The new LAW Instructions tab on the LegalSuite Desktop

(Updated 9 March 2009)

We have recently integrated the LawLink instructions into the LegalSuite program, and L@W instructions and messages can now be viewed from the LegalSuite Desktop under the “LAW Instructions” tab.  You will no longer need to access a separate program to view, send and receive messages on Matters sent via L@W.

This has been done in order to assist you, the user, in various ways.  All your Bank and Council instructions will now be available in a common interface, and Standard Bank and Rates Matters will now be in line with the First National Bank and ABSA Bank instruction screens.  (The ABSA Bank screen is currently under construction).  You will also be able to apply the full power of LegalSuite to LawLink, FNBLink and ABSALink by using QBE (Query By Example) facility.  Use of the QBE facility is discussed more fully in the LegalSuite Desktop manual.

Locating LAW instructions on the LegalSuite Desktop:

The LawLink program is now located on the LegalSuite Desktop, and is accessed by clicking on the LawLink tab, and no longer via the LAW      icon:

Figure #1: LawLink instructions are now accessed from the “LAW Instructions” tab on the LegalSuite Desktop.

NOTE: If you click on the LAW icon, or on File / Electronic Instructions / LawLink, the following message will appear:

Figure #2: Message received when accessing LawLink using the existing icon or via the File drop-down menu.

Accessing the LAW Instructions tab:

· To access LAW instructions, simply click on the LAW Instructions tab.  The following screen will appear showing all messages for all Matters:

Figure # 3: LAW Instructions screen showing all messages for all Matters.

NOTE: Messages are listed in chronological date order, with the oldest instructions at the top, and the most recent instructions at the bottom.

Filtering messages in the LAW Instructions tab:

LegalSuite allows you to filter your Matters in various ways as follows:

Filtering by Matter:

You can filter by Matter in various ways.  These ways are:

v All Matters (displays messages for all Matters)

v Current Matter (displays messages for the current Matter)

v Filtered Matters (displays messages for Matters filtered on the LegalSuite Desktop)

All Matters:

· Once in the “LAW Instructions” tab, click on the drop-down arrow next to the “Matter” field, and select “All”.  This will display all Matters’ messages as follows:

Figure #4: LAW Instructions screen displaying messages for all Matters.

Current Matter:

· Select the Matter on the LegalSuite Desktop by highlighting the Matter, as follows:

Figure #5: Matter on which LAW messages are to be viewed highlighted on the LegalSuite Desktop.

· Click on the “LAW Instructions” tab.  The following screen will appear.  Ensure that “Current is selected at the Matter field, and the messages for the Matter highlighted on the LegalSuite Desktop will be displayed:

Figure #6: LAW Instructions screen displaying messages for current (highlighted) Matter.

Filtered Matters:

· On the LegalSuite Desktop, click on the  icon to access the filtering facility, as follows:

Figure #7: The Filter icon on the LegalSuite Desktop

· The following screen containing various filtering options will appear:

Figure #8: The filtering options available in the Filter screen.

· Select your filtering criteria here, for example by Employee, by Document Set, by Client, etc. and click on the  button to save your selection.

· Once back at the LegalSuite Desktop, the Matters will be filtered to display only those Matters which meet the criteria inserted in the Filtering screen.  For example, Matters have been filtered by

v Document Set (Standard Bank bonds),

v Client (THE STANDARD BANK OF SOUTH AFRICAN LIMITED – STA1),

v Electronic Instruction (LawLink), and

v Matter Status (Live),

as follows, and the filtering selection is displayed at the top of the Matters screen:

Figure #9: LegalSuite Desktop with Matters filtered by various criteria.

· Click on the LAW Instructions tab, then on the drop-down arrow next to the Matter field, and select “Filtered” from the menu.  Messages for the filtered Matters will be displayed as follows:

Figure #10: LAW Instructions screen displaying messages for filtered Matters.

Filtering by date range:

LegalSuite also allows you to filter by various date ranges in the LAW Instructions tab.  This allows you to view messages by the following date ranges for all Matters, a current Matter, or for filtered Matters:

v Today (displays messages received on the current date)

v All (displays all messages received by your firm for all Matters, in chronological order, with the oldest at the top, and the most recent at the bottom)

v This Week (displays messages received during the current week)

v Yesterday (displays messages received the day before the current date)

v This Month (displays messages received during the current month)

v Last Month (displays messages received during the previous month)

v This Year (displays messages received during the current year)

v Custom (displays messages received during a customised date range of your choice)

Setting the criteria for a Custom date range:

· In the LAW Instructions screen, click on the drop-down arrow next to the Date field, and select “Custom” from the menu, as follows:

Figure #11: Filter by Matters received by a custom date range by selecting the option from the drop-down menu.

· The following screen will appear, and you will need to insert the date range within which you require messages to be displayed, and click the  button to save your selection:

Figure #12: Insert the custom date range to display messages.

· Messages which have been received during the selected date range will be displayed.

Filtering by Sent / Received Messages:

You can also filter messages by messages which have been sent by and messages which have been received from L@W.  This filtering can be used in conjunction with the Matter and Date filtering set out above.

All Messages:

This will display both sent and received messages.  Messages sent to the Bank or Council are displayed in black text, and received from the Bank or Council are displayed in red text.

Sent Messages:

This will display only message which have been sent via L@W to the Bank or the Council, and these will appear in black text.  Click on the drop-down arrow next to the “Send/Receive” field, and select “Sent” from the menu.

Received Messages:

This will display only message which have been received via L@W from the Bank or the Council, and these will appear in red text.  Click on the drop-down arrow next to the “Send/Receive” field, and select “Received” from the menu.

NOTE: The various methods of filtering messages (i.e., by Sent/Received, Matter and Date) can be used in conjunction with one another, for example, you can set the LAW Instructions screen to display Sent messages (Sent/Received field) for All Matters (Matters field) for messages received This Month (Date field).

The “Go To Matter”  button:

This button is located at the bottom of the LAW Instructions screen, as follows:

Figure #13: The “Go To Matter” button in the LAW Instructions screen.

· Highlight any message in the LSW Instructions screen, and click on the  button.

· LegalSuite will return to the Desktop, and will highlight the Matter on which the highlighted message has been received, as follows:

Figure #14: Matter in LegalSuite on which selected message has been sent or received.

Importing new messages into LegalSuite :

Importing messages which have been received from L@W into LegalSuite from the IN box works in the same way as in the old LawLink program.  In order to import messages:

· In the LAW Instructions screen, click in the  icon to import any new messages which have been downloaded from the www.lawactive.co.za website and which are in the IN box.

· The “Select a Branch” screen will appear as follows:

Figure #15: The Select a Branch screen.

· Select the relevant branch and click on the  button.

· If there are no messages in the IN box to be imported into LegalSuite, the following message will appear:

Figure #16: No messages to import into LegalSuite from IN box.

· Click on the  button to return to the LAW Instructions screen.

· If there are messages or instructions to be imported into LegalSuite, the following screen will appear:

Figures #17: Processing incoming L@W messages.

· You will be returned to the LAW Instructions screen, and any new messages can be viewed by filtering the messages in the LAW Instructions screen to “All” messages at the Matter field, and “Today” at the Date field.

· To go to a Matter on which a message has been received, highlight the message, and click on the  button to go to the Matter on the LegalSuite Desktop.

· If a new or amended instruction is imported, the following screen will appear:

Figure # 18: Summary of new/amended instructions imported.

· Click on the  button to proceed.  The following screen will appear:

Figure #19: Options to view or print documents for new/amended instruction.

· Click on the  button to view the documents for the new/amended instruction before printing, or on the  button to print the documents without viewing, or on the  button to cancel the document creation.

· You will be returned to the LAW Instructions screen, and any new/amended instructions can be viewed by filtering the messages in the LAW Instructions screen to “All” at the Matter field, and “Today” at the Date field.

· To go to a Matter on which the new/amended instruction has been received, highlight the message, and click on the  button to go to that Matter on the LegalSuite Desktop.

Sending messaged to L@W :

Messages are sent to L@W on Matters in the following ways:

By selecting the Matter on the LegalSuite Desktop and filtering by Current Matter in the LAW Instructions screen:

· Select the Matter on which a message is to be sent on the LegalSuite Desktop, and click on the LAW Instructions tab.

· Make sure the filtering is set to “Current” at the Matter field, and “All” at the Date field so that the screen appears as follows:

Figure #20: Matter in LAW Instructions on which new message is to be sent.

· Click on the  icon to access the list of available messages to be sent to the Bank/Council.  The following screen will appear:

Figure #21: List of available messages to sent to the Bank/Council.

· Select the message to be sent to the Bank/Council by highlighting same, and click on the  button to proceed.  Depending on which message you have selected, the following screen, or one similar, will appear:

Figures #22:Message to be sent to L@W.

· Complete the necessary in respect of the message to be sent to the Bank/Council, and click on the  button to send the message to the OUT box, from where it will be sent to L@W.

· The newly sent message will now appear on the list of messages for the selected Matter, as follows:

Figure #23: New message added to list of messages for a Matter.

By selecting the Matter from within the LAW Instructions screen:

· Access the LAW Instructions screen, and set the filtering to “All” at the Matters field and “All” at the Date field, as follows:

Figure #24: The LAW Instructions screen displaying all messages for all Matters.

· Click on the  icon to send a message to L@W.  The following screen will appear:

Figure #25: The Which Matter screen for selecting a Matter.

· Insert the file reference in the File Reference field and click on the  button, and the list of available messages to be sent to the Bank/Council will appear as per Figure #21 above.

· Select the relevant message and send same to the Bank/Council per the instructions above.

OR

· Click on the  button to access a list of all the Matters in LegalSuite.  The following screen will appear:

Figure #26: List of Matters in LegalSuite.

· Insert the file reference of the Matter on which you wish to send a message in the Find field and press the TAB key on your keyboard.

· LegalSuite will highlight the Matter on the list.  Click on the  button, and the following screen will appear containing your selected file reference:

Figure #27: The Which Matter screen for selecting a Matter.

· Click on the  button, and the list of available messages to be sent to the Bank/Council will appear per Figure #21 above.

· Select the relevant message and send same to the Bank/Council per the instructions above.

Printing the Instruction Details :

The Instruction Details sheet, which can be printed on any Matter, sets out the basic details of the Matter, as well as all messages which have been sent and received on the Matter, and can be generated in the following ways:

By selecting the Matter on the LegalSuite Desktop and filtering by Current Matter in the LAW Instructions screen:

· On the LegalSuite Desktop, select the Matter on which you wish to print the instruction details, and click on the LAW Instructions tab.

Figure #28: Matter selected in LegalSuite Desktop.

· Once in the LAW Instructions screen, make sure the filtering is set to “Current” at the Matter field, and “All” at the Date field so that the screen appears as follows:

Figure #29: Matter in LAW Instructions on which the Instruction Details is to be printed.

· Click on the  icon to create the instruction details document for the current Matter.

· The following screen will appear:

Figure #30: Generating document.

· The merged document will appear in MS Word as follows:

Figure #31: Instruction details for Matter.

By selecting the Matter in the LAW Instructions screen:

· Once in the LAW Instructions screen, set the filtering to “All” at the Matters and “All” at the Date field, as follows:

Figure #32: The LAW Instructions screen displaying all messages for all Matters.

· Click on the  icon to create the instruction details document.  The following screen will appear:

Figure #33: The Which Matter screen for selecting a Matter.

· Insert the file reference in the File Reference field and click on the  button, and the document will merge as per Figure #31 above.

OR

· Click on the  button to access a list of all the matters in LegalSuite.  The following screen will appear:

Figure #34: List of Matters in LegalSuite.

· Insert the file reference of the Matter on which you wish to print the Instructions Details document, and press the TAB key on your keyboard.

· LegalSuite will highlight the Matter on the list.  Click on the  button, and the following screen will appear containing your selected file reference:

Figure #35: The Which Matter screen for selecting a Matter.

· Click on the  button, and the document will merge as per Figure #31 above.

Favourites and Advanced Search:

You will notice from Figures #26 and #34 that the list of LegalSuite Matters can be filtered to show “Favourites”, or an “Advanced Search” can be carried out using various criteria.

Favourites:

In the Select a Matter screen, click on the  icon and LegalSuite will display a list of your “favourite” Matters.  This list is compiled by the program from Matters which were worked on most recently.  Matters can be deleted from this list by deleting same one by one (right-click, delete) or by tagging multiple Matters and then deleting.  The Matter/s will be deleted from the list of favourites only, and not from the LegalSuite program.

Advanced Search:

In the Select a Matter screen, click on the  icon to search for Matters in LegalSuite.  Please refer to the LegalSuite Desktop manual for further details of this function.

Creating LAW documents for a Matter :

Specific documents as required by the Bank (Grant of Loan, Quotation, etc) and the Council (rates figures, valuation, etc.) are printed from the LAW Instructions screen as follows:

By selecting the Matter on the LegalSuite Desktop and filtering by Current Matter in the LAW Instructions screen:

· On the LegalSuite Desktop, select the Matter on which you wish to print documents, and click on the LAW Instructions tab.

· Once in the LAW Instructions screen, make sure the filtering is set to “Current” at the Matter field, and “All” at the Date field so that the screen appears as follows:

Figure #36: The LAW Instructions tab filtered by all messages for the current Matter.

· Click on the  icon to view the available documents to be printed for the current Matter.  The following screen will appear:

Figure #37: List of available documents for Matter.

· Click on the  icon and LegalSuite will automatically select the documents required for the current Matter, as follows:

Figure #38: Documents automatically selected for current Matter.

· Click on the  icon to merge the documents for the current Matter.  The following screen will appear:

Figure #39: Options to view or print documents for the current Matter.

· Click on the  button to view the documents for the Matter before printing, or on the  button to print the documents without viewing, or on the  button to cancel the document creation.

By selecting the Matter in the LAW Instructions screen:

· Once in the LAW Instructions screen, set the filtering to “All” at the Matters and “All” at the Date field, as follows:

Figure #40: The LAW Instructions screen displaying all messages for all Matters.

· Click on the  icon.  The following screen will appear:

Figure #41: The Which Matter screen for selecting a Matter.

· Insert the file reference in the File Reference field and click on the  button, and the documents available for printing will appear per Figure #37 above.

· Select the relevant document to merge per the instructions following Figure #37 above.

OR

· Click on the  button to access a list of all the matters in LegalSuite.  The following screen will appear:

Figure #42: List of Matters in LegalSuite.

· Insert the file reference of the Matter on which you wish to print documents, and press the TAB key on your keyboard.

· LegalSuite will highlight the Matter on the list.  Click on the  button, and the following screen will appear containing your selected file reference:

Figure #43: The Which Matter screen for selecting a Matter.

· Click on the  button, and the available documents for printing will appear per Figure #37 above.

· Select the relevant document to merge per the instructions following Figure #37 above.

View Today’s messages :

To assist you with viewing messages received on the current day, we have added a icon called “View Today’s Messages”.  By clicking on this icon, the LAW Instructions screen will be automatically filtered by messages received on the current day without you having to select “Current” at the Matter field and “Received” at the Sent/Received field.

· Once in the LAW Instructions screen, set the filtering to “All” at the Matters and “All” at the Date field, as follows:

Figure #44: The LAW Instructions screen displaying all messages for all Matters.

· Click on the  icon to display messages received on the current day.  The following screen will appear, showing only messages received “Today”:

Figure #45” LAW Instructions screen showing messages received “Today”.

Explore the directory where the LAW instructions are stored :

This is for use by LegalSuite technical and support staff, and is used to access the folder in which the IN and OUT boxes are stored.

· Click on the  icon to access the folder in which the IN and OUT boxes are stored.  The following screen will appear:

Figure #46: The Select a Branch screen.

· Select the relevant branch and click on the  button.  The following Windows Explorer screen will appear:

Figure #47: Windows Explorer window with location of IN and OUT boxes.

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