ALB€¦ · 07/01/14 Client Inception: Confirming the conflict check updated with comment regarding validation on Not Set value. 08/01/14 Client Inception: Workflow overview updated

ALB Client-Matter Inception Guide (1.0.1)

Extend the standard client and matter create processes

to further automate routine tasks.

© Advanced Legal 2014 By Jonathan Smith (CMI101150514)

www.advancedcomputersoftware.com/legal

Disclaimer

Advanced Legal is satisfied that the information contained in this

document is correct at the time of production. Advanced Legal does not

accept responsibility for any loss of profit, loss of data or any indirect,

special or consequential damages resulting from its use. As the software

changes continuously, it is important that you always check the current

position with Advanced Legal.

All information, text, images and layout are the exclusive property of

Advanced Legal and you are only permitted to print, copy, download or

temporarily store extracts from this document with prior permission. Any

attempt to damage this document or act in contravention of these Terms

and Conditions may lead to legal redress.

Advanced Legal is a trading name of Advanced Legal Solutions Limited

which is part of Advanced Computer Software Group plc. Registered in

England under number 01738381 at Munro House, Portsmouth Road,

Cobham, Surrey, KT11 1TF.

© Advanced Legal Solutions Limited, May 2014. All rights reserved.

v


Contents

Introduction .................................................... 1

About this document........................................................... 2

Your author ................................................................. 2

Document conventions ........................................................ 2

What's new in this release ................................................... 4

Getting help and support ..................................................... 4

Getting in touch ........................................................... 5

PART 1: Getting started ................................... 7

Introducing the application .................................................. 8

Installation and setup ......................................................... 9

Workspace overview ......................................................... 10

Customising the workflow.................................................. 11

Frequently asked questions ............................................... 11

PART 2: Client inception ................................ 13

Workflow overview ........................................................... 14

Create a new client ........................................................... 14

Add client address details .................................................. 15

Add client details .............................................................. 18

Add client contact details .................................................. 20

Add a spouse ................................................................... 22

Add a business partner ..................................................... 24

Confirm the conflict check ................................................. 26

Schedule an appointment .................................................. 27

Attach a referrer .............................................................. 33

PART 3: Matter inception ............................... 35

Workflow overview ........................................................... 36

Create a new matter ......................................................... 36

Add initial details .............................................................. 37

Diarise key dates ............................................................. 39

Add a limitation date ........................................................ 40

Create additional contacts ................................................. 41

Confirm the risk check ...................................................... 43

Client-Matter Inception (1.0.1)

vi


Produce a client care letter ................................................ 44

Pause a matter inception task ............................................ 46

1


Introduction

Welcome to the documentation for the ALB Client-Matter Inception case

management application. Learn how to utilise the application to streamline

your business process.

This document covers everything you need to know to run Client-Matter

Inception against a client and/or a matter. Use it as a reference guide

when you want to create clients and matters through the Client-Matter

Inception process or simply to find out what each step entails.

In this section:

About this document

Document conventions

What's new in this release

Getting help and support


2


About this document

This document contains the information you need to become familiar with

the Client-Matter Inception Case Management application and to help you

get started with basic tasks. It is designed to accompany the main online

Help, which is available from within ALB, as well as other learning

resources, such as training and tutorials.

For more information about additional learning resources visit the online

Help or contact Support during office hours on 03300 602102.

In this document, you'll learn about:

Installing the application

Client inception process

Matter inception process

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

different elements of the Client-Matter Inception application, so by the end

of it you should be comfortable with its operation and better understand

its capabilities.

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

Operator's guide, which covers procedures for progressing and managing

matters that are common to all Case applications.

Your author

So, who am I exactly? My name is Jonathan Smith and I'm a Technical

Author at Advanced Legal. I've been working at Advanced Legal for 12

years and started authoring some 19 years ago (yep, it's been a while). I

strive to produce high quality documentation, but I encourage you to tell

me what you think, so feel free to send me your comments.

Document conventions

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

in and out of it as and when required. However, it can also be read from

start to finish to give you a working understanding of the entire Client-

Matter Inception application.

The following table describes important conventions used throughout this

document when talking about Client-Matter Inception and its components.

mailto:[email protected]


Introduction

3


Conventions

Term Description

Client-

Matter

Inception

This refers to the entire application and all of its tools

and components; entities, formulas, lookups, screens,

documents, workflow, and processes. Client-Matter

Inception may be also referred to as "the application" to

improve readability. When talking about Client-Matter

Inception this always refers to the current version, unless

stated otherwise

Common

terms

Process. A process orchestrates a series of tasks and

creates tasks when it requires you to something in order

for it to progress.

Task. An activity that must be completed in order to

progress a matter, e.g. entering an estate agent.

Fields and

button

names

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

easier to identify them. Example:

In Name, type a name and click OK

Menus and

commands

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

easier to identify them. Example:

Click File > Open

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

warnings) are used to call your attention to important

advisory. Example:

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

Click and

press

Click refers to choosing a command or option. Press

refers to pressing a key on the keyboard to initiate an

action. Example:

Click OK

Press Ctrl

Select and

clear

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

Clear refers to clicking a check box to clear a tick from it.

Example:

Select the Primary key check box

Clear the Encrypt check box


4


What's new in this release

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

release. It shows new or revised content in terms of usage, policy or

procedure and should be reviewed.

Revision history

Date Description

07/01/14 Client Inception: Adding client details updated with

comments regarding defaults for the Branch and Partner

fields.

07/01/14 Client Inception: Separate topics created for Adding

Spouses and Adding Business Partners.

07/01/14 Client Inception: Confirming the conflict check updated

with comment regarding validation on Not Set value.

08/01/14 Client Inception: Workflow overview updated to show

separate add spouse and add business tasks.

08/01/14 Client Inception: Adding client contact details revised to

include comments around creating organisations.

09/01/14 Getting Started: Note added to Installation and setup

about how the matter inception is structured.

09/01/14 Matter Inception: Pause a matter inception task added.

14/01/14 Client Inception: All screen shots updated.

15/01/14 Client Inception: Task order revised.

Getting help and support

Online Help for Client-Matter Inception is available from directly within the

software itself. Help is web-based and hosted by Advanced Legal so that

when you use Client-Matter Inception you get the most recently updated

product Help appropriate to the version you are running.

It has a user-friendly interface that supports advanced navigation

features. For example, you can perform a full text search across the entire

online Help or browse topics page-by-page using the table of contents.

Help is accessed from the Help tab. It is also possible to access the latest

release notes.

Introduction

5


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

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

Getting in touch

As an Advanced Legal customer you are entitled to free upgrades during

office hours. If you would like to upgrade or you need further assistance,

please call 03300 602102 between 8:30AM–6:00PM*. If you need

additional help and support, beyond the information provided in this

document, please visit the Customer Support Portal.

Alternatively, use any of the following methods to get in touch:

Make a general enquiry on 03300 602102

Book a training course on 0870 330 6688

Email the support desk at [email protected]

Contact us via the Advanced Legal website

Become a member of the Advanced Legal User Group (ALUG)

*Monday to Friday

http://portal.advanced-legal.co.uk/


http://www.advanced-legal.co.uk/about-advanced-legal/contact-us.aspx

http://alug.advanced-legal.co.uk/alug.aspx

7


PART 1: Getting started

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

setup, a look at the working environment, and a short introduction to Client-

Matter Inception.

In this section:

Introducing the application

Installation and setup

Workspace overview

Customising the workflow

Frequently asked questions


8


Introducing the application

The ALB Client-Matter Inception Case application is an extremely useful

tool, which allows you to extend the standard client and matter create

processes. It integrates a series of additional tasks so that you can quickly

and easily capture other information required when starting a new file. As

a result, it further automates many routine administrative tasks, for

example:

Quick production of documents ensuring fee earners spend their time

earning and not on administration.

Streamlined procedures leading to fast and accurate client and matter

creation, resulting in increased case handling and profitability.

To facilitate this, Client-Matter Inception comprises two workflows — a

client create and a matter create workflow. These have been designed to

"attach" to the existing client and matter create routines and seamlessly

start once these have completed.

Key features

Flexible workflow. Using workflow, Client-Matter Inception contains

all the components required to drive the client and matter create

processes. For example, in order for the person who interacts with the

application to capture information and progress matters, the

appropriate screens are displayed as and when required.

Workflow manages all aspects of client and matter inception from

taking initial instructions through to sending a client care letter.

Although standard workflows are provided, you can customise these to

your own requirements.

Document production. Automatic completion of customisable

document management templates ensures that all client

correspondence is completed accurately, quickly, and in a professional

and standardised format. All the necessary documents are included

and these can be added to or easily customised.

NOTE

For information about customisation, please see Customising the

workflow.


9


Installation and setup

Client-Matter Inception is installed and configured by Advanced Legal. This

involves importing the PMS module and configuring the appropriate client

and matter workflow in Utilities. The integration between Client-Matter

Inception and PMS is tightly controlled by specific system parameters in

ALB. These allow the software to talk to each other. ALB is setup so that

its client and matter inception functions hook into the Client-Matter

Inception Case application so that it can be initiated when a client and/or

matter is created.

To set up the inception workflows:

1. In Utilities, open System Parameters.

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

3. When the System Parameters dialog box opens, choose Create

Client from the Value drop-down and then click OK to save your

changes.

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

choose Matter Inception - Start from the Value drop-down.

5. Close System Parameters and then Utilities.

NOTE

The client inception is driven by a single continuous workflow called

Create Client. However, the matter inception is more complex and has

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

specific workflow. These processes are controlled by a master process,

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

the matter inception can easily be paused and resumed.

Not got it yet?

Client-Matter Inception is a licensed application, available as a chargeable

option—it is not shipped as standard. If you would like to take advantage

of its features or would like more information, please contact your account

manager or call 03300 602102 to speak to a Sales representative.


10


Workspace overview

Client-Matter Inception is workflow driven and hooks into ALB. It therefore

does not have its own UI or application window. The only screen used is

the Task Pane. When the application has been installed, workflow is

triggered when a client and/or matter is created, and the Task Pane

displays the relevant activities for completion.

Fig.Task Pane

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

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

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

The Pause button stops the task for completion later.

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

For more about the Task Pane, refer to the Case Operator guide.


11


Customising the workflow

Client-Matter Inception has been designed to run "out of the box", with no

development or modification required by you. It follows the standard

Client-Matter Inception business model. However, if you are a developer

and need the ability to tailor aspects of the Client-Matter Inception

workflows to your own requirements, then this is possible via Designer

Studio.

Designer Studio is a powerful and comprehensive solution for accessing,

designing, and publishing the components that automate business

processes. Using Designer Studio you can manage and maintain all the

components that comprise Client-Matter Inception.

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

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

contact your account manager or call 03300 602102.

Frequently asked questions

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

answered it. Please check the frequently asked questions below:

Why is the Rule 2/Client Care letter blank?

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

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

your own content. If required, you can also use the Field Picker to insert

any merge variables. NOTE Make sure you save the template with the

same name so that the Client-Matter Inception workflows automatically

pick it up.

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

client and matter create?

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

Either using Professional Services or by purchasing Designer Studio.

Can I make fields mandatory?

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

progress until certain information is added.


12


Can I uplift a contact to a client using workflow?

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

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

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

Can I add more than one client to a matter?

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

this, use the Client Inception to create the first client, then use it again to

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

or business partner). Next, use the Matter Inception to create a matter the

first client and, when the Add New Matter dialog box opens, select the

second client under Multiple Clients. As a result, both clients will be

attached to the matter.

13


PART 2: Client inception

Learn about the additional client create tasks that are integrated as part of the

Client Inception workflow.

In this section:

Workflow overview

Create a new client

Add client address details

Add client details

Add client contact details

Attach a referrer

Add a spouse

Add a business partner

Confirm the conflict check

Schedule an appointment


14


Workflow overview

The diagram below shows a high-level view of the Client Inception

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

workflow which, together with the information you enter, dictate the route

you take and the screens that are displayed.

Fig. Client Inception diagram

Create a new client

The Client Inception workflow enables you to record extra information over

and above that which is required when creating a client normally. The

additional steps have been pre-defined by Advanced Legal, but they can

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

what's involved.


15


IMPORTANT Make sure the Create Client workflow is attached to the

Create Client Workflow system parameter before proceeding. Without

this, the Client Inception workflow will not start.

To create a new client:

1. In PMS, click Add New Client.

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

required details, using Next to move between tasks.

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

with possible matches and/or conflicts.

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

Client Inception workflow automatically starts.

5. When the Task Pane opens, follow the on screen prompts to perform

these tasks:


Add client details

Add a spouse




6. Click Finish.

NOTE

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

then converted to a client automatically by the Client Inception

workflow.


This is the first task in the Client Inception workflow. The Address Details

screen allows you to add an address or, if you entered one when the client

was initially created, amend the existing address.

IMPORTANT This screen is only displayed if you did not enter the

client's address when the client was initially created in the Add New

General Contact dialog box.


16


To add client address details:

1. (Conditional) If you did not enter an address when you initially created

the client, then a message is displayed advising you to enter one.

Click Next.

2. Under Address, click Edit Address.


17


If you entered an address when you initially created the client, then

it is displayed by default. You can therefore skip this task (by

clicking Next) or edit the address.

3. When the Address dialog box opens, type the client's address or

amend the existing one. You can also use the Address Lookup to find

the address using online verification.

4. Click OK to save your changes.

5. Click Next to add the client details.


18


If you proceed without entering an address, then a message will be

displayed advising you to supply this information. Click Next to

return to this screen and complete the address.

NOTES

An address must be entered.

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

in the Client-Matter Inception application. For more information,

please call 03300 602102.

Add client details

The Client Details screen allows you to add additional client information

such as their date of birth, etc.

To add client details:

1. Under Client Details, complete the following details:

Title. (Read-only) Specifies the client's title.

Forename. Specifies the client's forename. Pre-completed, but can

be changed.


19


Surname. Specifies the client's surname. Pre-completed, but can

be changed.

Salutation letter formal. Specifies the formal salutation for

letters. Pre-completed, but can be changed.

Salutation letter informal. Specifies the informal salutation for

letters. Pre-completed, but can be changed.

Salutation envelope. Specifies the salutation to use on

envelopes. Pre-completed, but can be changed.

Date of birth. Specifies when the client was born.

Place of birth. Specifies where the client was born.

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

Date of death. Specifies when the client died.

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

can be changed.

Branch. (Mandatory) Specifies the owning branch. Defaults to the

branch associated with the logged in user.

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

partner associated with the logged in user.

Cash collection. (Mandatory) Specifies the type of credit control

procedure.

Business source. Specifies the source of the business.

Source campaign. Specifies the marketing campaign used to

generate the business.

Attach a referrer? Specifies whether you want to attach a

referrer.

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

referrer later in the process.

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

referrer later in the process.

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

question later in the process.

2. Click Next to add a spouse. However, be aware of the following

behaviours, which may or may not occur depending on the

information that has been entered.

If Branch, Partner, and Cash Collection are not completed, then a

message is displayed. Click Next to return to this screen and

complete these fields.

If you did not enter a home phone number, mobile number, or an

email address (for individuals) or a work phone number, a mobile

number, or an email address (for organisations) when you initially

created the client, then a message will be displayed advising you

that one of these methods of contact must be entered. Click Next

to add the contact details.


20


If you did not specify whether you would like to attach a referrer

when you completed the Client Details screen, then you will be

asked again if you would like to attach a referrer.

If you did specify that you would like to attach a referrer when you

completed the Client Details screen, then you will be prompted to

attach a referrer.

NOTES

Dates must be entered in the format DD/MM/YYYY.

If you proceed without completing a mandatory field, then a message

will be displayed and you will be returned to this screen.

Title, Forename, Surname, Birth name, Salutation letter formal,

Salutation letter informal, and Salutation envelope are pre-completed

based on the client name you have already entered.

Add client contact details

The Client Contact Details screen allows you to enter contact information if

you did not specify any when you initially created the client. A check is

made when you finish adding client details to see if this has already been

entered, and if not, prompts you to add it. The details required are

dependent on whether you are creating an individual or an organisation.

Individuals. When creating an individual, either a home telephone, a

mobile number, or an email address must be specified. Work

telephone is optional.

Organisations. When creating an organisation, either a work

number, a mobile number, or an email address must be specified.

Home telephone is not displayed.

IMPORTANT This screen is only displayed if the appropriate contact

information has not been completed.

To add client contact details:

1. After adding the client details, click Next.

If contact information has not been completed as described above,

then a message is displayed advising you that one of these

methods must be entered. NOTE This message will differ slightly


21


depending on whether you are creating an individual or an

organisation.

2. When prompted to supply the appropriate contact information, click

Next.

3. When the Contact Details screen opens, under Client Contact

Details, complete the following details:


22


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

phone number.

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

Mobile number. Specifies the client's mobile phone number.

Email address. Specifies the client's email address.

4. Click Next to continue.

Add a spouse

The Add Spouse screen allows you to specify whether you want to add a

spouse against the client and then attach the relevant contact.

To add a spouse:

1. Under Spouse, set Would you like to add a spouse? to Yes and

click Next.


23


If you choose No, then go to step 3.

2. When the Attach Contact screen opens, use the Attach Contact

button to find the desired contact.


24


When adding a spouse, the Attach Contacts dialog box is

automatically filtered using the Spouse role type.

3. A conflict check automatically triggers, presenting you with possible

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

click OK. If you wish, you can view the results again by clicking the

View Conflict Details button.

4. Click Next to add a business partner.


The Add Business Partner screen allows you to specify whether you want

to add a business partner against the client and then attach the relevant

contact.

To add a business partner:

1. Under Business Partner, set Would you like to add a business

partner? to Yes and click Next.


25






26


When adding a spouse, the Attach Contacts dialog box is

automatically filtered using the Business Partner role type

3. A conflict check automatically triggers, presenting you with possible

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

click OK. If you wish, you can view the results again by clicking the

View Conflict Details button.

4. Click Next to confirm the conflict check.


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

has passed the conflict check satisfactorily.

To confirm the conflict check:

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

check? to Yes.


27


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

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

supervisor or manager.

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

3. Click Next to schedule an appointment.

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

you cannot proceed. A message will be displayed advising you to

make a valid selection.

NOTE

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

only, displayed for information purposes.


The Schedule an Appointment screen allows you to specify whether you

want to schedule an initial appointment with your client, add a diary entry,

and then produce an appointment letter.


28


To schedule an appointment:

1. Under Schedule Appointment, set Would you like to schedule an

initial appointment with your client? to Yes and click Next.

If you choose No and click Next, then you have finished and the

Process Complete screen is displayed.

2. When the Appointment Details screen opens, complete these

details:


29


Appointment date. Specifies the desired appointment date.

Appointment time. Specifies the desired appointment time (in

this format hh:mm).


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

appointment in more detail. It should be noted that the appointment

date is pre-completed, however, the time is not. Make sure you

therefore complete the Start time and End time fields.


30


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

appointment letter. However, be aware of the following behaviours,

which may or may not occur depending on the information that has

been entered.

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

displayed. You can choose Yes to confirm the appointment

regardless, No to view the conflicts, or Cancel to amend the

appointment.

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

given the choice to produce an email for sending to the client or to

generate a letter for posting to the client. When prompted with the

question Initial appointment to be sent by, select to E-mail or

Letter and click Next.


31


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

appointment letter will be generated ready for sending to the client

via the post.

6. When the Initial Appointment screen opens, set the

email/document properties and click Next.


32


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

Task Pane. The Client Inception workflow is now complete and the

client is saved.


33


Attach a referrer

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

is triggered in one of two ways — by setting Attach a referrer? to Yes on

the Client Details screen or leaving it as Not Set.

IMPORTANT This task does not apply if you have specified that you do

not wish to attach a referrer.

To attach a referrer:

1. Add the client's details and click Next. What you see next depends on

how you set Attach a referrer? in the Client Details screen.

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

If left as Not Set, then you will be asked again if you would like to

attach a referrer:


34


If set to No, then this task will be skipped.

2. Based on your response above, do one of the following:

Attach a referrer using the Attach Contact button.

Specify that you would like to attach a referrer (Yes), click Next,

and then attach a referrer using the Attach Contact button.

You can also specify that you no longer wish to attach a referrer

(No).

3. Click Next.

35


PART 3: Matter inception

Learn about the additional matter create tasks that are integrated as part of the

Matter Inception workflow.

In this section:

Workflow overview

Create a matter

Add initial details

Diarise key dates

Add a limitation date

Create additional contacts

Confirm the risk check

Produce a client care letter

Pause a matter inception task


36


Workflow overview

The diagram below shows a high-level view of the Matter Inception

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

workflow which, together with the information you enter, dictate the route

you take and the screens that are displayed.

Fig. Matter Inception diagram

Create a new matter

The Matter Inception workflow enables you to record extra information

over and above that which is required when creating a matter normally.

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

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

to what's involved.


37


IMPORTANT Make sure the Create Matter workflow is attached to the

Create Matter Workflow system parameter before proceeding. Without

this, the Matter Inception workflow will not start.

To create a new matter:

1. In PMS, click Add New Matter or, if you are have just created a new

client (and you are in the Client Details screen) click Actions » Add

Matter for Client.

2. When the Add New Matter dialog box opens, complete the required

details, using Next to move between tasks.

3. Click Finish. At this point, the Matter Inception workflow

automatically starts.

4. When the Task Pane opens, follow the on screen prompts to perform

these tasks:

Add initial details

Diarise key dates





5. Click Finish.

NOTE

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

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

Add initial details

This is the first task in the Matter Inception workflow. Use it to add

additional matter information.

To add initial details:

1. Under Initial Details, complete the following details:


38


Salutation envelope. Specifies the salutation to use on

envelopes. Pre-completed, but can be changed.

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

completed, but can be changed.

Additional instructions. Allows to type any additional information

about the matter.

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

matter.

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

fee.

How many key dates do you need to create? Specifies the

number of key dates (up to 9) to be created.

2. Click Next to complete the task.

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

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

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

you will be prompted to add a limitation date.


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Diarise key dates

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

involves creating diary tasks. However, if you specified that you did not

want to create any key dates, then this task will be skipped.

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

to create one or more key dates when completing the Initial Details

screen.

To diarise key dates:

1. When the Add Diary Appointment screen opens, configure the key

date in more detail.

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

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

then the Add Diary Appointment screen will be re-displayed ready

for the next key date. This loop will continue until all key dates

have been entered.


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

involves creating a diary task. However, if you specified that you want to

create one or more key dates, then you will not be asked to confirm the

limitation date.

To add a limitation date:

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

displayed prompting you to confirm the limitation date.


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

accordingly. The user, subject, and type are pre-completed, but can

be changed.


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

contacts.


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

add any known contacts to the matter and then attach the relevant

contact(s).

To add an additional contact:

1. Under Additional Contacts, set Would you like to attach

additional contacts? to Yes and click Next.


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3. Repeat step 2 until all contacts have been attached.

4. Click Next to complete the task and move on to confirm the risk

check.


The Risk: Financial/Credit screen allows you to confirm that you are happy

with the financial risk on the matter.

To confirm the risk check:

1. Under Risk: Financial/Credit, set Are you satisfied with the level

of financial risk on this matter? to Yes and click Next.

If you choose No, then an email is generated, for sending to a

cashier (or anyone nominated by your firm), which indicates the

concerns about the level of risk on the matter and asks them to

authorise you to proceed.

2. When the Additional Investigation screen opens, confirm if you

require any additional investigation before confirming the instructions.


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To do this, set Is additional investigation required before

confirming instructions? to Yes or No and click Next.

If you choose Yes, then an email is generated, for sending to a

partner, which advises that additional investigation is required prior

to commencing any work and asks them to confirm they are happy

for you to proceed.

If you choose No, then you are prompted to indicate whether you

require a client care letter.

3. Click Next to complete the task and move on to produce a client care

letter.


The Client Care Letter (Rule 2) screen allows you to specify whether you

require a client care letter and then produce the letter itself.

To produce a client care letter:

1. Under Client Care Letter (Rule 2), set Would you like to attach

additional contacts? to Yes.


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If you choose No and click Next, then you have finished and the

Process Complete screen is displayed.

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

following behaviours:

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

if you want to email the client care letter.

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

will be attached to an email ready for sending to the client.

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

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

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

Task Pane. The Client Inception workflow is now complete and the

matter is saved.


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Pause a matter inception task

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

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

are waiting for authorisation regarding the level of risk on a matter. Once

authorisation has been received you can then quickly resume the task and

continue. Tasks can be resumed from the Task List or the Process

Overview.

To pause a matter inception task:

1. In the Task Pane, click Pause.

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

process is paused.


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

.

All paused tasks are shown in the Process Overview with the

Resume workflow icon .

To resume a matter inception task:

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

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

In the Process Overview, click the associated Resume workflow

icon .

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

NOTES

Tasks are paused indefinitely.

Previously entered data is saved.

The Task List is located on the main ALB ribbon.

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

Details screen.

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Advanced Legal

Booths Park 4

Chelford Road

Knutsford

WA16 8GS


Documents

ALB€¦ · 07/01/14 Client Inception: Confirming the conflict check updated with comment regarding validation on Not Set value. 08/01/14 Client Inception: Workflow overview updated