AlphaLAW-Vantage Desk
The AlphaLAW-vantage Desk is a comprehensive set of applications designed specifically to assist the fee earner in the day to day execution of their tasks. As well as containing many functions that are unique to the requirements of the legal practitioner, it also brings together many standard functions, such as e-mail, into one, simple to use, environment.
Please note that the following list and descriptions are only a very brief overview of some of the main features and functions contained within the AlphaLAW-DESK. Only by viewing and using the system can its full functionality and benefit be fully appreciated.
CLIENT & MATTER ENQUIRY
At the centre of the Desk is the client and matter enquiry function. This gives the user a complete overview of the client and associated matters.
MATTER SEARCH & FIND
To locate a specific matter AlphaLAW-vantage has a very powerful and simple to use search and find facility. You can locate the required client and/or matter by AlphaLAW reference number; by user assigned alternate reference numbers; by NI number; by Legal Aid Certificate; by name, part name or name contains; by address; by UFN; by DOB; by matter description; by Post Code; by bill number.
Once selected the information displayed includes:
- Client names & addresses, contact details
- Matter description and type code
- Full office, client & deposit ledger card details
- Full time ledger
- Dates opened. Closed, archived, archive location
- Review period
- Legal Aid details (if relevant)(see Civil & Criminal Legal Aid product brief)
- Costs & Disbursement quotes
- WIP balance (unbilled work value)
- Date last time or financial entry made
- Bill and fee note details
- Value of unbilled disbursements
WILLS DEEDS & TRUSTS
Ability to add to or amend details of all wills, deeds or trusts that may be held by the firm.
ATTENDANCE NOTES
Attendance Notes may be recorded on any matter, private or legal aid, to record the details of work performed together with time entries and expenses. There are four types of attendance notes; Police Station, Court, Telephone or Other.
- Police Station - Help list for Police Station names in your area, duty solicitor, number of suspects etc
- Court - Help list for Court names, Advocate, time case was called, Judge presiding, number of defendants, hearing code, Youth Court identification.
- Telephone - option to use automatic timer
- Other - General attendance details
- Expenses - Expenses entered are treated as anticipated disbursements by the system and are automatically transferred to the accounting functions.
- Diary - During the entry of an Attendance Note a diary entry can e made for some future action.
By simply clicking on the email button you can send an email directly to your client, or, for that matter, any other recipient.
BILLING REQUEST
You can request the production of a bill directly from within AlphaLAW DESK. Once entered it will automatically be sent to the account's department for entry into the accounts. The posting of the bill into the accounts is under the control of the account's department.
SELECTION REPORTING
The AlphaLAW-vantage has, as a component, a very powerful and flexible Select Report generator. With this you can define the content of the report required. Amongst the many selection criteria available are:
- Fee earner
- Matter type
- Financial criteria - office, client, deposit balances, greater/less/equal to
- Active or non-active matters
- Billing details
- Time details
- Sorting option
- Movement
- Introducer
The permutation of options is almost endless. Should you be unable to obtain the required information from this function then you can use the AlphaLAW Report Writer which will allow you to produce a report based upon all the information help within the database structure.
DIARY
- The diary system enables both fee earners and staff members to record appointments, visits, court appearances, booking resources such as conference rooms, meetings etc.
- There is one diary for each fee earner or staff member and you can create further diaries for such items as resources (eg conference room diary).
- Each matter also has its own diary which operates in conjunction with AlphaLAW Case Manager.
- Several diaries can be displayed at the same time. As you add a new entry it will automatically be cross checked with other diaries to avoid double booking.
TASK LIST (TO DO LIST)
The task list is a scheduling facility which enables you to maintain a 'to do' list of pending tasks. Tasks are added automatically as a result of a Case Manager action, or may be entered manually by direct input into the task list.
RECORD TIME
- An on-screen time recorder is available to enable you to make time entries against a matter.
- You can either enter the number of units or minutes directly, or let the timer automatically calculate the time period with a start/stop timer button.
- Multiple timers may be active at any one time.
CASE MANAGER
If Case Manager has been assigned to this matter you can directly go to it to view the current workflow position and, if required, perform any actions necessary. eg producing letters or forms relating to the required action.
CHEQUE REQUESTS
- From AlphaLAW-desk you can raise a cheque request.
- This request will automatically be sent to the accounting function.
- Cashiers can view all cheque requests and, if approved, automatically post the entry and print the cheque.
CUSTOMER RELATIONSHIP MANAGEMENT (CRM)
The promotion of the firm to both its current and prospective clients is, in today's competitive business environment, a matter of supreme importance. Great emphasis is placed upon client care by the Law Society. The AlphaLAW-vantage CRM module is based upon the latest segmented marketing philosophies enabling you to use the details of your clients that are stored in the database to simply and quickly maintain contact with them.
- You can keep in regularly communication with them to, for example, notify them that their wills may need updating; that changes in tax laws may mean that business contract need amendment; changes in commercial property laws or local government rules may mean that property negotiations may need review etc.
- AlphaLAW CRM allows you to extract from your database all clients that meet a specified criteria and to send to them letters or documents designed to address their specific requirements.