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v4 - Prevail

1. Prevail 01 19679 Adams William v Stevens Jack o xj File Edit Administration Tools Favorites Reports Options Windows Help Qa 2 TESTIS Search Prospects Notes Photo Maplt Calendar Chat Message E mail MergeDoc Query Rolodex Find History Information Q Detail Espot Prev Next Add Detach GO View Save Cancel T Category Subject v Response v Responsible 2 200 Stal popup was turned off Document Ltr to judge Re joint petition for lump sum 06 10 2002 DEMO DEMO 19 05 21 2002 Document Ltr to DMY requesting vehicle info 06 05 2002 DEMO DEMO 13 05 20 2002 Document LOP to Medical Provider DEMO DEMO 12 05 20 2002 Document Lien letter DEMO DEMO 10 05 17 2002 Appointment Scheduled 5 13 2002 11 15 AM Pre hearing DEMO DEMO 9 05 16 2002 Document LOP to Medical Provider DEMO DEMO 8 05 16 2002 Document Initial thank you letter to client verbose DEMO DEMO 7 05 16 2002 Document Medical authorization DEMO DEMO 6 05 16 2002 Document Notice of doctor depo duces tecum 05 31 2002 DEMO DEMO 5 05 13 2002 Document Client Demand Conference Ltr DEMO DEMO 4 02 28 2001 Document Prevail Document Request for settlement papers from w comp 03 30 2001 DEMO DEMO 3 02 28 2001 Document Medical Records Medical Records Kashman DEMO DEMO 2 01 13 2001 Document Prevail Document Ltr requesting med recs from Dr Kashman 03 15 2001 DEMO DEMO 1 12 08 2000 Document Case Review 12 08
2. Prevail Ada3551A Adams William v Stevens Jack oj xj File Edit Administration Tools Favorites Reports Options Windows Help a i ai E 2 ay Search Prospects Notes Photo Maplt Calendar Chat Message E mail MergeDoc Query Rolodex Find Events Information Q Detal Espot Prev Next gt New Delete Gd View Save User v From v Date Stat Time 4 End Time v Subject v Type bod DEMO DEMO 05 13 2002 11 15AM 12 45 PM Pre hearing CARL CARL 08 04 2004 8 00 AM 10 30 AM Mediation Conference Hearing CARL CARL 08 07 2004 1 00 PM 1 30 PM Meet with Dr Norton to discuss IME Hearing CHAR CHAR 03 21 2005 10 00 AM 11 00 AM o c Mr Adams new evidence CARL CARL 04 19 2005 11 00 AM 11 30 AM Hearing on Plaintiff s Motion to Compel Hearing e User v From v Due 2 Subject Type v CHAR DAVID 09 04 2004 Auto Accident SOL CHAR DAVID 10 04 2004 Reply RE T C with the adjuster Matter History CARL MIKE 02 19 2005 Have we received response to complaint Document CHAR MIKE 02 24 2005 File Complaint 02 24 2005 Statute CHAR DAVID 03 05 2005 WARNING Auto Accident SOL 05 04 2005 SOL CHAR CARL 04 09 2005 Prepare Demand Package 04 09 2005 Statute CARL CARL 04 24 2005 Reply RE Request for Medical Records Alice B Mayer M D The Mayer Clinic Document CAR
3. CARL CARL 11 01 2006 1200PM_1 30PM_ Lunch with Mel Martinez Lunch CARL CARL 11 01 2006 3 00PM 3 30PM Staff Meeting ZToday 2 13 2007 CARL CARL 11 02 2006 1 00PM 1 30PM T C with Dr Norton re Bassick Gary Vs Knowle Margie 0234348 evaluation Jump to ated CARL CARL 11 02 2006 4 00PM 5 00PM Happy Hour at Muligan s do Personal A not schedule Skip 0 30 CARL TARI 3403 2006 4 00AM HGDAM Office GenlerencenithGay Bassisk Ga Ve Krowle Margie 9234348 CARL CARL 11 03 2006 2 00PM 3 30PM Depo of Gary Bassick here Bassick Gary Vs Knowle Margie Deposition 02 34348 E Options CARL CARL 11 08 2006 4 00PM 4 30PM My Latest Appointment Bassick Gary Vs Knowle Margie 0234348 User X 65 Tasks View The Tasks List View displays all pending tasks for the selected user s for a specific date or date range Tasks default to being sorted by Due Date but you can click on any column heading to re sort by any other criteria You can double click on any entry to see more detailed information about the task Day View File Edt View Windows Help Bly laps Packs T Day Fi Week M Month GdFind GBRetesh Q Detail SP Message 218 x USER FROM DUE _ SUBJECT MATTER TYPE _ RECEL CASE PRIORITY 01 10 2007 Reply RE Request Med Records Dr Richard P Johnson Adams William vs Stevens Jack Document 12 21 2006 135647788 7 01
4. 7 ent Am 9 c 07 Meeting w Alice Amold will search all database grids 2 1 2007 History 29 38 5029 Amold Alice 029 383 5029 02 06 2007 9 00 00 AM Meeting w Alice Amold H H H 2 1 2007 History 029 38 5023 Ammold Alice 029 38 5029 02 06 2007 9 00 00 AM Meeting w Alice Amold Ww ith In the P reval syste m fo r 1 15 2007 Task 029 38 5029 Arnold Alice 029 398 5029 subject that piece of text You can if you like limit your search to a certain search category e g History or enter specific start and end dates to limit your search to a specific date range There are 5 records that mate 6 Beck Orn _ twee By default the current matter only box is checked This means the search will only be applied to the current matter If you d like to search across ALL matters simply uncheck the box Note that if you have a large number of matters these searches could take quite a while if you uncheck the box 56 CHAPTER EIGHT PROSPECTS There are essentially two ways to get a new case into Prevail If you re creating matters based on Rolodex entries that already exist within the Prevail Rolodex you can always just choose File New Matter give the matter a title attach one party to it and you re done However if you re a claimant oriented firm e g Social Security Workers Compensation Personal Injury chances are pretty good that you don t sign up every potential client you talk to th
5. Editing Rolodex Types To make changes to any Rolodex type simply choose Administration Rolodex Setup and select the Rolodex type you want to edit by clicking on its name in the column on the left side Make whatever changes you desire in the setup fields to the right and then click the SAVE button Deleting Rolodex Types To delete a Rolodex type simply choose Administration Rolodex Setup and select the Rolodex type you want to delete by clicking on its name in the column on the left side With the entry highlighted click the DELETE button and the Rolodex type will be removed Note that certain Rolodex types are set up as defaults in the system and thus cannot be removed by the end user Cloning Rolodex Types If you have a Rolodex type that has a screen layout on the matter page that matches the layout you want to use for a new type you can clone the layout from one type and use it for another To do this choose Administration Rolodex Setup and select the type you want to clone by clicking on it in the column on the left Click the CLONE button and a new entry will be created with the name of the original type plus the word CLONED Rename the new type to whatever name you choose and click SAVE Outlook Sync Prevail comes with a utility program which will synchronize entries in the Prevail calendar and tasks with Microsoft Outlook on any given computer In order for this to work you must have both Outlook and Prevail installed on th
6. Administration Menu Document Setup Add modify delete Prevail merge documents using the Document Designer Databank Add change delete options on drop down menus within the program Theme Designer Change the look and feel of your Prevail screens Export Clients Create a comma delimited file of all client address for mailing list Employees Add change delete Employee User Information Firm Preferences Configure default firm wide settings such as which items will automatically copy to History Process Builder Add modify delete processes Query Manager Add modify delete queries Rolodex Setup Add modify delete Rolodex types Security Configure security settings for different employee types Ledger Export Wizard Export the Ledger tab to an Excel spreadsheet Tools Menu Quick Search Search matters by Title Power Search Advanced options for searching matters Prospects View all currently open prospects Calendar Open the Prevail calendar Chat Chat with other users on your network logged into Prevail E Mail Open your selected e mail program Merge Document Merge a document using the Document Merge Wizard Query Run a predefined query to limit visible matters Rolodex Open the Rolodex Spell Check Run spell check on the current screen Tasks Open the calendar to the Tasks screen File Location Show Location List the physical location of the current file Update Location Update the physical location of the
7. To restart the ADS Service run the Windows Control About Panel by clicking on START Settings Control Panel If you are running Windows XP your control panel will default to category view Use the option Switch to Classic View to revert the control panel to the standard display Under Administrative Tools double click on the Services icon Click on Advantage Database Server in the list and then use the Stop button followed by the Restart button to unload and reload the service NOTE Ensure that the service is back to a running or started status before closing out of the Windows Control Panel Installing the Prevail Server Installing Prevail onto a file server requires Administrative access rights Installing either Prevail or ADS should not require any network outages or reboots 1 Load the Prevail installation CD into your CD ROM drive If the install program does not run automatically click the Start button and select Run Type x install exe where x is the location of your CD ROM drive 2 Select Install Server 3 We recommend installing the Prevail server into a directory called Prevail It is also recommended that Prevail Server be installed on the same drive as the Advantage Database Server 4 Follow the on screen installation instructions When the InstallShield Wizard is completed click Finish to return to the Prevail inst
8. To add users to Prevail click on Title Associate Bar _ Rate 0 00 Administration found on the main Prevail n EA E eai menu bar and select Employees Click Address 211 Pinecrest Circle aie New on the Employees screen and enter orlando F iias lt oman as much information as possible on each Emal Mo aol com Pager employee You can enter as many WeplURl Pex 17 employees as you want in this section even if you don t have prevail licenses for all of them Prevail s licensing structure doesn t care how many employees you have entered into the system it cares how many you have logged in at any given time so go ahead and add everybody The only required fields on this screen are employee type login name and security level but the more information you have in here the better Remember that Prevail can merge just about anything into documents so if you want it to merge information about your employees e g doing a letter for a case manager s signature it has to have the information in there to merge Note if the employee is active box isn t checked in this setup screen the employee s name will not show up as an option on login calendar or task screens Enter all required information for the new user and click Save To delete a user highlight the user name in the list and click Delete The employee types are up to you but if you want a particular employee to be eligible
9. for the physical location of the file This location refers to where you ll be storing the actual paper file associated with the matter for example Box 11 in store room G For the purposes of closing out our sample cases you will leave this blank Once you click OK the matter will be moved into the closed matters and you ll be returned to Prevail The next step is to delete the matter you just closed from your closed matters database To do this click on File again and then Load Closed Matters Prevail s closed matter database looks and acts almost identically to the open matters except that the page headings now appear in red and the title bar shows the date that the current matter was closed Locate the file that you want to delete and click on File Delete Matter You will be asked to confirm that you want to permanently delete the file Click Yes and the file will be deleted When you are finished working with your closed matters select File Load Open Matters to return to your open matter database Configuring Email Prevail will interface directly with any MAPI compliant email program There s generally nothing to configure simply enter the email address under Options amp Settings Email Email Address and Prevail will find the appropriate MAPI profile and use it automatically In this section you can also configure your default email signature If there is more than 1 MAPI
10. gt conversation with the client wherein you went over potential dates for a mediation conference give the entry a nice descriptive subject like T C with client re dates for mediation conference Remember ANYBODY should be able to look at your History page and be able to know exactly what s going on in the matter without having to go pull the file That can t happen if you put in cryptic terse little notes that nobody but you understands You ve got a fairly long subject field USE IT The Entry Date amp Time fields will take care of themselves unless you want to back date the entry automatically inserting the current date and time as displayed on your computer The next field you need to care about is CATEGORY Like most things in Prevail History categories are user definable They are defined under Administration Databank History Types Any new types you set up there will become available as soon as you have exited and re started Prevail Choose a category for the current entry using the pull down arrow displayed to the right of the category field If you don t have all the categories you want showing up on the pull down don t worry you can define them under Databank and go back and change the categories of your history entries later on if you like The Category field is important because it gives you a one mouse click tool to instantly filter out entries that have something in common For examp
11. in the appointment window below By checking the box and selecting a matter by clicking on the AAJ m A MATTER Button yOu ran ink any inixi appointment or task on ANY users sawescose save eewurence 2 Y B calendar or task list directly to the events CARL RB invite page of the matter By default this box will be checked pA Start Time 10 23 2006 03 00 Pm Alday event whenever you create a new appointment 4 engmme 10 23 2006 03 30PM i Canceled M Rescheduled or task on the calendar The name of the matter you re currently on will show up in the matter window This is the Subject Hearing on Plaintiff s Motion to Compel mechanism by which all appointments Location gt Room Type Hearing hd and task are automatically attached to p the appropriate matter unless you tell them not to by un checking the box It s important to note that any modifications Ete v Adams wiliam vs Stevens Jack 9 made to an appointment on a user s Contacts calendar will also show up in that To amp Remind me 0 minutes Y before start time 27 appointment on the appropriate matter s Events Tab These entries are one in the same so changing an appointment or task in either location i e the Events Tab or the User s calendar will show up in the other location Adding an Appointment To set a new appointment for this matter click into t
12. to receive automatic task and statute reminders make sure the type includes the word case manager e g Attorney Case Manager Paralegal Case Manager Secretary Case Manager Employee Preferences When adding an employee you can set up their user preferences by clicking on the Employee Preferences tab Here you can define your calendar settings specify your email client and choose a theme for your Prevail The default preferences will generally do fine but here you can fine tune things like calendar preferences whose calendar to view as a default time blocks auto loading etc on an employee by employee basis Removing Demo Data Prevail comes pre loaded with several sample or test matters in the system You can use these to learn your way around the system and then close them after entering a few of your own Deleting matters from the Prevail system is a two step process You must first close a matter before you can permanently delete it This protects against matters being deleted accidentally DELETED MATTERS CANNOT BE RECOVERED To close a matter first select the matter you wish to close either by using the Search feature to pull up the matter or by using the Prev and Next buttons to scroll through your open matters When you are in the matter to be closed click on File Close Matter You will be prompted to confirm that you want to close the matter Click Yes at the prompt and you will then be asked
13. 02 28 2001 Cost Entry Copy Costs Copies DEMO 10 32 O 02 28 2001 Cost Entry Medical Records Medical records DEMO 35 00 O 02 28 2001 Time Entry Draft initial thankyou letter to client DEMO 0 25 LI 03 15 2001 Time Entry Prepare for Hearing DEMO 3 3 03 15 2001 Cost Entry Court Reporter client depo DEMO 105 00 05 20 2002 Cost Entry LOP to Medical Provider DEMO 0 35 LJ 05 20 2002 Time Entry LOP to Medical Provider DEMO 0 25 50 00 JOANN O 05 21 2002 Cost Entry Ltr to DMY requesting vehicle info DEMO 0 34 O 05 21 2002 Time Entry Ltr to DMV requesting vehicle info DEMO 0 25 50 00 JOANN O 755 255 39 Matter Medical Events Strategy Negotiation Damages Ledger History Copyright 2005 Practice Technology Inc All rights reserved The ledger page is where all time and costs on the current matter are tracked On the Ledger Tab you can track the time spent handling the current matter as well as costs that you have incurred during the life of the case such as postage costs phone charges or payments for copies of medical records Each time you make a new entry the time and cost totals at the bottom of the ledger will automatically be updated to reflect your new entry Adding a New Ledger Entry Click on Add to bring up the New Entry window From the drop down list in the top right corner select which type of entry you want to make Wote depending on what type of entry you select different fields of information will appear i
14. 2005 Practice Technology Inc All rights reserved This tab stores all the offers and demands pertaining to this matter It also stores any liens the client might have Adding a New Negotiation Entry cx To add a new negotiation entry click in the CER Negotiation window then click Add Choose whether Ei a 7 this is a Demand or an Offer then enter a subject and Subject 25 000 00 Final Vv any notes you wish and click Save and Close This is our final offer alo xy E Save amp Close s fa Subject Healthcare Provider Date 2 12 2007 Adding a New Lien Provider Carson Home amp Life Insurance Specialty AG To add a new lien entry click in the Liens window then agg asen MON 000 00 pau 30 00 Receive notice click Add Enter a subject and any notes you wish then click on the paperclip icon to attach a medical provider from the Rolodex Fill in the policy number and lien amount and click Save and Close 32 Damages Information Tab Prevail 01 19679 Adams William v Stevens Jack Ffa o xl Eile Edit Administration Tools Favorites Reports Options Windows Help Q amp G ge amp Jeen Grisieceh MES thee bell eet Bee Messio Email Jubii eow Beria aud Damages Information Q Detal
15. Cart CHAR employee If you do not want Eoee tatesby cae saus EEE 7 eee eee Caseg ient per LawT E Open Matters by DDS Am50294 12 8 2000 Amol Alice 29 38 5029 WC39 CARL CHAR by by to limit your results you can check the Show all values 3 g E Case Intake Date Client ssa Law Ty 0329 38 5029 3 4 2003 Amold Alice 029 38 5029 __ S539 CARL ROBIN box and click OK to continue Eoy E RASES 2600012 seme Barber Alexander meraree LTD CARL i Th leted rt ill El Open Matters by Related Party wth Phone Bisssick Can Vs Knowe Margie OOOO Case Intake Date Client SS Law Tipe Lead Attorney Case Manager e comp ete repo wi Bos ee aaa 02 34348 12 8 2001 __Bassick Gary 029 37 5627 PIB9 CARL CHAR display in the window on the p a agg ge RE ea MANEN cae right en ith Address 03 0153 3 17 2003 Binford Dennis P139 CARL MIKE g i E Bintri Demispureneang S ze intake Oate c ead torn Casew ake Date Client sse Law Type Lead Att Case Manager q s Be Note Prevail does not save reports once they have been run If you need a copy of the report to refer to at a later point you will need to either print a copy of the report or re run it each time you need to refer back to it To print a report choose File Print or click the button Organizing Reports No office will use EVERY report that comes with Prevail For example a Personal Injury firm will have no need for the many So
16. Day Event checkbox to the right of the appointment allows you to quickly and easily indicate an appointment as an all day event If you check the All Day Event box the appointment will automatically be set to block out the entire day regardless of the start and end times which are selected for the appointment Cancelling an Appointment It is very simple to cancel an appointment within Prevail while leaving it on the calendar for reference purposes To cancel an appointment simply click on the CANCEL icon at the top of either the appointment detail window or the main calendar window itself An appointment which has been marked as cancelled will still show up on the calendar but when viewed in the APPOINTMENT WEEK or MONTH view it will show up with a line through its description indicating that it has been cancelled If you view a cancelled appointment in the DAY view it will still show up on the calendar but it will show up with a red background Un Cancelling an Appointment If an appointment has been marked as cancelled you can easily un cancel it by double clicking on the appointment description then un checking the Cancelled checkbox The appointment will then show up normally in all views Completing a Task As you complete the items on your Task list you can remove them from your active task list by clicking on the green checkmark within the task This will move the task to your Completed Tasks list You can view yo
17. Documents DMV Itr requesting vehicle info 624 Civil Remedy Form Cover Ltr 627 Auto Insurance Coverage Lt Affadavit of non ownership Auto Accident Complaint package AR Auto accident interrogatories Auto accident tum down It Auto Complaint Civil Action Cover Ltr to Clerk Civil Cover Sheet Civil Remedy Itr to Ins Commissioner JE R Mamand Canfarmnn be 4 fi Document Name DMV Itr requesting vehicle info Categor z Time Time Categor Cost Cost Categor 0 37 X Task Start Task Due Task Assigned 3 15 3 Days After Merge Task Subject Process 109 Documents in 11 Categories 72 normally compose a document including any font changes formatting alignment etc If you want to create this new document using a document that you already have please see the section below on Cloning Merge Documents Notice now that the Designer window no longer displays a list of your merge documents but now a list of field codes available for use in this document These codes will vary slightly based on what law type you have associated with this document The codes are categorized by information relating specifically to a matter such as case type incident date case number etc and then less specifically by Rolodex Type Take some time to scroll through the categories and familiarize yourself with the field EA DMV Ir requesting vehicle infoxtf Microso lolx
18. Esc key on your keyboard Power Search loxi B close QaPrint Search for Rolodex Entry by SSN M Search for a Rolodex entry by case SSN sorted by SSN SSN begins with 123 45 6789 The Power Search tool within prevail is accessed by choosing Tools Power Search This feature lets you process SQL queries across multiple tables in Prevail The searches themselves are a combination of HTML and SQL which prompt you to enter a search string and find results matching the string in the Prevail database Power searches must be defined for you by Prevail technical support staff but once they re defined they can be used over and over Queries The Prevail Query button is a unique feature which allows you to limit the set of visible matters based on some set of criteria which you decide A very common use of the query feature is to limit attorneys in larger firms so that when they search and browse through matters they see their cases and ONLY their cases The Query in Prevail can make all other cases i e those that don t match the query to be invisible to that user Other common queries are those which limit the set of visible cases by case status case manager case type etc The queries themselves are SQL statements which are defined under Administration Query Manager Most 55 end users lack a sufficient understanding of SQL syntax so it s generally best to let Prevail technical support staff define
19. If you are just running a word processor you re probably not putting much of a strain on it Prevail on the other hand opens and closes over 100 files at a time This creates a lot of network traffic which may cause a slowdown in your network s response time If you are running more than two users on a peer to peer network you may want to consider using a dedicated file server A file server is a computer that does nothing but distribute files to the other computers on the network That may seem like a waste of a computer but consider this If you do not have a dedicated file server one of the computers on your network has to function as both a file server and a workstation If the person using that computer locks up any application and has to re boot everyone else on the network is logged out of Prevail since the data resides on the machine that has locked up Speed is also a consideration here If the computer serving as a file server also serves as a workstation it has to divide its resources between the two jobs That means it does each job half as well as if would if it were only doing one job Installation and Configuration Installing Prevail is not very hard but there are a lot of things that need to be set up on each workstation before the program will run correctly Before you install the software read the installation notes and make sure you understand them You must also decide at this point who is going to be the administrator
20. Panel Features Tools Menu 79 79 81 81 Update Prevent users from logging in Allow users to log in Rebuild Full Names Delete Closed Matters Delete Unused Rolodex Entries Reassign Employees The Maintenance Menu Pack Reindex CHAPTER FIFTEEN REFERENCE Keyboard Shortcuts 84 CHAPTER ONE INTRODUCTION Prevail is a powerful fully configurable case management system With power and configurability however comes responsibility and work There s no way around that This simple truth should be the guiding force behind your implementation As you begin the process you will quickly realize that there are a lot of decisions to be made and a lot of work to be done Make no mistake your firm s productivity will go down at first Fortunately the gains once you get up and running will far outweigh the initial loss The overall success of your implementation i e how quickly our software begins saving you time and money depends almost entirely on your degree of planning and your level of commitment to the process In this chapter we ll go over the basic capabilities of the Prevail System we ll be painting with a broad brush of course and give you some ideas for applying them to your practice Start With a Goal You got Prevail for a reason What is it Remember it and let it be your guide through the implementation process Before you can plan what to do and how to do it you need to have a clear picture of exactly what you h
21. a limit mode To return to a regular view you must click the RESET button Nearly every grid in Prevail has the ability to sort data in a column ascending or descending by clicking on the name of a column An arrow will appear next to the field that is currently used for sorting An up arrow means the data is in ascending order A down arrow means the data is in descending order If you click a field and an arrow does not appear it means that you cannot use that field to sort Pressing the Tab key will cycle through the input boxes and buttons on every window Standard Windows copy Ctrl C cut Ctrl X paste Ctrl V and Undo Ctril Z keystrokes work when applicable Before you start clicking buttons and poking around data screens take a minute to understand the way data is organized in Prevail There are certain rules of engagement that are very simple to understand yet if you don t take the time to understand them from the very beginning you ll be hopelessly lost Let s start with some simple terminology The Matter If you re in Prevail you re looking at a matter What s a matter It s a case It contains facts notes critical dates documents Rolodex entries and whatever other information you need to store about a SINGLE cause of action if it s a litigation matter a SINGLE work related accident 11 if it s a Workers Compensation case a SINGLE transaction if it s a real estate closing a SINGLE
22. appear If the city is incorrect simply start typing the correct city If the new city is stored in Prevail s zip code list a hint window will appear with a city that matches your keystrokes If this is the correct city hit the Enter key on the keyboard to select the city If the city is not stored in the zip code list just continue to type the entire city name Sometimes there is more than one city or town name associated with a particular zip code In this case Prevail will default to whichever one comes first alphabetically If that s not the one you want hit the SHIFT and TAB keys simultaneously to go back to the City field and hit the first 50 letter of the City you want Once you hit the first letter the entire name will be displayed in flyover hint Press ENTER to insert the name into the City field Searching for Rolodex Entries If you want to go directly into the Rolodex and search for a specific entry you can do so by hitting the Rolodex icon on the toolbar then typing the name into the search criteria field It is important to note that there are several different types of searches built into the Prevail Rolodex The search type can be selected with the pull down arrow to the right of the search criteria field Once you select a Rolodex search type it stays selected until you change it again Here s how the different search types work Beginning of Rolodex Name This search type searches starting at the first character
23. as well 58 CHAPTER NINE MATTERS Creating a New Matter To create a new matter without first creating a prospect to be activated for example if the parties involved are already in the Rolodex due to a prior relationship in an earlier case click on File New Matter This will launch the New Matter Wizard Here you give the new matter a title amix and file number This is also where you will assign an office even if you only have one office you should select it here attorneys and Welcome to the Matter Wizard case managers to the matter and specify the This wizard will help you create a new matter You can exit rate if applicable In Step 3 you ll attach parties this wizard at any time by clicking the Cancel button y x j to your matter Click on the Add Party button Seect the type of matter you wish to create and in the Add Party to Matter window select Social Security the appropriate party from the Rolodex and click Workers Comp Ohio Attach and Close You will be prompted to Workers Comp select how you want to attach the party to this particular matter For example if this case was referred to you by an existing client the client is Glick the Next button to continue more than likely in the Rolodex already as something like PI Plaintiff or WC Claimant but E for the purposes of this particular matter you will want to choose to attach the party as type Referral Source This will not affect the
24. at the bottom right corner of the detail window This will allow you to browse to the file to attach Once you find the file you would like to attach either double click on the file or click once on it and the click open The file will be copied from its original location so that once it s attached it no longer matters what happens to the original You now also have the ability to attach entire folders of files to a Prevail history entry To do so click on the folder icon to the right of the paperclip icon and browse to the folder you want to attach You can also attach an email to the history page To do this click on the envelope icon to the right of the paperclip icon This will open up your Outlook or other MAPI compliant email program folders and allow you to browse and attach any email either sent or received to the history entry You attach an email by clicking on the Attach to History button when the desired email is selected Lastly click Save amp Close to save the entry and make any associated entries New in Prevail version 4 7 we ve introduced the ability to scan images DIRECTLY into Matter History Using any twain complaint scanner open a new History item in the appropriate matter then click on the scanner icon far right icon at the bottom right corner of the history entry window and it will load your scanner software and allow you to scan and save an item directly to this matter Full Text Search of documents in
25. cause the selector window to appear allowing you to choose which user s to assign the task to Select Resources You can select or invite as many staff members as you like by highlighting their names and clicking on the Select button If you select a staff member s name inadvertently or would like to remove them from the appointment highlight their name in the Selected window on the right and click the Remove button Once you have the desired attendees indicated in the selected window click the OK button and the appointment will show up on each of the calendars listed TIP To invite a large number of people to appointment or task you can hold down either the SHIFT or the CTRL keys while selecting names Holding down the shift key will cause ALL names between the first one and last one selected to be included Holding down the CTRL key while clicking on names will allow you to simultaneously select multiple names which will be automatically added as invitees as soon as the Select button is clicked Once you have selected the desired users you can continue filling in the details of the appointment or task Most of these details are fairly self explanatory When you select the starting and ending dates for an appointment you can either type the dates in directly or click the pull down arrows to the right of the fields and select the appropriate dates from the pop up date selector window 69 The All
26. current file Map It Load Mapquest com to view map of currently selected address Notes View Add matter notes Set Reviewed Date Update the date the current matter was last reviewed Sticky Note Add a sticky note to the current matter Statute List View a list of all upcoming statutes 14 Filter Employment by Matter Show only employment history relating to the current matter Filter Medical by Matter Show only medical history relating to the current matter Favorites Menu Add Matter to Favorites Add the current matter to your list of most commonly viewed matters Organize Favorites Order delete matters from your list of most commonly viewed matters Reports Menu Launch Prevail Reporter Open the Prevail Reporter Refresh Reports Refresh list of available reports Reports A list of reports currently available will appear grouped by folder Options Menu Settings and Preferences Add modify delete employee information and preferences User Information Add modify delete user information including address phone number and employee type Windows Menu Close All Windows Close all open windows except main Prevail window Help Menu Tab Help View help information for the current tab Prevail Network Open the Prevail website in the default internet browser Live Technical Support Launch the Prevail Technical Support website What s New View details on the latest changes and news regarding this version of Prevai
27. damages reports Reports Launch Prevail Reporter You can also insert a grid of the medical bills with totals into a document as a single field code see the chapter on creating merge documents Adding a damage entry or payment against an existing entry The procedure for adding a new damage entry and al the procedure for applying a payment to an existing E P Provider Orlando Regional Medical Center elz Account entry start out exactly the same click the Add pea se 3 ject Emergency Room Type Medical Expenses button on the toolbar You will then be asked if you pom msz ro i9001 oue am eee want to apply a payment to account entry which is Com currently selected in the top half of the window If you want to apply a payment to the bill selected in the top window answer Yes you will see the New Damage Payment Window You can optionally click 33 on the paperclip icon to select who from your Rolodex the payment was made by Fill in the subject description payment date and amount as well as any notes about the entry then Save and Close Adding a New Damage If you want to record a whole new damage entry in the top window answer No when prompted if you want to apply a payment to the selected account This will bring up the New Damage Entry Window Click on the paperclip icon to select a provider from the Rolodex Fill in the account number subject tr
28. disabled person if it s a Social Security case Get the picture The key word here is SINGLE A matter is a single case Prevail can contain as many matters as you want Some firms have a hundred some have tens of thousands When you re going through your daily routine you ll be going from matter to matter as the need arises working first in one matter then moving on to the next The Rolodex So a matter is a case That s pretty easy to understand More specifically the matter is the structure or framework to which you attach information about the case Part of that information comes from the ROLODEX Prevail is based on a centralized master Rolodex which is shared by the entire firm The Rolodex is comprised of individual contact cards each of which contains all the contact information for a SINGLE entity company or person The Rolodex is organized into CATEGORIES so that different types of entries can be attached to a matter What are the categories That s up to you You can make up your own Rolodex categories We ve taken the liberty of create a few default categories like PI Plaintiff Defendant Employer Medical Provider Opposing Counsel Court Adjuster etc Notice what they all have in common They all describe the ROLE that Rolodex entry will typically play in the matter Every Rolodex entry has a DEFAULT category which is the category under which it was entered into the Rolodex in the first place However when you attach a R
29. in their current management practice Either way every firm needs the ability to customize Prevail to fit their needs Part of customizing Prevail is setting up the data that users will not change on a daily basis such as the firm information attorneys and case managers Let s start with the firm information Customizing Prevail For Your Firm Firm Preferences Prevail has the ability to copy entries in other areas of the system directly to Matter History This means that your History tab becomes a complete chronology of everything that has ever happened in the matter Which entries get copied over if any are entirely up to you Even if you don t think you ll care about keeping track of certain entries on the History page it doesn t take any extra time for Prevail to copy them to Bose Fue sett Esae concel History and too much information can be Firm Preferences Security better than too little Any of your selections Document Merge can be modified at any time by any user with Use the following field and record delimiters when using Microsoft Word For document Administrator access to Prevail Keep in mind merges iste OE oE eee that these settings are FIRM WIDE so if you 4 0 Style Merge 3 9 Style Merge make a change it will affect the entire firm To ZS Go access Firm Preferences click on Records gt Records tab Administration Firm Preferences History Checked items will log entries on the History ta
30. in the grid or highlight it and click View 29 Strategy Information Tab Prevail 01 19679 Adams William v Stevens Jack File Edit Administration Tools Favorites Reports Options Windows Help a ci m o eo Ty Search Prospects Notes Photo Maplt Calendar Chat Message E mail MergeDoc Query Rolodex Find Strategy Information Q Detail Evpot Prev Next gt Add 2 Detach o View Say Cancel Strategy Defendant s insurance is trying to make an issue of fault Turns out the defendant received a citation for the accident but later beat it in traffic court Plaintiff was cited for not wearing a seat belt but was not charged with the accident We need to get the info on the traffic case Matter Medical Events Strategy Negotiation Damages Ledger History Copyright 2005 Practice Technology Inc All rights reserved The strategy screen is a free form memo field that allows you to enter a synopsis of how you intend to pursue this matter useful if someone else has to cover something for you and needs to know what the case is all about Some attorneys like to do strategic brainstorming and record their ideas in this field This is also a good place to cut and paste using COPY Ctrl C and PASTE Ctrl V case law research and any other relevant information from other programs To add or modify information on this screen click in the memo field and start typing When you re finishe
31. includes Personal Injury and Generic documents Enter search criteria in the fields below to narrow the list of available documents After selecting a document click the next button to continue Document Merge Wizard aa To merge a document with the currently Generic amp Personal inuy 7 selected matter click the Merge Doc button OM aeara eee e i ts ivil Remedy Form Cover Ltr This will open the Document Merge Wizard 75itotrsuance Covas Li and will show a list of all of the documents ateccscrnenosenes Auto accident tum down Itr that you have available to merge in this _ Compisin Civil Action Cover Ltr to Clerk Civil Cover Sheet matter Civil Remedy ltr to Ins Commissioner Client Demand Conference Ltr Client Depo Letter Complaint In the first step of the wizard choose which B283i5 betinsco sss Demand For Settlement document you d like to merge You can either tststocien cs Letter to Medical Provider scroll through the list of documents or enter S e3 san PI CASE SUMMARY X the full or partial name of the document in the o aa e IRE ATE H X Cancel 75 Document Search box Once you ve found the document highlight it and click the Next button On the next screen you ll have the chance to change the default subject time and cost of the document The values shown are the default values specified in the document setup for this par
32. modifying existing forms and letters and creating new forms and letters The process described below tells you how to create document templates to use with Prevail You follow this process one time for each document template you want to create Once a template is created it can be used over and over to create documents complete with merged client data in any of your cases To merge documents from templates that have already been created simply press F5 on your keyboard or click the Merge Doc button If that is all you are trying to do read no further in this section This section is intended solely for the power users Creating documents is reserved for users with Administrator level security If you re logged into Prevail and do not have an Administration menu then you do not have access to create merge documents You must either sign into Prevail with a username with administrator access or have your Prevail administrator adjust your security accordingly Creating Merge Templates in Prevail Document Designer To create a Prevail merge document from scratch or from an existing Word or WordPerfect document open the Prevail Document Designer by clicking on Administration Document Designer in Prevail When the Document Designer loads it will 8 Document Designer Version 1 00 00 5 x New Document Wizard Delete DMV It requesting veh GP Open DMV lr requestin Clone DMV ltr requesting vehi Ind Debt
33. oe Se a e eT names and how they are P amp 4 10c Show Fields from Tables m hatada Aa AAAA aaa TEEI EA a organized There are also some FulName more specialized codes that we will discuss at the end of this section l Start scrolling through your document When you get to a place in the document where there is a piece of information that is stored in Prevail that you want to merge into the document May 30 2002 H Department of Highway Safety amp o Motor Vehicles Division of Motor Vehicles Neil Kirkman Building Tallahassee Florida 32301 a RE Pi Plaini Middle Name PI Plaintifi Last Name f DIA a DOB E soe m ppm a first delete the original text Next Cost Cost a a wot m find the corresponding field codes It would be greatly appreciated it you would provide the undersigned wit ajjis Days Alter Merge x sya al frre cg nar and eorex yo rave oS on the list in the Designer window smed ro a p and with your cursor in the E position where you want your field code double click on the code you want to insert it into the document Keep in mind when inserting field codes into your documents that they must be formatted just as you would format any other text including spacing between words commas and any other punctuation For example if you are creating a letter to a Personal Injury Plaintiff and you want to rep
34. of the last name field If the last name is blank it will also search beginning with the first character of the company name field This search type allows you to include last name and first name in a single search e g Smith John as long as you are careful about your syntax It has to be last name followed by a comma followed by a space followed by first name Rolodex List This search type simply displays the entire Rolodex list beginning with whatever character string you type Any part of Rolodex Name This is probably the most useful Rolodex search and is the one you should use most of the time This search lets you enter a search string then searches for that character string simultaneously in the first name middle name last name and company name fields The important thing to remember about this search is that it doesn t rely on the character string to be at the beginning of any particular field If you remember a word in the name of the Rolodex entry it need not be at the beginning of a field for it to be found For example let s say there s a Rolodex entry for 21 Century Insurance and you don t remember which century it was but you re sure the word century was in the name somewhere You could use the Any Part of Rolodex Name search and type in century capitalization doesn t matter in Prevail searches and the entry would be found This search type also comes in hand when searching for attorneys in large
35. of the user but you can change who the task is for or add additional users to the task by clicking the Recipients button Wote Although you have the ability to add multiple users to the same task we dont recommend doing so because the users will not know who is really supposed to complete the task and therefore it might not get done If you have related 28 tasks for different users enter then as EXE TSS a x individual tasks on those users calendars Enter the subject due date and other information for the task and click Save amp Close to save the task to the calendar Removing a Task Click on the task you would like remove to highlight it then click on Remove You will be asked to confirm that you want to remove the task If you select Yes the task will be removed If you select No the task will remain on the Events Tab Viewing a Task PRsave amp close P save Recurrence e P To ROBIN RB Recipients Due Date 2 7 2007 v NoDueDate Received Date 2 2 2007 a 7 Start Date 2 2 2007 Received Time 04 31 PM amp Reminder Date 2 7 2007 09 00 am S Subject Send paperwork to plaintiff Status v Priority High 7 Complete 0 gt Type EA E mail hd Time 0 5 hours Costs 0 00 Matter V Adams William vs Stevens Jack l Contacts To view a task double click on the entry
36. one column if you want by turning on one filter then turning on the next Again to turn off any filters you ve got active you can simply click the X at the lower left corner of the screen Using this same tool you can filter by ANY column This is useful to show all things done by a particular user or all documents of a particular type e g Pleadings There is one additional organizational tool which can be used to on the history page to create a drill down outline of entries according to specific groups This is the grouping tool To activate this tool simply click and drag one of the column headers whichever one you want to group by up about 2 so that it is in the area marked Drag a column header here to group by that column Once you do this Prevail will create a drill down outline grouping entries by whichever column you dragged up into the grouping zone To drill down into these entries click the plus sign to the left of the group This feature puts groups of like entries together but still respects any active sorting or filtering The Navigation Bar beneath the toolbar at the top of the screen contains a couple of valuable tools which are of special interest on the History page At the center of the screen on the Navigation Bar you ll see the Detail button Clicking on this button will show all notes from all history entries in context so that you don t have to click on the entries to see the full detail This bu
37. open the document in Adobe Acrobat If you attach a PowerPoint presentation Prevail will open it in Microsoft PowerPoint If you attach an Excel spreadsheet Prevail will open it in Microsoft Excel The extension the last 3 letters of the filename after the period determines the file type and Prevail will choose the appropriate program to open the file based on the file type Attaching Emails to History As long as you have a MAPI compliant email client program installed on your computer either Microsoft Outlook or Novell GroupWise Prevail has the ability to talk to access your email folders and let you attach emails both incoming and outgoing to Prevail history You begin on the History page by clicking the ADD button at the top of the page When the History detail window is displayed click on the envelope icon at the bottom right corner of the window it s the icon to the right of the paper clip This will cause your email folders to be opened up You can now browse among the folders and choose the email you d like to attach When you have the desired email highlighted click the ATTACH TO HISTORY icon at the top left corner of the email window Prevail will make an HTML copy of the email and attach it to history automatically The header information sender recipient date time etc will be copied into the notes field and the subject will be copied into the subject field of the history entry When you hit the SAVE amp CLOSE but
38. profile installed on the computer you can choose from among them using the pull down arrow Note that Outlook Express AOL or any other web based email client e g Gmail Yahoo etc is NOT a MAPI 18 compliant program and therefore will not interface automatically Standard full versions of MS Outlook and Novell GroupWise are MAPI compliant and will work fine with Prevail 19 CHAPTER FIVE A GUIDED TOUR Although Prevail can be configured by our tech support staff to handle any type of law all but the most specialized law types will conform more or less to one of several broad categories One of those categories is litigation For purposes of illustrating how the different parts of Prevail work together we ve put together a guided tour to show you in context how you would use the program on a day to day basis If you don t practice Personal Injury that s okay follow along anyway We can and perhaps already have customize your Prevail to track any kind of matter All the concepts and tools remain the same The only things that change are the Rolodex types and data fields Let s get started with the Personal Injury tour Matter Information Tab Prevail Ada3551A Adams William v Stevens Jack oj x Eile Edit Administration Tools Favorites Reports Options Windows Help a B g9 PA IE Search _ Prospects Notes Photo Map It Calendar Chat Message E mail Merge Doc Query Rolodex Find Matter Inform
39. return to the document at a later date it will always maintain the date that the letter was first merged Setting Bookmarks At times when using the Insert Codes to prompt the user to manually enter information into a document you may need the same piece of information to appear more than once throughout the document but you don t want to have to manually enter the same information over and over The Insert Codes are configured so that if Prevail sees the exact same description in more than one code of the same type currency text etc it will automatically fill in any subsequent occurrences of that code with the same response you gave the first time and not prompt you any additional times with the same question Grid Codes Grid codes allow you to insert the entire contents or a portion of the contents of either the Damages Tab or the Disabilities Tab in Prevail The contents merge into the document in a pre defined table format but you have the option when you merge the document of selecting which categories of information stored on those tabs you want to include in the table For example if you want to merge Medical Bills and Medical Expenses from your Damages tab but don t want to include Lost Wages you would uncheck the box for Lost Wages when prompted with it during the Merge Doc Wizard Merging Documents In Prevail Select a document from the list below to merge in Adams william vs Stevens Jack The list below only
40. the correct parameters for the number of ADS licenses 2 Users 5 Users 10 Users 15 Users 25 Users 50 Users 75 Users Connections 200 500 1000 1000 2000 3000 4000 Work Areas 2500 4000 5000 5000 10000 15000 20000 Tables 500 750 1500 2500 5000 7500 10000 Index Files 400 400 750 1000 2000 3000 4000 Data Locks 1000 2000 5000 5000 10000 15000 20000 Users The number of concurrent ADS licenses which should be equal to or higher than the number of Prevail licenses Connections Work Areas Tables Index Files and Data Locks must all be defined correctly to be able to cope with the quantity of database requests made by the Prevail application This is configured depending on the number of ADS licenses that you have installed eee Advantage Configuration Utility Service Up Time 0 Days 0 Hours 1 Minutes 3 Seconds Operations Since Started 1 Database Info Installation Info Configuration Utility Database Settings File Locations Communications Misc Settings Number of Connections 10 When completed click Apply to save your changes asphalt as ale Mel In order for the new configuration to take effect you must stop and start the ADS service You can either restart the server or restart the ADS service through the Windows control panel preferred Number of Tables 100 Number of Index Files 150 Number of Data Locks 200 Restore Defaults Cancel
41. the field appears on the screen as being 4 or 5 lines long its actual capacity is somewhere in the neighborhood of 50 pages When you get to the bottom of the field a scroll bar will appear automatically and you can type as much as you like You can also cut and paste information from other programs into this field using the standard windows shortcut keys CTRL C for Copy and CTRL V for paste The best practice is put a description in the subject field which is sufficiently descriptive so that other users will know what the entry is about just from looking at the title then put the more detailed information into the notes field Remember these notes will automatically be copied to any task time and cost entries which are generated from the history entry Some users like to see the detailed notes in context without having to click on each specific entry in history If you would like to see all your notes in context simply click on the DETAIL button at the top center portion of the screen This button is a toggle once you turn it on it stays on until you turn it off by clicking on it again Turning this on or off will only affect your own view of the history page other users will not be affected 48 Attaching Documents to History Although Prevail automatically records outgoing documents into history when they are merged it also makes sense to record incoming documents as well If you have documents which have been scanned or email
42. to be told what to do at each step of the way 61 Forget software for a minute let s talk about processes in general The small building blocks of a process are called steps which come in a particular order e g step 2 follows step 1 step 3 follows step 2 A group of steps which have something in common form a level and all levels with their associated steps form a process Now let s put a group of steps and levels together into a process again leaving software out of the equation Let s say for example that your process is going to be called eating for the day We can build this one from the top down the levels in this process would be the individual meals Breakfast Lunch and Dinner The individual steps would be each of the specific courses you plan on having in each meal If you were to put them all into a table in the proper order the process would look something like this Level Step Breakfast Orange Juice Breakfast Toast Breakfast Scrambled Eggs Breakfast Coffee Lunch Iced Tea Lunch Tossed Salad Lunch Turkey Sandwich Dinner Meat Loaf Dinner Mashed Potatoes Dinner Steamed Vegetables Dinner Apple Pie Dinner Coffee You see in the sample process how the steps and levels go together to form the whole process In this over simplified example of a process things always happen from top to bottom in exactly the same order That doesn t necessa
43. too much in any of these specifications Refer to the Installation section of this guide for exact Prevail system requirements Keep in mind that although Prevail will run with these bare minimum requirements you must also take into consideration your computer habits If you tend to run more than a few applications at a time you will probably require more RAM and a faster processor When using Prevail it is very common for users to have Prevail a word processor and an e mail application open at all times These are very demanding applications If your system performance suffers while running these three applications you may want to consider upgrading If your computers meet the basic system requirements you must still take into consideration your network environment Do you have enough free disk space on your file server to hold all of the data and documents once everything gets up and running You will need on average 1 MB of available disk space for each active client in the system Since it takes a while for the data to fill up you don t necessarily need to have a huge amount of disk space available from the start but make sure you keep an eye on available space Upgrading a hard disk is not a big deal if you plan for it but it is a hassle if you have to do it in a crisis situation Not having enough free disk space will cause data corruption loss of data and loss of work time You will also want to consider the speed of your network
44. type category user etc To sort by multiple fields hold down the shift key and click the columns on which you wish to sort The system will sort the entries first by the first field you selected then by the send third etc If you click on a column twice it will reverse the sort order ascending to descending or vice versa By default the entries on the Prevail history page are organized in reverse date order with the newest entries at the top This makes sense since it allows you to see the newest 37 entries without scrolling all the way to the bottom which might take a long time in a case with lots of history entries In addition to the sorting feature the Prevail history page also has a pull down filter tool at the top of each column This feature is simple to use If you want to filter entries to only display those which match a certain category click on the pull down arrow at the top of the category column and select the desired category All entries containing categories which DON T match the one you selected will temporarily disappear leaving only those which do match You may notice at the bottom left corner of the screen that whatever filter you ve activated will be listed for your reference You ll see something like Category Prevail Document in the corner with an X to the left of it To turn OFF the filter simple click on the X and all the other entries will come right back You can filter on more than
45. 1 entry will be permanently deleted Note Rolodex entries that are currently attached to any matter cannot be deleted If you want to delete a Rolodex entry you ll first have to open the entry and click on the tab marked attached matters to see what matters that entry is currently attached to You ll then have to go detach it from those matters before you ll be allowed to delete it Cloning Rolodex Entries There are many times when a particular entity might legitimately end up having a large number of Rolodex entries Let s say for example that there is a large law firm with 50 different attorneys Ultimately you d end up with 50 Rolodex entries for that firm one for each attorney within the firm While you could certainly create new entries from scratch for each of these attorneys that would involve a whole lot of typing most of it in duplicate since the firm name phone numbers and address would be the same for each entry Prevail has a tool which makes this situation a lot easier You can enter a single Rolodex entry let s say a generic entry for the large law firm with no individual attorney specified with the basic information e g address phone numbers etc You can then CLONE that entry by clicking on the CLONE button to make a duplicate copy of it When you do this a new entry will be created which is identical to the original except that it has the word CLONED appended to the name Make whatever changes you wan
46. 2000 DEMO DEMO Matter Medical Events Strategy Negotiation Damages Ledger History Copyright 2005 Practice Technology Inc All rights reserved The History Tab is probably the most important screen in the whole system Regardless of what case you re on the age old question of what s going on can be answered on the History Tab This page contains a complete chronology of everything that has taken place in the current matter regardless of who did it or where in Prevail it was done Anything that takes place in Prevail has the ability to automatically copy to the History tab including documents merged scheduled and completed appointments and tasks time and cost entries and case status updates While the system makes many entries automatically you can also make manual entries to History Use History to record received mail emails and to make notes on phone calls or appointments Using the Sorting Filtering and Grouping Functions You might think that with the extreme volume of information that ends up on the history page in any given case would be overwhelming and you d be right That s why Prevail includes a powerful set of tools that lets you instantly cut through what may be thousands of entries on the page to find EXACTLY what you re looking for Let s go over these tools First of all you can click on any column header on the history page to sort by that field This lets you instantly sort the entire contents of the page by
47. 8 00 AM 11 02 2008 5 30 PM CARL Carl out all day Dirkes Carl vs Dirkes 10 30 2006 8 00 AM 11 02 2006 5 30 PM CARL Carl out all day Dirkes Car vs Dirkes KE ovember z006 I Sun Mon Tue Wed Thu Fri Sat 46 12 13 14 15 16 17 18 47 19 20 21 22 23 24 25 48 26 27 28 29 30 49 Z Today 2 13 2007 Wednesday Nov 1 Thursday Nov 2 a FE 10 30 2006 6 00 AM 11 02 2006 5 30 PM CARL Carl out all day Dirkes Car ws Dirkes 10 30 2006 6 00 AM 11 02 2006 5 30 PM CARL Carl out all day Dirkes Car vs Dirkes sihi 2 00 AM 9130 AM CARL New dient interview Jack Townsend fo PM 130 PM CARL unc wth Mel Maries oo D 3 00 PM 3 30 PM CARL DAVID CHAR Staff Meeting Options User CARL zj Friday Nov 3 Saturday Nov 4 Sunday Nov 5 Monday Nov 6 E Month View The Monthly View shows the currently selected month in a calendar format Each day s appointments are displayed listing the User s name s appointment subject and attached matter Double clicking on a day will take you to the Appointments tab for that day Highlight any day in the month and click New to set a new appointment on that day Prevail Calendar la x Ele gdt View Windows Help Gl New B 9 Gaps Packs FT Day Week FT Month GOFind Refresh A Deisl MPMessage April 2006 KI April 2006 o Monday Tuesda
48. BExpot Prev Net gt Add 2 Detach GB View Saye Cancel Type v Account Provider w From vl To v Due Date 4 7 Bill Balance ballad Medical Expenses Orthopaedic Associates 1427 2001 2 1142001 3 748 40 1 408 40 3 748 40 saa Payments to Orthopaedic Associates Type Paid By Subject Paid Date Payment Paid by Def Ins 12 10 2002 2340 00 Matter Medical Events Strategy Negotiation Damages Ledger History Copyright 2005 Practice Technology Inc All rights reserved The Damages Information Tab is where you can enter an unlimited number of special damages entries e g medical bills as well as payment history against any of those bills Damages types are user definable they are set up under Administration Databank Damage Types You can sort filter and group your entries on the damages page using the grid controls at the top of each column Clicking on a column once will cause the entire page to be sorted by the column Clicking on a column twice will cause the sort order to be reversed Clicking a pull down arrow at the top of any column and choosing an entry will cause ONLY items of the type selected to be displayed and all totals to be recalculated accordingly Once entered information from the damages page can be printed directly from the page File Print or printed out through one of several
49. History How many times have you tried to recall some citation argument or little tidbit of information you included in a brief a couple years ago but were unable to remember even the client you wrote it for Just click on Tools Document Text Search in Prevail and instantly find just what you ve been looking for 39 SPECIAL SUPPLEMENT Screens and Functions Specific to the Social Security Disability Law Type If you practice Social Security Disability you ll be happy to know that Prevail has several screens and a number of specific features which are unique to your area of practice Special Matter Page Functions Attaching Rolodex entries to the Matter Tab in Social Security is pretty much the same as in any other law type with a couple of exceptions First of all there is a feature which allows Prevail to learn which SSA offices DDS offices and OHA offices go with which zip codes In order to activate this function all you need do is attach these entries DIRECTLY TO THE CLIENT when running the Related Wizard to attach Rolodex entries on the matter page Here s an example Let s say you want to add the Orlando SSA office to a client whose home address happens to have the zip code 32801 Here s what you do First of all click the ATTACH button on the Navigation Bar at the top of the screen This will bring up the attach wizard which should be familiar by now You then type the SSA office you d like to attach i
50. L CARL 04 24 2005 Reply RE Request for Medical Records Jose P Mauricio D C Mauricio Chiropr Document CARL CARL 04 24 2005 Reply RE Request for Medical Records Linda M Aston M D Women s Family Heal Document CARL CARL 04 24 2005 Reply RE Request for Medical Records Orlando Regional Medical Center Document CARL CARL 04 24 2005 Reply RE Request for Medical Records Robert A Norton M D Norton Orthopaed Document CARL CARL 04 24 2005 Reply RE Request for Medical Records Steve Noran M D Noran Neurological Document CARL CARL 04 24 2005 Reply RE Request for Medical Records Valerie C Prezano D C UCF Chiropract Document CHAR DAVID 05 05 2005 WARNING Auto Accident SOL 07 04 2005 SOL CARL MIKE 05 12 2005 Is client at MMI yet 05 12 2005 Statute Matter Medical Events Status Negotiation Damages Ledger History Copyright 2006 Practice Technology Inc All rights reserved Think of the EVENTS TAB as the case calendar for the selected case The top window of the events tab contains all appointments in the current case and the bottom window contains all tasks in the current case The important thing to remember is that all these appointments and tasks have one thing in common They re linked to THIS case These appointments and tasks may come from many different user calendars in fact they usually do However every appointment and task has the ability to be linked to a case or matter Notice the MATTER field
51. Menu Alt M Map It Alt N Next Matter Alphabetically by Title Alt O Options Alt P Previous Matter Alphabetically by Title Alt Q Query Alt R Reports Menu Alt S Save Alt T Tools Menu Alt W Windows Menu Alt X Open Rolodex Ctrl C Copy Ctrl D Delete Ctrl F Find Ctrl F10 New Matter Ctrl F11 Set Reviewed Date Ctrl F2 Power Search Ctrl F5 Refresh Ctrl F7 Spell Check Ctrl L Show File Location Ctrl P Prints Ctrl R New Rolodex Entry Ctrl S Sticky Note Ctrl T New Task Ctrl Tab Switches Between Tabs on Current window Ctrl V Paste 84 Ctrl X Cut Ctrl Z Undo Esc Cancel F1 Help F10 Run Prospect Wizard F11 Open Email F12 Save Done F2 Quick Search F3 Open Rolodex F4 Open Matter Notes F5 Run Document Merge Wizard F6 View Tasks F7 Chat F8 View Calendar F9 View Prospects Shift Ctrl A New Appointment Shift Ctrl L Update File Location 85 86
52. PM BP New e CARL CARL CARL CARL CARL CARL CARL CARL CARL CARL CARL CARL CARL CARL CARL CARL 01 10 2007 Reply RE Request Med Recor rds John C Smith M D NYU Medical Center 01 10 2007 Reply RE Request Med Records Orlando Regional Medical Center 01 10 2007 Reply RE Request Med ecords Valerie C Prezano M D UCF Chiropractic 01 20 2007 Reply RE First Amended omplaint 01 20 2007 Have we received response to 01 20 2007 Have we received response to complaint 11 16 2007 FTP Waring 11 16 2007 Adams Wiliam vs Stevens Wack Adams Wiliam vs Stevens lack Adams Wiliam vs Stevens Jack Adams Wiliam vs Stevens Jack Adams Wiliam vs Stevens Jack Adams William vs Stevens Jack J Adams William vs Stevens Jack Document 12 21 2006 135647788 7 01 PM Document t 12 21 2006 135647788 7 01 PM Document 12 21 2006 135647788 7 01 PM Document 12 21 2006 135647788 7 25 PM Document 12 21 2008 135647788 7 06 PM Document 12 21 2006 135647788 7 41 PM Statute 12 21 2006 135647788 High 7 41PM i January 2007 o Sun Mon Tue Wed Thu Fri Sat 1 m2345 6 2 7 8 9 10 11 12 13 3 14 15 16 17 18 19 20 4 21 22 23 24 25 26 27 5 28 29 30 31 6 Z Today 2 13 2007 dumpto 27 Ski 0 40 E Options User CARL The Day View is used as a visual representation of your day s appointments in time blocks Any appointments scheduled will appe
53. PREVAIL 4 Learning to use the Prevail Case Management System 2007 Practice Technology Inc 1312 East Robinson Street Orlando Florida 32801 T 407 228 4400 El 407 228 4414 amp www prevail net CHAPTER ONE INTRODUCTION Hardware and Network Preparation Installation and Configuration Basic Data Entry Procedural Decision Making Forms Customization Reporting and Management CHAPTER TWO INSTALLATION System Requirements Estimated Time Frame for Installation Installing the Advantage Database Server ADS Installing the Prevail Server Access Rights Defining Access Rights Installing the Prevail Client Prevail Settings Updating Licenses Logging Into Prevail CHAPTER THREE THE INTERFACE The Matter The Rolodex Where s the Menu Universal Interface Features Title Bar Main Menu Bar File Menu Edit Menu Administration Menu Tools Menu Favorites Menu Reports Menu Options Menu Windows Menu Help Menu The Prevail Toolbar Page Name KRWWNDN DOUOAWAON A Wu eS Navigation Bar Page Content Tabs CHAPTER FOUR CONFIGURATION Customizing Prevail For Your Firm Firm Preferences Security Adding Users Employees Employee Preferences Removing Demo Data Configuring Email CHAPTER FIVE A GUIDED TOUR Matter Information Tab The Matter Tree The Rolodex Contact Window Medical Information Tab Creating a New Medical Entry Viewing and Editing a Medical Entry Deleting a Medical Entry Events Info
54. Prevail is the primary place to see who from the master Rolodex has been attached to a matter and in what capacity There are two parts to the Matter Tab the Matter Tree and the Rolodex Contact Window The Matter Tree The Matter Tree is the window on the left hand side of the matter page that displays in outline form the names and relationships of any Rolodex entries which have been attached to the current matter At the very top level of the Matter Tree accessible by clicking on the very top level of text within the window is the Matter level of the outline When you click on this level of the outline the information in the right hand window will display specifics about this matter itself Matter level fields include the staff within your firm assigned to the case critical dates e g intake date statute date incident date etc and other information about the case or matter itself Notice that some Rolodex entries are attached directly to the top matter level of the outline tree while other entries are attached to each other to identify a hierarchy For example you could attach a Defendant to a matter and then attach the attorney who represents that Defendant directly to the Defendant in the tree This would cause the attorney to be indented one level and would indicate the relationship between the parties The question of who goes with who should be easily answerable just from looking at the Matter Tree outline This way if you
55. SCRIPTION is a placeholder for the text that you want to be prompted with when you merge the document For example if you want the document to prompt the user to enter the date and time of an appointment you have scheduled for your client you would replace the word DESCRIPTION in the field code with something like Enter Date and Time of Appointment Be sure to be as clear as possible when entering descriptions so that the end user will be able to fully understand the prompt before them when merging this document Currency Insert Currency DESCRIPTION Prompts the user to enter a dollar amount Date Insert Date DESCRIPTION Prompts the user to enter a date 74 Number Insert Number DESCRIPTION Prompts the user to enter a number Text Insert Text DESCRIPTION Prompts the user to enter any kind of alphanumeric text File Insert File FILENAME Used primarily for inserting letterhead into documents this field automatically inserts any Rich Text Format file into your document Just as you would change the word DESCRIPTION in the fields above here you would replace FILENAME with the actual path and filename of the file you want to insert into your document for example Insert File P Prevail Letterhead rtf Merge Date Merge Date Automatically inserts today s date into your document Unlike the date function in your word processor this field will not update itself if you
56. TOP line of the mini matter tree but not yet You have one more choice to make Take a look at the bottom right corner of the related wizard and you ll see a pull down that says Add as type This allows you to add anybody from the Rolodex in any capacity you like This will default to the category in which your selected Rolodex entry was originally entered into the Rolodex Most of the time you won t need to mess with it but what if you re picking a Rolodex entry that was originally entered as a medical provider but happens to be a medical expert in this case Simple just click the pull down arrow and select the Rolodex type under which you d like to attach the selected Rolodex entry to THIS matter This brings up an important point Any Rolodex entry regardless of type can be attached to any matter AS ANY TYPE Once you ve selected the Rolodex entry you want to attach determined where in the matter tree you want to attach it and determined the Rolodex type you want to attach it as simply click the FINISH button and the entry will be attached to the matter as you specified But wait a minute what if the entry you want to attach isn t in the Rolodex Good point This happens a lot so Prevail lets you add Rolodex entries on the fly The rules are simple do your search FIRST to see if the entry is in the Rolodex If your search returns no results THEN click on the green plus sign just to the right of the TYPE window on the Rela
57. a it makes sense to lock the system down Choosing this option will lock the Prevail database so that users will not be able to log in This condition will be signified by a padlock icon on the control panel Allow users to log in If you ve previously locked the database this option unlocks it and allows users to log in and work in Prevail When updating or doing database maintenance make sure you remember to unlock the database afterward 81 Rebuild Full Names As part of its synchronization with MS Outlook Prevail creates and maintains a field for each Rolodex entry called Full Name which is a dynamically generated name field containing company name first name middle name last name suffix salutation and title Under normal circumstances this field takes care of itself but if you ve transferred data into your Rolodex from an external source you can manually rebuild the full name field in your Prevail Rolodex by selecting this option Delete Closed Matters When you close a matter in Prevail it doesn t really go away it just moves from open matters into closed matters If you d like to physically delete a matter from the database entirely you can do so using this feature THIS CANNOT BE UNDONE so make sure you know what you re doing To use this feature simply choose the Delete Closed Matters option from the Tools menu A list of matters will be displayed Choose which matter s you want to delete by holding the CTRL k
58. ace to enter a brief description of the document Below the Detail is a field called File If your firm scans incoming documents for archival purposes you can link the scanned document to this entry by clicking the button with the image of a paper clip locating the file then opening it When you select this entry in the document history from now on you can click the View button to open it in the related application Click the Save amp Close button to save the entry Notice that there is also a Remove button next to the Add button You can use this button to delete any history entries that were made in error If you enter all of your incoming documents into history you can easily glance at the screen to see what has gone out and what has come in You can also use the Filter feature described earlier in this section to limit the display to documents of a particular type e g doing a search for Mail in the Type field would show only incoming or received Mail You can also sort each column by clicking on the title of the column An arrow will appear pointing up or down depending on whether the sort is ascending or descending 77 Modifying Merge Documents At some point after creating your merge documents you may have to come back and modify the text and or field codes Modifying your existing merge documents is very easy As with creating documents
59. al records were last requested and when they were last received There is also a field that indicates if the firm paid a charge for the records If there was the charge was automatically posted to the Ledger which will be discussed later By glancing at the treatment history for a provider you can instantly tell what your client was treated for what records you have and what records you do not have You can also add additional treatment history entries for each provider For example if a chiropractor had previously treated your client for back pain you would already have an entry listed in treatment history If your client later went back to the same chiropractor for neck pain you could click the New button to add another treatment history item for that provider The provider already exists in your master Rolodex so you would just have to attach him her and add specific treatment information e g purpose dates etc Creating a New Medical Entry On the toolbar click on New Then on the New Medical Entry click on the paperclip icon to attach a Medical Provider from the Rolodex In the Rolodex search for the provider you want to attach then highlight him her and click Attach and Close If the provider you want to attach is not in your Rolodex yet you can create a new Rolodex entry one on the fly by clicking on the NEW button then attaching it to this medical history entry 25 Back in the New Medical Entry windo
60. alendar to view all calendars EVERYONE or choose Select Users to pick specific users to view side by side Adding Appointments and Tasks The procedure for scheduling tasks and appointments in Prevail doesn t really change from one view to another From any Calendar view you can schedule a new appointment by clicking on the New icon at the upper left hand corner of the Calendar window Notice that there is a pull down arrow just to the right of the New icon If you click that arrow instead of the New icon itself you ll be given the opportunity to schedule EITHER a new appointment or a new task 68 You can add either type of entry from any Calendar view by clicking on this arrow By default however clicking the New icon will create an entry corresponding to the view you currently have selected i e if you re on the Tasks view it will create a new task If you re on any other Calendar view it will create a new appointment The New Appointment Window You should notice first of all that the To field at the top of the window already has your default login ID selected as the person on whose calendar this appointment is going to go At this point you can add or change recipients for this appointment by clicking the Invite button This will cause the selector window to appear allowing you to invite more participants or staff members to the appointment If you have one appointment that y
61. allation screen Access Rights Now that you have installed the Prevail Server Component you will need to ensure that everyone on your network has access to be able to use Prevail from their workstations before moving on to the Prevail Client Installation If you have already defined access rights on your network skip to the section on Installing the Prevail Client It is imperative during this process to give full Read Write Modify access to C Prevail and to C Windows Prevail ini oases Double click My Computer on your Windows desktop and list all files and folders on your Local Disk Group or user names G Locate the Prevail folder on your server Right click on the folder and select Properties Click on the Sharing tab Select Share this folder and give your Prevail network data a short share name like Prevail Add Remove Permissions for Everyone Allow Deny Full Control Change oO Read Click on Permissions and ensure that Everyone has full control to your Prevail server data If you are installing Prevail onto a large corporate infrastructure you may have to grant additional access rights to other network groups Check with your network administrator if you are unsure Installing the Prevail Client If you are installing Prevail in a single user environment you will need to install the Prevail Server and Prevail Client on the same PC While i
62. any of the entries on this grid the actual Rolodex card for the selected entry will be opened You can view or edit information on that Rolodex entry directly from this point REMEMBER any changes you make to ANY Rolodex entry will show up ANY WHERE ELSE in the system where that Rolodex entry is attached There is NO SUCH THING as changing a Rolodex entry only in the current matter Any changes you make to ANY Rolodex entry are by definition system wide The mechanics of attaching someone to the matter tree are pretty simple you just click on the ATTACH button at the top center of the screen if you re running at very low resolution you won t see the word Attach you ll only see a green plus sign After you click on that button you ll see the following window Related Wizard x Search for a rolodex entry to attach to this matter using the search and type controls The list of rolodex entries will reflect what has been entered into the search box as well as the rolodex type that has been selected Select the matter or rolodex entry to attach this entry to using the Matter Tree on the right side of the wizard The type of rolodex entry can also be changed from the default by using the Add As Type control on the bottom right side of the wizard Search Criteria Type Matter Tree I lat ypes x 5 Adams William vs Stevens Jack PI Plaintiff Mr William James Adams Jr Defendant Mr Jack Stevens Court Hon D
63. ar as a colored block listing the User s name s appointment subject and attached matter Each appointment type can have a default icon and color associated with it which will display when you re in this view You can double click on any entry to see more detailed information about the appointment To set a new appointment from this view you can click and drag to highlight a block of time and then click on New appointment information as described in the Appointments section File Edit View Windows Help a ie Go y 9 Blames PI FI py Week Mnh GF GbAsieh A Dei Menene MM 2181 x CARL Wednesday 11 01 2006 lcm November 2006 I Sun Mon Tue Wed Thu Fri Sat 46 12 13 14 15 16 17 18 J 47 19 20 21 22 23 24 25 48 26 27 28 29 30 49 Z Today 2 13 2007 ieee Skip 0 34 0 Options User CARL Fill in the 66 Week View The Week View will allow you to preview a week of your appointments in the same view Each day s appointments are displayed listing the User s name s appointment subject and attached matter Highlight any day in the week and click New to set a new appointment on that day Prevail Calendar J 18 x File Edit View Windows Help Bl New B 9 Gams Packs T Day Z week FT Month BFind R Rehesh A Deisi SP Message Monday Oct 30 Tuesday Oct 31 4 i 10 30 2006
64. ases keep records in order e g alphabetical or numerical by creating index files which indicate the next sequential record for a given arrangement scheme This eliminates the need for the database engine to physically rearrange large numbers of records Instead it keeps a road map of which records go in which order This is an index file Prevail contains dozens of index files If a workstation is turned off or rebooted during a disk write operation or a power fluctuation causes a brown out or a hardware failure of any sort causes a network error during a disk write operation one or more of these indexes can be corrupted If that happens you ll typically get an error when trying to write or save information into one of the Prevail screens The Reindex operation on the Prevail control panel will generally fix this sort of problem in most cases eliminating the need to even call tech support To reindex files simply choose Maintenance Reindex from the control panel menu Keep in mind that this may take a while 20 minutes is not uncommon for a large database and that nobody can get into Prevail until the process is completely finished 83 CHAPTER FIFTEEN REFERENCE Keyboard Shortcuts KEY FUNCTION Alt A Administration Menu Alt C Cancel Alt E Edit Menu Alt F4 Exit Prevail Alt H Open Prevail Photo Journal Alt I Favorites
65. ation Cl Detail E Export Prev Net Attach 2 Detach a View Saye S Adams William v Stevens Jack Personal Injury Case amp PI Plaintiff william James Adams Jr Employer City of Orlando Case Number Title Status Medical Provider Orlando Regional Medical Ce da35514 Adams Wiliam v Stevens Jack fes Medical Provider Robert 4 Norton M D Norte Law Type Case Type Intake Date Incident Date SOL Date Medical Provider Valerie C Prezano D C UCH Personal Injury Auto Accident 12 08 2000 05 05 2001 05 04 2005 Referral Source Yellow Pages 2 Sprint Case Manager Lead Attomey Rate Adjuster Mr John B Black AIG Adjusters Johnston Charlene X w 200 00 amp PI Plaintiff Mr Gary William Bassick Branch County Last Review Reviewed By Employer Lockheed Martin Mikes Office ORANGE 1270872000 x User Demo Medical Provider Alice B Mayer M D The Ma Medical Provider Steve Noran M D Noran Nef Description of Injury Property Damage Description of Incident Medical Provider Jose P Mauricio D C Mauri Hemiated disc in back closed head injury 3 955 00 vehicle damage Plaintiff was merging from 528 offramp into Medical Provider Jay Lipke M D Little Rock C northbound traffic in 436 Defendant sideswiped Medical Provider Linda M Aston M D Womer the vehicle and ran it off the road into a utility Referral Source Yellow Pages pole amp Defendant Mr Jack Stev
66. avid P Parsons Medical Expert John C Smith M D NYU Medic Rolodex entries will only be displayed after search criteria is entered in the field above This is to increase system performance Add As Type E J Fini X Cancel This window gives you the opportunity to search for a Rolodex entry in the master Rolodex then attach it to this matter Type a piece of the Rolodex name you want to attach in the search window and the system will show you ALL Rolodex entries that match what you typed When you search in this manner Prevail simultaneously searches the first name middle name last name and company name fields of the Rolodex Remember when it comes to searching in Prevail LESS IS MORE that is the less you type the better The reason for this is simple the 22 more you type the more likely you are to make an error in spelling and cause the entry you re looking for not to be found For example let s say you re searching for the last name Johnson or was it Johnston If you type j o h n and let Prevail search that it ll find it either way If you guess one or the other and guess wrong you won t find the result you re looking for It s also important to note that you should NEVER try to put in both a first name and a last name Firstly there s no need to Prevail will find what you re looking for just fine if you enter EITHER the first name or the last name Secondly this search method submits a
67. b Security Prevail allows you to customize your V Appointments v Fee Entries v Tasks A Prone Cost Entries V Matter Reviews Time Entries security features and limit a to specific I Documents Notes data Only those users with Administrative K Ema Prones Updates access to Prevail will be able to edit Security preferences You can configure your firm s security settings from the Security tab in your Firm Preferences or by clicking on Administration Security from the main Prevail menu Prevail comes with four pre configured security levels Most firms choose to leave the default levels as is You may edit any of the existing levels by highlighting the level in the list to the left and making your changes then clicking Save If you wish to add a new security level select New from the Security toolbar Assign a name to the new level and use the E checkboxes to choose which areas of Hise Slee sosie s econ Prevail the new level will have access to Login Employee Information Employee Preferences Employee Notes CARL DAVID agin assword ecurity Administrator X When finished click Save and then Close ee Cee eae P il alendar lank defaults to login to return to Prevail NOE cies F Initials DMO Nickname Mo 55 204 20 4912 pop 6 15 1971 Adding Users Em ployees Type Attorney Case Manager gt Branch ABC LAW FIRM P C
68. can continue It is important that ADS is set to Automatic Startup to ensure that every time your server is Advantage Database Server for Windows N1 2000 restarted the ADS service will restart 6610 9029 and or 7013 Error with NTFS File Systems automatically ee vantage eee Sra arot log or fon the clon Th ADS H t Il ti Il t tha Adyentaga Datsbese Soiver an tag ade en dbh e Installation process may we prom p you Ee Sete Windows NT 2000 error 5 ad r access denied error to ensure that you have the latest SEIVICE packs lt There are two possible solutions to this issue The and hot fixes for your Windows operating system recommended soluton is to congue the SYSTEM group s ermissions and security attributes as for the configured hie connection file path share as aa as any sae bere Kp he Database ae i i il ta files il ti If you are running NTFS you should note this Pi te share fer al servies nduding the Advantage issue with access rights see picture at right Pe x lt gt Click Next to finish the installation process then j Tere click OK to complete the setup program Now that ADS has been installed you will need to configure it with the correct runtime parameters Click Start Programs Advantage Database Server Advantage Database Server Configuration Utility Use the ADS Configuration Chart below in conjunction with the Configuration Utility tab within the Advantage Configuration Utility to define
69. cial Security or Workers Compensation reports in their Prevail system You may also want to reorganize the reports you do plan to use based on how your particular firm operates Your Prevail reports are located in X Prevail Reports where X is the server drive where your Prevail data is located Reports are organized in folders like any other files on your computer Adding deleting or moving files within these folders will automatically update your list of available reports in the Prevail Reporter Using Reports from PTI The Reporter comes with many standard reports pre installed but you may find a need to have reports created or customized for your firm as you begin to use the Prevail system Due to the complex nature of Prevail it is not recommended that any user attempt to create or modify their own Prevail reports The Prevail System website offers a Report Vault http www prevail net downloads reports reports40 html containing hundreds of custom reports available to all Prevail users If you fail to find a report in the vault that meets your needs you can fill out the online report request form http www prevail net support requestreport html and a Prevail report writer can create a custom report specifically for you or modify an existing report to better meet your needs Depending on the terms your Prevail technical support contract there may be a charge for custom report writing Any costs associated with creating your
70. cision regarding which features of the software will be used be made with some degree of forethought and discussion If you step back and let things develop on their own users will always take the path of least resistance This generally means whatever is the least troublesome to them at the time rather than what is best for your practice in the long run If this is how you plan on going about your implementation get ready for a mediocre result Forms Customization Prevail comes with some basic forms and form letters but you will certainly want to customize these add letterhead change signature blocks add additional language etc or more likely replace them with your own letters In either case you will need a person with a sound knowledge of Microsoft Word or WordPerfect to accomplish these tasks Keep in mind that the ability to automatically generate and track documents will more than any other feature save you time and money in the long run Do not gloss over the process of getting them set up the way you want them Reporting and Management The management portion of case management software is often forgotten once a firm gets a system up and running Once all your data is in Prevail and you have been using it effectively for a while you need to consider what type of information you may want to get out of the system Prevail comes with over 200 reports built in which can help you track your client data as well as your market
71. ck 5 x E Save amp Close 2 B Cost Entr Use the cost entry to bill your client for expenses that you have incurred or for bills you have paid on their Entry Date amp Time 2 28 2001 Category Medical Records 7 behalf Subject Medical records x Attorney Amount 35 00 i d vaise DEN lels Select Cost from the drop down in the New Entry Bild on T tnvoie mice window In a cost entry you have the ability to attach someone from the Rolodex to the cost by clicking on the paperclip icon and browsing to the entry you would like to attach Fill in all necessary information and click Save amp Close Now that you know how to make entries on the ledger page we ll make your life easier by letting you know that for the most part you don t have to make these entries Prevail is set up so that they will in large part make them selves based on your actions in other parts of the program Specifically the History Page which we ll discuss next has fields for Time and Cost incorporated into each entry detail window If in the course of making a history entry any values are included in either the Time or Cost fields the ENTIRE ENTRY including subject and notes will be copied onto the ledger page automatically and all time and cost totals will be updated automatically 36 History Information Tab
72. ck AIG Adusters Adjuster Mr Joe Blow Prudential to the current matter Adjuster Ms Lisa R Comell Progressive Adjuster Mr Ralph E Dvorak Big Duplicate Insurance C Adjuster Mr Fred C Flintstone State Farm Adding Opposition e Adding opposition to a matter works Ais Mr Hemana Munster Progiessive Chicago 2 4 p P juster t Jact s onnell State Farm just like adding Plaintiffs Claimants Adjuster Mr Michael Randolph Orange County Self In Adjuster Mr Stephen G Rollins Allstate Click on the Attach button and select fagus Ms Cathy Thomas Pioessie the Rolodex type for the party you wish iise Mr JscA water Pte to attach for example to attach the 1459 tiste Wion Mosse a E Defendant s insurance adjuster to the gt Help bac Fn 59 matter you would select Adjuster from the Type drop down list Then highlight the appropriate adjuster from the list and click Finish Back on the Matter tab the selected adjuster will now appear in the Matter Tree on the left side of the screen associated with the defendant If you ever want to remove a party from a matter simply highlight the name in the Matter Tree and click on the Detach button on the navigation bar Click Yes when prompted to confirm that you want to remove the party Doing this will remove the party ONLY from the current matter the original entry will remain in the Rolodex 60 CHAPTER TEN THE PROCESS BUILDER The Processes Tab in P
73. cover that the entry you want to attach doesn t exist anywhere in the Rolodex i e 0 results are found you can add the entry on the fly After you click the ATTACH button from the Matter page notice that there is a green plus sign to the right of the TYPE dropdown field beside the results window Once you ve searched and verified that the Rolodex Entry you want to attach doesn t exist in the database you can click the plus sign to add a brand new Rolodex Entry Enter all the desired fields in the new Rolodex Entry make sure you select an appropriate TYPE and save the entry by clicking the SAVE amp CLOSE button at the left corner of the Rolodex Entry window Your new entry will then be displayed in the results window and you can continue by selecting where on the Matter Tree you want to add the entry and clicking FINISH Deleting Rolodex Entries From a Matter Once you re on the matter page you can remove any Rolodex Entry from a matter by highlighting the desired entry on the Matter Tree and clicking the DETACH button at the top of the screen just below the toolbar You will be prompted for confirmation Once you answer in the affirmative the selected Rolodex Entry will be removed from the current matter but will remain in the master Rolodex 54 CHAPTER SEVEN SEARCHING Prevail 4 provides more searching capabilities than any previous version of Prevail Not only can you search by a client s name you can also search by an opposi
74. d click the Save button on the toolbar or click Cancel to reset the screen and not save your changes 30 Processes Information Tab Prevail 135647788 Adams William vs Stevens Jack lolx Eile Edit Administration Tools Favorites Reports Options Windows Help i a 2 Search Prospects Notes Photo Maplt Calendar Chat Message E mail MergeDoc Query Rolodex Find Status Information Q Detal Evpot Prev Newt gt New 8 Delete 6d View Save Cancel Processes Steps Subject 2 Y Current Level TRIAL Next Level add EL roces Step TRIAL BEGINS Step asane stn MElDate F Subject Statute F Next Step E M 1 9 2007 TRIAL BEGINS M 1 9 2007 Suit Filed FTP Warning 2007 12 05 Motion Practice M 1 12 2007 Suit Filed FTP Warning 2007 12 08 Motion Practice M 1 14 2007 Last Day to Serve Supplemental Interrogatories 1 14 2007 Last Day to Serve 2034 Demand M 1 19 2007 Request for Recon Sent Reconsideration Denied M 21212007 Suit Filed FTP Warning 2007 12 29 Motion Practice C 2 8 2007 Last Day to Serve 2034 Response C 2 23 2007 Last Day to File Discovery Motions C 12 28 2007 Discovery Cut off C 3 5 2007 Last Day to Post Jury Fees O 3 5 2007 Last Day to Serve Notice to Appear amp Produce O 3 15 2007 Expert Deposition Completion Due 3 15 2007 Last Day for Discovery Motions to be Heard C 3 20 2007 La
75. dministration Tools Favorites Reports Options Windows Help Q ki I o Search Prospects i Notes Photo Maplt Calendar Chat Message Emal Merge Doc Query Rolodex Find Claims Information Q Detal Expo Prev Net New Delete Gd View Save Cance Processes Steps _ Current Level Reconsideration Next Level Collection S st amp Add Next Step 5 Step Reconsideration Accepted Step Collect Fees M Date Subject statute 7 Next step V 12 12 2006 Application Sent Application Denied ral 1 15 2007 Application Denied File Request for Recon by Prepare Recon Request 2007 03 16 V 2 1 2007 Request for Recon Sent Reconsideration Denied Iv 2 1 2007 Reconsideration Accepted Collect Fees Matter Disabilities Medical Events Claims Copyright 2006 Practice Technology Inc All rights reserved For most practice areas it s up to you to create your own processes in Prevail using the Process builder utility In Social Security Disability however we have already set up the entire administrative process for you in advance Since the Social Security Disability administrative process is essentially the same everywhere we were able to set up all the steps in the process builder You can of course tweak the process a little bit to add your own intermediate steps here and there but you ll find that the overwhelming majority of the work is already done Prevail can store as many claims in a single matter as you like It
76. e same computer Whatever login name was used to last log into Prevail will be used for the Outlook sync e g if you were logged into Prevail as Bob then all of Bob s appointments and tasks will be synchronized with Outlook The synchronization takes place through a separate program called Outlook Sync exe which resides in the C Prevail folder on each local machine You can run this program by double clicking on it or setting it up to run automatically by placing it in the computer s startup program group The first time Outlook sync runs it will take a long time to run because it is copying all appointments and tasks both ways Prevail to Outlook and vice versa Once the initial sync is done the Outlook sync program will run on the taskbar It will check approximately every 30 seconds to see if anything new has been entered into Prevail and Outlook If there has it will be automatically copied from one location to the other Attaching Rolodex Entries to a Matter Prevail is based on a master firm wide Rolodex Any Rolodex Entry can be attached to any number of different matters within the system To attach a Rolodex Entry to the current matter simply click on the ATTACH button at the top of the screen just below the toolbar if you are running at unusually low screen resolution this button will appear as a green plus sign 53 After you click the attach button a screen will be displayed prompting you to type search cri
77. e visible entries Export Export current tab to an Excel spreadsheet only available on certain tabs Previous Jump to the previous matter alphabetical by matter title Next Jump to the next matter alphabetical by matter title Attach Add Insert a new item to the current screen such as parties to the Matter Tree bills payments to the Ledger or History entries Detach Delete Delete the selected item on a tab where applicable View View more detailed information on the selected item or open a document from History in your word processor Save Saves the changes made during an update Cancel Cancels the changes made during an update and reverts all data to its previous state Page Content The Page Content is where the case information is displayed As you move between pages the views will change according to the tab you have selected Tabs Matter Events Status Negotiation Damages Ledger Histor The Tabs located along the bottom of the Prevail window are used to organize and display case information Changing tabs will cause the page content to change to the corresponding information Each law type has its own set of tabs As you move between matters notice that the tab set changes as the law type changes 16 CHAPTER FOUR CONFIGURATION Every firm that uses the Prevail Case Management System uses it in a different manner Some firms use Prevail to its fullest ability and others use portions of the program that fills a void
78. eatment dates type of damage due date and amount as well as any notes about the entry then Save and Close Note that you can if you want have medical specials entered automatically onto the damages page when you enter them on either the matter page or on the medical page To have an entry on one of those pages post to the damages page automatically you must enter a bill amount and check the add to damages when entering it The complete entry with provider and bill amount will then be copied to the damages page automatically 34 Ledger Information Tab Prevail 01 19679 Adams William v Stevens Jack j 5 o xl Eile Edit Administration Tools Favorites Reports Options Windows Help a Gi ao oe Cae Search Prospects Notes Photo Maplt Calendar Chat Message E mail MergeDoc Query Rolodex Find Ledger Information Q Detal PE Espot Prev Next Add Detach GO View Say Date Type v Category v Subject Author Hours Amount Attomey vlv x 2 Time Entry nil 5 a 12 11 72000 Time Entry Draft initial auto complaint DEMO 1 25 E 12 14 2000 Time Entry T C with adjuster re coverage DEMO 0 25 O 01 14 2001 Time Entry Review medical records from Dr Kashman DEMO 0 5 0O 02 28 2001 Cost Entry Long Distance Long Distance February 2001 DEMO 4 38 U
79. ed in the history summary select the document and then click the View button on the navigation bar Prevail will automatically open the word processor and retrieve the document When you are done viewing the document you can either minimize or close your word processor and switch back to Prevail If you want you can leave both Prevail and your word processor running at all times If you want to quickly search through your document history entries to find a specific document or group of documents you can use the Filter es aa by dens the small drop down arrows next to each column header in the History m screen Show Advanced Features must be checked in the User Preferences Choose an item from the drop down menu and it will filter the History according to what you chose To turn the filter off click the small X in the lower left corner of the History window When generating documents Prevail automatically creates the history entries for you You can also manually insert documents into history This is normally done if you want to track incoming as well as outgoing stm a e documents To manually insert a document into history click on the Add button at the top of the screen An entry window will appear that lets you enter information on the new document e g description date etc There are pull down arrows on several fields to speed data entry Note that there is also a detail field which gives you sp
80. ed you can attach them to history as well The process is fairly simple First you create a new history entry giving the document a description and adding in any time cost notes and task entries you desire Then click on the paperclip icon in the lower right corner of the History detail window Prevail will then let you browse anywhere on your network to the location of document or file you d like to attach to the history entry Once you select a document it will be copied into the history folder for the current matter Since the document gets copied into Prevail it no longer matters what happens to the copy which remains in the original location It can be deleted if you like In fact it s probably a good idea to delete it This will eliminate any potential confusion as to which is the current working copy of the document Once the document is attached you or any other user can retrieve the document by clicking the VIEW button the sunglasses icon There is also a VIEW button at the top of the History page You can use this by highlighting any history entry and clicking VIEW Regardless of which VIEW button you use the document attached to the history entry will be instantly retrieved when you click it It should be noted that you can attach ANY kind of file to Prevail as long as your computer has a program installed capable of opening that kind of file For example you can attach a PDF file and when you click the VIEW button Prevail will
81. en in the Merge Wizard check the box that says Merge Across Query and click Finish On the next screen you will be presented with a list of all of the available queries Check the box beside the query you want to use in this example we ll call it All Personal Injury Matters then continue on as you would any other merge When the completed document appears in your word processor instead of having a single document to a single party you ll have a single document that repeats for each matter that matched your query and all associated entries for time and cost and follow up have been made for each matter automatically Merge Across Related Merge Across Related allows you to merge multiple copies of the same document in a single merge to multiples of the same Rolodex type attached to a matter For example if you want to request medical records from more than one of the Medical Providers attached to a matter in a single merge you would begin merging your medical records request document just like you would any other document When you reach the History entry step in the Merge Wizard place a checkmark in the box next to Merge Across Related and click Next On the next screen you will be presented with a list of all of the Medical Providers attached to this matter Hold down the CTRL key on your keyboard and highlight each provider that you want to send this request to then click Finish When the merge is done you
82. ens oo Adjuster Ms Carmen C Garibaldi Progressive Contact Information Double click item for detail Adjuster Mr George A Jetson Progressive i Insurance Company Stevenson Auto amp Life FERS Wiliam James Adams Jr 407 365 1891 Mediator Fonda Highway Patel Toop Hi oy pass ae Mr Gary William Bassick 501 938 7593 Co Counsel George A Jetson Esq Jetson amp Flint Court Hon David P Parsons Hearing Officer Defendant Mr Jack Stevens Investigating Agency Orange County Sheriff Adjuster Mr John B Black AIG Adjusters 800 235 2355 Adjuster Ms Carmen C Garibaldi Progressive 800 235 8235 Ext 5559 Adjuster Mr George A Jetson Progressive Little Rack 802 352 3555 Co Counsel George A Jetson Esq Jetson amp Flintstone LLC 407 235 2352 Court Hon David P Parsons Hearing Officer 407 645 1818 Ext 10 Insurance Company Stevenson Auto amp Life 407 984 5131 Investigating Agency Orange County Sheriff 407 231 1550 Ext 651 Mediator Florida Highway Patrol Troop H 407 235 2355 4 4 4 Additional Information for Adams William v Stevens Ja a Matter Medical Events Status Negotiation Damages Ledger History Copyright 2006 Practice Technology Inc All rights reserved Remember from our description of the interface that Prevail is based on a master Rolodex that is every person
83. ents 2 found Skip 0 31 User Date Time Subject Type Matter Claim CARL 12 11 2006 9 00 4M Mediation at Mike Nebel s Office Hearing g Bassick Gary Vs 02 34348 B Options Knowle Margie 02448 User CARL X And the start or due date is between 17172006 and 2 13 2007 And the matter s title is like GARL OROWR20O7 4O0PM MediatjonConfesnca Manii Tasks 1 found m User Set Due Subject Type Matter Clair 8 CHAR 11 21 2006 3 56 15 11 21 2006 Reply RE T C with Opposing Counsel re Matter History Bassick Gay Vs 0234348 PM ation date Knowle Margie cd Detail Click on Detail to make any notes in your appointment or task entries display without having to open the entry to view them Today From anywhere in the calendar clicking on the red circle beside today s date will bring you right back to today from whatever date you were previously set at Jump Type in any date past or future in the Jump field and click Go to quickly move to a specific date in the calendar Skip Type in a number to skip ahead or back that many days from the current date in the calendar For example type in 90 and click Go to skip ahead to the date 90 days from the current calendar date You can also type in 90 and skip back to the date 90 days before the current calendar date User Under the User section you can use the drop down box to choose another user s c
84. erefore you don t want to create a new matter for everyone Some callers have good cases others don t Prevail accounts for this reality by having a two tiered entry system wherein you can take basic information over the phone and create a Rolodex entry for the new prospect Then after you decide whether or not you re going to take the case you can either activate create a matter for or close the prospect s Rolodex entry Creating a New Prospect To create a new Prospect in Prevail click on the Prospects icon on the main Prevail Here a screen will appear which will allow you to either search for an existing prospect or create a new prospect Why put both functions under the same button Simple you ve got no business creating a new prospect Rolodex entry if you haven t first searched the Rolodex to make sure somebody else hasn t already done so It s not at all uncommon for the same person to call multiple times If you don t want your Rolodex to be a mess of duplicate entries believe me you don t ALWAYS ALWAYS ALWAYS search for an entry before you create a new one from scratch You ll be surprised how often you find it in there already The interface for the prospect search looks like this z E Cose BaActivate GNew ZEdt S a SA Le SeA Search for Prospects by entering search criteria in the field above Prospects can also be filtered using the Rolodex Type drop down control and selecting a Rolodex Type A
85. ews is basically the page content that is showing By clicking on the different tabs the content of the pages will change When you first open the calendar the user defaults to whose calendar is selected in the User Preferences for each login name and the date defaults to today You can click on any date on the calendar in the upper right corner to see the appointments tasks for that day or you can click and drag across multiple days to see all appointments for a range of dates In addition to being able to view your own calendar by dropping down the User list you can choose to view all calendars EVERYONE or choose Select Users to pick specific users to view side by side Appointments View The Appointments List View displays all appointments for the selected user s for a specific date or date range Appointments default to being sorted by date and time but you can click on any column heading to re sort by any other criteria You can double click on any entry to see more detailed information about the appointment 88 Prevail Calendar 18 x Eje Edit View Windows Help Hl New So la Packs TT Day FB week FT Month GdFind Retesh Q Detal sPMessage 3 USER FI FROM DATE _ 7 TIME i END SUBJECT Z MATTER Z TYPE _ CASEN 7 CARL CARL 10 30 2006 00AM__ 530PM__ Carl out all day Dikes Carl vs Dirkes Melissa 06 0013 CARL CARL 11 01 2006 300AM 9 30AM New client interview Jack Phone Call
86. ey and clicking on the desired entries Click on the DELETE button and they will be permanently deleted Delete Unused Rolodex Entries This feature allows you to mass delete Rolodex entries which aren t attached to any specific matter Take note that if a Rolodex entry is attached to ANY matter even one it won t show up here as available for deletion This is a tool for general Rolodex cleanup and allows you to select by holding the CTRL key and clicking the entries you want to delete multiple entries for deletion When you have selected the desired entries for deletion click the DELETE button and those entries will be deleted and the window will be closed Reassign Employees It is common in the course of normal operation for employees to leave the firm and be replaced by new employees This leaves open the question of who gets to deal with the tasks appointments and cases which were previously assigned to the departing employee Prevail contains a utility to automatically and globally reassign cases tasks and appointments from one employee to another When you choose Reassign Employees from the tools menu you will prompted to enter the name of the old user From User and the new user To User Once you have selected these entries hit the FINISH button and all tasks appointments and case assignments will be transferred from the old user to the new user Note that you cannot use this feature until you have created
87. f you only have one office you should select it here attorneys and case managers to the matter and specify the rate if applicable In Step 3 you can now enter additional parties to the matter such as defendants or insurance companies In order to add a party to a matter they must be in your Rolodex If a party is not yet in your Rolodex you can add them on the fly Click on the Add Party button and in the Add Party to Matter window click New to enter a new party that you can then attach to the matter you are creating If all parties you wish to attach are already entered in your Rolodex all you have to do is select them from the Rolodex and click Attach and Close Remember you can always go back once the prospect is activated and add additional parties at any time As soon as you ve added all the necessary parties click Finish The information you just entered will be plugged into the open matter screens and you can now go ahead and start filling in the rest of the information for the new matter Deleting a Prospect If you decide you re not going to sign up a prospect and you want to remove him or her from your database open your Prospects List and search for the prospect you wish to delete Double click on the entry to open the Rolodex entry for this prospect Then click on the red X to delete the entry Deleting this entry will not only delete it from your Prospects List it will delete it from your Rolodex
88. fectively The History page is the most powerful tool in Prevail for tracking what s going on in a case The reason why is simple all the other parts of the program talk to the History page telling it what happened and when Appointments tasks process updates documents and other events in the case find their way to this History page automatically when they happen This gives you an excellent highly detailed picture of exactly what happened and when It is in the context of all this other information about goings on in the matter you should enter your notes You can 46 very easily filter sort and group information on the History page but by default it shows everything Notes are entered on the History page as Matter History entries The Matter History type simply designates an entry as being entered manually by a person rather than automatically by the system Once you re on the History page you can make a new entry by clicking the ADD button at the top of the screen if you re running at unusually low resolution 800x600 or less this button will appear as a green plus sign The following entry o x window will be displayed Msense swe 8 Mico Subject 7 E o Type Matter History The Subject field here is pretty self category Entry Date amp Time 2 12 2007 04 55 Pm explanatory What s your history entry Phe Pints ee about If you re recording a telephone cost s0 to RON
89. ferent it still has the feel of previous versions Perhaps more than anything the interface has been cleaned and rejuvenated while adding important conformity features keyboard equivalents new menus and new buttons Before we begin to examine the Prevail interface there are few things you should know about navigating through Prevail Pressing the Esc Escape key on the keyboard will cancel and close any window as if you clicked the X in the upper right hand corner It will also cancel any update For instance if you change a piece of information on the Matter tab pressing the Esc key will cancel the update like clicking the Cancel button Pressing the F12 key on the keyboard will Save amp Close most windows that require input This is similar to clicking the Done button This is also true for the main Prevail window Any button or menu item that has a letter underlined in the name of the item such as the Reports button can be pressed or selected by pressing the Alt key and the letter or number that is underlined When updating or inserting new information on the main Prevail window the input fields will change color to notify you that it is in update or insert mode When updating the fields will turn yellow When inserting the fields will turn green When searching for keywords in appointments tasks document history and ledger if a match is found the grids will turn purple to notify you that you are in
90. firms with lots of associates You can type EITHER the attorney last name OR a piece of the firm name and you ll find the attorney either way If you type the attorney last name you ll see all Rolodex entries which contain that last name and you simply select the right one from among them If you type a piece of the firm name you ll see ALL Rolodex entries for that firm and you can choose from among them Modifying Rolodex Entries You can always go back to any Rolodex Entry at any time to add or change information for that entry Any changes made to a Rolodex Entry will automatically be reflected in all matters the entry is currently attached to There s no need to worry about trying to track down every case a person is associated with to update their information All you need to do is locate the entry you wish to edit in your Rolodex and either double click on the entry or highlight it and click Edit on the toolbar to retrieve the entry Now you can make any needed changes When you re finished click Save amp Close and your changes will be recorded and all matters involving this party will be automatically updated Deleting Rolodex Entries You can delete a Rolodex Entry by opening the entry in your Rolodex and clicking on the Delete icon in the entry or by highlighting the entry directly in your Rolodex and clicking on the You will be prompted to confirm that you want to delete the selected entry Click Yes and the 5
91. fter you have finished typing the results will be displayed in the grid at the bottom Double click on a Prospects to display it You will not be able to work with a Prospects without having at least one record displayed The search criteria can be any part of the name or office Search Criteria Search Type Rolodex Type I Rolodex List fai Types x Rolodex Name Office Ade a EMail PI Plaintiff Dirkes Carl Closed Prospect West Jim There are 2 rolodex entries After you type in the last name of the prospect you re looking for all matching entries will be displayed If the name you searched doesn t appear in these results you will want to add a new prospect Do this by clicking New This will open the Prospect Wizard Here you will select 57 a which type of prospect you wish to create Select a prospect type and enter contact information for the prospect as well as the defendant if that information is available fro m the d ro p d own ist j a nd e nte r the name If the defendant information is not available it can be added later Click the next button to continue to check for any conflicts s the contact information that you ve entered a n d So Ci a Se cu rity n u m ber of th e n ew prospect as well as defendant information if Salton Fisi Name Midde Name P Suk Tie known at this time You must also specify a Ea Oice Company Fim Ll case type before Prevail will allow you t
92. have several defendants attached to matter each with its own attorney and Insurance Company attached to the respective Defendant it will be clear to the end user which attorney represents which defendant The Rolodex Contact Window To the right of the Matter Tree is a window whose contents will change automatically depending on which of the Rolodex entries in the Matter Tree you click on Clicking on a particular Rolodex Entry in the matter tree on the left will cause the specific information from THAT Rolodex Entry to be displayed in the window to the right of the Matter Tree This will almost always include standard demographic data name address phone number etc for that Rolodex Entry but may also include places to put additional related fields of information which are pertinent to the selected Rolodex Entry AS IT RELATES to the current matter For example clicking on an Insurance Company in the Matter Tree will cause the expected information about that Insurance Company to be displayed name address phone numbers etc but you will also note lower in the screen that you have fields for policy number and claim numbers Although the contact information in the Insurance Company s Rolodex Entry is common to all matters to which that Insurance Company is attached the policy and claim information are unique to that Insurance Company AS IT RELATES TO THE CURRENT MATTER In short the matter page shows you who s who in the case You can view m
93. he trial date and it would then calculate back fill all the other dates and set reminders for them automatically e An Administrative process the like U S Social Security disability application and appeals process this process comes pre defined in the Prevail process builder This process contains several dozen steps or actions which all occur in sequence with certain forks in the road based on what happens at each step The process in Prevail automatically merges documents sets staff reminders and tracks deadlines as necessary because the individual steps all 77 of them have been pre programmed into the Process Builder e A checklist of tasks which always need to be completed in the processing of a particular type of case where you want the program to specific tasks for different staff members and track when they are completed The Big Picture The Processes concept is based on the understanding that there are certain repeated patterns that occur in any type of law or administrative process based on pre determined rules The essential question you must ask yourself at each step of the process is what happens next Does a document need to be generated Does an appointment need to be scheduled Does the step represent a statute or deadline which must be tracked Do other parts of the data in the matter need to be changed when the step is reached The process builder has the ability to do all of these things it just needs
94. he Appointments window Next click New or right click in the Appointments window and select New from the list that pops up The appointment will automatically try to assign itself based on the login ID of the user but you can change who the appointment is for or add additional users to the appointment by clicking the Invite button You can add as many users as you d like to any appointment You also have the ability to attach any number of contacts from the Rolodex to an appointment If you want to attach Rolodex contacts to the matter click on the Contacts button at the bottom of the window to bring up the Rolodex Search for a contact then highlight the entry and click Attach and Close Repeat this for each contact you wish to attach Enter the subject time date and location information for the appointment and click Save amp Close to save the appointment to the calendar Remember that the act of adding an appointment from this window will also make the appointment show up on the personal calendar s of every user you ve invited to the appointment in the TO field of the appointment detail window Viewing an Appointment To view an appointment double click on the entry in the grid or highlight it and click View Removing an Appointment If an appointment has been entered in error you can remove it very easily Highlight the appointment you would like to remove and click Remove on the too
95. he processes page just yet even in a sophisticated installation the processes page is typically the last thing to be implemented The thing to remember about processes is this If there is a specific process or roadmap a case will normally follow even one with a few forks in the road you can set up a process that will essentially push you along that roadmap a little faster and remind you of the things you need to be reminded about along the way If on the other hand your practice is more RE active than PRO active insurance defense for example you may not use the processes page at all 31 Negotiation Information Tab Prevail 01 19679 Adams William v Stevens Jack F A oj x File Edit Administration Tools Favorites Reports Options Windows Help Q Gi o 9 eo By E Search Prospects Notes Photo Maplt Calendar Chat Message E mail MergeDoc Query Rolodex Find Negotiation Information Q Detal CE Emot Q Prev Next Add 8 Detach G View el Negotiation Date 2 7 Type Subject v Final v 12 05 2000 Offer 10 000 00 02 17 2001 Demand 25 000 00 Liens Date 4 7 Client Provider Subject Insured Paid Policy Notice v Matter Medical Events Strategy Negotiation Damages Ledger History Copyright
96. here you installed the Prevail Server component This tells each particular workstation where on your server to look to access the Prevail data Your local path is the location of the Prevail Client on this particular workstation which should always be C Prevail as recommended in the Installing the Prevail Client section of this guide The Merge Path should also default to C Prevail Once you ve filled in all of the correct setting information click Save You re ready to log into Prevail for the first time Updating Licenses Every new Prevail installation defaults to allowing only one user in the system Therefore before you run Prevail for the first time you will need to let Prevail know how many licenses to allow by entering the Control Panel Install Code from the sticker on the back of your Prevail install CD envelope This code is used by Prevail to determine the license count of your Prevail installation as well as to manage updates to your Prevail system To run your Prevail Control Panel click on your Windows Start Menu and select Prevail Prevail Control Panel As soon as the Control Panel loads you will be prompted to enter a Security Key This key is the Control Panel Install Code from the back of your Prevail install CD Enter the code exactly as it appears on the sticker then click Go At this point the Control Panel will go to our FTP site to acquire license information Once you arrive at
97. ic conditions The bottom half allows you to keep general notes about the client s disabilities Whether you use the top half of the window or the bottom half is entirely up to you Some firms ignore the top half of the window instead using the bottom half only in which case they simply type in a brief synopsis of the client s disabling conditions On the other hand some firms like to indicate the specific ailments and run reports based on those disabilities Those firms typically ignore the bottom half of the screen and just list the specific disabilities in the top half Regardless of whether you use both parts of the screen or just one the mechanics of adding information are pretty simple They are as follows Adding a Disability Click Add to bring up the New Disability window Fill in all of the fields that apply to the disability Lastly click Save amp Close button to save the entry Viewing and Editing an Disability Entry On the Disability tab select the disability you wish to view by double clicking on it or clicking on it once and then clicking on the view button Now you may begin the editing process by changing the fields you would like Lastly when finished click Save amp Close button to save the edited information 42 The Disability Information page lets you list specific impairments for the currently selected client In addition to listing detailed information on each individual problem this page also ha
98. ic task to be set for follow up on the history entry you re entering and the TO field indicates which employee in your office the task should be assigned to This comes in handy any time you have a conversation that requires some action on the part of someone on your staff Let s say for example that you have a conversation with a client who wants to know the status of his settlement paperwork It s not your case and you don t see anything in history to indicate that the settlement paperwork has been done Let s say MARY is the case manager for this case Prevail lets you make a history entry in the case to indicate your phone call and SIMULTANEOUSLY make a task entry for Mary to follow up on the call All you do is make your history entry with a reasonably descriptive subject something like T C with client re is settlement paperwork done yet and choose a date today s date is fine on which you want the automatically generated task to show up on Mary s Task list The simple act of including a date in the DUE DATE field and leaving Mary s name in the TO field the case manager s name will always be selected by default will cause an automatic task to be generated This task will show up on Mary s task list and will also show up on the Events tab of the current Matter The Notes Field The notes component of the history entry is where the you can be as detailed as you like about whatever it is you re recording into history Although
99. ich change from case to case but the basic demographic Rolodex fields are shared among any matters to which the Rolodex entries are attached Where s the Menu There is no main menu in Prevail If you re in Prevail you re in a case period Prevail will always open up to the last case you were in There s only one main window in the program and the very top of the window the title bar will tell you what case that is There are page tabs along the bottom of that window each of which contains a different type of information ABOUT THE CASE YOU RE CURRENTLY IN From top to bottom here s how the interface is organized At the top of screen is title bar Just below that you ll see text menu options File Edit Administration Tools etc each of which pulls down to reveal other choices beneath Underneath the menu options you ll see the toolbar which displays the icons for tools Search Prospects Notes Photo etc which are available regardless of what Page tab you re on or what matter you re on Below the Toolbar you ll see the Navigation bar which contains navigational tools Next Previous etc on the right side and tells you what page tab you re on e g Matter 12 History etc on the left side At the bottom of the window are the page tabs each of which describes a different type of information ABOUT THE CASE YOU RE CURRENTLY IN The names of the tabs at the bottom of the window will vary depending on what law type yo
100. iewing closed files the date the matter was closed Main Menu Bar Eile Edit Administration Tools Favorites Reports Options Windows Help The main menu houses access to nearly every function or window in Prevail Some functions in Prevail can only be accessed via the main menu Clicking on any of the top level menu items will cause sub menu choices to be displayed as follows File Menu New Appointment Create a new calendar appointment Matter Create a new matter using the Matter Wizard Prospect Create a new prospect using the Prospect Wizard Rolodex Entry Create a new Rolodex Entry Task Create a new calendar task 13 Save If in edit mode this will save the changes Cancel If in edit mode this will cancel changes without saving Close Matter Move current matter to Closed Matters database Load Closed Matters Open the Closed Matters database Attach Image to Client Browse for photo to add to Prevail Photo Journal Print Matter Print the current matter Print Current Tab Print the current tab Printer Setup Configure printer Most Recent Used List the eight 8 most recently viewed matters Exit Close Prevail Edit Menu Undo Undo the last edit Cut Copy the selected text to the clipboard and delete the text Copy Copy the selected text to the clipboard Paste Paste the text from the clipboard at the cursor Delete Delete the selected text Refresh Refresh the screen to show any recently updated information
101. ing Advantage Database Server V TCP IP is installed you have not determined login names yet you can always come back after Prevail Folders you ve created users to change the Network Path P Prevaild login name here Local Path C Prevail Merge Path C Prevail Prevail Client Settings Version 1 00 00 a fowse fowse I ji I g i jos lot fowse If you are going to be running Prevail across a network and have installed the Advantage Database Server software Bho Esae cce be sure to check the box that says Copyright 2005 Practice Technology Ir Using Advantage Database Server If you are running a network with the TCP IP protocol installed also check the box that says TCP IP is installed This will allow all users who are logged into Prevail to be able to chat with each other across the network as well as enable appointment and task alarms This box should almost always be checked The only time you will NOT check this box is if the client you are installing is running under a Microsoft Terminal Services profile Terminal services clients do not have unique IP addresses so that chat features will not be enabled over a terminal services session When setting up the Prevail client in a Terminal services environment the TCP IP box should be un checked Under Prevail Folders enter your network path as X Prevail4 where X is the mapped server drive w
102. ing efforts Those built in reports may or may not include exactly what you want If they don t no problem Virtually everything in the Prevail system can be reported on in just about any manner you want If you ve got our premium level support package it comes with 5 free custom reports USE THEM Knowing what information you want out of the system is YOUR responsibility Decide what you want and if it s not covered in the base set of reports request a custom report Enough with the goals now on to the software Prevail is a tool designed to help you run your practice although it is really more accurate to think of it more as a tool BOX A really big triple decker toolbox packed full of tools Just as the mechanic at the corner garage doesn t necessarily use every tool in his toolbox on a regular basis neither will you Prevail can do all sorts of things that you may never ask it to do Does the mechanic at the corner garage stress out if he can t quite remember how to use a complicated bearing puller tool Of course not He might use it once a year He doesn t worry about it until he needs it and in the meantime he merely remains aware of its existence On the other hand he may use his socket wrenches and screw drivers every day so their use becomes second nature It will be much the same with Prevail While some capabilities may rarely or never get used there will be others which you ll be able to use in your sleep Different t
103. l About View information about your version of Prevail such as version number number of available licenses and Prevail path The Prevail Toolbar The Prevail Toolbar located under the main menu allows simple one click access to common Prevail features L Prospects Notes Photo Maplt o E e Calendar Chat Message E mail MergeDoc Query Rolodex Search Find Search Open the Quick Search window to search matters by Title Prospects View open prospects Notes View add matter notes Photo Open the Prevail Photo Journal Map It Load Mapquest com to view map of currently selected address Calendar Open the Prevail Calendar Chat Chat with other users on your network logged into Prevail Messages Open the Prevail calendar to view recent phone messages Email Open your selected e mail program Merge Doc Merge a document in the current matter Query Run a predefined query to limit visible matters Rolodex Open the Rolodex Find Most advanced matter search Thumbnails Displays all images stored in the current matter 15 Page Name The Page Name displays the current page s name Matter Information Navigation Bar The Navigation Bar contains buttons which let you move between cases alphabetically It also contains the buttons which allow you to add Gl Detal E Export lt Prev Next gt e Attach 82 Detach oid View Save 8 Cancel Detail Display on the screen any notes associated with th
104. l 2 Level 2 Step 2 Step 3 Level 2 Level 2 Step 3 Step 1 Level 3 4 Hours Time for Level 3 Level 3 Step 1 Step 2 Level 3 Level 3 Step 2 Step 3 Level 3 Level 3 Step 3 Step 4 Level 3 Level 3 Step 4 Step 5 Level 3 Level 3 Step 5 The thing to remember here is that you can have as many levels as you want and any level can have as many steps as you want You need to define them in such a way that the process knows what is usually the next step in the process from any given step That s not set in stone however Despite what you pick as the default next step and next level you can always jump from any level and step to any other level and step 64 CHAPTER ELEVEN CALENDAR A powerful feature of Prevail is its integrated calendar The Prevail Calendar is where you can manage your appointments tasks and personal calendar The Prevail Calendar works at all times in the background without you even realizing it You can t underestimate the time and energy the calendar will save With the Prevail Calendar you can schedule appointments or tasks for any Prevail user in your firm Not only can you schedule for another user you can also view another user s calendar or everyone s calendar at the same time Prevail also has appointment conflict checking to make sure someone doesn t double schedule your time The Prevail Calendar can become a driving force in your firm s productivity let s see how Views The Vi
105. l Rolodex open the Rolodex and click New Fill in the information about your office and select Branch Office as the Rolodex type When your re finished click Save and the new entry will now appear in your Rolodex This is where Prevail gets the information about your firm to merge into documents so it s important that it be filled out EL o A ee ee Nickname O osa a a Sex Prof Title Specialty Language Engish gt Referi gl el Address 1312 East Robinson Street Phone 407 228 4400 Phone 2 Orlando l FL 1132801 Phone 3 E mail Phone 4 Web URL Fax 407 228 4414 Contact Mailing List Prevail has a number of pre defined Rolodex types In the entry above we selected Branch Office as the type You can follow the same process for making additional entries selecting the appropriate Rolodex type from the list for each new entry you create Altemate Contact Related Once you ve created an entry in your Rolodex one time it never needs to be entered again You can now attach that entry to any matter in any capacity by simply attaching it from the Rolodex to any matter using the ATTACH button on the Navigation bar When entering address information into a Rolodex entry notice that the cursor jumps from the second address field to the zip code field Prevail has a built in zip code list with every city and state in the U S Enter the zip code and the city and state will automatically
106. lace the party s address in your original document with the field codes for PI Plaintiff your original document might look something like this Mr John Q Plaintiff 123 Main Street Apartment 100 Anytown US 45678 You would replace the information above with the corresponding field codes as follows PI Plaintiff Salutation PI Plaintiff First PI Plaintiff Middle PI Plaintiff Last PI Plaintiff Address Line One PI Plaintiff Address Line Two PI Plaintiff City PI Plaintiff State PI Plaintiff Postal Code OR each Rolodex type in Prevail also has block codes that will insert a party s entire name and address in a single code or just the party s full name in a single code or just the party s address in a single code To replace the codes above with a single code it would look like this SS Claimant Name Address Block 73 Below is a description of each of the types of block codes and the information included within them FullName Displays as First Name Middle Name Last Name Office Company Firm Name Name Address Block Displays as First Name Middle Name Last Name Office Company Firm Name Address Line One Address Line Two City State Postal Code Full Address Block Displays as Address Line One Address Line Two City State Postal Code Full Address List Displays as Address Line One Address Line Two City State Postal Code With these codes inserted in this fashion every time you merge this le
107. lbar You will be asked to confirm that you want to remove the appointment If you select yes the appointment will be removed Keep in mind that it will ALSO be removed from the calendar s of the designate user s If you select no the appointment will remain in the Events Tab and on the user s calendar s That being said appointments should rarely be deleted More commonly appointments are CANCELLED rather than deleted If you CANCEL an appointment it stays on the events page and of the calendar s of the designated user s but gets a single line drawn through it indicating that it s been cancelled An entry will also be made on the HISTORY page see HISTORY indicating that the appointment was cancelled who cancelled it and when it was cancelled Cancelling an Appointment To cancel an appointment highlight it on the events page and right click on it Choose CANCEL from the menu that pops up A strike through line will then be drawn through the appointment on the events page indicating that it has been cancelled Adding a Task Just as the top half of this window is dedicated to appointments in this matter the bottom half of the window is dedicated to outstanding tasks in this matter To set a new task for this matter click into the Tasks Due window Next click New or right click in the Tasks Due window and select New from the list that pops up The task will automatically try to assign itself based on the login ID
108. le if you want to track whenever you talk to the client you can set up a category called Client Contact and assign it to history entries whenever someone from your office talks to the client Then if there s ever any question about who has spoken with the client when the conversations occurred or what was said you can choose the Client Contact category using the pull down arrow at the top of the CATEGORY column When you do ONLY Client Contact entries will be displayed and all other entries i e those with a category of anything OTHER than Client Contact will temporarily be hidden You can now view all conversations with the client in date order and see very clearly who had them as well as when each one occurred You ll also notice in this entry screen that there s an entry field for TIME While most contingency oriented practices won t care to use this feature in comes in VERY handy for anyone who bills hours for a living This feature lets you make a history entry of any sort and then by simply including some value other than zero in the TIME field have the entire history entry including notes copied automatically into a new time entry on the ledger page There are a couple of different ways you can put the time amount in this field You can of course simply type some value in hours and tenths into the field You can also click the up and down arrows to the right of the time data field Prevail will then automatically incre
109. ll have one file that repeats the same letter for each provider you selected Document History In addition to creating merge documents Prevail also keeps track of them When you generate a letter or form it is automatically saved and a record of that document is made in the document history for the currently selected matter This history includes a description of every document sent or received for this matter Each line in this summary represents an individual document The entry for each document includes the date of the document the type of document its category a narrative description of the 76 document when a response to the document is expected who generated it and whether there is detail additional notes on the document If there are notes on a document and you want to view them you can simply double click on the document s listing in the summary This will bring up a more detailed view of the document that includes the person who will receive the follow up reminder for this document notes time and cost charged for the document Prevail can automatically bill the file every time a specific document is created and even the physical file name of the document When you are finished viewing the entry click on the Save amp Close button at the top of this window Since Prevail automatically saves all of your documents it also knows where to find them if you want to retrieve them later To retrieve any document list
110. mation Q Detal BE Espot lt lt Prev Nert gt New Delete Gd View Save Cancel Medical history for William Adams Provider r Provider Office Subject Treating Intermist 7 Re ay Lipke M D Li Treating Chiro 1 432 00 Rock Orthopaedics Jose P Mauricio D C Our IME 12 12 2002 750 00 Mauricio Chiropractic Linda M Aston M D Broken Arm 8 765 00 Women s Family Health Linda M Aston M D Follow Up 150 00 Women s Family Health Orlando Regional Emergency Room D Accident D Accident 1 21 2001 11 26 2003 Medical Center Robert A Norton M D Hip surgery 10 10 2002 3 456 00 Norton Orthopaedics Steve Noran M D Treating neuro 6 543 00 Noran Neurological Valerie C Prezano Treating chiro 750 00 D C UCF Chiropractic s2700 Matter ll Medical Events Status Negotiation Damages Ledger History Copyright 2006 Practice Technology Inc All rights reserved On the Medical Tab you can get a summary of medical treatments for the currently selected client This includes a list of Medical Providers that have treated the client as well as a treatment detail for each provider You can view the treatment history for any provider by selecting the provider s name in the Medical Provider list The treatment history displayed in the lower portion of the page includes dates of treatment when medic
111. me zip code and create a matter for that client the appropriate SSA office will attach itself to the client to automatically Same goes for OHA offices or ODAR as the case may be and DDS offices Remember in order to make Prevail learn the 40 zip code you have to attach the office DIRECTLY TO THE CLIENT in the matter tree not to the matter in general 41 Disabilities Information Tab Prevail 029 38 5023 Arnold Alice 029 38 5029 0 x File Edit Administration Tools Favorites Reports Options Windows Help a e BEO B 2 6e XB Search _ Prospects Notes Photo Map lt Calendar Chat Message Esra Merge Doc Query Rolodex Find Disabilities Information Q Detal Emot Prev Net gt Add 8 Detach c View Save Cancel Claimed Disabilities Work Load Ailment Treatment Duration Severity 2 years 10 years Limitations Diabetes Claimant s Description of Disabilities Numbness in right hand when elbow is bent Cannot sleep Copyright 2006 Practice Technology Inc All rights reserved This tab is used in Social Security Disability cases to record specific disabilities or physical ailments which prevent the claimant from being able to seek gainful employment You will notice that the tab is split into two haves The top half allows you to record individual and specif
112. ment the time amount in increments of 15 minutes 25 hours A third way to enter a time amount is to simply click on 47 the clock icon to the left of the time field This will start an automatic timer which will keep running until the entry is closed It is important to note that you can minimize the history entry at any time and you can even go from matter to matter with multiple entries minimized at the bottom of the screen Whenever you save an entry even if you re now on a different matter than the one you began on the program will automatically save the entry to the appropriate matter Similarly you can use the COST field on the history window to automatically create a ledger page entry that will correspond directly to this history entry Whatever cost amount you enter into the COST window on the history page will be transferred to a new cost entry on the ledger page If you enter a TIME amount and a COST amount on the History page you will see BOTH a TIME entry AND a COST entry on the Ledger page each of which will contain the entire text and notes of the history entry Setting Tasks Directly From History Entries One of the most useful parts of the history entry screen is the ability to set tasks directly from a history entry Notice the fields to the right of the time and cost fields in the history entry screen One is a field for DUE DATE and the other is a field for TO The due date indicates the date on which you want an automat
113. n the Tools menu at the top of the page then choose Sticky Note from the pull down menu which appears Either way a blank sticky note will appear Type whatever your note is into the box and click the Save amp Close button Now whenever anyone else pulls up that matter the first thing they ll see is your sticky note A Note about Sticky Note Etiquette The Sticky Note feature in Prevail tends to be one of the users favorites As such it tends to get over used You can have as many sticky notes as you want on a matter but it s rarely a good idea to have more than one or two Remember they tend to be in the way of the information that s underneath It gets cumbersome and annoying to have to close several sticky notes to see what you want to see You should therefore be selective about what you choose to make sticky notes about If something doesn t need to be in your face consider putting it in the notes window at the bottom left corner of the matter page This is instantly visible but non intrusive making it a better place for information which isn t quite as critical It s also a good idea to put your login name or initials and the current date on any sticky note you create This way other users will know how recent the information is and who put it there When a sticky note is no long applicable you can delete it by clicking the red X at the top of the sticky note box Using History to track notes more ef
114. n the entry window Adding a Fee Entry Choose Fee from the drop down in the New Entry window Fill in all necessary information and click Save and Close The entry will now appear on the ledger and the total at the bottom right will be adjusted to include the new entry amp Time Entry Adams William vs Stevens lack joj xj z 4 Save amp Clos g T Time Entry Adding a Time Entry CESE Ee Entry Date amp Time 12 21 2006 7 Category T C with adjuster Choose Time from the drop down in the New Entry a Hen aiae window Fill in all necessary information Instead OF mamey ce rae 250 00 hous 025 2 O anon 250 estimating time you also have the ability to click On siteden Z trvcice s PiRecndeden F Lel La the clock icon for a real time cou nt of exactly how She offered 101k I told her we re at 500k and the clent isn t likely to take much less I told her Td run it by him anyway and get back to her next weel much time you ve spent on a task This is especially useful for tracking telephone calls You can start the clock as soon as you begin a call and click on the clock 35 again to stop it at the end of a call and the exact time will be recorded with the rest of your entry Click Save and Close and the time spent will automatically be added to the total time on the Ledger Adding a Cost Entry Time Entry Adams William vs Stevens Ja
115. n this case the Orlando SSA The result will look like this Related Wizard E xj Search for a rolodex entry to attach to this matter using the search and type controls The list of rolodex entries will reflect what has been entered into the search box as well as the rolodex type that has been selected Select the matter or rolodex entry to attach this entry to using the Matter Tree on the right side of the wizard The type of rolodex entry can also be changed from the default by using the Add As Type control on the bottom right side of the wizard Search Criteria Type Matter Tree Orlando SSj All Types gt 5 Amold Alice 029 38 5029 Rolodex Entries SS Claimant Mrs Alice T Arnold Name Otfice Orlando SSA 110 N Hughey Avenue Orlandd 800 235 1 257 x Add As Type There is only 1 rolodex entry that matches Orlando SSA SSA Office z X Cancel The key here to make sure that the SS CLAIMANT in the matter tree on the right hand side of the attach wizard is highlighted when you hit the FINISH button to attach the entry This will cause Prevail to remember that next time it sees a client with this zip code 32801 that the appropriate SSA office is the one you just attached The result of this learning process won t become evident until next time you create a Social Security Disability Matter for a client who happens to have the same zip code What you ll notice is that next time you have a client with the sa
116. ndows 98SE ME NT4 SP6 XP Pro Home 2000 2003 Windows 2000 XP 2003 0 za Pentium III 500mhz Pentium III 1Ghz or better ce 128mb RAM 512mb RAM 2gb hard disk with 100mb free 20gb hard disk with 250mb free x g 10 100MBit NIC with TCP IP ONLY 100MBit NIC with TCP IP ONLY Microsoft Word 2000 XP or Corel WordPerfect 9 10 A Word 2000 XP 2003 or Corel WordPerfect Estimated Time Frame for Installation Installing and Configuring Prevail Client 10 Minutes per PO Installing and Configuring Prevail Server 15 Minutes Installing and Configuring ADS 5 Minutes Upgrade to Latest Version 10 Minutes to 1 Hr Installing the Advantage Database Server ADS If you are running Prevail in a server networked environment the installation process requires the Advantage Database Server ADS software You should install ADS before installing Prevail If you are running a single user copy of Prevail you will not be using ADS so you can skip to the section on Installing Prevail ADS comes in two different license arrangements one for Novell and one for Windows NT 2000 XP 2003 environments The activation code you get will only activate for one of the two product families Before installing ADS make sure that you have the correct ADS for your network operating system IMPORTANT NOTE Prevail 4 7 is currently configured to run on ADS Version 7 1 ADS 7 1 WILL NOT run on Windows Vista If you are u
117. ng New Rolodex Entries On The Fly Deleting Rolodex Entries From a Matter CHAPTER SEVEN SEARCHING Quick Search Power Search Queries Find CHAPTER EIGHT PROSPECTS Creating a New Prospect Activating a Prospect Deleting a Prospect CHAPTER NINE MATTERS Creating a New Matter Attaching Parties from the Rolodex Adding Multiple Clients Plaintiffs Claimants Adding Opposition CHAPTER TEN THE PROCESS BUILDER The Big Picture Statutes Reminders CHAPTER ELEVEN CALENDAR Views Appointments View Tasks View Day View Week View Month View Find Detail Today Jump Skip User Adding Appointments and Tasks The New Appointment Window The New Task Window Select Resources Cancelling an Appointment Un Cancelling an Appointment Completing a Task Deleting an Appointment or Task Rescheduling an Appointment Setting up Appointment Reminders Attaching Matters to Appointments Attaching Contacts to Appointments Using the Go Button Setting Recurring Appointments Calendar Alarms CHAPTER TWELVE MERGE DOCUMENTS Creating Merge Templates in Prevail Document Designer Insert Codes Setting Bookmarks Grid Codes Merging Documents In Prevail Document Merge Wizard Merge Across Query Merge Across Related Document History Modifying Merge Documents Cloning Merge Documents CHAPTER THIRTEEN REPORTS Running Reports Organizing Reports Using Reports from PTI CHAPTER FOURTEEN THE CONTROL PANEL Control
118. ng counsel related to a case a referral source a Medical Provider and much more If you have knowledge of SQL you can even create your own custom searches Quick Search Matter Search Wizard a xf Search for opened matters by entering search criteria in the field above Matters can also be filtered using the Law Type drop down control and selecting a Law Type After you have finished typing the results will be displayed in the grid at the bottom Double click on a matter to load it or select the matter you want to display and click the Finish button You will not be able to click the Finish button without having at least one matter displayed The search criteria can be any part of the case number or matter title Search Criteria Search Type Law Type Any Part of Matter Title x All Types 7 When you click the Search button on the main Prevail window hit the F2 key on the keyboard or choose Tools Search from the main menu the Quick Search window will appear Quick Search is equivalent to the client name search of previous versions of Prevail To search for a client s last name type the beginning of the last name or the full last name and click the Search button To choose the client double click the client s name or select the client and hit the Enter key The case will be opened in Prevail To close the search window without choosing a client click the X in the upper right hand corner or hit the
119. ntry will be copied to the Damages page In the case of adding an Employer to the matter you ll get an additional entry screen to describe the employment relationship between the employer and the employee This screen includes fields like job title workload salary starting and ending dates and notes Let s recap the Matter page By now you should understand that the matter is the FRAMEWORK TO WHICH ROLODEX ENTRIES ARE ATTACHED to build a case Rolodex entries of various types are attached to the matter You can attach as many Rolodex entries to a matter as you like You attach entries by clicking the green ATTACH button just below the toolbar at the top of your screen If you want to attach a Rolodex entry to the matter but don t find it in the Rolodex you can add it on the fly by hitting the Plus sign in the Related wizard screen Medical provider and Employer Rolodex entries have additional information screens on which you ll be prompted to enter additional historical information related to those entries The bottom left corner of the Matter page window lets you enter notes on any Rolodex entry AS IT RELATES TO THE CURRENT MATTER 24 Medical Information Tab Prevail Ada3551A Adams William v Stevens Jack oj x File Edit Administration Tools Favorites Reports Options Windows Help ta a 2 Prospects Notes Photo Map It lk Calendar Chat Message E mail Merge Doc Query Rolodex Find Search Medical Infor
120. o Defendant Infomation continue The case type and incident date Salutation FirstName _ Middle Name _ _ LastName _ Suffie Tile gt zj z you enter here determine how Prevail Social Security Office Company Firm calculates the statute for the case upon Case T Incident Date yes Jenene i activation of the prospect When you ve finished entering the information on this page click Next Prevail will perform a conflict of interest check and display a list of possible conflicts on the next screen Please review the list carefully before continuing or if there Ld Xe are no conflicts listed continue on by clicking Finish This will bring up the New Prospect screen where you will be able to enter more detail about the prospect Enter as much information as you know you can always go back at any time to update the information and click on Save and Close The prospect is now in your Prospects database You can find the entry again by clicking on Prospects View Prospects Activating a Prospect Let s say that the prospect you just entered has a really great case and you d like to sign him up Activating a prospect is a simple task in Prevail Open your Prospects database and highlight that prospect and click on the Activate button on the task bar This will launch the New Matter Wizard Here you give the matter a name and file number This is also where you will assign a branch office even i
121. o use for each phone number For example if you re putting in numbers for an individual you might choose make Phone 1 home phone 2 work phone 3 cell phone 4 pager and phone 5 fax Again the choices are up to you but you need to define them before you begin using the Rolodex type otherwise your end users won t know what number to put in what field If you are using a Rolodex type that needs to have a lot of custom fields i e fields above and beyond the normal contact fields you can define them in Rolodex setup Prevail provides for up to 3 additional tabs of information on each Rolodex entry In order to use them you ll first have to turn them on You turn on each custom tab by giving it a name on the Tab Caption tab Only tabs which have been given names will be visible in the Rolodex entry You can name up to 52 3 custom tabs each of which has a number of pre defined fields for which you can set up custom labels Once you have activated the custom tabs for a particular Rolodex type you can define the fields that appear on that page by clicking on the Custom Field Captions tab The layout of the fields on the custom tab is pre defined but you can choose which fields you want to use and which ones you don t Simply give a label to any field you want to use for the Rolodex type Once you ve defined the field labels go into any Rolodex entry of this type to see where they lay out on the page
122. of the Prevail system This should be a responsible computer literate user who is going to be using the software on a regular basis Administrators are those users who are set up with the highest security level You can have more than one administrator but you must have at least one You can set up Prevail to allow only administrators to access certain features such as closing or deleting cases adding editing deleting forms or editing processes while locking down those features for other security levels In very small firms it is common to set all users up as administrators as long as they are all reasonably computer literate That way you don t have to worry about who does or does not have rights to a particular function Basic Data Entry The most time consuming element of the implementation process is data entry Prevail has a lot of timesaving features but none of them will do anything for you unless there is data in the system If you already have some kind of database system in place we can convert your existing data for you at least some of it to work with Prevail If you don t have any kind of database then you will have to start from the beginning Getting all of your clients into the system is a formidable task but the sooner it gets done the sooner you begin reaping the rewards Since Prevail uses a master Rolodex for one time data entry of all parties Medical Providers insurance companies Judges etc it often help
123. olodex entry to a matter you can attach it to that matter as anything you want The first rule of engagement you need to understand is that a matter is the framework to which you attach any number of Rolodex entries A typical matter might have a dozen or more Rolodex entries attached to it These Rolodex entries will be of varying types In a Personal Injury litigation case you ll probably have a plaintiff a defendant a couple of insurance companies a couple of adjusters a half dozen or so medical providers an opposing attorney or two and a court What kinds of Rolodex entries get attached will vary substantially from one matter to another The important thing to remember is that once an entity let s use an insurance company for example is created in the Rolodex it can be attached to as many matters as you want Let s say you ve got a GEICO office entered into your Rolodex If that same GEICO office provides insurance to defendants in 20 of your cases you don t create 20 different Rolodex entries You create ONE Rolodex entry and ATTACH it to 20 different matters This brings up an important point The true nature of a RELATIONAL database What that term means is this If you have GEICO in your Rolodex and you have that entry attached to 20 different matters any changes you make in the Rolodex entry will show up an ALL 20 of those matters Don t worry there are special fields in Prevail for fields like policy and claim numbers wh
124. ope to accomplish by implementing this system The old adage holds true If you re headed nowhere in particular you ll get there Before you go any further make a list of what you want to accomplish in your practice I m serious write it down Here s what a typical list might look like Reduce stress Reduce the likelihood of malpractice situations occurring Improve accuracy of documents which leave the office Reduce firm wide reliance upon specific employees Increase caseload through effective marketing management Eliminate one clerical position More time to play golf It s not so important what the goals are as long as you have them and write them down You need to write them down so you can review your progress against them over time This is the only way to know whether or not you re doing a good job with your implementation When considering the big picture implementation of Prevail you also need to address the following issues Hardware and Network Preparation Software Installation Workstation Configuration Basic Data Entry Procedural Decision Making Forms Customization Reporting and Management Hardware and Network Preparation If you are installing Prevail on a network you need to make sure all of your computers can run the software in their present configuration As with any computer the more RAM processing power and hard drive space the better In the computer world you can never indulge
125. or company with whom your firm comes in contact regardless of what category they fit into plaintiff defendant adjuster insurance company medical provider referral source etc has a card in the Prevail master Rolodex The master Rolodex is one of the pillars of Prevail s data organizational scheme Take a moment to let this sink in You cannot exist in any capacity in Prevail without having a Rolodex card in the master Rolodex Once you re comfortable with the concept of the master Rolodex you re much more apt to understand the next pillar in the Prevail organizational scheme the MATTER Simply put a matter is the framework TO WHICH YOU ATTACH ROLODEX ENTRIES and other information to create a case What Rolodex entries do you attach to the matter Pretty much 20 everyone associated with the case In a Personal Injury case you start with the parties involved the Plaintiff and the Defendant Then you can add entries which you attach to THOSE entries For example let s say the plaintiff was treated by several medical providers Great go ahead and attach them to the plaintiff in the Prevail matter The defendant is probably represented by an insurance company adjuster and maybe an opposing attorney Great attach them too Anybody else involved the case Court Clerk Police Experts etc can be attached on an as needed basis A properly populated matter will let you know at a glance who s who in the case The Matter Tab in
126. or s App to Pay Filing Fees in Installments A List of Creditors Holding 20 Largest Unsecured Claims Notice of Motion for Relief Rule 2041 Verified Statement E Divorce Documents Complaint for Divorce display a list of all of the documents you currently have available to merge with Prevail categorized by law type To create a new document click on New Document Wizard at the top left of the Document Designer window You will be prompted to give the document a name and associate a law type If you want to be able to use this new document for any type of case you will want to select Generic as the document type When you associate a law type with any document that document will then only be available to merge when you are in a matter of that law type For example if you select Personal Injury as the document type if you click on Merge Doc when you re in a Social Security matter that document will not appear in the list of merge documents to select from After you have given the document a name and a type click Finish and your word processor will load and display a new blank document If you are creating a brand new document from scratch go ahead and start composing the letter like you E Immigration Documents 1 E Intellectual Property Documents Ltr to attomey enclosing filing receipt Utility Patent Application Transmittal E Medical Negligence Documents Request for Medical Records Personal Injury
127. ore specific information on any Rolodex entry on the matter tree by simply clicking on that entry You may noticed by now that there is a small text window at the bottom left corner of the screen and that the contents of this window change as you click on different Rolodex entries in the matter tree If so good for you This helpful feature lets you enter a note about any of these Rolodex entries AS IT RELATES TO THIS CASE What do you use it for That s up to you Here are a couple of possibilities Let s say you have two plaintiffs in the case One s the driver and one s a passenger You could enter Driver in the notes window for one plaintiff and passenger in the 21 notes window for the other Similarly you might have two defendants one s the driver and one s the owner Great that s a good thing to put in this space as well So by now you should know that all of Prevail is based on a master Rolodex and that you build a MATTER by attaching a number of Rolodex entries to the MATTER TREE of the matter you happen to be sitting on The bottom center of the matter screen contains in most law types at least a grid of quick contact information for Rolodex entries attached to the current matter This grid contains the name role and phone number of the Rolodex entries attached to the current matter It s a handy way to see all your phone numbers in one place without having to click anywhere If you double click on
128. original Rolodex Entry for the party only his or her relationship to the current matter As soon as you ve added all the necessary parties click Finish The information you just entered will be plugged into the open matter screens and you can now go ahead and start filling in the rest of the information for the new matter Repeat this process for all parties you wish to attach to the matter Attaching Parties from the Rolodex Adding Multiple Clients Plaintiffs Claimants Once you have created a matter with at least one Plaintiff Claimant you can go back at any time and attach additional parties For example if you re dealing with an auto accident case where there were four injured people in the Plaintiff s car Go to the Matter tab of the desired case and click Attach In the Related Wizard P select PI Plaintiff from the Type pull Sienie a 9ed cay o eepto ge down list to reveal a list of all PI Srei Mate Tison tetan sieo bewend The ype chdodex erty can aeo be changed hom the delal by usino We AATAS Plaintiffs in the Rolodex Select the Type control on the bottom right side of the wizard Search Criteria Type Matter Tree party you wish to attach to the matter sseni C eee and click Finish Repeat this process Dstenan Pace Technology Prey A e 8 Adjuste Ms Debbie E Bassett Allstate Defendant United Parcel Service to attach additional Plaintiffs Claimants Aciuser Mr sohn B Bla
129. ou do not think fits your practice then just don t use it There are however certain core elements of Prevail that are used by virtually all firms Everybody uses the document generation and tracking features everybody uses the client notes and everybody uses status tracking Beyond that there are no established norms Some firms choose not to use the calendar because they already have one in place Some firms do not use the task list features because they feel mistakenly they are too small to need them Some firms do not use the time and cost ledger because they seldom do fee affidavits and do not mind recreating their time from the file You have to go through the software and figure out which features are applicable to your style of practice One big area of variation in use is the document history feature Prevail automatically makes a record of every outgoing document you generate You can quickly glance at the history list and see every document you have sent This list also has the ability to track incoming documents Many firms like to enter their incoming documents into history so that a complete chronological record of correspondence both incoming and outgoing is generated Other firms do not want to bother entering every incoming document into history so they simply make a notation in client notes whenever an important document comes in Neither approach is right or wrong They are just different We do recommend that a de
130. ou would like to schedule for several staff members simultaneously you simply invite them to the appointment when you create it You do this using the Select Resources window which appears when BE New Appointment PRsaveaclose E save Recurrence 3 Tot DEMO ei Invite pa Start Time o 25 2003 x fos 30 am 2 M End Time feizsjz003 inasam S I Remind me 20 minutes before start time Subject Depo of Dr Hagler Location fee st Room ck Type P Depostion gt All day event Cancelled Rescheduled Matter Adams William v Stevens Jack Ql Contacts you click the Invite button The New Task Window As with new appointments the To field at the top of the window already has your default login ID selected as the person on whose task list this entry is going to appear New Task Bse amp Close E save Recurrence y amp V a Recipients la x To DEMO a Due Date 9 16 2003 No Due Date El Start Date 9 16 2003 v amp Reminder Date o 16 2003 fos 00 am S Subject Client Called re Status of Claim Status gt Priority Normal v Complete 0 X Type f Phone message v Time 0 25 hours Costs 0 00 Please return his call anytime after 3pm Matter Bates Christopher 2nd 55 claim oO Contacts At this point you can add or change recipients for this task by clicking the Recipients button This will
131. r click the Matter button The Quick Search window will appear allowing you to search for the matter to be attached to the appointment Press the Enter key on your keyboard double click the matter entry or click the Attach amp Close button to attach the matter to the appointment If a matter does not need to be attached to the appointment click the Matter button and press the Esc key on your keyboard to close the Quick Search without attaching a matter or simply highlight and delete the name from the matter field Any appointments or tasks that have a matter associated with them will not only appear in the calendar but will also be listed on the Events tab for the corresponding matter Attaching Contacts to Appointments Click the Contacts button to open the Rolodex Search for the contact to be added to the appointment Press the Enter key on the keyboard double click the Rolodex Entry or click the Attach amp Close button to add the contact to the appointment To remove a contact select the contact s name in the list and press the Delete key on your keyboard Using the Go Button Click the Go button at the bottom of any appointment or task to open the selected matter or Rolodex Entry in Prevail Setting Recurring Appointments To set a recurring appointment in your Prevail calendar click on the New Appointment icon on the calendar toolbar In the New Appointment windo
132. report will be explained to you by the report writer prior to any work being done When you download a report from the online report vault or receive one via email from a Prevail report writer you will download the file to the appropriate folder in X Prevail Reports where X is the server drive where your Prevail data is located Each time you add a new file into the Reports folder the list of available reports in the Prevail Reporter will be updated automatically 80 CHAPTER FOURTEEN THE CONTROL PANEL The Prevail Control Panel is used for maintenance on your Prevail database files as well as downloading and installing updates to your Prevail System The Prevail Control Panel is accessible by clicking on your Windows Start Menu and selecting Programs Prevail Prevail Control Panel Only users with Administrative access to Prevail are able to use the Control Panel You will be prompted for a Security Key before being able to use the Control Panel for the first time You can find the Security Key on a sticker affixed to the back of your Prevail CD envelope Be VERY careful when entering your security key as it is case sensitive and must be typed correctly in order to proceed Note A typical security key will consist of a ten alphanumeric characters To log into the control panel select a user name enter the appropriate password if there is one and hit the GO button If you re logging into the control panel for the fi
133. revail which may also be called the Claims page or the Status page in some custom layouts is a powerful tracking feature which allows you to pre program an expected sequence of events S m peel sox based on a set of rules which 8 8 28 g Ee 2 9 5 2 al A you define Prevail comes witha lt n ot e a i a pre defined Claims Process for De ea a wanes the Social Security law type noi yation Tools Favorites Reports Options Windows Help Date F Subject Statute 7 Next Step E M 12 12 2006 Application Sent Application Denied a 11152007 Application Denied File Request for Recon by Prepare Recon Request 2007 03 16 Y _ 24142007 Request for Recon Sent Reconsideration Denied In some systems this type of Z anjer fees cet Gres feature is defined as rules based calendaring but in Prevail the function is much more comprehensive encompassing document generation and history tracking features in addition to the traditional calendaring features Matter J Disabilties J Medical J Events Claims Ledger History Following is a by no means Copyright 2006 Practice Technology Inc AN rights reserved complete list of situations wherein you might want to create and implement a process e A trial schedule with multiple deadlines and critical dates preceding the actual trial date each by a fixed number of days Once defined this process would allow you to input t
134. rily reflect life though Sometimes you just have toast for breakfast Sometimes you skip lunch altogether Sometimes you don t make it home in time for dinner so your dinner gets wrapped up and put in the fridge in which case you might eat it for breakfast the next morning To allow for these types of eventualities where things normally happen in a particular order but could conceivably happen in just about any order you need to add a few more columns to your table You need to tell the process what happens if you skip from one step to one on a completely different level to allow for forks in the road 62 Our revised more complete process might look something like this Level Step Next Step Next Level Breakfast Orange Juice Toast Breakfast Breakfast Toast Scrambled Eggs Breakfast Breakfast Scrambled Eggs Coffee Breakfast Breakfast Coffee Iced Tea Lunch Lunch Iced Tea Tossed Salad Lunch Lunch Tossed Salad Turkey Sandwich Lunch Lunch Turkey Sandwich Meat Loaf Dinner Dinner Meat Loaf Mashed Potatoes Dinner Mashed Potatoes Steamed Vegetables Dinner Steamed Vegetables Apple Pie Dinner Apple Pie Coffee Dinner Coffee Now our process has the ability to tell us what normally would come after each step but if for any reason we were to skip to another step or level we could pick up the process and continue on from there The process would tell us what would be the normal ne
135. rmation Tab Adding an Appointment Viewing an Appointment Removing an Appointment Cancelling an Appointment Adding a Task Removing a Task Viewing a Task Strategy Information Tab Processes Information Tab Negotiation Information Tab Adding a New Negotiation Entry Adding a New Lien Damages Information Tab Adding a damage entry or payment against an existing entry Adding a New Damage Ledger Information Tab Adding a New Ledger Entry Adding a Fee Entry 16 16 Adding a Time Entry Adding a Cost Entry History Information Tab Using the Sorting Filtering and Grouping Functions Creating a New History Entry SPECIAL SUPPLEMENT Screens and Functions Specific to the Social Security Disability Law Type Special Matter Page Functions Disabilities Information Tab Adding a Disability Viewing and Editing an Disability Entry Claims Information Tab Notes Matter Notes Sticky Notes Using History to track notes more effectively Setting Tasks Directly From History Entries The Notes Field Attaching Documents to History Attaching Emails to History CHAPTER SIX ROLODEX Rolodex Entries Adding Rolodex Entries Searching for Rolodex Entries Beginning of Rolodex Name Rolodex List Any part of Rolodex Name Modifying Rolodex Entries Deleting Rolodex Entries Cloning Rolodex Entries Rolodex Setup Creating New Rolodex Types Editing Rolodex Types Deleting Rolodex Types Cloning Rolodex Types Outlook Sync Attaching Rolodex Entries to a Matter Addi
136. rst time use the DEMO login account and hit GO without entering anything in the password field The first time you log in to the Prevail Control Panel your version of Prevail is automatically compared with the latest version on our FTP site If a newer version is available it will be downloaded automatically Over a high speed cable DSL connection this process should take less than five minutes to complete on dial up it will take considerably longer possibly up to one hour All users will be automatically locked out of Prevail when this update starts Once the update is complete click on Tools Allow all users to login to unlock the system The padlock symbol indicates that the Prevail system is locked down and no users are permitted to login Control Panel Features Tools Menu The tools menu contains several administrative tools to help you keep Prevail running efficiently The tools on the menu are as follows Update This will automatically lock the control panel so that users can t log in then check your Prevail version against the one on our FTP site If there is a newer version than the one you have and if you have a current maintenance contract that version will be downloaded onto your server and the database will be updated DO NOT CLOSE THE CONTROL PANEL until this process has been completed Prevent users from logging in If you re going to be doing maintenance on your system backing up or copying dat
137. s not uncommon to have one claim at the Appeals Council level and then re file at the initial level Prevail will track both claims simultaneously The claim descriptions of the claims will appear in the narrow window to the left of the screen When you click on a claim description in that window the corresponding history for that claim will be displayed For each claim Prevail displays the claim type current level next required action This grid will show a full chronology which includes every official change in claim status to date with the most recent current step at the bottom This chronology is integrally linked to the document generation section of the program so the claim will automatically be updated when certain documents are generated For example if a claim is denied at the initial level and you generate a Request for Reconsideration document the system will know that the status of this claim has changed You do not have to update the status of the claim because Prevail will do it for you You can also manually update a claim status by clicking the Update button The program will prompt you to enter the pertinent information and then update the chronology to reflect your 44 response Any required statute reminders will be made automatically on the to do list of the case manager assigned to the matter 45 Notes Matter Notes The Matter Notes were left in this version of Prevail solely for backward compatibility for
138. s room for a detailed narrative about all of the client s health problems You can list as many individual ailments as necessary To add an ailment click the Insert button You can also delete ailments by selecting the ailment and clicking the Delete button When you select an ailment the detail will be displayed next to the Claimed Disabilities list displaying information such as how long the client has had the problem any workload limitations caused by the problem and any treatment the client receives for the problem There is also a numeric field i e 0 9 for you to list your own subjective evaluation of the severity of each problem The Claimant s Description of Disabilities field allows you to list in the client s own words a summary of his or her disabilities When generating forms you can then merge this information as a Claimed disabilities addendum to your SSA forms rather than trying to fit a detailed description of your client s ailments in the space provided on the individual forms To add information to this field simply start typing in it You will automatically be placed in the update mode Type as much as you like and when you re done hit the SAVE button at the upper right hand corner of the screen Your changes will be saved 43 Claims Information Tab Prevail 029 38 5029 Arnold Alice 029 38 5029 loj x Eile Edit A
139. s to populate your Rolodex first Then when you are entering matters you can simply pick related parties from the Rolodex rather than typing them in manually Do not put off entering your data into the system It is like cleaning your house the longer you wait to do it the longer it takes One successful approach is to have a Saturday workday where everybody comes in to the office and spends an entire uninterrupted day doing data entry Make it a casual day and order in lunch Doing the data entry in an informal environment without the added pressure of the phone ringing makes the process go much faster Using a team approach with everybody working together should eliminate complaints of individuals not doing their share Procedural Decision Making The procedural aspect of the implementation is the one which requires the most thought and attention This is where you decide which of Prevail s features you are going to use and how you are going to use them Prevail was developed with input from firms all over the country with differing styles of practice Because of varying influences on the development of the product not all firms will use all features A feature that is considered crucial to a Personal Injury firm on the East coast might seem utterly superfluous to a Social Security firm on the west coast and be a complete mystery to a County Attorney s office in the Midwest If after experimenting with the software you find a feature y
140. search string based on what you type If you put in something like Johnson James it won t return any results even if there s someone named James Johnson in the Rolodex because the string you typed doesn t match anything in the first middle or last name fields in the Rolodex Nine times out of ten you won t need to limit your search to any particular Rolodex type Simply putting in a small search string will return a number of results and you can pick the one you want by clicking on it If however your search returns a large number of results you can limit the number by selecting a Rolodex type Prevail will then show ONLY results which match the Rolodex type you selected from the Type pull down Once you have a result set displayed that contains the entry you want to attach to this matter you have a couple of other choices to make Take a look at the right side of the related wizard and you ll see a miniature matter tree similar to the one on the matter page This lets you decide WHERE you want to attach your selected Rolodex entry Do you want to attach it to one of the other entries to denote a particular relationship e g attaching an insurance company to the person they insure or attaching a medical provider to the person they treated If so click on the appropriate entry in this mini matter tree If you don t want to attach this entry to a particular entry in the matter tree but simply to the matter in general click on the
141. similar document let s call this one a request for copies of medical bills You could create that document from scratch putting all the same field codes in all the same places as in your request for medical records document but it would be a whole lot faster to use the CLONE feature in the Prevail Document Designer That feature is a simple button which appears at the top right corner of the Document designer whenever a merge form name is selected When you click on it it makes an exact copy of any highlighted merge form leaving the original intact and giving you a cloned copy which you can modify into another document In the case of our hypothetical request for medical records the first thing you d want to do is change the name of the cloned copy to what you want it to actually be Request for medical bills Then you d want to retrieve it and change whatever you need to change in it In this case your field codes are all there so you d leave them in place and change the text of the document so it references medical bills instead of medical records Just remember when setting up merge forms that any cloned document will need to be renamed to something that makes sense otherwise you ll have multiple documents with the same name although some of them will have the word CLONED tacked onto the filename 78 CHAPTER THIRTEEN REPORTS The Prevail Reporter is used to extract information from the Prevail database that cannot other
142. sing Windows Vista as your server operating system please contact Prevail Technical Support at 407 228 4400 to discuss your options Do not attempt to install the ADS version 8 that you received from Sybase To install ADS 7 1 on your server follow these instructions Product Information fq 1 Load the Prevail Install CD into your server Product Information Browse the CD to locate the file called Type the Advantage Serial Number Validation Code or a Authorization Code for evaluation and the Registered Owner s i i i name below The Serial Number and Validation Code can be found server_nt_dom 7 zip m Unzip this file and launch on the Advantage Serial Number ID card uv setup exe Serial Number 1234567 e 2 It is recommended that ADS is installed in ABCDE its default directory of C Advantage In any Pine nee oe ee case make sure you install ADS on the same Authorization Code PHYSICAL drive in the same server as the Prevail Registered Owner A B C Law Firm data files will later be installed Stan Tye During the ADS install process you will be prompted utomatic services start every time the system starts Marval seve on be stated by a user once bogged in for a Serial Number and product Validation Code C Manuel Startup The Validation Code included with ADS 8 will NOT Cancel work with ADS 7 1 Please call Prevail Technical Support at 407 228 4400 to get the correct Validation Code before you
143. st Day for Discovery Motion re Experts to be heard rT 3 30 2007 TRIAL BEGINS Matter Medical Events Status Copyright 2006 Practice Technology Inc All rights reserved A process is a big picture roadmap of the progress of a case based on rules that have been set up in advance using the process builder utility You can access a complete history of any Processes associated with the currently selected client by clicking the Processes tab This page contains a chronology of the milestones which have been reached in this matter The current level and next required action are always displayed at the top of the page This chronology is integrally linked to the document generation section of the program so the process will automatically be updated when certain documents are generated e g you might have a process which automatically changes the current level to Suit Filed when you merge a complaint document In that case you do not have to update the status of the process because Prevail will do it for you automatically upon creation of the document You can also manually update a status by clicking the Add Next Step button The program will prompt you to enter the pertinent information and then update the chronology to reflect your response Any required statute reminders will be made automatically on your to do list You can refer to the chapter on the Process builder for additional information but don t sweat the details of t
144. t is not necessary to install the Prevail Client on the file server in a multi user networked environment doing so can be useful for maintenance of your Prevail System Repeat the following steps for all machines you want to run Prevail 1 Load the Prevail installation CD into your CD ROM drive If the install program does not run automatically click the Start button and select Run Type x install exe where x is the location of your CD ROM drive 2 Select Install Client Select the appropriate word processor and version to continue 3 Install the Prevail Client to C Prevail Changing the location of the Prevail Client will cause the Prevail Document Merge not to function properly 4 Follow the on screen installation instructions When the InstallShield Wizard is completed click Finish to return to the Prevail installation screen Prevail Settings Before you can log into Prevail for the first time you must configure your Prevail Settings so that each workstation is pointing to the correct location to connect to the main Prevail database Click on your Windows Start Menu and select Prevail Prevail Settings Your User will be set to SAMPLE until your employees are entered into Prevail as users If you know now L99 n what your logins are going to be you User SAMPLE can enter the login here of the person Networkgetihge who will be using this workstation If y Us
145. t to the cloned entry e g adding a specific attorney name then delete the word CLONED from this new entry You ve now created a duplicate entry without having to re type most of the information Rolodex Setup Prevail comes with many different Rolodex types pre defined that coincide with its pre defined law types Depending on what type s of law you practice you may want to add some new Rolodex types or edit or delete the existing ones Wote In order to make any changes to your Rolodex Setup your security level must have Administrator access to Prevail Creating New Rolodex Types To create a new Rolodex type in Prevail click on Administration Rolodex Setup Here you will find a list of the Rolodex types currently defined for your Prevail system You can add a new type by clicking on the NEW button Type in a name for the new Rolodex type and then check boxes as necessary to indicate if this Rolodex type represents your firm s client or opposition If this Rolodex type represents neither a client nor opposition or could be either then leave both of these boxes unchecked There are a couple of things which need to be defined for every Rolodex type The first thing you ll need to define is the labels for the phone number fields Prevail allows you to track 5 phone numbers for each Rolodex type What you call them is entirely up to you To define these labels click on the FIELD CAPTIONS tab Type in the labels you want t
146. ted wizard A blank Rolodex window will be displayed Go ahead and type your new entry into this window and click the SAVE amp CLOSE button at the top left corner Don t forget to select a Rolodex type and enter as much information as you can before you save the entry Remember since Prevail is Rolodex based you re not just adding this new entry for the purposes of this case you re adding it to the Rolodex IN GENERAL and this entry may be used in many other cases Take the time to do it right Few things are as aggravating as attaching a Rolodex entry to a matter only to find out that it contains no phone numbers and an incomplete address Rolodex entries like that aren t much good to anybody The more complete your Rolodex entries are the more useful your system will be 23 There are certain Rolodex types Employers and Medical Providers in particular that contain an additional layer of information so after you attach them to a matter you ll be prompted to fill in a few more fields For example after adding a medical provider you ll be shown a screen which prompts you to describe the relationship between the provider and the patient This screen includes fields for treatment description treatment dates when records were last requested and when they were last received There are also fields for treatment comments and bill amount the amount of the actual bill for services If you check the add to damages box this entire e
147. teria for the Rolodex Entry you want to attach In the SEARCH CRITERIA box type in a piece of the first name middle name last name or company name of the Rolodex Entry you d like to attach 1 second after you stop typing Prevail will process your search string so that any Rolodex entries containing the text you typed in either first name middle name last name or company name fields of their respective Rolodex entries will be displayed the program simultaneously searches all 4 fields If a large number of matching results are displayed you can cut down on that number by choosing a Rolodex type from the TYPE pull down field If you do this only Rolodex entries of the type you chose will be displayed Once you find the Rolodex Entry on the list of displayed results you can attach it to the current matter by clicking on the desired location in the Matter Tree to the right of the displayed results at which you want to attach this entry You can if you like change the relationship of the attached party in this matter by choosing a different value in the ADD AS TYPE field After you have searched for and selected a Rolodex Entry and then chosen a location on the Matter Tree where you d like to attach the Rolodex Entry click the FINISH button to complete the operation The Matter Tree will be then displayed with your new entry added to the list Adding New Rolodex Entries On The Fly If in the process of adding a Rolodex Entry to a matter you dis
148. th an insurance adjuster you can enter the amount of time you spent on the call Time associated with a History entry will automatically be copied to the Ledger Tab as a Time entry In the Cost field you can associate a cost with the entry If you don t track costs feel free to leave this blank If you associate a cost with an entry it will automatically copy to the Ledger Tab as a Cost entry If you would like to associate a follow up task with this entry for a particular user you ll set the Due Date to the date which you d like the follow up task to begin appearing on the user s calendar The To field will default to the login of whoever is designated as the case manager in this matter but you can choose someone else from the drop down list Once the entry is saved the task will show up both on the designated user s Task list and on the Events Tab for the current matter The memo field is used to store a brief description of the history item Be specific not cryptic If the entry is a telephone call with an adjuster regarding a settlement conference enter something like T C with adjuster Joe Smith re settlement Remember the goal here is for everyone else to know exactly what s going on in the case based on your entry The File field is where you can attach a file from an outside source You can attach any type of file to a Prevail history entry To attach a file to a history entry click on the paperclip icon
149. the login screen the license count has been set and you may close the Control Panel and go log into Prevail Logging Into Prevail Prevail allows you to use Prevail from any machine on your network using your own login name When you first install Prevail there is only one user set up SAMPLE SAMPLE is set Version 4 70 00 up as an Administrator so that you will be able to use that login in order to access the Administrative functions in Prevail to set up your actual users Once you ve added your own employees into Prevail as users including at least one Administrator you may feel free to delete the SAMPLE user To login the very first time select the SAMPLE login from the Login drop down box and click the Go button Login SAMPLE Copyright 2007 Practice Technology Inc Once you click the Go button Prevail will load all necessary data files and take you directly to the Matter page for the first client in the system Note that there is no main menu per se The first view you see is the first client record in the system or the last client record you were working with the last time you exited Prevail Most users if not all appreciate the quick access to client files without having to navigate through mundane menus or welcome screens 10 CHAPTER THREE THE INTERFACE Prevail has always been known for its simple point and click user interface Although this version of Prevail looks very dif
150. the new user in Prevail under Administration Employees It is also important to note that the old user the departing employee must still exist in the Employee setup section of Prevail when this action is run otherwise they won t show up on the pull down list If you prefer you can delete them after the reassignment but they must exist on the list in order for the reassignment to take place The Maintenance Menu Most database engines contain general tools for database housekeeping Prevail is no exception In the control panel there is a menu option for Maintenance which contains two options Pack Packing the tables will remove all records marked as deleted When you delete a record in Prevail the physical record is not removed from the database It is marked as deleted which means it will not show up in Prevail Prevail uses a format that will sequentially overwrite records marked as deleted to conserve space instead of creating a new record Packing occasionally maybe once a month can reduce overall database size and may cause a slight increase in system performance In the rare event of data corruption packing the tables may fix minor 82 corruption issues You can pack tables by choosing Maintenance Pack from the control panel menu Keep in mind that this may take a while 20 minutes is not uncommon for a large database and that nobody can get into Prevail until the process is completely finished Reindex All datab
151. ticular form or letter You can accept the default values or change them this one time to any other values For example if this time you need to make copies for two additional parties you may choose to increase the cost entry to account for the additional copies and postage costs You also have the option here to enter any notes for the document at the bottom of the Merge Document Wizard screen Make any necessary changes and click Next to continue on to the next step of the wizard If the document requires it you may now be asked to select one or more of the indicated parties offices to include in the document you are about to merge For example if you are merging a letter requesting medical records and you have multiple Medical Providers attached to the matter you will be asked to select which provider s you want the letter to go to Select the necessary party ies from the list and then click the Finish button to create the completed document in your word processor Merge Across Query Prevail has the ability to merge a single document across multiple matters For example if you d like to send a letter to all of your Personal Injury clients you can do so in a single merge using the Merge Across Query option If you haven t already done so first you would create the letter that you want to send Next you would begin to merge the document the same as you would any other document but this time when you reach the History entry scre
152. ton the entire entry will be saved The email can be retrieved at any time in the future by clicking the VIEW button Prevail will open the HTML copy of the email in your default browser Once an email is attached to Prevail history you can delete the original if you like Prevail COPIES the email into the folder rather than linking it so once the attachment is completed it no longer matters what happens to the original email 49 CHAPTER SIX ROLODEX The Rolodex is the backbone of the Prevail System In it you will find anyone and everyone pertaining to your matters Plaintiffs Claimants Defendants Medical Providers Insurance Companies Government Agencies Referral Sources and any other contacts you can think of all reside in the Rolodex Each entity need only be entered in the Rolodex once and can then be attached as desired to any number of matters The only exception to this is companies or entities which have multiple offices in which case you enter each office into the Rolodex one time Rolodex Entries Adding Rolodex Entries The very first Rolodex Entry you will want to enter into Prevail is your own firm You will need to have your firm information in the Rolodex before you can complete the steps in the next section er ais Gude AF Jone firni Taa mole tian zizi one office you will repeat the following Esweacose al SSe Onn Y B steps for each office To add your office s otfice companvjFim Type to your Prevai
153. tter in Prevail it will automatically insert the appropriate information from the currently selected matter into the finished document We just used a few field codes here for purposes of illustration make sure you read over the entire field code list to get a feel for the many fields of information that are available to be merged Also do not worry if the field codes wrap to the next line Generally in actual merged documents the text itself is much shorter than the codes Once you ve finished inserting all of the necessary field codes into your document click Save amp Close in the Document Designer window Your new document is now available to be merged in Prevail Insert Codes In any document there may be pieces of information for which no field code exists in Prevail In these instances you can use the Insert Codes from the list of available field codes There are six kinds of insert codes in the Prevail Document Designer they are described in more detail below With the exception of the Merge Date code and the File code using these codes will cause the document to pause when being merged and prompt the user to manually input certain information What information the user is prompted for is defined by you when you first insert these codes into your document template When inserted these codes look and act just like any other field code except that the second half of the code will show the word DESCRIPTION DE
154. tton is a toggle once you turn it on it stays on until you exit the program or click it again to turn it off At the right side of the Navigation Bar you ll see another icon a picture of sunglasses marked View This lets you view or retrieve any document which is attached to a history entry If the entry is a document or anything else with a file attached Prevail will open the attached document with whatever program your computer uses to open files of that type For example if the attached file is an Excel spreadsheet Prevail will open the file with Excel If it s a PDF file Prevail will open it with Adobe Acrobat Creating a New History Entry To create a new History entry in Prevail Click GiNewHistory Entry for Olazasaea coea Add A New History Entry window will sss Esse x appear Enter your subject this information a oe History 5 Category v Entry Date amp Time 11 2 2007 if 01 36 PM should be fairly detailed to make searching in History more powerful and select a category jnm o s Due Date if applicable The entry Type will default to aes Matter History but you can change that by selecting a different entry from the drop down list The date and time will show the current time and date but can be modified if necessary File lalen 38 In the Time field you can associate an amount of time for example if the entry is for a phone call wi
155. u re on Tabs can be renamed based on law type or even turned off entirely Universal Interface Features So to recap The main Prevail interface consists of seven parts The Title Bar is found across the top of the Prevail window Information such as the matter title and case number can be found there If you are viewing closed matters the date the matter was closed can also be found on the Title Bar The Main Menu Bar is a series of drop down windows that contain items to every feature found in Prevail The Toolbar is a bar of buttons used to gain quick access to commonly used features This is where the search you ll find the search button which allows you to search for different matters The Page Name located on the left side below the Toolbar displays the name of the current page showing in Prevail The Navigation Bar located to the right of the Page Name is used to navigate through Prevail one case at a time next and previous The Page Content changes according to tab and provides the majority of user input The Tabs located across the bottom of the Prevail window are used to page through different areas or groups of information in a matter The page tab names and content may change depending on the law type of the currently selected matter Title Bar Prevail 135647788 Adams William vs Stevens Jack i z oj x The Title Bar displays information such as the current matter number the matter title and if v
156. ur Completed Tasks by clicking on View Tasks Completed from the Prevail Calendar file menu It is always preferable to complete a task rather than delete it after you ve done it If anyone ever needs to go back and make sure that something got done they can just check the Completed Tasks for the user the task was assigned to If you delete the item you will remove all record of the task having existed Deleting an Appointment or Task If an appointment has been entered in error it can be deleted entirely as opposed to being cancelled which leaves it on the calendar for reference purposes To delete an appointment entirely simply highlight the desired appointment or task and click on the DELETE icon either at the top of the appointment or task detail window or at the top of the Calendar itself This will cause the selected entry to be permanently deleted No trace of the entry will be left on the calendar Caution Deleting an appointment cannot be undone Once you confirm the deletion of an appointment there is no way to get it back Consider using the CANCEL feature instead Rescheduling an Appointment The Rescheduled box allows you to indicate that an appointment has been rescheduled from a previous date and time When rescheduling an appointment it is often a good idea to indicate the original date and time of the appointment in the large notes field toward the bottom of the entry window Prevail also keeps track of WHO
157. users of older version of Prevail who may one day upgrade to this version While the choice is ultimately yours we don t recommend putting notes in this section For easier tracking and searching we recommend using the History tab for all notes Using history rather than notes allows faster data entry better categorization better reporting and gives you the opportunity to make follow up time and cost simultaneously with notes entries rather than going back and doing them in separate actions Sticky Notes Although there are a number of places in Prevail to track notes there are occasions when a particular piece of information is so important in a particular matter that you don t want ANYONE in your office to do anything in that case without knowing and acknowledging that piece of information If a piece of information is that important you certainly don t want it buried three pages deep in notes or over on the History tab which the user may or may not be looking at when he pulls up the case This is the time to use a Sticky Note on the matter A sticky note is by definition in the way When you pull up a case that has a sticky note on it that sticky note will pop up in front of whatever page you happen to be on You won t be able to view what s underneath it without first clicking the Save amp Close button xi EJSave amp Close g Don t call before 11 00am To attach a sticky note to a matter click o
158. utes in the Prevail Process builder work the same way If you set a statute in a process step which need not be a real statute at all but any deadline of which you want to be reminded the system will wait the amount of time you specify generally expressed in a number of days and then set a task on your task list or that of any other user for the specified number of days after that step has been reached You can also set a statute warning task which will set yet another task a specified number of days before the state date calculated in the first task It may seem that we have hopelessly complicated the eating process here but this should serve to illustrate a point Processes are stupid They don t know ANYTHING unless you tell it to them You can t assume anything You have to tell each step of the process what happens next and you have to tell it in advance about any warnings or reminders you want to set Now that you understand the elements of a simple process you can replace your food analogy with the actual building blocks of a process Remember those If not here s a hint Steps and Levels okay it was more than a hint Now your table would look like this Level Step Next Step Next Level Poo G Level 1 Step 1 Step 2 Level 1 Level 1 Step 2 Step 3 Level 1 Level 1 Step 3 Step 4 Level 1 Level 1 Step 4 Step 1 Level 2 4 Hours Time for Level 2 Level 2 Step 1 Step 2 Leve
159. w click on Recurrence Here you will be able to set beginning and end dates or specify a certain number of days for the appointment to continue When you ve finished click Save amp Close and the recurring appointment will now show up on each day of your calendar that you specified Calendar Alarms To enable your calendar alarms click Options User Preferences from the main Prevail menu bar and under Calendar on the Preferences tab check the Enable Appointment and Task Alarms box For this feature to work you must have the TCP IP protocol installed on your network and have TCP IP is installed checked in your Prevail Settings as detailed in the Prevail Settings section of this guide 71 CHAPTER TWELVE MERGE DOCUMENTS One of Prevail s most powerful time saving features is its document creation and management capability Prevail speeds up the document process by doing the data entry work for you All that is necessary on your part is selecting the letter or form to merge With a few mouse clicks you will be merging documents saving time and being more productive than ever before Prevail 4 is compatible with Microsoft Word 2000 2002 XP 2003 and 2007 and Corel WordPerfect Suites 9 X3 13 Before you can start merging documents one of these word processors must be installed on the machine that is running Prevail This chapter will help guide you through merging documents with matters
160. w lS xi you can now fill in as much treatment Elsvescese 2 detail as you know e Subject Provider Specialty Z Treatment Dates Records Requested etc subjec F By putting a check in the box marked Add acl eE AS ei 0 00 to Costs you will add this cost to the a ee eee Ledger Tab By putting a check in the box Acct Matter Ada35514 Adams William v TI Add to damages marked Add to Damages you will add this cost to the Damages Tab Click the Save amp Close Button to save the medical entry Note Entries made on the Medical Tab will automatically copy to the appropriate Medical Provider detail on the Matter Tab and vice versa Therefore there is no need to enter them in both places Adding a medical provider to either page will cause it to show up on the other page automatically Viewing and Editing a Medical Entry Whether you re on the Matter Tab or the Medical Tab double clicking on any treatment entry will open the Medical Entry window From here you can modify the entry then click Save and Close to save the updated information Deleting a Medical Entry Highlight the entry you wish to delete then click on Delete on the navigation bar You will see a message asking if you want to delete any associated Cost or Damage entries Answering Yes will remove such records from your Ledger and Damages Tabs 26 Events Information Tab
161. wise be done with the Prevail program Running Reports In Prevail click on Reports on the file menu You will see a drop down list of all of the reports available categorized into Folders You may run a report directly from this list by clicking on the report name however it is recommended that you always choose Launch Prevail Reporter to load the full Reporter before running any reports When the Reporter loads you will see a list of folders on the left side of the window These are used to categorize the reports If you double click on a folder a list of reports in that folder will be visible To preview a report double click i 8 reporter oe laj x the report name in the list CAS gak Gale 8B S S A E ems l fy on EH Account ting ja E Analysis T Some reports will prompt you 26 u to enter information to filter a or limit the results that will Matter Case Intake Oste Client ss Law Tye Lead Attorney Case Manager 135647788 12 8 2000 Adams William 295 76 3551 PI39 CARL CHAR display in the report Some ea a hesi Frank 797 98 7978 Chit ep ME pon ch Codi bia a cian SS op Goa M E examples of this are limiting Mos OOOO O SES your results to a specific date incpavnatorsbysarey Onin 27 006 Antony Richard Bosnos ARB DAUD Gal E Open Matters by att th Status ase fake Date Clie awiws Lead Attorney y Case Manager range or to a particular Bopen Matters by Case tel b010 sarme EEN 503 5093 MM
162. within your office originally scheduled the appointment as well as the last person to modify it If you look at the very bottom of the appointment detail window of a previously scheduled appointment the appointment s creation date and time and last modified date and time will be displayed as well as the user responsible for each To reschedule an appointment in Prevail simply double click on the appointment itself to get into the appointment detail then change the dates and or times as desired You might also want to 70 check the Rescheduled box and make a note of the original date and time and the reason for the rescheduling in the appointment notes window below When you are finished simply click the Save amp Close button The appointment will now show up on its new date and or time Setting up Appointment Reminders When you schedule any appointment you have the option of setting an automatic reminder prior to the appointment When you set appointment reminders a bell will ring assuming you have a sound card and speakers on your computer and a warning will pop up indicating that your appointment is approaching within the specified time frame Appointment reminders must be turned on in your user settings in order for this function to work See Calendar Alarms below Attaching Matters to Appointments By default the current matter will automatically be attached to the new appointment To select a different matte
163. xt step from any step might jump to Statutes Reminders Now let s add another layer of complexity to this process Let s say you re a workaholic who needs to be reminded to eat Let s have the system remind you that you need to begin eating lunch 4 hours after you finish breakfast and then remind you again that you need to begin eating dinner 5 hours after finishing lunch This would add two more columns to our process One would be the amount of time to go by before each reminder was activated and the other would be the text of the reminders themselves Our process table would now look like this Level Step Next Step Next Level pelt pats oaar Breakfast Orange Juice Toast Breakfast Breakfast Toast Scrambled Eggs Breakfast Breakfast Scrambled Eggs Coffee Breakfast Breakfast Coffee Iced Tea Lunch 4 Hours Time for lunch Lunch Iced Tea Tossed Salad Lunch Lunch Tossed Salad Turkey Sandwich Lunch Lunch Turkey Sandwich Meat Loaf Dinner 4 Hours Time for dinner Dinner Meat Loaf Mashed Potatoes Dinner Mashed Potatoes Steamed Vegetables Dinner Steamed Vegetables Apple Pie Dinner Apple Pie Coffee Dinner Coffee 63 The only thing of significance we ve added here is a reminder 4 hours after the last entry in our breakfast level that we have to eat lunch and another reminder 4 hours after the last entry in our lunch level that it s time to eat dinner Stat
164. y Wednesday Thursday Friday _ Soturdayisunday Sun Mon Tue Wed Thu i Sat ar 27 2 z E 3 1 12 3 4 F amp F a 15 9 10 11 12 13 14 15 7 16 16 17 18 19 20 21 22 17 23 24 25 26 27 28 29 18 30 Z Today 2 13 2007 3 4 5 6 7 8 nz MIKE CARLI Lunch Avot ete 3 Ske 0 O E options 1 u r s 1 5 User CARL 16 7 5 20 a 2 CARL Partners Metina fbrea CARL Goina to work on boat CARL DAVIDI New emolove TCARL Bocote Brothers ala at CARL ick Catlin uo from Se ICARLI Office Conference D CANCELLED CARL Office z z z 2 2 E ICARLI Deno of Dr Broome 1 67 Find Find is a detailed full text search of the entire calendar Enter your search criteria at the top of the page and click Find Now All results matching your search will display in the grids at the bottom of the page Double click on any listing in the results windows to view the entry 8 xj File Edit View Windows Help Gl New B Flaps Packs F Day FE Week M Month GSFind BRefesh A Detal SP Message Bl K April 2006 gt i Find all Appointments C Tasks Both Sun Mon Tue Wed Thu Fri Sat 1 Containing the word or phrase mediation inthe subject clos BAe 15 9 10 11 12 13 14 15 RL CHAR DAVID ROBIN MIKE Where the user is in the lst separated by semicolon CARL CHAR DAVID ROBIN MIKE Bete seis ib ie 19 2 nt oe 17 23 24 25 26 27 28 29 18130 g ZToday 2 13 2007 e i Appointm
165. you must be set up as an administrator to be able to modify merge documents To modify a document click the Administration menu in Prevail Choose the Document Setup option and the Document Setup window will appear Scroll through the list of document until you find the one you wish to modify Double click on the document name to open the document in your word processor for editing After your changes have been made Save amp Close the document Note ALWAYS save and close the document from the Prevail Document Designer window never through your word processor Your changes have now been saved and will show up on any subsequent document merges Cloning Merge Documents It goes without saying that setting up a proper merge document represents a fairly substantial time commitment You can leverage your time exponentially when you set up good merge forms but it takes a while to set one up In light of this fact it makes sense to leverage your time as much as possible when creating the merge forms themselves Prevail has a convenient tool to help in this process The Clone document feature Here s how it works Suppose you ve created a merge document that has lots of field codes in it Let s say it s a request for medical records to a medical provider You spent quite a bit of time setting it up and you ve got it formatted just the way you want it and have all the field codes in all the right places Now suppose you need to create a
166. your queries for you Once a query is defined it can be activated at any time You turn on a query by clicking on the QUERY button on the toolbar You then choose the query you want by double clicking on it You ll notice that the QUERY button retains a pushed in look once it s been turned on This will remain until you turn off the query by clicking on the QUERY button again Find Prevail contains a very far reaching search feature which allows you to do a full text search through a given matter or even through ALL matters This feature is activated by clicking on the FIND button on the toolbar When you do so the following interface will be displayed This interface allows you to type a search string into the Search Criteria window and it Matter Search Wizard zi This is a full text search of your entire Prevail system Enter keywords in the Search Criteria box to search the current matter Narrow your search by selecting a category from the Search Type list and or entering a date range in which the information you re searching for was entered into the system To search all matters within Prevail uncheck the box marked Current Matter Only Search results will be displayed below Note Searching all matters will dramatically increase the time it takes for results to display Search Criteria Search Type Start Date End Date amold l Categories v 1 13 2007 2712 2007 IM Curent Matter Only Search Items
167. ypes of firms will have different needs A Personal Injury litigation firm might use the Damages page extensively tracking every single medical bill and recording payments against each bill to create sophisticated reports and closing statements A firm that does family law on the other hand may not use the damages page at all and may in fact even turn it off completely so that it doesn t show up at all That s the beauty of the manner in which Prevail can be customized If there s a page you don t need we can simply make it disappear We ship Prevail with some basic law types pre defined but with a quick call to tech support we can add or change those definitions as you like CHAPTER TWO INSTALLATION Installing Prevail is not hard but there are several things that need to be set up on each workstation before the program will run correctly Before you install the software read these installation notes and make sure you understand System Requirements them Minimum Specification Recommended Specification Windows 98SE ME NT4 SP6 2000 2003 xP i Linux Novell 4 xx Windows 2000 2003 NT XP Pro w SP1 Novell Pentium III 300mhz Pentium III 500mhz x 512mb RAM 1024mb RAM with 20mb available per workstation x 10gb hard disk with 10mb available space per i 7 workstation 40gb hard disk with 10mb available per workstation TCP IP ONLY TCP IP ONLY 100MBit NIC 1GBit NIC Wi

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