Latest Version: 5.4.7

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Version 5 Solicitor Case Manager Documentation

Manuals & Guides

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Beginners User Guide V5.4*

This document covers the following areas:

• Solicitor Case Manager environment
• Searching for existing data in Solicitor Case Manager
• Modifying existing data in Solicitor Case Manager
• Setting up new Contacts, Clients and Cases
• Case Document Generation
• Document Review, Scanned Documents and Cheque Requests

 

Administrator and Customisation V5.4*

This manual describes the various Administrator tasks including; Logging In and Software Registration, Security, Record Types, Activities, User Defined Fields, Admin Tools, Archiving and System Settings.

Precedent Customisation V5.2*

The Precedent Customisation guide has been updated to coincide with the latest version upgrade of Solicitor Case Manager V5.4. Use this guide learn how to add, copy and modify items in your Precedent Library so that they reflect how your practice works.

Once correctly set up, your precedents will dramatically reduce the amount of time spent on typing. The aim is to eventually automate the system whereby documents brought into cases will require minimal, if any typing.

Apologies: The above link has been reverted to V5.2 of the Precedent Customisation guide while some corrections are made.

Time Recording User Guide V5.4*

Solicitor Case Management is designed for efficient use of time spent on different activities in Cases. It divides and accounts for time spent by different users inside the case’s individual Timesheet as you may have Apprentices, Solicitors and Secretaries working on the same files.

This document covers the following areas:

• The Solicitor Case Manager Time Recording environment
• Running Time Recording

Case Activities User Guide V5.4*

This guide provides details of the OPSIS Outlook Toolbar, and case-related activities: Tasks, Appointments, Diary Manager, Case Emails, Telephone Messages, Contacts and Hearings.

AML User Guide V5.3*

The AML Module has been designed to assist firms in monitoring all Client background information, as well as maintaining an efficient in-house record of all suspected money laundering activity.

It includes facilities to;

• appoint Nominated Officer(s),
• record staff training,
• deal with verification of Client’s ID and address,
• deal with suspicions and
• making external Reports to SOCA of suspicions. 

The module has been designed to comply with The Money Laundering Regulations 2007 which apply to Solicitors Practices with effect from 15th December 2007, and is compiled with reference to The Law Society’s Money Laundering: Guidance for Solicitors.

Legal Forms (Oyez)*

Solicitor Case Manager integrates with Oyez Forms. You can add Legal Forms to individual cases in SCM similar to the way you would add a document. The additional benefit of using Legal Forms with SCM is that Forms can be populated with information from the case when they are added. To specify what case information should appear on each Form, SCM fields must be mapped to fields on the Legal Form to create a “Map File”.

Send SMS Message Help Sheet*

Help sheet detailing how to use SCM to send SMS text messages to Clients, Contacts, Fee Earners (SCM Users) or to any other mobile phone number at any time.

SMS Text Messaging Manual*

Manual for the SMS Text Messaging module in Solicitor Case Manager.

Feature Permissions*

Access to different areas of Solicitor Case Manager is controlled by assigning Permissions for different Users or Groups of users on the different Features of SCM.

Expressions Helpsheet*

Expressions can be used in User defined fields either for Case details or for User fields in Forms. Expression fields can be used to perform calculations, to string several fields together and to return particular information based on logic (“if” statements).

If-Then-Else Helpsheet*

This helpsheet describes "If-then-else" statements which can be used in Solicitor Case Manager Precedents to return different information based on whether something is true/false, is not blank, is greater than, etc.

SCM V5 General How To Helpsheets

How to Clear the Forms Cache in Outlook

From time to time you may experience an error message stating that the "Custom Form cannot be displayed". This may occur when you try to e-mail a case within Solicitor Case Manager, or when using the Solicitor Case Manager Toolbar within Microsoft Outlook.

This error indicates that there is a problem with the local forms cache on the users PC, which needs to be cleared before the desired Outlook Form can be displayed. To rectify the problem there are a few simple steps to take which are explained in the helpsheet.

How to Convert SCM documents into PDF

Please Note: This help sheet is a general guide based on converting several SCM Documents into one PDF.

Why would you want to create a PDF?

PDF (Portable Document Format) is the most suitable electronic file format for exchanging documents with other people. If a client or contact doesn't have Microsoft Word or Word Compatible Viewer they will not be able to open your documents.

Adobe Reader is free to download from the official Adobe website http://www.adobe.com/

How to Export Time Records in to Milllennium Accounts

This help sheet explains how to export time recorded in Solicitor Case Manager into Millennium Accounts for billing purposes.

Note: The Export option is for use with Millennium Accounts only. You must have the Millennium Account Link turned on and all Time Recording that has been posted must be Exported to Millennium if monies are to be assigned to the appropriate Fee Earners.

How to Format Merge Fields

This help sheet explains how to format merge fields that you use in Solicitor Case Managers document sets. Common formatting examples are Dates, Currency and Capitalisation.

 

How to Logout a User

If a user does not log out of the system properly, the database will register that they are still logged in. This can happen if for example, there is a power failure or the PC crashes.

Important: Before forcing a user out of the system, check that they are definitely not logged in elsewhere as you are effectively severing the link between that user and the database. Follow the instructions in this help sheet to log out the user.

Note: This process can only be done by someone who has Administrative permissions or the SUPER user login.

How to re-enable the OPSIS SCM Toolbar within Outlook

From time to time you may find that the OPSIS Solicitor Case Manager Toolbar disappears when using Microsoft Outlook. This usually occurs if Microsoft Outlook doesn't close correctly.

Please Note: This help sheet is a general guide based on re-enabling the OPSIS Solicitor Toolbar within Microsoft Outlook 2003. Other versions of Outlook may differ, however the general concept of re-enabling the OPSIS Solicitor Toolbar is still the same.

How to Release Locked Documents

When you have a Document open in Solicitor Case Manager it will appear locked by you if any colleagues try to open it.

From time to time Documents are locked accidentally either by:-
a) Closing the Document using the X icon and then selecting Yes to save it.
b) Your computer/system crashes or shuts down unexpectedly.

This help sheet explains how to deal with this situation.

How to Reset User Passwords

This help sheet explains how to reset a User password so they have to re-enter a new one.

Please note: This process can only be done by a user with Administrative permissions.

How to solve the "Switch To..." Window

From time to time you may experience the Switch To... Window which displays the following message:-

"This action cannot be completed because the other application is busy. Choose 'Switch To...' to activate the busy application and correct the problem."

This appears when another application has been activated and needs attention. This helpsheet gives several examples of when this might occur, and explains how to handle it.

How to Use the Add Document to SCM Utility

Within the Case Documents tab in Solicitor Case Manager you are able to add one document at a time using the Import Other option.

However, this help sheet will show you the process of copying multiple Documents from your network drive into the appropriate Case within Solicitor Case Manager using an application stored in the OPSIS Utilities folder.

Version 4 Solicitor Case Manager Documentation

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Miscellaneous Documents

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Step By Step Guide To Changing The VAT Rate - 1st January 2010*

As you are no doubt aware, the Chancellor Alistair Darling announced that with effect from 1 December 2008 the Value Added Tax (VAT) would be cut from 17.5% to 15% for 13 months. You will now need to readjust the VAT rate to fall in line with the new change of rate back to 17.5% which is effective as at 1st January 2010.

If you have Precedents and Case Details (UD fields) which automatically calculate the VAT, it is necessary for both of these areas to be amended, in all precedent Starter Packs, and any additional precedents or case details you may have created which utilise VAT formulas.

Please contact our Helpdesk if you require further advice.

How to create Microsoft Outlook Email Stationery Templates with Header

Often businesses may want to make their emails appear like their corporate headed letter paper, including logo etc, at the head of the email. Unfortunately the basic Outlook Stationery templates do not allow for headers. At least not without a little work. This document explains how you can setup a stationery template for your e-mails to contain both a corporate header and footer.

Latest Version: 1.7.9

If you are on an older version of Weblink, please contact us to arrange an update (we need to set this up on the Weblink Server). This may require updating your release of Solicitor Case Manager also.

Download Technical Specification PDF Format

Click here for further Weblink documentation.

Weblink Documentation

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Weblink User Guide (SCM5.2 + Weblink 1.7.?)*

Detailing Weblink setup/use in Solicitor Case Manager V5 by your office staff.

Weblink Customer Website Configuration:

Weblink is designed to operate over the Internet, therefore your clients start by accessing your web site from where they can find your link to the Weblink interface login page. Normally this is achieved by your website designer simply inserting a basic SSL URL link at a convenient location within your company web site,

(e.g. https://secure.opsishost.co.uk/<your-weblink-area> - we will provide exact details).

Although this simple approach can be taken, we recommend that you create a totally new web page in your site dedicated to advertising your Online Case Information service to new clients, which will contain the link to the Weblink login page for your registered clients to use.

Therefore this document is provided for use by the legal practices webmaster and provides full instructions for how to implement Weblink and suggestions for building a new web page, including what information you need to supply OPSIS with to prepare your Weblink service.