LexisNexis 4.0 Lexis Affinity Library User manual

Below you will find brief information for Lexis Affinity Library. This guide provides a quick overview of the fundamental features of Lexis Affinity Library. It covers essential tasks such as creating and managing clients, matters, and contacts, as well as navigating the interface and using key functionalities like searching and filtering. With this guide, you can gain a solid foundation for using Lexis Affinity Library to streamline your legal practice.

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Document

Lexis Affinity

Version 4.0

Essentials Workbook

October 2012

Copyright Statement

Burst logo are registered trademarks of Reed Elsevier Properties Inc. and used under license ABN 70 001

This document is commercial in confidence. It is provided for use within the law firm named in this document or the

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All LexisNexis systems, software and services are supplied only under licence in accordance with the terms and conditions set out in published LexisCare Service Arrangements. Copies are available on request.

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1. Lexis Affinity Library Essentials .......................................................................................... 11

2. The Structure of Lexis Affinity Library ............................................................................... 13

3. Lexis Affinity Library Desktop ............................................................................................ 17

3.1 Sign into Lexis Affinity Library .............................................................................................. 17

3.2 My Favourites ....................................................................................................................... 20

3.3 Deleting Programs from My Favourites ............................................................................... 21

3.4 Automatically run programs after Sign-In ............................................................................ 22

3.5 Using Quick Access codes to open Programs ....................................................................... 22

3.6 Create Snapshots ................................................................................................................. 24

3.7 Lock and Unlock Lexis Affinity Library .................................................................................. 25

3.8 Lexis Affinity Library Help ..................................................................................................... 26

3.9 Using Lexis Affinity Help Programs....................................................................................... 27

3.10 Accessing Recently Used Records ........................................................................................ 30

3.11 Grid Displays ......................................................................................................................... 31

3.11.1 Selecting Columns ................................................................................................. 32

3.12 Quick Access Codes .............................................................................................................. 33

3.12.1 Alphabetical List of codes to access Affinity programs......................................... 33

3.12.2 Quick Access Codes by Program Group ................................................................ 36

3.13 Full Text Searching ............................................................................................................... 39

4. Toolbars and Keyboard Shortcuts ..................................................................................... 41

5. QuickCodes ........................................................................................................................ 43

5.1 Create a QuickCode .............................................................................................................. 43

5.2 Print QuickCodes .................................................................................................................. 44

5.2.1 Using QuickCodes ................................................................................................. 44

6. PhoneBook ........................................................................................................................ 45

6.1 Searching for PhoneBook entries ......................................................................................... 45

6.2 PhoneBook Tabs ................................................................................................................... 48

6.2.1 “Contact Details” tab ............................................................................................ 48

6.2.2 Finance tab ............................................................................................................ 50

Essentials Workbook

6.2.3 “Documents” tab .................................................................................................. 51

6.2.4 “Precedents” tab .................................................................................................. 52

6.2.5 “Connections” tab ................................................................................................ 52

6.2.6 “Diary” tab ............................................................................................................ 53

6.2.7 “Notes” tab .......................................................................................................... 53

6.2.8 “Data” tab ............................................................................................................ 54

6.2.9 “Safe Custody” tab ............................................................................................... 54

6.3 PhoneBook Ribbon .............................................................................................................. 55

6.3.1 PhoneBook Editing Ribbon ................................................................................... 55

6.4 Printing ................................................................................................................................ 57

6.4.1 Printing one PhoneBook Entry ............................................................................. 57

6.4.2 Printing all PhoneBook entries ............................................................................. 57

6.4.3 Print Toolbar ........................................................................................................ 58

6.4.4 PhoneBook Selection Screen Ribbon ................................................................... 59

6.5 PhoneBook Filter ................................................................................................................. 60

6.5.1 Using the “Search key” – Starts with option ........................................................ 61

6.5.2 Using the “Search key” – Contains option ........................................................... 61

6.5.3 Search using “Relationships” ............................................................................... 62

6.5.4 Search using “Relationships” and a PhoneBook record ....................................... 62

6.5.5 Search using “State” ............................................................................................. 63

6.5.6 Search using “Extra” tab ...................................................................................... 63

6.5.7 Search using “Include Groups”............................................................................. 65

6.5.8 Search using “Include & Exclude Groups” ............................................................ 65

6.6 Sorting PhoneBook Entries .................................................................................................. 66

6.7 Merging to a Precedent ....................................................................................................... 67

6.8 PhoneBook Filter ................................................................................................................. 70

6.9 Create a Business PhoneBook entry .................................................................................... 73

6.9.1 Simple Search of the PhoneBook ......................................................................... 73

6.9.2 Full Text Search .................................................................................................... 74

6.9.3 Conflict Checker Search ....................................................................................... 76

6.9.4 Create the PhoneBook record .............................................................................. 78

6.9.5 Attaching PhoneBook entries to Groups.............................................................. 82

6.10 Registering a Business Contact for a Client ......................................................................... 83

6.10.1 Creating Diary entry within PhoneBook ............................................................... 89

6.11 Individual PhoneBook entries .............................................................................................. 91

Lexis

Affinity Library

6.12 PhoneBook Creation Fields .................................................................................................. 93

7. Clients ................................................................................................................................ 95

7.1 Display Client ........................................................................................................................ 95

7.2 Client .................................................................................................................................... 96

7.2.1 “Client Details” tab ............................................................................................... 97

7.2.2 “Matters” tab ........................................................................................................ 98

7.2.3 “Finance” tab ........................................................................................................ 98

7.2.4 “Documents” tab ................................................................................................ 100

7.2.5 “Precedents” tab ................................................................................................. 100

7.2.6 “Notes” tab ......................................................................................................... 100

7.2.7 “Safe Custody” tab .............................................................................................. 101

7.3 Client Ribbon ...................................................................................................................... 102

7.4 Printing ............................................................................................................................... 104

7.4.1 Printing details of one client ............................................................................... 104

7.4.2 Printing all Client records .................................................................................... 104

7.5 Client Filter ......................................................................................................................... 105

7.6 Create New Client .............................................................................................................. 107

7.6.1 PhoneBook Groups ............................................................................................. 110

7.7 Client Creation Fields ......................................................................................................... 111

7.7.1 Client Groups / Master Client Groups ................................................................ 114

7.8 Alternate Method of Creating Clients ................................................................................ 115

8. Matters ............................................................................................................................ 117

8.1 Create New Matter ............................................................................................................ 117

8.2 Diary Entry for a Matter ..................................................................................................... 126

8.3 Adding Contacts ................................................................................................................. 128

8.4 Copy Matter ....................................................................................................................... 129

8.5 Associating Matters ............................................................................................................ 133

8.6 Altering the Debtor Contact ............................................................................................... 135

8.7 Display Matter .................................................................................................................... 140

8.8 Matter Information ............................................................................................................ 141

8.8.1 “Matter details” tab ............................................................................................ 141

8.8.2 “Finance” tab ...................................................................................................... 143

8.8.3 “Documents” tab ................................................................................................ 150

Essentials Workbook

8.8.4 “Precedents” tab ................................................................................................ 150

8.8.5 “File Notes” tab .................................................................................................. 150

8.8.6 “Contacts” tab .................................................................................................... 150

8.8.7 “Data” tab .......................................................................................................... 150

8.8.8 “emPower” tab (optional) .................................................................................. 150

8.8.9 “Workflow” tab .................................................................................................. 150

8.8.10 “Safe Custody” tab ............................................................................................. 151

8.8.11 “Research” tab ................................................................................................... 151

8.9 Matter Ribbon ................................................................................................................... 152

8.10 Transactions Ribbon .......................................................................................................... 154

8.11 Printing .............................................................................................................................. 156

8.11.1 Printing a Matter label ....................................................................................... 156

8.11.2 Printing Details of one Matter ........................................................................... 156

8.11.3 Printing all Matters ............................................................................................ 157

8.11.4 Matter Filter ....................................................................................................... 158

8.12 Lexis Affinity Explorer ........................................................................................................ 162

8.13 Complete a Matter ............................................................................................................ 165

8.14 Re open a Completed Matter ............................................................................................ 169

8.15 Archive Matter/s ............................................................................................................... 171

8.15.1 Archive a Single Matter ...................................................................................... 171

8.15.2 Unarchive a Single Matter .................................................................................. 173

Archive Batch ..................................................................................................................... 174

8.15.3 Display Archived Matter..................................................................................... 175

8.15.4 Attaching Box Numbers ..................................................................................... 176

8.15.5 Mailouts for Archived Matters ........................................................................... 177

8.16 Archived Matters Menu and Ribbon ................................................................................. 178

8.16.1 Functions on Archived Matters Menu ............................................................... 178

8.16.2 Archived Matters Ribbon ................................................................................... 179

8.16.3 Archived Matter Filter ........................................................................................ 181

9. Diary .................................................................................................................................185

9.1 Diary Events ....................................................................................................................... 185

9.2 Diary Jurisdictions .............................................................................................................. 186

9.3 Diary Locations .................................................................................................................. 186

9.4 Diary................................................................................................................................... 187

Lexis

Affinity Library

9.4.1 “Daily” tab ........................................................................................................... 187

9.4.2 Altering the Display of the Daily Diary ................................................................ 188

9.4.3 Moving to other dates ........................................................................................ 192

9.4.4 Clash Warnings ................................................................................................... 192

9.4.5 Create a Diary Entry ............................................................................................ 193

9.5 Converting a Diary Entry to a Fee Entry ............................................................................. 196

9.6 Meetings............................................................................................................................. 197

9.6.1 Recurring Diary Entries ....................................................................................... 200

9.7 Phone Messages ................................................................................................................. 203

9.8 Tasks ................................................................................................................................... 204

9.9 Diary Views ......................................................................................................................... 205

9.9.1 Work Week ......................................................................................................... 205

9.9.2 Weekly ................................................................................................................ 206

9.9.3 Monthly ............................................................................................................... 206

9.9.4 Custom View ....................................................................................................... 207

9.9.5 Time Line View .................................................................................................... 208

9.9.6 List ....................................................................................................................... 209

9.9.7 Export to CSV or Excel ......................................................................................... 209

9.10 Options ............................................................................................................................... 210

9.10.1 “Diary Filter” tab ................................................................................................. 210

9.10.2 “Diary Group” tab ............................................................................................... 213

9.10.3 “Diary Columns” tab ........................................................................................... 213

9.10.4 “Calendar” tab .................................................................................................... 214

9.10.5 “Task Filter” tab .................................................................................................. 216

9.10.6 “Task Columns” tab............................................................................................. 217

9.10.7 “Reports” tab ...................................................................................................... 218

9.11 Diary Groups and Filters ..................................................................................................... 218

9.11.1 Diary Groups ....................................................................................................... 219

9.11.2 View Diary Entries for a Diary Group .................................................................. 222

9.11.3 Diary Filters ......................................................................................................... 223

9.12 Diary Reports ...................................................................................................................... 225

9.12.1 Combined Diary & Task Report ........................................................................... 225

9.12.2 Combined Diary & task (based on current filter settings) .................................. 228

9.12.3 List View .............................................................................................................. 228

9.12.4 Event Report ....................................................................................................... 228

Essentials Workbook

9.13 Diary Ribbon ...................................................................................................................... 229

9.14 Resources .......................................................................................................................... 230

10. emPower Precedents .......................................................................................................231

10.1 Attaching a Precedent Module to a Matter ...................................................................... 231

10.2 Changing the Precedent Module attached to a Matter .................................................... 232

10.3 Entering Data ..................................................................................................................... 233

10.4 View Precedents and Generate Documents ..................................................................... 237

10.4.1 View a Precedent ............................................................................................... 237

10.5 Generating Documents...................................................................................................... 238

10.6 Merging a Power Pack ....................................................................................................... 239

10.7 Merging Several Documents ............................................................................................. 241

10.8 Multi emPower Documents ............................................................................................... 242

10.9 Merging a Security Document ........................................................................................... 243

10.10 Merge Options ................................................................................................................... 244

10.11 Filter ................................................................................................................................... 246

11. DataForms ........................................................................................................................247

11.1 Matter DataForms ............................................................................................................. 247

11.2 DataForm Collections ........................................................................................................ 248

11.3 Entering Details into a DataForm ...................................................................................... 249

11.4 Multi-Instance DataForms ................................................................................................. 253

11.4.1 Remove a DataForm Instance ............................................................................ 256

11.5 Additional Information ...................................................................................................... 257

12. Lexis Affinity Precedents ..................................................................................................259

12.1 Displaying Precedents on a Matter ................................................................................... 259

12.2 Generating a Document for a Matter ................................................................................ 260

12.3 Generating an Email Precedent ......................................................................................... 261

12.4 Generating Documents for Multiple Records ................................................................... 263

12.4.1 PhoneBook Mail Merge...................................................................................... 263

13. Softdocs Precedents ........................................................................................................269

13.1 Matter Creation and Data Entry ........................................................................................ 269

13.2 Generating Documents from Softdocs Precedents ........................................................... 272

13.3 Including HotDocs Data in Conflict Checking .................................................................... 279

Lexis

Affinity Library

14. Document Management ................................................................................................. 283

14.1 Lexis Document Toolbar in Word ....................................................................................... 283

14.2 Saving Documents .............................................................................................................. 284

14.3 Save As PDF ........................................................................................................................ 288

14.4 Save As Version .................................................................................................................. 288

14.5 Display / Open Documents................................................................................................. 289

14.6 Tabs and Toolbar ................................................................................................................ 293

14.7 Column Layout ................................................................................................................... 294

14.7.1 Column Headings ................................................................................................ 294

14.7.2 Modifying the Column Layout ............................................................................ 295

14.8 Add, Modify and Delete Entries ......................................................................................... 298

14.9 Filters .................................................................................................................................. 304

14.10 Full Text Searching ............................................................................................................. 307

14.11 Print Documents in Microsoft Word .................................................................................. 309

14.12 Versions .............................................................................................................................. 311

14.13 Compare Documents.......................................................................................................... 319

14.14 Document Folders .............................................................................................................. 324

14.15 Saving Emails from Outlook ............................................................................................... 326

14.16 Saving Emails and Attachments ......................................................................................... 327

14.17 Saving Emails Received ...................................................................................................... 334

14.17.1 Saving Multiple Messages ................................................................................... 335

14.17.2 Working Offline in Outlook ................................................................................. 335

14.17.3 Saved Email Files ................................................................................................. 335

14.17.4 Deleting Emails in Outlook .................................................................................. 336

14.17.5 Duplicate Emails .................................................................................................. 336

14.18 Displaying the "Saved" Column in Outlook ........................................................................ 337

14.19 Displaying Emails in Lexis Affinity Library .......................................................................... 339

14.20 Displaying Messages using Filters ...................................................................................... 339

14.21 Auto-Profiling of Emails ...................................................................................................... 341

14.21.1 The Lexis Email Toolbar – New Messages .......................................................... 341

14.21.2 Associating a New Email Message with a Matter ............................................... 341

14.21.3 Associating a New Message with a Phonebook Record ..................................... 343

14.21.4 Automatically Saving Received Emails ................................................................ 344

14.22 Attaching Documents to Emails ......................................................................................... 345

14.23 Scanning your Inbox ........................................................................................................... 345

Essentials Workbook

15. Tasks .................................................................................................................................347

15.1 Task List in the Matter Window ........................................................................................ 348

15.1.1 Task Actions ....................................................................................................... 349

15.2 Attaching a Workflow or Procedure .................................................................................. 363

15.2.1 Displaying Tasks by Workflow Group ................................................................. 365

15.3 Customising Column Display ............................................................................................. 366

15.3.1 Column Headings ............................................................................................... 367

15.3.2 Sorting Columns ................................................................................................. 368

15.4 Filter ................................................................................................................................... 369

15.4.1 Filter Equal To .................................................................................................... 370

15.4.2 Filter by Date ...................................................................................................... 370

15.4.3 Clearing and Restoring the Filter Settings .......................................................... 371

15.4.4 Saved Filter Settings ........................................................................................... 371

15.4.5 Changing a Saved Filter ...................................................................................... 372

15.4.6 Deleting a Saved Filter ....................................................................................... 373

15.4.7 “Options” Tab ..................................................................................................... 373

15.5 Viewing Tasks from Diary .................................................................................................. 375

15.5.1 Column Layout ................................................................................................... 376

15.5.2 Filtering Tasks in the Daily View ......................................................................... 377

15.6 Task List ............................................................................................................................. 380

15.6.1 Filter on Task List ................................................................................................ 380

15.7 Custom Tasks ..................................................................................................................... 381

15.7.1 From Diary .......................................................................................................... 381

15.8 Task Reminders.................................................................................................................. 382

15.8.1 Checking for Task Reminders Manually ............................................................. 383

15.8.2 Options for Task Reminders ............................................................................... 383

16. LexisNexis Research Services ...........................................................................................385

16.1 Launch Research from Matters ......................................................................................... 385

16.2 Fee Sheet Entries ............................................................................................................... 388

16.2.1 Setting up Options for Fee Sheet ....................................................................... 388

16.3 Save Research Links ........................................................................................................... 391

16.4 Launching Research from a Workflow Task ...................................................................... 392

16.5 Display all Research Links .................................................................................................. 393

Lexis

Affinity Library

17. On-line Searches via Espreon .......................................................................................... 395

17.1 Searches via the B2B Gateway ........................................................................................... 395

17.2 Search Order Toolbar ......................................................................................................... 402

17.3 Search Status ...................................................................................................................... 402

17.4 Disbursement Recovery Status .......................................................................................... 403

17.5 Other Functions .................................................................................................................. 404

17.6 Espreon Web Site ............................................................................................................... 405

17.6.1 Saving Search Results from the Espreon Web Site ............................................. 407

Essentials Workbook

Lexis

Affinity Library

1. Lexis Affinity Library Essentials

This course is designed for system administrators, WP supervisors, accounts supervisors and Lexis Affinity operators who need to understand the day-to-day functions of the Lexis

Affinity Library database.

The Essentials course introduces the attendee to Lexis Affinity Library, and its daily administration procedures.

The course is designed as an introductory level course for staff who are new to the use of the Lexis Affinity Library software in a law office.

Topics covered in this course include:



Customising the Lexis Affinity desktop



PhoneBook entries



Clients and matters



Creating WP export files of PhoneBook entries and clients.



Using filters

Notes

Essentials Workbook

Lexis

Affinity Library

2. The Structure of Lexis Affinity Library

Lexis Affinity Library offers a complete and integrated approach to Law Office

Management.

The Lexis Affinity Library system uses a set of related tables to maintain a complete picture of your practice. These tables are just like a set of card files in which information is recorded in an orderly fashion. Understanding the tables behind Lexis Affinity Library will help you use the system in a more powerful way to accomplish your goals.

PhoneBook

This is the core of Lexis Affinity Library. The PhoneBook should contain the names and addresses of all the people or companies with whom your firm deals. This includes

Clients, Employees, Prospects, Debtors and other parties such as; Other Solicitors, Real

Estate agents, Barristers, Doctors, and Creditors. The integrity of the data in the

PhoneBook is vital to your practice. The PhoneBook also allows you to record relationships between people or companies in the PhoneBook, such as associated companies, employee relationships and Directorships.

The PhoneBook is also your marketing database and therefore can include potential clients or anyone who you want included in your marketing mail outs. The PhoneBook includes the ability to create mail merge documents for all or selected contacts in the

PhoneBook.

Clients

Clients are a sub-set of the PhoneBook. Client information is stored in two places

(referred to as Tables) in Lexis Affinity Library. Client names and addresses are stored in the PhoneBook and client account balances are stored in the Client record. Although all of the client information can actually be entered in the Client record (so that it is easy to create a new client entry in one place), the name and address details are stored in, and can be accessed through, the central PhoneBook.

This makes it easy for staff to look up any name and address in the PhoneBook, regardless of whether they are looking for a client’s telephone number or that of another party.

Matters

Once a client has been created in the system, you are able to create matters for the client.

Attributes of the matter, such as the Partner, the Controller and the Author and the matter type are all defined in separate files (or tables).

The matter file records information such as matter number, description of the matter and links to other parties. Other party details are kept in the PhoneBook with all other names and addresses. In addition, the matter file records the various ledger balances such as

Fees, Debtors, Billed Fees and Trust.

Other associated variables can be recorded for matters of a particular type. For example - the exchange date for a conveyancing matter or the date of marriage for a family law matter.

Essentials Workbook

SafeCustody

Details of Packets held and the contents of those packets (Packet Items) are recorded and can be accessed by Client or Matter. Lexis Affinity Library also records details of the Date

Lodged, Location, Borrower, Date Borrowed and date due for Return, Returned Date,

Review Date, and Release to details.

Transactions

Transactions include fee entries, cheques, receipts, bills and journals. They are posted to matters and General Ledger Accounts immediately. Matter, Client and GL Account balances are automatically updated and are therefore always up to date.

Diary

Diary includes the details of appointments, reminders and telephone messages..

Documents

Details of documents recorded against this matter.

Reporting

Lexis Affinity Library comes with an extensive range of reports. Prior to Version 3, reports were available in QuickReport format. From Version 3 onwards, some Lexis Affinity reports are available in DevExpress format, which allows users to copy and modify Lexis

Affinity reports and to create their own reports (subject to a licence agreement). You can also create your own reports by using third party products such as Excel, Access and

Crystal Reports.

The general structure of Lexis Affinity Library is shown in the following diagram.

Lexis

Affinity Library

CLIENTS

Matters

Safe

Custody

PHONEBOOK

EMPLOYEES

Diary

Word Processing

Documents

CREDITORS

Transactions

General Ledger

REPORTS

Access Excel Affinity

Transactions

Crystal

Page 15

Notes

Essentials Workbook

Lexis

Affinity Library

3. Lexis Affinity Library Desktop

Access to Lexis Affinity Library is by double-clicking on the Lexis Affinity Library icon on your Windows Desktop and signing in as a User.

The Lexis Affinity Library Desktop will display and you can select individual applications by double clicking on the relevant icon.

The icons that appear on the Desktop will vary from User to User. This reduces the number of icons that appear on most Desktops and makes Lexis Affinity Library easy to navigate.

The applications available to a User are determined by the Lexis Affinity Library

Administrator.

3.1 Sign into Lexis Affinity Library



Hands on

In this exercise you will sign into Lexis Affinity Library as YSR (Password is YSR). YSR has the highest level of Security and access to all applications, to ensure all relevant aspects of

Lexis Affinity Library can be used during the training.

In your office, there is usually only one person (the Lexis Affinity Library Administrator) who has access to every application.

1. Double Click the Lexis Affinity Library icon

The Lexis Affinity Library Sign-In screen will display:

2. User ID YSR

3. Password YSR

4. Database Select the appropriate Database

5. Click on [OK]

Press <ENTER>

The Lexis Affinity Library Desktop appears.

(The password is not case sensitive.)

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Page 18

Menu Toolbar

This group of programs is common to all Lexis Affinity Library users.

File

Select Exit, Lock, Set Date, or Check for Task Reminders.

Utilities

Select User Options, Password Change, Postcode Search or QuickCodes.

Help

Select Help to go to Lexis Affinity Help, the LexisCare Home Page, emPower

Precedent Update Site, run a System Check (if enabled), log a Helpline Call, display the Version & Build number, the number of licensed users and the number of used licences and the oracle version details.

Application Toolbar

This gives direct access to PhoneBook, Clients & Matters and Safe Custody and Research (if licensed).

Global Navigation Toolbar

These are the main headings of the various groups of programs of Lexis

Affinity Library. Each group opens to display further sub groups. Individual programs can be accessed by a double click or by pressing the F9 key to access the shortcuts for each program.

My Favourites

This is user definable to allow quick access to the most often used programs.

Lexis

Affinity Library

Help Details The details displayed here are either the standard LexisNexis Helpline details or can be customised for your individual firm. (Select System |

General.)

Snapshots pane

This is a user definable area. Users can “snapshot” a particular PhoneBook entry, Client, Matter or Report. They are accessed by a double click.

Quick Access Code search

Users can quickly access the Affinity programs by entering the code for the program.

Search

Users can search the database, documents and programs.

Essentials Workbook

3.2 My Favourites

When you first sign into Lexis Affinity, the “My Favourites” pane displays. You can add frequently used programs to this pane so that they are easily accessible and you do not need to remember which group they belong to.

Once a program is in “My Favourites”, you can select to “Run after Sign in” and that program will automatically open when you log in.



Hands on

In this exercise you will add three programs to My Favourites.

1. Open Transactions | Cheques

2. Right click on the Cheque Requisitions icon and select Add to My Favourites

3. Repeat this for Fees & Billing | Fees | Fee Sheet and

Fee List

The selected icons will now be in My Favourites.

4. Open My Favourites to display the icons

Open Programs from My Favourites



Hands on

In this exercise you will open each application. You can have more than one program open and minimised at the same time.

1. Open each application and minimize each one

The application names will display on the Taskbar at the bottom of the screen.

Switching between programs

You can switch between open programs on the Affinity desktop by pressing Ctrl+Tab to move forward or Ctrl+Shift+Tab to move backward.

When you press Ctrl+Tab, the dialog box shown below appears with the icons for each open program. As each program is selected the caption displays the name of the program.

Lexis

Affinity Library

Butterfly

This represents the Affinity desktop. When you select this icon, all the currently opened programs within Affinity are minimised and the Affinity desktop is displayed.

2. Select each program and maximize it

Close Programs



Hands on

In this exercise you will close each application.

3. When each application is maximized, close each one

There are several ways to close a screen:

 Click on the X in the top right hand corner

 <ALT + F4>

 Click on the icon in the top left hand corner and click on Close

Some screens have a “File” option on the Menu Bar.

In this case, you can:

 File | Exit

 <ALT +F> X

3.3 Deleting Programs from My Favourites



Hands on

1. Open My Favourites

2. Right click on the Cheque Requisitions icon and select Delete

The icon will then be removed from My Favourites.

Essentials Workbook

3.4 Automatically run programs after Sign-In

It is possible to have certain programs automatically open when you sign into Lexis

Affinity Library.



Hands on

In this exercise you will flag the Fee Sheet to be opened after signing in.

1. Right click Fee Sheet in My Favourites

2. Select Run after Sign-In

3. Sign out of Lexis Affinity Library

4. Sign into Lexis Affinity Library using the same User and Password as before

You will see the Fee Sheet has opened.

5. Close the Fee Sheet

To remove programs from “Run after Sign-In”

6. Right click the Fee Sheet icon and remove the tick against Run after Sign-In

3.5 Using Quick Access codes to open Programs

A quick way to open programs within Lexis Affinity is to use the Quick Access codes.

This is particularly useful to users who prefer to use the keyboard rather than the mouse.

Each program has the shortcut code included in brackets after the Tool Tip.

A complete list is provided by clicking here.

For example – the Shortcut for the Fee Sheet is FEES.

Page 22

You can press F9 from the Lexis Affinity desktop or any non-modal program.

(Non-modal programs are those that let you continue to work elsewhere in the application while the original program is displayed.)

Lexis

Affinity Library



Hands On

In this exercise you will open the Fee Sheet, using the Quick Access code.

1. On the Lexis Affinity Desktop, press the F9 key

A dialog screen will open:

The default location for this dialog screen is the very top right hand side of the desktop screen.

You can click and drag it to another location and it will stay there until you move it again.

2. Enter the code – FEES - in the text box.

As you type the code, the first code that matches the text you entered will be selected automatically.

3. Once Fee Sheet is selected, press Enter

The Fee Sheet will display.



TIP: To hide the Quick Access code dialog box

Press Esc or click anywhere within Lexis Affinity, outside of the dialog box.

To view the list of Codes

Press F9 and click on the drop down list to view all the Quick Access codes.

The drop-down list displays all the available codes, including their description, in alphabetical order.

The complete list of codes is available at the end of this chapter. There is an Alphabetical

List and a list by Program group.

Essentials Workbook

3.6 Create Snapshots

Direct links to PhoneBook entries, particular clients and matters, and reports, can be placed on the Snapshots pane.



Hands on

In this exercise you will create a snapshot for a Matter.

1. Select Matters from the Applications Toolbar to display the Matter Selection screen.

2. Double-click on the first matter to display the details for that matter.

3. Click on the Snapshot button.

Press F10

The selected matter will now be in the Snapshots pane.

4. Close the Matter screen

In this case you can use File | Exit or <ALT + F> X

NOTE: To remove a Snapshot item, select it, right click and select Delete.

Lexis

Affinity Library

3.7 Lock and Unlock Lexis Affinity Library

You can lock Lexis Affinity Library if you need to leave your desk and do not want to close the program that you currently are working in. This will hep to prevent unauthorised suers accessing Affinity.

Lock Lexis Affinity Library



Hands on

1. Open Matters from the Application toolbar

2. Open any matter

3. On the Menu Toolbar, select File | Lock

This will minimize any open programs and lock the Lexis Affinity Library application.

4. Unlock Lexis Affinity Library by entering the Password and click on [Unlock]

(The same as when you signed in)

5. Maximise the Matter screen by clicking on the matter icon on the Taskbar (at the bottom of the screen)

6. Close the Matter screen

NOTE: Clicking on [Exit] will close Affinity.

Essentials Workbook

3.8 Lexis Affinity Library Help

The Help button on the Menu Toolbar gives you access to the following:

Lexis Affinity Help

Launches the Help programs for Lexis Affinity. This provides access to a summary page of “What’s New”, the Enhancement Notice for the current version of Lexis Affinity and access to the Essentials, Operations and

Administrator Workbooks. The “User Reference” selection provides access to DataForms and Precedents, Workflow, Scripting,, Investments and Safe

Custody Reference material and End of Financial Year Instructions.

LexisCare Home Page

Launches the LexisCare Service Centre web site. http://service.locus.com.au/Helpline/jsp/Client/Login.jsp

emPower Precedent Update Site

Launches the Lexis emPower UpdateSite. http://service.locus.com.au/UpdateSite/jsp/Client/Login.jsp

System Check

Launches the System Check program.

Log a Helpline call

Launches the LexisCare Service Centre web site. http://service.locus.com.au/Helpline/jsp/Client/Login.jsp

About

Displays information about:

The Version and Build number of the software.

The Current users - ie the number of users in the system.

Concurrent user licences – ie the maximum number of users allowed in the system at any one time.

The Oracle versions.

Lexis

Affinity Library

3.9 Using Lexis Affinity Help Programs

You can access Lexis Affinity Help via Help | Lexis Affinity Help on the Affinity main menu, or by pressing [F1] from most programs within Lexis Affinity.

The Summary page “What’s New” will be opened.



Hands on

In this exercise you will access the Help program and explore some of the information contained within.

1. On the Affinity Desktop select Help and select Lexis Affinity Help

Press [F1]

The Summary page of “What’s New” will be displayed.

The screen will look similar to the one below:

More information about each feature can be accessed by clicking on the hyperlink – here .

Essentials Workbook

Another menu displays providing access to information on the new reporting features.

2. Click on [Back] at the top left of the screen

“Contents” tab

From here you can open each section- for example the Enhancement Notice for the current Version of software. You can click on to open each Chapter heading and see the topics included in each chapter.

“Index” tab

This will display all the “headings” from the source documents.

“Search” tab

This tab provides access to the search capabilities in Lexis Affinity help.

Lexis

Affinity Library

Searching within Help



Hands on

In this exercise you will use the Search programs to locate various pieces of information.

1. Select the “Search” tab

2. In the “Search” field type ‘Fee’ and click on [List Topics] or press [Enter]

The left hand side of the screen will now contain a list of the topic titles where the word “Fee” is used.

3. Click on [Display]

The right hand side of the screen now displays the selected page of information and the word ‘Fee’ will be highlighted.

You can refine the search options to reduce the list of results.

Example Result

fee fee sheet

“fee sheet” fee*

Will return all topics containing the word “fee”.

Will return all topics containing either of the words “fee” and

“sheet”.

Will return topics containing the phrase “fee sheet”. ie Use quotes around the search text to search for phrases.

Will return all topics containing the word “fee” and words that start with “fee” (for example: feeling, feeble etc).

You can also use wildcards at the beginning of the search text. fee OR sheet Will return all topics containing the words “fee” or “sheet”. fee NOT list Will return topics which contain the word “fee” but not the word “list”. fee NEAR sheet “NEAR” is used to find words which aren’t necessarily together but are near each other.

NOTE: searching Help files is not case sensitive. (you do not need to type ‘or’, ’not’ or ‘near’ in upper case.)

Search Options

Search previous results

Refines your search by only searching the topics returned by your previous search.

Match similar words

This finds all occurrences of the given word with common suffixes.

For example, “run” will return “running” and “runner” but not “runtime”.

Search titles only

This searches only the topic titles and not the text within each topic.

Essentials Workbook

3.10 Accessing Recently Used Records

The down arrows beside PhoneBook, Clients, Matters and Safe Custody on the Application

Toolbar gives you a quick way to access the last PhoneBook, Client, Matter or Safe

Custody Packet opened. The number of entries that appear in this list is set in the

Employee record.



Hands on

1. Click on the PhoneBook down arrow to see the latest PhoneBook entries accessed.

2. Click on one of the PhoneBook entries in the drop-down list to open the PhoneBook with that record displayed

3. Close the PhoneBook screen

Lexis

Affinity Library

3.11 Grid Displays

The Grids in Lexis Affinity can be customized to suit your preferences.



Hands On

In this exercise you will open the PhoneBook listing to review how to change the grid displays. Many of these features are available throughout Lexis Affinity.

1. Open the PhoneBook listing by clicking on the PhoneBook icon on the Application toolbar

The PhoneBook Selection screen displays similar to the one shown below:

Features of the Grids

Checkboxes

You can select one or multiple entries by clicking in the column.

A tick indicates that the item is selected.

Where a right click menu is available, right clicking will automatically place a tick in the checkbox.

On the right click menu or drop down menus, such as for the Word icon–

‘Current’ is any entry that is highlighted.

‘Selected’ is any item/s that are ticked.

‘All” is all items displayed.

Column Width

Lexis Affinity has preset column widths.

You can change the width of all columns by clicking on the separator and dragging it to the right or left.

This change will be retained until you change it.

Essentials Workbook

Columns displayed

Lexis Affinity has preset columns that are displayed.

You can change the columns that are displayed on the “Columns” tab.

This change will be retained until you change it.

Order of the data

You can change the order of the data that is displayed, by clicking in the header of the column. The first click will sort in ascending order and display a small arrow head pointing up. A second click will reverse the order and display a small arrow head pointing down.

You can sub-sort by clicking one column and then holding the CTRL key and clicking again in a second column.

This change will be retained until you change it.

3.11.1 Selecting Columns

Many programs within Lexis Affinity use a standard Column Selection window. An example is shown below:

Page 32

The “Hidden” column displays the list of available columns for the program.

You can select additional columns to be displayed by highlighting them in the “Hidden” column and clicking on [Display]. Clicking on [All >] will move every column to the

“Displayed” column.

The “Displayed” column displays the columns that have been selected and the order in which they will be displayed.

You can remove columns from the display by highlighting them and clicking on [Hide] or remove them all by clicking on [< All].

Note that you cannot display a grid with no columns selected – Lexis Affinity will revert to the default columns if you do not select any.

[Restore Defaults] reverts the column display to the default Affinity selection.

Lexis

Affinity Library

3.12 Quick Access Codes

3.12.1 Alphabetical List of codes to access Affinity programs

AutoGen

Bank Deposit Query

Bank Deposits

Bank EFT

Bank EFT Query

Bank Reconciliation

Banks

Bill Credit Note Types

Bill Credit Notes

Bill Discount Rate

Bill Journal

Bill Templates

Billing Plan

Bills

Branches

Budget and Cost Dist.

Calendar

Calendar Registration

Cheque Creation

Cheque Present

Cheque Requests (List)

Cheque Requisitions

Cheques

Program

Program

Accounting Options

All Matters Search

Archival

Archive Batch

Archive Requests

Archive Retrieval Req’s

Archived Matters

Auto Billing

CALR

CHQC

CHQP

CHQR

CHQRC

CHQ

Code

BJRNL

BTEMP

BPLAN

BILL

BRNCH

BCD

CAL

DEP

EFT

EFTQ

BREC

BANK

BCNT

BCN

BDR

Code

ACC

ALLMT

ARC

ARCB

Program

Client Creation

Client Groups

Client Industry Class’ns

Clients

Code

CLC

CLG

CLIC

ARCR

ARCRR

ARCM

Code Rules

Collection Plans

Conflict Checker Audit

CODE

COLL

CCA

AB Conflict Checker

Maintenance

CCM

AUTOGEN Conflict Checker System

DEPQ Conflict of Interest Checker

CCS

CCI

Countries

Creditor Creation

Creditor Groups

Creditor Payment Run

Creditors

Crimson Logic

DataForm Collections

DataForm Fields

DataForms

Debtors Letter Templates

Diary

Diary Entry

Diary Events

Diary Jurisdictions

Diary Locations

Document Management

Document Mgt Admin

Document Types

Employee Transfer Batch

Employees emPower System

Program

DMA

DOCT

EMPTB

EMP

EPOW

Code

COUNT

CREDC

CREDG

CREDPAY

CRED

CRIM

DFC

DFF

DRLET

DRY

DRYENT

DRYE

DRYJ

DRYL

Essentials Workbook

Program

Entities

Explorer

Fee Batch Entry

Fee Creation

Fee List

Fee Rate Codes

Fee Revaluation

Fee Sheet

Fee Templates

Fee Types

Foreign Currencies

Foreign Currency

Exchange Rates

Foreign Currency Revaluation Journals

FEETY

FCEX

FCRJ

Foreign Currency

Translation Journals

Future Budgets

General Ledger

Import Investment

Interest

Institution Creation

FCTJ

FUTBDGT

INVINT

INSTC

Institutions

Investment Commission

Plan

Investment Journals

INST

INVCOM

Investment Receipt

Creation

INVJNL

INVRC

Investment Receipts INVR

Investment Register Types INVRT

Investment Terms

Investments

Journals

Lawpoint Interface

Lock Dates for Entities

Matter & Client Import

Listener

INVT

INV

JRNL

LAWP

LOCK

IMPLST

Code

ENT

EXP

FEEB

FEEC

FEEL

FEERC

FEEREV

FEES

FEETE

Program

Matter Journals

Matter Party Role

Matter Team Role

Matter Types

Matters

Monitor Import

Name Labels

On-Line Search

Petty Cash Disbursement

Journal

PhoneBook

PhoneBook Creation

PhoneBook Groups

PhoneBook Relationship

Dictionary

Postcodes

Precedent Categories

Precedents

Procedures

Receipt Creation

Receipts

Reports

Resource Booking

Resource Registration

PBC

PBG

PBR

POSTC

PRECC

PREC

PROC

RECC

REC

REPT

RESB

RESR

Safe Custody Item Types

Safe Custody Letter Template

Safe Custody Relationships

Safe Custody Search

Scripts

Service Tax Payment

Settlement Adjuster

Softlog Import

SCIT

SCLT

SCR

SCPT

STAXP

SETT

SOFT

Code

MTJNL

MTPR

MTROL

MTYP

MON

NAME

SRCH

PCASH

Lexis

Affinity Library

Program

Sounds

States

Task List

Tax Types

Team

Code

SNDS

STAT

Sundry Batch Entry SUNDB

Sundry Creation

Sundry Import Errors

SUNDC

SUNDIE

Sundry Interface SUNDI

Sundry Invoice Interface SUNDINV

Sundry List

Sundry Types

System

System Check

SUND

SUNDTY

SYS

SCHK

TASK

TAXT

TEAM

Program

Team Registration

Transfer Fees Disbs and

Sundries

Transit Register

Code

TEAMR

TFRFDS

TRANR

Trust Journals

Withholding Tax Rates

WordLink Field Builder

Workflow Area

TRSTJ

TAXW

WLFB

WFLOW

Write Off Disbursements

Write Off Trust

WOD

WOT

Write Off Trust Disbursements WOTD

Write Off Unbilled Fees,

Disbursements & Sundries

WOUB

Write Offs WO

Year End YEAR

3.12.2 Quick Access Codes by Program Group

Program

AutoGen

Cheque Creation

Cheque Requests (List)

Cheque Requisitions

(Create)

Cheques

Creditor Creation

Creditor Groups

Creditor Payment Run

Creditors

Crimson Logic

Import Investment

Interest

Institution Creation

Institutions

Investment Commission

Plan

Investment Journals

Essentials Workbook

Code

AUTOGEN

CHQC

CHQR

Program

Transactions

Matter Journals

Monitor Import

CHQRC

Petty Cash Disbursement

Journal

Receipt Creation

CHQ

CREDC

CREDG

CREDPAY

CRED

CRIM

INVINT

INSTC

INST

INVCOM

INVJNL

Receipts

Service Tax Payment

Softlog Import

Sundry Batch Entry

Sundry Creation

Sundry Import Errors

Sundry Interface

Sundry Invoice Interface

Sundry List

Sundry Types

Transfer Fees Disbs and

Sundries

Transit Register

Code

MTJNL

MON

PCASH

RECC

REC

STAXP

SOFT

SUNDB

SUNDC

SUNDIE

SUNDI

SUNDINV

SUND

SUNDTY

TFRFDS

TRANR Investment Receipt

Creation

INVRC

Investment Receipts INVR

Investment Register Types INVRT

Investments

Investment Terms

Journals

Lawpoint Interface

INV

INVT

JRNL

LAWP

Trust Journals

Write Off Disbursements

Write Offs

Write Off Trust

TRSTJ

WOD

WOT

Write Off Trust Disbursements WOTD

Write Off Unbilled Fees,

Disbursements & Sundries

WOUB

Lexis

Affinity Library

Program

Diary

Diary Events

Diary Entry

Diary Jurisdictions

Diary Locations

Document Mgt

Document Mgt Admin DMA

Document Types DOCT emPower System EPOW

On-Line Search SRCH

Auto Billing

Bill Credit Notes

Bill Credit Note Types BCNT

Bill Discount Rate BDR

Billing Plan BPLAN

Bill Journal

Bills

Bill Templates

Collection Plans

Debtors Letter

Templates

Code

DRY

DRYE

DRYENT

DRYJ

DRYL

Program

Case Management

Precedent Categories

Precedents

Procedures

Resource Booking

Resource Registration

Scripts

BCN

BJRNL

BILL

BTEMP

COLL

DRLET

Settlement Adjuster

Task List

WordLink Field Builder

Workflow Area

Fees & Billing

Fee Batch Entry

Fee Creation

Fee List

Fee Rate Codes

Fee Revaluation

Fee Sheet

Fee Templates

Fee Types

Payment Plan Templates

Accounting Options

Bank Deposit Query

Bank Deposits

Bank EFT

Bank EFT Query

Code

PRECC

PREC

PROC

RESB

RESR

SCPT

SETT

TASK

WLFB

WFLOW

FEEB

FEEC

FEEL

FEERC

FEEREV

FEES

FEETE

FEETY

PPLAN

ACC

DEPQ

DEP

EFT

EFTQ

Financial Maintenance

Foreign Currency Re-val Jnls FCRJ

Foreign Currency Trans Jnls FCTJ

Future Budgets

General Ledger

Lock Dates for Entities

FUTBDGT

LOCK

Bank Reconciliation

Banks

BREC

BANK

Budget and Cost Distn BCD

Cheque Present

Foreign Currencies

CHQP

Foreign Currency Rates FCEX

Reports

System Check

Tax Types

Withholding Tax Rates

Year End

REPT

SCHK

TAXT

TAXW

YEAR

Essentials Workbook

Program

All Matters Search

Archival

Archive Batch

Archived Matters

Branches

Calendar

Calendar Registration

Code Rules

Countries

Entities

Code

ALLMT

ARC

ARCB

ARCM

Program

Database

Employees

Employee Transfer Batch

Explorer

Matter & Client Import

Listener

Matter Party Role

Matters

Code

EMP

EMPTB

EXP

IMPLST

Archive Requests ARCR

Archive Retrieval

Requisitions

ARCRR

Client Business Sources CLBS

Client Creation CLC

Client Groups

Client Industry

Classifications

Clients

CLG

CLIC

Conflict Checker Audit CCA

Matter Team Role

Matter Types

PhoneBook

PhoneBook Creation

MTPR

MTROL

MTYP

PBC

Conflict Checker

Maintenance

CCM

Conflict Checker System CCS

Conflict of Interest

Checker

CCI

DataForm Collections

DataForm Fields

DataForms

DFC

DFF

PhoneBook Groups

PhoneBook Relationship

Dictionary

Safe Custody Item Types

Safe Custody Letter Template

Safe Custody Relationships

BRNCH

CAL

CALR

CODE

COUNT

ENT

Safe Custody Search

Team

Team Registration

System Settings

Name Labels

Postcodes

Sounds

States

System

PBG

PBR

SCIT

SCLT

SCR

TEAM

TEAMR

NAME

POSTC

SNDS

STAT

SYS

Lexis

Affinity Library

3.13 Full Text Searching

The Search option on the Affinity Desktop allows you to search for a string of text in the database or in the program names.

You can search on one or all of the following options:

The following table details what fields are searched for each option:

PhoneBook

Name

Given Name

Middle Name

Family Name

Long Name

Short Name

Email2

Email3

Address/PostalAddress/DX/RegisteredAddress

Suburb/PostalSuburb/DXLoc/RegisteredSuburb

State/PostalState/DXState/RegisteredState

PostCode/PostalPostCode/RegisteredPostCode

Documents

Name

Description

Contents of documents (if Full Text Search is enabled)

Matters / Archived Matters

File ID

Short Description

Long Description

Clients

Search Name

DataForms

Text Value

Safe Custody

Item Description

Programs

Program name

Program description

Notes

Essentials Workbook

Lexis

Affinity Library

4. Toolbars and Keyboard Shortcuts

A number of Toolbar options are standard across the system. Some of these are shown below and are referred to throughout this workbook. Keyboard Shortcuts are also provided for some of the most common functions.

New

Creates a new entry, such as a new PhoneBook record or a Cheque,

Edit

Allows you to edit the record currently displayed.

Reverse

Allows you to reverse the selected entry.

Delete

Allows you to deletes the selected entry.

Create a Merge File for Word Processing

Links to Microsoft Word to create or edit a document based on a selected document or precedent.

If WordPerfect is used then the WordPerfect icon appears where links to word processing is enabled.

Search

Displays a list of records from which a particular record can be selected.

F10

Snapshot

Creates a Snapshot for a particular Client, Matter, Report etc on the

Desktop.

Ctrl+P

Print

Print a report, the current record or a list.

Most reports will be displayed on the screen first and can then be printed or saved to a file.

Refresh

Immediately refreshes the data on the screen.

F12

Clear

Clears the filter and refreshes the screen.

Essentials Workbook

Ctrl + Shift + ,

First

Go to the first record in the current sequence.

Ctrl+,

Previous

Go to the previous record in the current sequence.

Ctrl+.

Next

Go to the next record in the current sequence.

Ctrl+Shift+.

Last

Go to the last record in the current sequence.

Lexis

Affinity Library

5. QuickCodes

QuickCodes enable the user to enter text in to Lexis Affinity Library with minimal effort.

For example, one of the most common reasons for issuing a Trust Receipt is “On account of costs & disbursements”. Rather than type this description every time, Lexis Affinity

Library QuickCodes allows the text to be entered once and used many times over. This not only saves typing but also standardises the way text is typed.

Once a QuickCode has been created it can be used in most Lexis Affinity Library applications – for example when creating cheques, receipts, fees, journals etc. More than one QuickCode can be used to insert the detailed description for an entry if multiple lines are required.

5.1 Create a QuickCode



Hands On

In this exercise you will create a new QuickCode. The example given is that of SM

(Settlement Money), however you may choose to create your name using your initials as the Code.

1. Open QuickCodes (Utilities | QuickCodes)

2. Click on to create a new code. The screen is displayed below:

3. Code SM

A QuickCode can have a maximum of 5 characters.

4. Expands To Settlement Money

5. Click on to update.

Essentials Workbook

QuickCode Field Descriptions

Code the code that is typed to insert the text.

This is a maximum of five characters.

Expands To This is the description that Lexis Affinity Library will insert when the code is entered into a field. 240 characters

5.2 Print QuickCodes

You can print the QuickCodes for ease of reference.



Hands on

In this exercise you will print the QuickCodes.

1. Click on to see the list of QuickCodes.

A sample list of QuickCodes is shown below:

2. Close the Print Preview

3. Close QuickCodes

5.2.1 Using QuickCodes

To use QuickCodes throughout Lexis Affinity Library type the Code, preceded by a backward slash and followed by a space, for example, \dnr∆ to insert “Department of

Natural Resources”.

Look Up List for QuickCodes

QuickCodes can be displayed on the screen (where QuickCodes are available) by typing \?.

Lexis

Affinity Library

6. PhoneBook

The PhoneBook is the central repository for the names and addresses of all the people and organisations with which your Firm does business or comes into contact. This includes clients, prospective clients, barristers, solicitors, agents, suppliers and

Employees. The integrity of the data in the PhoneBook is vital to your practice.

Once entered, names and addresses can be accessed by any application within Lexis

Affinity, and can be used to merge with Word Processing documents or link to emPower

DataForms.

It is important to remember not to use characters such as inverted commas (“) in fields that are likely to be included in an export as these are regarded as field delimiters.

The PhoneBook Selection screen will list all PhoneBook records that match the filter settings. You can access the PhoneBook Selection screen from;

 the Application Toolbar

 The PhoneBook icon

 Clicking on the Find icon

on the PhoneBook toolbar

 The Database group on the Global Navigation toolbar (if enabled)

6.1 Searching for PhoneBook entries



Hands On

In this exercise you will search for a PhoneBook entry (Blackwell Scientific Publications).

1. Open PhoneBook from the Application Toolbar

You can search for PhoneBook entries in a number of ways



Click on the Scrollbar on the right of the window to scroll up and down until you see the PhoneBook entry you want displayed.



Type the first few characters of the name of the person or organisation.

When you open the PhoneBook list, the cursor will normally be in the

“Search starting with” or “Search contains” field in the bottom left corner of the window. (The prompt you see depends on the settings on the “Filters” tab.) As each letter is typed any matching entries are displayed.



Use the filters to limit the number of PhoneBook entries displayed and select the required entry from there.

Using Filters will be covered in more detail later.

2. Select the “Filters” tab

The Filter screen displays as shown below:

Essentials Workbook

3. Select where criteria Select Contains

4. Select the “PhoneBooks” tab

5. Search containing Blackw

If “Search where criteria” is set to Starts with, the PhoneBook selection screen will show “Search starting with”.

Several entries will display – including Blackwell Scientific Publications.

Lexis

Affinity Library

6. Select Blackwell Scientific Publications

When the entry you require is highlighted, you can



Press <ENTER>



Double click it



Click once on the entry and then click on [OK]



The PhoneBook entry will be displayed, similar to the one shown below:

The information is divided into several categories; Contact Details, Finance,

Documents, Precedents, Connections, Diary, Notes, Data and Safe Custody. Each category is accessed via a tab. Each tab has a Navigation Pane – this is the vertical list of types of information found on the left hands side.

A full explanation of each of the tabs and the information therein is included in the following section – PhoneBook Tabs.

Essentials Workbook

6.2 PhoneBook Tabs

6.2.1 “Contact Details” tab

This tab shows information about names, addresses, phone numbers etc.

Overview

The prompts for the Name fields (for example Correspondence Name & Full Trading

Name) on this tab and the next one ( usually the “Document Details” or “Personal” tab vary from one type of PhoneBook record to another.

Default Reference

This is most often used for Creditors as a reference that they supply.

Code

When aPhone Book record becomes a Client or a Creditor a code is assigned, based on the setting is Code Rules.

The Phonebook ID is an internal number and is read only. This ID can be used when emails are sent from within the Lexis Affinity product.

Matter Entity If more than one Entity exists in the dataset, this is the default entity for new matters.

Addresses / Address Layout

The “Countries” option allows you to set different Address formats, to cater for local requirements. if you only deal with contacts in your home country, you do not need to specify different layouts.

Address You can record four different addresses; - Street, Postal, Registered and DX.

Note that you can flag the “Registered Address” to be the same as either the Street or Postal Address.

You must select one type of address to be the Mailing Address.

150 characters

Master Address

Where an address is displayed, this indicates that the address is linked to another PhoneBook record.

Information that is linked will be displayed with a blue background.

Changing the address on the primary entry will change the details on all of the linked entries.

Suburb / State / Postcode

The prompts for these fields vary depending on the settings made for each

Address layout.

For example if the Address layout is New Zealand, the State field will be named City.

If a Postcode database is incorporated into the database, selecting a Suburb will then complete the State & Postcode fields.

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Country

The country of the PhoneBook record. This is an optional field.

Email 1,2,3

Up to 3 separate Email Addresses can be stored for each PhoneBook record.

Email Remittance

This applies to Creditor PhoneBook entries and if ticked, the Remittance

Advice that is sent with payments will be emailed to the Creditor.

Personal / Document Details

The name of this tab varies depending on the “type” of PhoneBook entry. The details here can be used to record a name to be used specifically in documents. For an Individual type of entry there are usually multiple fields which are used for names in separate fields and the Date of Birth.

50 characters

Miscellaneous

Type

Each PhoneBook record must belong to a particular Type – these are recorded in Name labels.

Maintenance

This section displays who created the record and the date of creation, as well as the person who most recently altered the record.

Inactive Record

Tick this to indicate if the PhoneBook record should be retained in the database but is inactive. An example is where a PhoneBook entry is a client, but has no active matters. Inactive PhoneBook entries are, by default, excluded from the PhoneBook listing, but can be included by checking the flag ”Inactive PhoneBook” in the PhoneBook filter.

When a PhoneBook record has been flagged as Inactive, the system will display which operator made the record inactive and the date and time when this happened.

CliNet

This tab indicates whether or not this PhoneBook entry is visible in CliNet.

You can also generate a Password for CliNet access.

ID / Registration No’s

This tab displays the registration numbers that have been recorded for this PhoneBook entry.

The prompts displayed on this tab will vary depending on the Type of PhoneBook record.

6.2.2 Finance tab

Balances

All accounting balances and financial data are displayed here.

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Debt Collection

This tab displays information relating to outstanding bills, what collection strategies apply and what collection activity has happened in relation to the debts.

Debt Control

This tab displays a list of Bills that are outstanding where the PhoneBook party is the

Debtor. The lower section of the screen has additional tabs - “Allocations”, “Notes” and

“Payment Plans” if there is a Payment Plan attached to any matter.

When a bill is selected you can also view the following:

(In the Lewisham Reid training files, select B2166 for Matter 990044.)

Allocations

Shows any credit allocations to outstanding bills – such as partial Receipts,

Write Offs and Credit Notes.

Notes

Shows any Debtor Comments that have been recorded in relation to the

Debt Collection activities. You can add additional notes, edit existing notes or print the notes.

Add Note

Allows you to add a Debtor Comment Note to the selected bill.

Open

Allows you to open the selected bill. You can then re print the bill or check the details.

Trust to Office

Allows you to transfer funds from trust in payment of the account.

(If Combined Ledger System is enabled, this field is not visible.)

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Print

Opens the Itemised Debtors report with the selected PhoneBook entry entered as the Debtor. This report will include all outstanding Bills where the PhoneBook record is the Debtor. The information includes the total of each bill, amounts received in payment thereof and a break-up between

Fees, Disbursements (including Sundries) and Tax.

Print Notes Allows you to prints the Debtor Notes.

Collection Notes

This tab displays the Collection Notes recorded on all outstanding bills that are owing by the PhoneBook record. You can add or print notes from this tab.

Setup

This tab shows the Collection Plan that is attached to this PhoneBook entry, the criteria for sending Accounts Rendered Statements and the e-Billing and e-Collection options.

Bank

This is used to record details of the Bank Account. If payments are to be made directly to this PhoneBook entry via an export file generated from Lexis Affinity, these details MUST be completed.

6.2.3 “Documents” tab

This shows a list of documents that have been saved to this PhoneBook entry.

(The documents may include emails, scanned documents etc.).

You can double-click on a document or highlight it and click on Edit to open the document.

You can also use this tab to attach a new document for this PhoneBook entry.

“Filter” tab

You can use the “Filter” tab to search for a specific document. On the “Filter” tab, you can also select to exclude documents saved to matters belonging to this PhoneBook entry.

“Columns” tab

You can select to include or exclude columns from the display.

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6.2.4 “Precedents” tab

This will display the list of Precedents available and allows generation of those precedents.

You can use the “Filter” tab to quickly locate a precedent, and the “Columns” tab to include or exclude columns from the display.



Hands On

1. Select the “Precedents” tab

2. Highlight the Cocktail Party Invitation and click on [Merge]

The Invitation should display on the screen.

3. Close the document – there is no need to save it

6.2.5 “Connections” tab

Groups

This tab allows you to designate groups to which this PhoneBook record belongs.

The Groups available have been recorded by your Lexis Affinity Administrator.

A PhoneBook record can be in more than one group. You can extract the PhoneBook records by Group to be merged with Word Processing documents or use a Group to identify particular types of records to be used as contacts on matters like courts, other parties, bill to parties or key contacts.

Associated Staff

This tab displays staff members or Employees that have been flagged as being associated with this PhoneBook entry. (This would be the staff members who have the most contact with the individual or organisation.) You can select additional staff members or unflag staff members.

Linked Records

Linked Records are used when registering contacts at an organisation where the communication details are the same or similar. For example, the contacts in an organisation could include the person responsible for paying the accounts or the person with whom the firm deals on a day to day basis.

This tab will display the PhoneBook records that have been linked to this PhoneBook entry.

You can open the linked party from this tab, by either double clicking on it, or by highlighting the line and clicking on [Open].

Click on [Create] to create a new linked record.

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Relationships

Forward and backward relationships between PhoneBook entries can be set up in Lexis

Affinity. Examples include “is a director of… / has as a director…”, “uses this firm of solicitors / acts for”.

The wording of the Relationships available has been recorded by the Lexis Affinity Library

Administrator.

You can crate a new relationship, edit an existing relationship, Transfer Debtor Contacts,

Open the selected PhoneBook record or delete the relationship.



Hands On

1. Select the “Connections” tab and select Relationships

You will see that Marianne K Thompson is a Director of Blackwell Scientific

Publications and that Black Day Publishing Pty Ltd is a subsidiary of Blackwell

Scientific Publications.

2. Double click on Thompson_Blackwell

3. Select the “Connections” tab and select Relationships

You will see that she is a relation of Mark Connor Thompson and was formerly employed by Walter Turnbull Advertising.

4. Close the screen for Maryanne Thompson to return to Blackwell Scientific

Publications

6.2.6 “Diary” tab

This tab contains a list of all the Diary entries that have been recorded for this PhoneBook entry, whether they are matter related or not.

From this tab you can create a new Diary entry.

You cannot edit Diary entries from this tab. To edit a Diary entry, select Diary from Case

Management.

6.2.7 “Notes” tab

This tab will display any notes that have already been recorded for this PhoneBook entry.

You can also add additional notes by keying text directly in the notes field.

The “Notes” field is also an option in PhoneBook Filter, allowing you to search for records containing (or starting with) a string of text.

2000 characters

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6.2.8 “Data” tab

The Data tab shows the individual DataForm fields that exist in the selected DataForm.

The DataForm fields allow you to record extra information. Typically, a Marketing

DataForm may be attached to a PhoneBook entry that allows you to record details about marketing activities that should be directed towards this PhoneBook entry.



Hands On

To illustrate this feature, it is best to locate the record for Adams_Blackwell, who is the

Managing Director of Blackwell Scientific Publications. (Marketing activities are usually directed to people or contacts at clients or prospects, not to the company generally)

1. Select the “Connections” tab

2. Select Relationships

3. Double click on the record for Adams_Blackwell

4. Select the “Data” tab

5. On the left hand side – under DataForms select General Marketing

6. Select the “Interests” tab

7. Note that teams are recorded for AFL, NRL and NBL

In particular note that John Adams supports the Essendon Bombers.

8. Use the right video button to return to Blackwell Scientific Publications

6.2.9 “Safe Custody” tab

This tab displays the Safe Custody Packets and Items that have been attached to this

PhoneBook record.

You can print a label for a Safe Custody Packet, delete Safe Custody records, print a listing of a Safe Custody packet, edit a Save Custody record or create a new packet.

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6.3 PhoneBook Ribbon

6.3.1 PhoneBook Editing Ribbon

F4 New

This icon allows you to create a new PhoneBook entry.

Save

This icon displays when a PhoneBook entry has been altered and saves the changes you have made. It replaces the ‘New’ icon.

Delete

Deletes a PhoneBook entry. Lexis Affinity will not allow you to delete the PhoneBook entry for a current client or creditor, or if it is attached as a contact on a matter, a current client or a creditor.

Ctrl+Shift+,

First

Go to the first record displayed in the PhoneBook list.

Ctrl+,

Previous

Go to the previous record displayed in the PhoneBook list.

Ctrl+. Next

Go to the next record displayed in the PhoneBook list.

Ctrl+Shift+.

Last

Go to the last record displayed in the PhoneBook list.

Refresh

Refreshes the data immediately.

Search

Search for an entry in the PhoneBook. This will show the PhoneBook list based on the filters used to select this entry.

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F10

Snapshot

Creates a Snapshot for the displayed PhoneBook record.

Ctrl+P

Print

Allows you to print all the details of the selected PhoneBook entry.

Email This icon will only be enabled if an Email address has been recorded on the PhoneBook entry.

Click on this icon to open your Email system.

The Email address will be automatically inserted into the message.

Web This icon will only be enabled if a web address has been recorded on the

PhoneBook entry.

Click on this icon to go directly to this Web Address.

Client This icon will only be enabled if this PhoneBook entry is also a client.

Click on this icon to go directly to the client.

Create client

This icon will only be enabled if this PhoneBook entry is not a client.

Click on this icon to open the Client Creation screen with most details of this PhoneBook entry completed.

Display Related Documents

Click this icon to open your external Document Management System (for example - Lexis IM, Redmap).

Help

Click on the drop down arrow to select a training video on any of the following topics:

Affinity 4.0 – What’s New

Document Compare

Document Folders

Document Versioning

PDF and Email Handling

Searching for Documents

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6.4 Printing

You can print the details of an individual PhoneBook entry, or a list of all the PhoneBook entries that are displayed in the PhoneBook Selection screen. The report printed also includes any matters where the PhoneBook entry selected is included as a Contact link.

Printing the selected PhoneBook entry or a list of all PhoneBook entries is controlled by a setting in Employees.

6.4.1 Printing one PhoneBook Entry



Hands On

In this exercise you will print the details for Blackwell Scientific Publications.

1. Open Blackwell Scientific Publications (If not already open)

2. Click on

Details of this PhoneBook entry will be displayed.

3. Close the Print Display

6.4.2 Printing all PhoneBook entries



Hands On

In this exercise you will print a list of all the PhoneBook entries.

1. Click on or Press F3

The PhoneBook Selection Screen will display.

2. Click on or press F12 to clear the filters or press F12

3. Click on

You can use the icons on the Print Toolbar to change the display of the report, to move forwards or backwards through the individual pages or to print the report.

4. Click on to activate the tabs on the left hand side of the screen

5. Click on

6. Search Text Blackwell Click on [Search]

The pages where the text can be found will be indicated on the “Search Results” tab.

7. Close the Print Display

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6.4.3 Print Toolbar

Zoom to Fit

This will display one page at a time.

Zoom to Width

This will widen the display to fill the screen horizontally.

100% size

This will adjust the display to 100%.

Use these icons to move forwards and backwards through the pages.

Select a page

Use this to move directly to a specified page.

Search for Text

Use this to select specified text.

The text and location of found entries will be displayed on the “Search

Results” tab on the left hand side of the screen.

Toggle Tabs

Use this to toggle between displaying and not displaying the

“Thumbnails” and “Search Results” tabs on the left hand side.

Copy to Clipboard

Use this to copy the page displayed to the clipboard. The image can then be pasted into another application.

Note this is an image only – not editable text.

Printer Setup

Use this to select a printer, alter the properties of the printing, (for example to select duplex printing) or to select a page range.

Print

Use this to print to the printer.

Save Use this to save the report to a file.

Open

Use this to open an existing saved report.

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6.4.4 PhoneBook Selection Screen Ribbon

New

Creates a new PhoneBook entry.

Edit

Opens the selected PhoneBook entry.

F12

Refresh

Will refresh the data on the screen.

Clear

Clears the filters. All PhoneBook entries will then display. Filters will be discussed in detail later in this Workbook.

Merge

Create a WP merge file for the PhoneBook entries selected, or merge to a Precedent document.

Email (Blind Copy)

Enables users to automatically insert the Email Addresses of PhoneBook entries into the Bcc field of the Email system.

Ctrl+P

Print

Allows you to print a list of all the entries in the PhoneBook based on the filter selection.

Essentials Workbook

6.5 PhoneBook Filter

Filters are used throughout Lexis Affinity to enable users to sort information by different criteria. The filtered information can then be displayed on the screen or used to generate reports and word processing merge files.

The filters vary according to the particular application you are in. However, the basic principle is the same for all filters and once you have mastered one filter you will find you are comfortable using the other filters in the system.

Filters are applied to PhoneBook, Client, Matter, Safe Custody, Creditors and General

Ledger functions.



Hands On

1. In the PhoneBook Selection screen, select the “Filters” tab.

The following screen will display:

NOTE:

The last Filter that you have used will stay in force until you clear it.

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6.5.1 Using the “Search key” – Starts with option

In this exercise you will use the Filter to select PhoneBook entries where the Search Key starts with the text “black”.

You can also use this part of the filter to display entries where the Search key or Full name start with specified text.

1. Select where criteria Select “Starts with”

2. Search Key black

3. Select the “PhoneBooks” tab

(You can use <CTRL + Page Up or Page Down> to move between the tabs.)

Now only entries that start with the text “black” are displayed.

4. Click on

or press F12 on the PhoneBook Toolbar

This clears the filter and displays all entries in the PhoneBook.

6.5.2 Using the “Search key” – Contains option



Hands On

You now need to locate a PhoneBook entry that is a publishing company. You cannot remember if the name includes the word “Publications” or “Publishing”.

1. Select “Filters” tab

2. Select where criteria Select “Contains”

3. Search Key publi

You do not need to type the full word.

This will find all names that contain the text “publi” (such as Publications and

Publishing).

4. Select the Refresh icon

or press F12

The PhoneBook Selection screen displays.

The list now only displays entries that contain the text “publi”.

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6.5.3 Search using “Relationships”



Hands On

In this exercise you will use the Filter to locate PhoneBook entries that are subsidiary companies of another PhoneBook entry.

1. Select the “Filters” tab

2. Click on [Clear All]

3. Relationship Select “is a subsidiary company of” from the drop down list

4. Select the “PhoneBooks” tab

All PhoneBook entries that are subsidiaries are displayed.

6.5.4 Search using “Relationships” and a PhoneBook record



Hands On

In this exercise you will refine the search of subsidiary companies to the NAB subsidiaries.

1. Select the “Filters” tab

2. Relationship Click on the down arrow in the second field

Only those PhoneBook entries which have subsidiary companies are displayed.

3. Select NAB

4. Select the “PhoneBooks” tab

Now only the entries that are subsidiaries of NAB are displayed.

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6.5.5 Search using “State”



Hands On

In this exercise you will use the Filter to locate PhoneBook entries that are in NSW.

1. Select the “Filters” tab

2. Click on [Clear All]

3. Select equal to State NSW

4. Select the “PhoneBooks” tab

Now only the entries that are in NSW are displayed.

6.5.6 Search using “Extra” tab



Hands On

In this exercise you will use the Filter to select PhoneBook entries that have indicated they support the Essendon Bombers.

1. Select the “Filters” tab

2. Click on [Clear All]

3. Select Entries which appear in Select All Categories

4. Select the “Extra” tab

5. DataForm : Text– In the top Search field select “Interests’

Essentials Workbook

6. In the second field select ‘AFL Football Team’ as the field

7. On the right of that field select ‘Essendon Bombers’ from the possible field look-up table responses

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8. Select the “PhoneBooks” tab

All PhoneBook entries that are marked as interested in the Essendon Bombers will be listed.

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6.5.7 Search using “Include Groups”



Hands On

In this exercise you will use the Filter to select PhoneBook entries that are to receive

Christmas Cards.

1. Select the “Filters” tab

2. Click on [Clear All]

3. Select the “Standard” tab

4. Select the “Include Groups” tab

5. Select Entries which appear in Select All Categories

6. Tick Christmas card

7. Select the “PhoneBooks” tab

All PhoneBook entries that are marked to receive Christmas Cards are displayed.

8. Note the number of records

(Displayed on the Status line at the bottom of the list.)

6.5.8 Search using “Include & Exclude Groups”



Hands On

In this exercise you will modify the Filter to select PhoneBook entries that are to receive

Christmas Cards, but excluding those that are marked “Do Not Mail”.

1. Select the “Filter” tab

2. Select the “Exclude Groups” tab

3. Tick Do Not Mail

4. Select the “PhoneBooks” tab

All PhoneBook entries that are marked to receive Christmas Cards but that are not marked as “Do Not Mail” are displayed.

5. Note the number

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6.6 Sorting PhoneBook Entries

The entries displayed in the PhoneBook can be sorted by any of the headings that appear in the PhoneBook list. By default, the PhoneBook entries are sorted by Search Key.



Hands On

In this exercise you have been asked to produce a list of all PhoneBook entries that are to receive Newsletters and to sort this list by Suburb.

1. Select the “Filters” tab

2. Click on [Clear All]

3. Select the “Include Groups” tab

4. Select Entries which appear in Select All Categories

5. Tick Newsletter

6. Select the “PhoneBooks” tab

7. Note “Blackwell” is the first entry

8. Click on the heading “Street Suburb”

Note the arrow head in the heading.

The entries are now sorted into Suburb order.

9. Click on the Print Icon to print the list.

10. Close the print display

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6.7 Merging to a Precedent



Hands On

In this exercise you will process a merge to a precedent document.

1. On the PhoneBook listing screen click on the down arrow

2. Select Precedent Merge

3. Select “All”

A screen similar to the one below will display:

4. Click on next to Marketing to expand the folder

5. Highlight Newsletter and click on [OK]

A screen similar to the one below displays:

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“Document Record” tab

6. Select the “Document Record” tab

If you want a record on each PhoneBook entry who was sent a newsletter, tick Update

these entries with a document reference for this merge.

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7. Complete the information on this screen

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Save File Path is a mandatory field.

For this exercise click on [Find] and save to a file on C:.

8. Click [OK]

The documents will be produced.

9. On the PhoneBook Selection screen, open the first record

10. Select the “Documents” tab

11. Note the document details

12. Click on [Find] to return to the PhoneBook selection screen

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6.8 PhoneBook Filter

The PhoneBook Filter can be used to selectively list PhoneBook entries according to varying criteria.

PhoneBook Filter Options

Select where criteria - Contains

Use this option to locate entries that contain the text you enter in the nominated field.

Select where Criteria - Starts with

Use this option to locate entries that start with the text you enter in the nominated field.

Testing & Printing Address Type

Select the Address Type to be filtered on and displayed on the PhoneBook

Selection screen.

Use the Address field to search on the DX information.

You may need to change the columns that are displayed to view the information you have searched for.

Relationship

Use this option to locate all PhoneBook entries that are related to other entry/ies.

Use the field to the right to specify another PhoneBook entry.

Select Equal to

Code

This allows you to locate entries using the Code field.

Type

This allows you to locate entries of a particular type – eg Business.

State

This allows you to locate entries in one particular state.

Postcode

This allows you to locate entries for a particular Postcode.

Collection Plan

This allows you to locate entries belonging to one Collection Plan.

Include – Active PhoneBook

This will include all PhoneBook records that are not flagged as Inactive.

Include – Active or Permanent Client

This will include only those PhoneBook entries that are also Clients and are

Active (ie have current matters) or are marked as Permanent.

Include – Non-Active Client (no matters)

This will include only Clients with no matters.

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Include – Non-Permanent Client

This will include only Clients that have not been flagged as “Permanent”.

Include – Inactive PhoneBook

This will include only PhoneBook records that have been flagged as

“Inactive”.

Collection Cycle – All PhoneBooks

This will include all PhoneBook records.

Collection Cycle – PhoneBooks with Hold flag not set

This will include all PhoneBook entries where the Collection Cycle is not on

Hold.

Collection Cycle – PhoneBooks with only Hold flag set

This will include all PhoneBook entries where the Collection Cycle has been held.

Include Groups

Select entries which appear in - All Categories

This is an “and” filter. For example, if Advertising Agency and Christmas

Card are checked, only PhoneBook entries where both these groups are selected will be included in the list.

Select entries which appear in - Any Category

This is an “or” filter. For example, if both Advertising Agency and Christmas

Card are checked, any PhoneBook entry that is either Advertising Agency or

Christmas Card will be included in list.

Exclude Groups

You can use this in conjunction with the “include” selection to refine your selection.

Associated with

You can use this to locate PhoneBook entries where selected Staff

Members are flagged as being associated.

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“Extra” tab

The “Extra” tab allows for additional filtering.

DataForm

allows you to search for PhoneBook entries that contain specific text or balances in DataForms.

Select Containing

You can use this option to locate PhoneBook that match text in any of the

DataForm fields. The Select Containing drop-down list enables you to select a search criterion from Select containing, Start with, Equal to and

Not equal to.

Created and Modified by

allows you to search for PhoneBook records that have been created or modified by a certain user, or between two dates.

Modified by allows you to search for PhoneBook records that have been modified by a certain user, or between two dates.

CliNet / Show on CliNet

Tick this to locate all PhoneBook records that are available for viewing in

CliNet.

CliNet / Password

Enter a known password to locate a PhoneBook record.

Include records where – Email Address

Exists – includes PhoneBook records that do have text in the Email Address field.

Does not exist - includes PhoneBook records that do not have text in the

Email Address field.

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6.9 Create a Business PhoneBook entry

In this section you will create a new PhoneBook entry for “Construction Company”.

Before registering a new PhoneBook entry, you should check the database to make sure that there are no existing entries for the party you are about to register.

There are a variety of ways to do this:

 A simple search can be performed by just searching the existing PhoneBook list.

This would tell you if you had another PhoneBook record with the same or similar name.

 A “Full Text Search”

This will search the PhoneBook, Clients, Current and Archived matters,

Documents, Safe Custody records and DataForms.

The fields checked within each database area are discussed later.

 A “Conflict Check”.

This will search similar areas of the database but allows for more customised searching. Further information is provided under the heading “Conflict Checker”.

6.9.1 Simple Search of the PhoneBook



Hands On

You can check all PhoneBook records by typing the first few characters of the name in the

“Search starting with” field on the PhoneBook Selection screen.

1. Open the PhoneBook listing

2. In the Search Containing field, type Construction

The PhoneBook listing is now empty as there are no matching records.

You could now continue with registering the PhoneBook entry.

3. Close the PhoneBook listing

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6.9.2 Full Text Search

Full Text Search is more comprehensive than just searching the PhoneBook listing, as you can search matters and documents.



Hands On

1. Click on the drop down arrow in Search

The options are displayed:

By default all options are ticked.

2. De-select Programs and click outside the box



TIP: The Search includes Lexis Affinity program names.

If you are searching for a string of text that might also be a program name, you may prefer to uncheck Programs.

For example, searching for ‘Cash” will return a result for

‘Petty Cash Disbursement Journal’

3. Search enter Construction and press <Enter> or click on

The Search Results dialog will display.

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In this case, no matching records were found.

You could now continue with registering the PhoneBook entry.

4. Close the Search results dialog

Search Options

The following table details what fields are searched for each option:

PhoneBook

Name

Given Name

Middle Name

Family Name

Long Name

Short Name

Email2

Email3

Address/PostalAddress/DX/RegisteredAddress

Suburb/PostalSuburb/DXLoc/RegisteredSuburb

State/PostalState/DXState/RegisteredState

PostCode/PostalPostCode/RegisteredPostCode

Documents

Name

Description

Contents of documents (if Full Text Search is enabled)

Matters / Archived Matters

File ID

Short Description

Long Description

Clients

Search Name

DataForms

Text Value

Safe Custody

Item Description

Programs

Program name

Program description

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6.9.3 Conflict Checker Search



Hands On

You can also use Conflict of Interest Checker to fully check that there is no conflict.

This enables you to search more parts of the database.

1. Open Conflict of Interest Checker

Database | Conflict Checker | Conflict of Interest Checker

2. Template click on [Find]

3. Locate FULL DETAILS and double click

The screen will display with default values completed.

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4. Search Criteria / Select Words / Phrases Enter the name of the record you are searching for

In this case – Construction

5. Click on [OK]

The results of the Conflict Checking search will be displayed similar to the one shown below:

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From this report, you can see that there are no other records with the name or text of Construction already recorded.

You could now continue with registering the PhoneBook entry.

6. Close the print display

7. Close Conflict Checker

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6.9.4 Create the PhoneBook record

You will need to enter details that are relevant to that Company. It is suggested that you prefix the name of the Construction Company with your initials or surname. This will make your entry more easily identifiable and different to any other PhoneBook entries.

1. Select PhoneBook from the Applications Toolbar if not already open

2. Note the icons available on the toolbar at the top of the screen.

These icons allow you perform various functions including:



Create a new PhoneBook entry



Edit an existing entry



Refresh the data



Clear the filter



Create a merge file for use in Word



Send BCC Emails



3. Click on to create a new PhoneBook entry

4. Type Select Business from the Drop Down List

The Type of entry that you select determines the prompts that are displayed on the screen – these are called the Name Labels. The Name Labels you see in the training files (Lewisham Reid) may be different to the Name Labels for your data files.

5. Code Leave blank

This field is left blank and will be automatically populated by Lexis Affinity if this entry becomes a Client or a Creditor.

It is a search option in PhoneBook.

6. Search Name

For this exercise, use your initials or your surname.

35 characters

For a company, you would normally use the Company Name or a short form of the

Company Name.

This is the main way Lexis Affinity searches and sorts PhoneBook entries.

7. Correspondence Name

Lexis Affinity will insert the text from the “Search Name” field.

Alter it to the name of the construction company.

This field is used in Bills, Debtors Letters, Safe Custody Receipts etc.

80 characters

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8. Full Trading Name 150 characters

Lexis Affinity will insert the text from the “Correspondence Name” field. Alter it if necessary.

9. Salutation 35 characters

Type the name that should appear after the word “Dear” on letters addressed to this

PhoneBook entry. This can be their Given Name, Mr/Mrs/Ms Surname, Sir, Madam,

Doctor etc. Generally, correspondence will be sent via the contacts attached to this entry, so it this could be a generic term – such as Sir/Madam.

10. Default Ref Leave blank

You can use this if there is a common reference for this PhoneBook entry.

For example, for a Creditor, you could enter the Account Number.

11. Complete the Registration Numbers with your own information

20 characters each

The fields displayed here will vary depending on the settings in name labels for

Business type entries.

12. Complete the relevant telephone numbers

20 characters each

Generally you would not record mobile, home and direct phone numbers for the business record, only for the contacts.

“Addresses” tab

13. Select the “Addresses” tab

14. Address Layout Select the appropriate layout

The prompts that display will vary depending on the Address layout selected.

15. Complete the Street / Postal / Registered and DX Address details

Note you can select the “Registered Address” to be the same as either the Street or

Postal Address.

16. Select one of them to be the default mailing address

This is the Mailing Address that will be used in Bills, Debtors Letters etc.

17. Email1 Complete this field with general Email details – info@construction_company.com.au

18. Tick this as the Default Email address

Essentials Workbook

19. Email Remittance ? Leave unticked

If this PhoneBook entry is likely to become a Creditor, you can tick this to indicate that the Remittance Advice will be sent by Email.

“Document Details” tab (if visible)

20. Select the “Document Details” tab

21. Complete the Name on Documents

You can copy from one of the other fields and paste here.

60 characters

“Miscellaneous” tab

22. Select the “Miscellaneous” tab

23. Select the “Internet and Labels” tab

24. Web Site Complete the Web Site address

For example: www.Constructioncompany.com.au

25. Select the “Debtors and Collection” tab

26. Select the “General” tab

27. Collection Plan Select “Standard Collection Plan (combined matter)

Collection Plans define the parameters of the Collection cycle, and are recorded by the Lexis Affinity Administrator.

28. Hold Collection Cycle Leave unticked

If this is ticked, Collections letters will not be produced for this PhoneBook entry

29. Accounts Rendered Statement Select “Conditional if a balance is due”

30. Select the “E-Billing / E-Collection” tab

31. Email Bills Tick this

This option will already be ticked if the System setting nis Post/Merge/PDF/Email.

If “Email Bills” is ticked, then when posting a bill the default option will be

“Post/Merge/PDF/Email”.

“Automatically Print Bills” will become enabled if “Email Bills” is ticked.

If this option is ticked, a Word copy of a bill will be printed automatically if any option other than “Post Only” is selected when posting a bill

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32. Email Debtor Letters Tick this

When ticked, the Debtors Letters will be emailed.his option will already be ticked if the System setting nis Post/Merge/PDF/Email.

“Automatically Print Debtor Letters” will become enabled if “Email Debtor Letters ” is ticked.

If this option is ticked, a Word copy of the Debtors Letter will be printed automatically as well as emailed.

33. Send Bills / Debtors Letters to Select Default Email(s)

“Notes” tab

34. Notes Building & Construction Award 2010

This is used for recording any special comments in relation to this PhoneBook entry.

“Bank” tab

35. Select the “Bank” tab

This is used to record details of the Bank Account. If payments are to be made directly to this PhoneBook entry via an export file generated from Lexis Affinity, these details MUST be completed.

36. Account Name Enter the name of the Bank Account

37. Bank Name Enter the name of the Bank

38. Bank Account Format

Select the appropriate format from the drop down list.

100 characters

39. Complete the details as prompted

(Refer to the section titled “PhoneBook Creation Fields” for more information on this.)

40. Open PhoneBook screen for editing on exit Tick this

There is more information that can be recorded for this PhoneBook entry.

Often this information is entered by different staff members

41. Click on [OK] to create the PhoneBook record

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6.9.5 Attaching PhoneBook entries to Groups

PhoneBook Groups are used to categorise the PhoneBook database into groups. Groups are determined by the Firm and may include groups such as doctors, barristers, real estate agents.

Groups can also be used for marketing purposes – for example you can create groups for sending a newsletter or Christmas Card and another group for seminar invitations.

These groups are used when filtering the PhoneBook database and using that information to merge with Word.

A PhoneBook entry can belong to more than one group.



Hands On

In this exercise you will add the Construction Company you have just created to the

Building & Construction, Christmas Card and Newsletter groups.

1. Select the “Connections” tab and select Groups

2. Tick Building & Construction, Christmas Card and Newsletter

This indicates that this organisation will receive Christmas Cards and Newsletters.

You can use these Groups as Filters when selecting entries to merge with a Word

Document.

3. Click on [Save]

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6.10 Registering a Business Contact for a Client

As mentioned previously, the PhoneBook should be the central database for your firm and contain details of all the individuals, companies etc with whom you deal. For this reason it is recommended that the contacts with whom you deal at each Client should be registered in your database.



Hands On

In this exercise you will register yourself as an employee of the Construction Company.

(In these steps the name of the employee is Mr R Bannister who is the General Manager of the Construction Company.)

1. Select Linked Records from the “Connections” tab

2. Click on [Create]

The PhoneBook Entry screen displays

3. Type Select Business Contact if not already selected

The default type for new Linked Business Contacts is stored in System | General.

4. Code Leave blank

This field will be automatically populated by Lexis Affinity if this entry becomes a

Client or a Creditor.

It is a search option in PhoneBook.

5. Surname_Bus. Name

In this example, you would type Bannister_Construction Company.

If there could be more than one Contact at a particular organisation with the same

Surname (as in a Family Company), you may choose to identify each Contact with their initial as well – eg RBannister_Construction Company.

6. Company Name

This field has been automatically completed.

7. Full Company Name

This field has been automatically completed.

8. Dept/Division

Enter the Department or Division for the contact if relevant.

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9. Correspondence Name

Alter the text to read your name – for example Mr R Bannister.

10. Position

Enter the position held by the contact.

In this example General Manager.

11. Salutation

Enter the wording required. For example; Mrs Smith, Sir, Doctor Jones.

In this example - Richard

12. Default Ref Leave blank for this exercise

The Main/Work and Facsimile numbers are completed.

13. Complete the Mobile, Home and Direct/Other numbers as required

“Addresses” tab

14. Select the “Addresses” tab

The Address details are completed.

15. Email1 Amend the details to be the correct Email address – eg

R.Bannister@Construction_Company.com.au

“Additional Details” tab

16. Select the “Additional Details” tab

The “Additional Details” tab is used to record details of names in separate fields.

(This information may be required in certain documents) as well as the date this contact became a Contact.

17. Complete the Appel, Name & Gender fields

Altering Dates in Lexis Affinity

You can click on the down arrow to open a calendar. Use the left and right arrows to go back a month or forward a month at a time. Click on the year, and either click on the up or down arrow to change the date, or use the up and down arrows on the keyboard.

Alternately;

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18. Became contact on Tick the check box

19. Press the right arrow to the Day - Alter the day

20. Press the right arrow to the Month - Alter the month

21. Press the right arrow to the Year - Alter the year (enter 4 digits)

“Miscellaneous” tab

22. Select the “Miscellaneous” tab

23. Select “Debtors and Collections” tab

24. Note the details – there are no changes required

“Notes” tab

You can add notes about this PhoneBook record on this tab.

“Relationships” tab

It is possible to create relationships at the time of creating the PhoneBook entry.

However, in training this will be covered in the next section after the record is created.

“Bank” tab

The Bank details do not require any modification.

25. Ensure Open PhoneBook screen for editing on exit is ticked

26. Click on [OK] to update the PhoneBook record

The PhoneBook record is now displayed. You can now continue to add extra details about the PhoneBook record.

27. Select the “Contact Details” tab | Addresses

Note the fields displayed with a blue background. These are details from the linked record (the Construction Company). This is indicated as the Master Address.

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“Connections” tab - Associated Staff

This function allows you to indicate which employees have an association or contact with the PhoneBook entry.

1. Select the “Connections” tab

2. Select Associated Staff

Any staff already associated with this PhoneBook record will be flagged.

3. Active Staff Only Tick this to exclude Inactive Employees

4. Tick Adrian Veitch and Yvette Rogers

5. Click on [Save] to update the PhoneBook record

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“Relationships” tab

Relationships define the type of connection between two records. For example you can relate two records if they are husband and wife, or a person and a company if the person is an employee of the company.

6. Select Relationships

7. Click on [New]

The “Relationships” tab is displayed below:

8. Relationship Click on the down arrow and select “is an employee of”

9. System Role Leave blank for this exercise.

This does not apply to “is an employee of” relationships

10. Relate to Click on [Find]

11. Select Construction Company

12. Click on [OK]

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Debtor Contact Relationships

If an employee is also the person to whom Bills will be sent it is also necessary to relate the Business Contact and the Business with a “is/has a Debtor Contact” relationship.

13. Click on [New]

14. Relationship Click on the down arrow and select “is a Debtor Contact for”

15. System Role Lexis Affinity will automatically populate this field with “Debtor

Contact”

16. Relate to Select the Construction Company

17. Click on [OK] to update this relationship

Check the Relationship between the two records

18. Ensure Relationships is selected

19. Double click on the name of the Construction Company in the Contact Record column

The Construction Company PhoneBook record displays.

On Relationships - for the Construction Company, you will see that the Construction

Company “has an employee of” <Your Name>

20. Double click on <Your Name> to re open the PhoneBook entry screen for your record.

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6.10.1 Creating Diary entry within PhoneBook

1. Select the “Diary” tab

If there are any existing Diary Events for this PhoneBook entry they will be listed here.

You can record new Diary Events for PhoneBook entries, or for a Matter.

2. Click on [New]

The following screen will display:

3. Date Accept the prompted date

This is the date that the diary event is to take place.

4. Start / End

For this exercise, enter a Start time approximately half an hour ahead of the computer time.

5. Matter Leave blank

6. Reminder for Accept Default user

NOTE:

You can make new Diary Events for other Users in PhoneBook, however to edit Diary Events, select Diary from Case Management..

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7. Event Select “Meeting” from the Drop Down list

8. Location Select “Our Office” from the Drop Down List

9. Jurisdiction Leave blank

10. With Accept <Your Name>

Lexis Affinity automatically inserts the Name of the PhoneBook entry that you are editing.

If the Diary Event is for another PhoneBook record, click on

PhoneBook listing and select another PhoneBook record.

11. Description to discuss progress

This can be used for more information about the Diary Event.

to open the

As only Date / For / Description appear on the Diary tab, you may prefer to enter extra details about the appointment in the Description field.

12. Print Description on Event Report

Tick this if you want the Diary Description to be printed on an Event Report.

(Event Report is a list of Diary Events, which can be printed from Diary).

13. Notify Tick this 15 minutes before appointment

Adding a Resource

14. Select the “Resources” tab

15. Click on [Add]

16. Type Select Meeting Rooms

17. Select Small Meeting Room

18. Click [OK]

This has reserved the Small Meeting Room for that date and time.

19. Click [OK] to save and close the Diary screen

20. Close the screen

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6.11 Individual PhoneBook entries

In this exercise you will register an Individual in the PhoneBook.

For this exercise you could chose your partner, friend or family member.

1. Click on to open a new PhoneBook entry

2. Type Select Individual

3. Search Name

For an individual, you would normally use the Surname followed by a comma and then the First name. For example if you are registering Susan Bannister, the Search

Name would be Bannister,Susan.

4. Correspondence Name

Alter the text if necessary to comply with your Firm’s standard.

This is the name that will be used on documents that are produced in Lexis Affinity.

5. Detailed Name

Alter the text to read your Full Name - ie include any extra Given Names.

Some documents require this name format.

6. Occupation

Enter the occupation of the individual.

7. Salutation

Enter the wording required. For example; Mrs Bannister, Susan, Sir/Madam, Doctor

Bannister etc.

8. Code Leave blank

Lexis Affinity will automatically populate this field if this entry becomes a Client or a

Creditor. It is a search option in PhoneBook.

9. Default Ref Leave blank

10. Complete the Registration Numbers with your own information

The fields displayed here will vary depending on the settings in Name Labels for

Individual type entries.

11. Complete the relevant telephone numbers

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“Addresses” tab

12. Address Layout Select the appropriate format

13. Complete the Street Address and flag it as the Mailing Address

“Personal Details” tab

The “Personal Details” tab will be displayed and is used to record details of names in separate fields as well as a Date of Birth. This information is also required in certain documents.

14. Complete the details in each field.

“Miscellaneous” tab

There is no need to make any changes here.

“Notes” tab

There is no need to enter a note for this exercise.

“Bank Details” tab

There is no need to enter details for this exercise.

15. Open PhoneBook screen for editing on exit untick this

16. Click on [OK] to save

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6.12 PhoneBook Creation Fields

Type

The Types are registered in Name Labels. Additional Labels can be created if required.

Search Name

NOTE re Joint Parties.

When registering a Joint Party, you should register the Joint Party as a

PhoneBook record and then use the “Linked Records” tab to create the separate Individual records. (Remember to change the PhoneBook Type to the correct type if the default is Business Contact.)

This field must be unique for every entry. This is the primary search and sort field.

It is recommended that you adopt the following as guidelines to the structure of Search Names.

Barrister Surname, Given Name

Business Full Business Name

Business Contact Surname_Business Name

Court Court Name, Location

Individual Surname, Given Name

Joint Party First Party Surname, Given Name &

Second Party Surname, Given Name

Staff Initials (same as Employee record)

Code

This field will be updated automatically if this entry becomes a Client or a

Creditor.

This field is a search option in the PhoneBook filter.

Salutation

This field is used in any word processing documents that are produced by

Lexis Affinity and should conform to your Firm’s standard salutation requirements.

Default Ref This field can be used for a reference code your client or creditor gives your

Firm (for example, the accounts payable code allocated to your Firm by a creditor). This field can be used in word processing documents for general correspondence.

Essentials Workbook

PhoneBook fields

This table shows the field names and the maximum number of characters.

The Affinity Field Names are adapted to suit various types of PhoneBook entries.

For example LongName is Full Trading Name for a Business PhoneBook entry.

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7. Clients

It is recommended that all Clients are created as PhoneBook entries in the first instance.

The PhoneBook record can then be converted to a Client record. Remember to check all the information already recorded, in particular Groups and Relationships, as this may be different once a prospect becomes a Client.

7.1 Display Client

Lexis Affinity stores information about the number of matters (both Active, Completed) and the number of archived matters, the total balances of those matters, and information about Safe Custody documents that are being held for that client.

You can open Clients from:

 the Application Toolbar

 The Client icon on the PhoneBook record for that Client

 Database on the Global Navigation toolbar



Hands On

In this exercise you will display Blackwell Scientific Publishing.

1. Click on Clients on the Application Toolbar

2. Locate and open Blackwell Scientific Publications

Your instructor will go through each tab.

A full explanation of each of the tabs is included in the following section – Client

Tabs.

7.2 Client

The Client Blackwell Scientific Publications is shown below:

Essentials Workbook

The top part of the screen displays the Client Code, the Client Name, the Service Partner and the Matter Entity. If the Client Note icon displays, this indicates that a ‘Note’ recorded for the client has been flagged as an “Alert”. You can click on the icon to view the “Alert Note/s”

Matter Entity

Select an Entity to display information on each tab that relates to matters in the selected

Entity. Alternately leave this blank to display all information.

The fields in blue that are underlined are hyperlinks that allow you to access additional information.

For example, you can click on Blackwell Scientific Publications to open the PhoneBook record. (You can also click on the PhoneBook icon on the ribbon

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7.2.1 “Client Details” tab

Overview

This screen displays the basic data about the client. You can click on the hyperlinks to display related information.

For example, you can click on MMC to display a list of clients where MMC is the Partner.

Address

The Address pane displays details of the addresses, telephone numbers, notes and bank account.

Client Setup

Billing

Displays information about the Tax Status, Billing Template, Default Scale

Costed Fees, if a default Sundry is to be added to a bill, or if a Default

Discount Rate is to be applied to bills.

Collections

Displays which Collection Plan is selected, when Accounts Rendered

Statements will be sent and if the Collection Cycle is held.

ID/Registration No’s

This tab displays the Registration Numbers. The prompts displayed here vary depending on the Type of Client.

If Combined Ledger System is enabled

This tab also shows the Withholding Tax Rate that has been set on the matter.

(This rate is required if the client will be investing funds in an external financial institution.

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7.2.2 “Matters” tab

Both the current and archived matters are displayed.

Current Matters

Displays a list of current matters for this client. Additional information is available for each matter. Select the “Columns” tab to include or exclude columns. These settings stay in force until changed.

Matters are displayed in different colours.

Black

Grey

Matters with no Hold status – ie Normal Processing.

Matters with Registration Hold.

Blue

Red

Matters with a Final Bill Warning.

Matters with a Hold New Time / Disbursement Warning or where the Client is on Credit Hold.

Green

Completed Matters (This colour can be set by your Lexis Affinity

Administrator).

You can right click and select “New” to create a new matter, “Open” or “Edit”.

You can also double click on a matter to open it. If you select to edit or open a Matter, the client screen will remain open on the Desktop but may be covered by the matter screen.

Archived Matters

Displays a list of matters for this client that have been archived.

You can double click an archived matter to open it.

7.2.3 “Finance” tab

Balances

 The consolidated account balances for all of the current and archived matters belonging to this client for the entity selected.

 Aged Debtors balances.

 Exposure Limits – Limits displaying in red indicate that the limit has been exceeded.

 General Control Information including;

Fee Rate Code if applicable

If this Client is to receive regular Trust Statements

Last Audit Number and the User who modified the record

Non-Resident Withholding Tax Status

Default Commission Plan

Fee Sheet Options.

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NOTE: If Foreign Currency is enabled:

The balances shown are converted to the home currency at the current

Exchange Rate.

Client History

This tab shows the Fees Billed or Received, by month for the current and previous 5 years.

If the dataset has entities with different currencies and a client has matters in different currency entities then the following rules apply when converting the amounts.

If the matter entity is selected then the currency is the currency of that entity.

If the default entity on the client is one of the entities in the matter entity combo box then it's that entity's currency if the default entity is in the matter entity combo box then it's that entity's currency else the currency is from the first entity in the combo box.

The entity selected also determines the financial year.

Debt Collection

Debt Control This tab contains a list of Bills that are outstanding on the Client’s matters and the Bill to party. The lower section of the screen has additional tabs -

“Allocations” and “Notes” and “Payment Plans” if there is a Payment Plan attached to any matter. Highlight a bill to display information on these tabs, or to add a note, open the bill, process a Trust to Office transfer or print a list of outstanding accounts or print the notes

“Allocations” tab

Shows any credit allocations to outstanding bills – such as Receipts, Write

Offs and Credit Notes.

“Notes” tab

Shows any notes that have been recorded in relation to the Debt Collection activities. You can add additional notes, edit existing notes or print the notes.

“Payment Plan”

Where an outstanding Bill has a Payment Plan attached, details of the

Payment Plan and instalments received will be displayed.

Add Notes

Allows you to add Debt Collection Notes to the selected bill.

Open

Allows you to open the selected bill. You can then re print the bill or check the details.

Essentials Workbook

Trust to Office

Allows you to transfer trust funds in payment of the account (if this feature is enabled).

If Combined Ledger System is enabled – this option is not available.

Print

Allows you to print an itemised list of outstanding accounts.

Print Notes

Allows you to print all the Debt Collection Notes on all outstanding accounts.

Collection Notes

This will display all the Collection Notes entered for this client.

“Trust Loans” tab

(only visible where Combined Ledger System is enabled)

This tab will display an audit trail of advances from and repayments to the Firm Float, for any Matter for the Client. (The advances cover the situation where there are no trust

Funds for the Matter.)

7.2.4 “Documents” tab

This shows a list of documents that have been saved to this Client entry. (The documents may include emails, scanned documents etc.).

You can use the “Filter” tab to search for a specific document. On the “Filter” tab, you can also select to exclude documents saved to matters belonging to this Client entry. You can double-click on a document or highlight it and click on Edit to open the document.

You can also use this tab to attach a new document for this Client entry.

7.2.5 “Precedents” tab

This will display the list of Precedents available and allows generation of documents based on those precedents.

7.2.6 “Notes” tab

Displays other “Notes” previously recorded about this Client. These are not matter related notes.

New Notes can be added here or existing Notes deleted or edited.

Notes can be flagged as “Alert”. In this case a prompt “Check Client Notes” will be displayed in red on the Client screen and on the Client’s Matter screens.

Additionally, a pop up dialog will display when posting most transactions to a matter, where the transaction is actioned from the desktop (not from within the matter)

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7.2.7 “Safe Custody” tab

Displays details of Safe Custody items stored or held by your Firm on behalf of this client.

Safe Custody Items appear in different colours:

Blue

Red

Black

Items held in Safe Custody

Borrowed items

Released items

From this tab, you can print a label for a Safe Custody packet, delete Safe Custody records, print a safe Custody listing, edit a Safe Custody record or create a new Packet.

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7.3 Client Ribbon

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New Client

Create a new client.

New Matter

Create a new matter for this client.

Edit

Edit this client.

Hold

Allows you to hold all transactions except receipts, for all matters for that client. These matters will be displayed in red.

Delete

Delete this client. Lexis Affinity will not allow you delete a client that has matters, archived matters or safe custody packets attached.

View PhoneBook

Open Client’s PhoneBook entry.

Ctrl + Shift, +

First

Go to the first record in the current sequence.

Ctrl+,

Previous

Go to the previous record in the current sequence.

Ctrl+.

Next

Go to the next record in the current sequence.

Ctrl+Shift+.

Last

Go to the last record in the current sequence.

Search

Opens the Client Selection screen.

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Ctrl+P

Print

Prints the Client details.

Options from the drop down menu are:

Print Client Report

A summary of the financial status of the client and the communication details recorded.

Collection Notes

Print the Collection Notes for the Client

List of Current Matters

Print a list of the current and completed matters for this Client.

List of Archived Matters

Print a list of the archived matters for this Client.

List of All Matters

Print a list of every matter opened for this Client.

Matter Balance Summary

Print a list of every matter for this client and the Unbilled Fees, Unbilled

Disbursements, Unbilled Anticipated Disbursements, Unbilled Sundries,

Debtors, Trust and Investment balances.

Ledgers – Combo by Date

Print a Combo Ledger for a Client. This will include all transactions in date order for all current matters belonging to this client.

Refresh

Refresh the data on the screen.

F10

Add Snapshot

Puts a Snapshot of this client on the Shortcuts pane.

Perpetual Payment Plan

Opens the Perpetual Payment Plan screen.

Display Related Documents

Opens your external Document Management System (eg- Lexis IM,

Redmap).

Help

Click on the arrow to select a training video for:

Affinity 4.0 – What’s New

Document Compare

Document Folders

Document Versioning

PDF and Email Handling

Searching for Documents

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7.4 Printing

You can print the details of an individual Client or a list of all the Clients displayed in the

Client Selection screen. (This is determined by the Filters that are in use at the time).

7.4.1 Printing details of one client



Hands On

In this exercise you will print the details for Blackwell Scientific Publications.

1. Open Blackwell Scientific Publications if it not already opened

2. Click on

Details of the Client will be displayed.

3. Close the Print Display

7.4.2 Printing all Client records



Hands On

In this exercise you will print a list of all the Clients.

1. Click on to display the Client List

2. Click on or press F12 to clear the filters

3. Click on

The list of Clients will display on the screen, in the same order as the Client Selection screen.

4. Close the Print Display

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7.5 Client Filter

The Client Filter can be used to selectively list Clients according to varying criteria.

The Filter screen is shown below:

Client Filter options

Select where criteria contains / starts with

You can use these options where you may only know part of a name or are unsure exactly how a client may have been recorded in Lexis Affinity.

Select Equal to – Partner

You can use this option to print a list of all the Clients that a Partner manages.

Select Equal to – Introducer

You can use this option to print a list of all the Clients that have been introduced by a nominated Employee.

Select Equal to – Client Type / Business Source / Industry Classification /

Collection Plan / Entity / Default Source Country / Withholding Tax

Rate

You can use this option to print a list of all the clients that match the selections you enter.

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Payment Plan – None / Perpetual

You can use this option to list all Clients with no Payment Plan attached, or with a Perpetual Payment Plan.

Introduced – Since / Before

Select a date range to include those clients introduced since a certain date or before a certain date.

Include Clients – All

Tick this to include all the Clients regardless of their Hold Status.

Include Clients – On Hold only

Tick this to include all the Clients who have been put on Hold.

You can also complete the date range to locate Clients who have been put on Hold within a specified period.

Include Clients – not on Hold only

Tick this to exclude Clients who are on Hold.

Only include active or permanent Clients

Tick this to include Active Clients (ie those who have current matters) and

Permanent Clients (ie those who were flagged as permanent).

Include Client Groups

The Client Groups will be listed with check boxes beside each. Tick the ones required.

The drop down list contains the Master Client Groups. ticks all Groups unticks all Groups

Refresh List

Displays any new Groups or Master Groups that have just been created.

Exclude Client Groups

You can use this option to include all but one group.

The Client Groups will be listed with check boxes beside each. Tick the ones to be excluded.

The drop down list contains the Master Client Groups. ticks all Groups unticks all Groups

Refresh List

Displays any new Groups or Master Groups that have just been created.

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7.6 Create New Client



Hands On

In this exercise you will create a Client from the PhoneBook entry for the Construction

Company you registered earlier.

1. Open PhoneBook from the Application Toolbar

2. Locate and open the Construction Company you created earlier

3. Click on [Convert to Client] on the Toolbar

The Client Creation screen will display.

Any information already recorded in the PhoneBook record will be displayed.

The prompts below detail what extra information can/should be recorded for a client

4. Client Type Select Business from the drop down list

5. Business Name Accept the prompted name

The Company registration numbers display – accept these.

6. Permanent Tick this

7. Withholding Tax Rate Leave blank for this exercise

This rate is required if the client will be investing funds in an external financial institution and Withholding tax needs to be deducted.

8. Client Code Lexis Affinity Library will automatically populate this field

If you do not click in this field or press <TAB> through the field, at this stage, the code will be allocated when you save the Client.

9. Master Group Leave blank for this exercise

A Master Client Group is used for reporting and filtering and is comprised of more than one Client Group.

10. Client Group Leave blank for this exercise

A Client Group is used for reporting and filtering and is comprised of Clients (separate

Entities, Individuals etc) who share something in common.

11. Introduced Accept today’s date

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12. Introducer Leave blank for this exercise

This field is used if an employee introduces this client to the Firm.

In a later step you will flag this client as being referred by Alexander & Associates

(a firm of accountants).

13. Service Partner MMC

14. Initiated By This displays the name of the logged in User and cannot be changed.

15. Review each tab except the “Financial” and “Billing / Analysis” tabs

The details entered in the PhoneBook entry have been brought into the Client record.

“Financial” tab

16. Select the “Financial” tab

17. Fee Rate Code Leave blank for this exercise

A Fee Rate Code allows you to set rates for each Employee or Employee Type for this particular Client.

If this client can have matters in other entities then you can enter the Unbilled Fees,

Disbursement and Total Exposure Limits for each entity.

In this exercise you will only enter values for the entity LR.

18. Entity Select LR

19. Unbilled Fees 5000

20. Disbursements 1000

21. Total Exposure Limit 6000

22. Press <ENTER> to complete the table

23. Allow Entity for New Matters and Packets to be Overwritten Leave unticked

24. Entity for New Matters and Packets Select Lewisham Reid

25. Branch for New Matters & Packets Leave blank

The branch will be selected at the time of creating the matter.

26. Default Trust Statement for New Matters Tick this

27. Is Client a Non-Resident for the purposes of Withholding Tax? Leave unticked

28. Default Commission Plan for New Investments Leave blank

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“Billing / Analysis” tab

29. Select the “Billing / Analysis” tab

Billing

30. Default Tax Status on Bills for New Matters Select Taxable Bill

Select from:

Taxable Bill, Export and Other Tax-Free.

31. Bill Template Click on to locate the available Bill templates

32. Select DETAILED

33. Default Scale Costed Fees on Bills for New Matters Leave unticked

34. Apply Sundry at Time of Billing Leave blank for this exercise

This will allow you to add an additional amount to Fees when generating a draft bill.

35. Apply Discount Rate to WIP Leave blank for this exercise

This will allow you to reduce the WIP by a percentage rate.

Analysis

This information will help identify who referred this client and /or how this client came to the firm (Business Source) the Industry in which the Client works and the country the client operates from.

Note that Business Source and Industry Classification fields cannot be blank.

36. Referred By Click on to open the PhoneBook list

37. Select Alexander & Associates

This is the company or the person who referred this client to your Firm.

38. Business Source select Accountant

This is the business source of the new client. In this case Alexander & Associates are

Accountants.

39. Industry Classification select Building & Construction

This is the industry that the client works in.

40. Default Source Country Accept Australia

This field is not relevant for this exercise.

Essentials Workbook

Unit / Minute Options When Submitting Fee Sheet

“Use Employee / System Default” is displayed as this option has been set in System

Defaults (as stored on System | Fee Sheet ) so that Employees cannot override the setting.

“Collection” tab

41. Collection Plan Accept the prompted plan

42. Hold Collection Cycle Leave unticked

43. Accounts Rendered Statement Accept ‘Conditional if a balance due’

“Bank” tab

44. Review the Bank Account details

The details are the same as those on the PhoneBook record.

45. Click on [OK] to save the Client information

The client screen now displays.

7.6.1 PhoneBook Groups

When you create a Client, Lexis Affinity will automatically update the PhoneBook record to include that Client in the Group named “Client”.



Hands On

1. Click on to open the PhoneBook entry for this client

2. Select the “Connections” tab

3. Select Groups

The Client Group should be ticked in addition to the Groups that were previously selected.

4. Close the PhoneBook screen

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7.7 Client Creation Fields

Permanent This is a flag you can set to indicate that the client is on going.

The Client Filter allows you to select “active & permanent” clients.

Client Code This field is completed automatically by Lexis Affinity when you tab to this field after entering the client name.

Master Client Group

Master Client Groups, group together Client Groups.

This is an optional field.

Client Group

Client Groups are used to collate the individual entities or individuals that are part of the same organisation.

Introduced Lexis Affinity prompts with the system date.

You may change this if necessary.

Introducer The Employee in your Firm that introduced this client.

Initiated By This indicates the logged in user and cannot be changed.

Service Partner

The Partner responsible for the overall management of this client.

Withholding Tax Rate

If Combined Ledger System is enabled:

This rate is required in a Combined Ledger System, if the client will be investing funds in an external financial institution.

“Financial” tab

Fee Rate Code

Fee Rate Codes allow you to attach different time rates to a client.

Limits by Entity –

If matters are to be opened in multiple entities then these details will need to be completed for each entity if they vary from each other.

If Foreign Currency is enabled, these details should also be completed for in

the currency of that Entity.

Unbilled Fees Limit

If the setting in System | Posting (Alert User when Client Balance exceeds

– Unbilled Fees Limit) is ticked, a warning will be displayed when the Total

Unbilled Fees (excluding Tax) on the Client’s matters exceeds the Unbilled

Fees Limit.

Unbilled Disbursements Limit

If the setting in System | Posting (Alert User when Matter Balance exceeds

– Unbilled Disbursement Limit) is ticked, a warning will be displayed when

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Essentials Workbook the Total Unbilled Disbursements on the Client’s matters exceeds the

Unbilled Disbursement Limit.

Total Exposure Limit

If the setting in System | Posting (Alert User when Client Balance exceeds

– Total Exposure Limit) is ticked, a warning will be displayed when the total of WIP, Unbilled Disbursements, Debtors less Trust exceeds 100% of the

Total Exposure Limit.

If these amounts have been exceeded, they are displayed in red.

You can print a Client Exposure Limit Report for details on clients that have exceeded the limits.

Allow Entity for New Matters and Packets to be Overridden

If ticked, the default Entity can be altered when creating new Matters or

Packets.

Entity for New Matters and Packets

Select the default Entity.

Branch for New Matters and Packets

This can be left blank, or a default Branch can be selected. When creating new matters, the default Branch can be altered.

Default Trust Statement for New Matters

If ticked, new matters will have “Send Trust Statement” ticked. This can be altered for each matter if required.

If Combined Ledger System is enabled:

Is Client a Non-Resident for the purposes of Withholding Tax?

This is for the system to identify which RWT Certificate should be printed.

Default Commission Plan for New Investments

If the Commission Plan is the Firm Default, there is no need to complete this.

“Billing / Analysis” tab

Billing

Default Tax Status on Bill for New Matters - Select the default from the drop down list.

Taxable Bill: Tax will be added where required and the Bill will be included in the “Matter Taxable Bills” section of the GST/Tax reports.

Export Bill: This is for bills that comply with the tax rulings regarding

“export” requirements and no Tax is charged. The bill will be included in the ”Matter Export Bills” section of the GST/Tax reports.

Other Tax-free Bill: This is for other types of Tax free bills. The bill will be included in the “Matter Other GST/Tax Free Bills” section of the GST/Tax reports.

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Bill Template - The Bill Template determines the format of the bill that will be produced for matters registered to this client.

Default Scale Costed Fees on Bill for New Matters - If ticked, bills on new matters will default to using the total of the Scale Costs as the Total to be billed. If not ticked, the value of the time will be used.

If Foreign Currency is enabled:

Default Currency for New Matters - The default currency would be used as the normal currency for billing this client and also the currency to be used when requesting funds up front.

Apply Sundry at Time of Billing

Select a default Sundry to be added to the value of the bill.

Apply Discount Rate to WIP

Select a default Discount Rate to be applied to WIP when billing.

Analysis

Referred By - Select the referee from the drop down list.

Business Source - Select the source of the new client from the drop down list.

Industry Classification - Select the industry to which this client belongs from the drop down list.

Default Source Country - Select the country where this client is based.

Some reports can be filtered by Default Source Country.

Unit / Minute Options When Submitting Fee Sheet

Select the option to be applied to Fee Entries for this Client.

“Collection” tab

Collection Plan - a collection plan is a set of account follow up letters.

Select the plan for this client from the drop down list.

Hold Collection Cycle – If ticked, this client will not be included when the

Debtors Letters process is run.

Accounts Rendered Statement - Select the preferred option for issuing statements.

“Bank” tab

Record details of the Client’s Bank Account. These details will automatically populate fields when processing a Direct Debit type of entry in Cheques and in an aba file if payments are made electronically.

NOTE: A Client Number is automatically allocated by Lexis Affinity and is shown in the Edit/Display Client screens.

Essentials Workbook

7.7.1 Client Groups / Master Client Groups

Client Groups are used to collate the individual entities or individuals that are part of the same organisation. For example Black Day Publishing Pty Ltd and Blackwell Scientific

Publications are subsidiaries of the Black Publishing Group and both companies are flagged as belonging to the Black Publishing Group.

Similarly, you may have separate client records for Peter Binet, Heather Binet and Binet

Homes Pty Ltd. Peter and Helen are married and are the directors of the 2 companies, so it is useful to attach all these clients into a group which could be called “Binet”.

Master Client Groups are used to collate Client Groups into a higher level of grouping – for reporting and filtering.

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7.8 Alternate Method of Creating Clients



Procedure

You can also create Clients by clicking on the New icon on the Client Ribbon.

The following screen displays:

1. Select the “Name” tab

2. Click on the binoculars

3. Locate the PhoneBook entry for the client

4. Review the details brought over from the PhoneBook record and add in the additional details where required

5. Click on [OK] to save the client

Notes

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8. Matters

Matters are the individual files that are handled by your Firm. A Client may have any number of files or matters and these can be active, completed, or archived.

8.1 Create New Matter

Matters are created from the Client screen.



Hands on

In this exercise you will register a matter for the Construction Company you created earlier.

1. Open Clients from the Application Toolbar

2. Select the Construction Company you registered previously

3. Click on to open the Matter Creation screen:

The Matter Creation Screen similar to the one shown below is displayed:

NOTE: The screen colour will indicate which Entity is currently selected on the

“Analysis” tab.

Essentials Workbook

4. Instructed Accept the prompted date

You can alter this if required by re typing the date or using the Calendar.

5. Matter Accept the prompt

Lexis Affinity will automatically allocate a matter number when the matter is updated.

6. Alpha ID LEASE / LANES MOTORS

This is an optional field. It can be used to identify individual matters for a client.

7. Short Description Lease of 808 George Street

This is the description that will appear on reports.

8. Long Description add the text “to Lanes Motors”

You may enter a longer description that can be used for correspondence and bills.

9. Your Reference LEASE/CONSTRUCTION COMPANY

10. Partner Click on to open a list of Partners

11. Select ESM

Lexis Affinity assumes that the partner responsible for this matter is the partner who has overall responsibility for the client.

To change this you can retype the Employee ID or select it from the Drop Down List, or click on and select from the list.

12. Controller Select RKD

Lexis Affinity assumes the client partner is the Controller for this matter.

13. Author Select MD

The Author is the person handling the matter.

14. Type Select LEASE

This is the type of work that you are doing for this Matter.

Matter Types have been created by the Lexis Affinity Administrator

Matter Types can have defaults recorded for some information including DataForms,

Workflow area, and Fee and Billing information. If these defaults are registered, they will be inserted in the relevant fields.

15. Print Label Leave unticked

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“Analysis” tab

16. Select the “Analysis” Tab

17. Branch Accept the prompted Branch

Lexis Affinity automatically defaults to the Branch of the Author.

18. Department Accept Commercial

Lexis Affinity automatically defaults to the Department of the Author.

19. Entity Accept the prompted Entity

If your dataset has more than one entity, you should check this to ensure matters are attached to the correct entity.

Note that at this stage the matter will be registered for the Lewisham Reid Entity.

If you select another Entity, the screen colour will change.

Once a matter is opened it is not possible to move a matter from one entity to another.

20. Source Country Accept the default

The Country is the home country of the client.

Key dates

Each Matter Type can have three customisable Key Dates.

In the Lewisham Reid training files, these dates have been created and are shown under

“Key Dates”

21. Date of Lease Tick this and accept <Today’s date>

22. Lease review date Tick this and enter a date 11 months from now

23. Termination of Lease Tick this and enter a date 12 months from now

Essentials Workbook

“Financial” tab

24. Select the “Financial” Tab

25. Expected Value 2500

If an Expected Value has been recorded for this Matter Type, Lexis Affinity will prompt with this value. You can alter this if required.

26. Fee Rate Code Leave blank

A Fee Rate Code can be set for specific clients and/or matters.

If a Fee Rate Code has been recorded for this Matter Type, Lexis Affinity will prompt with this Fee Rate Code. You can select another Fee Rate Code if required.

27. Fee Template Group Leave blank

A Fee Template is used to charge a specific amount for a particular type of work.

A Fee Template Group is made up of two or more Fee Templates.

28. Matter Budget – Fees 2000

29. Matter Budget – Disbursements 500

30. Matter Budget - Overall Limit 2500

These are the limits that you expect this matter to reach.

The Overall Limit can be the total of Fees + Disbursements, but should be maximum that the firm is prepared to carry for a matter for the total of WIP + Debtors less money in trust.

31. Trust Bank Select TA or click on the binoculars

If your Firm or Branch has more than one Trust Bank Account, select the Bank

Account to be used for this matter.

32. Authority Tick this

This indicates that you have a Trust Authority from the client for this matter. if a Trust Account Authority is received after the matter is created, you can edit the matter and tick this field.

33. Internal Trust Accept the prompted “Not Internal Trust Matter”

This is used for creating Matters for Trust to Office Transfer, Statutory Deposit and

Bank Account Adjustment accounts.

34. Send Trust Statement Tick this

This indicates this matter will be included when printing Trust Statements from

Reports.

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35. Unit / Minute Options when submitting Fee Sheet Accept the default

Note that this option is only accessible if the Employee has been granted access.

“Rates” tab

A rate entered here overrides the hourly rates for individual fee earners.

If the Hourly rate is $150.00, then all work done on this file is charged at $150.00 per hour, regardless of the Employee who did the work.

If the Hourly rate is left blank or is $0.00, the standard fee earner rates will apply.

If the Hourly rate is set between $0.01 and $4.99, Lexis Affinity will assume this is a percentage and apply it to the Hourly rate of the Employee.

36. Select the “Add Rate” tab

37. Rate 150

38. Commence Enter today’s date

39. Expires Tick this and enter the last day of the current financial year

40. Click on [Add]

41. Select the “Rates” tab

The rate displays.

“Contacts” tab

42. Select the “Contacts” Tab

43. Bill To Click on and select Lanes Motors

This is the primary Billing party.

Multiple Billing Parties are handled at the Billing stage.

44. Contact Click on and select the Business Contact you registered earlier

(in this example Bannister_Construction Co)

45. Referred By Leave blank

You can use this field to record a party who referred this matter to you.

This is an optional field.

46. Bill To Contact Select HField_Lanes Motors

When selecting the Bill To Contact, Lexis Affinity will display a list of PhoneBook records that have been flagged on the “Relationships” tab as being a “Debtor Contact for” (or where System Role = Debtor Contact).

Essentials Workbook

“Miscellaneous” tab

47. Select the “Miscellaneous” tab

48. Workflow Select COMMERCIAL

A Workflow procedure is a set of predefined steps that must be performed to complete this matter.

49. emPower Leave blank

If your firm uses emPower, this is used to select a set of precedents.

50. Client Role Select Lessor

This may be an optional field in your dataset.

51. Expected Completion 22/12/YYYY

Enter this date with a relevant year or make your own date.

This is an optional field.

52. Final Bill / Hold Processing Check Normal Processing

You can check other options as appropriate.

Normal Processing

Final Bill Warning no restrictions are applied. a warning is displayed when processing fee, sundry or cheque entries.

Hold New Time /

Disbursements

Registration Hold stops processing of Fee entries, Sundry Expenses,

Cheque Requests and Cheques. the matter is created, but processing is prohibited until the matter has been cleared.

(It is possible to have the Security Setting so that this happens by default for certain users.)

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53. Tick any of the following if they apply to this matter.

Agency

Speculation

Litigation

Gratis

Event

Suppress Detail in

Conflict Search

“Team” tab

For matters where your Firm acts as agent.

For “No Win – No Pay” matters.

For grouping all litigious matters.

For matters where there will be no fees billed.

For marketing matters.

To omit the Matter Description detail from the

Conflict Check Report.

Adding a Team to a Matter

Teams are created in Team Registration by your Lexis Affinity System Administrator.

A Team can be attached to a matter and then additional employees can be added to the team for that matter only.

54. Select the “Team” Tab

55. Team Tick Admin Team

The names of the members display.

To add another member to the Matter Team

56. Click on [Add]

57. Click in the Employee Name field

58. Click on the down arrow in the field and select DD – David Drew

59. Click in the Role field

60. Click on the down arrow and select Junior Solicitor

“Billing” tab

61. Select the “Billing” Tab

62. Billing Plan Accept NPL (No Plan)

A Billing Plan can be used when processing Bills using Auto Billing.

63. Billing Trigger Leave blank for this exercise

Billing Trigger applies to Billing Plans that are based on a value.

Essentials Workbook

64. Billing Template Accept the prompted template

The Bill Template determines the format of the Bill produced for this matter.

65. Tax Status for New Bills Accept “Taxable Bill”

66. Default Scale Costed Fees on Bill for New Bills Leave unticked for this exercise

67. Non-Billable WIP Leave unticked for this exercise

68. Apply Sundry at Time of Billing Leave blank for this exercise

69. Apply Discount Rate at Time of Billing Leave blank for this exercise

70. Matter has Multi Party Bills? Leave unticked for this exercise

“Collection” tab

71. Select the “Collection” Tab

72. Collection Plan Accept the default

73. Exclude new Bills from Debtors Letters? Leave unticked

74. Exclude New Bills from Account Rendered Statements Leave unticked

75. Trust Funds upfront 500.00

If an amount is inserted, a letter to the client can then be produced, confirming acceptance of the instructions and asking for money before work commences.

76. Send Follow up letters for Instructing Letter Leave unticked for this exercise

If you have requested Trust Funds Upfront, you can also select to produce follow-up letters if the amount is not receipted.

77. Attach Pre-Agreed Payment Plan Leave unticked

A Payment Plan is a method of allowing and following up instalment payments of bills.

If you tick this option, another vertical tab displays allowing you to select the payment plan you want to attach to this matter. You can also alter the structure of the payment plan.

78. Hold Collection Cycle Leave unticked for this exercise

79. Print Label leave unticked for this exercise

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80. Click on [OK]

A message will display, advising the Matter Number that has been allocated.

81. Click on [OK]

The Workflow procedure will run.

A prompt will display asking if you wish to print the Instructing Letter.

82. Click on [No]

If you have selected to print a label, the Print Label dialog box will display.

Complete this and the label/s will print to the screen.

83. Click on [Close] to close the print display

Essentials Workbook

8.2 Diary Entry for a Matter



Hands on

In this exercise you will record a Diary Entry for the matter you have just created and book a Meeting Room.

1. Select the “Matters” tab on the Client screen

2. Locate and open the matter you have just created

3. Select the “Workflow” tab

4. Select Diary

5. Click on [New] to add a new Diary Entry.

6. Date accept the date

7. Start Add 20 minutes to the prompted Start Time

8. End Accept the promoted End Time

9. Matter Accept the prompted Matter

10. Reminder For YSR

11. Event Meeting

12. Location Our Office

13. Jurisdiction Leave Blank

14. With Click on to find your name (ie the Business Contact you registered)

15. Description ”To discuss lease arrangements for Lanes Motors”

16. Print Description on Event Report? Tick this

17. Notify minutes before appointment? Tick this and accept 15 minutes

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Attaching a Resource

18. Select the “Resources” tab

19. Click on [Add]

20. Type Select Meeting Rooms and select Meeting Room 1

21. Click on [OK] to attach the resource

22. Click on [OK] to update the diary entry

Essentials Workbook

8.3 Adding Contacts



Hands on

In this exercise you will add Lanes Motors as a contact and H Field as an ‘Other Party’ contact for this matter.

1. Select the “Contacts” tab

Lexis Affinity has automatically linked the Matter Bill To, Matter Bill to Contact,

Matter Client and Matter Contact. You can add any number of “Other” Contacts.

2. Click on [New] to open the Matter / Other Party dialog box

3. Type (PhoneBook Group) Select Other Party from the drop down list

4. Role Select Lessee

Roles are created to classify the additional contacts that you add to a matter.

5. PhoneBook Search Click on [Find] to open the PhoneBook list

6. Clear the filter

7. Select Lanes Motors

8. Reference Leave blank for this exercise

This field is used to further define the contact.

9. Click [Add]

Repeat these steps to add HField_Lanes as the Other Party Contact.

10. Type (PhoneBook Group) Select Other Party from the drop down list

11. Role Select Other Party Contact

12. PhoneBook Search Select HField_Lanes Motors

13. Reference Leave blank for this exercise

14. Click on [Add] to update this record

15. Close the Matter Screen



TIP: You can send an email to the contacts on a matter by selecting the contact/s and right clicking on the selection.

Select “Email” from the menu.

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8.4 Copy Matter

If there is a new matter to register for a Client and that matter is similar in many ways to an existing matter, the Matter Copy function can be used.



Hands on

In this exercise you will register another matter for the Construction Company – a lease of

810 George Street to Axia Insurance Pty Ltd, based on the matter just registered.

1. Open the Construction Company client

2. Click on [New Matter]

3. Click on [Matter Copy]

The following screen displays:

4. Matter File ID Enter the matter number of the matter you have just created or click on [Binoculars

]

to select another matter

The Client Name, Matter Description and Long Description will display.

5. Click on [Next]

The Matter Options | Copy Options screen will display:

Essentials Workbook

6. Untick Analysis and Static Contacts

Ticking an option here does not force you to retain that information on the new matter. It simply means that the information will be automatically populated and can then be modified.

7. Click on [Next]

The Extra Options | Copy Options screen will display:

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8. Untick Associate Matter and HotDocs Search Data

9. Click on [Next]

If DataForms have been included the following screen will display:

10. Select the DataForms to be included

Use [Select All] to include all DataForms.

Use [Unselect All] to untick all DataForms.

11. Click on [Next]

A list of Contacts displays, similar to the following.

Essentials Workbook

12. Click on [Unselect All]

In this case no contacts will be attached to the new matter

13. Click on [Next]

The new matter will be displayed on the screen.

14. Amend the Short and Long Description fields to include that the lease is for Axia

Insurance

15. Select the “Contacts” tab

16. Bill To Click on [Search] and select Axia Insurance

17. Bill To Contact Click on [Search] and select Bailey_Axia

NOTE: Alpha ID is not copied.

18. Click on [OK] to create the matter

Matter Copy – Contacts option

Contacts List

This list displays all PhoneBook records that are recorded on the master matter.

Contacts List Filter

Use the Filter to refine the “Contacts List”.

Selected Contact PhoneBook

This screen will display the details of the PhoneBook that is selected on the

“Contacts List” tab.

Columns

Select this tab to select which columns display on the “Contacts List” screen.

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8.5 Associating Matters

You can use Associate Matters to link two or more matters.



Optional Exercise

In this exercise you will associate the 2 matters for Walter Turnbull Advertising.

1. Open the Client list

2. Open the Client Walter Turnbull Advertising

3. Select the “Matters” tab

4. Open Matter 990058

5. Click on to open the Matter Associations Dialog Box

The screen is displayed below:

6. Click on [Add]

The Matter Selection list displays.

7. Locate Matter 990080

8. Double click

This will add matter 990080 to the list of Associated Matters.

You can continue to add to the list of Associated Matters.

9. Close the Matter Associations dialog box

10. Close the Matter

Essentials Workbook

11. Open Matter 990080

12. Click on the down arrow on Associate

This displays the matters that have been associated with Matter 990080.

13. Click on 990058

The Matter screen for Matter 990058 will be displayed.

14. Close the Matter

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8.6 Altering the Debtor Contact

A PhoneBook record can be attached to a Bill as the Bill To Contact. If the person who has been selected as the Bill to Contact is no longer the contact (for example leaves the employ of the Client) and a new person takes over that role, this change needs to be reflected in the database and the Bill to Contact needs to be reassigned.

The “Transfer Debtor Contact” procedure is an easy way to change all or multiple instances of this situation.



Hands on

In this exercise you will remove John W Carey as the Debtor Contact for Blackwell

Scientific Publications. The new Debtor Contact is Helen Sinclair.

To check the existing Debtor Contact

1. Open Matter 990155, select the “Finance” tab, Select Bills and open B467

Note the Contact is Carey_Blackwell Scientific.

2. Close the Bill screen

To Transfer the Debtor Contact

3. Click on the Client icon

4. Click on the PhoneBook icon

5. Select the “Connections” tab and select Relationships

6. Locate and double click Sinclair_Blackwell Scientific

The PhoneBook screen for Helen Sinclair displays.

7. Select the “Connections” tab and select Relationships

Note that Helen Sinclair is an employee of Blackwell Scientific Publications.

8. Click on [New]

The following screen displays:

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9. Relationship Select ‘is a debtor contact for’

10. Relate to Click on [Binoculars] and locate Blackwell Scientific Publications

11. Click on [OK]

The “Relationships” tab indicates that this PhoneBook record is now also a Debtor

Contact for Blackwell Scientific Publications.

12. Double click the Blackwell Scientific Publications line to open the PhoneBook record

13. Select the “Connections” tab and select Relationships

14. Highlight Carey_Blackwell Scientific

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15. Click on [Transfer Debtor Contact]

The following screen displays:

16. Transfer To Click on [Find]

17. Highlight Sinclair_ Blackwell Scientific Publications

18. Click on [OK]

You are able to transfer the Debtor Contact on:

 Archived Matters

 Matters

 Bills

 Debtor/Collection Letters

 Multi Party Bills

You can select from All, None or Only Selected

If you choose “Only Selected”, Lexis Affinity Library will display a list of records, from which you can choose.

The default setting for each type is “All”

On the “Archive Matters” tab

19. Transfer Criteria Select None

On the “Matters” tab

20. Transfer Criteria Select All

On the “Bills” tab

21. Transfer Criteria Select Only Selected

A grid displays similar to the one below:

Essentials Workbook

22. Click on [Bills Outstanding]

The grid changes to select only those bills that are still outstanding.

Lexis

Affinity Library

On the “Debtor / Collection Letters” tab

23. Transfer Criteria Select All

On the “Multi Bill Party” tab

24. Transfer Criteria Select All

25. Click on [OK] to process the transfer.

The PhoneBook record for Blackwell Scientific Publications will display.

26. Click on the Client icon

27. Select the “Matters” tab and open matter 990155

28. Select the “Bills” tab

29. Open B 467

Note the Contact is now Sinclair_Blackwell Scientific.

30. Close the Bill screen

31. Select the “Contacts” tab

Note Sinclair_Blackwell Scientific is now listed as a Matter Bill To Contact and has a

Seq (Sequence) number 2.

If a new bill is created Sinclair_Blackwell Scientific will be the default Contact.

The record for Carey_Blackwell Scientific is displayed as there are records attached to

Carey_Blackwell Scientific that were not transferred.

Essentials Workbook

8.7 Display Matter

There are two ways to access an existing matter:



Click on the Matter icon on the Applications Toolbar and then double-click the matter from the list



Click on the Client icon on the Applications Toolbar and select the client.

Click on the “Matters” tab if the matters are not already displayed, and then doubleclick on the matter.



Hands on

In this exercise you will display an existing matter and examine the information available for that matter.

1. Select Matters from the Application toolbar

2. Search for File 990155 <ENTER>

3. Select the “Matter Details” tab

The Matter screen similar to the one below is displayed.

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Fields in blue and underlined are hyperlinks to additional information.

For example, if you click on DEBT a list of matters where the Type is DEBT will display.

4. Select each tab as instructed

The information contained in each of the tabs is described in the following section.

Lexis

Affinity Library

8.8 Matter Information

The top part of the screen shows the Matter, Short Description, Client Code, Client Name and Main/Work Phone Number

The tabs that are displayed may vary from one Employee type to another. Permissions to display the tabs are set in Security Options (Matter | Tabs) for each Employee Type.

8.8.1 “Matter details” tab

Overview

This pane shows:

Short Description

The Short Description of the matter is used in Lexis Affinity reports.

Long Description

The Long Description can be used in correspondence and b ills.

Your Reference (30 characters)

The Reference the client has advised when instructing the firm. This would usually be included in all the documentation to the client.

Archive

Store number if this matter has been previously archived.

Date Instructed

This is the date the matter was first initiated.

Expected Completion

This is the date recorded as the date the matter is due to finish.

Date Completed

If this matter is closed, this is the date the matter was completed.

You can edit this matter and complete this field to close a Matter.

This field is not available when creating matters

Partner

This is the Partner in charge of the matter (ie the highest level of responsibility). When creating a new matter, Lexis Affinity defaults to the

Partner who manages that Client.

Controller

This is the Controller in charge of the Matter (ie the second highest level of responsibility). When creating a new matter, Lexis Affinity defaults to the

Partner who manages that Client.

Essentials Workbook

Author

This is the Author who is handling this matter.

When creating a new matter, Lexis Affinity defaults to the Partner who manages that Client.

NOTE:

Type

Entity

Employees must be flagged as Partners/Controllers/Authors when registered and only those flagged will be listed in the drop down lists.

This is the field of law or type of work for this matter.

Indicates the Entity to which this matter belongs.

Branch

Indicates the Branch to which this matter belongs.

Department

Indicates the Department to which this matter belongs.

Source Country

The home country of the client.

Comments

This displays any notes or comments that have been recorded for this matter.

(Note: in Lexis Affinity to Version 3.5, these were recorded as Notes on the “Billing |

Miscellaneous” tab. (3000 characters)

History

This pane will show any details of Box number and Archive retrieval / request information and movements if a matter has previously been Archived and subsequently reinstated as a current matter.

This information is the same as the “Archive” tab on the Archived matter record.

Matter Setup

This pane displays:

Workflow Area Code / Name

This shows the Code / Description of the Workflow Area for this matter.

Alpha ID This shows the Alpha ID of the matter, if one is registered.

Type of Work This shows if this matter has been flagged as Agency, Speculation,

Litigation, Gratis or Event.

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Affinity Library

8.8.2 “Finance” tab

Balances

This pane displays all balances for this matter. You can display the transactions that make up each balance by clicking on the buttons beside each balance – for example to view the disbursement transactions, click on [Disburse]

Even though the balance may be zero, there may still be transactions.

Work in Progress

This balance and ledger will display the unbilled Fee entries that have been recorded on the matter. Details displayed include; the date, the author, a

Fee Summary and a Fee Types Summary.

Work in Progress – Scale Cost

This is the value of the unbilled Scale Costs recorded on the matter.

Work in Progress – Non-Billable WIP

This is the value WIP that has been recorded as Non-Billable.

Unbilled Disbursements

The balance is the unbilled paid disbursements – ie Cheques drawn and

Invoices recorded against a Creditor and Petty Cash Journals.

The ledger can be printed for only unbilled disbursements, and for set or specified date ranges.

Anticipated Disbursements – Unbilled

The balance is the total of unbilled Cheque Requisitions, where the

“Anticipated Disbursement” field is ticked.

The ledger includes both billed an unbilled Anticipated Disbursements, can be printed for one or all Authors (“Requested by”) and can be printed for set or specified date ranges.

Anticipated Disbursements – Debtors

The balance is the total of billed Cheque Requisitions, where the

“Anticipated Disbursement” field is ticked.

Sundries The balance is the total of unbilled Sundry Expenses recorded against this matter.

The ledger can be printed for only unbilled sundries, and for set or specified date ranges.

Available to Bill incl Tax

This is the total that would appear on a bill, if prepared now.

Debtors The balance is the billed amounts owing on this matter.

The ledger can be printed for a set or specified Date Range and will include bills, payments received and write off entries.

Debtors – Interest Owing

This is the amount of interest that is due on this matter.

Essentials Workbook

Debtors – Total + Interest

This is the total of the amounts billed + the interest accumulated.

Fees – Billed The balance is the total of the Fees that have been billed for this matter.

The ledger can be printed for: set or specified date ranges all Fee entries (billed and unbilled [WIP]), WIP, generated and billings

(billed)

Entries which are positive only, negative only or zero value by Partner, Author or Fee Type.

You can print the fees in the order of the billing date and you can File

Notes.

Fees – Received

The balance is the total value of the Fees that have been received.

Trust

The ledger can be printed:

 for set or specified date ranges

 by Created date or System Date

 in ascending or descending order

 for one or all Trust Bank accounts

 including or not including Reserved Trust entries

 with or without Transit Register entries

If you are operating more than a single trust bank account, each bank will be listed separately.

You can also print an individual Trust Statement.

Total Trust Monies

The balance is the total of the Trust Funds for this matter.

Total Trust Monies – Protected

The balance is the total of the Trust Funds that are flagged as “Protected” – ie banked for a specific reason – such as Barristers Fees.

Total Trust Monies – Cleared

The balance is the total of the Trust Funds that are flagged as “Clear” – ie they have been banked and the required number of days for the funds to be cleared by the bank.

Total Trust Monies - Reserved

The balance is the amount of the Trust Funds that have been assigned as a notional transfer as part of a bill or Cheque Request but have not yet been transferred to office.

Lexis

Affinity Library

Total Trust Monies – Unprotected

The balance is the total of the Trust Funds that are available – ie not

Protected or Reserved.

Combo The combined ledger can be printed for set or specified date ranges.

In “Expanded” format prints Disbursements, Tax on Disbursements, Billed amounts, Trust Debits, Credits and running balance; a Trust Summary by

Bank Account, a Fee Summary by Author; a Sundry Summary and

Investment Summary.

Not Expanded format: - options include to “Print Fees”, to “Wrap the descriptions” (this will print the full details of fee entries) and to exclude tax from fees, sundries anticipated disbursements and disbursements.

With either format you can select to print only unbilled items and to exclude reversals.

Investments – Balance

The balance is the total of the Invested funds.

The Investment Ledger allows you to select the following options: the selected matter or an Investment set or specified date ranges by Created date or System Date in ascending or descending order including or not including Reversal entries including some optional details.

Tax This is the GST that will be added when the matter is billed.

Written Off This shows the amounts that have already been written off.

Matter Budget / Fees / Disbursement / Overall Budget

These are the estimates that are entered when the matter is created.

Fees

If the setting in System | Posting (Alert User when Matter Balance exceeds

– Fees Budget) is ticked, a warning will be displayed when the Total Fees

(excluding Tax) exceeds 80% of the Fee Budget.

Disbursements

If the setting in System | Posting (Alert User when Matter Balance exceeds

– Disbursement Budget) is ticked, a warning will be displayed when the

Total Disbursements (billed and unbilled including anticipated disbursements & sundries – excluding tax) exceed 100% of the

Disbursement Budget.

Overall Budget

If the setting in System | Posting (Alert User when Matter Balance exceeds

– Total Budget) is ticked, a warning will be displayed when the total of Fees and Disbursements exceed 100% of the Overall Budget.

Essentials Workbook

NOTE:

If these amounts have been exceeded, they are displayed in red.

You can print a Matter Credit Limit Report for details on matters that are close to the limits.

There are various printing options within each ledger selection. These will be covered in more detail in the Operations Workshop.

Bills

This tab displays bills, Write offs and Credit Notes on a matter, including draft bills.

Information includes bill number, currency if the bill was raised in an alternate currency, fees and disbursements billed and balance outstanding.

You can use the scroll bar to view additional columns of information not in the current view.

Cheques

This tab displays all the cheques drawn for the matter. Each Cheque will show the Date

Presented (if applicable) or Unpresented.

The “Filter” tab allows you to select only Unpresented Cheques, or to exclude reversals.

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Debt Collection

Collection Notes

This will list any notes made in relation to debt collection.

New notes may be added here. You can also print the notes.

Debt Control” tab

This tab contains a list of Bills and the “Bill to” party that are outstanding for this matter.

The lower section of the screen has vertical tabs - “Allocations” and “Notes” and “Payment Plans” (if there is a Payment Plan attached to the matter).

Highlight a bill to display information on these tabs, or to add a note, open the bill, process a Trust to Office transfer or print a list of outstanding accounts or print the notes..

Lexis

Affinity Library

Debtors letters

This tab shows letters that have been sent as part of the Collection Plan for this matter.

You can also reprint any of the letters or view the pdf versions of the letters.

Trust Letters This tab shows letters that have been sent in relation to requesting Trust

Funds. You can also reprint any of the letters.

Graphs

Two graphs are displayed:

$ Fee Distribution:

Details the distribution of the $value of the time worked on the matter by employee.

Time Units Distribution:

Details the distribution of number of units worked on the matter by employee.

Investments

This tab shows Investments for this matter. You can also add a new Investment, open an existing investment, process an Investment Journal or print details of an Investment.

You can choose to only view investments that have a balance by ticking “Exclude Zero balance Investments”.

Rates

These are the Rates that are attached to this matter.

Receipts

This tab displays all receipts, both office and trust, processed on this matter and any adjustments that may have been made affecting those receipts.

If a transaction is reversed the original entry is displayed in Green and the reversal entry is displayed in

Red

Debtor adjustment entries are shown in

Blue

Any Cheque drawn from a matter and allocated to Debtors will be shown here as a Debit entry, marked “RF” (Refund).

Write Offs and Transfers

This tab displays the Debtors Write Off journals, Debtor / Disbursement journals and Trust to Office transfers in payment of bills on the matter.

Essentials Workbook

“Finance” tab

Finance Setup / General/Billing

Expected Value

This is the Estimated Fees quoted to the client.

The value is reported in the Matters Opened Report.

Send Trust Statement

Y displays if this was ticked when the matter was created and indicates that this matter will be included when printing Trust Statements from Reports.

Trust Bank

If the matter is restricted to a Trust Bank Account, it will be indicated here.

Authority

This indicates if a Trust Authority has been received from the client.

Fee Rate Code

This indicates the Fee Rate Code attached to this matter, if applicable.

Fee Template Group

This indicates the Fee Template Group that is attached to this matter, if applicable.

Fee Sheet Options

This indicates the method of rounding units on submitted fee sheet entries.

Last Audit Number / Mod By

This is an internal record, identifying who last edited this matter.

Last Trust Transaction

The Date and Time of the last Trust Transaction.

Trust Cheque Clearance

The clearance date of the last trust cheque receipt.

Last Office Transaction

This is the date and time of the last office transaction recorded on the matter.

Last Investment Transaction

This is the date and time of the last Investment transaction recorded on the matter.

Lexis

Affinity Library

Billing

Bill Template This shows the Bill template that has been attached to this matter.

Billing Plan This shows the Billing Plan that has been attached to this matter.

Tax Status for New Bills

This shows the default prompt for a new bill.

Taxable Bill: Tax will be added where required and the Bill will be included in the “Matter Taxable Bills” section of the GST/Tax reports.

Export Bill: This is for bills that comply with the tax rulings regarding

“export” requirements and no Tax is charged. The bill will be included in the ”Matter Export Bills” section of the GST/Tax reports.

Other Tax-free Bill: This is for other types of Tax free bills. The bill will be included in the “Matter Other GST/Tax Free Bills” section of the GST/Tax reports.

Default Scale Cost Fees

This shows the default for billing by Scale Cost.

Apply Sundry at time of Billing

This shows if a default Sundry charge is to be prompted for inclusion when creating a new bill.

Apply Discount at time of Billing

This shows if a default Discount is to be prompted for inclusion when creating a new bill.

Collections

Collection Plan

This shows what Collection Plan has been assigned to this matter

Exclude New Bills from Debtors Letters?

This shows whether or not the amount due for new bills will be included in the total amount owing on a Debtors letter.

Trust Funds Up Front Letter Amount

This shows any money that has been received as up-front trust funds. (You must have sent the letter requesting funds up front and marked the receipt as such).

Send Follow up Letters for Instructing Letter ?

This indicates whether or not there should be a follow up letter issued if the client does not pay the funds requested in the initial / confirmation letter.

Hold Collection Cycle

This shows the date from which the Collection Cycle has been held.

Essentials Workbook

8.8.3 “Documents” tab

This will display a list of documents that have been generated for this matter.

You can open or edit existing documents or delete documents from this tab (provided you have the correct security).

You can use the “Filter” to refine your search of the documents and the “Column” tab to alter the display.

8.8.4 “Precedents” tab

The left hand side of the display shows the Precedent Categories that are available.

You can generate new documents from this tab.

8.8.5 “File Notes” tab

This tab displays any File Notes that have been recorded for this matter including any File

Notes that are added to fee entries when they are recorded.

On this tab, you can create a new file note, edit an existing note (subject to the Security

Settings), print one or all File Notes or delete File Notes.

8.8.6 “Contacts” tab

This tab displays a list of contacts for the matter and the type of contact.

From here you can add new contacts, edit the existing contacts, delete contacts, print the list of contacts, open the PhoneBook entry for the contact, open the Matter Contact relationship, generate a precedent to one or more of the contacts or displays the

DataForm/s for all the matter contacts in a grid view.

8.8.7 “Data” tab

The left hand side shows the Data Forms that are attached to this matter. When you select a Data Form the details of the additional information (the DataForm Fields) is displayed on the right.

8.8.8 “emPower” tab (optional)

If your Firm is using the emPower precedents and an emPower precedent module has been attached to the matter, Lexis Affinity will display the precedents relating to the matter type. From here you can run the data forms and enter the extra information required before merging documents.

8.8.9 “Workflow” tab

Diary

Displays all the Diary entries on this matter.

You can use this tab to create a new Diary entry or edit an existing entry for a Matter.

Lexis

Affinity Library

Team

This shows the members of the “Team” of Employees who are involved in this matter.

You can edit the Team – ie add or remove members.

You can also open Batch Update Matter Teams from this tab, which allows you to update multiple matters with the same team members at the same time.

Tasks

This displays all the tasks to be completed or that have been completed for this matter.

Tasks can be created or deleted from this tab.

You can use the “Filter” to refine your search of the Tasks, the “Options” tab to hide certain tasks, the “Column” tab to alter the columns included and their order, and the

“Sort” tab to re order the entries.

8.8.10 “Safe Custody” tab

This tab displays Safe Custody Items (with Packet Numbers) that are held for this matter.

You can record new items and packets from this tab.

8.8.11 “Research” tab

This tab displays documents that have been produced.

Essentials Workbook

8.9 Matter Ribbon

F4 New Matter

Opens the Client Selection screen, to commence the process of creating a new matter.

Edit Matter Details

Opens the Matter Edit screen.

Complete this Matter

Close this matter. A setting in Options determines whether or not you can complete matters with balances outstanding.

Delete Matter

Deletes the matter.

A matter with transactions or balances cannot be deleted.

Start Timer

Opens the Fees Sheet and starts the timer for that matter.

New Appointment

Create a diary entry for this matter

Open Client for this Matter

Open the client for this matter.

Ctrl + Shift, +

First

Go to the first record in the current sequence.

Ctrl+,

Previous

Go to the previous record in the current sequence.

Ctrl+.

Next

Go to the next record in the current sequence.

Lexis

Affinity Library

Ctrl+Shift+.

Last

Go to the last record in the current sequence.

Search

Opens the Matter Selection screen.

Ctrl +P Print

Print matter label.

Refresh

Immediately refreshes the data on the screen.

F10

Snapshot

Creates direct access to the matter via the Snapshots Pane.

Associate Matter

Associate this matter with another matter.

Display Related Documents

Click this icon to open your external Document Management System (for example - Lexis IM, Redmap).

Help

Click on the drop down arrow to select a training video on any of the following topics:

Affinity 4.0 – What’s New

Document Compare

Document Folders

Document Versioning

PDF and Email Handling

Searching for Documents

Essentials Workbook

8.10 Transactions Ribbon

New Bill

Create a new bill or edit an existing draft bill.

New Fee

To enter time, or scale costs on this matter.

Sundry Expense

Post sundry expenses on this matter such as photocopying, facsimiles, postage, courier etc.

Cheque

Create a trust or office cheque on this matter.

Cheque Request

Create a trust or office cheque requisition.

Receipt

Create either a trust or an office receipt.

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Transfer Trust

Transfer funds from Protected to Unprotected (or vice versa) on the selected matter.

Debtor to Disbursement Journal

This option is usually disabled in Australian sites as credits to

Disbursements are not recommended due to Tax regulations.

If enabled, you can use this option to process journals between Debtors and Disbursements.

Transit Register Receipts

Create a transit register receipt.

Lexis

Affinity Library

Petty Cash Journal

Create a Petty Cash journal entry for an incurred Disbursement.

New Investment

Create a new Investment for this matter.

Essentials Workbook

8.11 Printing

You can print a Matter label, the details of an individual Matter or a list of all the Matters displayed in the Matter Selection screen. The matters included in the Matter Selections

Screen are determined by the Filter in use at the time.

8.11.1 Printing a Matter label



Hands on

In this exercise you will print the details for Matter 990155.

1. Open Matter 990155

2. Click on

The Matter label dialog box will display.

3. Complete the printing details

4. Click on [OK]

The matter label will display on the screen.

5. Close the Print Display

8.11.2 Printing Details of one Matter

1. Click on the down arrow on Print

2. Select Details

Details of this matter will display on the screen.

3. Close the Print Display

Lexis

Affinity Library

8.11.3 Printing all Matters



Hands on

In this exercise you will print a list of all the Matters.

1. Click on or press F3 to display the Matter Selection Screen

2. Click on or press F12 to clear the filter

3. Right click on the grid and Select All

4. Click on

The list of Matters will display on the screen, in the same order as the Matter

Selection screen.

You can use the icons on the Print Toolbar to change the display of the report, to move forwards or backwards through the individual pages or to print the report.

5. Close the Print Display

6. Close the Matter Screen

Essentials Workbook

8.11.4 Matter Filter

The Matter Filter can be used to selectively list matters according to varying criteria.



Hands on

In this exercise you will find the Debt Recovery matters where MER is the Partner

1. Open Matters from the Application Toolbar

2. Select the “Filter” tab

The following screen displays:

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3. Select Equal to – Partner Select MER

4. Select Equal to – Type Select DEBT

5. Current Matters only – Tick this (in the “opened” box - right-hand side)

6. Select the “Matters” tab

Lexis Affinity now displays the Debt Recovery Matter/s where the partner is MER

7. Close the matter listing

NOTE: The “%” sign can be used as a wild card when searching.

NOTE: the “Extra” tab can be used to search for information in the DataForm

Fields.

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Affinity Library

Matter Filter fields

Select Equal to – Partner / Controller / Author / Trust Bank / emPower / Fee Rate

Code / Type / Workflow / Branch / Dept / Coll. Plan / Fee Template

Group / Client Master Group / Client Group

Use this option to locate matters that belong to any of the categories selected. This is an “and” test – ie if you select Partner MER and Type –

Debt Recovery, only Debt Recovery Matters that belong to MER will be listed.

Trust Bank: Tick this to include Inactive Trust Bank Accounts in the drop down list.

Select where criteria Contains / Starts with

Matter / Client Code / Alpha ID

Use this option to search the Matter Number, Client Code or Alpha ID.

For example, you can search for all the File Numbers that start with or contains 99011.

Select where Criteria Contains / Starts With – Client Name / Description / Your

Reference / Contact / Bill To / Bill To Contact / Notes / Referred By

You can use this option to locate matters where you can match text in any of these fields.

Balances greater than – Work in Progress / Debtors / Disbursements / Fees Billed /

Fees Received / Unbilled Sundries / Trust / Clear Trust / Investment

Use this option to find all matters where one or more balance is greater than the amount specified.

For example, you can search for matters where WIP is greater than $500 and Disbursements is greater than $10.

Modified By Select a user as the Modifier from the drop down list.

Modified

Use this option to locate matters that were changed or altered on a certain date or between two dates.

Opened Use this option to locate matters that were opened on a certain date or between two dates.

For example, you can locate all matters opened this month by selecting the appropriate dates in Since and Before.

You can further limit this search to only Current Matters

Completed Use this option to locate matters that have been completed on a certain date or between two dates.

Archived Use this option to locate matters that have been archived on a certain date or between two dates.

Source Country

This is the country assigned to this matter to indicate the home country of the client.

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Essentials Workbook

Key Dates 1,2,3

Use the date ranges to locate matters where the key dates fall within the period specified.

Trust Overdrawn Matters

Generally, there will not be any matters with an Overdrawn Trust balance.

However, if this is permitted, (such as in a Combined Ledger System) ticking this field will include only those matters that are overdrawn.

If Combined Ledger System is enabled:

Exclude Trust Loans

This flag is not relevant to listing matters. For reporting purposes, this will exclude clients where the trust total is in debit.

“Extra” tab

Variable Contacts – Select Containing (Text)

You can use this option to locate matters that match text in any of the

Static / Variable Contact fields.

For example, if you wanted all the matters where JC Sparrow has been attached as a Barrister, select “Barrister” from the drop down list and type

“sparrow” (or part thereof) in the field to the right.

DataForm - Select Containing (Text)

You can use this option to locate matters that match text in any of the

DataForm fields. The Select Containing drop-down list enables you to select a search criterion from Select containing, Start with, Equal to and

Not equal to.

DataForm - Balances Greater than - (Balances)

You can use this option to locate matters where amounts or values recorded in any of the matter DataForm fields are greater than the values entered here.

DataForm – Since and Before (Date)

You can use this option to search dates in DataForm fields. Since & before options are available.

Client and Matter Hold Flags

Exclude where Client is held

Tick this if you want to exclude matters that belong to Clients that are flagged as “held”.

Include Matters – All Matters

Check this if you want to include all Matters regardless of their “Hold” status.

Include Matters – Matters with Hold flag not set

Check this if you want to only include Matters where the “Hold” status is not set.

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Affinity Library

Include Matters – Matters with only Hold flag set

Check this if you want to only include Matters where the “Hold” status is set.

Matter Hold Flag – Include Matters with Final Bill flag set

Tick this to include Matters where the Final Bill flag has been set.

Matter Hold Flag – Include Matters with Hold on Time / Disbursements

Tick this to include Matters that are on hold for Time and Disbursements only.

Matter Hold Flag – Include Matters on Registration Hold

Tick this to include Matters that are on Registration Hold. (Registration

Hold prevents processing of Time, Disbursements and Billing entries).

Payment Plan

Select from;

None

Perpetual

Pre Agreed.

Fee Sheet Options

Select from;

Any

Don’t Round Units

Round to Nearest Unit (but never to zero)

Always Round Units Up

Use minutes to recalculate value and minutes

Use Client/Employee/System default

Matter has different options to client.

Collection Cycle

Select from;

All Matters

Matters with Hold Flag not set

Matters with Hold Flag set.

Essentials Workbook

8.12 Lexis Affinity Explorer

Lexis Affinity Explorer will open a “Windows Explorer” screen which displays all the users

(on the left) and the matters where they are the Author.

This is an easy way to view the active matters for an author.



Optional Exercise

In this exercise you will open Explorer and list the matters for YSR

1. Open Database | Employees | Explorer

A screen similar to the following displays:

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This screen shows all the Authors registered in the system.

2. Click on Yvette S Rogers

A List of Matter Numbers will be displayed on the right. A yellow icon indicates a current matter, a blue icon indicates an archived matter

3. Select View | Details

The list will include the Client and description of the matters.

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Affinity Library



TIP: It is also possible to use Explorer to sort matters by client or matter type. Select View | Group by and choose one of the options available.

Information is displayed based on the selection made in

View – select from small icons, large icons, list or details once a list has been selected.

4. Close Explorer

Notes

Essentials Workbook

Lexis

Affinity Library

8.13 Complete a Matter

Settings in System | Archiving control various options when completing and archiving matters.

These options are shown below:

Allow Archival of uncompleted Matters

If ticked, you will be able to archive matters that have not been flagged as

“Completed”.

It is recommended that this option is not ticked.

Disallow matter closure if outstanding accounting

If ticked, only matters with zero balances can be closed.

It is recommended that this option is ticked.

Warn on no fees allocated when closing matter

If ticked, Lexis Affinity Library will warn if a matter is being closed where no fees have been recorded.

Allow matter closure and archival with unpresented cheques

If ticked, Lexis Affinity Library will allow matters with unpresented cheques to be closed.

A setting in System | Posting | Fees, Billing & Allocating also allows for a WIP Write Off up to a nominated value to be processed on matters that are otherwise ready for completion.

NOTE: Completed matters retain full transaction history and can be reopened at any time.

Your firm policy may be to set the “Hold New Time / Disbursements” flag on a matter that has been finalised, but where the account has not been paid. This will prevent further time and disbursement entries being posted to the matter.

Matters may stay in the system completed, or you may choose to archive them.

Store Numbers are allocated when the matter is archived.

Essentials Workbook



Hands On

In this exercise you will complete matter ARES-002. This matter has a WIP balance of

$42.00 which is to be written off.

1. Select Matters from the Application Toolbar

2. Locate and open Matter ARES-002

3. Click on to complete the matter.

As this matter has zero balances except for WIP, the following message will display:

4. Click on [Yes] to open the Write Off dialog screen

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5. Click on [Post]

The following message will display:

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Affinity Library

6. Click on [Yes]

If the matter you are completing has already been archived, the following message will display:

7. Click on [Yes] to retain the same archive number

8. Select the “Matter Details” tab - Overview

Note the Archive Number and Date Completed displayed on the screen.

9. Click on to display the matter list again

10. Click on Refresh

The Matter you have completed will be in a different colour – usually green.

11. Locate your Matter and review the details in the Completed column.

Once a matter has been completed it can be re opened or archived.

12. Close the Matter List and Matter Screen when finished viewing.

Essentials Workbook

Messages that might display when completing matters

The following error message may appear – depending on the settings in System |

Archiving.

If the Matter you are completing has balances, a message similar to the following will display:

If the Matter you are completing has zero balances, except for Work in Progress, a message similar to the following will display:

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If the Matter you are completing has zero balances but has outstanding undone tasks a message similar to the following will display:

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If the Matter you are completing did not have any Fees recorded, a message similar to the following will display:

If the matter can be closed a message similar to the following will display:

8.14 Re open a Completed Matter

Sometimes it is necessary to re open a matter that has previously been completed.



Procedure

1. Open the client for the matter

2. Select the “Matters” tab

3. Locate the Completed Matter

4. Click on [Edit Matter]

5. Select the “Miscellaneous” tab

6. Untick the Date of Completion field

7. Click on [OK]

If this matter has a DataForm attached, this will open.

8. For this exercise close the DataForm

Essentials Workbook

Re opening a Previously Archived Matter

If a matter has been completed, archived and then unarchived again, when the matter is completed for the second time, Lexis Affinity will prompt with the following message:

This allows you to either keep the original Archive Number or allocate a new one.

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8.15 Archive Matter/s

There are two ways to archive matters - archive a single matter or batch archive a number of closed matters.

A Store number is allocated to archived matters.

8.15.1 Archive a Single Matter



Hands On

In this exercise you will archive matter 012406.

1. Open Archival

The following screen displays:

(Database | Archive)

2. Keep form open after archiving Leave unticked for this exercise

3. Click on

4. Select Matter 012406

The following screen will display:

Essentials Workbook

5. Click [OK] to archive the selected matter

An Archived Matter Number is allocated when a matter is archived.

A sample of this message is displayed below:

6. Click [OK]

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8.15.2 Unarchive a Single Matter

Sometimes a matter may be archived accidentally, or an archived matter may need to be re instated.



Hands On

In this exercise you will unarchive the same matter – 012406.

(Database | Archive) 1. Open Archived Matters

Lexis Affinity will display the archived matters.

2. Locate Matter 012406

You can either search through the list

Type the File ID (012406) in the search field at the bottom

Use the filter to locate it quickly.

3. Double click the matter

4. Click on [UnArchive] to reopen the file.

The following prompt will display:

5. Click on [Yes] to unarchive the matter.

The Edit Matter screen displays.

6. Select the “Matter Details” tab - History

You will see the progress of the Matter.

7. Close the Matter screen

Essentials Workbook

Archive Batch

Some users will find it more convenient to archive matters in a batch – for example at the end of a month.



Hands On

In this exercise you will archive all the completed matters

(Database | Archive) 1. Open Archive Batch

This starts the Matter Archive Wizard

2. Archival of Completed Matters Select this

You can select to either archive the completed matters or Print Ledgers, Labels and / or Trust Statements of previously archived matters.

3. Skip Author and Client selection and go straight to finalise Tick this

If you are archiving all completed matters, you can skip these screens.

4. Click [Next] to proceed.

The final screen of the Wizard will display:

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5. Printing Details Tick the “Do not print” option for this exercise

In your office, you would usually select to print all the ledgers etc for archived matters. However you can leave printing of the labels at this stage.

When all the matters have been archived, you can then open the Archived Matter list, use the filter to select the matters archived that day.

Select File | Print | All.

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Matters labels will then be produced in a batch.

6. Click on [Finish]

Lexis Affinity displays the matters which have been selected for archiving.

7. Click on [Archive] to archive the matters

Alternately, you can click on the Wizard button to go back through the selection screens.

8.15.3 Display Archived Matter

Archived matters can be viewed via the Archived Matters icon. Archived Matters for a particular client can be accessed via the Client Screen.



Hands On

In this exercise you will list all the Archived Matters and view the details of Matter

990104.

1. Open Archived Matters

2. Locate the Archived Matter (Original Matter Number 990104)

(Database | Archive)

3. Double Click to open

Lexis Affinity displays many tabs which you can click on to display all the information about this matter.

You can also select any of the various Ledgers to view the transactions on this matter.

4. Select the Archive tab

Lexis Affinity displays the Archive details, including details of Archive Requests and movement of the file and Box Number details (if allocated).

Essentials Workbook

8.15.4 Attaching Box Numbers

If you use a Box Management System, you will need to record the Box Number for each archived matter.



Hands On

In this exercise you will display a list of archived matters with no box number and then add the box number to an archived matter.

1. Click on to open the list of Archived Matters

2. Select the “Filter” tab

3. Empty Box Number Tick this

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4. Select the “Archives” tab

A list of Matters that have no box number will display.

5. Select and open the first matter

6. Select the “Archive” tab

7. Box No 256

8. Click on to save the entry

Note the updated display in Request / Movement as shown below:

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You can click on (or press Ctrl+.) to move to the next matter listed.

9. Close the Archived Matter screen

8.15.5 Mailouts for Archived Matters

You can use the information stored in Archived Matters to send letters to clients with archived matters. This may be useful for when you need to advise Clients that their files are about to be destroyed, or for other general or marketing correspondence.

Essentials Workbook

8.16 Archived Matters Menu and Ribbon

Performing different functions in the Archived Matters area can be achieved by either selecting the icon or by selecting the relevant function from the Menu.

8.16.1 Functions on Archived Matters Menu

There are three options on the Menu Toolbar: - File, Search and Help. (Search and Help are standard).

File:

Unarchive

Reopen

Snapshot

Restores the selected matter to current matters.

F6 Lists the last accessed Archived Matters.

F10 Places a Snapshot of this Archived matter icon the Snapshots pane.

Delete

Print – Label

F8 Delete the Archived Matter entry.

Prints a label for this Archived Matter

Print – Details Ctrl+P

Prints the registered details of the Archived Matter, the Fees Billed,

Received and Written Off and the Archiving history of the matter.

Ledger Fees / Sundries / Disbursements / Debtors / Trust / Combo

Prints the selected Ledger for the selected Archived Matter.

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8.16.2 Archived Matters Ribbon

F2 Edit Matter Details

This allows you to edit the matter details without having to re-open the matter.

Archive Box Management

This facility allows you to record the physical location of the archived matter.

Unarchive this File

This will restore the selected matter to current matters.

Ctrl + Shift, +

First

Go to the first record in the current sequence.

Ctrl+,

Previous

Go to the previous record in the current sequence.

Ctrl+.

Next

Go to the next record in the current sequence.

Ctrl+Shift+.

Last

Go to the last record in the current sequence.

Search

Search for an entry in the currently displayed listing.

F10

Snapshot

Place a link to this Archived Matter in the snapshot pane.

F5 Refresh

Immediately refreshes the data on the screen.

Open Client for this Archived Matter

This will open the Client screen.

Essentials Workbook

New Archive Requisition

This allows you to register a request to have an archived file removed from the archive database and re instated. This request can then be printed.

Ctrl+P Print

This allows you to print a label for the Archived matter.

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8.16.3 Archived Matter Filter

The Archived Matter Filter can be used to selectively list Archived Matters according to varying criteria.



Hands On

1. Click on to open the Archived Matter Selection screen

2. Select the “Filter” tab

The Filter screen is shown below:

Archive Matter Filter Fields - Standard

Select Equal to – Partner / Controller / Author / Trust Bank / Fee Rate Code /

Entity / Type / Workflow / Branch / Dept / Fee Template Group /

Source Country / Client Master Group / Client Group /

Use this option to locate matters that belong to any of the categories selected. This is an “and” test – ie all criteria specified must be satisfied.

Select where criteria – Contains / Starts with – Matter / Client Code / Alpha ID

Use this option to locate matters that start with or contain the entered text for Matter, Client Code or Alpha ID text. To perform a "wild card" search, enter the percent sign % before the text entered.

Essentials Workbook

Select where criteria – Contains / Starts with

Client Name / Description / Your Reference / Contact / Bill To / Bill

To Contact / Referred By

Use this option to locate matters that start with or contains the entered text.

If you select Static Other Parties, you can select the type of Other Party from the drop down list.

Archive – Status / Location / Box Number

Use this option to locate matters of a particular Archive Status or Location or Box Number. This is an “and” test – ie all criteria must be satisfied.

Empty Box No

Tick this to locate all the Archived Files that do not have a Box Number.

This is particularly useful after running Batch Archive to locate those archived matters that don't yet have a Box number recorded.

Balances greater than – Fees Billed

Use this option to find all matters where Fees Billed is greater than a specified amount.

Archived Use this option to locate matters that were archived on a certain date or between two dates.

Opened Use this option to locate matters that were opened on a certain date or between two dates.

Completed Use this option to locate matters that have been completed on a certain date or between two dates.

Key Dates 1,2,3

Use the date ranges to locate matters where the key dates fall within the period specified.

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Archive Matter Filter Fields – Extra

The following additional details are found on the Extra Tab:

Select Containing - DataForms

Use this option to find all matters where the text / values or dates entered match those found in DataForm fields attached to matters.

Review Date / Off Site Date / Destruction Date / Destroyed Date

Use these options to locate all matters where the date range entered here is found on the matters for the selected date criteria.

NOTE: You can also further refine the search by ticking “Match Case” and “Remove

Order By (Speed Up)”.

Notes

Essentials Workbook

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9. Diary

Lexis Affinity provides for the recording of appointments or diary entries for PhoneBook records and matters.

Diary can be found in the Case Management group on the Applications Toolbar.

Use the Diary program to create a diary entry, display and print diary entries for a period, delete diary entries, create fee entries and record phone messages.

Diary Entries can also appear in your Microsoft Outlook Calendar, if you have activated

Outlook integration.

9.1 Diary Events

A Diary Event is a way of categorising a diary appointment. It is a term to describe the main purpose of the appointment (eg. Conference, Settlement, Mediation). You may find it useful to have a printed list of Diary Events for reference.



Hands on

In this exercise you will print a list of the Diary Events.

1. Open Diary Events

2. Click on [Print] or press CTRL+P

(Case Management | Diary)

The list of Diary Events will display on the screen as shown below:

3. Close the print display.

4. Close Diary Events

Essentials Workbook

9.2 Diary Jurisdictions

A Diary Jurisdiction allows you to categorise an appointment by jurisdiction (eg. Federal

Court, Family Court). This will enable you to filter and report by jurisdiction.



Hands on

In this exercise you will print a list of the Diary Jurisdictions.

1. Open Diary Jurisdictions

2. Click on [Print]

(Case Management | Diary)

The list of Diary Jurisdictions will display on the screen as shown below:

3. Close the print display.

4. Close Diary Jurisdictions

9.3 Diary Locations

Diary Locations are pre-defined locations that can be selected when an appointment is created (eg. Our Office, Bank, Melbourne Office, Settlement Rooms).



Hands on

In this exercise you will print a list of the Diary Locations.

1. Open Diary Locations

2. Click on [Print]

(Case Management | Diary)

The list of Diary Locations will display on the screen as shown below:

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3. Close the print display.

4. Close Diary Locations.

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9.4 Diary

The Diary function allows you to display your diary in a variety of formats;- Daily, Work

Week, Weekly, Monthly, Time Line or Custom view.

Diary also handles meeting invitations, telephone messages and tasks. (Tasks are usually generated as part of the Workflow for a matter.)



Hands on

1. Open Diary (Case Management | Diary)

2. Select the “Daily” tab

9.4.1 “Daily” tab

A sample Diary | Daily screen is shown below:

This tab lists all the appointments (Diary Entries) for today as well as any telephone messages that have been recorded, Meeting Invitations and the Task List.

The appointments and tasks that are displayed are controlled by the Filter selection

(on the “Options” tab). Currently the standard filter is selected so all Diary appointments and tasks are shown for the logged in user.

Essentials Workbook

9.4.2 Altering the Display of the Daily Diary



Hands on

In this exercise you will alter various features of the display of the Diary screen.

Daily View Options

You can use this option to hide or display the various sections of the Daily view.

1. Select View | Daily View Options

The following options display:

2. Select Hide All

Only the Daily Diary section displays

3. Select View | Daily View Option

4. Select Hide All

All sections will now display.

5. Use this feature to customise the Diary display to suit your preferences.

These selections will be retained until changed by the user.

New Entry on Cell Selection

If you select a period of time that covers more than one interval, the system will automatically display a New Diary Entry screen.

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Daily Diary Intervals

You can change the intervals for which the Daily Diary displays.

1. Select View | Intervals

2. Select Quarter Hour option

3. View the Daily Diary

4. Repeat this to select your preferred interval

Cell Height

You can change the vertical size of each interval.

1. Select View | Cell Height

2. Select “Large”

3. View the Daily Diary

4. Repeat this to change it to your preferred size

Drag and Drop

Drag and Drop allows you to click on a diary entry and drag it to a new time slot. You can turn this off by unticking this option in View.

Hide Minutes

1. View | Hide Minutes

If Minutes are hidden – the times displayed will be in hours

(regardless of the setting for

Interval) as shown below:

If Minutes are NOT hidden – the times displayed will show the increments as set by

Intervals – for example if the Interval is half hour the display will be similar to the one shown below:

Essentials Workbook

Hide Off Hours

Daily and Work Week views show times in the layout. You can select to display only time slots in normal working hours (ie Off Hours will be hidden) or a full 24 hour day (ie Off

Hours will be displayed). If a full day is selected, the hours outside the normal working day are shaded.

1. Select View | Hide Off Hours

If you have made an appointment in the “Off hours” (ie outside normal working hours) and Hide Off Hours is checked, a new icon will display:

You can click on this icon to display the appointment that is in the “Off Hours”.

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Hide Page Tabs

1. View | Hide Page Tabs

This will remove the “Daily”, “Work Week”, “Weekly”, “Monthly”, “Custom”, “Time

Line”, “List” and “Options” tabs.

Icons will display on the Menu bar

The selected view will be highlighted.

2. Select View | Hide Page Tabs

This will activate the tabs again.

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Separate “Reminder For” Scheduler

This feature allows you to view more than one Diary at the same time. To include another

Employee’s Diary, you must include them in the filter first.

1. Select the “Options” tab

2. Select the “Diary Filter” tab

3. Highlight JAE in the “Available” column and click on [Add]

4. View | Separate “Reminder For” Scheduler

A new area for JAE will be displayed.

5. Highlight a time slot on the Diary for JAE and create a new diary entry

The Reminder For field will automatically default to JAE.

6. Complete the Diary Entry

The screen will be similar to the one shown below:

Show Date Range

1. Select View | Show Date range

Click on this to show the date range of the diary period

Essentials Workbook

9.4.3 Moving to other dates

Calendar displayed

Move to another date within the Month

1. Select another day by clicking on the respective date on the Monthly Calendar

Move forward a Month

2. Move to the next month by clicking on the right arrow next to the Month Name

3. You can then click on the date required

Return to today’s date

4. View | Go To | Go To Today

OR Click on

Today’s Diary is displayed again.

Calendar not displayed

Select another date

5. View | Go To | Go To Date

6. Date Enter another date in the format DD/MM/YYYY

7. Click on [OK] to display the Diary screen again

9.4.4 Clash Warnings

To ensure that users are warned of clashes in appointments, you must ensure that this option is ticked.

8. Select Edit

9. Ensure Warn Clashes is ticked

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9.4.5 Create a Diary Entry



Hands on

In this exercise you will create a new Diary Entry for Matter 012352 for sometime today.

1. Select today’s date from the calendar

2. Highlight a time approximately 1 hour from now

3. Click and drag the mouse to a time one hour from the start time

The Diary Event dialog box displays as shown below:

Note that the Start and Finish times have been completed.

If you create a Diary Entry by clicking on Lexis Affinity will default to the current time.

4. Matter 012352 or Click on to open the Matter Selection screen and select Matter 012352

The details of the matter will be inserted

5. Reminder For Accept the prompted user.

Lexis Affinity will default to the logged in User.

6. Event Select Meeting

7. Location Select Our Office

8. Jurisdiction Leave blank

Essentials Workbook

9. With John Steven Smith

Click on the to open the PhoneBook list

10. Description to discuss possible outcomes

11. Print Description on Event Report? Tick this

This will include the description of the Diary Entry to be included on a report of your

Diary Entries (the Event Report).

12. Notify Tick this and accept 15 minutes notice before the appointment

13. Select Resources Tab

14. Click on the [Add]

15. Type Select Meeting Rooms

16. Select Small Meeting Room

17. Click on [OK] for Resource Allocation

18. Click on [OK] to process the Diary Event

If there is a clash with an existing Diary entry, an alert warning will be displayed

If the time for the notification before the meeting has passed, a message will be displayed.

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The Diary entry will now display on the Day section of the “Daily” tab.

19. Rest the mouse over the Diary entry to display the full details

NOTE: Diary entries can be easily converted to Fee entries.

If you are likely to use this feature, you should record your Diary descriptions with this in mind.

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Diary Alerts

When it is time for the alert to show it will display as shown below:

Dismiss the Diary Alert when it appears.

Diary Alert Options

Dismiss All

This will stop any more alerts.

Open Entry This will open the Diary Entry for this Alert and allow you to view or alter the details.

Dismiss

Snooze

This will stop the alerts for this Diary entry appearing.

This will allow you to be reminded again.

Select the time frame for the next reminder.

Essentials Workbook

9.5 Converting a Diary Entry to a Fee Entry

Lexis Affinity provides a quick and easy way of converting your Diary entries into Fee entries. This will save re-keying information such as matter number and some or all of the description.



Hands on

In this exercise you will convert the Diary Entry for Matter 012352 (with John Smith) into a

Fee Entry.

1. Highlight the Diary entry for 012352

2. Click on

The Fee Creation screen displays as shown below:

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3. Description Edit the description to read:

Meeting with John Smith to discuss possible outcomes

4. Units Lexis Affinity prompts with the length of time of the Diary Event

5. Click on [OK]

To view this entry

1. Open Fee Sheet

2. Locate the converted entry

3. Close the Fee Sheet

(Fees & Billing | Fees)

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9.6 Meetings

Meetings can be scheduled between Employees. Creating a meeting creates an entry in the diaries of all staff / Employees invited to the meeting and displays an invitation to the meeting on the Diary screen. Each user can either accept or decline the invitation to the meeting. If the meeting is declined the Diary entry is removed from their Diary.



Hands on

In this exercise you will organise a meeting for all the partners and the Administration department.

1. Open Diary if not already open (Case Management | Diary)

2. Click on the following Monday in the Monthly Calendar displayed on the “Daily” tab

3. Click and drag over the period from 8:00am to 9:30am

The Diary Entry screen displays.

4. Reminder for Accept the prompted user

5. Event Select Meeting

6. Location Select Our Office

7. Description Monthly Partners Meeting

8. Print description on Event report? Tick this

9. Notify Tick this 15 Minute(s) before appointment

Create a Meeting

10. Select the “Meeting” tab

The following screen displays:

Essentials Workbook

11. Click on [Invite]

The following screen displays:

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Affinity Library

Meeting Attendees

The Invite Meeting Attendees selection screen provides five methods of selecting employees to be included in a meeting invitation.

If you select either Individuals or Employee Type, each individual will be listed in the Invite

List. This means that each employee can be individually removed from the meeting.

If you select Teams, Departments or Branches, only the name of the Team, Department or

Branch is displayed and it is not possible to ‘un-invite’ or exclude a member of the selected group from the meeting.

12. Employee Type Select Partner and Senior Partner from the list

Click in the check box beside the two employee types.

13. Department Select Administration

14. Click on [OK]

The names of the Partners and Senior Partners will display in the “Attendees” list, as well as the Administration Department.

15. Click on

The names of the Employees in the Administration Department and the partners display.

16. Click on

The Department name displays.

17. Click on [Scheduling]

This screen shows times when the invitees are already committed and resources booked.

If the time range is not suitable, close the schedule screen. Close the Diary Entry screen and Select View | Meeting Scheduler Options to alter the time range.

18. Close the Schedule screen after checking for clashes

Essentials Workbook

Booking a Resource

19. Select the “Resources” tab

20. Click on [Add]

21. Type Select Meeting Rooms

22. Select Board Room

23. Click on [OK]

24. Select the “Appointment” tab

9.6.1 Recurring Diary Entries

You may record Diary Entries that are repeated one or many times into the future.



Hands on

In this exercise you will make this diary entry a recurring entry for every 1 st

Monday morning of the Month at 8:00am.

1. Ensure the Diary entry for the Partners Meeting is open

Locate and open the Diary entry for next Monday for the meeting at 9:00am

2. Click on [Recurrence]

The following screen displays:

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Affinity Library

3. Select Monthly

4. The First

5. Select Monday

Monday should be showing by default as you selected Monday for the Meeting.

6. Start Date Accept the prompted date

7. Finish Date Accept the prompted date

Note that Lexis Affinity prompts with a date 12 months ahead.

8. Click on [OK]

Note the Diary Entry now displays the recurring details.

9. Click on [OK] to update the Diary Entry

The Meeting is now inserted in everyone’s diary.

To view this meeting for MMC

1. Select the “Options” tab

2. Highlight the existing Author on right-hand side

3. Click on [Delete]

4. Select MMC on left hand side

5. Click on [Add]

6. Select the “Daily” tab

7. Locate the Meeting invitation on the “Meeting Invitations” list

Essentials Workbook

8. Select the first Meeting (for 8:00am) and click on [Accept] (Take note of this date)

The time should be marked in the diary.

If not, you may need to:

Move to the first Monday in the month by clicking the date in the calendar and then move to the time of the meeting

9. Select the “Options” tab

10. Repeat the procedure to display the Diary entries for the logged in user

11. Select the “Daily” tab

Find who has accepted the Meeting Invitation

12. Double click on the Diary entry

13. Select Edit this Occurrence only [OK]

14. Select the “Meeting” tab

A screen similar to the following displays:

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From here you can see who has accepted or declined your meeting invitation.

Attendees with the status “Invited” have neither accepted nor declined their invitation.

15. Click on [Cancel]

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9.7 Phone Messages

This section shows Phone Messages. Which messages display is determined by the settings in the “Options” | “Diary Filter”.



Hands on

1. Right click in the Phone Message area

2. Select New Message

Alternately you can click on to create a new Phone Message

The New Phone Message dialog box appears as shown below:

3. Message for Select the logged in user from the from the drop down list

Type the user ID

Click on to locate the correct User ID

4. Message Please call Humphrey Charles before 4pm

QuickCodes can be used here.

5. Click on [OK]

Essentials Workbook

9.8 Tasks

Tasks are activities that need to be actioned for a matter. Tasks usually have a date assigned but not a specific time as they are steps in the conduct of a matter such as production of documents, telephone calls and emails. Some Tasks will have a set time and duration (eg. an appointment).

DISCUSSION

1. Open Diary.

The task area is shown below:

Task Today Lists tasks for the logged-in user by:

Created date

Due date

Start date

Finish date

Task Reminder shows all the tasks that have been flagged to have reminders

Tasks are covered in more detail during in the Tasks section of this document and during

Workflow training.

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9.9 Diary Views

There are several other Diary Views. Choose the view that best suits you.

9.9.1 Work Week

Discussion

1. Select the “Work Week” tab

This view shows all the diary entries for the week, with the options to move back to the

Previous Week or the Start of the Month. There is also an option to go forward to Next

Week or Month End.

The screen is displayed below:

Essentials Workbook

9.9.2 Weekly

1. Select the “Weekly” tab

This view shows all the diary entries for the week (including weekends), with the options to move back to the Previous Week or the Start of the Month. There is also an option to go forward to Next Week or Month End.

The screen is displayed below:

9.9.3 Monthly

2. Select the “Monthly” tab

This view shows all the Diary Entries for the month. You can click on the left and right arrows to move backwards and forwards.

The screen is displayed below:

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9.9.4 Custom View

This view shows Monthly Calendars in the left pane and a daily view with horizontal time slots in the right pane.

1. Select View | Custom

The first Monthly Calendar shown will be the current month, followed by consecutive months. You can use the left and right arrows to move through the months.

You can include multiple days in the right pane by highlighting them in the Monthly

Calendar. You can highlight multiple adjacent days by clicking a date and dragging to the end date, or by highlighting the first date and holding the SHIFT key while you select the end date. To select non adjacent dates, hold the CTRL key and click the days in the

Monthly Calendar you want to view.

If a week is selected the display will look similar to the one below:

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This view shows a Monthly Calendar on the left and a daily view with vertical time slots on the right as shown below:

1. Select View | Time Line

The first Monthly Calendar shown will be the current month, followed by consecutive months. You can use the left and right arrows to move through the months.

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9.9.6 List

This option allows you to select Diary entries by a date range.



Hands on

1. Select the “List” tab

Today’s Diary Events are displayed

You can double click on a Diary Event to get more information, or to edit the Event.

The columns included in this list are determined by the settings in Options | Diary

Columns.

9.9.7 Export to CSV or Excel

These options allow you to create a CSV or Excel file.

Click on [Export to CSV] or [Export to Excel]

You will be prompted to save the file.

Once the file is saved a prompt will display allowing you to open the file.

Either format will contain the same columns and in the same order as in the “Lists”tab.

The Excel file will be automatically formatted.

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9.10 Options

The “Options” tab provides for control of the information displayed, not only by filter but also the details of entries displayed.



Hands on

1. Select the “Options” tab.

There are six tabs in “Options” – located on the right hand side of the screen.

9.10.1 “Diary Filter” tab

2. Select the “Diary Filter” tab

There are three tabs within the “Diary Filter” tab

“Standard Filter” tab

3. Select the “Standard Filter” tab

4. Click on [Clear All]

The Standard Filter is displayed below:

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5. Reminder For Add YSR to the Selected column

6. Select the “List“ tab

Diary Events for YSR will appear.

Notice the Title Bar of the Window displays the details of who the Diary list is for as well as the date range.

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Standard Diary Filter Fields

The Filter settings apply to the Diary Events that are displayed in the “List” tab.

Reminder For Lexis Affinity will default to the logged in User.

You may add additional Users as required.

Note: If you include more than one employee in the Selected column, when you close and reopen Diary, the first screen displayed will be the

“Options | Diary Filter” tab. This notifies the user that the diary filters are not in "default" mode.

Include Workflow / Procedure generated diary entries

Check this box to include the Diary Entries that are automatically generated by Workflow Procedures.

Include Archive Matters

Check this box to include Diary Entries for archived matters.

Diary Event You can select a particular type of Diary Event – such as Meeting

Location You can select a particular location.

This will help coordinate staff movements.

Jurisdiction You can select a particular Jurisdiction.

With

You can enter a name or use the to locate a PhoneBook entry.

Description You can enter text (or part of the text) to search for a Diary entry.

Note that these details will not be saved when Diary is closed.

Department You can select a particular Department.

Matter / Partner

You can select a particular Partner or select from the drop down list.

Author You can select a particular Author or select from the drop down list.

Controller

You can select a particular Controller or select from the drop down list.

Matter

You can enter a Matter Number or click on to open the Matter

Selection Screen.

Client You can enter a Client Name or click on to open the Client Selection

Screen.

Client Master Group

You can select a Client Master Group from the drop down list.

Client Group You can select a Client Group from the drop down list.

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“Advance Filter” tab

This will be discussed later in this section.

The “Advance Filter” tab allows you to locate Diary entries by multiple Event, Location or

Jurisdictions in addition to other Diary settings.

The Advance Filter screen is shown below:

Filter

You are able to make Filter selections and then save those settings to use again.

Diary Event / Location / Jurisdiction

Select the items from each section to assist in locating the required Diary entries.

For example you can select all the Exchanges due to take place in your office for the coming week.

Use the and to select the Events, Locations and Jurisdictions.

NOTE: Entries will only be included if they meet all the criteria specified.

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“Options” tab

Refresh Every

Nominate the number of seconds (up to 1000) between automatic refreshes.

9.10.2 “Diary Group” tab

This will be discussed later in this section.

9.10.3 “Diary Columns” tab

This option enables the user to determine their particular layout of columns for the “List” selection.



Hands on

In this exercise you will alter the layout of the “List” tab, so that the columns that will show are;

Start Event Location Description Client Name Matter Description, Matter and For.

1. Select the “Options” tab

2. Select “Diary Columns” tab – on the right-hand side

3. Click on

This will remove all but the default columns.

4. Select the “List” tab

The default columns – Start, End & Description will display.

5. Select the “Options” tab

The default columns – Start, End & Description are now in the “Displayed” column.

6. Hold the <CTRL> key and click on each of the nominated items:

Client Name, Location, Event, Matter, Matter Description and For

7. Click on

This will move the items you selected to the “Displayed” Column.

8. Select “End” in the Displayed column

9. Click on

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You now need to use the

A suggested order is:

and keys to re order the items.

Start, Event, Location, Description, Client Name, Matter, Matter Description, For

Most users would not need to include the “For” column if they mainly look at the

Diary for themselves, however if you are checking on other appointments, this may be useful.

10. Highlight “Event”

11. Click on until “Event” appears after “Start”

12. Continue to do this until the “Displayed” list is in the order you prefer.

13. Select “List” tab

The list of Diary events should now include different columns and in the order you specified.

You can alter the size of the columns by clicking on the heading separator and dragging the mouse to the right or left.

9.10.4 “Calendar” tab

This tab allows you to select whether the default System Calendar or the individual

Employee calendars (or both) will apply to the Monthly Calendars shown on the various

Diary Views.

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Enable System Calendar

This is the default setting. The System Calendar is the one stored in System

Settings | Settings | General.

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Enable Employee Calendar

To use this feature, first ensure that a Calendar has been attached to the

Employee record for whom you are displaying the Diary.

Example:

If a PARTTIME Calendar (where Tuesday, Thursday, Saturday and Sunday are non working days) is attached to YSR and Employee Calendar is selected, the Monthly Calendar displayed will be as shown below. The sample shown is the “Daily” view, however the Monthly Calendars shown on the “Custom” and “Time Line” views are also altered.

NOTE: If both options are ticked, the calendar shown will be a combination of both Calendars.

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9.10.5 “Task Filter” tab

This option allows the user to select which tasks are to be reported on the Task List.

The screen is displayed below:

Task Filter Fields

Priority

Select from:

All

Normal

High

Critical

Matter

Tasks

Complete the Matter ID or click on to display the Matter list

Select which tasks are to be reported. You can select from:

All tasks

All Custom Tasks

All Procedure Tasks

All Workflow Tasks

Proc Instance You can select a particular instance from the procedures that are attached to a matter

OR select only the last one

Show selected day task history

Ticked - finished tasks for the selected day will be included in the display.

Unticked - finished tasks will be hidden.

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9.10.6 “Task Columns” tab

This option enables the user to determine which columns of information will appear on the Tasks section of the Diary Day view.



Procedure

1. Select the “Options” tab

2. Select the “Task Columns” tab

3. Add Priority to the “Displayed” Column

4. Re order the Columns if required

5. Select the “Daily” tab

The Columns you have selected should be displayed in the Tasks area on the bottom right hand side of the screen.

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9.10.7 “Reports” tab

This option allows you to select a title for an Event report.

You will need to use the “Diary Filter” to determine the contents of the Report.



Hands on

1. Select the “Options” tab

2. Select Diary Filter

3. Reminder for Select YSR

4. Select the “Reports” tab (located on the right hand side)

5. Title Enter a title that explains the report for example: “YSR Appointments for <date>”

6. Hide Attending Column Leave unticked

7. Page Break on day Leave unticked

8. Select the “List” tab

9. Click on [This Month]

10. File | Print | Event Report

The Event Report will print to the screen

11. Close the display

9.11 Diary Groups and Filters

A Diary Group is a pre-defined group of Employees, used to display that Group’s diary appointments.

A Diary Filter is a set of criteria used to narrow down the diary entries displayed.

Groups and Filters can be created and saved for future use. Groups and Filters saved as

“Public” are available to all users. “Private” Groups and Filters are only available to the user who created them.

Diary Groups and Filters can be created by your System Administrator (using the System program) or by individual users (using the Diary program).

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9.11.1 Diary Groups



Hands on

In this exercise you will create a Diary Group that includes the office junior, all secretaries, and Georgina Gray. This group should be called “Non Professional Staff”.

1. Open Diary if not already open

2. Edit | Diary Group Maintenance

The following screen displays:

If any Diary Groups already exist, they will be listed here.

3. Click on to create a new Diary Group

The following screen displays:

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4. Filter / Type Select OJ - Office Junior from the drop down list

The names of the Employees attached to the Employee Type are now displayed in the “Available” column on the left hand side.

5. Click on

The Employees are now in the “Selected” column on the right hand side.

6. Filter / Type Select Secretary from the drop down list

The names of the Employees attached to the Employee Type are now displayed in the “Available” column on the left hand side.

7. Click on

The additional names are now displayed in the “Available” column.

8. Filter / Type Select (All) - this is found at the top of the list.

All the Employees names are now displayed.

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9. Locate and highlight Georgina Grey

10. Click on

All the required Employees should now be listed in the “available” column.

11. Label Non Professional Staff

12. Public Tick this

A Public Group can be accessed by all users.

If this is not ticked, this Group is only available to the user who created it.

13. Click on [OK]

The new Diary Group will now appear as shown below:

The Author of the Diary Group is the user who created the Group.

(Groups created via the System option will have the Author of ‘sys’.)

From this screen you can edit or delete an existing Group, copy a group to a new group with a different name and print either a list of groups or the names of the

Employees in the groups.



Hands on

Create another public group called “Partners” comprising the Employee Type Partner.

Attempt this on your own, asking your instructor for help if required.

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Diary Group “Filter” tab

The Diary Group “Filter” tab allows you to select Groups created by a particular Employee.

14. Close the Diary Group Search screen

15. Close the Diary Group



TIP: If you need to change a Diary Group Filter to Public or Not Public, Click on [Save As] and tick or untick Public.

9.11.2 View Diary Entries for a Diary Group



Hands on

In this exercise you will view the Diary entries for the Partners Group which you have just created.

1. Select the “Options” tab

2. Select the “Advance Filter” tab

3. Select the “Diary Group” tab

4. Group Select Partners from the drop down list

5. Select the “List” tab located on the right hand side

6. Alter the Date To to the end of the next month

The list will now display the dates and times of the Partners Meeting and the

Invitees.

Print the Dairy entries

7. Click on

The Diary listing will display on the screen

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9.11.3 Diary Filters

The Diary Filters can be used to locate certain Events, Places or Jurisdictions in conjunction with other Diary settings such as the “With” details or Matter settings such as

Partner.

Create a Diary Filter



Hands on

In this exercise you will create a Diary Filter to locate Diary Entries for Meetings that are to be held in “Our Office”.

1. Edit | Diary Filter Maintenance

The following screen displays:

If any Diary Filters already exist, they will be listed here.

2. Click on to create a new Diary Filter

The following screen displays:

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3. Label Meetings in Office

4. Public Tick this

5. Event Select Meeting

6. Click on

7. Location Select Our Office

8. Click on

9. Click on [OK] twice

Diary Filter “Advance Filter” tab

The Diary Filter “Advance Filter” tab allows you to select Diary Filters created by a particular Employee.

Using Diary Filters

10. Select the “List” tab

11. Change the “Date to” a few months into the future

12. Select “Meetings in our office” as a filter at the top of the screen.

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9.12 Diary Reports

The Diary Reports are selected from the File option on the Toolbar

9.12.1 Combined Diary & Task Report

This report combines both Diary entries and Tasks that are due to be completed.

You can use filters to customise your report.



Hands on

In this exercise you will print a combined Diary & Task report, for yourself.

1. Open Diary

2. Select the “Options” tab

3. Select the “Advance Filter” tab

4. Select the “Diary Group” tab

5. Group Select (Logged in user)

6. Select the “Diary Filter” tab

7. Select “Standard Filter” tab

8. Check that the logged in user is selected

9. Select “List” tab

10. File | Print | Combined Diary and Task located on the right hand side located on the right hand side

“Options” tab

11. Select the “Options” tab

12. Date Select the date range for the report

The report will include Diary entries and Tasks due from today until the date entered.

Alternately click on to select the required date range.

13. Report / Page break on employee code Accept this

This only applies if you select more than one Employee on the “Employee” tab.

Ticked - This will print each selected Employee on a separate page.

Unticked – No page break between Employees.

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14. Print filter options? Tick this

Ticked - This will enable you to see the Filter options you selected.

Unticked – Filter options will not be included.

“Sort” tab

The “sort” tab allows you to sort the Diary entries and Tasks to suit your requirements.

15. Select the “Sort” tab

The following screen displays:

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16. Diary Sort by (in sequence) Select EVENT

17. Click on [Add]

You can select which columns will be included in the report by selecting a Column heading from the “Available” column and “adding” it to the “Selected” column. The

Diary entries will be sorted according to the order in the “Available” column. You can then reorder the columns by selecting a heading and moving it UP or DOWN.

18. Task Sort by (in sequence) Select DUE

19. Click on [Add]

You can select which columns will be included in the report by selecting a Column heading from the “Available” column and “adding” it to the Selected column

The Tasks will be sorted according to the order in the “Available” column. You can then reorder the columns by selecting a heading and moving it UP or DOWN.

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“Employee” tab

The “Employee” tab allows you to select which Employees will be included in the report.

20. Select the “Employee” tab

21. Available Select YSR

22. Click on [Add]

Highlight the Employees are to be included in the report.

Select a Department or Employee Type.

“Diary” tab

23. Select the “Diary” tab

No changes are required here as all Diary Entries are to be included.

“Task” tab

24. Select the “Task” tab

No changes are required here as all Tasks are to be included.

Printing the Report

25. Click on [Print] to create the print display

This report will show all the Diary and Tasks for the selected user for the date selected.

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9.12.2 Combined Diary & task (based on current filter settings)

This will print the Diary and task entries that are currently displayed, without the need to redefine the criteria.

A sample of a Combined Diary & Task Report is shown below:

9.12.3 List View

The List View selection will print the diary entries for today.

A sample of this report is shown below:

9.12.4 Event Report

The Event Report will print the diary entries for today in a slightly different format.

The heading of the report is defined in Options | Reports.

A sample of this report is shown below

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9.13 Diary Ribbon

Go to Today

Will return the user to today’s diary from another day

New

Create a new Diary Entry

Open

Open the highlighted diary entry

Delete Delete the highlighted diary entry.

New Task

Create a new Workflow task.

Create a Fee

Open the Fee Creation screen.

If a diary entry is highlighted it will automatically turn the Diary Entry in to a Fee.

Open Matter

Open the matter for the highlighted diary entry.

Create Phone Message

Open the New Phone Message screen.

Delete Phone Message

Delete the highlighted Phone Message

Refresh Refreshes the Diary and Phone message information.

Print Prints the selected Diary

1. Open Resource Booking

The following screen displays:

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9.14 Resources

Resources can be allocated to Diary Entries. Examples of Resources are the various types of equipment that the firm owns. You can view which resources have been booked in

Resource Bookings. You can also book resources within this function by opening a Diary

Entry.



Hands on

In this exercise you will view the Resources Booking form and then reserve a venue for a seminar that is being held next month.

(Case Management | Diary)

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2. Click on the drop down arrow or click on to move to this time next week.

3. Select Meeting Rooms from the Resource Type list

Columns for each venue will be displayed.

4. Select the column for Meeting Room1

5. Highlight the time approx 1 hour from now to 2 hours ie Click on 10:00 and drag the mouse to 12:00 in the Meeting Room 1 column

The Diary Entry screen will display.

6. Complete the details for a Meeting in Our Office

Note that the time and resources have already been inserted.

7. Click on [OK]

8. Close the Resource Booking screen

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10. emPower Precedents

emPower Precedents are libraries of precedents available from LexisNexis for different areas of law. The precedents available in Lexis Affinity Library will depend on the

emPower libraries purchased by your firm. Because this will vary from firm to firm, the following section does not include Hands On exercises. Your instructor will lead you through exercises appropriate to the libraries your firm will use.

10.1 Attaching a Precedent Module to a Matter

To generate precedents against a matter, the precedent module or library must be attached to the matter. A precedent module can be attached to a matter in one of the following ways:

1. The module is automatically attached when the matter is created (due to setup of the Matter Type).

2. Edit the matter and attach the module.



Procedure

1. Open the matter and select the

2. Select the Miscellaneous tab.

button on the ribbon to edit the matter.

3. Click on the down arrow beside the emPower field.

4. Select

to save and close.

5. The matter window will now display an emPower tab.

Essentials Workbook



TIP: If there is no emPower tab present when you open a matter, it means that a precedent module has not been attached to this precedent (either manually or via the matter type) or you do not have permission to view the emPower window.

10.2 Changing the Precedent Module attached to a Matter

You can change the precedent module attached to a matter. Follow these steps:

1. Open the matter and select the emPower tab.

2. Select the Options tab.

3. Select the module required in the Module field.

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10.3 Entering Data

The DataForm used to collect matter information for each emPower module will differ, as each precedent set requires different information.



Procedure

1. Open the matter and select the "emPower" tab.

2. Select the button.

The emPower data form will display, with the fields arranged within a series of pages.

Move between the pages by clicking on the page tabs at the bottom of the window.

Move between each field by pressing the <Tab> key (forwards) and <Shift><Tab> keys (backwards) on the keyboard. You can also use your mouse to click directly into the field you require.

3. The fields on the DataForm are shaded in different colours:

White fields are free text fields. Enter text via the keyboard.

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Yellow fields are Primary Linked fields: Enter data from linked Affinity tables such as the PhoneBook or Matter. You cannot enter text directly into these fields if they are linked to an existing phonebook record.

Grey fields are Associated Linked fields. These fields are automatically populated from linked Affinity tables. You cannot enter text directly into these fields if they are linked to an existing phonebook record.

Pink fields are required fields.

Entering Data into Linked Fields

1. Double-click on a yellow field. The Matter Contact dialog box will display.

2. Click on the down arrow beside the Type field to select the type of contact you are looking for (eg. Solicitor).

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This will narrow down your selection criteria based on the PhoneBook groups. For example, if you nominate Doctor as the Type, you are narrowing down the

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PhoneBook search by displaying only those entries flagged as "Doctor" via the

PhoneBook group.

3. Click on the button to view all records for the selected Type.

4. When the PhoneBook Selection window is displayed, begin typing the name of the record you are looking for in the Search Starting With field.



TIP: Remember that the search will be based on the

“Search” field data entered at the time the PhoneBook entry was created. You can also use the “Filter” tab to further narrow down your search.

5. When you have found the entry required, double-click on the entry or highlight the entry and click

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6. The "Role" field is optional but recommended. This field allows you to nominate the role this contact has on this particular matter. For example, a particular doctor might be a witness for defendant 1, or a defendant in a medical negligence suit.

To assign a role to the selected contact, click on the drop-down arrow and select from the list of Roles.

7. The "Reference" field is optional but can be used to enter a reference for this contact. This is a free text field so you may enter whatever is appropriate for this contact

(eg. reference for correspondence to this contact).

8. After completing this dialog box, select .

The emPower data form will display with the yellow and grey linked fields filled in for the selected contact.

9. If any of the fields are empty or display incorrect information, re-open the

PhoneBook record and check that the details have been inserted correctly in the

PhoneBook fields.

If the correct details have not been inserted into the PhoneBook record, these will need to be amended. You will need to open the PhoneBook record, make the required changes and then save. When you re-open the emPower DataForm, the changes will automatically flow through.

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10.4 View Precedents and Generate Documents

1. Open a matter and select the emPower tab.

2. The list of precedents for the precedent module attached will now display. In the above example, the Australian Family Court module has been attached; the precedent list shows all precedents within this module.

10.4.1 View a Precedent

To view a precedent in PDF format, highlight the precedent (you can scroll through the list or beginning typing the name in the "Precedent Name" box), then click on the button. Alternatively right-click over the selected precedent and select View… from the drop-down menu.



TIP: Do not commence generating documents until you have ensured that the data required for the document has been entered into the database. Entering data is covered in the next section of this reference.

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10.5 Generating Documents

The emPower Merge function will generate a document for the selected matter, based on a precedent in the list, and using the data stored in the emPower DataForm.



Procedure

1. Open the matter and select the emPower tab.

2. Select the precedent required:

- Scroll through the precedent list and click on the precedent to be merged

- Click into the Precedent Name field and begin typing the name of the precedent.

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3. When you have selected the required document, click on the

(or double-click on the precedent name).

button

4. If there are any questions or prompts for this document, these will now be displayed on the screen. Answer all questions and prompts.

5. On completion of all questions, the Power Check window will display:

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You can click into the field grid and tab through the fields on the Power Check screen and insert or change the data if required. Any data that is added or modified will be written back to the emPower DataForm as long as the checkbox beside "Save changes to Client Information File" is ticked.

NOTE: Some fields cannot be modified in the Power Check window. Those fields that display with grey shading are linked fields and can only be modified from within the emPower data form or via the linked PhoneBook record directly.

6. Click on the button at the bottom of the Power Check window to proceed with merging the document. On completion, the document will display in Microsoft

Word.

7. You can now edit / review / print / save this document as required.

10.6 Merging a Power Pack

A Power Pack is a sub-set of emPower documents that can be merged as a group for an individual matter. Power Packs are useful where certain documents tend to be required at the same time. Rather than individually selecting these documents, a “pack” of documents can be created, which speeds up the production process.

Your precedents administrator will oversee the creation of Power Packs on your system.

To merge documents using a Power Pack:

1. Click on the Power Pack tab to view available Power Packs.

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2. Select the Power Pack to be merged.

3. Click the button or double-click on the selected pack.

4. The emPower document selection screen will display, showing the documents within the pack on the right-hand side of the screen.

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5. You now have the option to add extra documents that may be required (double-click the document from the “Select Forms Below” list) or remove documents that are not required (double-click the document from the “Forms Chosen” list).

6. Once you have finalised your selection, click on the

button.

7. The Power Check window will then display. Review and update the data as required.

8. Click on the button to generate the documents.

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10.7 Merging Several Documents

It is possible to merge a number of different precedents at one time. The precedents selected will generate separate documents in your word processor, using the data from the emPower data form for the current matter.



Procedure

1. Locate the first document to be merged, hold down the [Ctrl] key on your keyboard and select this document.

2. Select subsequent documents by continuing to hold down the [Ctrl] key on your keyboard and, at the same time, selecting each document with a left mouse click.

3. Click on the button.

4. If there are any questions or prompts for these documents, these will now be displayed on the screen.

5. The Power Check window will then display.

You can move through the fields on the Power Check screen and change the data.

This changed information will be written back to Affinity. However, some fields may display with the text in grey. This indicates that this field cannot be changed prior to merging. If you need to change/update the information you must return to Affinity and make the change in the appropriate screen.

6. Click on the button.

Affinity will gather the required data and display the completed documents in Word.

7. You can now edit / review / print / save these documents as required.

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10.8 Multi emPower Documents

There may be times when you wish to merge a single document with multiple matters.

This can be useful in areas such as conveyancing where you may wish to address a letter to a range of purchasers of a unit block (in this instance the matters are related to each other). Alternatively, you may wish to address a document to a range of parties who may not be related, other than by matter type (eg. a letter advising a change to contact to a range of Family Court matters).



Procedure

This procedure requires you to first select the matters required and then to select the

emPower document to merge with these matter.

1. Click on the Matters button to open the Matter Selection window.

2. Select the Filter tab.

3. Click on the button on the filter window.

4. Select the emPower module in the emPower field.

NOTE: You cannot perform an emPower multi-merge across different emPower modules. All matters selected must have the same emPower module attached. This is because the data available for merging varies across each module.

5. Click on the Matters tab to display the list of matters where the selected emPower module is attached.

6. You may now further narrow your selection by ticking the checkboxes beside the matters to be included.

7. Select File | emPower | Multi Select Merge.



TIP: The "emPower" option will not display on the File menu if you have not entered an emPower module in the

"Filter" window.

8. Choose from either “Matters – Selected” OR “Matters – All”.

“Matters – All” refers to all matters in the current filter selection.

“Matters – Selected” refers to the matters which have been ticked.

9. Select an emPower precedent from the precedent list.

10. Click on to generate the documents.

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10.9 Merging a Security Document

Some emPower modules contain security documents. If security documents are available for a particular module, an extra tab will display in the emPower window, called

"Security".

Security documents cannot be amended in Word once they have been generated (as is generally required by the Authority supplying these documents). For example, a number of security documents are available in the NSW Conveyancing module, including a

Transfer, Discharge of Mortgage and Caveat, to name a few. If the data inserted in these documents is incorrect, you must correct the details at their source (ie. the Lexis Affinity

PhoneBook or the emPower data form) and then merge the document again.



Procedure

1. In the emPower window, select the Security tab to view the security documents.

2. Double-click on the precedent to be merged.

3. If there are any questions or prompts for this document, these will now be displayed.

4. On completion of all questions and prompts, the Power Check window will display:

You can move through the fields on the Power Check screen and change the data if required. Any details changed will be written back to the Lexis Affinity Library database.



TIP: Remember that fields displayed in GREY in the Power

Check window cannot be modified here as they are linked fields. These fields can only be modified at their source

(usually, the PhoneBook).

Essentials Workbook

5. Click on the [Merge] button to continue.

Affinity will gather the required data and display the completed document in Word

6. You may now save and print the document. You may not edit the details in the merged document.

10.10 Merge Options

The "Options" tab provides a number of functions to control how the list of precedent documents displays under the “Precedent” tab. Each user may set their own options.

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View Documents By

The Precedents list may be listed either with the precedent name first, or with the precedent number first. Note that when you change this option, it will change the order in which precedents are displayed in the list, and will affect how you use the filter options to search for documents.

emPower Module Selection/Information

This option shows the emPower module that is currently attached to the matter, and also allows users to change the module attached. To change the module:

1. Click on the drop-down arrow beside the module name to display the list of precedent modules.

2. Select the module required.

3. Select the Precedent tab to display the precedents for the selected module.

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

TIP: You must have sufficient rights in order to do this. If you do not have the ability to change emPower modules as shown above please contact your system administrator.

User Setup

 On open scan directories for new or deleted files

Tick this check box to have Lexis Affinity Library update the precedent list every time

emPower is selected.

 Show Deleted Files

Tick this check box to display documents that have been deleted in the Precedent list. You may also set a different colour for deleted files.

 Show Deactivated Files

Tick this check box to display precedents that have been "deactivated" by your precedent administrator. These files have not been deleted but the administrator has flagged them as not active. This may be because they are not yet ready for use, or because they are no longer required.

 Show Filter Errors

Check this box to display errors when using the filter options.

 Quick Search: Enable Filter mode

The precedent list has a "Name" box which can be used to quickly find a precedent.

There are two ways to use the "Name" box:

(i) Begin typing the name of the precedent, and the Lexis Affinity Library will jump to that precedent in this list. (The "Quick Search" checkbox must be left unchecked for this mode).

(ii) Check the "Quick Search" box to turn filter mode "on". When you type characters in the "Name" box, the precedent list will be filtered accordingly.

For example, type *ltr in the "Name" box to display all precedents with those characters contained in the name.



TIP: If you are searching for a string in the precedent name, it is important to use the *wildcard. If you omit the wildcard; Lexis Affinity will return all files that begin with the characters entered.

Essentials Workbook

10.11 Filter

The Filter window provides more advanced functionality for filtering the precedent list.

Each precedent may be set up with a number of properties entered against it such. For example, the author, who last reviewed the precedent, the review date, and any keywords or comments. Some of these properties are displayed in the precedent list, others not. The Filter tab provides a method for filtering precedents based on these properties.

Lexis

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11. DataForms

DataForms are an extension to the Lexis Affinity database. They are used to record extra information about clients, matters, PhoneBook records and matter contacts.

Each firm will have different requirements for collecting details about the people with whom they deal. DataForms allow your firm to capture these extra details in addition to the common fields provided in Lexis Affinity (such as name, address, phone number, fax number and so on)

DataForms are used for a variety of purposes: For example:



For use with word processing precedents;



To generate reports;



To carry out marketing activities;



To provide additional search or filtering capabilities.



To set up client profiles;



To perform and record client surveys.

11.1 Matter DataForms

To access matter DataForms:

1. Open a matter and select the "Data" tab.

Essentials Workbook

11.2 DataForm Collections

DataForms can be displayed as single forms or can be grouped with other DataForms to give you quick access to a group of related information.

If you display a DataForm Collection, the DataForms that make up the Collection are displayed as tabs across the top of the DataForms window.

The icons for a single DataForm and a DataForm Collection are different:

Single DataForm

DataForm Collection

The example shown below (for matter 012394) shows a DataForm Collection called

“General Matter Details”. It contains four DataForms: General Matter Information; Claim

Details; Barrister Details for Matter; General Appointments.

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To move between the DataForms in a Collection, simply click on the tab to display the

DataForm required.

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11.3 Entering Details into a DataForm

In this exercise you will enter details into a DataForm on a family law matter.



Hands On

1. Open matter 990180 (Divorce Proceedings).

2. Select the "Data" tab.

3. Select the "Family Proceedings" DataForm Collection.

There are three pages to this DataForm; the first page will display.

4. Filed in: defaults to “Family Court of Australia”. Leave these details.

5. Click into the field File on behalf of.

6. Select “Respondent” from the drop-down menu.

7. Select



TIP: You should save regularly as you are completing

DataForm fields.

8. Select the “Details of Relationship” tab.

9. Date of Marriage: 16 April 1978

10. Place of Marriage: Sydney

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11. Country of Marriage: Australia

12. Type of Ceremony: Civil

13. Date of Separation: 14 July 2005

14. Date of Divorce: 28 September 2006

15. Date Cohabitation Commenced: 16 April 1978

16. Defacto Couple?: No (leave the box unticked)

17. Select

Alternative Method

Display the DataForm and then click on the

button.

This will display the DataForm in its own window. When you have finished entering data, click on the [OK] button to return to the main window.

Data Entered

Details that have been entered into a DataForm can be viewed in one of two ways:

1. Display the DataForm OR click on

Using the "Data Entered" view shows the details entered in a list format.

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The list has three columns:

DataForm: Displays the name of the DataForm that the field belongs to. The

"DataForm" column is blank for some fields as these DataForm Fields

are "shared". For more information on shared fields, see page 257.

Field Name: The name of the DataForm field.

Value: The details that have been entered into the field.



Hands On

In this exercise, you will complete the "Barrister Details" DataForm for matter 990180 and then view the data entered in list format.

1. Open matter 990180.

2. Select the "Data" tab.

3. Select the “General Matter Details” DataForm Collection.

4. Select the “Barrister Details for Matter” tab.

5. Select the barrister being briefed for this matter by clicking on

. The

Contacts List dialog box will display listing all the Barristers currently attached to the matter (this list should be empty).

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6. Select

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7. The PhoneBook Group of "Barrister" has already been entered and cannot be changed.

8. Role: leave blank.

9. Click on the button and select "J C Sparrow QC" from the list of barristers.

10. Select

11. Select to return to the DataForm.

The words "1 Barrister Listed" will display on the DataForm.

12. Date Barrister Briefed: 14 July 2006

13. Date Opinion Received: 18 October 2006

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14. Date of Hearing: 23 May 2007

15. Select

16. Use the button to display all the details entered so far for this matter.

17. Select the “Barrister Details for Matter” icon to display only the barrister details in list format.

18. Close the matter window.

11.4 Multi-Instance DataForms

Some DataForms are multi-instance, meaning they can be used multiple times on the same matter or client.

If a DataForm is multi-instance, you will see a numbered tab displayed at the bottom of the DataForm (see below).



Hands On

1. Open matter 990180.

2. Select the “Data” tab.

3. Select the “Family Proceedings” collection.

4. Select the “Details of Children” tab. This is a multi-instance DataForm, as indicated by the numbered tab at the bottom.

Essentials Workbook

5. Complete the details for the first child as follows.

6. Surname: James

7. Given names: Daniel Peter

8. Date of Birth: 1 July 1989

9. Contact No: 02 9804 1234

10. Address: 1 Collins Street, Blakehurst NSW 2221

11. Gender: Male

12. Country of Birth: Australia

13. Child’s Solicitor: select Zipkis & Solari

14. Select

Add a New DataForm Instance



Hands On

15. Click on the button to add a new instance.

16. A dialog box will display to allow you to add a label to this instance:

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17. Enter “Child 2” as the description for the instance then select [OK].

A blank DataForm will display, and the tab at the bottom of the window will show the description entered.

18. Complete the details for the first child as follows.

19. Surname: James

20. Given names: Harrison Michael

21. Date of Birth: 14 September 1998

22. Contact No: 02 9805 6634

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23. Address: 13 Fawkner Street, Carlton NSW 2218

24. Gender: Male

25. Country of Birth: Australia

26. Child’s Solicitor: leave blank

27. Select



TIP: You may enter as many instances of a DataForm as you need.

28. Enter details for a third child, as follows:

29. Surname: James

30. Given names: Amanda Rose

31. Date of Birth: 8 January 2001

32. Contact No: 02 9805 6634

33. Address: 13 Fawkner Street, Carlton NSW 2218

34. Gender: Female

35. Country of Birth: Australia

36. Child’s Solicitor: leave blank

37. Select

Modifying the Instance Description

You may change the description of an instance to make it more meaningful.



Hands On

In this exercise, you will modify the instance descriptions to the children’s first names.

1. Right-click on the first instance tab.

2. Select Edit. The "Description" dialog box will display:

Essentials Workbook

3. Enter “Daniel Peter” as the description and then select [OK].

4. Modify the description for the second and third instances to the children’s given names (remember to select the instance first ie. display the instance before right-

clicking the instance tab).

NOTE: Multi-instance DataForms may already have default descriptions for each instance. These default descriptions may be modified but check with your

System Administrator first to check you are following office procedure.

11.4.1 Remove a DataForm Instance



Hands On

In this exercise, you will delete a DataForm instance.

1. Select the instance tab for “Amanda Rose” to display this instance (it is important to

display the instance before trying to remove it).

2. Select the will display:

button at the bottom of the window. The following message

3. Select

4. Select

5. Select

6. Close the matter.

to view the details entered for this matter in a list format.

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Discussion

Shared Fields

DataForm fields may be shared or unique. When a DataForm field is shared the information contained in that field follows the field wherever it appears. This means that if the same field is contained in multiple DataForms, the information is shared across those DataForms. Similarly, if the field is contained within a multi-instance DataForm then the information in that field is carried across to the new instances of the DataForm.

If you change the value of the field in one DataForm, the value is also changed in the others.

When a DataForm field is unique (ie. not shared) then the same field could contain different information on each DataForm. For example, a Family Law DataForm contains a field used to capture the date of birth of a child. This field would not be shared because each new instance of the DataForm will relate to a different child which, in most cases, require a different date of birth to be entered.

11.5 Additional Information

Field Types

There are a number of different types of fields that can be found on a DataForm. The type of field controls how it looks on the screen, and what data you will be allowed to enter into it.

Text:

Integer:

Number:

Allows any alphanumeric characters to be entered.

Allows any whole number to be entered.

Allows any number to be entered.

Date:

Currency:

Allows a date to be entered via a date selection box.

Allows numbers to be entered which will be formatted as currency.

Check Box: Displays a checkbox.

Matter Party: Displays a button which enables selection of a matter party from the

PhoneBook. This will populate the "Contacts" area.

Script: Displays a button which runs a custom script

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Rules and Formatting

In addition to type, fields may also have rules and formatting applied to them.

For example:

A currency field may have a format applied which controls the number of decimal places to display.

A date field may have a format applied which controls how the date will display

(eg. 19/10/2006 or 19 October 2006).

A text field can have a maximum number of characters that may be entered into it. The maximum number of characters for each field is determined by your firm’s DataForm developer.

Lookups

Fields can also be set as Lookup fields. This means that a drop-down list of items will display for you to select from.

Some lookup fields are restricted so that only an item in the list may be used to populate the field. Other lookup fields will allow you to enter your own alternative data. This alternative data may be added to the list so it can be used again.

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12. Lexis Affinity Precedents

Word processing precedents may be generated from inside Lexis Affinity from the

PhoneBook, Client, Matter and Matter Contacts windows. Precedents can also be generated via a Workflow Task.

When precedents are created on your system, your precedents administrator will decide where each precedent should be available (matter, matter party, client, PhoneBook). A precedent will only display in the PhoneBook window, for example, if it has been flagged as a PhoneBook precedent.

12.1 Displaying Precedents on a Matter



Hands On

1. Open matter 012399.

2. Select the Precedents tab.

The precedents available for this matter will be listed. The Categories pane on the left-hand side of the window shows all precedent categories available for this matter.

This is based on Matter Type.

3. Click on Debt Recovery in the Categories pane.

Now the precedent list shows only Debt Recovery precedents.

Essentials Workbook

4. Click on All Categories in the Categories pane.

The precedent list will show all precedents available for this matter.

5. Close the matter window.



TIP: Click on the button to display a list of all precedent categories. By default this will display only the categories made available to the selected matter type.

Click on the button to clear the filter allowing you access to all categories. Select the required category then click [OK].

12.2 Generating a Document for a Matter



Hands On

In this exercise you will send a letter to your client regarding their family law matter.

1. Open matter 990180 (Peter M James, Divorce Proceedings).

2. Select the "Precedents" tab.

3. Select the General category.

4. Double-click on Cost Agreement Letter to client.

5. A DataForm will display, requiring entry of additional details to be inserted in the letter. Enter the following:

Date of Signed Cost Agreement:

Requested Amount:

6. Select [OK]

7. A sign-off prompt will display:

Select today’s date

$600

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Affinity Library

8. Select Yours sincerely and click [OK].

9. When the merge is complete, the document will display in your word processor. You can now save the document against the matter in Lexis Affinity Library. (Your instructor will advise of the method to use for saving documents.)

Generating a Document for a Client or PhoneBook Record

Documents can also be generated from the Client and PhoneBook windows.

Open the Client or PhoneBook window and then select the "Precedents" tab.

Remember that only those precedents that have been flagged as PhoneBook/Client precedents will be available in these areas of Lexis Affinity Library.



TIP: Generally, when you send a document to your client in relation to a matter, you will do this from the matter window. You would go the Client or PhoneBook window to generate documents that are more general in nature, and not related particularly to a matter.

12.3 Generating an Email Precedent

Precedents can be set up to generate into a new Outlook message window rather than

Microsoft Word. These precedents are known as email precedents. (Note that Microsoft

Word is still required for processing these precedents but the final output will display in an Outlook message.)



Hands On

1. Open matter 990180 (Peter M James, Divorce Proceedings).

2. Select the Precedents tab.

Essentials Workbook

3. Select the General category.

4. Double-click on Email General Letter. (Note that email precedents display in the list with an email icon rather than a Word icon.)

5. A sign-off prompt will display:

6. Select Yours sincerely and click [OK].

7. When the merge is complete, the document will display in a new Outlook message window.

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Note that you may need to add additional details such as the email address or additional text. This will depend on the precedent being used and how it has been set up. Also consider whether it is appropriate to insert your email signature on the email.

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12.4 Generating Documents for Multiple Records

Documents can be generated for a group of PhoneBook records, clients, matters or matter contacts.

Performing a mail merge for multiple clients, matters or PhoneBook records must begin with selecting the records required (usually with the help of filters).

12.4.1 PhoneBook Mail Merge



Hands On

1. Click on the PhoneBook button on the main toolbar.

2. Clear the

button to clear the current filter settings

3. Select the Filters tab.

4. Include Groups: select Finance Company

Essentials Workbook

5. Select the PhoneBook tab to display the results.

6. Click on the arrow beside the toolbar button and select Precedent Merge from the drop-down menu, then select All from the sub-menu.

Current:

Selected:

All:

Merges only the Phonebook record that the cursor is sitting on (this will usually be shaded and is not necessarily a ticked record).

Includes only those records where the checkbox is ticked

Includes all PhoneBook records in the current filtered list

7. The Precedents Explorer window will open, displaying PhoneBook precedents

(grouped either by Workflow Area, Precedent Category or DataForm).

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8. Display the precedents by Category (if not already selected).

9. Display the Marketing precedents by clicking on the symbol beside the name.

10. Select Letter Invitation to End of Year Party.

The following dialog box will display:

11. Select the “Document Record” tab.

12. Select Update these entries with a document reference for this merge.

13. Save File Path: Click on the button and browse to a folder where the merge results will be saved. After browsing to the save folder, you must enter a file name.

Essentials Workbook

14. File Name: enter “Invite to EOY Party 2007”.

15. Select

16. Folder(s): select Letter and then select

This will write a document record to each PhoneBook entry. The following prompt will display:

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17. Select [OK] to close this dialog box.



TIP: If you forget to select the button to create document records for this merge, you will be prompted to do this when you perform this merge.

18. Click on the [OK] button at the bottom of the window to commence the merge.

19. View the merge results in your word processor. Note that the document has been automatically saved using the path and file name entered in the document record.

20. Close the document and return to Lexis Affinity Library.

21. Open one of PhoneBook records in the list.

22. Select the Documents tab. You should see an entry for the End-of-Year Party invitation.

NOTE: This procedure can also be performed from the Client and Matter windows.

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Merge Options

Precedent Displays the name of the precedent document about to be merged.

File Path Displays the full precedent name with the full path.

DataForm The "DataForm" field shows the DataForm, if any, that is attached to this precedent. If you wish to run a different DataForm, click on the binoculars button and select the DataForm.

You may also click on the button to remove the attached DataForm.

Save File Path

The "Save File Path" field allows you to enter a path and file name to save the merge results to. This is useful if you are performing a mail merge to multiple contacts.

Execute Script

Some precedents have scripts attached to them. Normally, you would leave this box checked to that any scripts will run. You may uncheck this option if you do not want precedent scripts to run.

Print

Close

Collate

The "Print" field allows you to print the merge results immediately.

The "Close" field will close the document after merging. This is not recommended unless you have chosen to save and/or print the merge results first.

Where multiple records are selected, this option determines how the merge results will be generated. If this option is checked, the merge results will display in one document, by default separated by next page section breaks (this can be overridden by your precedent administrator). If this option is left unchecked, the document for each record will be merged into its own Word document.

Notes

Essentials Workbook

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13. Softdocs Precedents

Softdocs precedents can be integrated with Lexis Affinity Library. This means:

1. You will generate your documents (based on a Softdocs precedent) from the matter window in Lexis Affinity.

2. Some data that you enter in Lexis Affinity will be passed across to the HotDocs answer file.

3. Contact details used by Softdocs will be stored in the Affinity PhoneBook.

4. Data entered into the HotDocs answer file can be stored in the Affinity database and is available for searching and conflict checking.

Softdocs libraries are shipped with Affinity dataforms and scripts.

13.1 Matter Creation and Data Entry

When a matter is created (where the matter type has Softdocs precedents attached), you will be presented with a dataform to capture the matter contacts used by the Softdocs precedents.

The following example is based on a NSW property sale.



Hands On

1. Open the client Mr John Gribble.

2. Create a new matter for this client using the following details:

Author

Partner

Controller

Matter Type

Short Description

Long Description

Your Reference

Branch

Department

YSR

MER

CV (Conveyancing Sale)

Sale of your property to R & J Greenwell

JG1002

Sydney – Lewisham Reid

Conveyancing

Essentials Workbook

3. Click to create the matter.

4. The matter number will display. Click

5. The following dataform will display:

to continue.

6. You will now enter the contacts for this matter using the buttons on the dataform.

Click on the box will open:

button beside Additional Clients. The following dialog

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7. Click on

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Affinity Library

8. Click on the arrow beside the Role field and select Vendor from the drop-down list.

9. Click on the button.

10. Select John M Peters from the PhoneBook list and then click

Contact dialog box will now show this selection:

. The Matter

11. Click on

12. Click on

13. Now add the following contacts using the

. You will be returned to the dataform.

buttons on the dataform:

Other Party Solicitor

Estate Agent

14. On completion, click

James James & Smythe

Richardson & Wrench - Parramatta

to close and save the dataform.

Essentials Workbook

15. At the following prompt, select .

16. Matter creation is complete. You can now open the matter and continue work.

13.2 Generating Documents from Softdocs Precedents

The list of Softdocs precedents available for this matter is shown under the Precedents tab in the matter window.

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Precedents are divided into sub-categories (eg. Fax, Ltr, Form).



Click on a sub-category to show only the precedents in that category.



Click in the Description box at the bottom of the window and start typing the descriptive name of the precedent, to jump to that precedent.



Click in the Filename box at the bottom of the window and start typing the file name of the precedent, to jump to that precedent.



When the precedent is selected, click on the button to launch the

HotDocs interview. You can also simply double-click on the precedent.

Lexis

Affinity Library



Hands On

In this exercise you will merge a Softdocs precedent.

1. Using the matter created in the previous exercise, select the "Precedents" tab.

2. Select the LTR precedent category.

3. Double-click on "C 01 L1 - Ltr to Client".

The HotDocs interview will launch for this precedent.

Note that the client details for the two client attached to the matter in Lexis Affinity have been transferred across to the answer file.

4. Select John Gribble as the addressee.

5. Work through the interview in the usual way, and then click the

The document will then display in Microsoft Word.

6. On completion, save your document in the usual way.

button.

Users of Lexis Affinity Document Management or Lexis Information Manager will use the button on the Lexis Document Toolbar.

Essentials Workbook

Adding Matter Contacts

If you need to add more matter contacts to your matter, this should always be done via the dataform. This will ensure the correct type and role are assigned.



Hands On

In this exercise, you will add the mortgagee and the solicitor for the mortgagee as contacts.

1. Using your new matter, select the "Data" tab.

2. Select the dataform labelled "Solicitor, Agent, Mortgagee, Other”.

3. Using the buttons, add the following contacts:

Mortgagee

CBA – George Street

Solicitor for the Mortgagee Salenger Hearne & Biddulph

4. Click the button to save your changes.

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Viewing a List of Contacts

To view a list of matter contacts, select the "Contacts" tab on the matter.

Use the button to view and edit the PhoneBook record for the selected contact.

Completing the Master Information File

Once a matter has been opened in Lexis Affinity and you have added all matter contacts required, you can begin generating any Softdocs precedents. However, you may find it useful to begin with the Master Information File, so that as much detail as possible about the matter can be completed.



Hands On

1. Using your new matter, select the Precedents tab.

2. Select OTHER from the list of Precedent Categories.

Essentials Workbook

3. Select "C 03 MASTER – Master File" from the precedent list.

4. Click on the button.

Assembly of the master file will open in HotDocs.

5. On the Matter Details dialog, complete the address fields:

Street No:

Street Name:

Suburb:

Wilson Street

Parramatta

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6. Click the

button to move through the interview.

You will see that the matter contacts that have been entered in Lexis Affinity have been pushed across to the interview / answer file.

NOTE: If there is an error in the details entered for a contact, this must be corrected via the Lexis Affinity PhoneBook. This will then update the answer file the next time a document is generated.

If a particular matter contact has not been entered in Lexis Affinity, the

HotDocs interview dialog will display blank fields, like this:

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Affinity Library

While you can enter the details here, this is not recommended as they will not be written back to Lexis Affinity. You should return to the Affinity matter, display the dataform and enter and/or select the matter contact.

7. Display the Conveyance Details dialog. Enter the following details:

Property Price:

Deposit Paid:

Date Exchanged::

Data Settled:

Is there an Agent?

629,000

62,900

17 May 2010

29 June 2010

Yes (This is answered for you because there is an agent on the matter in

Lexis Affinity.)

Is there a Mortgagee?

Is the Vendor the Reg'd Proprietor?

Yes (This is answered for you because there is a mortgagee on the matter in

Lexis Affinity.)

Select Yes

Is the property in a new subdivision?

Select No

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8. Click

to display the Vendor Details dialog.

Enter the vendor details as follows.

How many vendors?

Tenancy Details

VENDOR 1 – Name

Vendor 1 – Address

VENDOR 2 – Name

Vendor 2 - Address

Tenants in Common equal

John Michael Gribble

33 Riverview Drive, Abbotsford

John Matthew Peters

140 Albert Road, East Melbourne

9. Click follows:

to display the Purchaser Details dialog and enter the details as

How many purchasers?

Tenancy Details

PURCHASER 1 – Name

Purchaser 1 – Address

PURCHASER 2 – Name

Purchaser 2 - Address

Joint Tenants

Mr Robert Greenwell

151 Hawkes Street, Parramatta

Mrs Jane Greenwell

Leave blank

10. Click

. The purchaser representative details will display. Note that the other party solicitor selected in Lexis Affinity will display here.

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Affinity Library

11. Click

. The property details will not be entered at this stage.

12. Click

. The details of the agent selected in Lexis Affinity will display.

NOTE: If you have not entered an agent in Lexis Affinity, the question "Is there an

Agent?" will be set to "No" in the HotDocs interview and you will not see an

Agent Details dialog.

13. Click dialog.

. Leave the default answers as they are on the Mortgagee Details

14. Click will display.

.to display First Mortgagee Details. The bank selected in Lexis Affinity

15. Click

. to display the First Mortgagee Solicitor details. The solicitor details have been passed from Lexis Affinity.

16. Click

17. Click the

. Answer Yes to print an Information Sheet.

button to send the document to Microsoft Word.

13.3 Including HotDocs Data in Conflict Checking

Data keyed into a HotDocs answer file can be included in the Conflict Checker report only if the data has been written back to the Lexis Affinity database.

IMPORTANT

The Lexis Affinity Conflict Checker does not check the HotDocs answer files. It will only search the Lexis Affinity database.

If you are not sure what data is being written back to Lexis Affinity, please speak with your

Lexis Affinity Consultant or your Softdocs Consultant, or telephone the Helpline.

To include HotDocs data in the Conflict Checker report, you must tick the HotDocs checkbox in the Conflict Checker dialog box:

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

Hands On

In this exercise, you will use the Conflict Checker to find matters containing the name

"Greenwell".

1. In Lexis Affinity, select Database | Conflict of Interest Checker.

2. Entity: select Lewisham Reid.

3. Branch: leave blank

4. Make sure the HotDocs checkbox is ticked.

5. Search Words / Phrase: enter "greenwell" (not in quotes).

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6. Click on to process the report.

The report will display on screen, showing the search string in bold (see example on next page). You will see that this string has been located in the HotDocs data for your matter.

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The above report shows that the string “greenway” has been found in the matter description for matter 012430 and also in fields F24, F26 and Matter Parties in the

HotDocs data for matter 012430.

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14. Document Management

The Document Management functions of Lexis Affinity include custom toolbars which are loaded into Microsoft Word and Microsoft Outlook. When Word documents and Outlook emails are saved, the details are recorded in the Lexis Affinity database. Document details can be displayed in the PhoneBook, Client, Matter and Document Management windows.

14.1 Lexis Document Toolbar in Word

The Lexis Document Toolbar will display in Word as shown below:

Word 2003 or earlier

Word 2007 or greater (found in the LexisNexis ribbon)

Lexis Document Toolbar Functions in Word

SAVE

SAVE AS

SAVE AS VERSION

SAVE AS PDF

OPEN

CLOSE

SEARCH

PRINT

UTILITIES

Save the current document. If the document has not yet been saved, this works the same as the "Save As" button. If specified, this process will also place a footer on the document showing the file name.

Save the current document with a new file name (eg. create a copy) or to a different matter.

Save a version of the current document.

Save the current document as a PDF file (note: this will also save the current Word document to Affinity if it has not been saved)

Open (or switch to) Lexis Affinity Library.

Close the active document.

Search for stop codes in your documents.

Send documents to print based on user selections.

Drop down a menu of emPower and other document utilities.

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14.2 Saving Documents

Click or to save a document to Lexis Affinity.

The following steps are performed:

1. A file name is assigned to the document;

2. The document is saved to a pre-defined folder location on your network;

3. The file name (and path if required) are inserted into the footer of the document

(this feature may be disabled if not required);

4. Information about the document and its location is stored in the Lexis Affinity database.



Procedure

To save a Word document and record the details in Lexis Affinity:

1. Click on the [Save] button on the Lexis Document Toolbar. The “Save Document” dialog box will display:

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2. Type the matter number / file ID into the Matter field. If the document is not matterrelated, you can leave the matter number blank.

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If you do not know the matter number, click on the binoculars button. The Matter

Selection window will open. This window allows you to search for a matter by first searching for the client name, and then selecting the correct matter.

3. In the Search for Client box, begin typing the client name until the required client is shown in the window.

4. Double-click on the matter number required.

The "Save Document" dialog box will now have the matter number inserted. Other fields associated with the selected matter will be completed automatically

(eg. PhoneBook; author; department and branch). The operator and date are automatically inserted.

NOTE:

If the document has been generated from Lexis Affinity Library, the matter number will be inserted automatically.

5. Click into the Description box and type in a meaningful description for the document

(eg. Letter to client enclosing Costs Agreement). You may find this field has been automatically populated – this is controlled by your system administrator.



TIP: The details entered into the Description box can be used to search for a document in Affinity. It is important to be consistent across the firm (eg. always use say,

“Letter” rather than variations such as “Ltr”).

6. The Email Descr field is for the email description. This is used to name the file with a descriptive name when it is attached to an email.

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This field is automatically populated with the contents of the Description field but you may change it. You may also delete the Email Descr field. If this field is empty, when the document is emailed it will be attached with it's actual file name.

7. Complete any other details required such as Category and Folder(s).

8. Click [OK] to save.

NOTE: Some fields in the "Save Document" dialog box may be mandatory. This is determined by your system administrator.

Document Footer

The file name will print in the footer, unless you choose to omit the footer.



TIP: Try to remember to save the document before printing, otherwise the file name will not display on the hard copy.

Save As vs Save

When modifying an existing document, use the [Save] button to save your changes as you go. The [Save As] button will save the document as a new document, with a new file name.

Full Text Searching

If you firm has Full Text Searching enabled, you should always save your changes using the

[Save] button on the Lexis Document Toolbar, and not Word's save button. Using the

[Save] or [Save As] button on the Lexis Document Toolbar will update the full text search indexes for the document.

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

Hands On

1. Create a new document in Microsoft Word.

2. Type your firm name and address into the document.

3. Click on the [Save] button on the Lexis Document Toolbar.

4. You do not know the matter number so click on the binoculars beside the Matter field.

5. Select a matter to save the document against.

6. Click into the Description field and type the following text as the description:

Firm Name and Address

7. Click [OK].

8. Select Word’s Print Preview function to view the document footer.

9. Close the Preview screen.

10. Move the cursor to the end of the document and add the firm’s phone number.

11. Click on the [Save] button on the Lexis Document Toolbar.

12. Edit the document and change the firm name to your firm’s service company name.

13. Click on the [Save As] button on the Lexis Document Toolbar.

14. Enter the Description as: Service Company Details

15. Click [OK].

16. Preview the document and note the new footer details.

17. Close the document.

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14.3 Save As PDF

The [Save As PDF] button is used to save the current document in PDF format. The document must be saved as a Word document first. If you have not saved the document, this will be done automatically before the PDF file is created.

The file name will be the same as the Word document except that it will have a .PDF extension. The PDF document will list alongside the Word document in Lexis Affinity.

14.4 Save As Version

You may save versions of your document using the [Save as Version] button on the Lexis

Document Toolbar. See the section entitled Versions on page 311 for more information

about saving versions.

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14.5 Display / Open Documents

Once a document has been saved it will be listed in various windows in Lexis Affinity.

Documents and other types of files may be opened directly from these windows.



TIP: When using Lexis Affinity Document Management, you will search for documents and open documents from

inside Lexis Affinity. It is recommended that you do not try to find and open files using Word’s “Open” function, or

Windows Explorer, as this will take much longer.

Documents are displayed and opened from the "Documents" tab in the following windows:

1. Matter window.

2. Client window.

3. PhoneBook window.

4. Document Management window (in the Case Management group).

Example: Matter Window

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The Documents window has three areas or panes:

1. Document Folders: folders are listed in the pane on the left-hand side of the window. When you save documents, they can be assigned to one or more folders.

The folder list can be collapsed by clicking on the arrow above the folder list.

2. Documents List: the list of documents displays in grid area to the right of the folder list. You can customise this display by going to the Columns tab.

3. Search Panel: the Search Panel sits above the Documents List and Document Folders.

This area is used to quickly search for a document in the list. You can collapse the

Search Panel by clicking on the

arrow at the top of the panel.

Open a Document

To open a document from the list:



Double-click on the document entry OR

Highlight the document entry and click on the open icon on the toolbar OR



Right-click on the document entry and select "Open Document" from the dropdown menu.

Email a Document



Procedure

1. In Lexis Affinity, select the Documents tab (in either the Matter, Client, PhoneBook or

Document Management windows).

2. Right-click on the document to be emailed OR select multiple documents using the

Ctrl+Left Mouse Click combination and then right-click over the selection. A drop down menu will display.

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3. Select Email. This list of contacts for this matter will display. You may select one more of these contacts by ticking the box beside their name.

Select the button to select another contact from the Affinity PhoneBook.

If you email address you require is not present in the Lexis Affinity database, you can type it directly into the To: field in the message window.

4. Select to create the email. The message window will display, with selected document(s) attached. The document name used will be the descriptive name (taken from the Email Description field). If the Email Description field is blank, the original file name will be used.

The email address of the selected contact will be inserted in the To: field or you can type in the email address required.

5. Finish the email by typing the body of the message, include any CC or BC recipients, and then click Send.

Email as PDF

When emailing a document from Lexis Affinity, documents can be converted to PDF at the time they are emailed.



Procedure

1. In Lexis Affinity, select the Documents tab (in either the Matter, Client, PhoneBook or

Document Management windows).

2. Right-click on the document to be emailed OR select multiple documents using the

Ctrl+Left Mouse Click combination and then right-click over the selection.

3. From the drop down menu, select Email as PDF. (This feature is only available if you

have the Microsoft Office PDF add-in installed on your computer.)

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This list of contacts for this matter will display. You may select one more of these contacts by ticking the box beside their name.

Select the button to select another contact from the Affinity PhoneBook.

If you email address you require is not present in the Lexis Affinity database, you can type it directly into the To: field in the message window.

4. Select to create the email. The message window will display, with selected document(s) attached in PDF format. The document name used will be the descriptive name (taken from the Email Description field). If the Email Description field is blank, the original file name will be used.

The email address of the selected contact will be inserted in the To: field or you can type in the email address required.

5. Finish the email by typing the body of the message, include any CC or BC recipients, and then click Send.

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14.6 Tabs and Toolbar

Toolbar

Add one or more new files to the database

Edit the details of the selected document

Delete one or more document records from the database

Open the selected document / file

Refresh the document list

Clear the current filter and refresh the document list

Click on the drop down arrow to access online training videos for:

Document Compare

Document Folders

Document Versioning

PDF and Email Handling

Searching for Documents

Tabs

Documents

Filter

Columns

Displays the document list

Filters the document list by certain criteria

Customises the column layout

Refresh the Document List

You may need to click on the Refresh button on the toolbar from time to time to refresh the list. For example, if a document has been saved against a matter while the document list for that matter was open in Affinity, the list may need to be refreshed before the document will display.

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Clearing the Filter

You may need to click on the Clear All button on the toolbar from time to time, to clear the current filter and refresh the list. If a filter has been applied to the document list, but you now wish to view all files in the list, click on the Clear All button. This clears the filter selections and refreshes the list.



TIP: If you cannot find a document in the list, it is a good idea to click on the Clear All button and then check again.

Remember that the Refresh button does not clear the filter.

14.7 Column Layout

Column layout may be customised including selection of columns to display, the size of the columns, and the order of the columns. You may also sort the entries by clicking on the column headings.

14.7.1 Column Headings

Icon

Path

Name

The icon associated with the type of file

Full path and file name

File name only

Created

Mailed

Matter

Description

Date the file was created

Date the document was mailed

The matter number

Document description (as entered by the user)

Email Description The descriptive name assigned to a file when it is emailed.

Author The author assigned to the matter in Affinity

Operator The Affinity operator who created the document (as per Affinity login).

PhoneBook

From/Sender

The PhoneBook entry (and therefore the client) associated with this matter.

Sender of correspondence (used where incoming files such as emails are attached to a matter)

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Precedent Name of the Affinity precedent (if any) used to generate this document

Category Category or area of practice that this file belongs to (eg. Debt

Recovery, Conveyancing Purchaser, Litigation)

Show on CliNet Nominate whether this document is to be available on CliNet

Department

Branch

Deleted By

Deleted Date

Department assigned on the matter

Branch assigned on the matter

Name of person who deleted the entry

Date entry was deleted

14.7.2 Modifying the Column Layout

Column layout is modified by:



Using the mouse to drag and drop columns



Using the Columns tab

Using the Mouse

Use the mouse to adjust the column layout in the following ways:



Grab the edge of the column heading and drag to the left or right to resize a column



Point to a column heading and hold down the left mouse button. Drag the entire column to the left or right to reposition the column.

Using the Columns tab

The Columns tab can be used to select the columns to be displayed; to re-order the columns; and to change to a multi-line display mode.

1. Click on the Columns tab to display the Columns window.

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2. The column headings shown in the “Hidden” box do not display at all in the

Documents table.

3. The column headings shown in the “Displayed” box will display in the Documents table, in the order they appear in the list.

4. Add more columns to the display by clicking on the column name in the “Hidden” box and then clicking on the button. The column name will appear at the bottom of the “Displayed” box but can be repositioned by dragging and dropping the column name higher up in the list.

5. Remove columns from the display by clicking on the column name in the “Displayed” box and then clicking on the button.

6. Reposition the columns by dragging and dropping the column names up or down in the “Displayed” list.

7. Click on the Documents tab to view the changed layout.

Multiple Bands

Click on the “Multiple Bands” check box for a multi-line display of document entries.

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

Hands On

The aim of this exercise is for you to become familiar with using the Column Layout in the

Documents list.

1. Open your matter and display the generated documents.

2. Click on the "Columns" tab.

3. Remove the following columns from the display list:

Path

CliNet

Category

Department

Operator

4. Place Operator back on the display list.

5. Order the columns to be displayed as follows:

Icon

Name

Description

Operator

Author

(order the remaining columns as you wish)

6. Click on the "Documents" tab to review the results.

7. Resize the Description column to make it smaller.

8. Reverse the order of Operator and Author (use the drag and drop method).

9. Close the matter window.

10. Open your PhoneBook entry and click on the “Documents” tab to view the document list.

11. Open the Document Management window and view the document list.

12. Sort the list by date in ascending order.

13. Sort the list by matter number.

14. Sort the list by author.

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14.8 Add, Modify and Delete Entries

Add Entries

Use the Add Document button to add a link to documents or other file types that are related to a matter or PhoneBook.

Files you may wish to add include:



A Word document that was not saved using Document Management



A document generated by another word processor (eg. WordPerfect)



A scanned image that has been saved onto your system



A spreadsheet that has been saved onto your system

Add a Single Document Entry

To add a single document:

1. Open the Documents windows (from either the Matter, PhoneBook or DM windows)

2. Click on the button. The following dialog box will display:

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3. Path: click on the binoculars button to browse to the file.

When you have located the file, double-click on the file name.

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4. Matter: insert the matter number (may be left blank if the file is not associated with any particular matter).



TIP: If you enter the matter first, the Author, PhoneBook,

Branch and Department fields will be automatically completed for you.

5. Description: enter a meaningful description for the file.

6. Email Descr: this field will be automatically populated from the Description field but you may change it. This is the descriptive name that will be given to files when you email them.

7. Date: defaults to today but can be altered.

8. Mailed: tick this box to record the date the document was mailed (if required).

9. To Folder Structure: select to move or copy the file to the Document Management folder structure used in Word or leave the file where it is. (This feature is only available if activated by your System Administrator.)



TIP: If you select the "Neither" option then the document will be indexed in Affinity with reference to its current location. This option is not recommended, especially if the document resides in a local drive or user's home directory. In this scenario only the user who registers the document within Affinity will be able to open the document.

10. CliNet: select if you have CliNet and would like this file to be available to CliNet.

11. Operator: defaults to the user logged into Lexis Affinity Library.

12. Sender: used to enter the name of the sender of an incoming document or email.

13. Precedent: insert the name of the precedent document used to generate this file.

14. Category: nominate a document category or practice area (eg. Litigation) for this file.

15. Department: defaults to the matter department. This can be modified.

16. Branch: defaults to the matter branch. This can be modified.

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17. Folder(s): allows you to add this file to one of more folders.



TIP: Document Folders are set up in another area of Lexis

Affinity Library. Please see your System Administrator if you need to add more folders.

18. Once all required fields are completed, click on the [OK] button to add the file to the list.

Add Multiple Entries

The procedure for adding multiple entries is the same as that for adding single entries. Note that when adding multiple entries, the files must be assigned to same

PhoneBook entry and/or matter number. Likewise, all files selected will be assigned against the same author, operator, category, department etc. It is possible to modify an entry to say, change the author, after the files have been added to the list.

NOTE: When adding multiple files, the files must all reside in the same folder.

1. Click on the button.

2. Path: click on the binoculars button to browse to the files.

3. Single-click to select the first file to be added. To select further files, hold down the

<Ctrl> key on the keyboard while selecting each entry with the mouse.



TIP: To select an entire folder of files, press <Ctrl> A on the keyboard.

4. Complete the other field details as required.

NOTE: The Description field will show as [<File Name>] when multiple entries are added. This means the name of the file will be inserted as the description.

This can be changed but whatever you change it to will be inserted for all files you are adding in this procedure.

5. Click on the [OK] button.

6. You will see that each file has been added as an entry in the list.

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Modify Entries

Once a file entry has been added to the list, the details of the entry may be modified. There are two methods:

1. Use the Edit function to open a dialog box that allows editing of the details.

2. Unlock the display grid to allow direct editing within each column.

Edit Via Dialog Box

1. Locate and select the document entry to be edited

2. Click on the button OR right-click on the entry and select Edit from the drop-down menu. The following dialog box will display:

3. Modify the details as required. Note that the path and file name cannot be changed.

4. Click on the [OK] button.

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Direct Editing from the Documents Grid

File entries may be modified directly from the Documents grid. The grid is locked by default to avoid accidental changes. To unlock the grid for editing:

1. Right-click anywhere on the Documents list (grid). You will see that the Lock Grid item is ticked on by default.

2. Select the Lock Grid item to de-select it.

3. The document entries may now be edited by tabbing to the row and column required and making the changes.

For example:



To change the Description:

Click on the description for a file to position the cursor inside the description box. You may then type in a new description, or modify an existing description.



To change the Author:

Click on the author name on a file. A drop-down arrow will display.

Click on the arrow and select a different author from the list.



To change the Matter:

Click on the Matter field. A graphic will display at the end of the field.

This graphic indicates that, if selected, a window will open. Click on the graphic to open the Matter window. Select the matter required. You may also type the matter number directly into the Matter field.

4. When editing is complete the grid should be locked again. Follow steps 1 and 2 above to re-lock the grid.

Delete Entries

Entries may be deleted from the database if they have been incorrectly added.

NOTE: This option should be used with caution!!

1. In the Documents list, highlight the entry to be deleted.

2. Click on the button on the toolbar. The following message will display:

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Affinity Library

3. Click on the button to confirm the deletion.

NOTE: This action does not delete the physical file from your system; it only hides the reference to the file in the Affinity database. Your System

Administrator will confirm the deletion before the entry is finally removed, and may also delete the actual file where necessary. Your System

Administrator may also restore the document if you accidentally deleted the file from Affinity.



Hands On

1. Open Excel and begin a new worksheet.

2. Type “15,000” into one of the cells and then save the spreadsheet to the desktop.

Name the file DM Figures.

3. Close Excel.

4. Open matter 012352 and click on the Documents tab.

5. Click on the button.

6. Path: browse to your spreadsheet file.

7. Description: Proposed Figures for Submission to Client

8. File Type: spreadsheet.

9. Click [OK].

10. Locate the new document entry for this spreadsheet in the Documents list.

11. Change the matter to 990168.

12. Refresh the list. You should see that the file is removed from the current matter.

13. Open matter 990168 and select the Documents tab.

An entry for the spreadsheet file will display in this list.

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14.9 Filters

The Filters window is used to narrow down the selection of documents displayed. For example, after viewing the complete list of documents for a PhoneBook entry, you may wish to narrow down the list by date range, by matter number or by file type. These are just a few of the criteria available for filtering a list.

To filter a document list:

1. Display the Documents list (in the Matter, Client, PhoneBook or DM window);

2. Click on the Filter tab.

3. Click on the button to clear the previous selections.

4. Enter the filter criteria required (see below for examples).

5. Click on the Documents tab to display the results.

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Filter Examples

Example 1: List all documents created since 1/03/2012 where John Woodward is the author.

Example 2: List all documents in the Survey folder created by author Yvette Rogers.

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Example 3: List all documents created by the Conveyancing Department where the description contains the word “contract”.



Hands On

1. Open the Document Management window.

2. Click on to clear the filter settings.

3. Use the filter to display all documents where Yvette Rogers is the author.

4. View all documents created today.

5. View all Excel spreadsheet files.

6. View all documents where the description contains the word “Letter”.

7. View all documents created last year where the description contains the word

“Letter”.

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14.10 Full Text Searching

Lexis Affinity allows for full text searching of documents, i.e. searching for text within the documents themselves as opposed to simply the metadata which was entered at the time of saving the document.

NOTE: Lexis Affinity's full text searching functionality needs to be enabled and requires Oracle 11g. Speak to your system administrator if this option is not available.

To perform a full text search on the contents of a documents:

1. Display the Documents list in Affinity (this can be at the Matter or PhoneBook level, or the global level by opening the Document Management window).

2. Apply any filters to narrow down your search.

3. Ensure the Search panel is visible (at the top of the Documents list).

4. Enter the search text into the Search for field.

5. Change the Created from and to fields if required (they default to showing only documents created in the last month).

6. Click the

button to begin the search.

The results will display in the Documents grid.

Search Criteria

Note the following rules in relation to entering search criteria:

1. Where multiple words are entered an AND separator is applied. For example, entering black day will find Black Day Publishing but not Black Street.

2. To use an OR separator, enter the word OR between the search terms. For example,

black or day will find instances where one or both words exist.

3. It is not necessary to enter the * wild card. This is automatically applied. For example, entering black will find "black", "Blackwell", "Black Street" and so.

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4. The separators AND and OR can be used together but parentheses should be applied for clarity. For example, (black AND day) OR blackwell will return different results to

black AND (day OR blackwell).

5. To search for literal text, enclose the search terms in quotes. For example

"black day" will return Black Day Publishing but not Black & Day Electronics.

Some more examples:

Example black black day

“black day” black OR day black NOT day

(black AND limited) or blessington

Result

Will return results where the text ‘black’ is present. This will include “Blackwell”, “Blacktown”, or any word that includes the string “black”.

Will return results where both words are present– though not necessarily together. This will include “Black Day

Publishing” and instances of “it was a day of black and gloomy clouds”

Will return results where the two words are used together in the same document. This will include “Black Day

Publishing”.

Will return results where either of these words are present. This will include “Blackwell Scientific

Publications”, “Black day Publishing”, “it was a day of black and gloomy clouds” and “it was a dull day”.

Will return results containing the word “black” unless it also contains the word “day”. This will include “Blackwell

Scientific Publishing“ but not “Black Day publishing”.

Will return results where the words “black” and "limited" are both present – or the word “blessington” is present.

Searching is not case sensitive, therefore searching for "CONTRACT FOR SALE" would return documents containing "CONTRACT FOR SALE", "Contract for Sale" and "contract for sale".

Full text searching within Lexis Affinity works across most types of documents including

Word documents, emails, spreadsheets and searchable PDF files.

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14.11 Print Documents in Microsoft Word

While it is possible to continue using the printing features of Microsoft Word, it is strongly recommended that the Print function on the Lexis Document Toolbar is used for all print jobs sent from Word. This is because selection of the correct stationery from the correct bin is much simpler.

Print Styles

A "Print Style" is a print job configuration which sets the printer and the bin for each page of a print job. Examples of Print Styles are:

1. HP LaserJet Level 1 - Letters

2. HP LaserJet Level 1 – White A4

3. Canon Laser 3 rd

Floor – Letters

4. Canon Laser 3 rd

Floor – File Copy

Printing a Document

To send a print job:

1. Click on the [Print] button on the Lexis Document Toolbar.



TIP: The file to be printed must be open in the active window. If you have a number of documents open in

Word, only the file in the active window will be printed.

The following dialog box will display:

Three Print Styles will be listed by default (these defaults can be changed).

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2. Beside the style required, enter the number of copies required (usually 1). It is possible to send multiple copies against all three print styles at once.

3. Make other selections such as the pages to be printed (the dialog box defaults to

"All").

4. Click on the [Print] button to send the job to the selected printer/s.

Selecting a Print Style not Shown

To select a Print Style other than one of the three default Print Styles, click on the down arrow beside one of the Print Style boxes. A list of all available Print Styles will drop down. Select the required style then proceed as described above.

Changing the Default Print Style Selection

To change the printing defaults you get each time you click on the DM [Print] button:

1. Select the required Print Style in the three style boxes by clicking on the down arrow beside the style name and selecting a style from the drop-down list.

2. Click on the default number of copies required for each style.

3. Click on the [Set As Default] button to set these selections as your default option.

Background Printing

Click on the box beside “Use Background Printing” to select background printing.

It is necessary to select this option if the document contains borders, otherwise the lines will not print. To save this setting for future print jobs, click on [Set as Default] before printing the document.

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14.12 Versions

Versions of documents can be created via the Lexis Document

Ribbon/Toolbar.

Versions are stored as separate documents with unique document names, but are linked with the original version.

Save a Version

To save a version of the current document:

1. The document you are creating a version from must be open in MS Word.

2. Make any edits required at this stage.

3. Select the [Save As Version] button on the Lexis Document Toolbar.

4. The Create Version dialog box will display. The author field will be completed automatically with the matter author but you may change this.

Enter a comment for this version.

5. Select to save the version to Lexis Affinity.

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Display Versions in Lexis Affinity

In the Lexis Affinity Documents window, documents containing versions will display in blue.

To view the versions:

1. Right mouse click over the document name in the Documents grid.

2. From the drop-down menu, select Versions.

3. Open a version by double-clicking on the document in the list.

If you select the most current version, the document will simply open in Word ready for review. This can also by done by clicking on the document (in blue) from the main documents grid, as this will always open the most recent version.

If you attempt to open an earlier version the following dialog box will display:

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When you see this dialog box, it is a warning that you are not opening the most recent version of the document. There are three actions you can perform:



Open a read-only copy

This will open the previous version in read-only mode. Previous versions are always marked as read-only in order to maintain accuracy of the version history. Once edited, the file can be saved with a new file name and/or as a new version.



Open the most recent version

This will open the most recent version of the document for editing.



Copy document as current version

This will take the selected version and create a new version, making this new version the current version.

Show Version in Footer

If the file name is displayed in the document footer, the version number will display beside it from version 2 onwards.

The file name shown in the footer is set to always show the original file name because this is what you will see in the Documents list in Lexis Affinity. This means that if you are viewing version 2 or higher, the physical file name for the version (as shown in the Word title bar) will not match the file name shown in the footer.

You may change how the version number is displayed in the footer. This setting is found on the Document Save Options dialog box (accessed via the Lexis Document Toolbar in

Word).

In the example shown below, the # symbol represents the version number. So the version number for the second version of a document will be shown as v2.

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The entire footer will look something like this:

Adding or Removing the Version Number from the Footer

When a document is first created, you will probably not know whether there will be second and subsequent versions of that document. For this reason, the version number does not display in the footer of version 1 as it will quite often be the final version. But you may wish to display the version in the footer of version 1.

Also, at some point a document will become the final version and you may want to remove the version number from the footer for despatching.

To add or remove the version number from the footer:

1. Open the required version of the document.

2. Select the [Utilities] button on the Lexis Document Toolbar.

3. Select Update Footer. The following dialog box will display:

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4. Tick or untick (as required) the box beside Display Version in Footer and then click

[OK].

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Prompt to Create Versions

You can be reminded to save a version of a document each time you select the [Save] button on the Lexis Document Toolbar.



Procedure

1. The first time you time the document, the following dialog will display:

2. When completing the details, tick the box beside Prompt to Create New Version on

Save.

3. From that point on, whenever you select the [Save] button on the Lexis Document

Toolbar, the following prompt will display:

4. Select [Yes] to create a new version or [No] to save to the same file and continue working.

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Save as a Version of Another Document

Where you have a document that is external to the Document Management system (eg. it was emailed to you from an external source) it can be saved as a version of an existing document in the Document Management system.



Procedure

1. Open the external document in Word.

2. Select the [Save as Version] button on the Lexis Document Toolbar. The following prompt will display.

(If you select No to this prompt, the action will be cancelled.)

3. Select [Yes]. The Create Version dialog will display.

4. You must now select the document (the parent) that this document will become a version of. Click on the to display the Documents list.

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5. Select the parent document. You can use filters in this window to narrow down the list of documents.

6. When you have selected the document, enter a comment for this version and click

[OK].

The external document will be saved to the Document Management system with a new file name. It will show as the current version of the selected parent document and will display in blue.

Editing the Version Data

If you need to edit the comment or author stored for a particular version, you may edit the version data for a document.



Procedure

1. In Lexis Affinity, locate the document in the Documents window.

2. Right-click on the document and select Versions.

3. In the Versions window, right-click on the version to be modified.

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4. From the drop-down menu, select Edit Version Data…

5. The Edit Version dialog box will open:

6. You may change the author and the comments. Click on the and close.

button to save

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14.13 Compare Documents

The Compare feature uses Microsoft Word's compare document functionality and display the results in a Word document.

Compare is available on the Documents drop-down menu (right mouse click) in Lexis

Affinity when one or two documents are selected.

Compare is only available when Word documents are selected. If another file type is selected, the Compare menu item will be inactive.

You may also compare two versions of the same document.

Compare Two Documents



Procedure

1. In Lexis Affinity, display the Documents grid (in the Matter, PhoneBook, Client or

Document Management window).

2. Select two Word documents and right mouse click to display the drop-down menu.

3. Select Compare. The Compare dialog box will display:

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The description of the selected files will display in the fields for Original Document and Revised Document.

4. Click on the Switch Documents button

to reverse the position of the two documents (ie. the revised document becomes the original and vice versa).

5. If you want to select a different document, click on the of documents.

button to display the list

6. Click on the this:

button to collapse the detail of the dialog box so it shows like

Click on the button to expand the dialog box again.

7. The checkboxes under Settings allow you to select the parts of the documents that will be compared.

8. The Show Changes at field lets you select the level of the comparison. Choose between Word level and Character level.

9. The Show Changes in field lets you determine whether the results will be shown in a new document, the original document or the revised document.

10. Select the

Word.

button to run the document compare. The results will display in

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Compare using Word 2003

If you are using the Word 2003, the Compare dialog box will display like this:

Compare Versions

You may compare versions of the same document.



Procedure

1. Right mouse click on the document containing the versions to be compared. (This will display in blue in Lexis Affinity.)

2. Select Compare Versions (this menu item only displays when you select a single document with versions).

3. The Compare Versions dialog box will display, listing all versions for the selected document.

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4. Select two of the listed versions by using the Ctrl+left mouse click key combination on your keyboard. Once you have selected two versions the [OK] button will become active.

5. The Compare dialog box will then display, showing the two versions in the Original

Document and Revised Document fields.

If you select the

button, the versions not currently selected in either Original

Document or Revised Document will be displayed.

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In the above example, version 1 and version 3 were selected originally, so the only remaining version that can be selected is version 2.

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6. Complete the other fields and then select results will display in Word.

to start the comparison. The

Compare Two Documents (with versions)

If you select two documents to compare and one or both of them contains versions, you will see the following message display after you select Compare from the menu.

You can select either the current version or an earlier version. If you choose to select an earlier version, the following dialog box will display:

You may only select one version from this list as you have already selected the other document that you are comparing it with.

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14.14 Document Folders

Documents saved in Lexis Affinity can be organised by assigning them to Document

Folders.

Document Folders can be created at the system level (by your System Administrator) and can also be created at the PhoneBook and Matter level. Those created at PhoneBook and

Matter level are referred to as custom folders.

Your System Administrator may also customise the Matter Types on your system so that only certain folders display on matters belonging to a particular Matter Type. So you may see a different folder list on different matters.

Folders can be seen in the Documents window in Lexis Affinity and are displayed in the pane on the left-hand side of the window.

System folders icon (folder + padlock)

Custom folders icon

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Create a Custom Folder on a Matter

Custom folders can be created on individual matters and PhoneBook records only if you have been given security access to do this.



Procedure

To create a custom folder on a matter:

1. Display the Documents tab.

2. Position the cursor in the Folders pane and right mouse click.

3. From the drop-down menu select Create Folder. The following dialog box will display:

4. Enter a name for the folder and click [OK].

The folder will now be available for that matter. It will display in the folder list when you save documents or add files to Lexis Affinity.

Rename and Delete Custom Folders

Custom folders can be renamed or deleted. If you delete a custom folder, the documents that were included in that folder will display under the All Documents folder.

Note that you cannot rename or delete a system folder.

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14.15 Saving Emails from Outlook

The Lexis Email Toolbar saves email messages and their attachments, and records the entries in the Lexis Affinity database.

Pre-Requisites



This utility works with Microsoft Outlook 2003 and above. Outlook Express is not supported.



Microsoft Word must not be used as the email editor in Outlook 2003.



Outlook must be connected to a Microsoft Exchange Server.

Lexis Email Toolbar

When installed, the Lexis Email Toolbar will display inside Microsoft Outlook.

The button is visible in the following Outlook windows:



Inbox



Outbox



Drafts



Sent Items



Deleted Items



Message window (when the message is open) except the new message window and open messages in the Drafts and Outbox folders.

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14.16 Saving Emails and Attachments

Emails Sent from the New Message Window

The button does not display in the new message window. When an email is sent, you will be prompted to save the email into the Lexis Affinity Library database.

NOTE: The above prompt will display only if it has been turned on in Outlook.

In Outlooks 2003 and 2007:

1. Select Tools | Options | DMEmail.

2. Select the checkbox beside “Remind to save message when it is sent”.

3. Click [OK] to save and close.

In Outlook 2010:

1. Select File, Options, Add-ins.

2. Click on the [Add-in Options] button at the top of the window.

3. Select the checkbox beside “Remind to save message when it is sent”.

4. Click [OK] to save and close.

If you do not have this feature turned on, sent emails can be saved by selecting the email in the Sent Items folder, then clicking on

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

Procedure

1. Create a new email message and then select [Send]. The following message will display:

2. Select [Yes] to save the message to the database. The Save Email dialog box will display:

3. Note the attachment options in the bottom section of the dialog box. These will be described in more detail further below.

Accept the default attachment option.

4. Select [OK]. The following dialog box will display:

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5. Select a Matter or PhoneBook record to save the email to.

6. Complete the remaining details in the dialog box. The following fields will be autopopulated with data:

Created: Defaults to today's date.

Author: Defaults to the author of the selected matter, or to the logged in

Affinity user if no matter is selected.

Defaults to logged in Affinity user. Operator:

Sender: Defaults to the contents of the "From:" field in Outlook. The sender's full email address is inserted or, where the email address cannot be identified, the name of the sender is inserted.

Description: Defaults to the contents of the "Subject:" field in Outlook. If the message has attachments, the Description field will also show

"[Includes Attachments]".

NOTE: These fields may be modified before saving.

7. After completing the required details, click on the [OK] button. The message will be saved to disk, and an entry will be created in the Lexis Affinity Library database.

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Saving an Email Message with Attachments



Procedure

1. Create a new email with attachments and select the [Send] function.

2. When the following message box displays, select [Yes].

3. The Save Email dialog box will then display, listing the message and all the attachments.

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Save Options

Save email message only

Saves the email message without attachments as an msg file (i.e. native Outlook format).

One entry will be added to the documents tab within Lexis Affinity.

Save attachments with the email message

Saves the email and attachments as a single msg file (i.e. the email will be saved in its original format with the attachments). One entry will be added to the documents tab within Lexis Affinity. If you unselect the Email item, each attachment will be saved individually in their native format (as per the following option).

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Save email & attachments separately in native format

Saves the email and selected attachments as separate documents in their original format.

A separate Save dialog will be displayed for each email/attachment and multiple entries will be added to the Documents tab within Affinity.

Save attachments with the email message AND separately (in native format)

Saves the email and attachments as a single msg file (i.e. the email will be saved in its original format with the attachments) AND also saves the attachments as separate documents in their original format. A separate Save dialog will be displayed for each email/attachment and multiple entries will be added to the Documents tab within

Affinity.



TIP: When installed the default option is "Save attachments with the email message". You can change the default by clicking the "Attachment Options" button on the Lexis Email Toolbar and choosing the required save option.

4. Select the items to be included and then select [OK].

Each item, including the email itself has a tick box next to it. You can choose to select which items you wish to save by ticking the relevant item. If you are only interested in the attachment(s) you can unselect the tick box next to the email subject. This will save each attachment as an individual file.

5. Complete the details and then select [OK].

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Note that the "Description" field will indicate whether attachments are included. The

"Email" document type is selected automatically.

6. If you selected Save Attachments with the Email Message at step 3. The email will now be saved and can be viewed in Lexis Affinity.

If you selected the third or fourth save option (where attachments will be saved separately in their native format, you will see the following message display:

Select [Yes] if you wish to save all the attachments to the same matter as you selected for the email message. This will automatically save the attachments to that matter (in native format) without requiring further action from you.

Select [No] if you wish to save one or more of the attachments to a different matter.

This will cause the Save Email dialog box to display for each attachment so that you can change the matter and other details if required. Note that the original email number entered will be inserted by default, but can be changed.

Saving from the Sent Items Folder

You may also save an email you have sent from the Sent Items folder. The

button will display in the both the main window, and the open message window. The procedure for saving the email is the same from both windows.



Procedure

1. In Outlook display Sent Items.

2. Either open the email to be saved or simply highlight (select) the email in the list of sent emails.

3. Click on the

toolbar button.

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4. Select the items to be saved.

5. Click [OK]. The Save Email dialog box will display:

6. Enter the details and select [OK].

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14.17 Saving Emails Received

Received email messages and their attachments may be saved directly from the message window or from the Inbox.



Procedure

1. From either the open message window or the Inbox window, select the button on the toolbar. The following dialog box will display:

2. Select the items to be included and the relevant save option, then click [OK].

3. The Save Email dialog box will display:

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4. Complete the details and then select [OK].

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14.17.1 Saving Multiple Messages

You may select a number of email messages from the Inbox, Sent Items or Deleted Items windows. Use <Ctrl> + left mouse click to select multiple messages.

Each message will be saved individually and you need to complete the Save Email dialog boxes for each message selected.

14.17.2 Working Offline in Outlook

If you use Outlook in Offline mode, you will not be able to save messages to the Lexis

Affinity Library database. The it, the following message will display:

button will continue to be visible but if you activate

When you reconnect your computer to the network and Outlook is online, the messages can then be saved to the Lexis Affinity Library database.



TIP: If Outlook is configured to automatically send messages from the Outbox when the workstation is back online, you will need to go to Sent Items to find any messages that need to be saved to the Lexis Affinity

Library database. When working offline, you may prefer to save new messages to a separate folder in Outlook so that you can easily identify them when you are back online.

14.17.3 Saved Email Files

When an email and/or its attachments are saved using Document Management, the email message and the attachments are saved onto disk. The files are saved into the standard folder structure set up for Document Management in Microsoft Word.



An email message will be named using the following pattern:

Subject + Underscore + Date & Time Sent/Rec'd + .msg

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For example:

Fire Drill Notification_20060107121430.msg

The above message had a subject line of "Fire Drill Notification" and was sent or received on 1/7/2006 at 12:14am.



The "Created" column in the database will show the date the email was saved to the database OR the date the email was sent or received. This is a setting in your Lexis

Affinity database and will be determined by your system administrator. Note that you may change the created date when saving the email by changing the date on the

Save Email dialog box.

14.17.4 Deleting Emails in Outlook

It is not necessary to keep an email in Outlook once it has been saved into the Lexis

Affinity Library database. You may continue to delete emails as usual, once they have been saved in the database.

14.17.5 Duplicate Emails

There may be instances where users save an email message and/or its attachments when it has been saved previously. If this occurs, the following prompt will display:



Select [Yes] to save the email again with a (1) prefix in the file name. If the file is saved again, a (2) prefix will be added to the file name and so on.



Selecting [No] will not save the file at all.



The above rules also apply for attachments, where they have been saved separately.

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14.18 Displaying the "Saved" Column in Outlook

To indicate which email messages have been saved into Lexis Affinity Library, a column entitled "Saved" may be added to the various folders in Outlook (eg. Inbox, Sent Items).

This is a user option rather than a global option, so each user must customise the column layout to see the "Saved" column.

A Yes in the "Saved" column indicates the message has been successfully saved to the database.

A No in the "Saved" column indicates the email was not saved to the database. This could be due to the user choosing [No] when prompted to save the email, or the user may close or cancel during the save process. In some rare instances it may indicate that there was a problem connecting to the database during the save process.

Emails sent and received prior to implementation of this feature will show a blank in the

"Saved" column. A blank value will also display against any emails that have not had a

“Save As” procedure actioned on them.

To add the "Saved" Column

1. Display the Inbox (or other Outlook folder).

2. Right-click on any of the column headings in the current view and then select

Field Chooser.

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3. Click on the drop-down arrow at the top of the dialog box and select

"User-defined fields in folder"

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4. A dialog box similar to the following will display:

The “Saved” item will only appear in this dialog box if you have previously saved an email from this folder using the “SAVE AS” button.

If it does not display, return to the folder and save an item to the database. Then return to this dialog box and continue.

5. Click-and-drag the "Saved" item onto your column headings in the position you would like it to display. You can reposition the column later if required.

6. Close the "Field Chooser" dialog box.

NOTE: The above procedure must be repeated for all Outlook folders in which the

“Saved” column is required.

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14.19 Displaying Emails in Lexis Affinity Library

Depending on the method used for saving an email and its attachments (if any), one or more entries will be written to the Lexis Affinity database.

An envelope icon in the "Path" field indicates the entry is an email.

A small block symbol followed by the words "[Includes Attachments]" indicates that the message file has attachments saved inside it. When you open the messages, you will also see the attachments.

NOTE: An attachment saved separately (without the message) will always be shown as a separate database entry. The icon shown in the "Path" field will match the file type. For example, an attachment that is a Word document will display with the standard Microsoft Word icon.

14.20 Displaying Messages using Filters

Message

You can use the Filter window to narrow down the selection of files, and display email messages only.

You can either:



Select the Email checkbox under Document Folders. This relies on users consistently placing emails in this folder when saving.



Use the Ext. field and select Email from the drop-down list. This is more reliable as it will pick up all .msg files.

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

TIP: Remember that if attachments have been saved separately, and not as part of the message, they will have an extension corresponding to their file type (eg. Word documents have a .doc extension)

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14.21 Auto-Profiling of Emails

Lexis Affinity has the ability to automatically save emails sent and/or received into the database. When this feature is enabled, Lexis Affinity will search for specific metadata entered into the subject line of the email.

When creating a new message in Outlook, click on the [Select Matter] or [Select

Phonebook] button on the Outlook toolbar to insert this metadata.

14.21.1 The Lexis Email Toolbar – New Messages

The Lexis Email Toolbar shown below will display when creating a new email or forwarding an existing email.

Select Documents: Allows you to attach documents saved in Lexis Affinity.

Select Matter:

Inserts a matter number in a pre-defined format into the subject line of the email.

Select PhoneBook:

Inserts the unique ID of a phonebook record in a pre-defined format into the subject line of the email.

14.21.2 Associating a New Email Message with a Matter

Complete the following steps to associate a new email message with a Lexis Affinity matter number.



Procedure

1. Create a new email in Outlook. Enter the recipient's email address and the subject.

2. Click the [Select Matter] button. The Matter Selection dialog box will display:

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3. Select a matter and click [OK]

4. The matter number will be inserted into the subject line of the message (using a pre-defined pattern).

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

TIP: The metadata that is used to identify matters / phonebook records is customisable by your system administrator. In the above example (Ref: 012399) was inserted. Outlook will look for (Ref: xxx) to identify matter information (where xxx is any valid matter number).

5. Finish preparing the message then click Send. If you have the option turned on to automatically profile sent messages, the email will automatically be saved to Lexis

Affinity. Open the Sent Items folder in Outlook. The Saved column for the sent email should read "Yes".

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14.21.3 Associating a New Message with a Phonebook Record

Complete the following steps to associate a new or forwarded message with an existing phonebook record. Do this when the message is not related to any matter.



Procedure

1. Create a new email within Outlook. Enter a recipient email address and subject.

2. Click the [Select PhoneBook] button. The following dialog will be displayed:

3. Select "Antwell Building Company" from the PhoneBook list or click the Filter tab and enter the search criteria.

4. Finish preparing the message then click Send. If you have the option turned on to automatically profile sent messages, the email will automatically be saved within

Affinity. Open the Sent Items folder in Outlook. The Saved column for the sent email should read "Yes".

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14.21.4 Automatically Saving Received Emails

Lexis Affinity Library can also automatically save received emails as they arrive if you have the appropriate settings turned on.

If an email is received whilst Outlook is running, Affinity will attempt to automatically save the new email immediately. The email will be successfully saved if a valid matter number or phonebook identifier is found in the correct format within the subject line of the email.

If an email is received whilst Outlook is not running, Affinity will attempt to automatically save the new email(s) once Outlook is opened. Depending on your system settings this may happen immediately or after at least 10 minutes.

Messages which you send offline (using a PDA device or Outlook web client) may not always get profiled automatically. In this case select the message you wish to save and click the button on the Lexis Email Toolbar.



TIP: The default attachment option is used when emails are automatically profiled. To change the default attachment option click the Attachment Options drop down list on the Lexis Email Toolbar and select the appropriate saving method. The default setting is "Save attachments with the email message".

IMPORTANT

To ensure emails are saved successfully it is important to ensure that Lexis Affinity is running before starting Outlook. If Outlook attempts to automatically save an email whilst Lexis Affinity is closed you may get a message similar to below:

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To ensure subsequent emails are automatically saved successfully, close Outlook. With

Outlook closed launch Lexis Affinity, then restart Outlook.

NOTE: Lexis Affinity will only attempt to automatically profile messages which have a blank value in the "Saved" column. If a message has "No" in the

Saved column, it will not be automatically profiled. If this case you will need to manually save the message by clicking on the

button.

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14.22 Attaching Documents to Emails

You can attach documents which have been saved in Affinity directly from within Outlook by clicking the [Select Documents] button.



Procedure

1. Create a new email within Outlook.

2. Click the [Select Documents] button. The following dialog will be displayed:

3. Select the required document(s) to attach. To select multiple documents hold down the CTRL key whilst selected the relevant documents.

4. The document list is filtered to show only documents for the last month by default, except where metadata exists in the subject line. For example, if the matter number is present in the subject line (in the required pattern), the filter window will filter by that matter. To find the required document, you may need to select the Filters tab and enter different search criteria.

5. Click [OK] to insert the selected document(s).

14.23 Scanning your Inbox

When autoprofiling is activated on your workstation, Lexis Affinity interrogates each email as it arrives in your Inbox to determine whether or not to save it. However, some emails will arrive in your Inbox while you have Outlook close (eg. overnight). So that no emails are missed, whenever you open Outlook, Lexis Affinity will perform a scan to find emails that have yet been checked. There is a delay of at least one minute before the scan commences. When the scan starts you will see the following dialog box:

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Select Start Scan Now to commence the scan. You will see a progress dialog as the scan processes. On completion, the progress dialog will disappear.

Select Later if you do not want to perform the scan now. You will have another opportunity to next time your open Outlook.

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15. Tasks

Tasks are the activities that need to be actioned for a matter. They include but are not limited to court appearances, meetings, producing documents, telephone calls and emails. Tasks typically have a date assigned to them but do not have a specific time associated with them (unless the task is a diary appointment).

The Task List

Tasks are displayed in the Task List. There are three areas where the Task List can be viewed:

1. In the Diary by displaying the "Daily" view.

2. In the matter window by displaying the "Tasks" tab. This will show the tasks for this matter only. This task list can also be filtered.

3. In the Task List program.

How are Tasks Created for a Matter?

Tasks are created for a matter in one of two ways:



A user creates an ad-hoc task (also known as a Custom Task)



A Workflow is attached to the matter which assigns the tasks for that matter, and automatically inserts new tasks as earlier tasks are completed. This is known as a

Workflow Task.

More About Workflow Tasks

Workflow tasks display on the matter as a result of a workflow being attached to that matter. A Workflow is a set of pre-defined steps for a matter according to the matter type. For example, where the firm acts for the purchaser in a conveyancing matter, there are a number of tasks that are generally always performed for that type of matter (eg. exchange of contracts, title searches, building inspections, settlement and so on).

Furthermore, these tasks tend to be performed in a specific order and are dependent on each other, in that some tasks cannot be scheduled until another task is complete. A welldesigned workflow will set out all the tasks to be performed, including how the date for the task should be determined and any other contingencies that may affect when or how the task is performed.

Workflow tasks populate the matter Task List dynamically, as earlier tasks are performed and as decisions are made (via Decision Point tasks). At the commencement of a matter there may only be two or three tasks on the matter, but as these tasks are completed, new tasks display on the matter.

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15.1 Task List in the Matter Window

Tasks can be viewed from the Workflow tab in the matter window. Select Tasks in the navigation pane.

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The tasks have different colours applied, indicating the priority for that task (normal, high, critical). For example, critical tasks may display in red. Your system administrator is responsible for defining the colours used to indicate task priority.

Note that not all the tasks generated by a workflow will display on the matter at one time.

Many tasks will be dependent on completion of earlier tasks and the due date cannot be determined until an earlier task has been completed, or a decision point task has been actioned. As tasks are "finished", new tasks for the matter will display in the list.

The details about each task can be viewed by opening the task or by viewing the details in column layout. You may customise the column layout to suit your requirements.

The column layout will show information such as:

State

Indicates the status of the task.

Started

Finished

Not started

Skipped

Past Due

Task has been started

Task has been completed

Action needs to be taken

Task has been skipped

Task is past its due date

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Icon This column displays icons indicating the type of activity to be performed. Some examples are:

For

Activity

Due

Document Production

Telephone Call

Decision Point

Custom Task

Identifies the person (or role) allocated to perform the task.

Identifies the type of task (eg. email, document, decision point).

The date the task is due.

Started The date the task was started.

Finished/Skip The date the task was either finished or skipped.

Description Details of the task to be carried out.

Priority Indicates the importance of the task (normal, high or critical).

For a complete description of all the details available in the task columns, please refer to

section “15.3 Customising Column Display”.

15.1.1 Task Actions

When you have tasks allocated to you, you need to action these tasks. The buttons at the bottom of the “Tasks” window are used to action tasks and to create new tasks.

New

Open

Delete

Start

Select this button to create a new ad-hoc task. For further details on

creating ad-hoc tasks, refer to section “15.7 Custom Tasks”.

Select this button to open the "Task (Actual)" window for the task you currently have selected. This will enable you to see the details pertaining to this task, including what actions will be performed automatically.

Select this button to remove an ad-hoc task from the list. You cannot remove workflow or procedure tasks. If a workflow or procedure task does not need to be performed for this matter, use the [Skip] button.

Select this button to start the task. This will change the status of the task to “Started” with the current system date. Tasks that have been started, but not yet finished display a red tick in the status column.

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Skip Select this button to skip a task (only where you do not need to perform the task for this matter.) This updates the status of the task to show “Started” and “Finished” with the current system date. No further reminders will be given.

This option is intended for those tasks that will never be actioned or that users have the authority to ignore. Lexis Affinity Library forces you to skip these tasks (rather than allowing them to be deleted) so that there is a record of what action was taken on a task.

Tasks that have been flagged as Skipped display a in the status column.

Finish This button flags the task as “Finished” with the current system date. Tasks that have been flagged as finished display a green tick in the status column.

Stop Procedure

This button ends a workflow procedure. This means no further tasks will be added to the matter from that workflow procedure. Not all users will have access to this functionality.

What Happens When a Task is Started?

Some tasks contain only a description of an action to performed (eg. phone client). When you select [Start] to begin this simple task, there will be no action performed on the system except to flag the task as "started". (It is appropriate to simply select the

[Finished] button for these tasks once the activity has been performed.)

However, many tasks will include automated functions such as generation of a document or email, creation of a cheque request, creation of a diary appointment and so on. When you select [Start] on these tasks, you will see various windows opening and actions being performed. You may need to enter further details (eg. into dialog boxes) for some of these automated actions.

You should select the [Finished] button only when all of these automated functions have run and been completed.



Hands On

In this series of exercises you will register a new debt recovery matter and process the debt recovery workflow.

1. Open the client Consolidated Supplies Pty Limited.

2. Click on to create a new matter.

3. Enter the details as follows:

Partner Leave as MMC

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Controller

Author

Type

Select AD from the drop down list

Select your own logged-in user

Select DEBT from the drop down list

Description Debt Recovery from L A Peterson & Sons <TAB>

4. Select the Analysis tab:

Branch

Sydney

Department

Commercial

5. Select the Miscellaneous tab.

Note that the Workflow DEBT - Debt Recovery has been automatically inserted.

6. Select the Team tab

Load From: NSW Work Team

The members of the team will display.

7. Select the Billing tab.

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Billing Template:

Tax Status for New Bills

Select “Detailed Bill Template”

Select “Taxable Bill”

8. Click [OK] to create the new matter. If you are prompted to print the instructing letter, answer No.

The matter has been successfully created and the matter number is allocated and displayed on the screen.

Make a note of the matter number allocated as you will be using this matter in later exercises.

9. Close the client window.

10. Open the matter you just created.



TIP: You can click on the down arrow beside the Matters toolbar button to display the recently used records.

11. Select the Contacts tab to add the other party to the matter.

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12. Click to add a new contact.

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13. Enter the details in this dialog box as follows:

Type Select “Other Party”.

Role

Select “Debtor”

14. Click on to open the Phonebook and select L A Peterson & Sons

15. Click to update the matter.

16. The Contacts tab should now show the Debtor’s name.

The matter is now set up and you are ready to process tasks.



Hands on

1. Open your matter and select the Workflow tab and then select Tasks in the navigation pane.

The following tasks will display:

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2. Select the first task and click on the

The Task dialog box will display

button.



TIP: You can double-click on a task to open the Task dialog box.

3. Click on and the following email will be produced.

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4. Close this window without sending the email.

5. Click on . The second task will automatically open. Select the Precedent tab and you will see this that task has a precedent attached to it.

6. Click to start this task

As this precedent has a DataForm associated with it, the DataForm will be displayed.

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Complete the details as follows:

Amount of Debt 16500

Date Debt Incurred

Description of Debt

June 2009 building materials and supplies

Client's Invoice Number H1234

7. Click [OK] to produce the first Letter of Demand.

Word will now be launched and the document will be produced by merging the information entered on the DataForm and details of the matter registration.

The Task also has other automated activities which include recording a postage charge and a fee entry.

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8. If Document Management is installed, save the document using the [Save] button on the Lexis Document Toolbar.

9. Close the document.

10. Click to flag the task as finished. Close the task.

11. Click the Data tab on the matter and select the Debt Recovery DataForm.

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These details were entered via the DataForm at the time of document production.

12. Click the Finance tab.

The Balances information will display:

Amounts are now showing against Work in Progress and Sundries.

Lexis Affinity has entered these amounts automatically via the workflow. You can view the WIP and Sundry Ledger if required.

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13. Select the Tasks tab.

Note the against the first two tasks, indicating that the tasks have been completed. You will also see that a third task now displays in the list.

14. Open the third task. This is a Decision task.

A decision task requires you to select an option from the drop-down list. Select No.

15. Click [OK]. If the dialog for the next task opens, close it.

The list of tasks is updated and another 2 tasks have been added as shown below:

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

Hands On

In this exercise you will skip the next task for this matter and then produce the second letter of demand. This task has two automated actions linked to it that allow the user to enter the value of postage and the number of units for a fee entry.

1. Select the task “Advise client debt not received” and then click on the button.

2. A task for sending the second letter of demand will now open. This task was created after you skipped the previous task. Click on the button.

The second letter of demand will be produced. (Note that it has drawn the secretary’s details from the Matter Team.)

3. The task has a fee and a sundry associated with it. The Sundry Creation and Fee

Creation dialog boxes will display.

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4. In the Fee Creation dialog box, enter “2” in the Units field and click

5. Click to post the Sundry item.

6. Click and then . The Task tab now looks similar to below:

7. Select “Yes” at the next decision point. This is confirming that the other party has now paid the debt, following the second letter of demand.

8. Another decision point will then display. Select “Client” from the drop-down list, indicating that the debt was settled directly with the client.

At this point the Billing sub-procedure will commence. We will stop the procedure at this point.

9. Close the Task that is currently open ("Request Bill to Client from Accounts").

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10. Position the cursor on the final task in the list.

11. Click on the button. The following dialog box will display:

12. Select "Skip all existing Tasks" and click on the

Note that the final task will be flagged as skipped.

button.

13. Open the final task and note the message in the bottom left corner of the window, indicating that the procedure has been stopped, including date and employee initials.

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14. Close this task and close the matter.



TIP: You will only see the button if you have been given access to use this feature in Lexis Affinity.

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15.2 Attaching a Workflow or Procedure

Where workflows have been created for specific matter types, it is usual for these workflows to be attached automatically to the matter at the time the matter is created.

However, you may also attach a workflow or a procedure to a matter at any stage while you are working on the matter. For example, a set of tasks for debt recovery may be required for a particular matter. If your firm has a standard debt recovery workflow, this can be attached to a matter as and when required.

Workflow vs Procedure

A workflow and a procedure are both a set of pre-defined tasks. A workflow is actually made up of one or more procedures. Sometimes a set of tasks will be contained only within a specific workflow, and sometimes that set of tasks will have been created as a procedure and then attached to the workflow. This gives more flexibility since a saved procedure can be included in a number of different workflows.

To attach a workflow or a procedure to a matter:

1. Open the matter and select the Workflow tab and then select Tasks in the navigation pane.

2. Select the button.

3. A list of all available workflows (first tab) and procedures (second tab) will display:

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4. Select the procedure or workflow required and then click on .

The first group of tasks for the selected procedure or workflow will now display in the

Task List on the matter, ready for actioning.



Hands on

1. Attach the "Review with Client" procedure to your debt recovery matter.

2. Attach the “Client Complaint” workflow to your debt recovery matter.

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15.2.1 Displaying Tasks by Workflow Group

When you have more than one workflow or procedure attached to a matter, you may find it helpful to display only some of the tasks at any one time, or to display only the tasks belonging to a particular workflow or procedure. Use the "Tasks" drop-down list to display tasks according to the workflow or procedure to which they belong. This defaults to "All Tasks" but can be changed at any time.



Hands On

1. Open your debt recovery matter and display the Tasks.

2. Display only the tasks belonging to the procedure "Review with Client".

3. Display only the tasks that belong to the “Client Complaint” workflow.

4. Display only the tasks that belong to the “Debt Recovery” (DEBT) workflow.

5. Display all tasks.

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15.3 Customising Column Display

The "Column" tab in the task window enables you to determine which columns of information you want to see when displaying a list of tasks. The procedure for customising the column display is the same whether you are customising columns in the matter window, the Task List program, or the Diary.

You may have different column layouts in each area of Lexis Affinity Library. This will allow you to select the column layout that is most suitable for the area you are working in.

For example, you will probably want to display the matter number in the Diary window, but this would not be necessary in the matter window.



Procedure

1. In the "Tasks" window on the matter, select the "Column" tab. The following window will display:

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1. From the column headings listed in the "Hidden" column, select the columns to be displayed by selecting the column name and then clicking on the

This will move the column name from "Hidden" into "Displayed".

button.

To select all columns, simply select the button.

2. Remove columns by selecting the column name in the ‘Displayed’ column and then click on the button.

3. Change the order of displayed columns by selecting the column name and then clicking on the preferred order.

or buttons to position the columns in your

NOTE: You can select several columns names at a time using <Ctrl> + left mouse click or <Shift> + left mouse click to select a group of column names.

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15.3.1 Column Headings

Activity

Category Code

Identifies the type of task (eg. email, document, decision point).

ID or code applied to the task category (if a category has been assigned).

Category Description

Description of the task category (if a category has been assigned).

Client Matter

Description

Client Name

Description

DISABLESKIP

Due Date

A combined field of client name and matter description

This is the Name field from the Client record.

Details of the task to be carried out.

Indicates whether this task has the "Disable Skip" flag applied.

The date when the task is due.

Finished/Skip By The initials of the person who skipped the task.

Finished/Skip Date The date the task was either finished or skipped.

For

Icon

Identifies the person (or role) allocated to perform the task.

Icons indicate the type of activity to be performed. For example:

Document Production

Telephone Call

Decision Point

Matter Description Description entered at matter opening

Matter File Id

Milestone

Matter number

Use this field to flag a task as a milestone. This field may be used to filter tasks (ie. show all tasks that are milestones).

Priority

Proc ID

Indicates the importance of the task.

The procedure ID which is a number allocated to procedure.

Proc. Instance ID Refers to the name of the workflow.

Proc Item ID

Number allocated to task.

Reminder Date Date of reminder

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Skip Y/N Indicates whether a task has been skipped or not.

Source Procedure Code

The ID or code assigned to the source procedure.

Source Procedure Label

Description of the source procedure.

Start Date

Started By

State

The date the task commenced.

Person or role who started task

Indicates the status of the task.

Task No

W. Order

Started

Finished

Not started

Skipped

Past Due

Task has been started

Task has been completed

Action needs to be taken

Task has been skipped

Task is past its due date

This is unique identifier and is used to determine the sequence in which tasks were added to a matter. This should not be confused with the order of processing tasks.

The number in this column relates to the order of the task in the workflow it belongs to. As a matter may have multiple workflows attached, each workflow has its own numbering sequence. If the task is not a workflow task, this column will be blank.

15.3.2 Sorting Columns

You can alter the order of the columns using the Sort tab.



Procedure

1. Display the Tasks window on a matter and select the Sort tab.

2. In the “Available” column, select the columns that you want to be used when sorting entries.

3. Click on to move the column to the “Selected” column.

If a Column is already included, you can use and to rearrange the sort order. If more than one column is selected, the primary sort is by the first columns, the secondary sort is by the second column etc.

You can check the “Descending” check box to display the tasks in descending order.

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

Hands On

1. Open your debt recovery matter and display the task list.

2. Customise the column layout of tasks, displaying only the following columns in the order shown:

State

Icon

For

Activity

Description

Due Date

Priority

Proc Instance ID

3. Re-set the column display to the default layout

15.4 Filter



TIP: Use the [ << All] button to remove all column headings from the display list.

As in other areas of Lexis Affinity Library, a filter may be applied to the Task List to selectively display tasks.

In the Tasks window on the matter, select the "Filter" tab. The following screen will display.

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15.4.1 Filter Equal To

Select Equal to - Employee

Select an employee from the drop-down list to display tasks for that employee only.

Select Equal to – Workflow Supervisor

Select an employee from the drop-down list to display tasks where that employee has been nominated as the Workflow Supervisor (note that a

Workflow Supervisor is assigned to an entire workflow area, not to individual tasks within that workflow).

Select Equal to - Priority

Select a Priority from the drop-down list to select tasks for a particular

Priority rating.

Select Equal to - Role

Select a Role from the drop-down list to select tasks for a particular Role.

Select Equal to - Workflow

Select a workflow from the drop-down list to select tasks belonging to a particular workflow.

Select Equal to - Category

Select a Category from the drop-down list to select tasks for a particular

Category.

Select Equal to Tasks

Select the type of Task from the drop-down list to select tasks of a particular type

Milestone Only

Tick this to list only Tasks that are Milestones.

15.4.2 Filter by Date

A number of date options are available on the filter screen that enable tasks to be filtered by the reminder date, due date, finish date and start date.

From and To Dates:

To filter by a date range, check the boxes beside "From" and "To" and then select the dates required. These may be entered via the keyboard, or by using the pull-down calendar.

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Set Date Button:

The "Set Date" button is used to quickly populate the From and To fields with a specific time period. For example, you may set the dates to display a date range for this week, last week, this month and so on.

When you click on the "Set Date" button, a drop-down menu with two items will display:

Set Date to: Setting the date using this option sets the date using the criteria selected for this report only.

Always Set Date to: Setting the date using this option sets the date to the period selected and the date range is updated each time the report is generated. If this option is selected, it will be indicated on the Filter screen with the words “Always set to <period> date period”.

For example if you want to produce a Task List of matters that were due for action in the last 7 day period, use the criteria "Always set date to – Last week".

Blank Date:

Check the blank date check box (eg. "Blank Start Date") to display only those Tasks where the date is blank. For example, checking "Blank Start Date" will return all Tasks that have not yet been started.

15.4.3 Clearing and Restoring the Filter Settings

Click on this button to restore the Filter defaults (all tasks due today but not finished for the current user).

Click on this button to clear all the Filter settings.

15.4.4 Saved Filter Settings

Commonly-used filter settings can be saved for re-use.



Procedure

1. Open the Filter window for Tasks.

2. Select your employee ID.

3. Select the checkbox beside Blank Finish Date.

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4. Click on the button at the top of the Filter window.

5. The following dialog box will display:

6. Enter "My Unfinished Tasks".

7. Tick the "Private" box. Private filters will only display for the person who creates them.

8. Select . This will save the filter and you will see the filter name in the

"Load From" box.

15.4.5 Changing a Saved Filter

If you need to modify a saved filter:

1. Display the filter by selecting the filter name from the drop-list in the "Load From" box.

2. Change the filter settings as required.

3. Click on the button.

This will re-save the filter with the new settings.

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15.4.6 Deleting a Saved Filter

To delete a saved filter:

1. Display the filter by selecting the filter name from the drop-list in the "Load From" box.

2. Click on the button.

The selected filter will be deleted from the list.

15.4.7 “Options” Tab

The “Options” tab in the matter task window provides additional options for determining which tasks to display in the task list.

The options are:



Enforce private flag?

If this option is checked, the task list will not display any tasks that other users have flagged as “Private”.



Hide dependent tasks?

This is legacy option, relevant only for firms using earlier versions of Lexis Affinity

Library.



Hide finished tasks?

If this option is checked, the task list will not display any tasks that have been finished.



Hide sub-procedure tasks?

If this option is checked, that task list will not display any sub-procedure tasks. The tasks that form part of the sub-procedure will continue to display, but the task that calls the sub-procedure (which does not require any action by the user) will be hidden.

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

Hide skipped tasks?

If this option is checked, the task list will not display any tasks that have been skipped. This is useful where many tasks have been skipped, and you only wish to see those tasks that have been or will be performed.



Hands On

In the exercise you will create and save two filter settings:

1. Open your debt recovery matter and display the Tasks tab.

2. Select Filters.

3. The first filter will be for unfinished tasks on this matter that are due to be done this week.

In the Due Date area, click on the button and select Always Set Date to | This

Week.

4. Check the “Blank Finish Date” button.

5. Click on the button. The following dialog box will display:

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6. Insert the name “Unfinished Tasks this Week”.

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7. Check the box beside “Private?”. This will save the filter for the current user only.

Leaving this box unchecked will make this filter available to all users.

8. Click on . The filter is now saved and you will be able to select it in the

“Load From” drop-down list.

9. Create and save a filter to display all tasks due but not finished this month for the current user. (You should consider whether this should be a private filter and save the filter accordingly.)

15.5 Viewing Tasks from Diary

Tasks may be viewed and actioned from the Daily view in Diary. Before applying any filters, the tasks displayed will be for the current user only and will show tasks across all matters for the current date. This is a useful way to see what tasks you have to perform across all matters for today.



Procedure

1. Open Diary.

2. Select the Daily tab to display the daily diary view.

3. By default, the Diary opens on today’s date. The Daily view displays tasks, appointments, telephone messages and meeting invitations.

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Task Today and Task Reminder

Tasks can be displayed in either the “Task Today” list or the “Task Reminder” list. The

“Task Today” list is displayed by default.

“Task Today” displays all tasks that match the quick filter criteria (see screen layout above). In the example above, the quick filter is set to show tasks where the finish date is greater than or equal to 31/07/2006. Users can change this quick filter to show due, started, finished and created dates, and can also change the date and date comparison

operator. See below under 15.5.2 Filtering Tasks in the Daily View for further details.

“Task Reminder” does not use the quick filter. It simply displays all tasks for the selected employee(s). (This is generally the user currently logged into Lexis Affinity Library but is determined by the employees selected in the Diary Filter.)

15.5.1 Column Layout

The column layout can be modified in the Diary window in the same way as it is modified in the matter window. You will see that some additional columns are available in the

Diary view such as matter title, matter short description and matter long description.

(These columns are not available in the matter window). You will probably want to include the matter number and/or client name in the column layout as the task list shows tasks due across all matters and you need to be able to quickly identify the matter a task belongs to.

To modify the column layout of the task list in Diary:

1. From the “Daily” view, select the “Options” tab.

2. Select the “Task Columns” tab (found on the tabs listed on the right).

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3. Select the columns required, and click on the

“Displayed” column.

button to place them in the



TIP: You can use <Ctrl>+ left mouse click to select multiple columns at a time.

4. Use the and buttons to order the columns as required.

5. Click on the “Daily” tab to view the results.

15.5.2 Filtering Tasks in the Daily View

There are two ways to filter tasks in Diary.



Using the “Date Select” quick filter.



Using the “Task Filter” tab under “Options”.

Date Select Quick Filter

This option enables the user to filter tasks based on a the created date, due date, started date or finished date.

Created

Due

Started

Finish

Date the task was created or entered into the Task list

Date the task is actually due on

Date the task was started (Task may or may not yet be completed)

Date the task was finished (ie completed)

Task Filter Comparisons

Use a comparison operator to set the date range to display:

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Equal to the date displayed

Less than the date displayed

Less than or equal to the date displayed

Greater than the displayed date

Greater than or equal to the displayed date

Task Filter

This option allows the user to select which tasks are to be reported on the Task area of the Daily Diary. The filter screen is displayed below:

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Priority

The priority set on the task. Select from:

All

Normal

High

Critical

Matter

Tasks

Proc Instance

Enter the matter number or click on to display the matter selection window.

Select the type of task to display: Select from:

All tasks

All Custom Tasks

All Procedure Tasks

All Workflow Tasks

You can select a particular instance from the procedures that are attached to a matter

Get the Last "Procedure Instance"?

Check this box to show only the last instance of a procedure. (This is useful where a procedure has been added to a matter multiple times but you only want to see the most recent instance.)

Show selected day task history

Check this box to include finished tasks for the selected day. If the box is unchecked, finished tasks will be hidden.

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15.6 Task List

The Task List program (found under the Case Management group) displays all tasks for all users across all matters. Filters can be applied to this list to enable firm-wide reporting of various types of activities (eg. settlements, court appearances, seminars). The task list can also be printed from this program.



Procedure

1. To view tasks, select Case Management | Workflow & Tasks | Task List.

2. As this Task List shows all tasks for the firm, you will need to use a filter to display a more useable list of tasks.

15.6.1 Filter on Task List

The filter window in the Task List program is very similar to the filter found in the matter window. There is one additional field for filtering, which is the “Matter File ID” field. This allows you to filter the task list by matter.



Hands on

In this exercise you will display a task list for outstanding tasks that were due this month and have no Start or Finish date recorded.

1. In the “Due Date” area, select the “Set Date” button and then select “This Month” from the drop-down menu.

The dates will be completed automatically.

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2. Check the box beside “Blank Finish Date”.

3. Check the box beside “Blank Start Date”.

4. Click on the “Tasks” tab and view the list of tasks generated.

5. Return to the filter window and save the current filter as “Uncompleted Tasks for current month”.

15.7 Custom Tasks

Sometimes you will need to be record a single task that needs to be performed which is not standard to a matter and therefore not included in a workflow. These ad-hoc tasks are referred to as Custom Tasks. Custom Tasks may be created from the matter window, the Diary, or the Task List window.

15.7.1 From Diary



Procedure

1. Open Diary and ensure the Daily view is displayed.

2. Click on the button (in the Task pane) to create a new task. This will open the "Task (Actual)" dialog box.

3. In the "For" box, select the person or role for whom the task is being created. This will default to the current user.

4. Enter the matter number that this task relates to (if applicable).

5. Select the due date for the task (if applicable). The default is today.

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6. If you would like a pop-up reminder for this task, ensure the reminder box is checked.

You may then choose to be reminded a specified number of days prior to the due date of the task, or to be reminded every day until this task is done.

7. Select either "Public" or "Private". If the task is to be viewed by all users select

Public.

If the Task is not to be viewed by all users or is a personal entry select Private.

8. In the "Description" box, enter an explanation of what the task is and what actions need to be taken.

9. Select the type of activity this task relates to (eg. email, telephone call).

10. Select a priority for the task – Normal, High or Critical.

11. Optionally, you may select a Category for this task. Task categories are usually created by your system administrator and are used for reporting purposes.

For example, your firm may have a task category for "Settlement Date" to enable a task filter to be applied showing all settlements that are scheduled to take place in a given period.

12. In the "Task" tab in the lower part of the window, enter an expected duration for this task, in minutes. This is optional but is useful to show other staff members how busy you are with tasks when they attempt to schedule you into meetings.

You may also create a fee sheet entry for this task by clicking on the

button. This will open a "Fee Sheet Entry" dialog box.

13. Once all the above details have been entered, selected and then

This task will now display in the Task Reminder list for the person it was created for

. and is ready to be actioned.

15.8 Task Reminders

Task Reminders are used to remind or alert the employee(s) who is/are to perform the task that there is a task to be performed.

Task Reminders will automatically appear on the Affinity Desktop or can be invoked manually at any time.

When a Task Reminder is displayed (either automatically or manually) the relevant matter number, activity, description, due date and priority status will display. The priority is also shown by a coloured band at the bottom of the task reminder.

Reminders will continue to display until a Task has been flagged as “Finished” or as

“Don’t Remind Me Again”.

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Affinity Library

Task Reminder Dialog Box

Priority

Colour Band

If you select “Don’t Remind Me Again” the dialog box will change to allow you to either open, start or finish the task.

If “Open” is checked the task screen will open, allowing you to start, finish or skip the task.

15.8.1 Checking for Task Reminders Manually

To check your task reminders:



Procedure

1. From the Lexis Affinity Library menu bar, select File | Check for Task Reminders.

Your reminders will display. The number of reminders that will display at one time depends on what options you have selected (see below).

You may action the task via the reminder dialog or simply close the reminder dialog.

2. Close the reminder dialogs by clicking on the

button.

3. Repeat the above steps to view additional task reminders.

15.8.2 Options for Task Reminders

The Options window contains settings for the behaviour of task reminders.

To open the Options window, select Utilities | User Options.

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These options allow you to set the time interval for task reminders and control the number of reminders that will pop up at one time. You may also disable pop-up task reminders.

NOTE: Your system administrator can also set task options at a system level which may or may not override the options you set yourself. Please refer to your system administrator for further information on how your system has been set up.

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Affinity Library

16. LexisNexis Research Services

If you subscribe to LexisNexis AU or LexisNexis NZ, you can access online research from within Lexis Affinity Library.

This chapter describes how to access online research from inside Lexis Affinity, save research links back to matters and record time spent doing research. It is not intended to provide information on the functionality of LexisNexis AU or LexisNexis NZ.

16.1 Launch Research from Matters



Hands On

1. Open matter 990224.

2. Select the Research tab.

3. There are two research icons listed in the navigation pane on the left.

General: launches the LexisNexis research web site for a search across all subscribed sources. Your default home page will display.

By Matter Type: launches the LexisNexis research web site with only selected sources loaded. You will be prompted to enter your search terms before the web page is launched. You will be taken straight to a results list.

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General Research

4. Select “General”. You will be prompted to sign in to LexisNexis Research Services.

5. Enter you user name and password and then click .



TIP: If you tick “Remember My Sign-In Information”, this window will not display again.

Your default page will display.

Note that this page is part of a special Lexis Affinity Library window which has its own toolbar. You will also see that the matter number is displayed in the title bar.

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6. Enter your search criteria as usual and display the results.

7. Close the research window to return to the matter window.

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Affinity Library

By Matter Type

Matter Types can be customised by applying selected research sources. For example,

Intellectual Property matters can be setup to select only Intellectual Property sources on

LexisNexis AU or LexisNexis NZ.

Matter Types are customised by your System Administrator to suit your firm’s requirements. If a particular Matter Type has not been customised for research, you will only see the “General” icon under the Research tab. Where a research customisation has been applied, a “By Matter Type” icon will also display.



Hands On

1. Open matter 990224 and select the Research tab.

2. Click on the “By Matter Type” button in the left side panel. The following dialog box will display:

3. Enter your search terms and then click [OK].

For example, enter “notice to complete”. The Sign In dialog will display.



TIP: If you tick “Remember My Sign-In Information”, this window will not display again.

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4. The next screen to display will be the results list. For example:

5. Browse your results, and then select Sign Out. You will be returned to the matter window in Lexis Affinity Library.

16.2 Fee Sheet Entries

You can automatically record Fee Sheet entries in Lexis Affinity Library for time spent doing research. When you enable automatic time recording in Lexis Affinity Library the

Fee Sheet timer starts as soon as research is launched. The timer stops as soon as the research window is closed.

16.2.1 Setting up Options for Fee Sheet

You can set default options for creation of Fee Sheet entries when performing online research.



Procedure

To apply research settings at the user level:

1. From the menu, select Utilities | User Options.

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2. Select the Research tab.

3. You can activate the timer for general research and/or matter research.

You can then enter a default matter number, default fee type and default description for the Fee Sheet entry.

4. When you have completed the fields in this window, select close.

to save and

General Research Settings

This refers to research launched from the Global Navigation Toolbar (ie. not from a matter window).

Under Default Matter, select from the following:

[USE SEARCH] to display the Matter Search window and allow the user to select any matter before the Research window opens.

[NO DEFAULT] to not default the Fee Sheet entry to any matter number. In this case, the user will need to enter a matter number into the Fee Sheet on completion of the research.

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to select a particular matter against which all general research will be recorded

(eg. your personal administration matter number).

Matter Research

[MATTER] to always use the current matter (ie. matter on which research was launched).

to select a particular matter against which all matter research will be recorded.

Note that the matter and fee type selected may cause a chargeable fee sheet entry to be created for a matter, and this will become a Fee on the matter when submitted. Choose matter numbers and fee types carefully if you do not wish fees for research to be created on clients’ invoices.

IMPORTANT

Research launched from a workflow task can be set up to launch using your default browser rather than the Affinity browser. If you are automatically recording time while performing research, note that the Fee Sheet timer will not stop when you close an external browser window. You must stop the timer manually after closing your browser window. If using the Affinity browser, the Fee Sheet timer will stop if you answer Yes to the following prompt:

If you answer No to this prompt, the timer will continue and you will need to go to the

Fee Sheet and stop it manually.



Hands On

In this exercise you will set up Fee Sheet defaults for research.

1. From the menu, select Utilities | User Options.

2. Select the Research tab.

3. Automatically Start Timer for General Research: tick this box.

4. Default Matter: select the administration matter for the user you are logged in under.

5. Fee Type: Non Chargeable

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6. Description: General Research

7. Automatically Start Timer for Matter Research: tick this box.

8. Default Matter: [MATTER]



TIP: This selects the matter number from which you launched research.

9. Fee Type: Research

10. Description: Conduct Research

11. Select [OK].

16.3 Save Research Links

Links to individual documents found on LexisNexis AU or LexisNexis NZ can be saved into

Lexis Affinity Library. These saved links are stored in the Document Management system, however note that you are not saving the actual document onto your file system. You are saving a link to the document on the research web site.

If you discontinue your subscription for research services, you will not be able to activate these links.



Hands On

1. Open matter 990224 and select the Research tab.

2. Select By Matter Type.

3. Search Terms: drainage easement

4. Display the first document in the results list.

5. Select the save button from the top toolbar.

6. The following dialog box will display:

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7. Select .

8. Close the Research window.

The Fee Sheet will display in Lexis Affinity Library.

9. Submit the current entry and close the Fee Sheet.

10. You should now see a saved research link in the matter window.

11. Double-click on the link to re-display the document, then close the document.

12. Select the “Balances” tab and display WIP. You should see an entry for the research you conducted. This is because a chargeable matter and fee type were entered in your research defaults.

16.4 Launching Research from a Workflow Task

If you use workflows, tasks may be set up to trigger the launch of LexisNexis AU or another URL. Where another URL/web page is launched, the Save function will save a link to that URL.

Note that a LexisNexis Practice Guidance page cannot be saved using the Affinity browser

Save button. When Practical Guidance is launched in the Affinity browser you will not see a Save button on the toolbar.

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Affinity Library

16.5 Display all Research Links

A list of all saved links to documents on LexisNexis AU or LexisNexis NZ can be viewed in the Document Management program.



Hands On

1. Open Document Management (in the Case Management group).

2. Clear the filter.

3. Select the Research folders in the navigation pane on the left.

4. All saved research links will display.



TIP: Remember to insert accurate descriptions when saving research links, as these can be used to further filter results.

Notes

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Affinity Library

17. On-line Searches via Espreon

On-line searches such as title searches, property enquiries and company searches can be performed from the matter window in Lexis Affinity Library. The service provider is

Espreon (SAI Global). To use this feature, your firm must be licensed for the Espreon

Integration module, and you must have an account with Espreon. You will continue to be billed by Espreon in the usual way.

There are two methods for performing searches:

1. Using the Espreon B2B Gateway. This allows you to perform the most common types of searches (eg. title search, owner search) and have the search results and charges captured back to the Affinity matter (immediately in many instances).

2. Using the Espreon Web Site. This allows you to launch the Espreon web site from inside Lexis Affinity. This gives you access to all the searches available from Espreon.

You can save the results and the costs back to the matter. Costs are returned as part of an overnight process.

NOTE: If using the Espreon web site, it must be launched from inside Lexis Affinity.

If you launch Espreon from the desktop, it will not be integrated with Lexis

Affinity.

17.1 Searches via the B2B Gateway

The B2B Gateway method provides a quick data entry point from inside Lexis Affinity and in many instances, allows costs to be captured on the matter immediately.

The searches available using this method are:

ASIC

NSW

QLD

Company Search

Company Extract

Address Search

Owner Search

Title Search

Image Status Search

Image Order (eg. plan, dealing, deed, primary application, SCIGS)

Address Search

Owner Search

Lot Plan Search

Title Search

Image Search (eg. plan, title, dealing, pre-ATS dealing)

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VIC

Address Search

Owner Browse

Owner Search

Lot Plan Search

Title Search

Image Search (eg. plan, instrument, survey report, title diagram)



Hands On

1. In Lexis Affinity, open a conveyancing matter (CV or CP matter type).

It is important to select the correct matter, as charges will automatically write to the matter ledger.



TIP: On your system, you may find that only some types of matters have access to Espreon. This is determined by your System Administrator. The most common matter types for use with Espreon are Conveyancing matters.

2. Select the Espreon tab.

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Affinity Library

3. To perform a new search, click on the New Search Order icon . The following dialog will display:

4. Select a search to perform by clicking on the name of the search from the list on the left. This will display the required fields for completion:

Example: NSW Address Search

Note that you cannot enter unit numbers in the Street Number field for a NSW address search. Do not enter "Road", "Street" etc beside the Street Name.

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

TIP: The yellow box at the top of the window contains help text to assist you to complete the required details correctly. For example, fields marked with an asterisk * are compulsory.

5. Enter the details and select to submit the search order.

A list of properties matching the details entered will be returned.

6. If you are ready to perform the title search, select the property required, and then click on . This will auto-populate the NSW Title Search order form.

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Affinity Library

7. Click to perform the title search.

The following message will display:

If you select the document will open in your PDF Reader. If you select

you will be returned to the order dialog box for this search.

You can click either or to close the order windows.

The Espreon tab will then show a list of orders submitted for this matter.

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Based on the actions described above, your matter will show 2 orders: a NSW

Address Search order and a NSW Title Search order.

To view the details of these orders, select the order and click on the button, or simply double-click on the order.

8. Double-click on the NSW Address Search Order. Click on the Information tab:

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Affinity Library

The Information tab show details for this order.

Order ID: A unique ID assigned by Lexis Affinity to each order.

Action: The name of the search.

Author:

Created:

Initials of the employee who ordered the search.

Date the search order was created in Lexis Affinity.

Disbursement Recovery Status:

Indicates if a disbursement has been captured against the matter for this order. This will show as complete or in progress.

Espreon Order ID:

A unique ID assigned to the order by Espreon.

Espreon Ref:

A unique reference number assigned to the order by Espreon. This is used as the reference number for the bill by Lexis Affinity.

Order Status:

Indicates whether the order is complete, in progress or has failed.

Order Created:

Date order created at Espreon.

Order Completed:

Date order completed at Espreon.

Service Fee: The fee charged by Espreon for performing this search.

Service Fee GST:

The GST applied to the service fee.

Provider Fee:

The fee charged by the provider for performing this search.

Provider Fee GST:

The GST applied to the provider fee.

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17.2 Search Order Toolbar

Submit a new search order. The search order window will open.

Open a search order currently in the list. Select the order first.

Delete a search order in the list. Select the order first.

Refresh the display.

Clear the filter.

Open the PDF document for the search. Note that not all searches return a PDF document. If there is no PDF result, this button will be inactive.

Post Disbursement. Processes disbursements that are set to "auto" and not yet complete.

17.3 Search Status

When a search is submitted it is placed in a queue. Sometimes the results will be returned quickly; other times there may be a delay.

The Status field is important as it shows what is happening with a particular order.

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Complete: The search order is complete and results are available.

In Progress: The search order is in the queue but results are not yet available.

Draft:

Failed:

The search order has been saved but not yet submitted.

The search order cannot be completed. This may be because invalid data has been entered or because the service is not currently available. Note that if a search has failed, you will need to attempt to submit it again later.

Once a search has failed, Affinity will not attempt to re-submit it.

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Affinity Library

17.4 Disbursement Recovery Status

The Disbursement Status field indicates whether a disbursement has been captured against the matter for this search.

Complete: The disbursement has been captured and can be viewed by displaying the ledger.

Auto:

Hold:

A disbursement will be captured automatically but it is still in progress.

Disbursement recovery is on hold for this search. You need to post it manually by clicking on the Post Disbursement button.

None: No disbursement recovery is set up for this search type. You may still post the disbursement manually by clicking on the Post Disbursement button.

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17.5 Other Functions

Various other functions are available in the Search Order window, however their availability depends upon the type of search being performed. Open the order and select the Information tab to access these functions.

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Save:

New:

Back:

Save search details without submitting the search order. This will create an order but the status will show as DRAFT. You can open the search later and click [OK] to submit the search.

Create a new search order.

Go back to the previous screen (only available on some search screens).

View Document:

View the document returned with the search. This can also be done from the "Documents" tab on the matter if you are using Document

Management.

Export Files:

Exports (copies) the files associated with the search. This is usually a single

PDF document. Browse to the folder where the file is to be copied to.

Post Disbursement:

Click this button to post the disbursement if it has not been posted automatically.

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Add Files to Docman:

This button is used only where files have been downloaded to Espreon but the import to Document Management has failed. Clicking this button will import the files so that they are available on the "Documents" tab on the matter.

Test Login:

Click this button to test your connection to the Espreon web site is valid and functioning correctly.

17.6 Espreon Web Site

The button is available from the Espreon tab in the matter window.

Click on this button to login to the Espreon web site. This will allow you to perform any search provided by Espreon.

Lexis Affinity Toolbar

When you login to the Espreon web site via Lexis Affinity, the page opens inside a Lexis

Affinity window. This window has buttons to allow you to perform certain functions such as saving your results back to the Lexis Affinity matter.

The buttons available on this toolbar are controlled by your System Administrator. You may not see all the buttons described below.

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Home:

Print:

Save:

Refresh:

Stop

Go back to the home page.

Print the current search page. This will show a print preview first, then send the page to the printer if required.

Save the search results and download files and disbursement information.

Refresh the current window.

: Stops the current search.

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17.6.1 Saving Search Results from the Espreon Web Site

The on the web site toolbar performs the following functions:

1. Saves a PDF document back to Lexis Affinity, if available.

2. Saves the disbursement details back to Lexis Affinity.

Both these functions are not necessarily immediate and in all cases, the disbursement details will not be posted to the matter ledger until the following day. This is because these details are put together by Espreon as an overnight process. When you open Lexis

Affinity on the following day, a synchronisation process will be performed to retrieve the disbursement details that have not yet been returned. Often, the PDF documents will be returned on the same day.

Click on the button in the matter window (Espreon tab) to perform a manual synchronisation for all matters,.

Click on the button in the matter window (Espreon tab) to perform a manual synchronisation for the current matter and current user only.

Essentials Workbook

Hi! I've read the LexisNexis Affinity Version 4.0 Essentials Workbook. I can answer your questions about this legal practice management software. This workbook covers PhoneBook management, client and matter creation, diary and task functions, precedent generation, and document management features. Ask away!

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Key features

Client Management
Matter Management
Time Tracking
Billing & Invoicing
Document Management
Legal Research
Precedents & Data Forms
Reporting

Frequently asked questions

You can sign into Lexis Affinity Library by following the instructions in the viewed document on page 17.

Quick Access codes are codes that allow you to quickly open programs within Lexis Affinity. You can find a list of Quick Access codes in the viewed document on page 33.

You can create a new client record by following the instructions in the viewed document on page 107.

You can create a new matter record by following the instructions in the viewed document on page 117.

You can generate a document from a precedent by following the instructions in the viewed document on pages 237 to 246.

You can use the PhoneBook to store and manage your contacts. You can find more information about the PhoneBook in the viewed document on page 45.

Lexis Affinity

Version 4.0

Essentials Workbook

October 2012

Copyright Statement

LexisNexis Helpline

LexisNexis InfoLine

LexisNexis Helpline New Zealand

Table of Contents

1. Lexis Affinity Library Essentials

2. The Structure of Lexis Affinity Library

CLIENTS

Matters

Safe

Custody

PHONEBOOK

EMPLOYEES

Diary

Word Processing

Documents

CREDITORS

Transactions

General Ledger

REPORTS

Access Excel Affinity

Transactions

Crystal

3. Lexis Affinity Library Desktop

3.1 Sign into Lexis Affinity Library

3.2 My Favourites

3.3 Deleting Programs from My Favourites

3.4 Automatically run programs after Sign-In

3.5 Using Quick Access codes to open Programs

3.6 Create Snapshots

3.7 Lock and Unlock Lexis Affinity Library

3.8 Lexis Affinity Library Help

3.9 Using Lexis Affinity Help Programs

3.10 Accessing Recently Used Records

3.11 Grid Displays

3.12 Quick Access Codes

3.13 Full Text Searching

4. Toolbars and Keyboard Shortcuts

5. QuickCodes

5.1 Create a QuickCode

5.2 Print QuickCodes

6. PhoneBook

6.1 Searching for PhoneBook entries

6.2 PhoneBook Tabs

6.3 PhoneBook Ribbon

6.4 Printing

6.5 PhoneBook Filter

6.6 Sorting PhoneBook Entries

6.7 Merging to a Precedent

6.8 PhoneBook Filter

6.9 Create a Business PhoneBook entry

6.10 Registering a Business Contact for a Client

6.11 Individual PhoneBook entries

6.12 PhoneBook Creation Fields

7. Clients

7.1 Display Client

7.2 Client

“Trust Loans” tab

(only visible where Combined Ledger System is enabled)

7.3 Client Ribbon

7.4 Printing

7.5 Client Filter

7.6 Create New Client

7.7 Client Creation Fields

7.8 Alternate Method of Creating Clients

8. Matters

8.1 Create New Matter

8.2 Diary Entry for a Matter

8.3 Adding Contacts

8.4 Copy Matter

8.5 Associating Matters

8.6 Altering the Debtor Contact

8.7 Display Matter

8.8 Matter Information

8.9 Matter Ribbon

8.10 Transactions Ribbon