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The LOLA Administrator Manual

1. Map Markegng Information _ 4 lo 2 Postcode Produce Aarketing One No Will Made Status Letter WY Marketing Two Home ner Marketing Three Mortgage With E mail Marketing Four Value of Estate 0 00 oe Royal Bank of Scotland Date Number of Mi Three 1 hd Five 0 Dependants M Four Ok M Sis 0 will Date of willl O6 05 2010 D One W 30 03 2010 E Co not mail Deeds H Date of Deed W 30 03 2010 D Two W 30 03 2010 save Close Yes Y Two Customising the Marketing Information Box Labels You can change the labels for each of the boxes on the left hand side of the Marketing Information window by opening the window when looking at any contact screen and then typing the new labels into the label fields After typing these in the new title for each label will appear throughout LOLA Using this facility will make it much easier for Users to remember what each box means Users can set up a complex pattern of categories by using the options available in Marketing One Two Three and Four boxes and the four number options seen underneath In addition Users can add additional information about the client using the boxes on the right hand side of the window As a result it is possible to define exactly who should receive the mailings that are being sent out If you wish to exclude any particular contact from all marketing campaigns click the Do Not Mail box Version 2 6 3 8 10 June 2014 The LOLA Admini
2. If you wish to add a new Workflow that does not appear in the Workflow dropdown window click the New Workflow button Add Amend an Existing 4 Sale New Workflow MengeField Codes Letters Documents Forns 4 Dates No Name Case Data Page E Inactive 4 Sale Conveyancing k Abn y Description i Type Position Action C Type G Letter to Solicitors doc Client Letters lab S Letter to Client Acknowledging Instructions S Letter to Client Gare including quote Sale only S Letter to Client advising Contract sent out S Letter to Client confirming Exchange S Letter to Clientsending Contractto sign S Letter to Client confirming Completion LO LO w LO LO TAE TER TEE TIS TER T oan mo on amp w o Solicitor Letters G Letter to Solicitors General S Letter to Solicitors confirming instructions 5 LO LO LO LO LO LO e ai Mi a S Letterto Solicitors sending replies to Requisitions S Letter to solicitors sending title deeds 5 Letter to Solicitors sending Transfer S Letter to Solicitors sending Form D51_END1 0000o E Orm mei W Keep To Do roston Action C Type The Workflow dropdown window will clear and the cursor will move to the Workflow Name box where you can type the name for the new Workflow NG Letters Documents Forms amp Dates Case Data Page E Inactive Then select the Case Data type that the User will see when they click on the Ca
3. y Legal Office The Software Suite For The High Street Firm If you are logged in as Admin simply change the text in the labels on any case The changes will be reflected throughout the system Marketing You can use LOLA as a marketing tool to send marketing information to your Clients on a selective basis As an Administrator you can define the categories used during a search of your database in order to select which Clients should receive what marketing material Version 2 6 3 8 10 June 2014 The LOLA Administrator Manual 28 PEAPOD y Legal Office The Software Suite For The High Street Firm Set Marketing Criteria Select Administrator gt System Setup gt Marketing gt Data1 csv This will open a spreadsheet called Datal csv in which you can put the criteria your Firm requires Edit this spreadsheet by putting each criteria that you want in a row in column A then save the file You can save a second third and fourth set of criteria by clicking the Data2 csv Data3 csv and Data4 csv file options fe Home Value gt 500 000 gt j 1 Home Value gt 2 No Will Made 3 Tax Advice 4 Conveyancing Bulletin 5 When you click the Market button in the Add Amend Contact window the Marketing Information window appears These labels will appear in the dropdown list of the Marketing One box What you put in the Data2 csv file will appear in the Marketing Two dropdown list i BEF o 2s
4. N B Users will not be able to produce letters through Workflows to any new Contact Types that you add although they will be able to produce blank letters to them They can however use the gt Assign Contact To Case As Anybody option for those contacts that LOLA does not have a specific Contact Type for as explained in the User Manual Version 2 6 3 8 10 June 2014 The LOLA Administrator Manual 41 Legal Office The Software Suite For The High Street Firm Edit the Description of a Contact Type To edit the Description of a Contact Type select it from the list so that the details are in the boxes at the bottom of the window Then change the Description and click the Save button Delete a Contact Type Select the Contact Type you wish to delete so that the entry is in the boxes at the bottom of the window Then click the Del Abn button Click Yes when asked to confirm the deletion N B Be careful not to delete a Contact Type for which there are existing records in the database File Categories A User can store useful documents for a contact by attaching them to that contact When doing so the User will need to allocate the document to a Category The list of available categories is set by an Administrator using the Administrator gt Contacts gt File Categories option This brings up the File Categories window Contact File Categories amp To create a new Category click the New button Type the descrip
5. PEAPOD A y Legal Office The Software Suite For The High Street Firm PEAPOD Legal Office The Software Suite For The High Street Firm The LegalOffice LA Administrator Manual Peapod LegalOffice Ltd 2013 Version 2 6 3 8 10 June 2014 The LOLA Administrator Manual 1 PEAPOD Legal Office The Software Suite For The High Street Firm Contents NC TINS pace cit ats esata ttre eect eee ere ees eect pectic mits tem eee ects ates aneteae a seer ee revaeeresotatersaeecueres 2 ROY aner e A eve vene dal nvamelaviuaun E E EE EE E 4 NaVICAUION ensena EE EAA a 4 Iire e E E ele E E P E E A ee E T E E A T 4 POl ea E E E E E 4 Enter or Amend y r Firm s Details ssisriiriirirrnonisirrnnianeannnninnnaa naana nrnna na a Eaa Naai 4 Entering Accounts Preferentes sixusasiccensdoieveteccsveqnaconaeshanaeaaes Eis AARNA EAEN ara Nairn naa 5 Additional Company Information ssssesesssssssrsnsrnrnrrrrsnernrnrnrnnnrrnrnrnrnenenernrnrnnnenornrnrnnnnnennrnnnnnennnnnnnnn ne nnnnat 5 Selling COMPANY PrelerenCeS erria E ES 8 EA A E E E A A E E E A T A A TE A A TT 10 FIUO anaE E E EE E E A 10 TSR COO aonan E E 11 TAIN IME RECON sisisi Eae 11 M NOA T oer an ee E E E eee ee 11 MEO E arr A N E E E 11 A E ola EE PAE EP A EA T E E E E A T T A T T T 11 Time Recording in Units Private cases only sesssssssnnnonssssnsnnrnnnnnsnrnnnnrusnensnnnnrurnennnnnnnnrnnnennnnnnrnnnennnnnn 12 PEN COS e E A EE E E T A E E EE a E E ghee A E
6. TX Messaging Credit sc anecscnensectencaacnaieasee anes a Or Ae SA statu A EAE EE E rear rori 19 WE E E E AE EE E E E E EE A E E E E EE A EE E E E A anh 20 PG INOW SEI aa E a AA A A A 20 Uoer E AENEA aera E EEE E E E E 20 Users ACCoss RIOM S 5 sectseaisnacekscianeaee neater a EE r EAE aa 21 ARDIT OR USTO a E E derail anedeeliternhns tare cuuetegt a atolaconautateas cians 22 SO ONS aar etna a arrests eA E ects nae er adeua siesta aie nensay ie nau pageunacena sa aivenediesinaiyaesasapaunadecavnestengnessesa wis 22 Amend a Users GCbaNIS errnit n a EE A Aa 23 Ar aU T a A E AA hate Geagleen ane aun 23 Restore an Archived USer s ssssesssssnsnnnnrusrsnrnrnnrurnenrnrnnrernensnranrernenennnrnnrunnennnrnnrernenennannnruerenrnnnnruenennnnne 24 PRIME sel MSG Ol U E aAA T a E P E E PE 24 Legal Services COMMISSION sssr a Aa E E a a 24 AINIS AE a S e e E A E E E A E E E 24 Import Procurement Codes LAA aariin aa Ai R aAa ii Na 24 CAA Uaa EAE T E penn ansuaeneatiaaiens 24 Making Cases Confidential cccsccscssccesscceccesenseccescneascuscnecessconsonecnsesouecueeesescuscuesouscneonsesuscnsnsessnsneasens 24 Set the location for password protected fileS s sesssssssnsrnrrnrsrensrnrnrrrrnnernrnrnrnenennrnrnrnenenennrnrnenenennnnrnnnne 24 Retrieve the Password for a CaSe sssssssssssnserusssnsnrnnrernenrnrnnrernerenrnnnnrunnensnrnnrernenennnnrernerenrnnnuruenennnnne 25 Version 2 6 3 8 10 June 2014 The LOLA Administrator Manua
7. Activity Time Recording Rates window and shows the codes that are set as a default in the system under a Non Specific Case Type N B If you want to use the same Activity Codes for all Private work then do not add new codes to other Case Types All other Case Types will then see the list of Activity Codes set in the Non Specific Case Type list This means that if you want to change Activity Codes across all private Case Types you only have to change those in the Non Specific Case Type Alternatively if you prefer you can set different Activity Codes in each Case Types N B Public Funded work has Case Types in the range 1800 1899 and the Activity Codes and rates for these are fixed They update as necessary with the automatic software updates To see the Activity Codes for any particular Case Type click the arrow for the Se ect Required Nominal drop down box I lt Activity Time Recoyding Rates Form Select ired Nominal LSC Contract Rat Rate A 120 00 ibid Lae en ro ep Ait Reka Az one Non Spectfic a Client Form This is Per Case Rate B 140 00 Search for Rate C 150 00 Search On Rate D 200 00 Code E Description 100 14 Records Rate F 0 00 Code Description Rate G 0 00 Rate H 0 00 fir fttondanrce with Pr meal Then click on the Case Type you require and the window will display the Activities associated with that Case Type The rates set for each Activity appear in the boxes on the right hand side of th
8. Forename No and Prefix _ Client ID Passi ord Fields determine how LOLA will generate Support Centre reference numbers when new cases are komika Sadda created Auto Ref No determines the number Postcode Anywhere of Alpha Characters from the Client s surname or the Company Name that will go in front of the Case Reference number that LOLA will assign to a Client The Forename No Holiday Start Period 01 01 Default Bank For Receipts 0 7 determines how many letters are taken from the Client s Forename and put after the letters from the Surname You can have up to 4 from the Surname and 3 from the Forename If New Save Ose instead you complete the Prefix box you can Office Bank CFF 0 x Daily Bank 0 specify a single letter or number that will appear at the start of the Clients reference In either case the remainder of the reference will be numeric You can choose letters from the clients name or a single prefix letter or number but not both The Bank Rec Bank is the default bank that the Automatic Bank reconciliation system in the Accounts side of LOLA will use when running the bank reconciliation function Version 2 6 3 8 10 June 2014 The LOLA Administrator Manual 6 PEAPOD Legal Office The Software Suite For The High Street Firm LOFTY Y aah x Your firms Land Registry Key number goes mon here If your Firm does publicly funded work the Additional Information LAA Contract
9. Legal Office The Software Suite For The High Street Firm Attendances You can choose the headings that appear in the Attendance Note Form Clicking the drop down box will show a list of headings ATTENDANCE NOTE Hrs Mins Client Evans K Reference 0000008 002 Travel Case Pot Hole Claim Waiting FE KRP UFN 0000008 002 Attend nil oe R ee Select the Administrator gt System Setup gt Attendances option This will open the Attendances window Attendances PE a File Attendance Telephone Attendance Client Click the New button to create a new entry in the list Type the description that you want and click the Save button You can edit any entry by highlighting it in the grid click the grey box to the left of the item and then edit the details that appear in the box at the bottom of the window To delete an entry highlight it then click the Delete button When you have finished working on the list click the Close button Version 2 6 3 8 10 June 2014 The LOLA Administrator Manual 14 PEAPOD Legal Office The Software Suite For The High Street Firm Dates and Tasks You will find a number of pre installed key dates but an Administrator can add amend or delete these as required Key Dates have alphabet Type codes and Tasks have Type codes that are numbers To open the Dates Task Types window select the Administrator gt System Setup gt Date Types option File Next St
10. Letter to Client Regarding Overview of a Legal Office The Software Suite For The High Street Firm CSETE O as FAMILY Archive Letter to Client doc FAMILY Bil doc FAMILY Blank ist Expert Letter doc FAMILY Blank ist Medical Expert Letter doc FAMILY Blank ist Witness Letter doc FAMILY Blank 2nd Expert Letter doc FAMILY Blank 2nd Medical Expert Letter doc FAMILY Blank 2nd Witness Letter doc FAMILY Blank 3rd Expert Letter doc FAMILY Blank 3rd Medical Expert Letter doc FAMILY Blank 3rd Witness Letter doc FAMILY Blank 4th Expert Letter doc FAMILY Blank 4th Witness Letter doc FAMILY Blank Client Letter doc Close Letter Browse For Set Propertes Set Properties Wizard Files For All Files For Selected If you want to see Microsoft Word making the changes to the files you have chosen to change select The Letter Wizard will then bring all the files from that directory into its window If you only want to change certain files highlight them by holding down the left button on your mouse and dragging over the fields you want to process If all the files are together in the list click on the first one and then hold down the shift key and click on the last one To select individual files hold the Ctrl key down and click on each file you wish to process If you want to check a file in the list double click on it and it will open in Word Once you are happy with the selection of f
11. Letter to Solicitors confining completion do ase Letter to EEE E E Letter to Solicitors confining receipt of Form DS1 doc se Letter to Solicitors confinning receipt of title deeds doc ase Letter to Solicitors confirming receipt of Transfer doc Letter to Solicitors confining undertaking discharged doc jse Letter to Solicitors retuming contract approved doc Analysing Purchase Letterto Agents advising or Aee Sedel alee If you receive a list of the documents that have invalid MergeField Codes use the Amend Letters function to edit the template letter or document listed If you wish to stop the Letter Analysis at any time right click within the Letters Analysis window and on the pop Ss O Now you will see all the files in that folder in the Letters Analysis window Next select which ones you want to analyse by highlighting them You can do this either by holding down the left button on your mouse and dragging over the files you want to process If all the files are together in the list click on the first one then hold the shift key down and click on the last one To select individual files hold the Ctrl key down and click on each file you wish to process Once you are happy with your selection click the Analyse Selected Letters button LOLA will then go through each letter and will produce a text file listing those files with invalid Mergefield Codes If no invalid MergeField Codes are found LOLA will
12. N B The CO CI EO EI FO FI LO LI XO amp XI activity codes are now reserved by the system and cannot be amended Deleting an Activity Code To delete a Code click on it in the main window so that the details appear at the bottom Then click the Del Abn button Confirm your wish to delete the Code when asked If LOLA has already recorded any time using the type of Activity Code that you want to delete in any kind of Case Type it will not allow the Activity Code to be deleted Copying Activity Codes from one Case Type to another In order to simplify the creation of Activity Codes you can copy codes from one Case Type to another Click the Import button then Select the Case Type whose Activity Codes you want to copy Then click Import The codes from that Case Type will now appear in the original Case type In order to complete the copy click the Assign Nominal Button and confirm your wish when asked Copy Activity Charging Rates throughout A Case Type If you want the same rates to apply to each Activity Code in a Case Type set the rates up for one Activity Code and then click the Repeat Rates Throughout Nominal Button This will copy the rates set for that Activity to all the other Activities in the Work Type Importing LAA Rates Fees There is now an option to import LAA codes Rates and fixed fees under the System Setup menu under the Administrator function Version 2 6 3 8 10 June 2014 The LOLA Administrator Manual 13 PEAPOD
13. News Home Owner Marketing Three Mortgage with Marketing Four Value of Estate 200 000 00 Number of M Seven 15 bi Five 0 Dependants HM Eight OK MA Sis 0 willl E Date of Will 06 05 2010 Tal D One W 30 03 2010 FP Do not mail Deeds DateofDeed W 30 03 2010 D Two SUA03 2010 Yes One Yes Two Version 2 6 3 8 10 June 2014 The LOLA Administrator Manual 30 O Legal Office The Software Suite For The High Street Firm Create a Marketing Mortgage With List In order to populate the list of Mortgage With options for a User to choose from select Administrator gt System Setup gt Marketing gt Mortgage With List This will open the Marketing Mortgage With List window W Marketing Mortgage With List y g Mortgag Click the New button to create a new File entry in the List Mortgage With Type the details in the Mortgage With P Uoyds TSB box Tr Royal Bank of Scotland Click Save You can edit an entry by clicking on the grey box to the left of the entry and then typing the amendments in the Mortgage With box If you want to delete an entry click on the grey box to the left of it and then click the Delete button Click Close to close the window Mortgage With Uoyds TSB ma ra In order to carry out a mailing based on the Marketing Information click the Reports button on the LOLA shelf at the bottom of the main window s z x3 fee ar a
14. Type and Account Number are User ID Password entered on this page as are the Criminal Text Messaging Ceis chedule number and Legal Help Schedule Mobile Na Bank Rec Bank Auto Ref No 227 Prefie i irmeese a Microsoft Exchange Server you st uld enter the Exchange Server name Land Reg Key No Forenarie No S Or its IP address here so that the system can a use the Outlook diary functions that exist in Lat Account No Z a Ly LOLA Our Support Staff will set this up for you r gal Heip Criminal Schedule No Schedule Ne Desired Your Peapod Client ID and password are Practice Location v y N x entered on this page so that LOLA can interact a 7 with our Support Centre when you log a call Peapod Client ID Password Support Centre If you have purchased the Postcode Anywhere Swed edi Saad Wakes module which enables LOLA to complete addresses for you from Post Code data you Postcode Anywhere enter the account number and serial number here Here you set the date that your Holiday Year Holiday Start Period 01 01 Detant bank For Receipts 0 runs from Office Bank CFF 0 Daily Bank 0 Version 2 6 3 8 10 June 2014 The LOLA Administrator Manual 7 PEAPOD Legal Office The Software Suite For The High Street Firm 6 Y Setting Company Preferences Select Administrator gt Configuration gt Preferences to Save amp Close to confirm the options you want Preferences Company Preference Please se
15. amend case type codes and amend standard fees You should not have to use these options as all the information needed for LAA work will be in your database and updated by LOLA s automatic updates The options are here just so that manual amendments can be made if necessary If you need any assistance with these options please contact the Peapod Helpline Making Cases Confidential NB Only a User with Partner access rights can do this and only at the time the New Case is put on the system When a Partner creates a new Case they can make it inaccessible to other Users by password protecting it Do this by completing the Password_box CASE DETAILS Password Ref it Case Budget 0 00 Date Opened 12 02 7010 Description UEN An Administrator or a Partner can make those cases even more secure by telling LOLA to store any password protected case files in a different location to the unprotected cases Set the location for password protected files Select the Administrator gt System Setup gt Secure Server Path option which brings up the Secure Case Path window Version 2 6 3 8 10 June 2014 The LOLA Administrator Manual 24 PEAPOD Legal Office The Software Suite For The High Street Firm Secure Location Click the Browse button to browse to a location where the password protected files should go Ideally the location should be a drive where access is restricted to Administrators of your Firm s computer systems Once you h
16. can amend these and the password you give to the User will be what the User has to type in the Logon screen when opening LOLA N B a password can be no more than 10 characters long a password strength indicator can be seen when entering a password for a user User Experience In this part of the window under Ledger Options you can set the default view that the User will see when they look at a ledger in LOLA In the Other Options section you can set whether the windows in LOLA fade in and out when the User moves from one screen to another Users who access LOLA through a Terminal Services connection must have the 7erminal Services tick box ticked Tip On slower computers it is best to un tick the Fade Effects tick box as doing so will make LOLA run faster The setting Mergefield Doc determines whether the Mergefield Codes Document opens when the User selects the Administrator gt Letters gt Amend Letters option see the Letters section for more details on this If the tick box is ticked then when the Letters Folder opens the Mergefield Codes Document will open at the same time If it is not ticked the Mergefield Codes document will not open The default is for the box to be ticked The Jntuitive Time Recording Feeearner Only option when ticked will turn on Intuitive Time Recording for the specified user if this hasn t already been turned on for all fee earners Version 2 6 3 8 10 June 2014 The LOLA Administrator Manual 20 PEAPOD
17. gla wlale lals mle Q Lie ile Blaze This opens the Report Writer window In the Report Writer you can either generate a report by selecting General gt Client Reports gt Marketing G1 8 or Marketing by Fee Earner G1 8a this will produce a report based on the criteria you select Alternatively choose the Excel gt Marketing in Excel option to produce a Spreadsheet Version 2 6 3 8 10 June 2014 The LOLA Administrator Manual 31 PEAPOD Legal Office The Software Suite For The High Street Firm In each case the Marketing Information window will open Marketing Information House Value 100 000 299 99 Status Marketing Publication Litigation News Home Owner Marketing Three Marketing Four MM Seven Display marked as Mortgage Do not mail C Mail fe Al Number of Dependants E x WE N Date of wit 207117200 Deeds IN Date of Deed 2071172010 M Eight M Five M Six D One Two Yes One an ENEI The symbol on the produced report signifies a contact on the mailing list Yes Two BE HE il El TE OF Exit Configure the Marketing boxes as you require and click OK This generates the Report or a Spreadsheet if you chose the Excel option In each case you will see the contacts whose details contained in the Marketing section of the Contact Database match the selected criteria If you save the Spreadsheet you can use it as a source document for a mail merg
18. of help videos which demonstrate how to perform tasks within LOLA To access these please ensure that you have entered your relevant support centre log in details entered into the company details then navigate to Help menu and the choose the E Learning Version 2 6 3 8 10 June 2014 The LOLA Administrator Manual 45 PEAPOD y Legal Office The Software Suite For The High Street Firm Contact Peapod Headquarters e Sales Email sales legaloffice com e Sales Tel 1 0845 683 2517 National e Sales Tel 2 0208 941 8818 London e Fax 0845 683 2519 e Helpline 0845 683 2518 e DX 115274 Hampton e Website www legaloffice com Address Peapod LEGALOffice Ltd Unit 1 Caste Business Village Station Road Hampton Middlesex TW12 2BX DX Peapod LEGALOffice Ltd DX 115724 Hampton Wales Merlin House 1 Langstone Business Park Priory Drive Newport NP18 2HJ e Tel 01633 415373 e Fax 01873 880 832 e Email huwj legaloffice com Northern Ireland Peapod LegalOffice N I Ltd 76 Main Street MOIRA BT67 OLQ e Tel 028 9261 3110 e Fax 0845 683 2519 e Email colino legaloffice com O Legal Office The Software Suite For The High Street Firm Version 2 6 3 8 10 June 2014 The LOLA Administrator Manual 46
19. tasks being shown Turning this option on allows automatic time recording of emails in and out Emails on LAA matters are time recorded as Letter Out or Letter In You can choose to record time in Units of 6 minutes and or you can choose to use Intuitive Time Recording or you can choose neither of these See the effect of your choice below By turning on this option you are choosing to use the integrated Digital Dictation package with LOLA this allows you to save to and retrieve dictated files from the Case History Version 2 6 3 8 10 June 2014 The LOLA Administrator Manual 9 Legal Office The Software Suite For The High Street Firm Company Preferences Please select which Outlook diary you wish to push dates to F Public V Personal Please enter the number of days between letter chasing LiF 121s 13 2 Please enter the email address used for debtor chasing V Automatic Intelligent Updates Update Method Web v Check ForL L case if budg ens F Case Clo LSC cases semen cases a File Updates The Update Method drop doWn allows administrators to control when LOLA updates are sent out to their users The options are WEB and FILE When an Administrator logs in and an update is available they will be prompted as such and by clicking Yes will download the latest update files from the Peapod website into the L Legaloffice System Updates folder and the update will be execute
20. the one where you wish your new item to appear before adding it To add an item click on the button for the type of item you wish to add from the row of buttons at the bottom of the Add Amend an Existing Workflow window gt LEMET TO gt OIICITIO rS Sending Form OSI _ ENLI ka aoc 15 Lu Ta OOO o E Keep In ToDo OOOO Fotin Action CType gai Fom Word Excel PDF Date Label Link Outlook Delete 1 LO s Close Word Excel and PDF To add one of these items you need to navigate through the folder structure of your PC to find the file of the item that you wish to add to the Workflow Whilst you can add items from anywhere it is sensible to have the master file saved somewhere in the L LEGALOffice System Letters folder or a subfolder of that folder You can group letters spread sheets and PDFs in sub folders of the Letters folder to make it easier to find the one you want Remember if you move the file out of the folder after you have assigned it to a Workflow then the link between the Workflow and the file will be broken and the workflow automation will no longer work N B When adding a Word Document to the workflow the Files of Type drop down has been amended so that you no longer need to select DOCX files from a separate option Throughout the system choosing Word Document will display both DOC and DOCX file types This is the same with Excel Workbooks which now display both XLS and X
21. A A E T E EE T T E E T T 45 Con PEAD O a a a setemeee tec iaeace 46 FASC IgE S A E E A A E E E T posuwannneadeasataaa etait 46 POG OSS rinena A tia canes tua tcaia mua teasaeea tie eacaniee 46 2 P oe eee A oe ee ee eee 46 VAS a E hier sane vipacsenateiyeana ewe nina eg era vases pane nae EEE E E 46 lade lgel ce hn ae 46 This Manual is a guide to the Administrator menu available to all Users with Administrator access rights to the LegalOffice LA LOLA system If you have any queries you can browse to http Awww legaloffice com and click Support Login to log a call with us online that we will deal with as soon as possible This is the quickest way to get an answer to any query that you have Alternatively you can telephone our helpline on 0845 683 2518 Version 2 6 3 8 10 June 2014 The LOLA Administrator Manual 3 PEAPOD y Legal Office The Software Suite For The High Street Firm Key In this manual there are certain conventions used to identify actions and describe details that you will see on the screen when using the program Navigation Where chevrons are used this signifies how you navigate to the menu item that needs to be clicked from the tabs that appear at the top of the window For example Administrator gt Configuration gt Company Details means point to the Administrator tab and from the items that appear point to Configuration and then click on Company Details Italics Where a word appears in italics this
22. Administrator Manual 43 O Legal Office The Software Suite For The High Street Firm Sources ofWwot gl a i Emam To create a new Source of Work click on the New button Type the description for the Source Source Of Work j ource UT Wo of Work and click the Save button Existing Client Local Advertising by ee When you have finished click the elephone ae i Close button Yell com Once you have set up a list of Sources of Work when a User creates a New Case the list that you create here will appear in the Source of Work drop down box in the Add Amend Contact Details window You can archive Sources of Work by Source Of Work Existing Client E Arcrive highlighting them and ticking the Archive tick box Backup There are two elements that require backing up in order to restore LOLA fully There will be a shared folder on the server that the users are mapped to By default the drive letter used is L and the location of the share on the server will be C Apps or D Apps depending on your setup There is also an SQL database that needs to be backed up The default location for this is on the server is lt shared folder gt legaloffice database and will comprise of two files called LOLASQL mdf and LOLASQL log ldf Depending on your setup you may need to stop the SQL services in order to backup these files Please note that the above are the default locations of the backup files but can all be checked v
23. Case in LOLA Any FE that logs on to a Case is assigned a Clock If a FE leaves a Case without committing time then that uncommitted time is saved in the clock allocated to that FE Therefore if there are 5 FEs with Uncommitted time on a Case A 6th FE that opens it will be warned which 5 other FEs have uncommitted time The 6 FEs time will have to be recorded manually LOLA will only commit time if the clock has more than a minute recorded on it Version 2 6 3 8 10 June 2014 The LOLA Administrator Manual 11 Legal Office The Software Suite For The High Street Firm Time Recording in Units Private cases onl If Time Recording in Units is set as a Preference and a User produces a Letter or Call In Out the item will be charged at one tenth of the Activity Rate Value assigned to that activity For example if you set a Letter In rate of 10 the total value of the line entry will be 1 00 If you do not select Time Recording in Units then when a User creates a letter with a Letter In rate of 10 the total value of the line entry will be 10 This is a system wide choice so all Users must operate Time Recording under the same conditions If you have also ticked the Intuitive Time Recording box then when a User clicks the Commit button on a Case LOLA will ask if they want to round up the time recorded to the nearest unit of 6 minutes Activity Codes Select the Administrator gt System Setup gt Activity Codes option This opens the
24. E T never 12 Adding a New Activity Code cccccccessccsecescesscceecneoesesceecneaecescuecnesscueonsonsssonsnsoaseeesneossescnsonsstsnssnssnsires 12 Amending an ACUVIEY COGO irrena EE EESTE EEE A 13 peleting an Activity OC aa sees otersaresears ion mini iaa a a a EEE ENAA ENARE RENA 13 Copying Activity Codes from one Case Type to another s ssesesssssrsrsrnrnsrnsrenernrnrrrnenennrnrnrnenenernrnrnenenennnne 13 Copy Activity Charging Rates throughout A Case TYPe ccceccccececseceeeeeeeeeeeeaeeeeaeeeeaeeeeaeeeeaeaesesaeeesaesesanaegas 13 PORNT LAA RES E rn EEE E ET 13 PTI LAC CS ana EE E a 14 SS a TA a E A A aneonne acini pean 15 Add a New Date or Task ccccsceesseensneateneneeneeeeeseeenseeaeeneaeeeeeeeasenenseeaesneaeeeeaeaaseeeaseeanseeatsaeaesaseneasenensenans 15 ASSON Dalo aprenan aE E r E E ra oE rE EERE a REN 16 Set Access Rights for Dates and Tasks sssassssssnnnsnnannnnnnnnnnsnnnnnnnnnnnnnnnnnnnnnnnnnannnnnnnnnnsnnnnnnnnnnnnnnannnn nenna 16 Amend a Dater TASK ies inisasinceneessuasvesp nnan EEE ET E REEE 16 pelete d Dae Or TA E araa a E a 16 DEDUNNE MG aae A E E seule 17 Add Delete or Amend a Department n ssssssnsenesssnsnsnnrernsrrnrensernsrenrnrnnrunnensnrnnrernenennnnreruenenrnnnnruenennnnne 17 FIO OCU OWNS eeraa A EE A E E E 18 Txt Message Pas E oaiae E AA A E Aaa 19 Add Amend or Delete a Text Message Phrase nssnsssnnnenssnsnsnnrernnrenrnnnnrurnennnnnnrurnenrnnnnnnrnenennnnnnrunnennnnnn 19
25. LSX files The file format DOCM Word Macro Enabled Document can now be added to and produced from a workflow Forms If the item you are adding is a Form these are in the L LEGALOffice Formslib folder or a subfolder of that folder If the item you have added is one that the User will need to generate more than once during a case e g Blank letter to Client then tick the Keep In To Do tick box This stops the item from disappearing from the Workflow once generated The User can then generate another of the same item later on from the Workflow Dates N B before adding Dates to a Workflow read the Dates and Tasks section of this Manual so you understand how they work Clicking on the Date button will bring up the Date Task Types window From here you can select a date or task and insert it into the Workflow by clicking on the Assign button at the bottom of the window Labels To break up a Workflow into sections you can add labels by clicking the label button and typing the label that you want to appear in the Workflow Links You can add links to web pages as part of your workflow This will add the web site address to the workflow so that Users can easily access web pages that they might need to visit during the course of the Case Version 2 6 3 8 10 June 2014 The LOLA Administrator Manual 35 PEAPOD Legal Office The Software Suite For The High Street Firm Outlook Template A facility has been added to allow you t
26. Legal Office The Software Suite For The High Street Firm User s Access Rights There are various types of User Each one has a different set of privileges to use various parts of the system as shown in the table below Combinations of User Access Rights will provide access to additional options and buttons Access Rights Granted Gives access to the Administrator Menu of LOLA the Delete Case option under the File menu and the delete button in Time Recording If Administrator and either Partner or Cashier rights are granted as well then the Company Details and Import Codes buttons in the Administrator Menu can be accessed Gives full access to the Accounts part of LOLA including Month End and Year Cashier End routines and Full Access to Reports unless User is ticked as well in which case the Reports will be limited to Client Ledgers Time Ledgers Client Checks and Unpaid Receipted Disbursements Gives access to all the client time and financial reports available in the system In the administrator menu access is given to the Retrieve Case Passwords option as only a partner can protect a case with a Password when it is opened Partners are also the only type of User that can authorise Posting Slips Supervisor This User s name will appear in the Supervisor dropdown list allowing them to be set as the Supervisor of a Case Bill to Accounts Gives the User the ability to post a Bill they create in the Ti
27. No No Yes No No No _ Manchester Office 25 No Test Executive i 1 Yes Yes Yes Yes Yes Yes 0 Yes User USR U No No No No No Yes 0 No At the bottom of the window is the area where you can add new Users amend existing User s details and take Users off the system Add a New User Click the New button at the bottom of the User Access window USER EXPERIENCE Ledger Options Other Options Mandatory Field Show All E Archive 7 View Outstanding Transactions V Assign Ltrs Cls E Show KPI s Intuitive Time Recording Feeeamer Only Qualification V View All Columns V Fade Effects Show Diary Sl Tenminal Services User ACCESS RIGHTS User Name Initials Logon ID Password Oo a NLIS User Name NLIS Password Cashi CSH c m Administrator Z Bill To Accounts Feeeamer Budget Hours 0 Value 0 00 Branch 1 v ector _ Secretary Email Supervisor Holid Holid Holid ays CPD Hous 0 Charge Rate v Mobile Sic 0 prenna Taker 0 Remaining 0 v Accounts Setup Department v Direct Dial V Complete Cases DD gt F Letters Workflows Grade Rate1 Rate2 Rate3 MisRate Start Date Date of Birth four gt 000 000 000 0 00 06 02 2012 06 02 2012 FeeNo 3 a The field boxes will clear and you can add the details of the New User The Logon ID will default to the initials that you put into the nitials box but you
28. a a 0 No FY Ttr to Clieri If you wish to abandon the new entry rather than save it click the Del Abn button Otherwise in order to add any new date to the system you must click the Save button Assign Dates You can use the SSIGN DATES button to assign dates under an unwanted date type already used in the RE Review File 0 0 No RVW Review Date 0 0 i SCK Sickness 0 0 No Type Description Next Stage SS Task 1 Z D ACCESS RIGHTS All C Feeearmer C Partner Director C Secretary Case Type C Expenses Set Access Rights for Dates and Tasks You can choose which types of Users are able to amend delete or mark a Key date type or a task By default all Dates and Tasks can be edited or deleted or marked by everyone ACCESS RIGHTS All E Feeeamer E PartnerQirector FP Secretary However ticking the relevant Access Rights tick box will set which type of User can modify a particular type of date or task This can be useful where Partners want to ensure that certain key dates e g Case File Review Dates can only be marked as done by a Partner Amend a Date or Task To amend a Date or Task click on the grey box at the side or the entry you wish to amend so that the details appear in the boxes at the bottom of the window If you want to change the Type Code make sure that the new code you choose is unique and not already in use Once you have made t
29. add a new Nominal Case Nominal Accounts Monthly Budgets T ata e click the New button z St ees da he VA a YP f mie Purchess noolt Ne gi Then assign a number for the Sal 0 00 Y N e i Expenditure CEAN 50 00 Yes INc Mar A Case Type Private Case Types Mormon 0 00 Yes Ne 7 must have numbers between ere C Family 0 00 es Nc Probate 3 220 00 Yes _ Nc May J d 1000 and 1799 Public funded Will 0 00 N Liabilities C Personal ap 50 00 Yes Ne Jun y O Case Types must have mrm E00Yes Nc a numbers between 1800 and Office Banks C itigation 0 00 es Ne hag C g General 000 Yes_ Ne 1899 so that LOLA provides Debt Recovery 0 00 Yes Nc Sep sg h P 7 Cient Banks C Criminal 0 00 Yes Ne ot 9 the correct time recording Commercial Conveyancing Gen 0 00 Yes inti a Commercial Purchase 0 00 Yes Alc Nov 9 rates Type a description for PIO amp Loss Criminal Contracting 0 00 YeS Nc Dec 9 the Case Type and click the Criminal NI 0 00 y s Nc Update button ag VAT Nominal M De activate Nominal New update Ext Repeat To amend the description of a Case Type click on the grey box to the left of the one you want to change Its details will appear in the boxes at the bottom of the window Change the description and click the Update button E Learning There are now E Learning modules available through the LOLA Help Menu These modules are a series
30. age Days Case Type Expenses I ca T j SCA a a Be 83 I EE 4 53 5 HETAT BLEEP Add a New Date or Task Click the New button at the bottom of the Window Mert Stage E Expenses o Doc Action Pion e peen aes I E Feeeamer D seesaw Pach Doe Aach Forn J Assn Oates The boxes at the bottom of the Window will clear allowing you to put in details of the new Date or Task Enter the code in the Type box first Remember that the code must be unique It cannot be the same as any codes already in the system Type a description for the Date or Task then decide whether to link this date to the next stage in a matter In the example below you can see that the Decree Nisi Date is linked to the Decree Absolute Date This means that the Decree Absolute date will appear in the Fee Earner s Diary in 43 days time from the date the Decree Nisi Date was activated in the Workflow You can also attach a Word Document an Email or a form to a Date or Task so that it is produced when the User clicks the Doc or Email buttons that appear when a Date or Task is activated In this example a letter to the Client advising Decree Nisi has been received is linked to the date Version 2 6 3 8 10 June 2014 The LOLA Administrator Manual 15 PEAPOD iy Legal Office The Software Suite For The High Street Firm DA Decree Absolute 0 0 No DE Defence Due 0 0 No DNR Decree Nisi Received
31. ation from the database you need to have an understanding of how Mergefield Codes work in Microsoft Word Mergefield Codes To find out what the available Mergefield Codes are select Administrator gt Letters gt MergeField Codes or from the Add Amend an Existing Workflow window click the MergeField Codes button This action compiles a Word document that contains all of the Mergefield Codes that are available You can copy and paste the relevant Codes from this document into your letter templates To find which Mergefield Codes are relevant to the letter or document you are creating open the Case Data page for the Case type where you intend to assign the letter or document Then hover your mouse over the fields that you want to take the information from A pop up will appear giving you the name of that field Copy that Mergefield into the position in your letter where you want the information to appear Linked Files In addition to using Mergefield Codes in template letters LOLA also uses the Microsoft Word function INCLUDETEXT to bring other files into a letter when it is created Typically the INCLUDETEXT statement is in the first line of the template so that the file that contains the header MergeField Codes for that contact type will merge into the final version of the letter created The Header file contains everything from the first line of the Addressee to the Salutation It works this way so you have one header file for each Contact Type In th
32. ave found the location click the Set Path button to confirm Only cases whose passwords are created after this location has been set will have their files stored in this location Retrieve the Password for a Case NB Only a User with Partner access rights can use this option Select Administrator gt System Setup gt Retrieve Case Passwords This will bring up the Case Search window pe X Case Search ex File Use the Wildcard to broaden your search Search For Hit enter to open a case if only 1 record left Saves a click Search By E Ref Client Name E Forename Sumame F Description UFN Tel Nom By Feeeamer 8 Test Executive Show Show Only Clients Private LSC E All Active Cases F Al Completed Cases F Al Cases F Cases 1 Record Client Name Forename Sumame Completed Nom Fee WIP Bal Office Bal i e 0000010 001 Password J Password Secret Case 0000010 001 No 1020 8 0 00 0 00 Use the Case Search window to find the case for which you requjsethe password Click on the grey box to the left of the case to highlight it in blue then click the Get Password button A box will appear on the screen telling you the password for that case Version 2 6 3 8 10 June 2014 The LOLA Administrator Manual 25 O Legal Office The Software Suite For The High Street Firm Mandatory Fields As an Administrator you can force Users to complete certain fields when adding new clients to LOLA or opening new cases Your F
33. d from there All LOLA users will automatically use the FILE method of updating and so when logging in or using the check for updates button LOLA will execute the update from your L Legaloffice System Updates folder instead of all users downloading from our Peapod Website Version 2 6 3 8 10 June 2014 The LOLA Administrator Manual 10 PEAPOD Legal Office The Software Suite For The High Street Firm Time Recording Intuitive Time Recording If you configure LOLA to use Intuitive Time Recording a clock will appear in the main screen at the top when a User opens LOLA NB A User must have Fee Earner status to use Intuitive Time Recording Case Budget il REF a PEAPOD O01 3 UFN PEAPOD 0O1 LoXon ID KS aie Ss ie Dish Budget Client Peapod Legaloffice 1 Call In Out EA 8 0 00 Se eee eee e Client Bal 0 00 0 00 Desc Peapod Open Doe Cin Gut Office Bak 1 00365 1 033 65 00 02 01 Sheen on Case Type 1999 Peapod Close Al Letter In Gut On Deposit 0 00 A i WIP Bal 148 00 Feeeamer 4 Fee a FEES Form 1 Our 878 NE in ow 22 Total Time 4 18 The Clock starts whenever a User performs an action such as opening another case moving to another part of the same case or refreshing the screen The clock will capture the amount of time a User spends on a case accurately As the User moves between cases the time
34. e been exchanged completion IESCA Text Messaging Credits You purchase texts messaging credits in bundles to see how many of these credits you have remaining yu can look under the Administrator tab Configuration and Company details screen The number of credits remaining can be seen at the top right hand side of the screen and this is paired with a button to add more This button will prompt you to enter the number of credits you wish to add to your account After entering the number LOLA will use your Outlook to send an email to our offices notifying us of your request When we have updated your credits LOLA will automatically display the new number of credits remaining on this screen Version 2 6 3 8 10 June 2014 The LOLA Administrator Manual 19 PEAPOD Legal Office The Software Suite For The High Street Firm Users Select Administrator gt System Setup gt Users The Users window appears This shows all the Users registered to use LOLA in the top part of the window User Access File User Name Initials Logon Admin FeeEamer Secretary Partner Cashier User Department Holiday Logged In NLIS User NLIS Pword gt Cashier CSH No No No Yes No 0 No Fee A FEEA A No Yea No No No No 0 No FeeB FEEB B No Yes_ No No No No O No Kevin Parsons 25 No Partner PTNR PTNR No i No No Yes No No _ Head Office 0 No Super Secretary s_ S
35. e future if you need to change your letterhead you only have to change the header for the contact type rather than change all the letters you have in the system To see the files linked to a template letter open it and while holding the ALT key press F9 You will now see the details of fields that held in the document At the top of the letter you will see something like INCLUDETEXT L LEGALOffice System Letters Header_Client doc MERGEFORMAT This example shows that the Header_client doc file will merge into this file when LOLA creates a letter from it To change the Header_ file link edit the INCLUDETEXT statement To enable faster merging of documents Microsoft Word stores linked files So the details that you see when you hold down the Alt key and press F9 will not change until you refresh the link To refresh the links in a document select all the text Hold down CONTROL and press A then press F9 You should do this every time you open a template letter to edit it so that what you see on the screen is the latest version of the files linked to the template Version 2 6 3 8 10 June 2014 The LOLA Administrator Manual 37 Legal Office The Software Suite For The High Street Firm Amend Existing Letters or Document Templates Select Administrator gt Letters gt Amend Letters This will take you to the Letters folder so you can browse to any existing document and add merge fields to it Once you have opened the document you wan
36. e in Microsoft Word or as a mailing list for a professional marketing campaign Version 2 6 3 8 10 June 2014 The LOLA Administrator Manual 32 Legal Office The Software Suite For The High Street Firm Money Laundering Documents LOLA allows the Firm to set which Money Laundering Documents it is prepared to accept as proof of identity The Administrator sets up that list Set up a List of Acceptable Documents Select Administrator gt System Setup gt Money Laundering Documents csv Lippoard if Front Al i jx Passport A B C D E Passport Driving Licence Council Tax demand Utility Bill ua Pa A Spreadsheet opens allowing you to put in Column A the list of documents That list will then appear in the Document One Two and Three dropdown boxes in the Money laundering Contact Files window Money Laundering Who iia Money Laundering Documents Checked Document One Passport Document Twa Driving Licence Document Three Date Of Check 05 08 7009 Version 2 6 3 8 10 June 2014 The LOLA Administrator Manual 33 PEAPOD Legal Office The Software Suite For The High Street Firm Workflows In LOLA it is simple to create or change Workflows that Users follow when dealing with their cases A Workflow can contain Letters Documents Forms Dates and Tasks Add a New Workflow Select Administrator gt Workflow gt Workflow Setup and the Add Amend an Existing Workflow window will open
37. e window when you click on the Activity You can add amend or delete these activities and change the rates applicable to each one Adding a New Activity Code At the bottom of the window are control buttons that allow you to create a new Activity Code Click the New button The Code and Description boxes will clear allowing you to make a new entry Version 2 6 3 8 10 June 2014 The LOLA Administrator Manual 12 PEAPOD Legal Office The Software Suite For The High Street Firm 6 Y Type in a new code which must be different from an existing one and give it a description If the Activity is only to apply to one particular Case Type select its number from the MomNo drop down box Once you have set up an Activity Code in one Case Type you can save that Code to all the Case Types in the system by clicking the Save to all Nominals button You may find it easier to just work with the Non Specific Case Type as it will be simpler to maintain your Activity Codes across the Firm if everyone uses exactly the same set N B If a MISC activity code is added you can use it to bill fees along with standard time recording entries in the same bill see User manual for how to use this activity type Amending an Activity Code To amend a Code click on it in the grey box to the left of it in the main window so that the details appear in the boxes at the bottom Overtype those details in the Description box and then click the Save button
38. emplates that LOLA uses to generate letters and documents in a case are standard Microsoft Word documents containing Mergefield Codes that use the Word mail merge function to merge data from the LOLA database into the template If you want to add new template letters to LOLA you should include Mergefield Codes in those templates which merge the data from the Case Data file into the template letter or document Template letters are stored in the L LEGALOffice System Letters Folder What you name your own letters and where you place them within the Letters folder is very important LOLA only allows two folder levels beneath the Letters Folder It also requires unique names for its template letters and documents When LOLA creates a letter from a Workflow it will look through the Letters folder and open the first template that it finds with a name that matches the template name in the Workflow Therefore it is essential not to have duplicate file names in different folders To this end the LOLA template letters need prefixes to differentiate between different work types e g CP Letter to solicitors may be the commercial purchase version of the blank letter to solicitors and F Letter to solicitors the family version Following this principle each Department can determine the layout and content of their blank letters Following the above protocols you can create your own letters from scratch In order to get the letters to use inform
39. g this option will make the Mergefield Codes document open every time you click on the Administrator gt Letters gt Amend Letters command Show Diary Ticking this box makes the Office Diary appear whenever the User begins to use LOLA If it is un ticked the system will just show the main page on start up Show KPI s Ticking this box will open the KPI Dashboard every time the User logs on to LOLA Terminal Services If the User accesses LOLA via a Terminal Services connection then this box needs to be ticked Amend a User s details Click the grey box to the right of the User s name in the list of Users so their details appear in the boxes at the bottom of the window Make the changes that are required and click the Save button Clicking the Close button before clicking the Save button will cancel any changes made to the User s details Archive a User You cannot delete a User from the system However if a User leaves the Firm you can archive their User details which will stop their access the system Click the Archive tick box You will be asked to confirm your action If you choose Yes you will then be asked whether you wish to transfer any cases and dates from the Archived User to a current User Clicking Yes will open the Choose Feeearner window contre Please choose the feeearner by clicking the drop down arrow Version 2 6 3 8 10 June 2014 The LOLA Administrator Manual 23 PEAPOD Legal Office The Software Suite For T
40. grey box next to its a description then make the change Department Conveyancing Deplanen peer ee Spann Resale eee T e required in the box at the bottom of the acaimie E window then click the Save button When you have finished organising your ohrase k the Close button Version 2 6 3 8 10 June 2014 The LOLA Administrator Manual 17 PEAPOD Legal Office The Software Suite For The High Street Firm File Locations You can specify a list of File Locations that Users will be able to see in the Client panel for a matter This can be useful for tracking where Files should be within the premises that the Firm practices from To create a list of File Locations Select Administrator gt System Setup gt File Locations This opens the File Locations window File Location Archive Location 1 Archive Location File Room John Travolta s Office Mark Abrahams s Office Version 2 6 3 8 10 June 2014 To create a new location click the New button and type the description into the box at the bottom of the window Then click the Save button N B you can only have up to 50 characters including spaces in any description To amend a description click on the grey box next to the description you want to change then make the change required in the box at the bottom of the window then click the Save button To delete a location select it by clicking on the grey box next to the location in the list of locations The
41. he High Street Firm Select the Fee Earner to whom you want to transfer the Archived User s cases dates by clicking the arrow on the right of the drop down box and then click OK The cases and dates assigned to the Archived User will then transfer Restore an Archived User Click the Show all tick box and any Archived Users will appear in the list Select the User you want to restore by clicking the grey button to the left of their entry in the list and then click OK Print a list of Users If you click the printer button next to the New button at the bottom of the User s Access window LOLA will print the list of Users as they appear in the grid at the top of the window Legal Services Commission Import Codes NB You should only run this option if told to do so by Peapod Technical support This will import new LAA Activity Codes BE AWARE that clicking this button will overwrite any activity codes previously stored in LOLA Select Administrator gt System Setup gt Import Codes NB You will need to have both Administrator and Partner or Cashier User rights to see this option Import Procurement Codes LAA An Import Procurement Codes option has now been added to the System Set Up menu under the Administrator tab This facility will ensure that you have all the latest Procurement Codes on your system LAA Setup Select Administrator gt System Setup gt LAA This option allows you to manually amend case types
42. he changes you require click the Save button Delete a Date or Task To delete a Date or Task click on the grey box next to the entry you wish to delete Once its details appear in the boxes at the bottom of the window click the Del Abn button Click yes when asked to confirm the deletion Tip Using Type codes that have some reference to the description of the Date or Task will help Users recall them when using the system and will avoid clashes when you add new codes Version 2 6 3 8 10 June 2014 The LOLA Administrator Manual 16 PEAPOD Legal Office The Software Suite For The High Street Firm Departments In order to get the full benefits of the Office Diary you should allocate each user to a Department even if that department is just the Firm itself Add Delete or Amend a Department Select Administrator gt System Setup gt Departments and the Departments window will open Departments Department TEA eae To create a New department click the Conveyancing Deptament 0633415373 0633415375 New button then type the details in the Family Department ae ee box at the bottom of the Window including that departments direct dial number and fax number if applicable and click the Save button delete a department select it by clicking on the grey box next to the description The description will now be in the box at the bottom of the window Click the Delete then click yes to To amend a department description click on the
43. he required Bill Invoice Proforma Number this will be Proforma Bills created by Users Select automatically incremented when one of these is produced each by clicking their tick boxes The E Auto Bill No Bil No 2 fields on the right allow you to specify E Auto Invoice No Invoice No 1 what number the next Bill Invoice or E Auto Proforma No Proforma Mo 1 Proforma will be Additional Company Information The fields on the right hand side of the Company Details Window allow you to configure the system Version 2 6 3 8 10 June 2014 The LOLA Administrator Manual 5 PEAPOD y Legal Office The Software Suite For The High Street Firm You can enter the Text Messaging Access details if you have bought that facility The mobile number you enter is included in every Additional Information text as the one from which the text message User ID Password was sent Text Messaging Code Mobile No The Credits box allows you to see how many text credits you have remaining and the sai aaa v Auto RefNo 3 Prefix button allows you to choose a bundle of Land Reg Key No Forename No 0 credits to purchase from our 200 500 1 000 5 000 credit bundles An email is then sent to i SE EN us using your outlook email and you will be Criminal Schedule No Schedule No invoiced accordingly and your remaining credits increased Practice Location nated N Exchange Server 3 Nome IP Address Re nb PC psHegal co The Auto Ref No
44. ia the share and the SQL manager Please note that Peapod will not routinely take backups or your data and are not responsible for looking after your backups Cases Export Case Details to Excel You can export to Excel basic details of all your active cases Select the Administrator gt Case gt Export All Active Cases To Excel option Beware that selecting this option will start the export function and if you have a lot of active cases it may take some time Clear Data This function is only for use by Peapod Support Staff Case Types To manage Case Types you have to go to the Accounts part of LOLA If you want to add a new case type or change the name of a Case Type open LOLA p from the LOLA shelf at the bottom of the LOLA window Version 2 6 3 8 10 June 2014 The LOLA Administrator Manual 44 PEAPOD O Legal Office The Software Suite For The High Street Firm In the Accounts LOLA window select File gt System Setup gt Nominal Setup and the Nominal Ledger Case Type Setup window will appear N B If you create new case types or change the descriptions of existing ones then your actions will apply to both Case Management and Accounts because the Nominal Income Accounts are the Case Types Be sure to agree any changes you propose to make with your Accounts Department or Bookkeeper before they are made Nominal Ledger Case Typey Se o u J Se A _ To
45. ile Once you have put in the details click the Save button then Close If you change your mind and decide not to create the new User click the Abandon button Other Options This area allows you to make various settings for a User Version 2 6 3 8 10 June 2014 The LOLA Administrator Manual 22 Legal Office The Software Suite For The High Street Firm USER EXPERIENCE Ledger Options Other Options View Outstanding Transactions Assign Lirs Cls V Mergefield Doc Z Show KPI s View All Columns E Fade Effects E Show Diary E Terminal Services User ACCES User Name Initials Logon ID Password Rall No v Administrator Admin Man A 7 E Cashier Budget Hours 0 Value 0 00 Branch 1 Mobile E Partner Direct Ledger Options These boxes determine whether the User will see only outstanding transactions and all columns when they look at a ledger Tick whichever is preferred Assign Ltrs Cls Ticking this box will mean that any work done on the system will be recorded as being done by the person logged in Un ticking the box will show the work as being done by the Fee Earner to whom the case is assigned rather than the User who did the work unless the User and Fee Earner assigned are one and the same If the User is a non fee earner then the initials of the Fee Earner for the Case are recorded Fade Effects This makes the transitions between windows as they are opened or closed fade Mergefield Doc Tickin
46. iles you have highlighted click the Set Properties For Selected button If you want to change all the files in the folder click the Set Properties For All Files button N B Do not use the Set Properties For All Files button if you are linking a header or file to your templates and the header or footer file are in the same directory as the one you are processing Options gt Show Word Working before clicking the Set Properties button Once you have clicked one of the Set Properties buttons the Settings window appears NATEGA iGfice Main Page Settings Margins Orientation ag Change Page Margins Top o Bottom Header Footer Left Change Header and Footer Right Header Link Head Section Footer Link to First Line Font Settings Normal Font Settings Change Font Name Apply Changes AaBbYyZz Change Font Size Change Alignment ange Ali ii Close In this window you can enter the settings that you want to apply to each document selected in the previous window You can also link a file that will merge into the header or footer of the document when it is created using LOLA e g A Word document containing the header or footer of your firm s letterhead You can also link a file such as a general header that will merge into the top of the body of the document when it is created using LOLA Once you are happy with all the settings for the documents you have selec
47. irm may wish to do this to make sure you capture certain data in your database Select Administrator gt System Setup gt Mandatory Fields and the Define Mandatory Fields window will open You can select up to 10 fields in the Client or Contacts windows that a User must complete 7 WG Define Mandatory Fields CLIENT CONTACTS Field 1 Case Budget Field 1 Source of Work Field Supervisor Field 2 Gender Field we Field 3 Marital Status Field 4 Field 4 Field 5 Field 5 Field 6 Field 6 Field 7 Field 7 Field 3 Field 3 Field 3 Field 3 Field 10 Field 10 Save Close Do this by using the drop down arrows at the right of each Field to select the boxes that you want the User to complete Once you have completed your selection click the Save button You can amend the chosen fields at any time by altering your choices and clicking the Save button If you want to stop a field being mandatory use the delete button to clear it from the Field box Tip If you find that Users are not entering all the information required then make the fields that they are missing out mandatory Those fields will have a symbol with a yellow background next to them so that User s can see what fields they must complete when creating cases and contacts Version 2 6 3 8 10 June 2014 The LOLA Administrator Manual 26 Legal Office The Software Suite For The High Street Firm Miscellaneous Fields The Miscellaneous Fields seen
48. is describing the name of a box on the screen Bold Where a word or words in a paragraph are in bold this describes the name of a button in the window Enter or Amend your Firm s Details Select the Administrator gt Configuration gt Company Details option from the menu bar at the top of the Window this opens the Enter Company Details Screen NB Only a User with combined Administrator and Partner User Access Rights can do this Here you may either fill in or amend your Company Details Then click Save and the Close button to confirm Se E O pany Details File Main Branch Contact REE SE Additional Information er User IC Password Company Name Feapod Legal Office Torikka Address Unit E Treowen House Postcode NP SHA Land Reg Key No Forename No O Tel 01873 770250 LSC Account No LSC Contract L Fag 01873 80832 Legal Help Criminal Schedule Mo Schedule No DX No Exchange Exchange Server VAT Reg No p45 Name IP Address Mobile No Bank Rec Bank Auto Ref No 3 Prefix Practice Location Client ID Password Licence Number Peapod Support Centre Year End 31 12 2005 F Cash F Cheque Account Number Serial Wumber Accounting Printing ee kinnin Month End E Month End 15 06 2011 Enter the required Bill Invoice Proforma Number this will be automatically incremented when one of these is produced Auto Bill No Bill No 8 E Auto Invoice No Invoice No Auto Proforma No Profor
49. l 2 PEAPOD Legal Office The Software Suite For The High Street Firm PAGE NSIS ae sinacsctstes athiosrrseacarsaannatasapyatnmnmareyathedunicsaiergnseaia papyaiebinaeas N si eeapeRs en 26 Miscellaneous FI YS ronisin aaea rr A aa raai 27 lE E E E E A E E E E 28 Set Marketing Criteria irani nena nanena ANEA AATE AA EEN AA AAA AEA RATRE AAA ERARA RARER SNA 29 Customising the Marketing Information Box LabelS ssssssssssssssrnssrsnnnnnrnrnrnrnrnrnrerenennnnnnnennnnnnnnnnnnnenenenns 29 Cr ate a Marketing Mortgage With LIST siec cesinsetsdenaneveeiis ne a a a a ara 31 Money Laundernng DocUMENES presidie naasian an a aa E Eae aeia aa E EAE 33 Set up a List of Acceptable DocumentsS s sssssssserssssssnsnnrnrnrnsnrnnnnrunnennnnnnrennenrnrnnrnruenennnnnerunnenrnnnnrnnnenne 33 WOTE O E E teaver ana eed 34 Add a New VV OI OV sarrisiriasseririsnnes riirii sien assis nenne Aa REANA EEO NEEESE EORR TEREE 34 CaSe ae eaa r a a a ea samc ees a a E E O 34 Add Items Oa WorkOW eraris a Aa E E A 35 E E E E E E E E E E E A E S E E E a 35 Wod EK oaa Or ernn a Ea 39 OMS oaa shaeiebltherbiasdesiniatci matin siatsunteisteninoisiueuunisiesainadcuuurh 35 DiS ee E E EEA E E A E E S EE E A ibaasag saan E E E A E E a E ws 35 By SU e E E E EE S ah E E TE E E E E T E ET 35 A a A A A A ema vena aaeheamiaatecten 35 UOO TO aa E A A E T ATEA A ere 36 Delete an Item from a WorkfloW s ssssssesssssnsnnnnrusrensnrnnrersensnrnnrernerennnnnnrurnensnrnnrerne
50. lect whi Outlook diam you wish beth dates to C Public Personal Please enter the nunbgett days between letter chasing Please enter the email addresseetEd for debtor chasing Se et Auto etetiitelligent Updates Update Method Check For Update C Auto Archive No C Case Closed Analysis C Cash Flow Forecasting Ea Budget C Cloud Forrnelib C Only Admins Amend Archive Ref C Delete CaS Resmayently C Peroa Limesheets Delete Review Dates On Active Case C Disakge rite Off Review D aps ol Send Attendee Thssage Drage Drop Show Tasks On Diary By Default Intuitie T ime ecording Time Record C Click Start C LSC cases PRawate cases Lock apse if case Bydget haNseen exceeded IN Time Recording in Units C LS cases Nativate cose C Usesrtegrated DD Save amp Close you Click It You can choose to make a case read only if the WIP the case exceeds the budget Only an Administrator can override this Version 2 6 3 8 10 June 2014 bring up the preferences selection screen Click Key Dates from the system can be sent to the User s personal Outlook diary or to a public shared diary This is your Firm s policy for the intervals between sending letters regarding outstanding bills Credit Control If you chase debts by sending emails rather than letters this reply address will be used in the emails The system will update its files over the Internet as new version
51. location will now be in the box at the bottom of the window Click the Delete then click Yes to confirm When you have finished organising your locations click the Close button The LOLA Administrator Manual 18 O Legal Office The Software Suite For The High Street Firm Text Message Phrases If your firm wants to use standard text messages to notify clients providers and others of key events you can define a list of precedent text message phrases Select Administrator gt System Setup gt Text Message Phrases The Text Message Phrases window appears Add Amend or Delete a Text Message Phrase Text Message Phrases _ To create a new phrase click the New button and type the phrase into the box at the bottom of the window the n Phrase click the Save button Contracts have been exchanged completion Please call us as soon as possible N B you can only have up to 50 characters including spaces in any phrase To amend a phrase click on the grey box next to the phrase you want to change then make the change required in the box at the bottom of the window then click the Save button To delete a phrase select it by clicking on the grey box next to the phrase in the list of phrases The phrase will now be in the box at the bottom of the window Click the Delete then click yes to confirm When you have finished organising your phrases click the Close button Text Phrase Contracts hav
52. m from a Workflow To delete an item from a Workflow select the item by clicking in the grey box to the right of it and then click the Delete button at the bottom of the window Copy an Existing Workflow Bm To copy a Workflow select the Workflow you wish to copy in the Workflow dropdown box then click the Copy button in the top right hand corner of the window The name of the Workflow you are copying from will appear below the button Save Next select the Workflow you wish to copy to from the Workflow dropdown box a 4 Sale Then click the Paste button Choose Yes to confirm the action when asked Delete a Workflow If you want to delete a Workflow that you no longer use click the nactive tick box next to the Workflow name at the top of the window This will not delete the Workflow from LOLA but will mean that a User cannot select it when creating a new case or changing a Workflow type Version 2 6 3 8 10 June 2014 The LOLA Administrator Manual 36 PEAPOD y Legal Office The Software Suite For The High Street Firm Reassign a Workflow It is possible to re assign the name and number of existing workflows in a batch This facility is largely for OFFICECase Users who may wish to put their Workflows in a different order when upgrading to LOLA If you wish to carry out this operation please contact our Helpline and a member of our Support Team will assist you Letters General The t
53. ma No 5 Holiday Start Period 01 01 Default Bank For Receipts 0 Office Bank CFF 0 Daily Rank 0 If you have more than one branch then after saving the details for your Head Office as Branch 1 click on the New button and enter the details of the next branch in your organisation Continue until you have entered details for all your branches that will use the system The Email field is for a general address for the Firm Version 2 6 3 8 10 June 2014 The LOLA Administrator Manual 4 Legal Office The Software Suite For The High Street Firm Entering Accounts Preferences sak ele Deas OS The Fields and boxes on the lower left of File the Company Details Screen relate to Main Branch Contact setting up the Accounts part of the Company Name Your Firm 4 Co system Address Your address Here you enter your Firm s Year end date select whether you wish to use a Branch 1 Bi ssid cash accounting system and invoke the Tel 01234 134567 Cheque printing option that is available Fax 01234 987654 in Accounts DX No Eechange DX 189767 Yourtown Email topuser yourfim co uk You can also choose how much to VAT Reg No GB12348987789 automate the system by ticking the Auto licence ne sae Bill No Box This will make the system l generate sequential bill numbers when E een e a M Users create bills The same is true for Month End E Month End 18 12 2009 Invoices received from suppliers and Enter t
54. me Recording pane directly into the Client s Ledger Fee Earner Gives the User access to the Case Management System and Client Ledger reports and lets the User have dates and tasks assigned to them This User s name will appear in the Secretary dropdown list allowing them to be Secretary set as the Secretary on a Case Gives access to the Case Management part of LOLA but no access to the Administrator or the Accounts menus or Reports Accounts Set Up Gives the user access to the System Set Up of the Accounts This option is only effective if the user is not already an Administrator Complete Cases oe user the ability to Complete Cases This defaults to being turned on for This option allows the specified User to amend Workflows and Letters only from Letters Workflows the Administrator menu This option is only effective if the User does not already have Partner Director or Administrator rights The minimum detail you have to enter to create a user is the User Name Initials and Password and tick one of the Access Rights tick boxes However you can add a lot more Administrator Roll No to record a Solicitor s roll number Budget Hours and Value These may be set for each User Branch Click the down arrow to the right of this box to select the Branch where the User works Mobile for the User s mobile phone number Department Click the down arrow to the right of this box to select the Department in which the U
55. nsnnnnrernerennnnnnruenennnnne 36 CODY an EXISUIMG WOrKOW srananira annaa EO EE EAEE AENA 36 DEET A WOKO annn aA A E AA EA E ee 36 REaSSIon a VV OF TOWN sper cere tare capone cae essed a AE E dam A E Aa i na Ea A EAEN 37 EEIT Ee AE EEE ES A E EAE AAA ES EEE AE A E E EE AE E T E EE E ESA 37 E A A EE E 37 Moroen GGUS ea EE E A EE AE E 37 BA A aA E E AE 37 Amend Existing Letters or Document Templates cece cece eee ene ne nee Eee ene eae eee 38 Create Letters that Use the Multiple Recipient Option cccccececseceeseeeeeeeeeaeeeeaeeesaeeeeaeeeeeeaeeeeaesesaeeesanaeeas 38 Check a Template for Invalid Mergefield Codes csccccsecesseeeseearsnearcnesecesseonseeansneateneatsasseoatenenseeatsneatenegs 38 Usmo the leter Wizard aissi A enous abet saastaceeeuasocnectaaecemeee cece apanet 39 COIN CCS rae E E 4i Managing ihe Conlacis DaDa en ee 41 COn TYO a E A 41 Adda New Contact TYDE ssirenininnerininni anaana nEn ANAAO aaia iea EAKA RAED 4i Edit the Description of a Contact ype sririeniiiisrriirenrisirinnina naaa as R a 42 Dalete a COMA TY aA a 42 FIC CCOO G assay Sets nina E OE EAn aE EE aaa 42 MD VOCS arn E E EE E 43 OUE S ONO a a a a a E te tatone kas cnaceianesy senatientasesnenstins 43 Baer UD enaena E E a E ee eee ae are aT 44 Bee SS E E T A T A A E T T E E 44 Expo Case Detalls to Cela saan taciacuneacuencanranancnssssatuniaceasapstasescacr aa a 44 dear Da eee ee E TAE AEE eee 44 Ce DD S aa ew nena E E 44 m EETA E E E TT TTT A
56. o enter field codes into Outlook Email Templates and merge the data through LOLA workflow similarly to a word document N B By double clicking an item in Workflow Setup you can open the file to review Next to the Workflow item buttons at the bottom of the window there are three drop down boxes gt LEMET TO OIICITIO S Sending Form OSI ENLI fe I Keep m aa ey O l _ Position Action C Type 1 en Word Excel POF Date Label Link Outlook Delete 1 LO s anan Position Allows you to assign the position number of an item Alternatively you can use the arrows on the side of the Window to move an item up or down the Workflow Action How you set the action determines how the item will be dealt with in the Time Recording part of LOLA DOC Document Not charged as an item FO Form Out Charged at the rate set for Forms Out KD Key Date Not charged LO Letter Out Charged at the rate set for Letters Out PDF PDF File Not charged as an item XLS Excel Spreadsheet Not charged as an item Lnk Internet Hyperlink Not charged as an item C Type Links a Letter to a particular type of Contact If a Case has more than one of that Contact Type assigned to it by the User on generating a General letter from the Workflow LOLA will ask the User to select the contacts to which they wish to send the letter see the section Create Letters that Use the Multiple Recipient option below Delete an Ite
57. on the More button on the client page can now have labels customised by the administrator This is an example of the screen you will see on Private matters NI Number Date Of Birth Gender Mow Miscellaneous Fields Datel 000 Description Value Description Date 3 Description 24 10 2011 Value 3 Description NI Number Date OF Bith Gender M Miscellaneous Fields Date 1 Description 17 10 2011 Value 1 Description Date 3 Description 24 10 2011 Value 3 Description LSC Options Part Part Il Range Disability Origin E o M o he ae Home Office UCN Eligible Means MAAT ID Rate Table Category Of Work 1 Level Of Work Version 2 6 3 8 10 June 2014 09 February 1975 Expected End Date 241w201 fy 05 August 1970 Expected End Date 2410 2011 fy Client Type Court Location Money Laundering Who JS Date Of Check 06 June 2011 Pre Ref MSh Date 2 W 16 06 2011 Value 2 Date 4 24 10 2011 Value 4 Description Description Description Description Money Laundering Who KE Date Of Check 14 February 2011 PreRefe MSh Date 2 24 10 2011 Value 2 Date 4 E 24 10 2011 Value 4 Immigration Type o kd Aativity 2D Description Description Description Description Granted Refusal Withdrawal Date 17 October 2011 Access Point DSCC ror thon Ref Designated Area The LOLA Administrator Manual 27 PEAPOD
58. on the clock is saved for each case until it has been committed to the Time Records The clock can be paused and re started by clicking on it It will change from blue to red when paused N B If the Click to Start option is ticked in the company preferences then the timer is paused by default until clicked There are three Methods to commit time recorded by the clock to the Time Records all will result in a the clock restarting from 00 00 and b the time being added as a Preparation Activity Code charged at the Users Time Recording Rate 1 Method 1 All outstanding time will be committed to the Time Record for each case viewed when LOLA is closed The Daily Timesheet will then pop up and show the User all their time entries for the day Method 2 When a case is closed the outstanding time on that case will be committed to the Time Records Method 3 Click the Save button next to the clock This allows the User total control over when to commit time spent on a case Using this method allows the User to round up the time to the nearest 6th minute unit and enter a description of the work done on the case The NC button non chargeable does the same but commits the entry to the AA 001 admin Case without any value This keeps a record of the time spent but does not charge the client s Time Record Intuitive Time Recording will not work for any LOLA user who is not a Fee Earner FE There are 5 virtual clocks for each
59. or debtor chasing Po Automatic Intelligent Updates Update Method Check For Update C Auto Archive No Archive Mo C Case Closed Analysis C Cash Flow Forecasting C Cloud Formelib LSC Afito Spe Budget CI Ahe genine Amend Archy Ret C Personal Daily Timeefeets Review Days E Send Attendee Message Cl Shige Time Record Emails C Delete Cases Permanently Delete Review Dates On Active Cases C Disable write Off Drag amp Drop Emails Intuitive Time Recording C Click To Start Lock case if case budget has been exceeded C Time Recording in Units C LSC cases C Private cases ache Un Diary By Default C LSC cases C aieea C Use Integrated DO aave amp Close NNN In public funded cases you can choose to have LOLA update Case Budgets Automatically if they are exceeded Only Administrators can enter or amend the Archive Ref on a case You can set whether non administrator users see Daily Timesheets Ticking the box will keep timesheets private If not ticked every user will be able to see others timesheets Enter the number of days from Date Opened required for the first Review Date on a new case If left blank the default of 1 month will apply When this option is ticked LOLA will send a notification via the Tasks and Messages screen to any user assigned as an Attendee to a date When this option is turned on the Case Dates and the Office Diary screens will default to
60. report Success next to the button NB Processing a large number of letters will take a long time up menu that appears click Deselect All Files LOLA will complete the scan of the current letter and stop Using the Letter Wizard The Letter Wizard allows you to change the format of your template letters in a batch It is an automatic process so you are strongly advised to take a backup of your template documents before using the Wizard Any mistakes you make in running the Wizard with incorrect settings cannot be undone You can also link a header and footer to each template Select Administrator gt Letters gt Letters Wizard then the Letter Wizard window will appear At the bottom of the window are the control buttons Click the Browse For Files button to search for the directory that holds the letter templates that you want to change Then click on one of the files in the directory and click the Open button Close Letter Browse For Wizard Files set Propertes Set Properties For All Files For Selected Version 2 6 3 8 10 June 2014 The LOLA Administrator Manual 39 PEAPOD File Options Help FAMILY Letter of Authority to ist Medical Expert to rel FAMILY Anc Relief Letter to Client Endosing Blank Form E tq FAMILY Anc Relief Letter to Client Confirming Filing of Ancillij FAMILY Anc Relief Letter to Client Confirming Issue of AR P FAMILY Anc Relief Letter to Client Form E to swear doc FAMILY Anc Relief
61. s are released Tick this box to ensure that your software is always up to date You can check for an update by clicking on this button This option allows an auto archive reference to be selected You can set a specific number at which you want this referencing to start and from that point onwards each case you archive will be incremented by one When this option is turned on case analysis information will be displayed when completing a case By ticking here you enable Cash Flow Forecasting When this option is ticked LOLA will automatically use the latest version of a form from our Cloud server When turned on this option will remove a case permanently when choosing to delete a case from the File menu When turned off LOLA will move the deleted case to the recycle bin This gives the option for users to delete Review Dates Turning this off would mean all users would be unable to change the date type of a review date and the user assigned Ticking here will stop non Partners or Cashiers from writing off time in the Time Records Emails dragged into LOLA will be added to the Case History The LOLA Administrator Manual 8 PEAPOD i Legal Office The Software Suite For The High Street Firm Preferences SEIE Company Preferences Please select which Outlook diar you wish to push dates to C Public Personal Please enter the number of days between letter chasing Please enter the email address used f
62. se Data button for this particular workflow Case Data This area of LOLA holds the details about a case The User accesses it to put data about a case into LOLA and to review details of the contacts assigned to the case In the Case Data Page box there are a number of case types Selecting a Case Data Page that matches with a Workflow will give the User a selection of Contact Types and Data details that are relevant to that type of work Selecting a General Case Data Page will give the User every Contact Type and Data details that LOLA has Once you have made the appropriate choice of Case Data page click the Save button If you wish to abandon the creation of the new Workflow click the Abn button instead Version 2 6 3 8 10 June 2014 The LOLA Administrator Manual 34 PEAPOD Legal Office The Software Suite For The High Street Firm You may choose to add each item to your New Workflow separately or you may copy everything from an existing Workflow and edit the entries that you have copied Add Items to a Workflow N B Before you add items to a Workflow read the section of this Manual dealing with Letters as this explains about creating template documents that are items within a Workflow First select the Workflow you want to edit by selecting it in the Workflow dropdown box The item you add will appear immediately above the row with the black triangle on the left In order to save time moving items around select the row below
63. se to a template document will fail if there is an invalid Mergefield Code in the template This function allows you to analyse letters in a folder to check if they have any invalid MergeField Codes Select Administrator gt Letters gt Letters Analysis to open the Letters Analysis window Click the Browse button and navigate to the folder that contains the files you wish to check Select the first file in the folder a lick the Open button X Letters Analysis File L LEGALOffice System Letters Version 2 6 3 8 10 June 2014 The LOLA Administrator Manual 38 Legal Office The Software Suite For The High Street Firm File LALEGALO ice System Letters Conveyancing Browse se Completion statement Freehold doc aap tar Leasehold doc Se oe asd advising on n progress doc se Letter to Agents confining instructions doc se Letter to Client Acknowledging Instructions doc se Letter to Client confinning completion doc se Letter to Client confining exchange doc Letter to Client sending Completion Statement doc se Letter to Client sending copy of Title Certificate doc ase Letter to client sending forms and quote doc Letter to Client sending Report doc Letter to Client sending Transfer to sign doc Letter to Lender sending Report on Title doc ase Letter to Lender sending TID and mortgage doc se Letter to Lender sending title deeds doc Letter to solicitors acknowledging receipt ii deeds doc
64. ser works Charge Rate When Manually time recording on a private case then LOLA will use the charge rate for the fee earner chosen if it is entered in this rate field instead of the case charge rate seen on the client screen Direct Dial for the User s direct dial telephone number Fee Earner Grade and Rates Select the Fee Earner s Grade and set three charging rates and a mileage rate to use when time recording private work Version 2 6 3 8 10 June 2014 The LOLA Administrator Manual 21 PEAPOD Legal Office The Software Suite For The High Street Firm Start Date The date that the User joined the Firm Date of Birth Pretty obvious really Qualification The User s qualification used in Client Care Letters NLIS User Name and Password If the User uses the National Land Information Service Hub their Username and Password can go in here Email The User s email address Holiday Allowance You can enter the User s annual holiday allowance and if the User uses the Diary system LOLA will keep a record of sickness and holidays taken HR Data on Users Clicking the HR Data button will bring up a screen where you can enter additional information about the User 7 KRP Emol Details Name Kevin Parsons Telephone Address Mobile NI Number Allowance Taken Remaining Postcode Holidays 25 0 25 Sickness 0 Additional Contact Details in emergency Name Telephone Address Mob
65. strator Manual 29 PEAPOD Legal Office The Software Suite For The High Street Firm If you wish you can make completing any of the fields in the Marketing Information window mandatory Select Administrator gt System Setup gt Marketing gt Mandatory Fields This will open the Define Marketing Mandatory Fields window Now select which fields a User must complete once they open the Marketing Information window for a contact Click on the grey box to the right of each drop down box and choose the appropriate field title K Define Marketing Mandatory Fields MARKETING Field 1 Ho se Value Field 11 Field Marketing Publication Field 12 House Walue Field 3 Marketing Publication Field 13 hi Marketing Th Field amp Marketing Four Field 14 z Marketing Five Field 5 Marketing Six Field 15 Date One Field 6 Date Two Field 16 Yes One Field 7 Yes Two Field 17 Status Field 6 Home Owner Field 18 Mortgage Field 9 Mortgage With Field 19 Value of Estate Field 10 Dependants Field 20 Will Date of Will pasie seve cose When a User opens the Marketing Information window the fields that you have marked as Mandatory will have a red mark next to them A User will not be able to close the Marketing Information window until they have completed the fields you have chosen Marketing Information Peapod House Value 100 000 299 99 Status Marketing Publication Litigation
66. t to change you can make any changes necessary to it If you have the MergeField Codes document open at the same time you can copy and paste MergeField Codes from it to your document Alternatively if you have another document where you know there is the Mergefield Code that you want copy the Code from that document N B This facility has been amended so that you can now choose EXCEL Workbooks and Outlook Templates to amend Simply choose from the Files of Type drop down Create Letters that Use the Multiple Recipient Option You can create template letters that allow the User a choice as to whom to write to from multiple Contacts of the same type that are assigned to a case To create such a template it has to link to a General header file A number of letters have been linked to the Header_General doc file for this purpose They are in the General Letter Set folder and their filename ends in General e g Letter to Insurance General doc This template will provide the multiple recipient option provided a it is actioned through a workflow and b when it is added to a workflow the C Type is set to IN and c there is more than one Insurance Company contact assigned to the case N B By assigning the contact type ALL to a letter in the workflow you will be able to generate multiple letters for contacts of any type assigned on a case Check a Template for Invalid Mergefield Codes The merging of data from the databa
67. ted click the Apply Changes button If you are processing a number of documents LOLA may take a long time to complete the task Version 2 6 3 8 10 June 2014 The LOLA Administrator Manual 40 PEAPOD Legal Office The Software Suite For The High Street Firm Contacts Managing the Contacts Database As an administrator you can use the Administrator gt Contacts gt Contacts Database option to edit or delete contacts from your contact database Choosing this option will open the Add Amend Contact Details window in the same way as selecting a contact from the Address Book You will probably want User to keep the contact details up to date but we have included this menu option for completeness Contact Types LOLA is pre configured with various contact types but you may come across a contact type that is not listed in the Contact type list Select the Administrator gt Contacts gt Contact Types option and the Add Amend Contact Types window will appear K Add Amend Contact Types ee Sq 5 5 75 OS DIB S S O S 2 gt LC AB LN LA MC MH 0 Cod IA Add a New Contact Type Click the New button Each contact type must have a unique Code of up to 5 letters or numbers which you enter in the Code box Then type the description of the contact into the Description box and click the Save button When creating new Contact Type codes it is best to use a code that has some relevance to the description
68. tion for the Category then click the Save button When you have finished click the Close button BB 12 aaa Once you have set up a list of File Categories when a User attaches a Document the list that you create here will appear in the Category drop down box in the Contact Files section of the Add Amend Contact Details window Insurance Policies Version 2 6 3 8 10 June 2014 The LOLA Administrator Manual 42 PEAPOD O LegalOffice The Software Suite For The High Street Firm ID Types This option tracks the forms of ID documentation provided by client or contact via a drop down box on the new contacts and new case screens To create this list select Administrator gt Contacts gt ID Types Contact ID Type lt To create a new ID Type click on the New buiton Type the description for the ID Type and click the Save button When you have finished click the Close button Once you have set up a list of Sources of Work when a User creates a New Case the list that you create here will appear in the Source of Work drop down box in the Add Amend Contact Details window Sources of Work LOLA can track the Sources from which the Firm receives work and produce a report identifying which clients have come from a particular Source of Work Select the Administrator gt Contacts gt Sources of Work option This opens the Sources of Work window Version 2 6 3 8 10 June 2014 The LOLA

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