Clients and Cases.indd

Clients and Cases.indd
ProDoc Tech Tip
Using Clients and Cases
The ability to use case files for each client and case is one of the most powerful features of ProDoc. Answers you provide for
clients/cases are automatically saved so you enter data only once for the life of each case. This slashes the time needed to
assemble your documents and reduces data keying errors.
If you fully utilize the Clients and Cases feature, you will save other important client and case information such as address and
contact information on your client. If ProDoc is installed on a network in your firm, entering this data makes it readily available to
anyone on the network.
Additionally, you can inactivate clients and cases to clear out your directory of closed cases. However, since you are inactivating
them and not deleting them, you can quickly reactivate them in the event they come back with a new case or a follow up on an old
case.
1. Adding a New Client
To add a new client and case in ProDoc:
A. Click the Client/Case icon on the ProDoc toolbar as
shown in Figure 1.
Figure 1 - Click the Client/Case Icon to Begin
Figure 2 shows you how the Client/Case Manager window
will appear after you have added several clients and cases.
However, when you first begin, this window will be blank.
B. The functions on this page include:
a. The Now Showing field, Figure 2. A, shows that the
default view is to show only active cases. Clicking the
drop-down arrow displays other options to be covered
later.
Figure 2 - The Client/Case Manager Window
b. The Show Cases button, Figure 2. B, enables you
to simultaneously open all your clients and display the
cases under them.
e. The Update Client button, Figure 2. E, is used for
updating the information for an existing client.
c. The flat expand button, Figure 2. C, opens another
window to the right that enables you to enter details
about the client and/or case.
f. Click the Delete Client button, Figure 2. F, to delete a
client entry. However, in most cases it is probably wiser to
inactivate that client. See Section 4, Managing Clients.
d. The New Client button, Figure 2. D, enables you to
create new client entries.
g. After creating a client you will click the New Case
button, Figure 2. G, to create your new case. The grayed
out Update Case button is only accessible when a current
© 2010 Thomson Reuters Rev 10-8
continued on page 2
1
continued from page 1
Using Clients and Cases
case is highlighted.
To save time, if you wish to copy the client address
information into the Full Envelope Address area, click the
Refresh button.
C. Enter your first client by clicking on the + New Client
button, Figure 2. D. The Client Will be Added window
opens as shown in Figure 3, except that it will be blank. The
Client Information and Case information area to the right
is now viewable because the flat expand button, similar to
Figure 2. C was clicked. Enter as much information as your
care to. Remember that the more information you enter the
more time you can save for everyone since this information
will be so easy to locate.
Be sure to add a Salutation for correspondence.
If you have not renamed your Custom Fields the field labels
will be generic. Enter any information important to the case
that you believe is important. In the last section of this
Tech Tip we will tell you where to find information about
renaming your custom fields.
G. When you are finished, click the OK button. Then click the
New Case button to proceed to Adding a New Case.
2. Adding a New Case
A. Click the New Case button, Figure 2. G. The Case Will Be
Added window, Figure 5, will display.
Figure 3 - The Client Will Be Added Is Now Accessible
D. We suggest that, whenever possible, use the default
setting, Figure 3. A, for the location in which to save the
documents. If your firm has a preferred scheme for saving
completed documents, check the Override Document
Placement box and browse to set your preferred directory.
Figure 5 - The Case Will Be Added Window
B. Fill in the following information as appropriate.
E. After entering the client information, enter the
information in the Correspondence & Phones area.
a. If your firm uses Case IDs, enter the appropriate one
here, as shown in Figure 5. A. The ID must either be blank
or be a unique set of characters for each case.
F. Enter phone information in the Correspondence &
Phones area by clicking the New button. In the window that
appears, select the type of phone and enter the number in
any format you like. Then click the Customer Information
tab, Figure 3. B.
b. The Date field, Figure 5. B, will default to the date you
create the case but you can change it.
c. The Description, Figure 5. C, is the identifier most
often used to select a case for document assembly.
Enter a unique name or phrase in the field. It can be any
word, number or combinations. Common uses are short
descriptions such as Divorce or Estate Planning.
d. Just as with a client, you can designate that the
documents you generate for this case are saved to a
specific directory. Check the box to the left of Override
Document Placement, Figure 5. D, only to override the
default setting for this particular case. You can type in the
path or click the browse button. The Browse for Folder
window will appear; use this to find the desired location.
C. The Filename field (not shown here) is only visible if you
chose in setup to have ProDoc automatically use the form
Figure 4 - Add Client Information in the Custom Fields
© 2010 Thomson Reuters
2
continued on page 3
continued from page 2
Using Clients and Cases
title for filename. Use this field to enter a file name to store
all files for the case. Specifying the filename here prevents
manually typing it for each document assembly session.
the Show Cases button, Figure 7. C opens all clients and
reveales all the cases under each client.
D. To select a case for assembling documents, you can
double-click a displayed case, or click a displayed case,
then press the Enter key or click the Select Case button.
D. Update the Custom Fields for the case by clicking on the
tab, Figure 5. E, if you set these up earlier and wish to enter
appropriate information. The Case Information Will Be
Changed window, Figure 6, will appear.
E. You’ll return to the Starting Document Assembly
window, which now displays the selected client and case.
F. Select the form or forms for assembly, make any
additional necessary choices on the Starting Document
Assembly window, and generate your documents, knowing
that ProDoc will save all data you enter for the next
documents you generate for this case.
4. Managing Clients and Cases
If yours is a busy firm, it does not take long until the Select a
case window is full and the time it takes you to scroll to find
the client irritates you. The temptation is to simply delete
those clients with closed cases.
However, if one of your deleted clients returns with a new
case, or causes you to reopen a formerly “closed” case, you’ll
probably regret having done so. A better choice is to close
the client in ProDoc so you can later activate if necessary.
Figure 6 - Enter Custom Field Information for the Case
E. Fill in the appropriate information in the fields and click
OK to the Client/Case Manager window.
F. You are done and ready to create your documents for the
case so click Close.
A. Close a Client
a. Click the Client/Case icon as shown in Figure 1.
3. Using a Client and Case to Assemble a
Document
b. Click the Update Client button as shown in Figure 2, E.
c. Click the Close Client button, Figure 8, A. on the
Client Information window.
A. Click on the Assemble Document icon on the Quick
Click Menu. This opens the Starting Document Assembly
window, Figure 7. (The overlaid Select a Case window will
not yet be visible.)
Figure 7 - Select the Client and Case
B. Click the Select case button, Figure 7. A, to open the
overlaid Select a case window.
C. Scroll to find the correct client and click the + sign to the
left of the client. The + sign changes to a - sign and reveal
the case(s) created for the client (Figure 7. B). Clicking
© 2010 Thomson Reuters
Figure 8 - Close Client
3
continued on page 4
continued from page 3
Using Clients and Cases
The client has now been moved from active to closed status
and will no longer show on the default list of clients.
B. Reactivate a Client
Just as it was a simple matter to close a client, it is also
simple to reactivate that client.
a. Click the Client/Case icon as shown in Figure 1.
b. Click the drop-down arrow in the Now Showing field
as shown in Figure 2. A.
c. The drop-down will display the categories of your
clients. Click the radio button by Closed Contacts, Figure
9. A.
Figure 10 - Update Closed Client
Figure 9 - Now Showing Closed Clients
The Client/Case Manager window Now Showing field will
display your closed clients.
d. Highlight the client to be re-opened and click the
Update Client button, Figure 10. A.
e. Click the ReOpen Client button on the Client
Information Will Be Changed window, Figure 11, and OK.
Figure 11 - Re-Open Client
f. You will be asked whether you want to reopen only the
client and all cases. Make your selection and finish.
b. Call our Technical Support team at 800 759-5418
5. Additional Resources
c. Call our Training Team at 800-759-5418 for a personal
training session on this topic
For more help with editing case answers and revising finished
documents, you can:
a. Use the training videos available at our web site at
http://tinyurl.com/pd-basic-training
© 2010 Thomson Reuters
4
Was this manual useful for you? yes no
Thank you for your participation!

* Your assessment is very important for improving the work of artificial intelligence, which forms the content of this project

Download PDF

advertising