Issue 1/2008

26 February 2008

A Newsletter from LegalSuite Software
 

Welcome to our 1st newsletter of 2008. The LegalSuite program is always evolving and (hopefully) improving as we respond to feedback and suggestions from our clients. We hope you will enjoy the tips and tricks we have included in this issue.

In this issue:
Tip of the day - Shut Down LegalSuite
 Know your program - Using Extra Screens in LegalSuite
New Feature - Client Relationship Manager
Thought for the day
Bits and Pieces
Humour Dept
LegalSuite Training

Tip of the day

Shut Down LegalSuite

We have added a facility to LegalSuite where you can log users out of LegalSuite and also forewarn them that you will be shutting down the program.

This feature will mostly be used when you need to do a "Live update" and you need to get everybody out of the program or for any other maintenance on your server etc.

To Access this feature, click on "Help", then click on "Shutdown LegalSuite".

The following screen will appear:

From the "Application" list you will be able to see who is currently logged into the program at that point in time.

You can now either;

a.) send them a warning message that you will be shutting down the program shortly and they need to exit the program or,
b.) shutdown the program.

You can also select only certain users that  you wish to warn by simply highlighting the users from the "Application" list and send them a message or shut them down.

This will be of great help if you can't get your users logged out, especially in bigger offices where there are lots of users and one often doesn't know who is still logged into LegalSuite.

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Know your program


Using Extra Screens in LegalSuite

The power and flexibility of the Extra Screens in LegalSuite have been greatly improved over the past year. Many clients are finding them extremely useful to store customised information about certain Matters and then to include this data in merged documents.

The user can now create an unlimited range of screens which can contain complex fields with default values, calculations, help text and numerous different formats such as string, date, numeric, radio buttons and drop down lists. This enables users to extend the scope and functionality of the program way beyond its basic, off-the-shelf purpose and design.

Extra Screens have a lot more flexibility and options when it comes to Document Assembly. For example, you can link an Extra Screen to a specific document, you can prevent certain documents from being merged if the screen is not filled in and you can get the program to add them to every Matter automatically (based on a Condition).   

The data from these screens can be used in numerous other places within the program. For example, they can be used in conditional statements.

The data can also be used in the Management Reports so the information captured by the user can be included in reports to Clients or internally for management reports.

It can be useful when designing complex litigation documents where defendants may have different information (e.g. service dates) which needs to be reflected in various documents etc.

This adds another powerful dimension to the Document Assembly capabilities of the program and should greatly assist document designers who need to create complex documents that reflect disparate information from individual Parties.
Extra Screens are accessed via the Setup menu:

To learn more on how to use and set up extra screens in LegalSuite, click here.

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New Feature

Client Relationship Manager

Attracting, keeping and growing profitable clients is an essential function of the modern attorney firm. Using LegalSuite’s new Client Relationship Module (CRM) you can now keep in touch with your clients on a regular basis. There is no re-capturing – the CRM module uses the same Address Book as the Accounting module! It is fully integrated and fully automated.

With this module you can:

· Turn high profit clients into lifelong relationships
· Target high-value prospects more effectively
· Maintain “top of the mind” awareness thereby increasing your referrals
· Identify and encourage recurring work
· Track the source of referrals and express gratitude
· Place dissatisfied clients in “intensive care”
· Identify your top 50 clients
· Never forget another birthday or anniversary
· Keep in regular contact via fax, post, email or SMS.
 

Please do not hesitate to contact your LegalSuite agent or our Call centre should you want more information regarding the CRM Module.

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Thought for the day


"Politeness and consideration for others is like investing pennies and getting dollars back".
 

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Bits and Pieces

LegalSuite Seminars


 

LegalSuite Software is hosting a series of seminars around the country which are aimed at improving the profitability and business management of legal practices in South Africa. 

We will be discussing some interesting management concepts and will be demonstrating some practical management techniques that can be applied by a legal practitioner who wants to increase profitability, decrease costs and improve disbursement recovery at their firm. 

Some of these topics include:

* How to double your profits within the year: Setting 3 easily attainable goals will almost guarantee a doubling of profits within 12 months.
* Managing a Law Firm effectively: Practical tips and techniques on how to manage a law firm like the profit-based business it should be.
* Striving towards a paperless office: Boost your productivity by placing electronic information at your fingertips.
* Effective Reporting to Client: We will show you how to automate this tedious yet essential function.
* Disbursement Recovery: Recording every disbursement is a daunting task faced by every law firm. We will discuss methods to track these costs and ensure they are billed for.
* Managing your (business) debtors & creditors: How to ‘collect early and pay late’ - the secret to improving your cash flow.
* Break free from the clock: Increasing productivity is one way for a time-based professional to earn more by working smarter, not harder. We will discuss ways to achieve this.

The seminars that were held during 2007 got rave reviews and should not be missed.

If you would like to know more about the Seminars or would like to attend, please contact us on: 0861 711 150 as soon as possible because seats are limited at some of the venues. 

* * * * * * * * * *

 
 

Live Updates

We are constantly adding new features to the LegalSuite Program.  It is therefore important to do a Live Update on a regular basis - we suggest at least twice a month. This will ensure that you always have the latest version of the program and will assist us in supporting you. If you are on an older version, it is sometimes difficult for us to re-create your errors as we don't keep copies of the older versions.  In this instance, we will often advise you to run a live update before we will be able to assist you.

 

Please do not hesitate to contact our Call Centre on: 0861 711 150 should you have problems running your live updates or if you are not sure how to run them.
 


 

FNB CPF DOCUMENTS

The FNB CPF documentation has now been added to the FirstRand Bank Document Set.  Some of the documents used for this “Bank” are the same as the normal FNB documents but there are certain documents that pertain only to FNB CPF.  These documents will only display if the “Commercial” option is selected in the Bonds Database:
 

 

 

Absa Bank document update

We have been requested by ABSA to make changes to certain documents and you are required to update your program and documents.

The changes to the ABSA documents include the following:

1.    Updated Mortgage Loan Payment Authority (English & Afrikaans)

2.    Amended Confirmation of NCA Compliance (English version)

3.    Added Confirmation of NCA Compliance (Afrikaans version)

We have also incorporated the following improvements/changes into the program:

1.    ABSALink/RegiBOND: You now have the facility to set up multiple branches.

2.    ABSALink/RegiBOND: The Instruction to Lodge and Mortgage Loan Agreement are now printed from the Lawactive website

Please ensure that you run the LegalSuite Live Update for these changes to be implemented. After the update your program should be on Version 4.1009.1308 or later.

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Humour Department

 

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LegalSuite Training

The IMPORTANCE OF Training

We have found that some LegalSuite users are often unaware of new features in LegalSuite or are not using the program to its fullest capabilities. Training your staff is an essential part of running your office more productively and effectively. In an effort to improve our training we have introduced several different workshops and training courses that will be running throughout the year.

Information regarding upcoming training will get posted on our website as well as this newsletter.

You can also contact any of the following people for more information about training in your area:
 
Area: Contact Person: Contact Details:
Durban & General Enquiries Susan Brown / Dale Button 0861 711150
Johannesburg & Surrounds Wide Network Consultants 016 362 0289 / 082 460 5663
Johannesburg & Surrounds Law - Way Accounting 083 530 6512
Free State, Eastern & Northern Cape Prokrock Konsultante cc 082 782 8834
Pretoria & Surrounds Protext Office Automation CC 012 - 346 2782 / 083 272 1014
Western Cape PM&A Consulting & Marketing CC 021 - 531 1136

Alternatively call our Support Call Centre on: 0861 711150 or send E-mail queries to: info@legalsuite.co.za

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You can view back issues of our Newsletter and the Attorney circulars from the financial institutions on the website at www.legalsuite.co.za. 

If you have any questions, queries or comments about this newsletter, please contact Susan Brown: susan@legalsuite.co.za

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