Introduction
SearchWorks is a web based program provided by L@W, which has recently become intergrated with LegalSuite. Most of the Searches available in LegalSuite are automatically pre-populated, this ensures that the user does not have to re-enter the information. Search results will be saved in the Document Log in LegalSuite and data from the search can also be imported into LegalSuite.
LegalSuite offers the following Deeds Office Seaches:
· Person Search – Individual
· Property Search – Erf
· Property Search – Sectional Scheme
· Property Search – Agricultural Scheme
· Property Search – Farm
· Document Search
Eventually, LegalSuite, in conjunction with SearchWorks, will be able to provide other Deeds Office Searches as well as Credit Checking and Cipro Searches.
All searches will be saved in a PDF format and added to the Document Log in LegalSuite.
Your clients can automatically be charged in the Proforma Account or a Fee note can be added to their matter in LegalSuite once the search is complete. It is important to note that even failed searches (searches that return no data/information) are chargable by SearchWorks, therefore it is imperative to obtain payment of these disbursements from your clients.
This Document will teach you how to run the Deeds Office Searches available through LegalSuite.
Before you start
u Ensure that Microsoft Framework 3.5 is installed on your machine.
u
Make sure that you have registered each user with SearchWorks and
have obtained a Username & Password .
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SEARCHWORKS CONTACT DETAILS
Phone: 0860 44 33 33 Fax: 0865 18 96 79 Email: info@SearchWorks.co.za sales@SearchWorks.co.za support@SearchWorks.co.za
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1. Deeds Office Search: Person Search – Individual
1.1 In
LegalSuite, click on the Address Book icon on the main toolbar 
.
1.2. Highlight
the Individual that you want to search for in the Deeds Office and click on 
1.3. The SearchWorks Login window appears. Insert the UserName and
Password provided by SearchWorks.
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Note that this window will only appear the first time the user utlilizes SearchWorks from within LegalSuite. The program will automatically remember the SearchWorks UserName and Password for future use. If you receive an error at this point, then perhaps the user is banned/disabled or unregistered to use SearchWorks. Please contact SearchWorks to solve this. |
1.4. The Person Search window appears. Select the Deeds Office in which you wish to run the search.
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Note that: In terms of a Person Search, the Name, Surname, ID Number and the client code from the address book will automatically be inserted by LegalSuite. In terms of a Company Search, The Company, Name, Registration Number and the client code from the address book will be automatically inserted by LegalSuite. |
1.5 If there is no ID or Registration Number inserted in your search, then a ‘Search
results’ window will appear for you to select the appropriate ID or Registration n
number (please note that this result is not charged for by SearchWorks). Once
selected, click Search.
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1.6. A comparison screen will open so that you can compare the data between LegalSuite and SearchWorks.
If SearchWorks
contains data that LegalSuite does not, you can click on the blue arrow 
to copy the information
across to the LegalSuite data. This will be saved within the ‘changing a party
screen’ of this person in LegalSuite.
1.7. Once the search is complete, the Deeds Search for the person will open in a PDF format, ready for printing/viewing.
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Remember that
a Person Search is saved in the Document Log of the Address Book
Screen
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1.8. Once
you have printed/closed the Deeds Office Search, the program will prompt you to
charge your client for it. There is a choice between adding the disbursement
as Fee Note or to the Proforma Account.
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Remember that
you can type in your matter reference in the space provided (this space is an
“auto complete” field) or look up the required reference by clicking on the
elipse button
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.
As a
result…
u You have successfully completed a Deeds Search on a person;
u Details in SearchWorks have been copied to LegalSuite (if any – see para 5.);
u The results are saved in the document log of the Address Book;
u The client has been charged for the disbursement of the Search (optional)
2. Deeds Office Search: Property Search – Erf
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This search may be carried out within a Bond or a Transfer Matter. |
2.1. In LegalSuite, highlight the matter in which you want to obtain a Property Search.
2.2 Click
on the Document Generator Database 
.
2.3. Go
to the property tab, highlight the property that you want to search for in the
Deeds Office and click on 
.
2.4. The SearchWorks Login window appears.(if the software has never
been used before). Insert the UserName and Password provided by SearchWorks.
2.5. The window appears for you to make a property selection. In this case, mark the
arial button next to the Conventional/Erf and click on OK.
2.6 The
Property Search window appears. Select the Deeds Office in which you wish to
run the search. The reference will automatically be inserted by LegalSuite,
however, the other details will need to be completed. Once you are happy with
the details click on 
2.7. If
you are unsure as to what the Township is, then click on the ellipse button 
next to the blank Township
block. A Lookup screen appears so that you can run a search on the Township
name.
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Note that Township searches which have already been run will be saved and available in this screen again in future. |
2.8. Once the search has begun a comparison screen will open so that you can compare the data between LegalSuite and SearchWorks.
If SearchWorks contains data that LegalSuite does not, you can click on
the blue arrow 
to copy the information
across to the LegalSuite data.
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Note that if there are no matching fields in the LegalSuite Data (left) that match up to the SearchWorks Data (right) then you will see a “Not Applicable” text box – this means that you would need to copy the relevant data into a different field on the left. i.e. Province (right) could be copied and pasted into the sixth LegalSuite Data (left) field. If the property cannot be found at the Deeds Office then the following window will appear and a charge for the search will still be applicable.
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2.8. Once the Search is complete, the Deeds Search for the property will open in a PDF format, ready for printing/viewing.
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Remember that a Property Search is saved in the Document Log of the Matter. |
2.9. Once you have printed/closed the Deeds Office Search, the program will prompt you to charge your client for it. There is a choice between adding the disbursement as Fee Note or to the Proforma Account.
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Remember that
you can type your matter reference in the space provided or look up the
correct reference by clicking on the elipse button
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2.10. When it is charged on the Proforma Account, it will be added to the Extra Debits screen:
As a result…
u You have successfully completed a Deeds Office Search on an Erf;
u Details in SearchWorks have been copied to LegalSuite (if any – see para 7.);
u The results are saved in the document log of the matter;
u The client has been charged for the disbursement of the Search(optional)
3. Deeds Office Search: Property Search – Sectional Scheme
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Note that this can be carried out within a Bond or a Transfer matter. |
3.1. In LegalSuite, highlight the matter in which you want to obtain a Property Search.
3.2. Click
on the Document Generator Database .
3.3 Go
to the property tab, highlight the property that you want to search for in the
Deeds Office and click on .
3.4. The SearchWorks Login window appears. Insert the UserName and Password provided by SearchWorks.
3.5. The Sectional Scheme Search window appears. Select the Deeds Office in which you wish to run the search.
The Scheme Name, Scheme Number, Unit Number and reference will automatically be inserted by LegalSuite. Units will automatically be tagged in the “Search For” area. When you are ready and happy with the data and the search criteria, click on Search.
3.6. Should there ever be more than one result returned – the below screen wil display, you can then select the unit for which you wish to search.
3.7. A comparison screen will open so that you can compare the data between LegalSuite and SearchWorks.
If SearchWorks contains data that LegalSuite does not, you can click on
the blue arrow 
to copy the information
across to LegalSuite.
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Note that that if the property cannot be found at the Deeds Office then the following window will appear and a charge for the search will still be applicable.
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3.8. Once the Search is complete, the Deeds Search for the sectional scheme will open in a PDF format, ready for printing/viewing.
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Remember that a Property Search is saved in the Document Log of the matter.
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3.9. Once you have printed/closed the Deeds Office Search, the program will prompt you to charge your client for it. There is a choice between adding the disbursement as Fee Note or to the Proforma Account.
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Remember that
you can type your matter reference in the space provided or look up the
correct reference by clicking on elipse button
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3.10. When the search is charged on the Proforma Account, it will be added to the Extra Debits:
As a result…
u You have successfully completed a Deeds Office Search on a Sectional Scheme;
u Details in SearchWorks have been copied to LegalSuite (if any – see para 7.);
u The results are saved in the document log of the matter;
u The client has been charged for the disbursement of the Search (optional).
u
4. Deeds Office Search -Property Search – Agricultural Holding
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4.1 In LegalSuite, highlight the matter in which you want to obtain a Property Search.
4.2 Click on the Document Generator Database 
.
3 Go to the property tab, highlight the
property that you want to search for in the Deeds Office and click on 
.
4.4 The SearchWorks Login window appears (if the software has never been used before). Insert the UserName and Password provided by SearchWorks.
4.5 A window appears for you to make a property selection. In this case, mark the arial button next to Agricultural Holding and click on OK.
4.6 The Agricultural Search window appears. Select the Deeds Office in which you wish to run the search. Click on the ellipse button next to the Agricultural Holding Area to open the Lookup and search for the holding.
4.7 Once you have chosen your holding, fill in the Holding and Portion Numbers. The LegalSuite Reference is automatically inserted. If it is a remaining extent, then tick the availalable box. When you are ready and happy with the data and the search criteria, click on Search
4.8 A comparison screen will open so that you can compare the data between LegalSuite and SearchWorks.
If SearchWorks contains data that LegalSuite does not, you can click
on the blue arrow 
to copy the information across to LegalSuite.
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Note that that if the property cannot be found at the Deeds Office then the following window will appear and a charge for the search will still be applicable.
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4.9 Once the Search is complete, the Deeds Search for the agricultural holding will open in a PDF format, ready for printing / viewing.
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Remember that a Property Search is saved in the Document Log of the matter.
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4.10 Once you have printed the Deeds Office Search, the program will prompt you to charge your client for it. There is a choice between adding the disbursement as Fee Note or to the Proforma Account.
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Remember that you can type your matter reference in the space
provided or look up the correct reference by clicking on ellipse button
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4.11 When the search is charged on the Proforma Account, it will be added to the Extra Debits:
As a result…
u You have successfully completed a Deeds Office Search on an Agricultural Holding;
u Details in SearchWorks have been copied to LegalSuite (if any – see para 4.8);
u The results are saved in the document log of the matter;
u The client has been charged for the disbursement of the Search (optional).
5. Deeds Office Search: Property Search – Farm
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Note that this can be carried out within a Bond or a Transfer matter. |
5.1 In LegalSuite, highlight the matter in which you want to obtain a Property Search.
5.2 Click on the Document Generator Database .
5.3 Go to the property tab, highlight the
property that you want to search for in the Deeds Office and click on .
5.4 The SearchWorks Login window appears (if the software has never been used before). Insert the UserName and Password provided by SearchWorks.
5.5 A window appears for you to make a property selection. In this case, mark the arial button next to Farm and click on OK.
5.6 The Farm Search window appears. Select the Deeds Office in which you wish to run the search. You can choose to click on the ellipse button next to the Registration Division Area or the Farm Name, to open the Lookup and search for the either. The registration division and name are linked to each other, so whichever one you insert will automatically prefill the other.
5.7 Fill in the Farm and Portion Numbers. The LegalSuite Reference is automatically inserted. If it is a remaining extent, then tick the availalable box. When you are ready and happy with the data and the search criteria, click on Search
5.8 If there are multiple portions and you have left the portion number blank, then this window will appear with a list of portions for you to choose from.
5.9 A comparison screen will open so that you can compare the data between LegalSuite and SearchWorks.
If SearchWorks contains data that LegalSuite does not, you can click
on the blue arrow to copy the information across to LegalSuite.
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5.10 Once the Search is complete, the Deeds Search for the Farm will open in a PDF format, ready for printing / viewing.
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Remember that a Property Search is saved in the Document Log of the matter.
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5.11 Once you have printed / closed the Deeds Office Search, the program will prompt you to charge your client for it. There is a choice between adding the disbursement as Fee Note or to the Proforma Account.
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|
Remember that you can type your matter reference in the space
provided or look up the correct reference by clicking on ellipse button
|
5.12 When the search is charged on the Proforma Account, it will be added to the Extra Debits:
As a result…
u You have successfully completed a Deeds Office Search on a Farm;
u Details in SearchWorks have been copied to LegalSuite (if any – see para 5.9);
u The results are saved in the document log of the matter;
u The client has been charged for the disbursement of the Search (optional).
6. Deeds Office Search: Document Search
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Note that this can be carried out within a Bond or a Transfer matter. |
6.1 In LegalSuite, highlight the matter in which you want to obtain a Document Search.
6.2 Click on the Document Log 
.
6.3 Within the Document Log click on 
.
6.4 The Document Request window appears. Select the Deeds Office in which you wish to run the search, insert the document number exactly, and the LegalSuite Reference will automatically be inserted. When you are ready and happy with the data and the search criteria, click on Search
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Note that that if the document number cannot be found at the Deeds Office then the following window will appear and a charge for the search will still be applicable.
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6.5 Once the Search is complete, the Document Search will open in a PDF format, ready for printing / viewing.
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Remember that a Property Search is saved in the Document Log of the matter.
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6.6 Once you have printed the Property Search, the program will prompt you to charge your client for it. There is a choice between adding the disbursement as Fee Note or to the Proforma Account.
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Remember that you can type your matter reference in the space
provided or look up the correct reference by clicking on ellipse button
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6.7 When the search is charged on the Proforma Account, it will be added to the Extra Debits:
As a result…
u You have successfully completed a Deeds Office Search on a Document;
u The results are saved in the document log of the matter;
u The client has been charged for the disbursement of the Search (optional).