Law Office Technology

Billing Frequency

When you create a matter, the Frequency will default to Include.  Anytime you run bills or prebills, and don't target a specific matter, it bills anything that is marked include.  What about all

the other options?  Monthly will show up one month after the matter is created while Quarterly will show up 3 months after the matter is created.  You can still manually decide to bill a matter that is listed as quarterly.  The quarter will then be reset and it would come up 3 months from now.   Exclude will completely exclude the matter from the billing cycle so the only way to bill it will be to choose that matter specifically.  You might have a group of matters that need to be billed all at once, but not on a monthly, quarterly, or annually basis.  That is where cycle 1- 6 comes in.  If you choose cycle 1 and assign that cycle to 10 different matters, they will only be billed when you choose Cycle 1.  To choose one of these cycles, go to Bill or Pre Bill. When you click on the options, you can go down to frequency and choose what cycle you want billed.

Validation Errors

I had a client that kept having Amicus 5.5 crash when a particular user would add a contact.  No one else was having this problem.  The consultant that they were using told them to unlock all data and try and rebuild their database.  This did not work and the client became frustrated.  They decided to call me and made it very clear that they had tried unlocking all data and rebuilding their database multiple times.  When only one user in your firm is getting validation errors when they create a contact, a calender event, or a file, it probably means there are no default team members assigned to that module in Amicus.  To check this, go to Preferences --> The Module (Contact, Calender, File) --> New Entries.  Make sure that there is one or multiple team members assigned to the new entry section.

Versioning in Worldox

I have created a new WhitePaper about versioning in Worldox.  One of the complaints about versioning is that the most current version of a document does not list what version it is.  This can be problematic if you sent someone the most current version of a document at that time and you get it back three weeks later.  There is no way to tell what version it was.  Worldox Guru Greg Bray from Intouch Legal sent me an *.ini edit that will label the version  of the most current document, fixing this problem.  Contact him or us if you might need this.  I don't really feel that comfortable giving *.ini edits to the general public.

Palm Install Issues

I had some trouble getting my palm to hotsync with TimeMatters.  I followed the instructions, but could not get any of the conduits to show up in my hotsync.  I finally called TimeMatters Tech Support and scheduled a call back.  15 Minutes later a extremely helpful Support "Tech" returned my call.  He sent me a program to run, that completely fixed my issue.  So...

1. There can be an issue with HotSync and TimeMatters 8.0, and if you can't get the conduit's to show up, call Tech Support at 800.328.2898.  TimeMatters Techsupport is really, really good.  I have only had to call a few times and they are extremely friendly and helpful.

Keep the same dictionary

It is possible in PCLaw to use the same customized dictionary that you have in word.  You just have to link the MS Word dictionary to PCLaw.  Go to Tools-->Workstation Settings. Look down to spelling and click customize.  You can now browse to your Microsoft Word Customized Dictionary. Now click on Open Custom.  Go to C:\Documents and Settings\YOUR USE NAME\Application Data\Microsoft\Proof.  Choose the Custom.DIC file. 

GPS on the Treo

I just saw that google has released google maps for the palm device. I think this will be a helpful feature and I am going to download and try it out. However, this piece of news reminded me of something I wanted to blog about.  I have been using TomTom software on my Treo 650, connected with a Bluetooth GPS receiver, for sometime. I decided to go this route after I got a ticket for speeding. I was trying to get to a client’s office in a remote location, and was looking at my printed maps and not at the speed limit signs.

I am using TomTom Naviagtor 5 along with the RBT-2010 Bluetooth GPS Receiver and the vehicle mount. I purchsed the entire package from Houston based Seidio.

I made sure that the version that I bought is compatible with the Treo 650 and 700. I like having the Bluetooth receiver separate from the mount, so I can put it in my pocket and walk around with it.

If you have your contacts linked with a practice management software, like Amicus or TimeMatters, you can click on a client’s contact and get instant directions to their office.

The Palm version still gives you the voices that say directions like, “At 100 Yard turn left." I use the American Women’s voice, but have been tempted to download the gangster voice, so when I miss my turn on the interstate, I can hear a wise guy say “forget about it”.

The TomTom software will tell you how many miles to your destination, how much time remaining, and what time you will get there. This is always extremely accurate. I am no longer worried about being late for an appointment or wasting 30 minutes trying to find the place.

On a side note, before I jumped into the world of legal consulting I used to own a map company that made street atlases of various cities. I can really appreciate how accurate TomTom’s maps are and the level of detail they put into their program. TomTom and other software like it was the main reason I got out of that business, because their product was so superior, and in the long run , it was cheaper than anything our company could produce.

Deadbeat Clients

PCLaw 8 has a great new feature in its Past Due Notices Module.  You can calculate how long it takes a client to pay you.   Go to Billing --> Past Due Notices.  On the common tab check, Include Paid Invoices and change the Template to AVENDAYOS.  This report will tell you all the invoice dates and Paymant dates for a particular matter and then calculate the average time it takes your client to pay you.  This might be a friendly reminder to send along with a past due notice.

Tymatrix and the Hartford

I have a client that has starting to use electronic billing to bill the Hartford.  Here are the settings that they use in PCLaw for this to work.  Note that they blank out the Associated Billing Template.  You only have to fill out the fields that say Answer.

Oldschool PCLaw

If you upgraded to Version 8 you have noticed the new PCLaw View. You have the option to switch between the new and old PCLaw views. In PCLaw, right click anywhere that has a blank space. Click the Switch to **** QuickStep. This will toggle back and forth between the views.