for basic instructions on how to create your own To-Do Package. Figure 4.1 below displays an

example of a To-Do Package screen.

Creating a Simple To-Do Package

This section explains the setup of a basic To-Do package, and some of other options and complexities that can

be added. (Note: A good idea would be to set up a test case that you can assign these packages to as you are

building them, so you can tell whether or not they launch correctly. This will help you see exactly what the

package will do when assigned and completed to ensure you are getting the desired results.)

Click “Administration” on the menu bar and click “System Setup” in the drop-down menu. Double-click “To-

Do Packages” in the System Setup window.

To create a new To-Do Package, click “Add.”



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As figure 4.3 shows, (1) name your new to-do package and click “Add” (2) to open the to-do item screen.

The following screen describes the to-do item screen in detail, and should be referred to for all To-Do

Package creation:

Field

Field Description

1. For User / Staff

Member

If “User” is selected, then the user adding the package to a case will be marked

as the person responsible for completing this item. If “Staff Member” is selected,



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the staff assigned to the case under the role you choose in the drop-down box

will receive this item. (Note: These settings will only apply for the individual

item and not all items in the package. It is possible to assign this item to a user

and other items in the package can be assigned to case Staff Members.)

2. Repeating Task This option is used to create a to-do item that repeats itself each time it is

completed. More on this option will be discussed later in this manual.

3. Item Triggered

By

In this field’s drop-down box, you can select an action that will activate or

“trigger” the current To-Do Package item. For the purposes of this simple To-Do

Package, the option “When Added to the Case” has been selected. (Note: For the

first item in any package, the trigger must be “When Added to the Case.”) Select

a trigger action from the following options:

When Added to the Case: Item will be added to the case when the package is assigned.

By Completion of Prior Item: Item will only be assigned when the previous item has been completed.

Manually Started: Item will be launched as part of a linked task (see page 38).

Statute of Limitations Date: Item will be launched when a new Incident record is entered and the SOL date has been entered.

Settlement Date: Item will be launched when a new Settlement record is entered and the settlement date has been entered.

Case Closed Date: Item will be launched when a closed date is entered for the case.

4. Description Here you can enter a description of the task that needs to be completed.

5. Comments Here you can enter any additional information that pertains to this item.

6. Reminder When assigning a package and you set your “Target Date” (date the package is

added to the case), the reminder here acts with respect to the Target Date. So if

you enter “30” in this field, it will activate 30 days after the Target Date. If you

enter a negative number, such as “-30,” this reminder will activate 30 days prior

to the Target Date. Note: the reminder date is the first date on which the task

appears on a recipient’s to-do screen.



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7. Deadline Same as the previous field, the deadline here acts with respect to the Target Date

of a package. So if you enter “30” in this field, it will activate 30 days after the

Target Date. If you enter a negative number, such as “-30,” this deadline will

activate 30 days prior to the Target Date. Note: the deadline date is the date on

which the task must be completed.

8. Count By When counting out the days for the deadline/reminder dates, make a selection in

the drop-down box to count either by calendar days or business days (Monday

through Friday).

9. Weekend/

Holiday

This field determines where to assign the deadline/reminder date should it fall on

either a Weekend or a Holiday your firm honors.

10. Type In this field, select the type of to-do item you wish to create. This selection is

necessary to create to-do lists.

11. Priority This field enables selecting the priority level that this item should have, and it

serves as a filter when viewing the to-do screen.

12. Phase This field enables selecting the phase of the case that this to-do will be assigned

to, and will advance the phase to the next phase (i.e., progressing from intake to

discovery).

13. Merge Form Here you can select a merge form that will need to be merged when this item is

completed. For example, when the user goes to complete the item, they will

receive a notification that there is a merge form template attached and will be

prompted to merge it. Once the merge has been completed, the item will be

completed.

14. Upon

Completion

(Options)

This field enables selecting from a list of people to notify via email when the to-

do is completed.

Individual Role: Any staff assigned in the case to the selected role will receive

a notification that the to-do item has been completed.

Entire Team: Any staff assigned to the case will receive a notification that the

To-Do Item has been completed.

Selected Users: Select a user or group of users from the list of the employees to

be notified when the to-do Item has been completed.



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Email Parties from the Case: Any party assigned in the case to the selected

role will receive a notification that the to-do Item has been completed.

Custom E-mail Address: Manually enter the e-mail address of an individual

you want notified via e-mail when the to-do item has been completed.

15. Multiple

Outcomes

(Options)

Check this box if the to-do item can have multiple outcomes when completed.

We will discuss this in more detail later in the manual.

16. Flow Chart Figure 4.5 below displays an example of what a To-Do Package flow chart

might look like, including all outcomes of complete or incomplete actions.

17. Print Click this button to get a print layout of the current state of your To-Do package.

When you have finished entering and editing this to-do package, click “OK” to save and close the window.

The result should look like the example shown in figure 4.3. When a To-Do Package is complete, it is ready to

be added to a case.

Assigning a To-Do Package

Follow instructions below to assign a To-Do Package to a case. Click the “To-Do” icon on the system bar. If a

case is not already open, select a case from the Case Search window, and click “OK.”



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In the “Select a To-Do Package” window (figure 4.6 above), choose a To-Do Package to add to the case, and

click “OK.” Doing so will open the To-Do Package window with your selected case in queue.

In the To-Do Package’s main screen (figure 4.7 above), you will see the list of details for the selected package.

Field

Field Description

1. Target Date

Set the Target Date field that will trigger the reminder and deadline

dates for each of the items in the package.

2. User(s) If you selected the “Users” option when creating your To-Do

Package, you can assign this package to the appropriate user in this

field by clicking the magnifying glass button and selecting a user in

the pop-up window.

Once the target date is set, click “OK.” The package is now assigned! It will show up on “ToDo Items” on the

case info screen for the case you assigned it to (as shown below in figure 4.8), as well as the recipients’

desktop.



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The to-dos will also appear on your Profiles Case desktop, on the To-Do screen, as seen below in figure 4.9.

Information and instructions completing To-Do Packages is provided in the User Manual side of this manual.

To-Do Package with Completion of Prior Item

You can create a To-Do Package that has interacting items. In this section, we will create two items: the

second item will activate only when the item (task) before it is completed.

Click “Adminis-tration” on the menu bar and click “System Setup” in the drop-down menu. Double-click “To-




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Click “Add” in the To-Do Package selection screen (as seen in figure 4.10 above).

As figure 4.11 (above) shows, name your new to-do package and add two items to the package. Create

one to-do for the initial task, and another for the follow-up. Make sure the second to-do item has “By

Completion of Prior Item” as its trigger event:

To-Do Item #1 To-Do Item #2

When you have filled out appropriate fields and completed each to-do item, your To-Do Package window

might look like the following:



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To-Do Package with SOL Date, Settlement or Case Closed Date

When a To-Do Package is assigned, there is a target date you must set for each to-do item. This section

explains how you can configure a to-do item target date to correspond with case-related events, so that the

target date will be created for you. In this example, we will create a SOL (Statute of Limitations) To-Do

Package.



Click “Add” in the To-Do Packages selection screen (as seen in figure 4.15 above).



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As figure 4.16 (above) shows, name your new to-do package and add several items to the to-do

package. In this example, we create several items representing different SOL dates. In the to-do

item creation screen, three key options must be set for each task:

Field

Field Description

1. Item Triggered By

Select “Statute of Limitations Date” for the “Item Triggered By” field.

2. Type Set its type to “SOL Warning,” or whichever to-do type is used by your

firm.

3. Reminder and Deadline Set to the “Reminder” and “Deadline” fields match the title/purpose of

your to-do item (e.g., make the reminder value “-30” for the to-do task

named “30 days until SOL runs”).



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Once this to-do item is configured, the SOL date for this item will then be used as the target date, and you do

not need to manually type it in during To-Do Package assignment.

Configuring your target date to a case’s Settlement Date or Closed Date can be done in the same way as the

SOL date was set: create or modify your to-do items so that the “Item Triggered By” option is set to

“Settlement Date” or “Closed Date.” If you choose “Settlement Date,” the package will be triggered by

creating a new record in the Settlement screen. If you choose “Closed Date,” the package will be triggered by

the Closed Date field under a case’s General Info.

To-Do Package with a Repeating Task

You can create a to-do item or package that will be re-assigned each time it is completed. For the example

below we will setup a monthly reminder to Review the File.




As figure 4.20 shows, name your new to-do package and an item to the package. To make this a

repeating item, make sure to turn the “Repeating Task” option on. Figure 4.21 displays this option in

the to-do item window.



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Click “OK” to save your work and close the window. To see the application of this function, you can go to the

“ToDo Items” screen of a case information window (figure 4.22 below):

Clicking “Yes” in the Repeating Task prompt

window will take you back to the to-do item’s edit window

where you can set the next date for the event to trigger,

or back to the user’s to-do screen.

To-Do Package with Multiple Outcomes using Linked Tasks

If your to-dos will have the possibility of turning out multiple ways, use the following walkthrough for

creating them. This section uses linked tasks, which are tasks directly connected to (or linked to) the

outcomes of other tasks.

Click “Adminis-tration” on the menu bar and click “System Setup” in the drop-down menu. Double-click “To-




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As figure 4.24 (above) shows, name your new to-do package and add items to the package. In this example,

four to-do items have been created. Within each to-do item settings window, make sure the initial item (Item

#1) is triggered by “When added to Case,” and the follow-up items (Items #3 and #4) are triggered by “Set

Manually”:

To-Do Item #1 To-Do Items #3 and #4

Item #2 (“Has Package Been Received?”) is a key item in the package, as it will activate one of the two

follow-up tasks (#3 or #4) depending on the outcome. This item can be triggered by either “When Added to

Case” or “By Completion of Prior Item,” depending on the task situation. In this example, it is set as “When

Added to Case.”



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To set the special properties for Item #2 (“Has Package Been Received?”), first select it and then open the

to-do item edit screen. Within the screen (figure 4.25), click the “Task has multiple possible outcomes”

checkbox and add the following two possible outcomes:

To see how these two possible outcomes were added in the “Has Package Been Received?” edit window

(figure 4.25 above), note the following screen (figure 4.26 below):

In the above window (figure 4.26), the “Not Received” and “Received” options were selected, and the “Add”

button was clicked to bring them over to the selected items. (Click “OK” to save and close.)



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If we stop here, the screen above (figure 4.27) is what our package looks like. But now that two possible

outcomes have been defined, we will link our previously-created tasks to those outcomes, respectively. Click

“Has Package Been Received?” and click the “Edit” button to link the outcomes:

To see how our previously-created task (“Schedule a Meeting”) was linked to the “Received” outcome, note

the following screen (figure 4.26 below):



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We simply click “Schedule a Meeting” and then click “OK.”

Repeat the previous step for “Not received” by selecting “Resend Packet,” and it will look like the

following:

When you have finished linking both tasks, click “OK” and your To-Do Package should look like the

following:



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Your flow chart for this To-Do Package will look like the following:

To see the output of the To-Do Package work, assign the package to a test case and open the “ToDo Items”

case information screen. Scroll down to the “Has Package Been Received?” to-do item and use the right-click

menu to complete it. The following pop-up window will appear:



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Modifying To-Do Packages: Auto-Assign to Case Type

It is possible to auto-assign To-Do Packages to a case type such as “Automobile Accident” or “Assault and

Battery.” You can do this by using the “Date Case Opened” option on a To-Do Package. These packages will

be triggered by the date a case is “received” and opened in Total Office, and also involve an override in the

“Case Type” pick list of Lawtype Setup. See explanations below.



For this example, select the To-Do Package you wish to auto-assign to a case type, and then click “Modify”

(as seen in figure 4.33 below).



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As figure 4.34 below displays, turn on the “Date Case Opened” option adjacent to the package-naming field.

Click “OK” to save your changes. This completes the first of two steps to making the To-Do Package auto-

assigned. Next step: open Lawtype Setup to override case type settings.


“Lawtype Setup” in the System Setup window.

When you have opened Lawtype Setup (as seen in figure 4.35), complete the following two steps: (1) Click the

name of the law type you wish to auto-assign your To-Do Package to (a hand icon will indicate the selected

lawtype). (2) Double-click the “Pick Lists” icon to open the options window for that law type (see figure 4.36

below).



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If “Case Type” is not already listed in the right field (“Selected Pick Lists”), select it and click “Add” to bring

it to the right. If it is already listed in “Selected Pick Lists,” select it and then click the “Pick List Items” button

to open the window where you will select a case type to edit (figure 4.37 below).

On the right field (“Selected Entries”), select a case type such as “Air Accident” and click its option button

(“…”) to open the settings window for that case type (figure 4.38 below).

In the above window (figure 4.38), check the “Override To-Do Packages” option and select “Welcome Packet

to New Client” to auto-assign your previously-created To-Do Package to this case type. (Note: The case type

is selected if it is highlighted in blue.) Click “OK” to save your changes. Repeat these steps for each case type

item in the law type and for any other law types you would like this package to be launched from.



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To see the result of your work, open a new case with a law type and case type you have configured for auto-

assign (as seen in figure 4.39). After filling out appropriate fields, clicking “Finish” will open a To-Do

Package launcher prompt, as displayed below:

Click “Yes” to launch the To-Do Package you auto-assigned for this case type.

Chapter 5: Lawtype Setup | Total Office Case User Manual


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Chapter 5: Lawtype Setup

This chapter covers configuration of specific law types in the database. While new law types can be created,

we advise consulting with your CP Training Representative before creating any new law type. The following

options are configurable for each existing law type:

Case Information Screens

Case Party Roles

Pick Lists

Staff roles

Summary Screen

File Numbering Method

Conflict Claims

Other Settings

Default ToDo Packages

As figure 5.1 displays, all law type options are directly related to the law type selected on the left. You can

know a law type is selected by the small hand indicator to the left of the law types. Please make sure to select

the law type you wish to work with before going into any of the setup areas in the Lawtype Setup dialogue.

Also note the “Active” column on the left-hand side: If there are law types you are sure you will never use,

remove the check mark from the Active column belonging to that law type. After doing so, no user will be

able to see that law type when using Total Office.

The following sections cover the abovementioned setup option screens.

Case Information Screens

The Case Information Screens window enables you to add, remove and/or edit modules that are active within

a particular law type.



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Select a law type and then double-click “Case Info Screens” to begin configuring case information screen

settings for the selected law type.

To add or remove a screen from the case information window, highlight an item on the left (“Available Items”

column) and click “Add” to add it to the list of active case information screens, or click an item on the right

and then click “Remove” to remove it from the list of active screens. For all other screen options, see the

numbered descriptions below:

Field

Field Description

1. Icon

In this drop-down menu, select an icon to represent the selected

case information screen. (Note: at the bottom of this window, you

can select the default icon for newly-added information screens.)

2. Selected Case Information Item The name of the information screen.



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3. Order This column will be used to arrange the input screens

numerically in the order that they should appear. The lower the

number, the higher priority that screen has. (Think: the #1 screen

has highest priority.)

4. Use on New Case Click the checkbox “on” (checked) to have these screens

available when first setting up a case for the selected law type.

Only screens with this check will be available when a new case

for this lawtype is being entered.

Case Party Roles

This section of Lawtype Setup shows you how to set case associations for people and companies in a particular

law type. For example, for the “Workers’ Compensation for Claimants” law type, you probably would not

need to add anyone from the “Arresting Agency” portion of the database.



Select a law type and then double-click “Case Party Roles” to begin adding, removing or editing existing party

roles for the selected law type.



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Total Office is shipped with standard roles most clients need to track in their cases. If you want to add a role

to your selected law type (e.g., Administrative Law), select a role on the left column and click the “Add”

button. If you want to remove a role from a law type, select the role on the right column and click the

“Remove” button. For all other window information, see the table below:

Field

Field Description

1. Selected Roles

Name of the role.

2. Order Order of importance of the roles; the lower the number, the higher priority it

has (#1 is the most important).

3. Plaintiff Role In this drop-down menu, select which of your active/selected roles will have

the plaintiff role.

4. Defendant Role In this drop-down menu, select which of your active/selected roles will have

the defendant role.

5. Information Tabs The options in this field are directly related to each role. By turning any of

these nine options on, you can add additional tabs to the role in the Case

Parties screen. Doing so will help to track additional information related

directly to the case (of the selected lawtype).

If you want to track a role that isn’t pre-shipped with Total Office (e.g., “Paint & Body Shops”), first go to



(ver. 1.0.0.38) 48

Case Party Categories option in System Setup area and add “Paint & Body Shops” there. (Note: we do not

recommend that beginners create any new roles.) Also note: The terms “Plaintiff” and “Claimant” are not used

interchangeably in Total Office. Also, in Workers’ Compensation cases of any kind, the defendant can be

referred to in Total Office as the “Employer (WC Defendant)” to distinguish them from defendants and

employers who might be referenced in other law types. See the table below for a list of these terms.

Plaintiff or Claimant Defendant Identifier

Asbestos Use Claimant. Defendant is company which employed worker. Employer

would be current employer.

Criminal Use Plaintiff. This will be gov’t

entity which is prosecuting case.

Defendant is your client.

Workers’ Compensation Defense Use Claimant. Do not use Defendant; instead use Employer (WC Defendant).

Intake You may use either Claimant or

Plaintiff. Your choice will depend

upon which type of case the

person will ultimately be put into.

Use Defendant or Employer (WC Defendant) depending upon

which type of case is being processed through Intake.

Workers’ Compensation

Court System

Use Claimant. Do not use Defendant; instead use Employer (WC Defendant).

Litigation Use Plaintiff. Use Defendant.

Personal Injury Use Plaintiff. Use Defendant.

Social Security Use Claimant. Use Defendant.

Workers’ Compensation

for Claimants

Use Claimant. Do not use Defendant; instead use Employer (WC Defendant).

In addition to the information in the table, be aware of the following:

When “Employer” is used outside of a Workers’ Compensation law type, it is referring to an individual’s

employer.

Total Office tracks a “Referring Source” as a dedicated referring source (e.g., a billboard, yellow pages ad, or

direct mailing). If some person or organization stored in your system for reasons other than being a dedicated

referral source does refer a case to you, that person or organization should be tagged as a referring source only

in a particular case. To do this, add a check mark next to that role in the case party roles.

The “Personal Injury” law type is typically used for all phases of a personal injury case, from its opening all

the way up to a U.S. Supreme Court appeal. The “Litigation” law type is used for non-personal injury cases

such as contract disputes or economic torts. The use of other law types is explained unambiguously by their

names.



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Finally a Case Party is typically not limited to the litigants, but rather encompasses every entity that plays a

role in the procession of the matter from beginning through the final conclusion. This includes natural and

corporate persons, governmental agencies, Courts, Property and any other entity.

Pick Lists

This section provides visibility options for pick lists of one law type. These affect the General Info and

Summary Screens of a case.

Click “Adminis-tration” on the menu bar and click “System Setup” in the drop-down menu. Double-click


Select a law type and then double-click “Pick Lists” (figure 5.6 above) to begin editing visibility options for

the selected law type’s pick lists.

In this example, Administrative Law is the selected law type. If you want items in a pick list to be visible in

your General Info and Summary screens for Administrative Law cases, select a pick list on the left column and

click the “Add” button. If you do not want items in a pick list to be visible, select the pick list on the right

column and click the “Remove” button, and it will return to the left column. For all other window information,

see the table below:



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Field

Field Description

1. Selected Pick Lists

Names of the visible pick lists.

2. Order The number in this column controls the relative positions of all visible pick

lists (the order they appear on the screen). The lower the number is, the

higher the priority.

3. Required The “Req.” checkbox will force a user to assign an item to the highlighted

pick list when opening the General Info screen for the first time.

4. Pick List Items This button opens an option window for the selected (active) pick list.

Admins can choose specific items contained in a pick list appropriate for

the law type. Most of these option windows are identical to the current

window, where you can add and remove entries from a pick list—

depending on which items you want to be visible. Some option windows

have a button for sub-options, which windows also contain an identical

window where you add or remove pick list sub-options.

This area is where you can assign a To-Do package to a case in a specific law type (the to-do package will

trigger when you specify the new case’s law type). For more information on assigning a to-do Package to a

case based on law type, see the second half of Chapter 4’s “Modifying To-Do Packages” section.

Staff Roles

Staff Roles are roles only belonging to persons from within your firm who actively participate in a case. Use

the information in this section to help configure staff roles for a law type.





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Select a law type and then double-click “Staff Roles” (figure 5.9 above) to begin editing staff roles for cases of

the selected law type (e.g., “Administrative Law”).

Field

Field Description

1. Selected Roles

Names of the active staff roles.

2. Order The number in this column controls the relative positions of active staff roles

(order in which they appear on the screen). The lower the number is, the higher

the priority.

Click “OK” to save your work and to return to the Lawtype Setup window.

Summary Screen

The Summary Screen settings control the information that is displayed on the Case Summary Screen. This is

designed to give the user an instant snapshot of what is happening in the case as soon as it has been retrieved.





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Select a law type and then double-click “Summary Screen” (figure 5.11 above) to begin editing information to

be visible for cases of the selected law type (“e.g., Administrative Law”).

In the Summary Screen Setup window (figure 5.12 above), you will see four main sections that provide

summary screen controls for the selected law type (e.g., “Administrative Law”). For all the following sections,

turn on the “Use?” option to enable visibility of that section in the case summary screen. Turn on “Past” or

“Future” (scheduled events) to indicate the time frame of a selected item, and enter numbers in the “Order”

fields of each item to arrange the fields on the case summary screen. See the following table for more

information about each of the four sections in figure 5.12.

Field

Field Description

1. Case Parties

These options control the visible party entities on the Case Summary

Screen. Generally only the main parties are displayed.

2. Calendared Events These options control the types of future appointments to be displayed.

For instance, if a deposition or hearing were scheduled in the case,

those dates would appear in the case summary screen for a case of this

law type.

3. Pick Lists These options control visibility of the pick lists information about the



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3

case.

4. Staff Members Options in this section allow the working staff names to appear to

indicate who is assigned to the matter.

File Numbering Method

In CP, you can assign case numbers either manually, whenever you create a case, or automatically when a case

is opened—according to the numbering criteria you select.



Select a law type and then double-click “File Numbering Method” (figure 5.13 above) to edit the law type

numbering sequence of the selected law type (“e.g., Administrative Law”).



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5.1

4

Field

Field Description

1. Definition

This field displays the code, letter and/or number combination of

options you select in field #2 or #3.

2. Default Methods This drop-down menu contains four generic file numbering methods

that can be selected.

3. Method Combination Buttons Year: This definition will use last two digits of the current year.

Generic Sequence #: This definition will use the next available case

sequence number that is available as set under Administration >

System Setup > Other Settings.

Attorney Division: This definition will use the Atty Division as set

under User Setup.

Lawtype: This definition will use the two letter Lawtype code.

Client / Matter #: This definition will use the client number as set on

the client card file layout and a matter sequence number based on the

number of cases that the client has. For example: A new client with

the number 1000 is created and assigned a case. The case number



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figure

5.1

5

will be 0001 and the next case number assigned to that client will be

0002. When client 1001 is added then they will then begin with

matter 0001, 0002, etc… Please note: The case number can be

formatted to be a certain length by adding the number of characters

desired to the end of each section. For example case 50-1 would

appear as 0050-0001 if the file numbering method was set to

CLNUM4+-+MATSQ4.

4. Lawtype Sequence Viewer If you selected “Lawtype Sq #” in field #3 (figure 5.14), this field

enables you to choose the starting increment number.

5. Numbering Method Result

Viewer

When the “Test” button is clicked, a sample file number will be

generated based on the letter and/or number combination data in field

#1, or the selection in field #2. Remember: your numbering method

here will only affect the selected law type (e.g., “Administrative

Law”).

Conflict Criteria

Total Office can quickly run a Conflict of Interest check throughout your database to ascertain whether you

will have a potential conflict with any party to the case.



Select a law type and then double-click “Conflict Area” (figure 5.15 above) to open the Conflict Criteria

window. There you can set conflict search options for cases in the selected law type (“e.g., Administrative

Law”).



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figure

5.1

6

fig

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5.1

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In the Conflict Criteria window (figure 5.16 above), choose from a variety of options to determine the persons,

roles and firm representation against which you want the conflict check to run. Once saved, Total Office will

run the conflict, put a note in the file and alert you about any potential conflict. For example, you would not

need to run conflicts on courts or judges. When choosing conflict criteria, set filters to run on individuals and

entities that you would be concerned about.

Other Settings

Other Settings determine a variety of other information that may be displayed or hidden depending upon your

preference and the type of Law being practiced.





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figure

5.1

8

Select a law type and then double-click “Other Settings” (figure 5.17 above) to open the Other Settings

window. There, you can adjust uncommon settings for cases of the selected law type (“e.g., Administrative

Law”).

Consult your Total Office

Training Representative for more

information about this window.

Default To-Do Packages

Please consult your Total Office representative for information about this Lawtype Setup feature.

Chapter 6: User Setup | Total Office Case User Manual


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6.1

6.2

Chapter 6: User Setup

Refer to this section for assistance with enrolling users into Total Office.

Creating a New User

Click “Administration” on the menu bar and click “System Setup” in the drop-down menu. Double-click “User

Setup” in the System Setup window.

In the User Setup window (figure 6.1 above), you will see a list of users on the left side of the screen, and the

details about the selected user to the right. When setting up new users, you will want to draw your attention

away from the list of existing users and focus on the tabs and buttons on the right, where you can set their

attributes. Click on the “New User” button at the bottom-right of the window to begin the process of adding a

new user. When asked if you would like to add a new user, click “Yes.”

Then in the Active Directory Users Search Criteria window (figure 6.2 above), click “Proceed” at the bottom

of the window to open the list of active users on your network.



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fi

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re 6

.4

The list of Active Directory users on your network is visible (figure 6.3 above), which you can select from.

Click “OK” at the bottom of the window after selecting a user. If you want to create a user from scratch, click

“Cancel” and proceed to the Add User window (as seen in figure 6.4 below).

If you selected a user from the Active Directory User Listing, the Add User window (figure 6.4 above)

defaults to the information for the selected user, but can be changed if you prefer. See the following table for

field information.

Field

Field Description

1. User ID

Enter a valid user ID for the new user here. Note: The user ID may not

exceed ten (10) characters.

2.Password Enter a case-sensitive password here. The password cannot be any longer

than twenty (20) characters. Note: when choosing auto authentication,

users will not have to enter credentials each time they log in.

3. First Name Enter the user’s first name.

4. Last Name Enter the user’s last name.

5. Email Address Enter an email address for the user here.

6. Mail Nickname If the user has a nickname they go by, enter it here.



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figure

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6.6

When all appropriate fields have been completed, click “OK” to save the new user to the system. The new user

will appear in the user listing of the User Setup window (as seen in figure 6.5 below). The next step is to add

more details in the User Setup window tabs below. Note: checking the auto-save feature eliminates the need to

have to save after adding each new user.

General Tab

Once a user exists, user information can be updated in the General Tab of the User Setup window. All fields

are described in the table below figure 6.6.

Field

Field Description

1. CP Administrator

The CP Administrator box should be checked for users who have access

to all features of Total Office. Please make sure to mark yourself as an

administrator if you are required to perform administrative tasks.



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2. General Information You can edit these fields to update personal user information. This

information is also used on merge forms.

3. Attorney Mark this box if the user is an attorney or can bill for time (e.g. a

paralegal).

If the user has the Attorney box checked, and if it is appropriate, fill in the

Title field for the user with Esquire, Attorney at Law, Paralegal or

whatever title is desired. The Title field can also be used for other

designations such as Office Manager or L.P.N. even if the Attorney box is

not checked for the user. This will be used in merge forms.

4. Active User A check in the Active User box indicates this user is a current employee.

This box should be checked for all new users. When unchecked (when a

user is no longer employed by the firm), the user becomes deactivated and

is no longer a choice when selecting user emails, calendars, to-do list

items, etc., but they are still visible in the card file.

5. Create Timeslips This option should be checked if this person should have the ability to

create time slips for billing purposes. This is a normal default that enables

a legal assistant or other person to make a time slip entry if requested by

their attorney or supervisor.

6. Timeslip Case Timer A check in the Case Timer box indicates that each time this user enters a

case a clock will be started. When the user exits that case, Total Office

will ask whether or not a time slip should be created. This feature is

especially helpful in defense firms.

7. Billable Checking the Billable checkbox indicates that this person will be an actual

billing entity for bookkeeping purposes. This will allow you to capture

time and bill it, but the bookkeeping system will assign the actual billing

rate based on its own criteria.

8. Default Time: x Hours This field is typically left blank.

9. Comments Password The Comments Password (8 characters maximum) will give privacy

protection to this person’s desktop comments. These are their personal

comments that are not case related that they may desire to keep private.

Every time they want to access or write a desktop comment they will be

prompted for this password. You may leave this blank and the comments

will not have a privacy password. Note: No one can access these

comments besides the user.



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10. Speed Dial N/A. Used for earlier versions of CP.

11. Signature Block The Signature Block indicates the user’s preferred complementary closing,

e.g. Sincerely or Truly yours, etc.

12. Word Processor

Options

Make sure to fill the Word Processor slot in correctly with whichever

program will be used in your office. When you select MS Word2003 or

MS Word2007 you will see a checkbox for the Word integration. This will

enable a toolbar to show up in Word so that users can associate documents

to cases from inside of a new document.

13. Office If you have more than one office location and have activated the Multiple

Office feature, you will want to use the Office Drop-Down to indicate

which of the firm’s offices is the correct location for this user. This will tie

that office’s information, address, and telephone numbers and so forth to

this person, and will be used for merge forms. If you have only a single

office, you may leave this field blank.

14. Department If applicable, the Department Drop-Down will assign the user to a

particular Department in the Firm. These departments come from a pick

list that will need to be set up first, usually with consultation with your

Total Office Representative or Project Manager if you are a large firm.

This may done later or ignored completely if your firm is not highly

departmentalized in structure.

15. Profit Center Feature not currently in use.

16. Export ID The Export ID block is usually reserved for ID’s for external programs

such as Juris or other accounting programs that have strict parameters for

user identification, and is necessary when exporting time. You may ignore

this part if you do not need an export ID for exported Data.

Click “Save” to confirm all changes in the General tab.



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fig

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6.7

Attorney Info

This tab is only available if the Attorney box in the General Tab is checked for the selected user. Refer to the

table below figure 6.7 for information about Attorney Info fields.

Field

Field Description

1. Attorney Information

Enter the Bar # and Attorney Division information in the adjacent fields.

2. Staff Members Listed in this field are the attorney’s staff members. Click the “Change

User(s)” button to open a window where you can add or remove users

from this list. This is helpful in larger firms to see who is a dedicated

staff member.

Desktop

This tab controls behavior of various elements of Total Office related to the use of some of its user based, or

Desktop, features. The Desktop determines what the user sees upon login, and what automatic notifications

they receive by default.



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6.7

Field

Field Description

1. Auto-Load Desktop

If Auto-Load Desktop is checked, the user will see the selected option

each time Total Office is started. If not, they will start with just the

Microsoft ribbon toolbar and system-wide toolbar.

2. Show User In Mail List If the firm is not using the Outlook integration, the Show User in Mail

List is checked then others will be able to send this user mail message.

For example if you are setting up a pseudo-user, e.g. the library, so that

its use can be monitored, then remove the check from this box so no one

accidentally sends mail to a user who will never receive it.

3. Show User In Phone

Message List

The Show User in Phone Msg List button works much the same way as

Show User in Mail List. It should be deselected only for users who

should never receive any phone messages.

4. Show User In Calendar List Show User in Calendar List should only be deselected for users who for

some reason will never have appointments of their own to track.

5. Notification of Mail

Messages

Check Notification of Mail Messages if you want the user to receive a

real-time notice of any new mail messages which have been sent

through Total Office messaging. This notification is a pop-up message

when the user is actually in Total Office, and a flashing color bar on the



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Windows Status Bar if Total Office is open, but another application is

the active screen. This is applicable only if the firm has chosen the use

Total Office messaging for email and does not work in conjunction with

the Microsoft Outlook Exchange integration.

6. Notification of Phone

Messages

Check Notification of Phone Messages if you want the user to receive a

real-time notice of any new phone messages which have been sent while

they are using Total Office. Notification is as above and is available

regardless of which of the email options the firm has chosen.

7. Notification of New

Appointments

Notification of New Appointments may be used to give visual and

audible notice to the user that a new appointment has been scheduled on

their calendar. We generally turn this feature off unless a specific user,

usually an Attorney, desires to be notified with an email message every

time a new appointment is added to their calendar. As with the mail

messages this option is only available if using the Total Office’ internal

calendar.

8. Appointment Reminders We recommend that the Appointment Reminders be checked. It is

possible to give pop-up notice of a pending appointment with the time

range of the time of the scheduled appointment up to 24 hours ahead of

time. It is especially useful if telephone conferences and other in-office

appointments are scheduled.

9. Auto-Load View If you enable this option, users will auto-load to either appointments or

to-dos when logging into CP.

10. Domain Identity This feature can match users with email addresses.

11. Checkout Settings This feature is used to checkout laptops which are logged into the

database.

12. Default Calendars

The Default Calendar(s) and To-Do(s) for the user. Enables you to

indicate which person(s) or to-dos the user should see each time the user

logs in to CP. Once there, the user can dynamically change the view to

see as many or as few users as desired. To enable the user to see another

calendar or calendars, click the Change User button. A window will

open, where you can select the calendar of another user.

13. Default To-Dos See above.



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6.8

Lawtypes

Lawtypes are used to keep track of different practice areas. For example, suppose your firm handles only

Personal Injury, Workers’ Compensation for Claimants and Social Security files. In that event, only those

lawtypes would be available to assign to users. This screen controls which type of law the user will default to

as well as their ability to see other types of cases.

Field

Field Description

1. Default Lawtype

Select a default law type in this drop-down menu. If 40% of a user’s

case load is in Personal Injury, 35% is in Workers’ Compensation

for Claimants, and the remaining 25% is Social Security, choose

Personal Injury as the default law type.

2. Visible Lawtypes Mark the check boxes for which law types) you want the selected

user to see. Not having a check for a particular law type means that

user will not be able to see any cases of that type.

Security

Do not use this tab when first setting up new users. Security is best controlled by Group settings. The Security

tab allows you to set security options for the user on an individual basis. Security is discussed later under the

section on Security from the System Setup menu and in the User Groups area. Please consult those sections

before setting up security on an individual basis. If Security Settings are changed on an individual basis,

they will override the group settings and may cause results that are not immediately anticipated. To see what

the security tab might look like, see figure 6.9 below.



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Membership

Field

Field Description

1. User Groups

A user must be assigned to at least one user group. Typically, all users

are assigned to the “Standard User Group” for ease in setting security.

Assign user groups to users based on their roles within the database.



(ver. 1.0.0.38) 68

2. Workgroups If applicable to the firm, choose the workgroup(s) that a user is a

member of.

3. Workgroup Exceptions If a user should have access to a case that is designated in a workgroup

other than the workgroup they have been assigned to, entering that

workgroup here allows access to that case. For more information, see

Chapter 7 on workgroups.

Chapter 7: User Groups | Total Office Case User Manual


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7.1

Chapter 7: User Groups

This section can assist in defining and managing groups of users to facilitate security management and

communication.

Creating User Groups


“User Groups” in the System Setup window.

On the bottom-right of the window (figure 7.1), click “Add Group” and then “Yes” and that new group will

appear below the other groups in the list (item #1 in figure 7.1). Name that group and give it a priority number.

Above your new group, you will see existing groups, i.e. Standard User, Attorneys, Paralegals, Secretaries and

Data Administrators. Do not delete these groups! You may, however, add users to these pre-defined groups.

We suggest all users be put into the Standard User group. See the table below for field information (as seen in

figure 7.1).

Field

Field Description

1. User Groups

This list displays the current existing user groups in the system. The small hand

icon adjacent to a group name indicates that a group is selected. To add a group,

click the “Add Group” icon on the bottom-right of the window, and edits will be



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made to that group. Or select a group name and click “Delete Group” to remove it

from the list.

Notice the number adjacent to each group. By itself, the number means nothing; it

is only used to compare one group to another. The lower the number, the more

control that group has over security. For example, if a group numbered “50” is not

allowed into the System Setup area, but a group numbered “20” is allowed into

System Setup, and user Sam is a member of both groups, then Sam can access the

System Setup area. If Pat is a member of two groups, both numbered 20, and one

group can access the System Setup area and the other cannot, then Pat will not be

able to access that area unless Pat has membership in a lower numbered group that

can access it, or unless the rights Pat was given in user setup provide him access to

System Setup, or Pat is a CP Administrator.

2. Manage Users in

a Group

The list on the left shows your available users in the system. The list on the right

shows the users currently part of the selected group (in field #1). Select a user and

click the “Add ->” button to move that user into the selected group.

Once you enroll all members of a group, when you are setting appointments, users will have the option to

select a group name, which will automatically mark the names of all members of that group, so that they can

be included in the appointment.

The groups come pre-set with security levels that will safeguard your system from users venturing into areas

they should not. The pre-set security operates on the following assumptions.

Attorneys should practice law and not have a lot of authority to change the configuration of Total Office.

Paralegals should do as much as they can to assist attorneys and should not have a lot of authority to

change the configuration of Total Office. However, typically paralegals will have more access to

administrative functionality.

Secretaries are kept very busy by attorneys and paralegals and don’t have time to change the

configuration of Total Office.

Standard Users include all staff members and, as such, should not have authority to change the

configuration of Total Office.

Data Administrators can be trusted to make changes in limited areas to the configuration of Total

Office.

CP Administrators are omnipotent, and even if they happen to belong to other groups which have been

limited, they have absolute power to change the configuration of Total Office.

Enroll your users in the group or groups which are appropriate for them. The effect of group membership is

not fully appreciated until the Security option is discussed.

Chapter 8: Workgroups | Total Office Case User Manual


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Chapter 8: Workgroups

Consult this section for creating and editing workgroups.

Creating/Editing Workgroups


“Work Groups” in the System Setup window.

Field

Field Description

1. Workgroups

Listed here is a preloaded workgroup in the system. You can

add, edit or remove a selected workgroup with the buttons on

the right of field #1.

Notice the check box below the workgroup list: when you mark

the check box, you can choose to view inactive workgroups, if

any exist.

2. Manage Workgroup Members Click the “Add Members” button to open a window where you

can add more members to the selected group, or click

“Remove” to delete a selected workgroup.

Note: When deleting a workgroup, it is important to be aware of related data that uses the workgroup. This

data could be any of the following:



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Matters

Contacts

Merge Forms

To-Do Packages

Rate Definitions

Appointment Types

If any of this related data is still active, the user(s) should be notified. When notifying users of the existing

relationships, display count totals for each of the items listed above.

Chapter 9: Pick Lists | Total Office Case User Manual


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figure

9.1

Chapter 9: Pick Lists

This section can help to add, delete or customize all types of system entities, including appointment types,

appointment locations, case types, case status values and many more. From here, a system admin can perform

the following functions:

Create a new pick list

Add an item to an existing pick list

Delete an item from an existing pick list

Adding and Deleting Pick Lists and Pick List Items

Click “Administration” on the menu bar and click “System Setup” in the drop-down menu. Double-click “Pick

Lists” in the System Setup window.

Field #1 contains all the elements in field #2. See the following table for field information.

Field

Field Description

1. Pick Lists

Click the “New Pick List” button to add a new pick list to the



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collection. Notice the small hand icon is always adjacent to the selected

pick list. All items in field #2 are contained within the selected pick

list. Click the “Track History” checkbox if you want the system to

record pick list history within the case. Note: pick lists are preloaded

with the CP application. Pick lists can also be created, but use care

when creating new pick lists, because once created, a pick list cannot

be deleted. Pick lists can be renamed and used for other items.

2. Manage Pick List Items Click on the “New Item” button to add a new selection, or click

“Delete” to remove a selected pick list item. In the fields next to the

item IDs, fill in the descriptions and add an abbreviation if desired.

Note: When you are first starting with Case management, you may add

new pick list items, but our staff strongly recommends that you not

delete or change any pick list items. Until you have some experience

with the system, you will not see how all of the pick lists fit together.

Chapter 10: Firm Information | Total Office Case User Manual


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10.1

Chapter 10: Firm Information

This section can assist a system administrator entering key information about the firm. By default, the system

sets up one main office. If “Multiple Office Locations” (field #3) is enabled, information can be entered for

separate office locations, but then an upgrade path (field #2) must be specified for each office. From here, a

system administrator can do the following:

Add an office

Enter details about an office

Remove an office

Set an office to be the main office

Set a workstation to a specific office

Adding and Maintaining Offices in Your Firm


“Firm Information” in the System Setup window.

The firm displayed in figure 10.1 only has one office. You can add another by clicking “Add,” and it will

appear beneath “Main Office.” Or click “Remove” to delete a selected office. See the following table for

information about all other fields.



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Field

Field Description

1. Description

In this field, you can edit the name of the selected office.

2. Upgrade Path In this field, set the directory path for software upgrades for the

selected office.

3. Multi-Office Support

Option

If your firm has multiple offices, make sure this checkbox is turned on

(checked), and make sure to set directory upgrade paths for each

office.

4. Office Code Enter an alphanumeric code to represent the selected office. In this

example, “01” represents the main office.

5. Server ID Where applicable, enter an alphanumeric code to represent the selected

office’s server.

6. Office Reset Options Click “Reset Main” to set the selected office to be the main office for

the firm. Click “Set Office” to make a workstation represent the

selected office.

7. Office Details Click “Details” to open the Office Details window, where you can add

or revise the name, address and other specifics about an office.



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10.3

When you have finished editing office information in the Office

Details window, click the “Save/Close” button at the top of the

window.

Click “OK” in the Firm Information window to apply all changes (figure 10.1). Note: Profiles Case

management may need to be restarted for some changes to take effect.

Chapter 11: Merge Forms | Total Office Case User Manual


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Chapter 11: Merge Forms

This section provides instructions on the process of creating a merge form template, which is a case-

customized document within the system. Authorized users may perform the following functions in this section:

Create a new form Retrieve an existing form

Edit an existing form Duplicate an existing form (to create a new one)

Delete an existing form

Print a form

Note: Templates can be removed (deleted) so that they are no longer available for use, or a special workgroup

can be created called “Deactivated” (or something similar) in which the merge forms can be associated to be

listed as no longer available.

Merge Form Selection Screen

This section explains the ins and outs of the Merge Form Selection screen: navigation, form search, and

descriptions of button/option destinations. Click “Administration” on the menu bar and click “System Setup”

in the drop-down menu. Double-click “Merge Forms” in the System Setup window.

Field

Field Description

1. Search By

By selecting one of these options (i.e., “Form Name” or

“Description”), you can indicate what kind of search you want to

perform. “Form Name” will search for forms using the database

name, given when the form was created. “Description” searches for

forms by any word or sequence in the form description field.

2. Search Field Perform the search in this field. Enter your search keywords in the

text field, and click “Search” to perform the search.



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3. Category of Forms In this drop-down menu, select the type of merge form the search

should return. The “Merge Forms” option includes all standard

merge templates, and “Card Files” (less common) are utilizing data

from the card file to create a quick envelope for a case party, or to

produce a mailing list.

4. Workgroups to Search From If your firm has multiple workgroups, you can narrow a search to

one or a few workgroups instead of including all of them. These

forms will only be available to users that are members of the same

workgroup.

5. Lawtype Selection To return the most merge forms in your search, leave this option set

to “All Forms,” but you can also use a drop-down menu to filter the

search to a single law type.

6. Edit Clicking this button will open the form settings window (Merge

Form Setup) for the selected merge form. See Creating/Editing

Merge Forms for more details on the Merge Form Setup window.

There are a few things to be aware of when editing forms. First,

you should always go through the Forms option to change your

forms. (Don’t just retrieve them from your word processor.)

Second, if you change any Field Name values within the Merge

Form Setup dialogue, you must also change the fields within the

form to reflect those Field Name values. Total Office will give you

this warning every time you change a field name.

7. Retrieve Clicking this button will open the selected merge form in your

word processing software (e.g., Microsoft Word).

8. New Form Opens the Merge Form Setup window where you can set options

for a new merge form. See the Creating/Editing Merge Forms

section for more details on the Merge Form Setup window.

9. Delete Form Deletes the selected merge form from the database forms list. The

system prompts and warns you about the consequences of deleting

a merge form. If you are aware of the

10. Duplicate Clicking this button duplicates a selected merge form. Note:

duplicating a form duplicates all fields and formats. After

prompting you with a screen of generic questions about the

duplicated form, the system opens the Merge Form Setup window

where you can enter more specific information about this

duplicated merge form. See the Creating/Editing Merge Forms

section for more details on the Merge Form Setup window.

11. Print Prints the selected merge form.



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11

.2

Creating/Editing Merge Forms

Follow instructions below to open the Merge Form Setup Window and create or edit a merge form. Click

“Administration” on the menu bar and click “System Setup” in the drop-down menu. Double-click “Merge

Forms” in the System Setup window. In the Merge Form Selection Screen, click “New Form,” or select an

existing merge form and click “Edit.”

General Tab

In the General tab of the Merge Form Setup window (figure 11.2 below), fill in the fields for the new form.

When filling in the fields, keep in mind that you are creating a form which will be used for many different

cases. Because of this, the merge form’s description should be somewhat generic, e.g. “Blank letter to E/C

Adjuster” (see #5 below). Users will have the ability to alter the description of a document as it is being

merged, to make it more specific to their case.

Field

Field Description

1. Application

In this drop-down menu, select the software which the selected merge

document will be viewed/edited in. Profiles Case Management version 9

provides two application choices: Microsoft Word and Adobe Acrobat.

Both are covered in the Retrieving Merge Forms section of this chapter.

2. Lawtype Code In this drop-down menu, indicate which law type the form will use by

selecting the appropriate law type. Note: by choosing all law types, the

form will be available in all cases.



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3. Workgroup Visibility Select one of two options here to indicate which users can see the selected

merge form. The first option, “Global,” specifies that the merge form will

be visible to all users in all workgroups. The second option, “Workgroup

Specific,” specifies that the merge form will only be visible to specific

workgroups and members of that workgroup. When this option is chosen,

the user must specify one or more workgroup(s) by clicking the search

button that appears, and checking the appropriate workgroup in the

workgroup-browsing window.

4. Merge Type In this drop-down menu, indicate the type of merge form by selecting

“Normal” or “Repeating Party.” Repeating Party allows a same role to be

used more than once.

5. Description In this field, enter the merge form’s title (will appear in the title bar of your

word processing software, and is also inserted in the description field of the

document profile).

6. File Name In this field, enter the merge form’s file name and extension (e.g.,

“BLAD200.doc”). Note: the extension “.doc” must be inserted when

creating a word form; PDF must be used for Adobe forms. Your form will

not merge correctly without these extensions.

7. Mark Form Read

Only

If you don’t want any other users editing the selected merge template, turn

this option on and the merge form will be set to read-only. You can edit the

merge form and change this option later if desired.

8. Sub Type

In fields #8 and #9, indicate the type and sub-type of the selected merge

form by selecting the appropriate options in the drop-down menu.

9. Document Type

10. Time Code If desired, fill in information relating to a time slip which can be inserted

each time the form is merged.

11. Billing Time Insert the amount of time to be billed., e.g. “10.”

12. Timeslip Description If you selected a time code for the merge form, enter a more detailed

narrative regarding the time slip.

13. Don’t Name and

Save Merge Document

The merged document will not be saved to the document management

screen within the case.

14. Post Merge Macro Ask your CP administrator for information on this field.

Click “OK” at the bottom of the window to save your changes immediately, or click “Cancel” of you want the

system to forget the changes. Next, it’s on to the “Generic Fields” tab.



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Generic Fields Tab

The “Generic Fields” tab of the Merge Form Setup dialogue enables you to select fields to bring in general and

case-related information.

Every form is created with the “matter_number” and “style” fields turned on in the “General” tab. You may

turn these fields off if you like. Leaving these checked will not cause any harm—they will be available within

the form but you do not have to use them in the form if not needed.

Mark (click) the check box for any fields which will be needed for inclusion in the form you are creating. If

you forget a field or include a field you really don’t need, you can always come back and change it later.

Descriptions of the purpose for each field appear just to the right of the field’s name.

For date and amount fields, you will see a square box with an ellipsis (three dots). If you are using one of

these types of fields in your merge form, click the ellipsis button to customize how the data from this field is

merged into the form. See figure 11.4 below for a window walkthrough of this customization window.

Field

Field Description

1. Available Columns

To set the format for the selected date field, click an item from the

“Available Columns” list at the top of the window.



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2. Translation This field displays the selected item in its code format (e.g.,

“<sol_date><,>”).

3. Example This field displays the selected item in a simple format that the users can see

(e.g., “4/19/2011,”), which is how the field will look when merged.

4. Insert Separator Notice the comma tag at the end of the date field title (#3). It has been

inserted into the title by using this module (#4), called the Insert Separator.

This is done using the drop-down menu and choosing a character, and then

clicking the “Insert” button beside it. In a similar way, if you want to add

custom text, type it in the “Insert Custom Text” text box and then click

“Insert,” and it will be added after the date.

To delete the comma or any tag, click on the tag in the “Translation” field

(#2) and then click the “Delete Tag” button at the bottom of the window.

Click “OK” to save the date field changes, and then click “OK” in the Merge Form Setup window to save your

changes immediately, or click “Cancel” of you want the system to forget the changes. Next, it’s on to the

“Parties” tab.

Parties Tab

In Total Office, the word “parties” means more than just plaintiffs and defendants—it means any person or

entity that has been associated with a case. This may include doctors, judges, insurance companies and many

other entities. See the table below for field information (as seen in figure 11.5).



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Field

Field Description

1. Party Information

for Merge Form

To add a new party to the selected merge form, click the “Add Party” button.

A row of fields just like parties 1-5 (in figure 11.5) will appear. Enter the new

party’s information in each field similar to parties 1-5.

1a. Order An order number is automatically chosen when you add a party, but you can

change the order here if desired.

1b. Actual Role Select the party’s role here.

1c. Sub Role If there is a sub-role belonging to the party’s role, select it in this field.

1d. Field Name After you choose the value for the Actual Role column, this field column will

be filled in with the Actual Role name. In many instances this is fine.

However, if the Actual Role name is exceedingly long, you may want to

shorten it down in case your word processing software has a filename

character limit. For example, if you see “Employer_(WC_Defendant)” in the

Field Name column, you might want to shorten it to just “WC_Defendant” or

even “WC_Def.” Keeping the Field Names to no more than 15 characters is a

good general rule.

1e. Recipient/Sender

Options

Mark the appropriate check box to indicate whether the party you added will

be the recipient or the sender of the document. “Repeat” is not in use at this

time.

1f. Fields When you add a party, the system provides the party fields to be inserted on

the merge form. By clicking this, you can choose which fields will be

available on the merge form.

2. Party Options The small hand icon (figure 11.5) indicates which party is currently selected.

The following fields enable you to edit options for the selected party.

2a. User Help In this field, you can enter information and comments to direct merge form

users to the appropriate individual during the merge.

2b. Affiliation and

Default

The “Affiliation” field options enable a user to indicate if the party indicated

has any relation with either the Plaintiff/Claimant or Defendant/WC Defendant

in the case. For example, if the Plaintiff Attorney was chosen as an Actual

Role when the party was added, then there would be an affiliation with the

Plaintiff. If the party added was the Adjuster, but you know that you mean the

adjuster for the defendant in the case, then you would select an affiliation with

the Defendant. Do not affiliate the Plaintiff with the Plaintiff or the Defendant

with the Defendant. These parties stand by themselves. Also, do not affiliate

anyone in your firm, e.g. Assigned Attorney or Managing Attorney, with

either the Plaintiff or Defendant. The “Affiliation” area is only to be used for

entities outside your firm. If a party is neutral in the case, such as the Judge or

a Court Reporter, then you do not need to indicate an affiliation here.



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The area named “Default” refers to certain tags that can be placed on parties to

a case to indicate whether they are the Client, Injured Party, or a Witness on

the case.

2c. Recipient Info At the bottom of the Parties tab is an area called “Recipient (“To”) Info.” If

you want the name of the recipient to appear in the document profile about a

merged document, mark the “Select Recipient” button. However, if the form

will be sent to no particular person, you may want to choose the “Generic

“To”” option which will allow you to simply type in a phrase describing the

recipient, such as “Division of Drivers’ Licenses” or even “File.”

To-Do Tab

If you want a particular reminder to appear every time you merge this form, it can be added on the To-Do tab.

If there is just one reminder then select the “Single To-Do” option. If there is a group of reminders, select the

“To-Do Package” option instead. See the table below figure 11.6 for more information.

Field

Field Description

1. Single To-Do

The “To-Do Details” area gives you space to describe the standard

reminder, give it a type and priority, and assign the number of days before

you will see the reminder and before it will be marked as having hit its

deadline. In addition, you can choose to count days based on the overall

calendar or just business days. (Counting just business days requires

additional setup elsewhere in Total Office so that it can recognize not only

weekends, but holidays as well.) Finally, if the item is set to come up on a

weekend you can choose to have it automatically moved back to the prior

Friday, or moved forward to the following Monday.



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2. To-Do Package If you are using a package rather than a single item, the “Package Details”

area will let you pick which package to use. Select a To-Do Package from

the drop-down menu. Packages themselves are set up using the To-Do

Packages option from the System Setup window.

3. No Entries Not every form needs a To-Do item, and users can decide as they are

merging a form to make changes to the default settings for each form.

Appointments Tab

The Appointments tab allows you to merge information about any appointment that has been set into a

document.

This tab is very helpful when preparing notices of deportation, i.e., the deportment date can be inserted in the

notice. This tab area works much in the same way as the Parties tab, with an “Order” column, a main heading

column (with a sub-menu option), and a “Field Name” column. See the following table for specific field

information.

Field

Field Description

1a. Order

Select an order number for your appointment as it will be arranged

on the selected merge form.



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1b. Actual Appointment Select the appointment type here.

1c. Sub Menu If there is a sub-role belonging to the appointment, select it in this

field.

1d. Field Name After you choose the value for the Actual Appointment column, this

field column will be filled in with the appointment’s name. In many

instances this is fine. However, if the Actual Appointment name is

exceedingly long, you may want to shorten it down in case your

word processing software has a filename character limit. For

example, if you see “Atty Fee Hearing” in the Field Name column,

you might want to shorten it to just “AF_Hearing” or even “AF_H.”

Keeping the Field Names to no more than 15 characters is a good

general rule.

2. Appointment Options The small hand icon (figure 11.7) indicates which party is currently

selected. The check boxes in this field enable you to edit options for

the selected appointment.

Custom Case Information Tab

The Custom Case Information Tab allows you to take information from screens created by the firm and merge

them into a document.

Click the “Fields” button to go to the Custom Case Information Tab and select data to be available for

placement within the document that you would like to merge into the form, for a particular screen.



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In the Merge Field Selection window, mark the check box beside the fields you wish to merge into the selected

form, and then click “OK” to save your changes.

Retrieving Merge Forms

This section informs users about bringing a merge form into Microsoft Word or Adobe Acrobat. When it is

retrieved in Word or Acrobat, you can see the general layout of the merge form, and you can add or remove

fields from the form to customize it, and then save it as a new merge form document. This section does not

cover the actual form merging process in Profiles Case. For a walkthrough on merging these created

documents in Case, see the document merging chapter in the Case Management User Manual.


“Merge Forms” in the System Setup window.

Select a merge form and then click “Retrieve” to open it in your word processing software, such as Microsoft

Word or Adobe Acrobat. The following two sections cover the individual applications individually. See the

section which is most relevant to your merge form.

In Microsoft Word

If your software application for the selected merge form is Microsoft Word, the application will open and

appear something like the following (figure 11.11).



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Note the “Insert Merge Field” icon at the top left of figure 11.11. It will enable you to insert fields into the

form. If you want to add fields, always use this button to do so. Once you have made all desired changes, save

the form, close it. It is then ready to be merged in Total Office. (Note: If you return to Profiles Case and you

do not see the merge fields that have just been added to your merge form, go to the Tools menu in Case and

click “Options” in the sub-menu. In the options window, mark the Field Codes checkbox and verify that

“Always” is selected in the drop down list. This will make recently-added fields visible.)

Additionally, you can open the “Rules” menu in Microsoft Word to access some common Word codes that can

come in handy as well. One of the more popular codes is the “Fill-In” code shown in the form above. This

code allows you to enter a prompt that will ask the user to fill in specified information during the merge

process.

In Adobe Acrobat

If your software application for the selected merge form is Microsoft Word, you will need a copy of Adobe

Acrobat Professional to create or edit Adobe forms. However, you can use Adobe Acrobat Standard if you

will only be merging (opening the forms after the merge process has been completed) Adobe forms. For those



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who do have PDF-editing capability, the application will open and appear something like the following (figure

11.12).

Select the drop down next to the Button icon (Blue-gray Square) and from that list select the Text Fields Tool.

Available, insertable fields can be found in this window. Please note if you do not see this icon right go to

Tools\Advanced Editing and check the Show Advanced Editing Tool Bar.

Inside the form find a field that you need to merge information into and then create a box by left clicking and

dragging the mouse. Once you release the mouse the ‘Field Properties’ box will pop up.

Enter the ‘Name’ of the field as it appears on the ‘Field Codes list’ report leaving the letters in all lower case.

To add any additional formatting go through the different tabs. Hit ‘OK’ or ‘Close’ once finished. You will

now see the fields added to the form. After this is complete save your changes and merge the form as normal.



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Note about Wageloss Forms

Setting up a merge form using Wageloss group fields is nearly the same as setting up a basic merge form. In

the Merge Form Setup window (any form), there exist Wageloss fields which show up on the “Generic Fields”

tab. Simply select the Wageloss fields so that they will be available for insertion into the form.

The difference shows up when you merge the form. Wageloss forms can only be merged from the “Benefit

Claims” case info screen of a “Workers’ Compensation for Claimants” case. When you open this type of case,

open the Benefit Claims case info screen and then find/click the “Merge Form” button in the system bar

(buttons at top of screen). Click that button to open information for the Wageloss merge fields, where you can

add or edit Wageloss fields in the form.

Setting up Card File Forms

Card File forms can be used to prepare a quick envelope to someone stored in your Card File, or to produce a

mailing list. This type of form is slightly different from other Total Office forms in a few ways. The most

significant difference is that they are not merged from within a case (e.g., a Word document), and therefore no

case-specific information can be included in a Card File form. Another big difference is that this type of merge

form can involve a group of people or companies. Usually card file merges are not saved within CP. This can

be very helpful if you need to do a mass mailing. Despite the differences, setting up a Card File form is still

similar to setting up a basic form. See the Navigator and the following figures and tables to begin the card file

form setup walkthrough.



In the Merge Form Selection screen (figure 11.14 above), select “Card File Forms” in the Category of

Forms drop-down menu, run your search and open a form. As figure 11.15 shows, the options in a card

file merge form setup window looks slightly different. In the Card File Fields and Generic Fields lists, you



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might notice that only items related to a party group are available. This is because the information you

use in a card file merge must come from the card file itself.

Now that we know the setup options for a card file merge form, let’s open the Card File and find the person(s)

you might want to include in your card file merge.

Click the card file icon on the shortcut bar.

In the Card File search window (figure 11.16), several names have been selected from the search results. If

you want to merge a form for just one person, just click one party’s name in the search result. If you want to

merge something for more than one person, you can mark multiple names in one of two ways: (1) To select a

sequence of parties, click your first party, and then while pressing down the “Shift” key on your keyboard,

click your second party. This selects all parties between the first and second party you clicked. (2) To select

parties not in sequence, click your first party, and then while pressing down the “Ctrl” key on your keyboard,



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click your second party. This selects only the first and second parties you clicked. You can select more

individual parties the same way. You can also run searches based on card file categories. To do so, locate the

categories box in the card file category and place the wild card in the search field.

When you have selected your party or parties from the Card File search, click the “Card File Merge” button in

the system shortcut bar to choose a merge form that will open the selection(s). See the navigator below for

assistance.

Make sure at least one party is selected in the Card File window. Click the Card File Merge button on the

system shortcut bar.

Double-click an available case file form to execute the merge in your word processing application. When the

application opens, the contents should contain the selections you made in the Card File search window. The

result might look something like the following (figure 11.18 below).

Chapter 12: Other Settings | Total Office Case User Manual


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Chapter 12: Other Settings

This section covers options that change specific behaviors in Profiles Case. This involves advanced

functionality that affects the behavior of the entire system and will be controlled at a system administration

level. Because this configuration is highly technical, and changes affect the entire CP system, changes to this

area should not be made without full knowledge of their impacts. Also note that most of these options are

already set by your CP representative, so that you do not have to enter this window and change them.


“Other Settings” in the System Setup window.

The Other Settings window contains fifteen sections (or tabs). This window walkthrough will cover each of

the tabs in detail.

System Assignments Tab

Field

Field Description

1. Appointment Status for

Normal Appointments

The option you select in this drop-down menu determines the default

status for new appointments.



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Canceled Appointments


status for canceled appointments.


Rescheduled Appointments


status for rescheduled appointments.

4. Court Caption

The option you select here affects the “Parties” screen of a case. It

determines which party in your case will have the “Court Caption” tab.

By default, it is set to the Court party.

Note: In System Setup > Lawtype Setup, you can also manually add tabs

such as this to any party in the Parties screen. For more information on

this, see the Lawtype Setup chapter.

5. Referral Source


determines which party in your case will have the “Referral Info” tab.

The party you choose in this field also shows up in case list reports, in

the referral source field.




6. Insurance Company


determines which party in your case will have the Insurance Company

tab.




7. Billing Client

Used in conjunction with financial or 3rd

party billing applications.

8. Attorney 1 (Managing)

The option you select here shows up in the “Attorney 1” column of the

Case Search screen. The entry here relies on the staff roles the firm

chooses.

9. Attorney 2 (Assigned)

The entry here relies on the staff roles the firm chooses.

10. Attorney 3 (Paralegal)

The entry here relies on the staff roles the firm chooses.

11. Merge Attorney Default The option you select here will place the attorney most likely to sign a



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document in merged forms.

12. Docket Document Type

The option you select here shows up when you are creating merge

forms, as the default option in the “Form Type” field.

13. Conflict Comment

Type

When you perform a conflict of interest search, a comment is created

within the case. There are several categories which this comment can be

listed under. This field lets you set the default category for this

comment.

14. New Employee Card

Role

When you create a new user in Total Office, a card file entry is added to

the master card file. The option you select here will determine the new

employee’s role in the master card file.

15. Default Office

If you have multi-office enabled in the system, this field enables you to

set the default office for a case.

16. Default Department (In

Default Office)

If you have multi-department enabled in the system, this field enables

you to set the default office for a case.

17. Medical Providers

This field affects the “Parties” screen of a case. If a party is set as

“Injured” in a case, there is an “Injuries” tab. Within that tab, if you

click “Add,” there is a medical provider’s list for that injured party.

With this field, you can set parameters for the medical provider’s list.

18. Prior Fiscal Year End

If the firm operates on a fiscal year, the dates can be entered here.

19. Allow Custom

Information Screens to be

Searched

This field affects the case search screen. When this field is turned on, it

will enable custom case information screens to be searched for, if no

custom screens are created or a check mark is not needed.

20. Control Open/Closed

indicator using Case Status.

Turn on this option to affect the “Case Status” field in the general

information screen of a case. Once turned on, you can use the “Case

Status” pick list field on the General Info screen to set a case to opened

or closed status. Be warned that once you select this option, it

immediately changes the case’s status, and cannot easily be reopened by

anyone other than an ATO administrator.

21. Service Email Field in

Card File

The selection here defines what field is used for emails in the Service

List merge codes.



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Item Defaults Tab

Field

Field Description

1. Default Comment Type

Select the comment type for each new comment.

2. Default Word Processor Select which word processing software you will use in your firm.

3. Enable Document Versions Check this box to allow users to create new versions of existing

documents instead of overwriting the originals. Note: the “Original

is labeled as Version” checkbox should only be checked by a Total

Office’ technical support representative.

4. Allow a Party to be

Preselected

Check this box to allow a party to be selected multiple times on an

individual form.

5. Default Benefit Claim Fee

Percentage

In this field, enter the default rate to use to calculate fees in the

Benefit Claims case information screen.

6. Warn User if Changes to

Card File Entry Affects more

than One Matter

Check this box to have users be notified when editing a card from the

Parties screen that is attached to more than one case.

7. Use New Case Wizard Check this box to use a case wizard to open new cases instead of the

manual process.



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8. Default Appointment

Length

Select the default length of time for new appointments created

through the Total Office standalone calendar. This feature is only

available when not using Outlook for all calendar items.

9. Enable Fee Information Tab

page in General Information

Screen

This option is used with the Total Office’ Plaintiff Financial System,

to calculate settlements.

10. Enable Box/File

Information tabpage in

General Information Screen

Check this box to turn on an additional tab to track boxes and files of

closed cases. This tab is used when there is multiple locations that

need to be tracked

11. Enable Override Task

System Setting in General

Information Screen

Used with Financial management application.

12. Number of Days for

Merge Appointments

See your CP Admin for information on this field.

13. Last Case Sequence

Assigned

Fill in this field with the last case number assigned to a matter if you

have turned on the Generic Sequence number in Lawtype Setup (File

Number Method).

14. Last Client Number

Sequence Assigned

Fill in this field with the last client number assigned in the card file if

you have turned on automatic numbering for clients.

15. Perform Conflict Search

When Party is Added

Check this box if you would like to have a Conflict of Interest search

performed each time a party is added to the case.

16. Enable Appointment

Conflict Warnings

Check this box to enable conflict warnings to show up when adding

appointments to the Total Office’ standalone calendar.

17. Prompt for Matter on New

Messages

Check this box if you would like to have a reminder to ask the user to

associate the message to a matter each time they add a new message.

18. Attach New Case Party to

Currently Selected Party

Check this box if you would like new parties added to a case

automatically associated to the party selected at the time of the

addition.

19. Enable Staff Change Audit

History

Check this box if you would like to keep a history of staff that have

been added to and removed from a case.



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20. Use Case Party Role

Instead of Card Role

This option enables you to assign parties to a case with a different

role than what is originally selected in the card file. Check this

setting to cause the party’s card to open with the role assigned in the

Parties screen rather than the original, card file-assigned role. Please

note: To see how your changes have affected the party’s role, view

the party from the Parties screen of its case.

21. Require Client to be

Marked in Case Parties Screen

Check this box if you would like to have a reminder ask the user to

mark a party as the client in the Parties screen of a case when

entering a new case.

22. Attached Documents

Named with Re Field

Check this box to use the Re field or the attachment when attaching

documents to an Outlook e-mail, or when associating documents

attached to emails in CP.

23. Required Case Profile

Type to be Entered before

Saving

Check this box to require that the Case Type must be entered on all

new cases prior to them being saved.

24. Enable Enhanced Case

Comments

Check this box to turn on the ability to enter dates, subjects and link

documents to Case Comments.

25. Use .6667 for AWW

Factor (Incident)

Check this for the calculation of the wages on the incident screen to

use .6667 instead of .67.

26. Pad with 0’s to Length Fill this field in to pad client numbers automatically generated to a

certain length. For example: The next client number is 1000 and you

want the numbers padded to 5. Total Office will automatically

generate 01000 as the next number.

27. Enable Critical Date

Tracking

Check this box to turn on the “Date Tracking” tab on the document

profile or documents within a case.

28. Enable Document

Keywords

Check this box to turn on the “Keyword” tab on the Documents

screen. The tab can be used in document searches. Note: keywords

must be added to a pick list to search the database for keywords.

29. Enable Historical Conflict

Data

This box is only used for firms that are converting in historical data

to be included in the Conflict Searches within CP.

30. Preselect Case Staff on

New Appointments

Check these boxes to automatically assign staff on the case to new

appointments.



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31. Enable Appointment

Reminders

Check this box if you would like to enable reminders of upcoming

appointments.

32. Hide SSN on Summary

and Parties Screens

Check this box to prevent the social security number from being

displayed on the case summary and the summary tabs of the Parties

screen.

33. Remember Document

Date Range in Desktop

This is a new field. This field is used to remember the date ranges set

by the user for each session of ATO. For example, in the Timeslips

view, if you should set a date range, it will be set until changed.

Security Tab

Field

Field Description

1. Enable System Security

If you have a small number of users and everyone

needs to have access to all areas of Total Office, you

can turn off the security system entirely by removing

this check mark. Please note: This is generally not



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recommended.

2. Basic Access Turn off this check mark if you would like to remove

the default security settings for all users. Please note:

You will need to go through each security setting to

give the user or group rights to the different areas of

Total Office.

3. All Cases are Visible by Default Place a check in this box to give access to all cases

regardless of security settings. Please note: If the user

is not allowed to view a lawtype under User Settings,

they will not be able to view the cases belonging to

those lawtypes.

4. All User Calendars / To-Dos / Mail /

Phone Messages and Timeslips are visible

by default

Turn on this check box to give access to all User

Calendars and To-Dos regardless of security settings.

5. Allow Users to Manage Users Corporate

Contact Synchronization List By Default

Check this box to allow users to be able to select or

remove contacts to be synced between Outlook and

Total Office.

6. Allow Edits of Messages Created by

Another User

Turn on this checkbox if you would like to allow users

to edit phone messages created by other users.

7. Group Wildcard Compatibility This setting effects user group security and should only

be changed by Total Office’ technical support.

8. Enable Authenticated Login to CP Check this box to allow users to automatically login to

CP without entering their User ID and password.

Please note: The AD QueryPath field will only need to

be filled in by a Total Office technical representative if

necessary.

9. AD Query Path See your CP administrator for information on this field.



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User Licenses Tab

You may add as many Total Office users as you would like to your system; however, only as many as appear

in the User Count box will be able to simultaneously use Total Office. Please consult Total Office’ technical

support for the purchase of additional licenses.

Laptop Setup Tab

This tab has been removed in version 9.1.



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External Interfaces Tab

This tab contains the setup for integrations with Total Office and 3rd

party applications. This tab should only be

modified with the assistance of a Total Office technical support representative.

Outlook Tab

This tab contains the setup for the Outlook Integration with Total Office and should only be modified with the

assistance of a Aderant technical support representative or implementation consultant.



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Backup Notification Tab

This tab is used to setup the Backup notification. Users added to this list will receive a notification if a

successful database backup was not created through SQL.

Document/Scan Settings Tab

This tab contains settings for scanning images into Total Office using a twain compliant scanner. Please see

the Scanning Options manual for more detailed instructions.



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Workstation Update Tab

This tab enables updates to be run at firms that do not allow administrative rights on their local workstations.

Please contact Total Office’ technical support for information regarding changes to this screen.

To-Do Tab

This tab controls the defaults and settings for To-Do items in Total Office.

Field

Field Description

1. Default To-Do Type

In this field, select the default type for each new To-Do.



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2. Default To-Do Priority In this field, select the default priority for each new To-Do.

3. Default To-Do Days Counted by In this field, select the default counting method for To-Do

reminder and deadline dates.

4. If To-Do Falls on a

Weekend/Holiday

In this field, select the default action for To-Do reminder and

deadline dates that fall on either a Weekend or a Holiday.

5. Transfer Closed Status Default See a CP representative for information on this field.

6. Picklist for Automatic Updating

upon Completion

The name of the pick list used to advance case status upon

completion of tasks within a package.

7. Allow Multiple People on To-Do

Items

Check this box to add the ability to assign multiple people to

an individual To-Do item.

8. Restrict Editing on Deadline Date Check this box to prevent users from editing the deadline date

field on a To-Do.

9. Allow Deletion of Non-Completed

To-Dos during Transfer Closed Case

Information Feature

Pending to do items will be deleted when cases have been

close.

10. Preselect Case Attorney on new

To-Dos

Check this box to automatically assign the attorney to any to

dos added for that matter.

11. Default To-Do User Determines whether the user or staff member creating a to-do

item or adding a package is assigned the task.

12. SMTP Server Hostname for

Delivery of Email Notifications

Enter the name of the SMPT server for e-mail notifications

used with To-Do packages.

13. Use Legacy Interface for

Configuring To-Do Packages

This box should only be checked by a Total Office’ technical

support representative, and is used when task items are

converted to CP.

14. Auto Save Changes on To-Do

Packages

Check this box to automatically save changes when creating

or editing To-Do packages through the System Setup menu as

opposed to being prompted to save.



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Report Services Tab

Use this tab to set the location of your SQL Reports that can be used for the Lawtype Custom Summary

screen.

Record Request Tab

Use this tab to configure the Records Request case information screen used to track medical record requests.

See the Records Request manual for detailed instructions.



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Regional Tab

This tab will only be used by firms outside of the United States. When checked the program will use the

Regional date settings set in the Control Panel. Additionally, you can setup a mask to use when adding phone

numbers to the card file. Please speak with a Total Office’ technical representative before making changes to

this screen.

Audit Tab

See a CP representative for information on this tab.



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CompuLaw Rules

This tab was added to allow a firm to connect with CompuLaw Rules. The firm’s information, including

billing information, is used for automatic charges. Once this tab is configured, any matter can be

associated to a CompuLaw Rule.

Chapter 13: System Security | Total Office Case User Manual


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Chapter 13: System Security

Select this option to control which groups will have access to various features in Total Office. If you are just

starting to use Total Office, we recommend that you not make any changes to the security settings that are

shipped with the program. However, you must understand the implications of the numbers associated with

user groups to make sure you put your users in the appropriate group(s) for them.

Timekeeper security determines which timekeepers can view and edit entries of other timekeepers, limiting

timekeeper access. It is also helpful to limit timekeeper access because it prevents viewing confusion (e.g., a

situation where all timekeepers could view all other timekeepers’ entries). Timekeeper security can be set in

one of two methods: individual user security, or security set in groups. Both methods are detailed in the

following sections.

Method A: Individual User Security

User security involves enabling and disabling user access rights for each individual user. Depending on the

number of users added to the database, this method could take a long time to complete. But the individual

security method offers many adjustment options for each timekeeper, as settings are changed on an individual

basis. More information on the individual security method is provided in the walkthrough section below.


“System Security” in the System Setup window.

Field Field Description

1. Select User or Group

Two options are available here: Users and Groups. Click the “Users”

radio button, populating a list of individual users in the window below.



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2. Employee Name In the “Employee Name” column, click the name of the user profile you

wish to edit. (Note: if the list of names is overwhelming, try the sorting

feature. You can alphabetize users by last name by clicking the

“Employee Name” column heading.)

3. Security Settings

[Category]

This field contains a list of security categories. To proceed, click a

category. If the category contains sub-folders, click the plus sign (“+”)

beside the folder name and the sub-folders become visible. From there

select a category in the sub-folder. Security options for the selected

category will populate in the Choose Security Settings box (field #4).

4. Choose Security Settings

[Options]

In most instances, when a category has been selected, a single security

option field populates on the right, as shown in figure 13.2.

In this instance, there is only one option available: “Allowed to add new

Cases.” By default, the option is set to “Not Set.” In this case, the

default is “Yes,” which means, “Yes, the selected user is allowed to

open new cases.” Placing a check mark in the check box beside an

option will set the option to “Yes.” Clicking it two times will change the

option to “No,” which in this case revokes the user’s right to add/open

new cases. Clicking it a third time will return the option to its default

setting. Options in other categories can be set in a similar manner.


Field [Sub-categories and

Options]

If the options window has more than one field, it means that the selected

category has sub-categories. Figure 13.3 shows a category with sub-

categories.



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In this instance, two boxes become visible on the right. The Select User

box contains the names of users. Click a name to select a security

settings for a sub-category. Then, in the field below, set the options for

the sub-category. It is important to remember that the options you set

here (e.g., “View,” “Add,” Edit,” etc.) concern one user’s access to

another user. For instance, your choices here might answer the

questions, “Can the user Attorney Alex view Secretary Sam’s

documents?” or, “Can the user Attorney Alex add, edit or delete

Secretary Sam’s documents?”

Click the button beside the option to change its setting to “Allow” (first

click), “Revoked” (second click) or “Not Set” (third click) to return it to

its default setting.

6. Show Hierarchy Button Clicking this button will open an advanced security settings window,

which reveals information specific to selected users and user options.

The “Security Flags” field reveals information about the option within a

category (e.g., “Open New Cases” category), and the “Security Settings”

field reveals more specific security information about the selected user

or group.



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Method B: Group Security

The group method is perhaps the more practical of the two. With it, you can set access rights for whole groups,

such as “Standard Users,” “Attorneys,” “Litigation Team” and so on. This method saves time, and is useful for

teams working on cases together.


“System Security” in the System Setup window.

1. Select User or Group

Two options are available here: Users and Groups. Click the “Groups”

radio button, and then a list of users will populate in field #2 (figure

13.5). There you will see the names of all the user groups in the firm.

2. Group Name In the “Group Name” column, click the name of the group you wish to

edit. (Note: if the list of groups is overwhelming, try the sorting feature.

You can sort groups by their names by clicking the “Group Name”

button located besides “Priority,” or sort by priority by clicking the

“Priority” button.)

Note about Priority: Group security is prioritized in terms of

precedence: the closer the number is to “1,” the more important the

group is. So a group like “Standard User” would have a high number,

but a group like “Partners” would have a low number.

3. Security Settings

[Categories]

This field contains a list of security categories. To proceed, click a

category. If the category contains sub-folders, click the plus sign (“+”)



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beside the folder name and select a category in the sub-folder. Security

options for the selected category will populate on the right (field #4).


[Options]

In most instances, when a category has been selected, a single security

option field populates on the right, as shown in figure 13.6.

In this instance, there is only one option available: “Allowed to add new

Cases.” By default, the option is set to “Yes,” which means, “Yes, the

selected group is allowed to open new cases.” Turn on the check box

beside an option to set the option to “Yes.” Clicking it two times will

change the option to “No,” which in this case revokes the group’s right

to add/open new cases. Clicking it a third time will return the option to

its default setting. Options in other categories can be set in a similar

manner.


Field [Sub-categories and

Options]

If the options window has more than one field, it means that the selected

category has sub-categories. Figure 13.7 shows a category with sub-

categories.

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Other security measures to note:

Remember the following algorithm for controlling security. A user who is not a member of any group

has access to all areas of the system unless that user=s individual rights have been restricted.

A user who is a member of only one group is restricted to the security measures for that group but still

has access to all areas not restricted for that group.

Access rights of a user who is a member of more than one group are controlled most strongly by the

lowest numbered group to which the user belongs. In other words, if the user is a member of more

than one group with the same number level, access is controlled by the most restrictive group at that

level.

In spite of any restrictions on a user’s groups, individual access rights override any group settings.

Any user who has been made a System Administrator in the User Setup area has all rights in Total

Office, regardless of any group or individual restrictions which may be set for that user.

Chapter 14: Custom Templates

This module is applicable to older versions of Total Office, but its functionality has now been replaced by

Custom Case Information Screens. Please see Chapter 17.

In this instance, the sub-categories are the names of users. Click a name

to select a sub-category. Then, in the field below, set the options for the

sub-category. It is important to remember that the options you set here

(e.g., “View,” “Add,” Edit,” etc.) concern one group’s access to a single

user. For instance, your choices here might answer the questions, “Can

the group Attorneys view Sam’s documents?” or, “Can the group

Attorneys add, edit or delete Sam’s documents?”

Click the button beside the option to change its setting to “Allow” (first

click), “Revoked” (second click) or “Not Set” (third click) to return it to

its default setting.

Chapter 15: Financial Setup | Total Office Case User Manual

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Chapter 15: Financial Setup

See the Profiles Financial manual for assistance with financial setup.

Chapter 16: Crystal Reports Setup | Total Office Case User Manual


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Chapter 16: Crystal Reports Setup

The following sections provide an overview of configuring a Crystal report, from setting it up in Crystal to

configuring import settings in Profiles Case. To assist you with the complexity of this chapter, the following

bullet lists provide a breakdown of the sections:

Sections A through C provide instructions on linking and configuring a report to the Total Office system.

• In section A (“Database Connection”), we create a connection between a database and the Total Office system.

• Section B (“Setup for Case-Specific Reports”) provides key parameters for reports with a specific case in mind.

• Section C (“Setup for Non-Case-Specific Reports”) includes key parameters for reports without a specific case. Please refer to your Crystal Reports manual for more detailed instructions in Crystal.

Sections D through H provide walkthroughs for help with the Total Office side of the Crystal setup.

• In Section D (“File Locations”), the file location for a report is set.

• Section E (“Crystal Reports Setup in Case”) includes the Total Office side of Crystal Setup in the system settings > Crystal Reports Setup window.

• Section F proceeds to explain how to run Crystal reports outside of a case.

• Section G explains how to run a report from inside of a case.

A. Database Connection

This section shows you how to make the link between Total Office and Crystal Reports. Please refer to your

Crystal Reports manual or system administrator if you need help with detailed Crystal program features. To

begin creating a database connection, follow the navigator and instructions below.

Find and click “Database” in the program’s menu bar, and click “Database Expert” in the sub-menu. Scroll

down and double-click the “Create New Connection” folder, and click the (+) sign besides the “OLE DB

(ADO)” sub folder.



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The OLE DB window (figure 16.1) will have popped up when you followed the navigator instructions. Scroll

down the OLE DB Provider list until you see “Microsoft OLE DB Provider for SQL Server.” Click this option,

and click the “Next >” button at the bottom of the window.

In the highlighted fields, select (or type) the name of the SQL Server, User ID, Password and Database Name

of the target database in Total Office. When you have entered the appropriate information, click “Finish” and

the system will return you to the Data Expert window where you can select specific tables to add from the

CPSQL database (see figure 16.3).



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Select the appropriate tables, add them (the “>” button), and then click the “OK” button at the bottom of the

window to complete the database connection process. (Please note: a database diagram of all of the available

Profiles Case tables is available if you contact the Total Office’ technical support department.)

B. Setup for Case-Specific Reports

Case-specific reports are reports that will pull information for a single case, and will be run from the Summary

Screen of the case in Total Office. Follow this walkthrough if the data you wish to pull from a Crystal report is

case-specific.

Create Case_sk Parameter

To begin the case_sk parameter setup, follow the navigator and instructions below.

Click “View” in the program’s menu bar, and click “Field Explorer” in the sub-menu. Find the Field Explorer.

It contains items such as “Database Fields,” “Formula Fields” and “Parameter fields.”

Scroll down to the “Paremeter Fields” item and click the plus icon (+) beside the name. If “Case_sk” does not

exist in the list below it, click the “Create Parameter” button (highlighted) which will open the “Create

Parameter Field” window (see figure 16.5).

Enter “Case_sk” for the name of the parameter, and select “Number” in the Type drop-down menu. Select OK

to save the parameter settings.



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Select Case_sk Field

Follow the navigator and instructions below figures 16.6 and 16.7 to select the case_sk.

Click “Report” in the program menu bar, and click “Select Expert” in the sub-menu. Click the “<New>” tab in

the Select Expert Window. It will open the Choose Field window below.

Select the “case_sk” field from the cases table (figure 16.6).

Choose “is equal to” from the drop down list, and select the parameter {?case_sk}. Click “OK” when you are

finished to save the set parameters.

C. Setup for Non-Case-Specific Reports

Non-case-specific reports are reports that pull information from a wider source than the case-specific reports

do. Follow this walkthrough if the data you wish to pull from a Crystal report is not case-specific.



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Set Card File Parameter

To begin card file setup, follow the navigator and instructions in figures 16.8-16.11 below. Please note:

Parameters in Crystal Reports can be used in conjunction with search tools in Total Office to easily retrieve

desired results.

Click “View” in the program’s menu bar, and click “Field Explorer” in the sub-menu. Find the Field Explorer.

It contains items such as “Database Fields,” “Formula Fields” and “Parameter fields.”

Scroll down and click the “Paremeter Fields” item, and then click the plus icon (+) beside the name. Click the

“Create Parameter” button (highlighted) which will open the “Create Parameter Field” window (see figure

16.9).

Enter the name for the Parameter, and make the appropriate selection for the Value Type based on the entries

that you are creating. Please note: the name used here will be used when linking the report to Total Office.

In the same window, select “True” in the “Allow multiple values” checkbox.

Select the Created Field

Follow the navigator and instructions below figures 16.10 and 16.11 to select the non-case-specific field you



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wish to add to your report.

Click “Report” in the program menu bar, and click “Select Expert” in the sub-menu. Click the “<New>” tab in

the Select Expert Window. It will open the Choose Field window (figure 2.3).

Select the desired field from the appropriate table, with the recently-created parameter in mind.

Choose “is equal to” from the drop down list on the left. In the adjacent drop-down box, choose the parameter

that was setup previously (e.g., card_file). Click “OK” when you are finished to save the set parameters.

D. File Locations

Use this chapter for help setting up the system location for Crystal reports. The navigator and screens below

will help you do this.

Click “Administration” in the program menu bar, and click “System Setup” in the sub-menu. Double-click

“File Locations” in the System Setup window.



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The Reports entry should be set to something like \\Server\CPShare\CPWin\Reports where “Server” is equal to

the name of your CPShare server. Click “OK” when you are finished, to save your work.

Next, either through My Computer or Windows Explorer, verify that the reports directory exists. If the

directory does not exist, create a new folder under the “CPWin” directory named “Reports.” Please note that

before adding a report in Profiles Case, the report must exist in the “CPWin\Reports” directory. (The “Save

Data with Report” option on a report should not be turned on.) Also, you will need to add two folders inside

of the Reports directory: “CM” for Case Management reports and “ACCT” for Financial Management reports.

Again, for Case Management reports, the file should be saved under “CPWin\Reports\CM” and for Financial

Management Reports, the file should be saved under “CPWin\Reports\ACCT.”

E. Crystal Reports Setup in Case

Use the following section for help with adding Crystal reports into the Profiles Case system. The walkthrough

will guide you through the reports setup wizard in which you can also customize case import options.

Add/Import Custom Crystal Reports

Follow the navigator to the reports setup wizard and the instructions that follow. Click “Administration” in the



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program menu bar, and click “System Setup” in the sub-menu. Double-click “Crystal Reports Setup” in the

System Setup window.

Select a category on the left hand column and then click the “New” button. The listed “Custom Reports” items

on the left (figure 16.14) are categories in which reports can be classified. (Note: new categories can be added

into this list by going under “Administration\System Setup\Pick Lists” and adding new entries under the

“RPTCM - Case Mgmt.” report category and the “RPTFM - Fin. Mgmt.” report category.)

Field

Field Description

1. Report ID

This field is generated automatically by Total Office after a new report is added.



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2. Crystal Reports

Version

Select the version of Crystal Reports used to write the report.

3. Report Type Select Case Management or Financial Management.

4. Main Category Select the appropriate category from either the Case Management or Financial

Management sections.

5. Filename Enter the file name of the report.

6. Full Path Once the file is saved under the Reports directory and the file name is entered, you

will see the green light icon and the full path to the report file. (Note: If you see a

red light icon and a message that the report does not exist, verify that the file name

is entered correctly and that the file has been saved in the proper directory.)

7. Report

Description

Enter a description of the report.

8. Default Title Enter the title of the report.

9. Report is for an

Individual Case

This box is used for reports that pull information for only one case and will be run

from the Summary screen of the case.

10. Parameters to be

passed into the

report

There are different parameters that can be added to a report to filter down the list of

entries that the report returns. Total Office provides different search tools that can

be used in conjunction with the Crystal Report parameters.

To add a parameter, click the “Add Parameter” button, and then in the “Name”

field, enter the name of the parameter as it is setup on the Crystal Report.

Then, in the right column, double-click one of the lookup functions (right column)

which will fill in the “Definition” field on the left, and will perform the report

lookups. Available lookup items are listed and described below.



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uf_lookup_user(Multi,wintitle): This lookup function will allow the user to select one or many of the

active firm users. Parameters:

o “Multi”: Select one or many: 'S' or 'M'

o “wintitle”: Window title for the user selection window

o Example Call: uf_lookup_user(S,Select Managing Attorney)

uf_lookup_cardfile(Multi,wintitle): This lookup function will allow the user to select one or many

cardfile entries. Parameters:

o “Multi”: select one or many..'S' or 'M'

o “wintitle": Window title for the cardfile selection window

o Example Call: uf_lookup_cardfile(S,Select Expert Witness)

uf_lookup_group_item(groupcode,Multi,wintitle): This lookup function will allow the user to select

one or many cardfile entries. Parameters

o “Groupcode”: Default group code selection..can be left blank

o “Multi”: Select one or many..'S' or 'M'

o “wintitle”: Window title for cardfile selection window

o Example Call: uf_lookup_group_item (CTYPE,S,Select Case Type)

uf_lookup_case(Multi): This lookup function will allow the user to use the standard case search to select

cases. Parameters:


o Example Call: uf_lookup_case(M)

uf_lookup_lawtype(Multi,includeQuotes): This lookup function will allow the user to select lawtypes.

Parameters:


o “includeQuotes”: 'Y' or 'N' determines if single quotes are put around each value.

o Example Call: uf_lookup_lawtype(M,N)

uf_lookup_office(Multi): This lookup function will allow the user to select from a list of the firm offices.

Parameters:

o Multi”: Select one or many..'S' or 'M'

o Example Call: uf_lookup_lawtype(M)

uf_get_string(wintitle): This lookup function will allow the user to enter a string. Parameters:

o “wintitle”: Window title for string entry window

o Example Call: uf_get_string(Enter input string)

uf_get_date(wintitle): This lookup function will allow the user to enter a date. Parameters:

o “wintitle”: Window title for date selection window

o Example Call: uf_get_date(Enter starting date)

F. Running Crystal Reports inside a Case

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one of two ways: from program menus outside of a case, and from navigation inside of a case. The following

section explains how to run a report outside of a case. To begin, use the navigator below.

Click “Administration” in the program menu bar, and click “Reports” in the sub-menu. Double-click “Crystal

Reports” in the Reports menu.

Select the Report from the list and click the “View Report” button.

G. Running Crystal Reports inside a Case

Once report import settings have been configured (section 5), reports can be run in the Profiles Case system in

one of two ways: from program menus outside of a case, and from navigation inside of a case. The following

section explains how to run a report by navigating from within a case. To begin, use the navigator below.

Click “File” in the program menu bar, click “Open Existing Case” in the sub-menu and select a case to open.

Click The Crystal Reports icon in the icon bar near the top of the screen.



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In the Custom Case Related Reports screen, select the appropriate report and click View Report. Please note:

Only reports that have “Report is for an Individual Case” checked in the setup will show on this list. Refer to

Section E of this chapter for help on enabling this option.

Chapter 17: Custom Case Information Screens | Total Office Case User

Manual

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Chapter 17: Custom Case Information Screens

This chapter exists in case there is the need to create a customized screen with fields which you choose from a

pool of options in the system. In the first section (“Creating a New Custom Screen”), the process of creating a

blank customized screen is explained. The second section (“Lawtype Setup for Custom Screens”) includes

deeper customization for the new information screen by attaching it to a law type. The third section (“Merge

Form Setup for Custom Screens”) shows how to merge fields within forms if necessary, and the last section

(“Custom Case Search”) helps enable you to quickly find fields in your customized screens by using the Case

Search window.

Creating a New Custom Screen

Directions for creating a new custom screen are included below. Use the navigator and the following screen

walkthroughs for assistance.


“Custom Case Info Screens” in the System Setup window.

Click the “Add” button on the right side of the Custom

Screens window (figure 17.1). Once the Add button is

pressed a Description field will appear at the bottom of the

screen. Enter the desired name of the screen and then click

OK.

Field

Field Description

1. Add a Field

Select this icon to open the “Select Fields”

screen (figure 17.3), where you can add

fields to the new (and empty) custom empty

information screen.

Once the field is checked and OK is


Manual


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selected you will see the field in the upper left hand corner of the

screen. To move it just click on the field and drag it to the proper

location. When you click on the field you will see a field on the

formatting tool bar named Tab Order. For each field added enter a

number in this field to set the tab order for the screen.

2. Delete Field

To remove a field from the custom screen, click on a field (e.g.,

checkbox, label or drop-down list) you previously created and then

click this Delete Field button.

3. Add Text Select this icon to add a text label to the screen. When this icon is

selected, a label will appear in the upper left hand corner of the screen

that can be dragged to the desired location. Once it is placed, click on

the field and rename it by typing in the “Label” field on the formatting

tool bar in the upper left hand corner of the screen.

4. Add a Column Title Note: this button is only for when you are in the Printer Layout tab

setting up a report. Click this icon to add a column to the field.

5. Alignment Icons Use these icons to align multiple fields or to resize fields.

6. Tab Properties Select this icon to access the properties section for the screen. From

here additional tabs can be added and the screen can be renamed.

7. Save Changes Select this icon to save any changes made to the screen.

8. Open Another Layout Select this icon to open a different screen layout.

9. Export a Definition to a File Select this icon to export the screen to a file that can be imported.

10. Import a Definition from

File

Select this icon to import a screen from a file that had been exported.

11. Exit Case Select this icon to exit out of the layout for the screen.

Lawtype Setup for Custom Screens

Directions for attaching a lawtype to customs screens are included below. Follow the navigator and the

following screen walkthroughs for assistance.


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“Lawtype Steup” in the System Setup window.

Field

Field Description

1. Select or Create Lawtype

Select the lawtype that you would like to add the custom screen, or if

the lawtype doesn’t exist, click the “New Lawtype” button at the

bottom of the screen (figure not shown in 17.4) and follow basic

onscreen instructions. Once you have created the lawtype, it will exist

in the list in field 1, where you can select it.

2. Open Case Info Screens With a lawtype selected, double-click on the Case Info Screens icon

option. (See figure 17.5)


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Field

Field Description

1. Select Custom Screen

Click the custom information screen that you created in section 1. It is

available in field #1 (figure 17.5)

2. Click “Add” Click the “Add” button to move the selected information screen over to the

list of active screens on the right.

3. Customize Added

Screen

In the drop-down box on the left, select the desired icon to represent your

selected information screen. In the fields on the far right, enter the order

number (e.g., 10, 20, 30… 1 would have highest priority).

Repeat these steps for each new created lawtype.

Merge Form Setup for Custom Screens

In Profiles Case, fields within a screen can be merged into a form when needed. For help with merging forms,

use the navigator below and the following screen walkthroughs.



If you search for a merge form, find it and then double-click it to open the Merge Form Setup window. (Note:

Please refer to the Creating Forms manual for more detailed instructions on creating forms.)

When the Merge Form Setup window is open, click the Custom Case Information

Tab. Find the field you wish to merge in the list of items, and click the “Field”

button beside that item. This will open the window (figure 17.8) where you can

select which forms to merge for the selected field (figure 17.7). In the Merge forms


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window, click the checkbox besides all forms you wish to merge, then click “OK.”

Custom Case Search

Profiles Case provides you with the ability to setup search fields on the Case Search screen, where you can

search for key terms (or parameters) in custom screens you want to have fast access to. The Case Search

window (figure 17.9) shows the result of custom case search setup. Once configured, custom fields can be

quickly searched for and found based on keyword or date parameters. More instructions on Case Search are

provided at the end of this chapter.

How to Create a Custom Case Screen Search

Follow the navigator and instructions that follow to set up a custom case search.


“Other Settings” in the System Setup window.


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In figure 17.10, check the “Allow Custom Information Screens to be Searched” checkbox and click the

“Configure” button, which will open the configuration window in figure 4.3.

In figure 17.11, select the “Fields” button

adjacent to the desired item (e.g., Additional

Caption Fields, Bank Account Info, Bankruptcy

Questionnaire, etc.). Clicking the “Fields” button

will open a Custom Fields window (figure

17.12) where you can select specific search

options to enable. These search options will

appear in Case Search (figure 17.13).

Enable fields you want to be searchable. If you don’t know the meanings of the field names, check with your

Profiles Case administrator. When you have selected all the desired fields, click “OK” on this screen and

previously-opened screens to save your work.

How to Use Custom Fields in Case Search

Once custom field search options have been enabled, you can use them when performing Case Searches.

Click the open folder icon in the program icon bar, or click “File” > “Open Existing Case” in the File menu.

Click the “Custom” tab among the tabs in the “Open Existing Cases” window.


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Select parameters or enter text in the fields in the center of figure 17.13 for your custom search, and then click

the “Submit Search” button to the right. If there are any matches for your custom search, they will appear in

the large white field below the search fields.

Chapter 18: Costs Export Setup | Total Office Case User Manual

Chapter 18: Costs Export Setup | Total Office Case User Manual

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Chapter 18: Costs Export Setup

This section is pre-configured by your Total Office representative. For information about this module, please

contact Total Office.

Chapter 19: Document Settings | Total Office Case User Manual


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Chapter 19: Document Settings

This window enables authorized users to edit options and settings within the Documents module. See the

following sections to gain a basic understanding of which document options and settings can be edited.

Settings Tab

1. Viewing and Importing Defaults

PDF Files Viewer

Selecting the Imaging Viewer will take the user to the same

viewer used for TIFF images. It allows Bate Stamping without

annotation ability. This method may take several seconds more to

load. The Standard Viewer will be faster to load as it will show

the document in a viewer without Bate Stamping.

Scanned File Format

Select Imaging Document if you want scanned files to default to

.tif (image format), or select PDF document if you want scanned

files to default to .pdf (PDF format).



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Import PDF As

Select Imagine Document if you want imported PDFs to default to

.tif (image format), or select PDF Document if you want imported

PDFs to default to .pdf (PDF format), or select Ask User if you

want users to have the choice when importing a PDF.

Note: Once a selection other than “Ask User” is selected, the user

will not be able to choose a different option during the import

process.

2. OCR Documents for Full Text

Searching

If this check box is enabled, when you import a PDF or tiff, you

are given the option to have the system run an OCR on the file, so

that you can find a document based on the contents within the

document. If a user wants to do full text searching, this check box

must be enabled.

3. Enable Barcode Printing for

eRouter

eRouter can print out barcode cover sheets to route it to the case

automatically.

4. Maximum Return Results If you perform a search for documents, the selection here

determines how many results are returned to the Documents

screen.

5. Disable Duplication Checking any of these boxes disables the option to duplicate

documents of the checked type, in the Documents screen.

6. Document Versions Checking this box enables users to save multiple versions of a

document. We support an unlimited number of versions.

7. Document Keywords This feature is not currently in use. It only exists for backward

compatibility with previous versions of Total Office.

8. Critical Dates In previous versions of Total Office, critical dates could be set as

a property of a document, but this option has been replaced with

several fields in the Custom Properties tab. Critical dates still

exist for backward compatibility with previous versions of Total

Office.

9. Document-Level Security This option enables a firm to put security on a single document.

Document security can be set on the Document Property screen,



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Document Stores Tab

This tab determines locations where documents are stored on disk. Multiple locations can be set, but only one

location can be made active.

Click New (figure 19.2) to open a prompt window asking you for the path of the new file location.

-Click the ellipsis button to browse, and then click OK to set the new location. The new location will not be

marked as active unless you click the Set Active button (figure 19.2) when the location is selected.

-Click Show Size to display how large the location is (in megabytes). The size can be viewed in the Size

column (figure 19.2).

-Select a location (figure 19.2)

-Click Remove to delete it from the locations list.

on the Security tab.

10. Insert Stamp in Word Docs Enabling this option places a footer in Word documents,

containing a certain document property (as displayed in the drop-

down list). Today, we support all pages only.



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Custom Properties Tab

For each document type and sub-type, you can set up custom properties for the purpose of easier retrieval. An

example would be Motion / Date where Date is the custom property to be filled in by the user when saving a

new document into the system. Today, there is no way to make the custom property required.

1. Type and Sub-Type Outer items with the folder icon are document types, and the inner items with

the paper icon are document sub-types. Click a document type to select it.

Once a document type is selected, you can create sub-types in fields #2 and #3

(figure 19.4)

2. List of Custom Fields Listed here are custom property fields that have been created. Select an

existing custom field and click Edit to change custom property field attributes

in field #3 (figure 19.4), or click New to create a new field. Click Delete to

remove a selected field from the document type.

3. Details When a document sub-type is selected in field #2 (figure 19.4), you can edit

field details here. Edit the Caption field to change the title of the field. You

can set the field type to various formats such as text (simple comment field),

date (for deadlines or appointment reminders), currency, integer, or picklist. If

you select picklist, the Picklist field will be enabled and you can select from



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Document Review Tab

In this tab, you can configure settings for system message/emails sent out to users for document review. Here

you can determine which types of users (e.g., Paralegal, Assigned Attorney, etc.) receive system messages for

document review.

the list of existing picklists in your system. Click Save to keep your changes to

the custom field. When you set a document to the type and sub-type you just

created, the new field will appear in the document properties screen.

Note: Some fields will only appear when no sub-type is selected. When

creating a sub-type, be aware of its location within the types/sub-types.

1. Enable Document Review Click Enable to turn on the document review feature in the system. You

can know if the feature is on by checking the bottom of your screen in

Total Office, when an Unreviewed field is displayed preceding a number.

Clicking on this field brings up the documents screen, displaying

unreviewed documents.

2. Staff Roles of Default

Reviewers

These options determine which user type is set as a document reviewer

by default. When a document is added to the system, the users flagged as

the roles listed here (Paralegal, Assigned Attorney, etc.) will be notified

in Total Office of the task to review that document, if their role is



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Filter Group Tab

Options in this tab affect the Filter Groups folder located on the left column of the documents module screen

(figure 19.5)

If you hold the CTRL key and click on a filter group type, an alert

window will appear, displaying the extension types of the files that

those groups contain. For instance, the Documents group might contain

the extensions .doc, .docx and .xls. The Scans/Images group might

contain the extensions .TIFF and .JPG.

On the left column (figure 19.7), you can add, edit or delete filter groups by clicking on the corresponding

buttons beneath the group list. Select a group type and click Edit to change the name of the filter group. On the

right column, file types are displayed for the selected filter group on the left. You can add, edit or delete file

types within filter groups by clicking on the corresponding buttons below the file type list. When adding a file

type, a window with a single text field appears, prompting you to enter the extension name (.msg, .eml, etc).

Do not enter a period (“.”) before the extension types.

checked here.

3. Email Reviewers Enabling this option causes the system to email the reviewers, separate

from the Total Office system message. The email alerts reviewers about

the task to review a new document in the system.

4. SQL Database Mail Profile

Name

Refer to a Total Office support representative if you need to access your

SQL database mail name. SQL 2008 or SQL 2008 R2 Mail is required.

5. Include Attachment Enabling this option causes the system to send the mentioned document

as an attachment with the email to the reviewers.



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Chapter 20: Reports Menu | Total Office Case User Manual


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Part 2: Reports Menu

Chapter 20: Reports Menu

Click Administration > Reports to see the Reports menu. The following sections describe the four items listed

in the Reports menu.

Caselist Report

This feature allows you to run reports based on case data. To run a caselist report, select and enter criteria in

the seven tabs (Lawtype, Date Ranges, Staff Roles, etc.) based on what you want to see in the report. Click

Preview. You can print from the print preview screen, or can save as a file in CSV, Excel, text, or other file

formats.



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Custom Reports

Clicking this option will bring up a list of reports your firm may have specifically requested. Select a report

and click OK to bring up the print options screen.

Select print options based on date range and case status, and click Preview. From the print preview screen, you

can print the report or save it as a file locally.



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Crystal Reports

Clicking this option will open a window listing custom crystal reports written based on firm requests.

Typically listed here are custom calendar reports, document reports, deadlines, to-do reports, and several

financial reports.

Select a reports list on the left column and then select a report on the right column. Click View Report to open

the report viewer, where you can print the report or save/export it locally.

SQL Reporting Services

This will connect to your SQL reporting server, which can be configured in System Setup > Others screen.

When you click on this icon, it will take you to your SSRS site on your internet browser. This site holds all of

your SSRS reports that have been written for you.

Chapter 21: Maintenance Menu | Total Office Case User Manual


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Part 3: Maintenance Menu

Chapter 21: Maintenance Menu

Click Administration > Maintenance to see the Maintenance menu. The following sections describe the items

listed in the Maintenance menu.

Case Related

Delete

Clicking this enables you to delete a case, selecting one case at a time. A case search window will open, where

you can search for the case you want to delete, based on any criteria in the six search tabs.

When you have found the case and have clicked OK (case search window), the Delete Case window will open,

prompting you to either search for another case or to delete the selected case. Click Delete to delete the case.

Note: Once a case is deleted, it cannot be restored. Please be careful about deleting cases.



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Duplicate

This feature enables you to duplicate a case. The copy utility window requires you to select the matter you

want to duplicate, to enter a new matter number and new matter name, as well as the date received. The check

boxes at the bottom of the window (figure 21.3) enable you to select which case entities to duplicate. Click

Proceed to complete the duplication. Note: Staff Members, Pick Lists and Parties can be duplicated at this

time.

Case Reassignment

Enables you to reassign staff from one case to another. This feature is typically used when one attorney is

covering for another attorney, or one attorney has left the firm and another is replacing him/her. Select the

“From” attorney and the “To” attorney, and select whether or not to reassign to-do items by marking the check

box (figure 21.4). In the matter list at the bottom of the window (no matters shown in figure 21.4), select

which matters you want to swap by clicking the check boxes beside the cases. Click Reassign when finished.



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Change Password

After clicking this feature, the case search window will appear. Search for a case you want to change (or set)

the password for, and click OK in the search window. Then, if a password has not yet been set for the selected

case, set a password for a case. If a password already exists, enter the existing password and then change to the

desired new password. Click Close to finish.

Maintain Company Entries

Clicking this feature brings up a list of all the company card files in the system. If there are duplicates or one

that are misspelled, you can go into the list and delete them. On the left column (figure 21.6), select a

company. Click Delete if you want to remove it from the database, or click Add if you want to create a new

company entity in the database. On the right column, click Remove if the company info is incorrect.

Remember to save your changes.



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Master To-Do List

Click this feature if you want to generate a master to-do report of all tasks, based on date range, user, and other

parameters you choose in the filter window. Enter filter parameters and click OK (figure 21.7) to generate the

to-do list (figure 21.8). You can double-click on a to-do item to see details in a new window.

CompuLaw Change Notifications

See the CompuLaw document for details on this feature.

Rate Systems

This feature enables you to set or change rates for staff roles. See a Total Office support representative for

more information on this feature.



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Maintain Synonym List

Users are now able to find potential conflicts which include searching by using aliases. For example, a search

on ‘Bob’ will now also search on ‘Robert’ and ‘Bobby’. Administrators can populate the Synonym list by

choosing using the Synonym menu.

A search can be made in the field listed on the top left of the Synonym List window (figure 21.8b) to narrow

the list of available synonyms. After a synonym is selected in the list, click Maintain Selected to bring up the

Synonym Maintenance window.



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The selected synonym can be edited if you click the Edit button, which enables the fields in the Detail

window, or it can be deleted if you click the Delete button.

Click Save to apply changes to a synonym, and you will be returned to the Synonyms list window.

Record Request Management

Enables you to run a report based on all record requests from paralegal/support staff/timekeepers. (Attorneys

would use it to see whether are not a record was requested and whether or not it had been received.) After

setting search parameters, click OK (figure 21.9). From the report results, you can print, export to Excel or

save locally.



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Validation Rules

Rule Editor

This feature enables you to set a rule up so that time slips cannot exceed a certain hour amount, or set a cap on

how much can be charged per day, etc.

Timeslip Report

Click this option if you want to run a time slip report based on date range, client, matter, timekeeper, rule. Set

report output name and other report properties in the validation rules report window. Once the parameters are

set, you can send the report to a printer or email it to someone. Click Run Report to generate the report, or

click Get Record Count to get a count of how many time slips have been created within the criteria you

selected.

Auditing

System Audit

This feature displays system activity: what has been deleted, modified, and created within the date range you

select. Documents, time slips, user appointments (not in exchange), pick lists and more can be found in this

window. Select a date range and which type of entry you are looking for (i.e., inserts, modifications or



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

parameters.

Exchange Audit

This feature has been removed from the system.

Check-Out Audit

This feature has been removed from the system.

Import

Cost Recovery Import, Import Postage, Import Forms and Import To-Do Packages are all features that enable

you to copy/import these items from other Total Office systems into your current one. Follow basic on-screen

instructions for importing these types of items. For more information on this feature, please speak with a Total

Office support representative.



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Export

Export Timeslips, Export Costs, Export Forms, and Export To-Do Packages are all features that enable you to

copy/export these types of items into another Total Office system. Follow basic on-screen instructions for

exporting these types of items. If you are exporting time slips or costs, it is important to remember that they

must be marked for release for them to be exported. If they are not released, you will see a message something

like the message in figure 21.13.

Archive

Document Archive: enables you to archive documents in cases (typically closed cases) in bulk or one at a time.

-Archive or copy case documents into a destination folder.

-In the document archive window, select Copy or Archive depending on which operation you want to perform

(figure 21.14). Note: Archiving removes documents from a case and puts them into a storage folder, while

copying keeps the original documents in place and duplicates them to the desired folder.

-Search for the matter containing the documents you want to archive by clicking Single Matter, or click

Matters Closed From if you want to select a date range of matters to archive.

-Select a target folder for the archive by clicking on the folder icon, and click Proceed to begin the archive.

-If you want to unarchive documents, click the Unarchive tab (figure 21.15) and find the archive folder in the

system by clicking the folder icon.



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-When you have found the folder, click Proceed.

SQL Query

This feature is only available to admins. It is used to write an SQL query, and is generally used by support

department when troubleshooting.

Recycle Bin

In Total Office 9.1 SP1, when someone deletes a document on a case, this feature allows users with Total

Office admin credentials to go in and restore files or to purge (permanently delete) them from the system.

Today we only support deleted documents, which is why we list “Document” in the Display Entity Types.

-With a deleted item selected (figure 21.16), click Restore or Purge.

-The Display Entity Types menu can narrow your selection of deleted documents, and the Matter button can

narrow deleted items down to a specific matter.

-The deleted documents search field is directly below the Purge and Restore buttons.

-Enter search parameters and click Search to find a document with specific keywords.

-Use the Search Column drop-down menu to narrow search results, or click Clear Filter to reset the search

field.



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Chapter 22: Connected Users | Total Office Case User Manual


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Part 4: Other Admin Settings

Chapter 22: Connected Users

This feature displays which workstations are connected to the database at the time you click on the Connected

Users button. Click Administration > Connected Users to view this window (figure 22.1).



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Copyright © 2012, Aderant Holdings, Inc. All rights reserved.

Aderant, Aderant Expert, the Aderant logo, and Expert are trademarks of Aderant Holdings, Inc. Other brand and product

names are trademarks or registered trademarks of their respective owners.

Aderant North America

3525 Piedmont Road

Building 6, Suite 620

Atlanta, Georgia 30305

Tel: +1.404.720.3600

Fax: +1.404.720.3601

[email protected] | www.aderant.com

mailto:[email protected]

http://www.aderant.com/

total office case 9.1 sp2 (1.0.0.38) - admin manual - january 2013

Documents

sp1 chapter

setting file locations

case closed date

case party categories

date of publication

code setup tab

timeslip setup

client system setup