ALLOCATING PARTIES TO A MATTER WITH “QUICK INSERT”

It is very important that the Parties associated with a Matter are inserted in the Parties screen and that they reflect the real-life situation. Adding Parties to the Address Book and then allocating them to the Matter can, however, be a time-consuming and tedious task. To assist the user, a “Quick Party Insert” screen has been added to the program.

This screen allows you to enter a Party quickly and with minimal information. This is ideal if you are adding a Defendant or other party whom you know little about and want to add it to the Address Book and allocate it to a Matter at the same time.

Note: In the screenshot above, the program has detected that A-H1/0001 is a Bond Registration matter and therefore sets the Role as “Mortgagor” and displays the “Marital Details” tab (because these are important for a conveyancing Matter).

If this was a Litigation matter, the default Role would be set to “Defendant” and the Marital Details tab would be hidden (it will display the “Legal Citation” tab instead).

Once you have entered the basic details, and click on OK, the Party will be added to the Address Book and allocated to the current Matter.

Inserting existing Parties

If you suspect that the Party may already be in the Address Book, you can type in their Surname and press Tab. The program will check to see if there are any entries with a similar name and display a list from which you can select the existing parson or press the “Ignore” button and continue inserting the new Party.

Accessing the Address Book

You can access the Address Book at any time by pressing the “Lookup” button next to the Surname Field.

Editing the Address

Once the Party has been added to the List of Parties for the Matter, you can further edit the entry in the Address Book (if necessary) by pressing the Address Book button.

Adding Parties to Every Matter

When taking on a Matter, the program will ask you if you want to add the Defendant, Mortgagor or Buyer (depending on the Document Set). You can add to this list by editing the Document Set

In the above example, we have told the program to prompt us to add a Mortgage Originator whenever we add a Matter which has an ABSA Bank Document Set. After adding a Matter, the program will display the following screen:

This can be a very useful feature to ensure that users capture and insert the relevant Parties for various Matters.