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National ProDoc User`s Manual

1. Phase 3 Answer Merge Questions E Reconciliation Agreement Figure 2 12 shows the document E E ater thos boon pre assemble John Weddington lt SBN 12564 gt with necessary clauses You now 1a Main Gerect Al a California 22453 th h the d tb ain reet ameda Telephone Noss 1ca0g ass 44 progress throug e document by Fox e completing the blank fields with FRERES EES HESE information for the specific client Attorney for name of client and case SUPERIOR COURT OF THE STATE OF CALIFORNIA IN AND FOR THE COUNTY OF COUNTY hat Case No ZE ad na S on ATN o See Scott M Adams Eze ls of form in caption sp aye at t E ottom left of this Ee a ae a window circled in red You can gt Judge Hon SSES also click Explain on the menu Robin B Adams Respondent bar for more help on the question Petitioners Scott M Adams and Respondent Robin B 1 Adams were CR on RN d dissolution of marriage was filed in the Superior Court of California County of Alameda in case number and was finalized with a judgment H ANL 3 A Marriage Settlement Agreement was entered into on CASE NUMBER S Figure 2 12 Context Display Window Type your answer in the shaded fields and then press TAB AIt N or click the N button to move to the next field You will be prompted to enter information in the bottom left corner of your screen as noted in Figure 2 12 After you enter the information in the last field and press Tab ProDoc will
2. this manual for help with this process Each client record and project record in Timeslips contains a field called Nicknamel These fields are required and must contain a unique value The ProDoc Client ID field and Case ID fields are the fields which must match the NickName fields in Timeslips b Next if you haven t already assigned IDs to your cases and clients use the Client amp Case Manager to enter Client IDs and Case IDs for each client and case in your database c Exit ProDoc and proceed to Step 2 Why use Client and Case IDs If you are using Client IDs and Case IDs in ProDoc then the synchronizer will use those fields to fill in the Timeslips NickNamel If these fields are vacant in ProDoc the synchronizer will attempt to intelligently fill in those fields in BOTH programs using your client s initials You should not rely too much on this convention as Timeslips does not allow for duplicated NickNamel1 and you may very well have another client with identical initials For this reason if you are not using Client IDs and or Case IDs in ProDoc you should be sure to set up auto formatting for Nickname in Timeslips and that scheme will then be used when you synchronize clients Better yet take the time to go into the Client amp Case Manager and assign client and case IDs to everyone Timeslips limits its Nickname field to 30 characters or less When setting up Client IDs and Case IDs in ProDoc mak
3. Figure 2 9 Completed Starting Document Assembly Window Phase 2 Answer Assembly Questions After clicking the Start Assembling button you will see a Volume Banner Screen similar to the one in Figure 2 10 24 ProDoc Software Manual PD Family Law Every Volume has a banner screen to provide information about the Family Law E volume You can read it choose to get more This volume includes forms authored by ProDoc Inc This volume also includes Florida Family Law Forms adopted by the Florida Supreme Court information on the listed volume by clicking the Info button or click the Copyright 2000 2008 Thomson Reuters nox nee te Do nor eHow thas window again to avoid seeing it All rights reserved S again Select OK to continue to the next window General Release October 21 2008 C Do not show this window again Figure 2 10 Banner Screen Questions used to assemble your document will be presented in various windows similar to the one shown in Figure 2 11 Note that you can click the flat blue button labeled Show or Hide Explanation to see or hide an explanation for the question Simply complete the Answer field and click the Next button to proceed to the next question window Processing Assembly Questions Question NAME of the Birthparent who is signing the Acknowledgment of Receipt NOTE The questions are displayed in one of several formats including Fill
4. Chapter 3 Main Menu 41 e Alphabetical Order prints a listing of forms in the volume you select in alphabetical order e Menu Order prints a listing of forms in the volume you select in numerical order by the document selection number e Supplemental prints a listing of any supplemental forms that you have created and added to a volume Question Lists gives you three menu options e Global Questions prints a list of global questions that apply to all volumes e Volume Questions prints a list of questions that apply to selected volumes e Supplemental Questions prints a list of questions specific to any supplemental forms you ve added Worksheets generates interview questionnaires for clients reducing the time it takes you to produce documents There are five different types of worksheets to choose from e Assembly Questions are those asked during the first phase assembly or cut and paste of an assembly session e Merge Questions are asked during the merge phase Prints all questions that may be asked during the merge phase for the selected document e Custom Merge Questions creates a custom worksheet that contains only those merge questions that would be asked for a specific set of answers to the assembly questions e All Questions prints a list of all questions asked for the selected form s e All Questions as Asked prints a list of all questions for the form s in the order asked Labels displays the setup wi
5. Options window instead of the value set in either the Global or Volume Formatting Options windows How does ProDoc Prioritize Formatting Global Volume and Specific Document formatting values can all apply to a particular document Here s how ProDoc determines which to use 1 Ifthere is a Specific Document value for the particular setting ProDoc uses it 2 Otherwise if there s a Volume value for the setting and Ignore global and volume formatting settings was not checked in the Specific Document Formatting Options window for the document ProDoc uses the Volume value 3 Otherwise if there is a Global value for the item and Ignore global and volume formatting settings was not checked in the Specific Document window for the document and Ignore global settings was not checked in the Volume Formatting Options window for the volume containing the document ProDoc uses the Global value 4 Otherwise ProDoc uses the value in the ProDoc form NOTE The sources for formatting item values are determined item by item A document might be assembled using a Specific Document line spacing value a Volume left margin value a Global justification value and the font in the ProDoc form Formatting option settings apply only to the user who created them To make the formatting option settings of one user available to another user you must copy the files that contain the settings Global formatting option values are stored in a file called XXXGC
6. There are five different types of worksheets to choose from Chapter 3 Main Menu 45 Assembly Questions are those asked during the first phase assembly or cut and paste of an assembly session Merge Questions are asked during the merge phase of document assembly This prints all questions that may be asked during the merge phase Custom Merge Questions creates a custom worksheet that contains only those merge questions that would be asked for a specific set of answers to the assembly questions For instance using this option for a divorce petition would cause ProDoc to ask how many children there are If you answer zero then the worksheet will not include questions that pertain only to couples with children This option lets you use the answers you previously entered for a case as default answers to the assembly questions and to include the assembly questions and answers in the worksheet All Questions prints a list of all questions asked for the selected form s All Questions as Asked prints a list of all questions for the form s in the order asked Perform the following steps to print worksheets 1 2 3 From the Main Menu click Print Worksheets Choose a report type by clicking the button next to the desired type Click the Select Forms button Basic functions of the window that appears are described below a You can find and select one or multiple forms from the volume you select i You can choose
7. Justification E v Ignore global and volume formatting settings Figure 3 23 Document Formatting Options Standard The Standard tab is selected by default It allows you to set default standard formatting options font type and size margins line spacing and text justification Click in each box and or use drop down arrows to change settings The formatting options work almost exactly the same as those in popular word processing programs with an important exception the Ignore global and volume formatting settings If you check this box the document will be produced with the exact settings shown in the window and global volume configuration files will be ignored If you don t check it and leave some features unchanged global and volume settings will be used for the unchanged features Document Formatting Window Terms Explained Font The particular style of type used in your document Name Name of the font for use This includes the most popular proportional serif Times New Roman and Roman and sans serif Arial fonts The default font is Times New Roman unless an agency form requires a different font Font Size Size of the font in points One point is 1 72nd of an inch so 12 point type would be 1 6th inch high Standard sizes for most correspondence is 10 point or 12 point type Margins Margin size in fractions of an inch Margins of one half inch would be entered as 0 50 while margins of one inch would be entered as
8. Quick Reference Card and Quick Start Guide can also be viewed and or printed from your desktop by clicking Start gt Programs gt ProDoc gt Documentation then clicking the appropriate file name 2 ProDoc Software Manual Warranty Information Legal Notices Subject to the Terms and Conditions of the ProDoc Subscription License Agreement and the ProDoc End User License Agreement DISCLAIMER OF WARRANTY THOMSON REUTERS AND WEST MAKE NO WARRANTIES OF ANY KIND WITH RESPECT TO THE SOFTWARE OR DOCUMENTATION THIS SPECIFICALLY INCLUDES BUT IS NOT LIMITED TO A DISCLAIMER OF ANY EXPRESS OR IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE OR OF NONINTERFERENCE WITH INFORMATION NONINFRINGEMENT OR ACCURACY OF INFORMATIONAL CONTENT THOMSON REUTERS AND WEST DISCLAIM ALL EXPRESS WARRANTIES WITH RESPECT TO THE SOFTWARE AND DOCUMENTATION WHICH ARE PROVIDED AS IS THE ENTIRE RISK AS TO SATISFACTORY QUALITY PERFORMANCE AND ACCURACY IS WITH SUBSCRIBER THOMSON REUTERS AND WEST MAKES NO WARRANTY AS TO THE ACCURACY OR LEGAL SUFFICIENCY OF ANY DOCUMENT COMPUTATION DATA OR OTHER MATERIAL PRODUCED BY THE SOFTWARE THAT THE SOFTWARE WILL MEET LICENSEE S REQUIREMENTS OR THAT THE SOFTWARE AND OR ADDITIONAL SERVICES WILL BE ACCESSIBLE UNINTERRUPTED TIMELY SECURE OR ERROR FREE OR THAT ANY DEFECTS IN THE SOFTWARE WILL BE CORRECTED NO ADVICE OR INFORMATION WHETHER ORAL OR WRITTEN OBTAINED BY SUBSCRIBER FROM
9. action Clicking New Case also reveals the window Clicking Delete Case removes the case from the system NOTE A locator field lets you type a letter which causes the highlighting cursor to jump to the first client name beginning with the letter Right side Documents The right side of the window displays the documents linked to either the client or the case highlighted on the left side This is illustrated by Figure 3 14 W W Clients amp Cases Document Manager GY Windows Explorer J Find A Document Now Showing Active Clients w Documents for Case Divorce w children H Hide Cases Title Create Date Author Assets and Liabilities Worksheet 5 02 2006 Client Name Client CaselD s Declaration by Attomey Shell 5 04 2006 JH H Adams John M AD000I zl Declaration for Additional Discovery 5 02 2006 JH Custody and visits AD0002 Petition Marriage 5 02 2006 JH ag Divorce w children Reconciliation Agreement 6 16 2006 PRO will and estate AD0004 Albertson Bob Divorce w children ALO0001 Property dispute ALO002 b Allgood Stephanie Divorce ALLGO1 L al d New Client EP Open File E Reassemble 7 Upda Case X Dee Car Ces Figure 3 14 Documents Displayed in Document Manager Window Documents are listed for the highlighted case sorted alphabetically by title If desired you can click the column titles to sort in ascending or descen
10. document Appendices 103 Appendix C Timeslips Extension Overview The Timeslips extension gives you the ability to bill your clients by generating slips for each document created in ProDoc Generating a slip takes place after document assembly in ProDoc and before the document is opened in the word processor You must install Timeslips version 9 1 or newer in order to implement this extension ProDoc s database files must first be synchronized with Timeslips database files Synchronization ensures that changes made in one program s database are replicated in the other program s database There are many ways in which the synchronizer can be used e Ifyou are a new Timeslips user and a current ProDoc user with Client and Case information the Synchronizer will automatically export all the records into Timeslips Conversely if you are a new ProDoc user and a current Timeslips user the Synchronizer will export all clients and projects into ProDoc e You can set the Timeslips extension to keep both databases synchronized automatically or manually e You can individually select in either Timeslips or ProDoc which records to synchronize e After the first step is completed you can set the Synchronizer to display only new records which have not been previously synchronized This gives you the opportunity to decide later whether or not you want to synchronize the records It is important that you read
11. s benefits when you and your staff overcome your natural reluctance to change from your comfortable but inefficient way of generating documents to the new and more efficient ProDoc way That s why we encourage you to make the time to take advantage of our free training it will be one of the best investments you and your staff will ever make in your practice We guarantee it ee ar SSC For more information please call ProDoc at 1 800 759 5418 Contents l Contents Software Manual Introduction 1 OVEFView Of ET E 1 Warranty Information sccssccceeseeeeenseeccsssseeeeaseeecoaseecooassenoaseeesenasesenoaseseonsnessonsessaons 2 CUSTOME EE EE EE Ee 3 ProDoc Website esuietege Nee erer Eeer Eege 3 ProDoc Program Introduction 4 Welcome to RE 4 ADOUE aKo BIOT o EEE A EE A A E A E 5 How ProDoc Assembles Documents csssccesseceeeeceseenseenneeeuseeeseeenseeusseenaeeenseenesenesees 6 Chapter 1 Installation and Setup 7 Introduction to ProDOC Setup sssscccesseeesenseecensseecenseeesenssencneaseseeaseeseoasessooaseesonseneas 7 System Requirements ccccsscseceecnscnecnecnecnsececnseaseneenscuseeeenseneeesenseuseesenseaseesesensaeeneesas 7 UE RE 7 ReGISWAUON ANG S t P E 11 Ma age Users Login ices iveisy asacsieccssaus eege gege Eeer 13 Compatibility Mode c cccsceseceecceeecnecceseusecneceeeeusueneeeeeenaueueecusenaseneeeueeeuseueeeeeseuseneenees 14 Chapter 2 Assemb
12. the suggested default installation location is the C ProDoc folder We recommend you use the default setting If you wish to change this type the path and folder name or click the button next to the field to browse to the folder you wish to use If the installation folder doesn t exist the installation program will create it for you If the program detects a network it will suggest a network drive for installation See Appendix A of the software manual for detailed information on installing and using ProDoc on your network If you intend to use ProDoc on a network drive and the network file server is a non Windows server such as Linux Novell etec click the box as indicated When you are finished click the Next button Step 8 Selection of Add In features This window provides you an opportunity to select which optional features to install Click the Help button for additional information Then click Next to continue the installation Step 9 Finish Installation Chapter 1 Installation and Setup 11 ProDoc Install V A window appears which p displays the status of the Finished installation process When it is complete a window appears similar to Figure 1 5 indicating the installation is finished Select an option and click Finish Select the option you want by Finish the installation and return to your Desktop clicking the button next to the C Start ProDoc after selecting Finish selection
13. then click the Finish button Installation Complete DOC For further assistance please call Technical Support at 800 759 5418 Release 12 31 2008 Copyright 2008 Thomson Reuters pe Fish All rights reserved Se sg Figure 1 5 Installation Finished Window Your ProDoc program installation is complete You will find a ProDoc icon on your desktop and in Window s Programs ProDoc group You can run ProDoc by double clicking the ProDoc icon on your desktop You can also click the Start button go to the ProDoc program group and click ProDoc Registration and Setup When you first run ProDoc the ProDoc Registration window will appear You will only need to register ProDoc once immediately after installation When you install periodic updates your registration will be automatically extended The sections below correspond to the buttons available on the window We recommend you use the steps below to register now Register 1 Carefully enter your 24 digit registration code This code is printed on your Shipping Advice and Invoice If you don t have the code you can call 1 800 759 5418 for help in retrieving the code Click the Register button if available a If you entered the correct code ProDoc will check your computer for an active Internet connection If one is found you will see a window displaying your Firm Name as it appears in our records b Ifyou see an error message instead click OK carefully ente
14. to the most effective backup routines 1 If you have only used the backup utility from ProDoc or SOS your client case and document listing will be restored and your case answers will also be restored You will need to reassemble your documents and any modifications or additions to forms will not be made to the documents unless you re enter the modifications before reassembling Any changes to documents made through your word processor and saved will not be included 2 Ifyou also backed up your completed documents these will be available as before Appendices 123 3 If you used the backup utility from ProDoc or SOS and also backed up your completed documents and any modified files your new installation will basically operate exactly as it did before If you used a commercial backup program to do your backups you should follow the program s instructions as well as those below The steps in the following procedure assume you use the Windows Explorer program to locate and copy the backed up files Restoring Backed up Data Files This procedure assumes that the ProDoc program and the SOS program if subscribed to was successfully installed from a CD If you encountered problems during this installation process call Customer Support at 1 800 759 5418 for help Perform the following steps to restore your backed up data files 1 Restore files backed up with the ProDoc or SOS backup utility a If you don t
15. will appear in the Certified Mailer box as receiving the certified mail Repeat as needed 4 If you need to add addressees who are not in your ProDoc database click the New button and enter their address Click OK Repeat as needed NOTE Any person s and mailing addresses you add here do not become a part of your 74 ProDoc Software Manual ProDoc client database 5 Choose Return receipt requested or Restrict delivery to addressee as desired by clicking in the boxes Enter or change the fees using the appropriate boxes 6 Determine the certified mail fee and postage You can enter these for each addressee by clicking on the name on the left side of the window then entering amounts in the boxes on the right side of the window You can also click Apply to all records to apply what you ve entered to everyone receiving the mail Use Setup Default Rates to set options and amounts for future use 7 Review your selections You can change options addresses and amounts by highlighting the addressee and making the desired changes on the right side of the window You can also do this in a separate window by highlighting the name and clicking Update Click OK to return to the Certified Mailer window 8 Click Print You ll see a printer report destination window Choose your printer and any other preferences then click OK 9 A warning screen will remind you to insert the appropriate number of Certified Mail labels into your
16. 3 25 Browse Supplemental Questions E Supplemental Question Del When you click the New or Update buttons a window Size appears similar to Figure 3 26 Token RSR Rows 1 Columns 65 Use this dialog window to add or change supplemental questions their tokens and size parameters Question Local Client with a foreign spouse Figure 3 26 Update Supplemental Questions You need to complete four fields for a new question e Tokens must only start with a P followed by 4 alphanumeric characters i e POOA1 Special characters are not allowed e Question is the text of the question you want the user to see e Rows is the number of rows lines you want to make available to the user to enter an answer e Columns is the number of columns you want to give the user to answer the question The maximum number of columns allowed is 65 The number of characters that can be entered to answer the question is generally determined by multiplying Rows by Columns After you have entered all the appropriate information click the OK button Your new supplemental question will now appear in the window 54 ProDoc Software Manual Default Answers Menu Customize Default Answers menu choices in E document Formatting 3 Figure 3 27 allow you to specify the answers displayed when questions Supplemental Forms amp Questions gt are asked by the program This Default Answers Default Answer Sets include
17. Data Files Before Registering After Registering Backup Data Files p Database Transfer b Registration Register ProDoc Check for Updates EE Uninstall Yolume Browse WebUpdate History Edit Volumes List Edit Volumes List Export Data VW Show Installed Volumes Show Installed volumes Register the PowerPacks Register the PowerPacks Cancel ProDoc Subscription Cancel ProDoc Subscription Figure 3 55 Registration Menu and Sub menus If available Figure 3 55 displays the Registration menu selection and sub menus which let you manage all licensing and registration for ProDoc including volumes and PowerPacks After ProDoc is registered Register ProDoc is replaced by Change Registration and Change Firm Name choices as shown on the right side of Figure 3 55 Register ProDoc Normally you will only need to register the computer one time when you initially install the software Subsequent periodic updates will automatically extend the period of your registration Click here to jump back to Chapter 1 and read the section on registration Change Registration You can use this option if you need to change your ProDoc license information or need to enter a new registration code Click Tools Registration Change Registration The Change Registration Code window appears Before you change any information please call us at 1 800 759 5418 Our Technical Support representative will help you complete the window and take any other necessary steps to change
18. Forms and or Sets to be billed in regard to the selected Task Title Type Description Adoptions Form Statement of Evidence Attorney Client Matters Suppl Form suppdoc Adoptions Form Affidavit of Due Diligence Flan 1A K ctseste A Sg Ach veer D Zi e E zs E zc Help Figure C 12 Task Manager Window When you generate a form set which is covered by a Timeslips task ProDoc will generate only one slip for that task instead of one slip for each document It is a very simple operation to assign a form or form set toatask First select the desired task in the upper left list box Then select the form on the right after selecting the volume you want and drag it by holding your left mouse button down while you move the mouse cursor to the list of assigned forms on the lower left side Then drop it there by releasing your mouse button When you see the mouse cursor changing to a down arrow it means that your drop will be valid The first task shown above has no form assigned to it since it is the task which will always be used by default If you don t assign forms to tasks here you can still assign them on the fly after you generate the documents in ProDoc After you find yourself assigning the same task and form over and over again as you generate slips in ProDoc you will eventually see that it would be more efficient to come to this Task Manager and assign the task permanently Conversely
19. ProDoc Properties box click the Compatibility tab In the section titled Compatibility Mode make sure the box next to Run this program in compatibility mode for is unchecked Click OK NOTE If you are running ProDoc across a network you must make compatibility changes to the computer on which Prowin exe is installed because this is the only computer on the network that can set a compatibility mode for Prowin exe If you try to access the compatibility mode feature from a computer that has a shortcut pointing to the network drive on which ProDoc is loaded your compatibility settings will be disabled 16 ProDoc Software Manual Chapter 2 Assembling Documents Assembling Documents Overview This chapter guides you through a document assembly session step by step to illustrate the basics of the document assembly process Keep in mind that simply following the steps outlined here only gives you a small portion of the power productivity and efficiency of ProDoc Refer to Chapter 3 for additional details about the ProDoc software s various menu driven features NOTES The process described here primarily addresses the assembly of typical non graphical forms The graphical forms assembly process differs somewhat Please click the Help button on applicable assembly windows for assistance Some of this information may also include hyperlinks that will allow you to connect to Westlaw s resources for extended content about the sel
20. SOS window Timeslips Settings Click the Timeslips Settings link on the Options and Settings window to bring up a box similar to Figure 3 43 This window is only applicable for Timeslips version 9 1 and newer users who have interfaced Timeslips with ProDoc Use this window to set up phone types and name mapping Timeslips Synchronize at Start on Oot Timeslips Name Mapping Timeslips Phone Type Mapping Fill Nickname 1 with v Fill Nickname 2 with E Fill Nickname 2 custom field with E Figure 3 43 Timeslips Settings For detailed help with synchronizing Timeslips and ProDoc see Appendix C of this manual This window is only applicable for Timeslips version 9 1 and newer users who have interfaced Timeslips with ProDoc The Timeslips extension gives you the ability to bill your clients by generating slips for each document created in ProDoc Generating a slip takes place after document assembly in ProDoc and before the document is opened in the word processor CAUTION Do not use ProDoc with a version of Timeslips e g Timeslips Express that does not allow you to use project separators Project separators distinguish clients and cases Using ProDoc with a version of Timeslips that does not use project separators will cause the loss of important data Enable the ProDoc to Timeslips Connection the next time ProDoc is started Requires Timeslips Place a check in this box if
21. Style Bod Italic Cl Underline Initial Zoom 150 wl Figure 3 39 Graphic Forms Settings This window allows you to customize settings for completing and printing graphics forms In most cases the default settings will result in an excellent finished product A description of the fields and choices follows Shrink to fit when printing ensures graphic forms designed for one page actually print on one page without border breaks to a second page Do not prompt for manual duplex this refers to a prompt which will ask you if you want to print on both sides of the paper When this box is checked the prompt is disabled No duplex even if printer supports it when checked disables printing on both sides of a page Duplex Direction can be horizontal or vertical Horizontal will result in a two sided printed page that you can pick up from the bottom to read the back Vertical will print the back so that you can flip the right edge and read the back Typeface identifies the default typeface for filling a form You can change this typeface by clicking the drop down arrow in the field and clicking on a different typeface Point Size One point is 1 72nd of an inch so 12 point type would be 1 6th inch high Standard sizes for most correspondence is 10 point or 12 point type You can change this by manually typing the entry in the field Squish Percent the relative size of the form s width as it is displayed in ProDoc You c
22. Volume Help Click Uninstall Volume to uninstall a volume ProDoc will display the Volume Uninstall message box The message provides you with two options Hide Volume Only No files are deleted and Permanently Delete Files and Hide Volume These options are discussed in detail below Hide Volumes Only No files are deleted If you choose Hide Volumes Only No files are deleted the volume that you choose to hide will no longer show up on the list of volumes from which you can choose The volume will remain on your hard drive This allows you to move any modified master forms or supplemental forms you may have created into the new volume before deleting the prior version of the volume If you want to continue using a volume that you have hidden call Thomson Reuters Customer Support at 800 759 5418 Permanently Delete Files and Hide Volumes If you choose Permanently Delete Files and Hide Volumes the files will be deleted from the ProDoc directory on your hard drive and the volume will be removed from the list of volumes If you decide later 78 ProDoc Software Manual that you want to use the expired volume call Thomson Reuters Customer Support at 800 759 5418 Solutions for Expired Volumes e The message will discontinue e Ifyou have you should call Thomson Reuters Customer Support at 800 759 5418 e If you do not install the update and the volume expires you will need to call Customer Support and have a new registrati
23. a document assembly session into one composite window to simplify and expedite the overall document assembly process Click the Help button on the Starting Document Assembly window for additional information on how to use this feature ProDoc Program Introduction 5 e Print various lists and reports You can print client lists case data sheets labels and QuickText reports from information drawn from the ProDoc client and case database ProDoc also allows you to print blank forms form lists questions lists and form worksheets from the volume libraries to which you subscribe e Print labels ProDoc has the ability to print mailing labels from information in your client and case database e Export client and case data You can export your client and case database information for use by other law office automation software systems e Custom Fields Several user definable fields have been added for both contacts and cases to allow you to track additional information you want such as client social security numbers and cause numbers for cases We believe that you will be amazed at the simplicity and efficiency with which our software creates your legal documents We are committed to developing the finest document assembly system available We welcome your comments and suggestions so that we can continue to improve ProDoc with the features you need About ProDoc ProDoc begins document assembly by asking a series of
24. actual client number If you turn this feature on then when adding a new client to the system the client ID field must be left blank or a unique number must be entered Use unique Case IDs to identify cases Mandatory for Timeslips users Similar to the client ID above this allows you to specify a case ID for each case The case ID must be unique no duplicates for each client although different clients can share the same case ID two clients can have a case ID called divorce If you plan to use an ID for each case you should check this box to ensure no two cases for the same client share the same ID If you turn this feature on then when adding a new case to the system the case ID field must be left blank or a unique number must be entered Leave either box blank to let ProDoc know you don t want to use client or case IDs This will prevent the fields for these items from being displayed on client and case add update windows Custom Fields Settings Click the Custom Fields link on the Options and Settings window to bring up a box similar to Figure 3 46 This box lets you build up to six separate custom fields for Clients and Cases Simply type in any desired Client fields such as SSN in the space provided or type in Case custom fields such as Opposing Counsel Then click OK Custom Fields Client Custom Fields Case Custom Fields Field Prompt Field Prompt Custom Client 1 Custom Case 1 Judge Cus
25. and Respondent is ORDERED to appear in person before this Court in the courthouse at P2450V Texas on at m D1500VThe child I2004V the subject of this suit I2003V M1504V E1500V D2320V One of the purposes of the hearing is to determine whether th temporary injunction prayed for should be granted to enjoin Respondent from the following E2320V D2322V D2260V NAOO1V Communicating with Petitioner in person by telephone or in writing in vulgar profane obscene or indecent language or in a coarse or offensive manner E2260V D2262V NAOO1V Threatening Petitioner in person by telephone or in writing to take unlawful action against any person 102 ProDoc Software Manual E2262V D2264V NAOO1V Placing one or more telephone calls anonymously at any unreasonable hour in an offensive and repetitious manner or without a legitimate purpose of communication E2264V D2268V NAOO1V Causing bodily injury to Petitioner D1500V or to a child of either party E1500V E2268V D2270V NAOO1V Threatening Petitioner D1500V or a child of either party E1500V with imminent bodily injury E2270V D2272V NAOO1V Destroying removing concealing encumbering transferring or otherwise harming or reducing the Here s what the highlighted objects mean I0001V this is an assembly insert code which inserts the appropriate caption depending on how many children are in the ca
26. available is to ask for it with a preceding question In volumes which are subscription items assembly questions are always contained in a separate database list Assembly question tokens Axxxx however can be contained at the very top of a master form If ProDoc finds an assembly question token at the beginning of a master form it will ask that question during the assembly phase This feature allows you the user to use our assembly questions in your own forms even though you do not have access to the assembly phase question list Here s how this feature can be very useful Suppose you are creating a supplemental form in which you would like to use one of our volume codes say I0001V which inserts either him or her in the document You can use this code and if you have already produced a regular document which processes an assembly question asking if the plaintiff is male or female say A1000V then the insert code will work just fine On the other hand if you have not previously created a document which asked this question then your supplemental form won t be able to determine which pronoun to insert To solve this problem you can insert the assembly question token at the very beginning of your supplemental form When ProDoc processes the form it will check to see whether the question has already been answered and if not it will Appendices 95 ask the question THE MERGE PHASE When ProDoc reaches the merge p
27. because related information is shared between documents and fewer questions must be answered e Supplemental Forms templates You can prepare your own supplemental forms create the necessary fill in the blank questions and generate the finished document in ProDoc Your supplemental forms and questions are kept separate from the ProDoc master forms templates and questions but you can assemble supplemental forms in the same session with the ProDoc standard forms e Graphic forms capability This gives you the capability to assemble popular predefined fill in the blank graphic forms These forms can be assembled and printed directly from within ProDoc Press the F1 key while using the Graphic Form Filler to see additional information on how to assemble and print these forms e Timeslips extension optional feature If you have Timeslips version 9 1 or newer you can integrate it with ProDocto generate Timeslips slips while maintaining synchronized ProDoc and Timeslips databases Consult Appendix C for assistance in setting up and using this optional feature e Long filename support Windows 98 ME NT 2000 XP Vista This enhancement permits the use of more descriptive names for completed documents and their storage folders Click the Help button on the Options And Settings window for assistance in setting up your operating preferences e Streamlined document assembly We have consolidated the steps necessary to initiate
28. box similar to Figure 3 41 Backup Days between backups 0 Station triggering automatic backups CM v Back up folder Craft oc CH Figure 3 41 Backup Settings The choices on this window control backup settings We recommend you use the settings shown in Figure 3 41 unless you are a Small Office Suite user Auto Backup at exit If you do not use SOS you should ensure this option is selected If this option is selected ProDoc will periodically automatically make backup copies of client and case data files when you exit ProDoc The backup copies are stored in the ProDoc home directory by default but you can save these in any valid drive folder by changing the entry in the Backup folder field SOS subscribers should leave this box unchecked This is recommended because SOS backs up more data files and using ProDoc backup and restore can damage SOS data files If you have SOS installed and you select Auto Backup at exit you will see a warning screen when you click OK on this window The warning tells you that you should use SOS for backing up your data The warning screen provides a Disable Backup button to disable automatic backup in ProDoc If you click the button you will see a window confirming that the automatic backup is disabled The window will also ask you to enable automatic backup in SOS If Auto Backup at exit is not selected the remaining fields here are disabled Days between backups Specifies how
29. combination of Open or Closed Clients and or Non Clients Within these categories you can sort the list by Last Name Client ID City State and Zip Code e You can also choose to print open and or closed cases along with your client listings To print a client list 1 From the Main Menu click Print Client List Use the drop down arrow next to Sort Clients by to choose a sort order for your list Click the boxes to select any combination of Open Closed or Non Clients Along with these entries you can print cases Select the appropriate check boxes to do this Select Print Preview if you want to see the results on the screen before printing Click Print A window for your default printer will appear Click OK or change printers and click OK e Oe OU a cee oS If you didn t choose Print Preview your report will print If you chose Print Preview you will see the report on your screen before printing it For detailed help with the Print Preview Screen click here Print Case Data Sheet Menu The Print Case Data Sheet menu choice prints a summary report for a particular case This topic covers the basic choices for this function from beginning to end Detailed help for each window you see is available by pressing the F1 key or clicking the Help button on each window 1 From the Main Menu click Print gt Case Data Sheet Click the Select Case button on the Case Data Sheet Report window 2 Ifthe case you want isn t shown use t
30. directory For example if ProDoc is installed in the directory C PRODOC and if you enter FAM as the subdirectory here ProDoc will look for the volume in C PRODOC FAM If you are adding a volume ProDoc will create the directory as described above When you select the Edit Volume List utility the Volume Browse window will appear It displays the Chapter 3 Main Menu 79 volumes list and has New Change and Delete buttons To add a volume to the list select New The Volume Information window will appear similar to Figure 3 57 po Volume Information Tite EEE NOTE all volumes must be located in a subdirectory directly underneath the ProDoc home directory ProDoc will automatically create the subdirectory for you In the blank below enter a name for the subdirectory only Subdirector TX4DOPT C ProDoc 5 TX4DOPT Cam Figure 3 57 Volume Information Window The same window will appear if you select Change to change the title or subdirectory of the highlighted volume The window contains two entry fields Title Title of the volume as you wish it to appear in browse and selection windows e g Family Law Subdirectory Subdirectory where volume files are stored This must be a subdirectory under the main ProDoc directory normally C PRODOC If you enter an incorrect subdirectory ProDoc will not be able to find the volume files and you will not be able to access the volume until thi
31. form the form will always be printed blank and no questions will be asked The remaining steps here will not apply Simply click the Print button to send the form to your printer b If you select a non graphic form see steps 6 10 below 42 ProDoc Software Manual Select Assembled or Not Assembled For Assembled you ll be given assembly questions to answer Fill in the blank underlines ___ will be inserted in the document For Not Assembled no questions will be asked and the form will appear with programming codes and selection choices Click Print If you chose Assembled a series of questions will appear 9 You can type in answers or insert QuickText entries and you can also designate the answer as a Default Answer for the question Click Next or Previous to move between questions An explanation of the question can be toggled on and off by the Show Hide Explanation tab After you answer the questions the form will be displayed in a window 10 You can send the form to your printer open it in your word processor to view how it will look when printed or close it by clicking the displayed buttons Print Client Lists Menu The Print Client list menu choice prints a list of all clients in the database This topic covers the basic choices for this function from beginning to end Detailed help for each window you see is available by pressing the F1 key or clicking the Help button on each window e You can select any
32. initials before and asks if you want to log on Click OK to use the initials Click OK again and ProDoc will activate e The first user who logs in is designated as the Supervisor Supervisors will see a Customize menu item called Manage Users Login and can designate other users as Supervisors or Users This function is fully discussed in the Manage Users Login section If available e The Options and Settings window will appear displaying the Firm Information box It will display your Firm Name differently depending on whether or not you have registered your software Please note that you cannot change the Firm Name at this window If you have not yet registered the Firm Name will appear as Unregistered User When you register you will designate your firm name If you have already registered your firm name will appear as you entered it during registration If you need to change your firm name in the future click Tools gt Registration Change Firm Name Enter your firm s information in the appropriate fields The required entries are Firm Name completed for you the first Address field City State Zip Code and Phone We recommend that you also complete any other fields which apply to your firm The information you enter will appear on many of your documents e Another window appears offering to install a toolbar in your word processor We recommend you click the OK button This will make it much easier to work with docume
33. line where ProDoc is installed For example X PRODOC PROWIN EXE where X is the network drive letter where the program directory and files are located Alternatively you may click the Browse button to browse to the correct location Then click Next 4 In the dialog window enter ProDoc as the name for the shortcut and click Finish 5 To start ProDoc simply double click this shortcut Step 3 Run ProDoc for the first time When starting ProDoc you will be asked to enter your initials or login name This is necessary in order to establish new operating parameters or access existing parameters for each network user The first user who runs ProDoc is automatically assigned as a Supervisor See the Manage User Login section which explains this menu item Supervisors can designate others as Supervisors or Users and manage various user settings Follow the prompts on succeeding windows to complete other setup options described in Chapter 1 If you are a new user with no ProDoc data or other installations you are finished Migrating from Stand alone Installations to a Network Installation If you have established a network in your office but are still using one or more stand alone installations simply install ProDoc on your server or host computer If you do not yet have a network but are planning to establish one you will first need to decide on certain hardware and software alternatives We recommend that you seek assistance from a c
34. manner as your old installation Note SOS users should set up backups through SOS instead of ProDoc to preserve billing and case management data along with client case data Perform these steps to back up your ProDoc data files 1 Click Customize gt Options gt Backup to configure the needed settings a Check the Auto Backup at exit box and set the Days between backups number we recommend using 0 to always backup when you exit ProDoc b Click the Station triggering automatic backups field and select the login name or initials of a user who uses ProDoc on a daily basis c Inthe Backup folder field enter the drive letter and folder names you used in step 1 under File Structure Planning For example Z ProDoc Backup Utility Files ProDoc where Z represents the backup drive letter Click OK to save your changes 2 Back up your completed document folders to your backup drive every day or any time you create update documents If you use the default document locations copy the e Clients folder to your backup drive If you save documents elsewhere back up the appropriate folders preferably to the same location or folder on the drive relative to your ProDoc installation folder If you are sure you haven t modified ProDoc you can stop here If you have modified document formatting or forms or created supplemental forms questions or forms sets continue to Step 3 You need to back up these files 3 Perform the following steps on
35. normally put at the beginning of a document Refer to your particular word processor s documentation to determine how to create a file containing headers footers etc When a document is assembled ProDoc checks for a configuration file If one or more configuration files that apply to the document exist ProDoc inserts the highest priority configuration file into the document If the configuration file sets the value of one of the Formatting Options items e g left margin that value will override any value set in the Formatting Options window There are three types of configuration files e The global configuration file applies to all documents and has the highest priority It is stored as GLOBAL CIF in the ProDoc home directory e A volume configuration file applies to all documents in one volume Each file is stored as VOLUME CIF in the subdirectory of the volume to which applies e A specific document configuration file applies to a single document Each is stored as DOCNAME CIF where DOCNAME is the filename of the form from which the document is generated in the subdirectory of the volume containing the form Copy Copying text is a common word processing procedure The text is duplicated to the clipboard From the clipboard you can paste the text to another section of the document Cut Cutting text is a common word processing procedure The text is removed cut from the document and stored in the clipboard From the clipboar
36. off from the Main Menu Description Divorce NOTE If you want to integrate Timeslips with ProDoc you will need to use Case IDs Activating Case IDs is explained in the Clients amp Cases Settings section in Chapter 3 C Override Document Placement Figure 3 9 Case Dialog Window The Close Case box will only appear when you are updating an existing case You can use it to change the status of the case The Date field will default to today s date You can change the date by typing it in or clicking on the date selection button next to the field Enter a unique name or phrase in the Description field to help identify this case It can be any word number or combinations Common uses are short descriptions such as Divorce or Estate Planning Only click the Override Document Placement and Directory box if you want to override the default setting for this particular case You can type in the path or click the browse button The Directory Browse Window will appear use this to find the desired location Filename This field will not be visible if you chose in setup to have ProDoc automatically use the form title for filename Use this field to enter a file name to store all files for the case Specifying the filename here prevents manually typing it for each document assembly session Click the Custom Fields tab if you have set these up earlier and wish to enter appropriate information A window similar to Figure
37. previous rows and move rows as needed One example of this is entering a list of names of minor children Table Questions allow you to enter answers in rows and columns of a table selectively edit or delete any entry and move rows up and down in the table Validation for Answers For answers which have special requirements ProDoc checks the answers against specific criteria to minimize data entry and logic errors Follow the guidance in the validation window to correct the answer and move to the next answer field Options Buttons Depending on the type of question the following buttons are available Help Displays the help topic for the window Some of this information may also include hyperlinks that will allow you to connect to Westlaw s resources for extended content about the selected form You can make use of those resources if you are already a Westlaw subscriber or you can sign in for an account once you reach the target web page Set as Default Answer Sets the current answer as the default answer for the active question To use this feature type in the answer you want to use as a default and click the button Verify whether or not you want this answer as the default by clicking Yes or No on the resulting window NOTE Several answers taken from Firm Information fields are handled differently click the Firm Information in Answers link to see how to set default answers for these items QuickText only visible on fill in the bl
38. questions then using the responses to determine the clauses and paragraphs to use in the final document Following these questions the form itself is shown displaying finished legal language and all data completed to this point Finally users answer questions to enter the data in the remaining blank fields to complete the document What you do not see is the complete logic the computer is processing in order to determine which questions need to be asked skipped or answered automatically It also renumbers all paragraphs and inserts proper gender pronouns This system goes far beyond the simple merge systems that do nothing more than fill in the blanks The logic built into ProDoc is very extensive and results in an extremely efficient operation that asks all the questions that need to be asked while skipping the ones that do not apply to the transaction In fact many times the program will be able to determine the proper answer without even having to ask you Information input for a particular client and case is saved for automatic use in subsequent document preparation for that client s case Also some information may always or nearly always be the same e g attorney s name address signature block etc This information can be set as defaults to automatically appear whenever they are called for in any document ProDoc generated documents may be changed or customized The master forms that contain the standard wording and clauses can be perman
39. report If you chose Custom Merge Questions the Show Assembly Questions selection box is displayed You may click this box to print the questions that will be asked during assembly of the form Click Print If you are producing a report of Custom Merge Questions you will be prompted to answer questions before printing When you are finished the Report Destination window appears Click OK or change printers and click OK 46 ProDoc Software Manual If you didn t choose Print Preview your report will print If you chose Print Preview you will see the report on your screen before printing it For detailed help with the Print Preview Screen click here Print Labels Menu The Print Labels menu choice displays the setup window for printing mailing labels for all contacts or for only those contacts you select This section covers the basic choices for this function from beginning to end Detailed help for each window you see is available by pressing the F1 key or clicking the Help button on each window 1 Choose a template by clicking on the drop down arrow field next to Label Several common label definitions are included here and you can also design your own See the Tools Menu to do this 2 If desired select the Skip Labels box to skip a set number of labels Select the number by clicking the spin arrows in the How many to skip field 3 By default the All Contacts button is selected If you want to select specifi
40. roman numerals I II III etc NAxxx number with arabic numbers 1 2 3 etc NCxxx use capital letters A B C etc NLxxx use lower case letters a b c Dimensioned Questions In early versions of ProDoc we couldn t simply ask How many children are there and then loop through and ask for the names for however many children were indicated Instead what we had to do is give the user a choice between a limited range such as 0 1 2 3 or 4 children We would then create separate objects for child 1 child 2 child 3 and child 4 Beginning with version 2 0 however we now have what are called dimensioned objects which can hold multiple answers For you programmers these are arrays In the above example we could use a single dimensioned object to hold the names of all the children The benefit to this method is that we no longer have to limit the number of children to a preset maximum such as 4 To use a dimensioned object it must be placed in a loop structure Loop structures begin with an L token end with an ELOOP token and may contain text and tokens in between The L token is tied to an assembly phase token that indicates how many times the loop should repeat For example if the user says there are 5 children then the loop would repeat five times asking for the names of the first child second child third child fourth child and fifth child A loop structure like the one below could be used to list the names
41. separator Fim Info Financial Terminology New Names Transactions Nicknames Other Titles Project is the Timeslips term that ProDoc Each Timekeeper Client Task and Expense record is assigned two nicknames that are used to refer to Cancel will refer to as Cases Access this option them in lists Employ your firm s specific coding scheme for those names here Use the scrollbar to view r 7 more fields pes from the Timeslips Setup menu Click the M1 Client z o Size of nickname 1 E Auto format nickname 1 p General item and then click on the Size of nickname 2 15 e Auto format nickname 2 Nicknames tab A window similar to CPriect Separator gt Next number for nickname 2 85 4 Figure C 1 appears RES EE Size of nickname 1 30 e Auto format nickname 1 e EE EE 2 Define a Default Task to be used by Size of nickname 2 fis S Auto format nickname 2 Cee D ProDoc when no Task has been assigned to Er a form You may want to define more tasks Size of nickname 1 fao S Auto format nickname 1 but the Default is needed to begin Size of nicki anid g Auto format nickname 2 D w RSC ere z generating slips from ProDoc You define Next number for nickname 2 4 F s S 2 tasks by going to Timeslips Navigator clicking Tasks and then selecting New Figure C 1 Timeslips General Settings Window Task During initial synchronization you will select the default task that you ve set up in Timeslips and ente
42. that Certified mail fee 265 are not in your database New 4 Update x Delete Postea nat LM Select Contacts Apply to All Records Setup Default Rates Figure 3 50 Certified Mailer Window Before you can use this feature you will need to purchase certified mail shipping labels You can order large quantities of these forms at a reduced cost from Walz Postal Solutions Walz Form 35663 works well with the Certified Mailer feature www walzgroup com laser_forms htm You can order smaller quantities of the Certified Mailer forms from Thomson West Call 800 759 5418 and select option 3 for the Sales Department To produce certified mail labels 1 From the Main Menu click the Cert Mailer button or Tools gt Certified Mailer Type in the subject of the mail in the RE box at the top 2 Ifyou need a label for one or more contacts in your database click Select Contacts The Select Contacts window appears similar to Figure 3 51 Wl Select Contacts f Select the contact by clicking in the box next to the name s or by highlighting the name s and clicking the Select button If Name ID you want to limit your choices to clients Cc only click the Clients only box LJ Carlson Trevor William 0004 L Smith John Q 0003 LI Smithson John O 0002 Name p C Clients only Click the Unselect button to remove a previous choice Click OK Es Figure 3 51 Select Contacts Window 3 The contact s
43. the name of your law firm P0002G What is the law firm s address block style P0003G What is the law firm s address line style P0007G What is the law firm s phone number P0020G What is the law firm s county P0108G What is your first client s full name P0127G First Client s name and mailing address P0190G Who is the client s primary attorney Step 4 Create Supplemental Tokens in ProDoc If you are not using all global or volume tokens in your document you must create supplemental tokens with corresponding questions After creating the supplemental questions enter them in the ProDoc database for use in your supplemental forms From the toolbar in ProDoc select Customize gt Supplemental Forms and Questions gt Supplemental Questions The Supplemental Questions browse window appears This is where you add change or delete supplemental tokens and questions For our example select New to create a new token and question Next select the volume and the Supplemental Questions dialog box appears There are several fields in the Supplemental Questions dialog box Token Enter the token for the question omitting its leading tilde and trailing S The token must start with a P For the first token in our example we would enter P0001 in the Token field instead of P0001S Note you must use capital letters Question Enter the text of the question you want displayed to the user Size Rows Enter the
44. to or from the highlighted form set To create a form set click New Set The Form Set Name box appears Type the name of the form set Adoption Starter then click OK to return to the Browse and Update Form Sets window A form set named Adoption Starter now exists and appears in the list of form sets It does not yet contain any forms To add forms to the set make sure the set name is the highlighted form set and then click the Update Forms button A Selecting Forms window appears Select all the forms that you want the form set to contain Click OK to accept your selections and return to the Browse and Update Form Sets window The forms you selected appear in the forms list in the Forms for set tab You may return to the main menu by clicking the Close button Using Form Sets 58 ProDoc Software Manual Using a form set to select multiple forms to assemble is as easy as selecting a document After selecting a volume during document assembly a Select Forms browse window will appear If one or more form sets have been defined for that volume a Form Sets tab will be present Click the Form Sets tab to see a list of the form sets To select all of the forms in a form set double click the form set or highlight it and then click the Select button The window will then switch to the Selections tab which contains a list of all forms currently selected for assembly If you want to deselect one of the listed forms highlight the form an
45. when defining a form set The Select Forms window will appear to give you another chance to select logically related forms Display volume registration warning how many days before the volume expires Use the spin buttons here to select the lead time for getting a warning that a volume is going to expire The warning will start appearing when a volume s expiration date reaches the number of days that you have set in this field Use the selections under Drop of a file from Windows Explorer causes the file to be to tell ProDoc how you want the source and destination file to be treated while using Windows Explorer for drag and drop operations in the Document Manager For more information on these settings and the drag and drop function click here Tools Menu This menu choice brings up useful utility programs which perform external and housekeeping tasks 72 ProDoc Software Manual Tools D Certified Mailer Ei Design Labels Repair Data Files Backup Data Files Database Transfer gt Registration gt Check for Updates Browse WebUpdate History Export Data gt Figure 3 49 Tools Drop Down Menu Certified Mailer opens the Certified Mailer program to help you create and print certified mail labels for your certified letters and packages Design Labels brings up a pick list of available label formats Repair Data Files is a utility you can use whenever you suspect a data file is damaged Backup Data File
46. will have to drag and drop each record Synchronize ProDoc to Timeslips For records in Prodoc which do not match any record in Timeslips do you want to AUTOMATICALLY add them into Timeslips or would you prefer to select which records to add No want to select them myself Once both databases are synchronized ProDoc can detect any change made in Timeslips on the Client Project table Do you want these changes to be AUTOMATICALLY replicated in ProDoc or would you prefer to check each one by yourself The two other choices affect daily usage after initial synchronization Answering No here will disable the automatic processing and you will need to use the synchronizer Again when initially synchronizing accept the default selections and click Next Yes want the changes AUTOMATICALLY done C No last to check each one myself When you make changes to ProDoc s Client or Cases file do you want these changes to be AUTOMATICALLY duplicated in Timeslips or do you prefer to manually replicate this change yourself e Yes want AUTOMATIC replication No want to do it myself Iw Copy Contact Address to Timeslips Case Record Help Exit NW Previous lt 4 gt gt Next Figure C 4 Synchronizer Settings Window 3 This window will modify how ProDoc handles changes that are made in Timeslips A computer running ProDoc can be set to automatically check for changes made in Timeslips every few minutes or once each
47. workstation where it had been previously run We recommend that you manually delete the entire ProDoc directory from the workstation s local drive by highlighting it in Windows Explorer and pressing the Delete key You should also delete the ProDoc group from the C Windows Start menu Programs directory since you will be starting ProDoc from the windows desktop shortcut 92 ProDoc Software Manual Appendix B How ProDoc Works THE ASSEMBLY PROCESS ProDoc assembles documents in a two phase process During the first phase called the assembly phase ProDoc asks questions and then uses the answers to cut and paste the appropriate clauses paragraphs and words together to create the basic document In the second phase ProDoc asks fill in the blank questions then inserts the answers into the assembled document This is a general description but there are exceptions to this scheme MASTER FORMS The basic forms that ProDoc uses during the assembly process are called master forms templates This is a standard word processing document which contains special codes called tokens in places where questions are to be asked or text is to be inserted or at the beginning or end of blocks of text SUPPLEMENTAL FORMS When you subscribe to a ProDoc volume it contains master forms templates You may also add your own forms to ProDoc as supplemental forms The process of creating your own supplemental forms is discussed in Appendix D o
48. you have completed those cases You should keep a superseded volume active while ongoing cases are active This prevents the need to input the answers to questions that you have already answered once Use the new volume for any cases you receive after installing the new volume Once you have completed the cases that used the superseded volume you may delete the superseded volume You may use the new volume for your older cases but you will have to answer all of the questions again You may also want to keep a superseded volume in which there are modified master forms or supplemental forms Keeping the volume will provide you the means to move the modified master forms and supplemental forms into the new volume Solution Call Thomson Reuters Customer Support at 800 759 5418 and request a Vlicense to extend the expiration date for the superseded volume a Vlicense is Thomson Reuters license for each volume Edit Volumes List This menu selection is used to add a volume or change the way a volume appears on the volume selection window It also tells ProDoc where the volume is located The required information includes the following Title Title of the volume as you want it displayed on the selection window for example Family Law Subdirectory Name of the directory where the volume is installed Do not enter the full path for the directory since ProDoc assumes the subdirectory entered here is a subdirectory directly beneath the ProDoc home
49. you save time in document assembly Normally you will not need to change this setting However if you prefer to change to a different word processor or your word processor is not displayed on the screen you may browse to the word processing program you use 1 Click the large button titled If there is no Word Processor in the list above or if you prefer to use another one click here to select another Word Processor Two fields open underneath the button you clicked Click the drop down arrow to the right of the top field and you will see a list of word processors to choose from Locate your word processor on the list and highlight it If it is not listed click Other Click the folder icon that appears to the right of the Location of Word Processor field The Select your Word processor box appears Browse to the executable file for your word processor Executable files have the extension exe at the end of the file name 62 ProDoc Software Manual 7 Highlight the correct file and click Open to place the full command line path in the dialog box 8 Click OK If you select Other please note that ProDoc software only fully supports the use of Microsoft Word and WordPerfect However you can open ProDoc documents with any word processor which can open and work with WordPerfect 5 X 6 X files ProDoc software s normal word processing interactions will not function with unsupported word processors At a minimum you will
50. 1 00 You can specify settings for Left Right Top and Bottom margins Line Spacing Spacing between lines Normal type is single spaced and you can enter whole numbers and fractions For single spacing enter 1 00 and for double spacing enter 2 00 Justification Left justified text has a smooth left edge and ragged right edge while full justified text has smooth right and left edges with variable spacing between words Right justified text results in a smooth right edge with variable spacing between words Center is rarely used in documents since both sides are uneven You can specify settings for Left Full Center and Right justification Using full justification with mono spaced type Courier New may result in excessive spacing between letters If you use full justification you should also use a proportional font such as Times New Roman Ignore Formatting Settings The Volume Formatting Options window contains an Ignore global formatting settings check box If it is checked the value set in the form is used for any formatting item that is unchecked in the Volume Formatting Options window instead of the value set in the Global Formatting Options window The Specific Documents Formatting Options window also contains an Ignore global and volume formatting settings check box If it is checked the value in the form is used for any formatting item that is unchecked in the Specific Document Formatting Chapter 3 Main Menu 51
51. 14V Respondent is a nonresident of Texas Petitioner is a resident or a domiciliary of Texas at the commencement of this suit Texas is the last state in which marital residence between Petitioner and Respondent occurred and this suit is commenced within two years after the date on which marital residence ended E2014V D2016V P2024V E2016V E2008V D2010V D2018V The child 1I2004V the subject of The form that follows is an example of an intermediate form in which all of the assembly phase tokens have been processed and the only remaining tokens will Appendices 99 be processed in the merge phase Notice that all of the unwanted clauses and paragraphs have been stripped out and paragraph numbers and pronouns have been inserted This intermediate form is created internally by ProDoc and it is displayed to you while you are filling in the blanks during the assembly process 100 ProDoc Software Manual IN THE MATTER OF IN THE DISTRICT COURT THE MARRIAGE OF insert list of PETITIONERS JUDICIAL DISTRICT AND insert list of RESPONDENTS insert county COUNTY TEXAS Original Petition for Divorce 1 Parties This suit is brought by JOHN DOE Petitioner who is P1241G years of age and resides at P1215G P1218G P1222G JANE DOE Respondent is P1341G years of age and resides at P1315G P1318G P1322G 2 Domicile Petitioner has been a domiciliary of Texas for the precedin
52. 190G rather than P0009S Step 6 Save the Supplemental Form Method 1 Saving to an existing volume Save your form in the subdirectory of the existing ProDoc volume to which you want to add the supplemental form For example a Microsoft Word user creating a letter to confirm a client s appointment to be used in the Texas Litigation volume would save the form letter as C prodoc txlit ltr1 doc NOTES 1 You can find the subdirectory for any volume by selecting either Edit volume list or Show installed volumes from the Tools menu and the Registration submenu Edit volume list also shows the complete pathname of the subdirectory if you highlight the volume and click Change 2 Supplemental form filenames should be no more than eight characters long 3 The filename you assign must either have no extension or a doc wpd or wp extension As illustrated in the above example Microsoft Word versions 98 and later automatically append a doc extension to filenames Likewise newer versions of WordPerfect add a wpd extension Older versions of either word processor may or may not assign an extension 4 Save the supplemental form as file type WordPerfect 5 x Method 2 Saving to a newly created volume Another way of saving supplemental forms is to create a volume with a name of your own 120 ProDoc Software Manual choosing In order to create the new volume open ProDoc and click Tools gt Registration gt E
53. 3 10 will appear BS Case Will Be Added F In this example Case Custom Fields were set up which included Case Information Custom Fields Judge Court Clerk and Opposing Counsel Judge ll Court Clerk Type in the information as needed then click the OK button to return Opp C HU i pp Counsel to the Select a Case window Custom Click the Select Case button on that window to use the new client Custom and case for document assembly Customs Figure 3 10 Enter Case Custom Fields Window 36 ProDoc Software Manual Right side of Client Case Manager Window You can view detailed client correspondence telephone and custom field information on the right side of the Client Case Manager window depicted in Figure 3 11 While working on this window if the right side is not already displayed click the arrow button on the right border of the window E Client Case Manager The Client Information tab Now Showing Active Clients J Client information isnt Custom Fields displays salutation mailing E Hide Caes SE address and phone information ear Mr jams nt Name Client CaselD A Ce Des E A IS J Custody and visits D0002 Upper Manatoba Lake New York 66671 Click the Send to button to Divorce w children AD0003 reveal a pick list of actions Will and estate AD0004 o k EE i Abete Bas involving this information Divorce w chidren AL0O0I sie Cho
54. 55 25 OK Value of slips to be generated 100 00 Slip Description Default for ProDoc usage Order of Termination Ge Pahare Clicking on the OK button will save your changes Figure C 14 Prepare Slips to be Generated Window You may see a Consolidate All button This command allows you create a single slip from all listed slips so that you will have only one slip for all of the generated documents All of the listed tasks will be consolidated into the task which is highlighted when you click the Consolidate All button If you have many different documents and different kind of tasks you may wish to consolidate your slips but not all together To achieve this simply drag the desired task and drop it on the target task Doing that allows you to individually consolidate your slips rather than consolidating all of them In the example on the previous page either method would yield the same result Appendices 115 B Prepare Slips To Be Generated For Timeslips Client Case David Blaine Alfreds Activity Name Bill Status String Rate Default Prodoc Document CES Time Keeper Jim Doc Name Order of Termination C Clients users Order of Terminati Affidavit of Status C Clients users Affidavit of Status Billing Status Billable Date 3 22 2006 Time estimated 0 05 Time spent 0 05 gt Rate Value 105 25 Flat Slip Description Path Name Figure C 15 Prepare Slips to be Ge
55. 6 High Le EEN 86 RA 86 Master FOrMS sci ccna ciceaciiwanainvs seaeceancnusinnaae andes vacuecesdnsnavavancscucstece avanswaantutdacesauiwseawanaetvea 86 PASUE 5 Jasccnsveutecuadanssnacuchecntmecuacat daameubauebnedseoaucsausutescusaebuauueuantua A 86 QUICK EEX ee 86 REGIST ATION EEN 86 E EE 86 SUPplementall FOFMS is csccusazvssacssucenusvingusstwadessavacadineedesyivssnaahacuanyyauaeayssncususasaveanennnaeea 87 Le 87 MOOR TIPS ENER 87 KEEN 87 2006 2009 Thomson Reuters All rights reserved IV ProDoc Software Manual elt QUESNONS EEn E EEE F A 87 Appendices 88 Appendix A Networking ProDOC scssssssssscnseccnsencsnsccnsecneecneenscnsecnnsenoassonneeensenoaaess 88 Appendix B How ProDOoc WOKKS ccsssccesseeneeceneeeseeeeneeeuseeeeaeeenseenseeaeensnesenssesnees 92 Appendix C Timeslips Extension 0ooo cssscsecsesccesccescesecnseceeuseenseneseusueuseneeeceususeneeens 103 Appendix D Creating Supplemental FOrMs c sscescssccsescnscensccnscnsccescnsenseecssensenssees 116 Appendix E Backup and Restore ccsssccceeecceeeeeeecneeeeneeecuseeeuseeaseseeeseneeeeneseeesesens 121 Index 125 2006 2009 Thomson Reuters All rights reserved Software Manual Introduction 1 Software Manual Introduction Overview of this Manual Navigating Through This Manual Click on the blue highlighted text links throughout the manual to jump to a topic or get more information Cl
56. Allows you to set the format in which your numbers are exported Example n6 2 means that the numbers that you export will be exported as six numbers a decimal point and two numbers following the decimal point When you are finished choosing fields click the OK button A browse save directory window will appear where you will enter the file name and locate the folder in which to save the file Window Menu Window The Window menu depicted in Figure 3 62 shows you what windows you currently have opened and allows you to display Cascade Wind ee ee uE the windows in different ways on the screen You can also use Tile Windows the numbered list of open windows to choose which one to aren work with 1 Quick Click Menu 2 Search Figure 3 62 Window Menu Choices Help Menu The Help Menu displays options for getting help The menu is depicted in Figure 3 63 Chapter 3 Main Menu 83 Help Context Sensitive Contents Search for Help on How to Use Help About ProDoc About the Volumes visit ProDoc Website Send an Email to ProDoc Figure 3 63 Help Menu Context Sensitive allows you to get help on the particular task you re working on Contents displays the Help library Search for Help on allows you to use search for and find help topics How to use Help explains the help system used in ProDoc About ProDoc lists version license and subscription information About the Volumes lets you acces
57. CBTs are located on Y for 4 15 2005 Document Manager window Text to search for 3 BY clagAssigningdoc 4 07 2005 File s to look for doc J C Management clas Four Rules of Monkey Mar 4 07 2005 Directory to search CH C Management clas One Minute Goal Setting d 3 09 2005 S C Management clas Purpose of Coaching doc 94 07 2005 up to find any file with a doc 7 C Management clas Who taught me patience d 4 12 2005 extension The file Assigning doc Files Found 11 Matches with database 0 As an example this search was set CACLIENTSS Client Information Form 2 1 06 2006 CACLIENTS Client Information Form 3 1 06 2006 was found J C ACLIENTSS Client Information Form doc 1 06 2006 C AWINDOWS SHE WINWORDS8 DOC 8 01 1997 Em ye Figure 3 15 Prepare Your Search Window You can search any folder including ProDoc databases by selecting Document Text Search Then select your search scope by clicking the button labeled either All Documents or Only Documents in ProDoc You can enter matching text in the field labeled Text to search for Your entry can be up to 512 characters long ProDoc will search any text document it finds for matching text Opposite the field labeled File s to look for you can enter classic DOS masks like doc to look only for Word documents P to find any files starting with the letter P and so on Enter your Directory to search by either typing it in or clicking the browse but
58. Description or by Case ID Select All Unselect All Flip Flip All The selections buttons and controls on this window operate in the same manner as those on Previous the Select Clients window amp lo ke H lt lt Figure 3 60 Select Cases Window After you select the clients or cases as appropriate and click the OK button the Choose Field for Export window appears similar to Figure 3 61 82 ProDoc Software Manual CO Choose Fields for Export J Include header record with field names a Export Fields CAS CON_ID f Add gt CAS CaselD CAS Date Banove CAS VOLUME_ID CAS Description CAS Directory Shift Down CAS Filename CAS CaseType Picture CAS AttySTA_ID CAS ArchLoc CAS ArchDate CA ee ee Shift Up Picture Figure 3 61 Choose Fields for Export Window A list of controls for this window follows Add Highlighting any of the fields that are displayed on the left side of the Choose Fields for Export box and clicking Add will place the highlighted field in the Export Fields display on the right side of the box Remove Highlighting any of the fields that are displayed on the right side of the Choose Fields for Export box and clicking Remove will remove the highlighted field in the Export Fields display Shift Up Moves the highlighted field up in the list of fields to export Shift Down Moves the highlighted field down in the list of fields to export Picture
59. FG INI in the ProDoc home directory where XXX is the initials of the user who created the settings The volume and specific document settings are stored in files called XXXCFG INI in the volume subdirectories To make the settings available to user YYY copy XXXGCFG INI to YYYGCFG INI and each of the XXXCFG INI files to YYYCFG INI This will overwrite any formatting option settings that user YYY might have had Click the Advanced tab to create a configuration file for such things as headers and footers page numbers fonts and the like B Document Formatting Options Directive to Physician Man EI a Standard Advanced Headers footers page numbering and other formatting items can be created in your word processor as a separate file ProDoc can use this file to import those items into your completed document s The buttons on this tab will help you automatically create edit or delete a formatting file A configuration file does not exist for this form Figure 3 24 Document Formatting Options Advanced You can click Create to open your word processing program and create an advanced configuration file If you ve already created an advanced configuration file Edit enables you to open your word processor and make changes to it Delete lets you delete it You can refer to your particular word processor s documentation to determine how to create a file containing headers footers etc When a document is assembled ProDoc checks fo
60. If you have enabled the feature the Charges to Generate In SOS window appears after you have assembled one or more documents listing an amount to charge This window only opens if you used a case file The information that appears on the screen is the Activity Doc Name Fee Charged and 68 ProDoc Software Manual Timekeeper If a T appears before a charge on the list it means that the charge will not be billed but will be tracked for the case If a B appears before a charge on the list it means that the item will be billed to the case You may choose whether to Track or Bill charges by highlighting the charge and clicking on the Track this Charge Will Not Generate a Billable Slip or Bill this Charge Will Show as a Billable Slip buttons that appear in the Charge Tracking Billing field of the Charges to Generate In SOS window Highlight a charge and click the Edit Charge button to adjust the Activity Name Fee or Timekeeper If you want to remove the charge so that it does not appear in the Charges to Generate In SOS window highlight the charge and click the Delete Charge button Clicking the Consolidate All button will allow you to generate one flat fee slip for the total amount of the documents that have been assembled instead of separate slips for each document s specified amount Click Generate Charges to create SOS billing slips for the documents that have been created Click Cancel Charges to close the Charges to Generate In
61. Last First Middle Suffix s 1211380 Smithson John ie Figure 2 5 Prefix E Business Name C Non Client SS 123 45 6789 oo Ae Client ID 0002 Setting up these fields is discussed e in Chapter 3 GE 10002000 in vhapter v 200 Hubertus Ad l c When you are finished click the OK Cy Cibolo Custom5 button Then click the New Case State TX Zip 78108 button to proceed to adding a new F Override Document Placement Ze case Directory C CLIENTS USERS Ee Figure 2 5 Entering Custom Fields Step 1B Adding a new case when necessary poj Case Will Be Added Note If you want to integrate Timeslips with ProDoc you will Case Information Custom Fields Close Case TL need to use Case IDs Activating Case ID Smit Case IDs is explained in Chapter 3 Date 3 03 2006 E If you use Case IDs enter the appropriate one here The ID must either be blank or be a unique set of characters for each case If your firm doesn t use Case IDs you can turn this feature off from the Main Menu Description Divorce C Override Document Placement Zo Figure 2 6 Adding a Case The Date field will default to today s date You can change the date by typing it in or clicking on the date selection button next to the field Enter a unique name or phrase in the Description field to help identify this case It can be any word number or combinations Common u
62. NOTE Changing Case Answers is handled differently for those answers that are taken from the Firm Information fields which were entered upon installation See Firm Information in Answers for more information Print Menu Print Blank Forms Client List Case Data Sheet Form Lists Question Lists Global Questions Worksheets volume Questions Labels Supplemental Questions QuickText Figure 3 17 Print Drop Down Menu This menu item conveniently lists in one place ALL of the print options that are available in ProDoc including the list of items which follows Blank Forms allows you to quickly preview and print any form available in ProDoc so that you can quickly determine if it contains the language you need Blank forms printed in this manner contain visible coding and formatting that will not appear in your finished ProDoc documents and accordingly generally should not be opened for editing directly in your word processor Client List prints a list of clients from your database e You can select any combination of Open or Closed Clients and or Non Clients Within these categories you can sort the list by Last Name Client ID City State and Zip Code e You can also choose to print open and or closed cases along with your client listings Case Data Sheet prints a summary report for a particular case You can select the case from active or inactive cases Form Lists prints a listing of all master forms in a particular volume
63. R CONTENT DEFECT OR DEFICIENCY Intellectual Property Notices The ProDoc Document Assembly Software and this manual are protected by United States copyright and or patent laws and international treaty provisions You must treat the Software and manual like any other legally protected material You may make one copy of the Software solely for backup or archival purposes You may not reverse engineer decompile or disassemble the Software You may not copy the manual All title and copyrights in and to the Software are owned by ProDoc or its Licensors Microsoft Excel Microsoft Word Windows Windows CE Windows 98 Windows Me Windows NT Windows XP Windows Vista Windows Mobile and ActiveSync are either registered trademarks or trademarks of Microsoft Corporation in the United States and or other countries Adobe Acrobat and Reader are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and or other countries WordPerfect is a registered trademark of Corel Corporation Timeslips is a registered trademark of Sage Software SB Inc Palm and Handspring are registered trademarks of Palm Inc All other trademarks are owned by their respective owners are trademarks or registered trademarks of West Publishing Corporation Software Manual Introduction 3 Customer Support Telephone Assistance Our staff of highly skilled support technicians and attorney developers are available to assis
64. S FOR TERMINATION amp ADOF of usmg this window 7 tools O 39 01 Affidavit of Status Muu gt v w Select i Form Info Eind DI View z Hide Forms Figure 2 8 Select Forms Window 22 ProDoc Software Manual First select a Volume by clicking the drop down arrow field A list of all installed volumes will appear Click the one representing the area of law you want to use Use the Search button at the top right of the window to open a search dialog window At that window you can enter words or phrases likely to be in the forms you want to find After selecting a form from that window it will be marked as selected in the Select Forms window Tools for Displaying and Finding a Form The tabs across the top of this window provide several unique options Numerical Displays forms in numerical order organized by area of law This is the default display Alphabetical Displays forms in alphabetical order based on their title The form number appears to the right of the form s title Supplemental Shows a window for supplemental forms for assembly for that volume of law Supplemental forms are forms you create to add to the ProDoc software s forms library Form Sets Shows a window for form sets which have been created for that volume of law Form sets are collections of forms that allow a single item to select several forms at the same time saving you time in selecting a number of forms in a volume Selecti
65. Software Manual Version 5 DOC www prodoc com 2006 2009 Thomson Reuters All rights reserved Revised 10 13 2009 Welcome to ProDoc Thank you for choosing us as your solution for automating your practice to save time reduce errors and better serve your clients So you can reap the most benefit from ProDoc the following services are standard with your subscription Automatic Updates We continually enhance ProDoc software and our form templates We send you these updates at no charge several times each year and particularly before new legislation takes effect so your ProDoc generated documents are always current with the law FREE Training In a few days you ll receive a call from our Customer Support Department to set up free phone training for you and your staff The purpose of the training is to help your team quickly learn how to assimilate ProDoc software into your practice Toll Free Technical Support Feel free to call our Customer Service Center at 800 759 5418 for any questions you may have regarding the software We particularly encourage you to call us when you re ready to install ProDoc on your network Finally visit www prodoc com support index asp to view our FAQs hours of operation and other helpful information Many of our subscribers report that ProDoc pays for itself many times over through increased productivity and reduced error rates Based on our experience you ll discover ProDoc
66. TER 37 ADOPTION Original Petition for Adoption of a Child Order Granting Adoption CHAPTER 38 TERMINATION AND ADOPTION OF S Original Petition for Termination amp Adoption of Stepchild Order Terminating Parental Rights amp Granting S Su 3 Contract all f Expand all Figure 3 42 SOS Settings Enable the Generation of billing slips in SOS for documents assembled Requires SOS Place a check in this box if you would like to enable the feature that allows you to automatically bill your clients in SOS for the documents that you assemble To select documents and specify amounts 1 Choose a Volume by clicking on the drop down arrow field 2 Arrange the list of volume forms either by Numerical or Alphabetical order by clicking the appropriate tabs a Ifyou list forms numerically you can also use the Contract All or Expand All buttons to reveal chapters only or all forms grouped by chapters b In a numerically ordered list you can also click the button or El button to reveal or hide forms in a chapter 3 If desired you can click the Form Sets tab to display a form set you ve created You can then specify the amount you want to charge for the complete set 4 Select the desired form by clicking it once Click the Edit Amount button and enter the desired dollar amount to charge for assembling the document 5 Repeat the process as needed Generating Charges in SOS for Completed Documents
67. THOMSON REUTERS AND OR WEST CREATES ANY WARRANTY NOT EXPRESSLY MADE HEREIN AND ANY ADVICE OR INFORMATION OBTAINED BY LICENSEE FROM THOMSON REUTERS AND OR WEST IS OBTAINED AT SUBSCRIBER S OWN DISCRETION AND RISK AND SUBSCRIBER WILL BE SOLELY RESPONSIBLE FOR ANY DAMAGE OR LOSS THAT RESULTS FROM THE USE OF SUCH ADVICE OR INFORMATION LIMITATION ON LIABILITY THE SOFTWARE PROVIDED UNDER THIS AGREEMENT DOES NOT REPLACE THE NEED FOR PROFESSIONAL JUDGMENT AS TO THE LEGAL SUFFICIENCY AND ACCURACY OF ANY MATERIAL PRODUCED BY THE SOFTWARE OR AS TO SUBSCRIBER S ETHICAL OBLIGATIONS TO CLIENTS IN NO EVENT WILL THOMSON REUTERS WEST OR THEIR AFFILIATES SUBSIDIARIES SUPPLIERS LICENSORS AND OR CONTRACTORS BE LIABLE FOR LOST PROFITS LOST DATA BUSINESS INTERRUPTION OR FOR INDIRECT SPECIAL OR CONSEQUENTIAL DAMAGES EVEN IF THOMSON REUTERS AND OR WEST HAVE HAS BEEN ADVISED OF THE POSSIBILITY THEREOF ANY AUTHOR OR OTHER PROVIDER OF CONTENT AND THE PERSONS ASSISTING THEM COLLECTIVELY THE CONTENT PROVIDERS WITH RESPECT TO PROGRAMMING OR CONTENT INCLUDED IN OR ACCESSIBLE THROUGH THE SOFTWARE THE PRODUCTS SERVICES OR ACCESS SERVICES COVERED BY THIS AGREEMENT ARE INTENDED THIRD PARTY BENEFICIARIES OF THE DISCLAIMERS OF WARRANTIES THE LIMITATIONS ON LIABILITY AND REMEDIES AND OTHER SIMILAR PROVISIONS CONTAINED IN THIS AGREEMENT IN NO EVENT SHALL THE CONTENT PROVIDERS HAVE ANY LIABILITY WHETHER IN TORT BY CONTRACT OR OTHERWISE TO ANY PERSON FOR ANY MATTE
68. Warranty 2 WebUpdate Check for Updates 79 WebUpdate History 80 WebUpdate Window 80 Welcome to ProDoc 4 Window Menu 82 Word processor 61 127 128 is DOC Click Click Documents Done
69. ally during an assembly session For help on choosing which set appears by default see Assembly Session Settings The PRIMARY SET is the set containing all default answers that were entered before any optional sets were created You can click the New button to create a new set the Change button to change the name of the highlighted set and the Delete button to delete the highlighted set Figure 3 29 Default Answer Sets Window To create a new set click the New button A Default Answer Set Name dialog window appears similar to Figure 3 30 Note that if you are working in ProDoc for the first time on a new installation there are no other user sets to copy This browse window lists all of the default answer sets you can copy and use po Default Answer Set Name Set Name TLjones Existing set to copy As The New and Change buttons add L new sets and change the names of eave new set empty Sine PRIMARY SET existing sets while the Delete FAMARY SET button removes a default answer set PRIMARY SET from your list of sets PRIMARY SET PRIMARY SET Figure 3 30 Adding a Default Answer Set Type in the Set Name click the drop down box to choose which Existing set to copy then click the OK button Your Primary Set and any added new sets will now appear in the Default Answer Set window and will be available for use when you begin assembling documents Using Default Answer Sets You specify which
70. ame of the set Global Global refers to items that apply across all ProDoc volumes Global Questions Global questions are questions which apply across all ProDoc volumes Highlight Highlight means to set focus to an item that you want acted upon On a list in a browse screen an item is highlighted when it is in reverse color Buttons and other items on a screen are highlighted when they are in reverse color or when a faint dotted outline appears on them Use the up and down cursor keys to highlight an item in a browse list and use TAB and SHIFT TAB to highlight other items on a window License License is authorization to use software on a properly registered computer under the terms of a legal agreement Your use of ProDoc is governed by a License Agreement which spells out how the program can be used The software can only be used by an authorized licensee under the specific limitations set forth by the License Agreement Master Forms Master forms are the text files ProDoc uses to assemble your documents They contain paragraphs of legal text and tokens to indicate the questions you must answer These documents are stored as word processing files and can be modified for your specific practice Paste Pasting text is a common word processing procedure The text must be cut or copied to the clipboard From the clipboard the text is inserted into the document at the current cursor location QuickText QuickText allows you to store
71. an change this with the spin button or by typing the percentage you want in the field Style Can be set to normal nothing checked or Bold Italic or Underline To use a style click the box next to the style you want to use Chapter 3 Main Menu 65 Initial Zoom the relative size of the entire form as it is displayed in ProDoc You can change this by using the drop down arrow and selecting the percentage you want from the choices displayed WebUpdate Settings WebUpdate runs automatically the first time ProDoc is opened by default When you start ProDoc the program checks the ProDoc server for updates If updates are available a window is displayed listing these updates You can change the setting by clicking Customize gt Options WebUpdate and checking or clearing the Disable WebUpdate check box If you disable WebUpdate you can manually check for updates anytime by clicking Tools gt Check for Updates If the feature is enabled the program will check the ProDoc software s online server for updates needed for your installation when you initially run ProDoc each day A box will appear indicating that ProDoc is checking for updates If no updates are found the box closes If updates are available the Updates for ProDoc are now available window appears You have three choices on this window e Click Download and Apply All Updates to download all updates The updates will be downloaded and a window will be display
72. and birth dates of several children in a document In this example P1508V and P1514V are dimensioned objects that ask for and store the names and birth dates respectively of multiple children L1500V is tied to an assembly phase token that asks how many children there are Generally the assembly phase token is a token with the same number as the L token In this case that would be A1500V L1500V Name of the Child P1508V Date of Birth P1514V ELOOPV The questions asked in this example would be as follows First would be the A1500V question which might be Number of children affected by the eut Assume the user answers 2 Next would be Name of the 1st child assume the answer is Ann then Birth date of Ann assume the answer is January 1 1991 then Name of 2nd child assume the answer is Bob then Birth date of Bob assume the answer is February 2 1992 The text appearing in the assembled form for the loop structure for these answers would be as follows Name of child Ann Date of Birth January 1 1991 Name of the child Bob Date of Birth February 2 1992 In the bulk of the Family Law forms only one petitioner is possible but a dimensioned object P1208G is used to hold the name of the petitioner If P1208G appears in a form it must be in a loop structure even though there will be only one petitioner There are no exceptions to the rule that a token in a form for a dimensioned object must be in a loop str
73. and delete completed documents File Menu CD ba Assemble Documents Document Assembly Wizard Microsoft Word ProDoc PDF Reader Find Forms ab RSA a Exit Figure 3 2 Main Menu File Drop Down Box Assemble Documents starts a document assembly session This selection performs the same function as the Assemble toolbar button Ed Chapter 2 explains the document assembly process in detail Document Assembly Wizard takes you step by step through the document assembly process The wizard is especially useful for new ProDoc customers because it provides an easy to use interface for creating new documents You may use the Document Assembly Wizard in the Quick Start Assistant or Chapter 3 Main Menu 31 by clicking File Document Assembly Wizard on the ProDoc menubar Microsoft Word lets you open or switch to your preferred word processor The word processor that starts either Microsoft Word or WordPerfect depends upon which is installed and which you chose during setup This selection also switches to your word processor if it s open This selection performs the e same function as the Word Processor toolbar button twas ProDoc PDF Reader opens the ProDoc software s built in PDF file reading program This program also has a typing feature for filling in blanks in PDF forms You can designate this program as your default viewer for all PDF documents and use it to view and print completed graphic do
74. aneous Personal Settings This window allows you to set miscellaneous defaults that only take effect when you log in to ProDoc Quick Start Assistant Beginner When this button is selected ProDoc automatically brings up the Quick Start Assistant for your use after you log in This is recommended for beginning users 66 ProDoc Software Manual Quick Click Menu Advanced When this button is selected ProDoc automatically brings up the Quick Click Menu for your use after you log in This is recommended for users who are familiar with the program None When this button is selected neither of the above starts Use the ProDoc PDF Reader to view PDF Documents When checked ProDoc will use its embedded PDF reader to view PDF documents If unchecked Adobe Reader or another program you ve designated on your computer to open PDF documents will start and display PDF documents when you select these while working in ProDoc If you have Adobe Reader you would normally want to uncheck this box Restore Window Position Click this button to reset all ProDoc windows to appear in their original positions and size Reset Volume Banner Screens Click this button to have ProDoc display volume banner screens when you assemble documents Reset Legal Size Reminder Click this button to set the legal size paper reminder for printing on and off Backup Settings Click the Backup link on the Options and Settings window to bring up a
75. ank answers Click the button to bring up the QuickText window where you can select one of the entries as the answer to your question You can always insert QuickText by using the shortcut designated when the entry was created Previous displays the previous question Next displays the next question ki Save and Continue saves all answers you previously entered and accepted by clicking Next Use this button to ensure your answers are saved in the event of a computer malfunction during an assembly session Clicking this button does not save the currently displayed answer because it has not yet been accepted Quit Exit the current question If assembling a document this button brings up the session quit options window to determine where to proceed after exiting Show or Hide Explanation Provides helpful information about the current question Auto will not be available for every window Selecting this option tells ProDoc to automatically answer this and all remaining questions with the placeholder specified in system Assembly Settings This will create a finished document with the placeholder inserted in all locations where you did not actually enter an answer Later you can reassemble the document and fill in the blank answers or replace the placeholders with answers in your word processor Reassembling is best because it adds saved answers to your case database that can be used in future documents 26 ProDoc Software Manual
76. asked each time or you can set it to never generate a slip Keep in mind that even if you set this to always generate a slip you will still always be able to cancel or edit the slip before ProDoc sends it to Timeslips Again accept the default settings and click Next if you are synchronizing for the first time The last settings window allows you to select which Timeslips task will be your default task All documents generated from ProDoc without an assigned task will generate a Slip using this default task In order to select a default task here your Slip Settings You need to designate some default parameters so that communications between ProDoc and Timelips will be as automatic and as transparent as possible Default Task If you don t want to set a task for each and every form you create in ProDoc you should assign a default Task which will be used for all documents generated without a pre defined task You can always override this later either by defining atask for that form or by changing the information in Timeslips before billing Default Prodoc Document z 7 R Flat Rate Enter a default value flat fee to be billed with the default task Timeslips installation must have the task set up and active 50 00 ProDoc will use the value you specify here instead of any rate you place on the default task when setting it up in Timeslips Help Previous aa gt gt Neat Di Finish Figure C 6 Synchronizer Set
77. ation process You will also want to check that EVERY client case record has a full name in your database before exporting your records to ProDoc and synchronizing If this field is blank the record will NOT be imported in ProDoc If necessary you can correct this later although these Timeslips records will be 106 ProDoc Software Manual marked as not synchronized Step 3 Start ProDoc and run the Timeslips Synchronizer Settings Wizard Setup options for synchronizing the databases are primarily established from within ProDoc These options include either automatic or manual processing of data frequency and timing You can run the synchronizer settings wizard from the Main Menu by clicking Tools gt Timeslips gt Timeslips setup This action will initiate five wizard settings windows similar to Figures C 2 through C 6 Important Note If this is the first time you are running the Synchronization Wizard the default settings should normally be used Before Synchronizing Timeslips amp ProDoc databases several questions need to be asked about the way you want both programs to work together Figure C 2 Synchronizer Settings Window 1 Synchronize Timeslips to ProDoc ProDoc first reads your Timeslips database And then ProDoc looks for a matching record in its own database for each client project found If an EXACT match is found do you want to AUTOMATICALLY mark both records as synchronize
78. ausas sawbeswoutwuccuudesvensiaxstatwncanddasaandeusueus 61 Completed Documents SettingS sssssssssssscseseseeeseeeeeeeeeenseseeeessneceeeoneseesesees 62 Graphic E EE 64 WebUpdate Settings E 65 Miscellaneous Personal Settings ttsscsssssssssesseeeeeeseeeeeeeessssssesssncceeeeeessesseees 65 Ve LE EEN 66 Small Office Suite SOS Settings ooo ssscescsscessssssssssesseseeeeeseeeeeeeeeseeeeeeesseesseess 67 Timeslips E E 68 Phone Types Sewing Ss iscasciscanscavacbensdaudaes evavdvetedsscavsiuvdunpantvadesadeuadeneedureecsewesdde 69 Clients amp Cases SettingS ssssssssssssscccssccceseeeeeseeeeseeeeeeeesssesesssneeeeooesssseseees 69 Custom DE EC CN 70 Firm Information Fields Settings 11 tsscssssssssessssessseseeeeeeesesssssssssceceeeensseseseeees 70 Firm Information in ANSWOPFS E 71 Miscellaneous Firm SettingS oo ttssssssssssssscscceeeeeeeeeeeeeeeeeeeensessssessneeeeeeecesessesees 71 Tools Menu 1 cnciccscccuicsossinnancesvaccvdacasasataiaccvenauescedsuscuscdecsschiccecaistasoocsduavesscaucaiesecstes cee 71 Certified Mailer sc cnciisniinuahcnwhasedonudaasduatondseutieuttaastateeeilantdaatavdduuddamiensietedsaheasninn 73 E AEN 74 Fe pall Dale Eeer 74 Backup Data Fires EE 75 2006 2009 Thomson Reuters All rights reserved Contents ll Database E EE 75 e EEN UE 76 Pegieter ProDOG ois icsicvs cstaivarsncaneeeuaesucaduatauaainncvdsauanehaveusalusevaaduas duasivavaucsvestuaees 76 Change Re
79. be checked when you start ProDoc This choice would be very logical if you are on a stand alone computer and you are the one making the changes If the timer is on you can set the frequency that checks are to be made By default it is 1 minute but you may prefer to have ProDoc checking for changes in Timeslips less frequently To increase the time between checks just increase the value in the timer delay field Moreover if the timer is set to ON and you have other applications open such as your word processor every time the check is made screen focus will unexpectedly return to ProDoc If this proves bothersome for you you may want to not check it ON In Timeslips you can have multiple databases Most law offices will probably not use this feature and therefore do not want to specify which Timeslips database to use every time they start ProDoc If you check the box labeled Dialog to select Timeslips database ONT you will be presented with a window each time you start ProDoc which will ask which Timeslips database you want to use The default is 108 ProDoc Software Manual unchecked You should leave it unchecked if you only have one database set up in Timeslips It is logical to assume that you want to use the same database as you used the previous time The last choice concerns slips generation after you generate documents for a case By default it is set to always generate a slip You can change the default setting to be
80. be restored and can be accessed through the Clients amp Cases Document Manager if they are restored to the same location Users who modified document formatting or master forms or created supplemental forms and questions should locate and restore these files If nothing was changed or not backed up you can skip this step a If you used the steps under Backup Procedure in the Backing Up Files section you backed up the following files i In the ProDoc installation directory by default C ProDoc Any existing xxxgcfg ini files xxx is each user s login initials name and Global cif li In each volume folder Any files with the extensions doc wpd wp cif or ini and any files named Docgrps tps grpitems tps Sdocs tps SLogic tps and SAuto tps Copy these files and all volume folders to the ProDoc installation directory and overwrite existing files If you have created and backed up any supplemental volumes you must place these back on the volume listing Click Tools gt Registration gt Edit Volume List and add the 124 ProDoc Software Manual information required for the supplemental volume s 4 Ifyou didn t do so before set up a backup routine as described in the topic Backing Up Files Your latest ProDoc installation should now run as it did before If you encounter problems during this process call Customer Support at 800 759 5418 for help Index 125 Index A About ProDoc 5 Addi
81. box unchecked Word Processor DDE Timeout Leave as is ProDoc interacts with your word processor using a process known as Dynamic Data Exchange On some systems particularly networks the process of starting up a word processor and sending messages back and forth may be slower than normal If you are having problems such as Invalid page fault Illegal operation etc when ProDoc attempts to start or switch to your word processor try increasing the value in this field by 30 seconds at a time This tells ProDoc to wait longer before it determines that a DDE transaction failed Word Processor Settings Click the Word Processor link on the Options and Settings window to bring up a box similar to Figure 3 37 This option box allows you to change your word processor and install a ProDoc toolbar in the program Word Processor Microsoft Word 2003 w Vv If there is no Word Processor in the list above or if you prefer to use another one click here to select another Word Processor E Install a ProDoc toolbar in Microsoft word 2003 Figure 3 37 Word Processor Settings This screen lets you see what word processor you are using with ProDoc ProDoc automatically finds and sets up your word processor when it is installed This screen allows you to change to a different word processor than the one noted on the screen Having the correct word processor chosen is very important in controlling a number of features that help
82. c c Enter a Contact Name Fax Number and Phone Number in the appropriate fields d When you are sure the above entries are correct click the Print Fax Instructions and Continue button The Confirm Firm Name window appears This window provides you one more opportunity to make firm name changes If it is correct as shown click the This is My Firm Name button If not click the Change Firm Name button make necessary changes and click Continue to return to this window You will be prompted to print a form to fax to us This form contains information that we need to know in order to register your software After you print the form a window will appear informing you that you ve completed the first part of the process ProDoc will be temporarily registered for 15 days Click the OK button to close the window Fax the form to us at 1 866 306 2697 We will send you a confirmation code by either fax or mail At this point each time you open ProDoc the Complete the Registration Process window will open prior to login To open the window after ProDoc is already running click Tools gt Registration gt Register ProDoc a Enter the confirmation code in the displayed fields If you still do not have your confirmation code you can click the appropriate buttons to re print the fax instruction sheet register later or exit without registering If you have an internet connection you can click the Register Recommended button to register over
83. c clients click the All Contacts button to cancel the selection Select specific contacts by clicking the Select Contacts button 5 Click the Select Contacts button Choose contacts from the resulting window The Print Preview box is selected by default If you do not want to preview the print job before printing click the box to cancel the selection 7 Ensure you have loaded the appropriate label forms in your printer Click the Print button If you chose print preview you will see the report on your screen before printing it For detailed help with the Print Preview Screen click here Print QuickText Menu The Print QuickText menu choice lets you print a list of QuickText entries you ve created From the Main Menu click Print gt QuickText 2 Select or unselect Print Preview by clicking in the box Either way the print window for your default printer appears Click OK to print or to preview the list before printing depending on your Print Preview choice 3 Click OK or change printers and click OK If you didn t choose Print Preview your report will print If you chose Print Preview you will see the report on your screen before printing it For detailed help with the Print Preview Screen click here Print Preview Window Menu If you selected Print Preview while printing a report a window similar to Figure 3 18 appears See the captions on the window for descriptions of icon arrow functions You can search flip throu
84. ce then do them again any time a user changes formatting modifies a form updates supplemental forms questions or creates modifies a form set a In the installation directory by default c ProDoc copy any files named xxxgefg ini xxx represents user login name or initials to Z ProDoc Backup Utility Files ProDoc where Z represents the backup drive letter Do the same with the global cif file if it exists b In each subfolder of the installation directory locate the following files and copy them to the same folder name on your backup drive i Any files with the extensions doc wpd wp cif or ini ii Docgrps tps grpitems tps Sdocs tps SQues tps SLogic tps and SAuto tps To make the ProDoc installation work correctly these files must all be copied to the same folder location on the backup drive relative to their folder location in their original drive Follow the steps in the following section Restoring from a Backup whenever it becomes necessary to restore files from the backup you have made RESTORING FROM A BACKUP Like backing up files restoring is a matter of specifying what when where and how You probably chose to restore data files because your hard disk was replaced or reformatted or perhaps you have reinstalled the ProDoc document assembly program and perhaps the SOS program as well Here is what you can expect out of your new installation depending on what was previously backed up from the least effective
85. ck Ji Conservatorships Ji Criminal Law Family Law M Family Law PowerPack Guardianship PowerPack Ji Guardianships Ji Juvenile Law Ji Landlord and Tenant Lipman s Wills and Trusts M Litigation ProDoc Program Probate DOC Small Estate Wills Ji Small Office Suite Program Release 12 31 2008 Copyright 2008 Thomson Reuters lt Back Next gt Cancel All rights reserved Ces Cancel Figure 1 3 Select Product s to be Installed Window A window like the one shown in Figure 1 3 confirms which products will be installed per the installation 10 ProDoc Software Manual key code you entered in step 4 Although it s not recommended you can deselect or select individual volumes if desired Normally just click Next to continue the installation Step 7 Verify installation location and network settings ProDoc Install Choose Directory DOC ProDoc 5 21 for California will be installed to the directory listed below ProDoc Directory C ProDoc Browse Check here if you are installing to a non Micrasoft Windows file server such as Novell Net Ware Samba for Linux etc DOC For further assistance please call Technical Support at 800 759 5418 Release 12 31 2008 Copyright 2008 Thomson Reuters E E All rights reserved J Ge Figure 1 4 Installation Destination Window A window similar to Figure 1 4 appears If the installation program doesn t detect a network
86. click New The Adding a label definition window appears Provide the requested information You may update a label definition by highlighting it clicking the Update button and making the changes you desire To delete a label definition highlight it and click Delete Repair Data Files The Repair Data Files utility lets you attempt to repair a data file which has somehow been damaged CAUTION Under normal circumstances you will not have occasion to use this utility It has been included to facilitate repair of data files with direct assistance from one of our Customer Support staff Accordingly before using this utility we Chapter 3 Main Menu 75 recommend that you first call 800 759 5418 and ask to speak with one of our Support Technicians who will help guide you through the process Backup Data Files Tools gt Certified Mailer af Design Labels Repair Data Files Backup Data Files Backup Database Transfer b Restore Registration k Check for Updates Browse WebUpdate History Export Data gt Figure 3 53 Backup Data Files Menu Selecting this option will reveal another drop down box with two options Backup and Restore as shown in Figure 3 53 These are used to manually backup your data files or restore your data files from a previous backup location e If you select the Backup option ProDoc makes a backup copy of client and case information files to the location you specify on the window tha
87. click OK If you didn t choose Print Preview your report will print If you chose Print Preview you will see the report on your screen before printing it For detailed help with the Print Preview Screen click here Print Supplemental Questions Menu This menu choice allows you to print a list of supplemental questions that you ve added to your ProDoc installation to tailor it to your needs Use the following steps to print Supplemental Questions From the Main Menu click Print Question Lists Supplemental Questions 2 Choose a Volume by clicking the Select Volume button and selecting the appropriate volume from the Volume Selection Window 3 The Print Preview box is selected by default If you do not want to preview the print job before printing click the box to deselect the option Click Print The Report Destination window appears Click OK or change printers and click OK If you didn t choose Print Preview your report will print If you chose Print Preview you will see the report on your screen before printing it For detailed help with the Print Preview Screen click here Print Worksheets Menu The Print Worksheets menu choice generates interview questionnaires for clients reducing the time it takes you to produce documents This topic covers the basic choices for this function from beginning to end Detailed help for each window you see is available by pressing the F1 key or clicking the Help button on each window
88. click the Select All button and click OK This will transfer all client and case information to the server s ProDoc directory However if you would like to selectively transfer clients simply select the clients you want to transfer and then click OK The client information will start transferring to the server Please be patient as this procedure can take considerable time depending on the size of your client list You will receive a screen message when the transfer is complete Click OK to return to the ProDoc main window Repeat these steps as necessary for other applicable workstations NOTE The client case transfer process can become complex when attempting to consolidate data for clients that exist on two or more computers ProDoc may ask you whether two clients or two cases are really the same client and case Carefully read the information in the question window before answering Start ProDoc on the server click Clients amp Cases and then Client Case Manager to inspect your client and case data base to make sure it is intact and includes all of the client case data from your other installations After verifying the data assemble a simple document with client and case information to make sure the program is fully operational and that completed documents are saved to the desired location preferably to a central location on the server When you are confident of your new network installation it should be safe to delete ProDoc from each
89. close the merge phase and save your document If you have chosen the option in setup preferences ProDoc will then open the document in your word processor Validation for Answers For answers which have special requirements ProDoc checks the answers against specific criteria to minimize data entry and logic errors Follow the guidance in the validation window to correct the answer and move to the next answer field A description of controls on this window follows Navigating From Field To Field To move forward to the next field e Press the Tab key e Click N on the menu bar or e Press ALT N To move backward to the previous field e Press the Shift Tab keys e Click P on the menu bar e Press ALT P Menu Options Quit Exit the current document Brings up the Session Quit Options window to determine where to proceed after exiting Explain Provides help information about the active question Some of this information may also include hyperlinks that will allow you to connect to Westlaw s resources for extended content about the selected form You can make use of those resources if you are already a Westlaw subscriber or you can sign in for an account once you reach the target web page Chapter 2 Assembling Documents 27 Default Sets the current answer as the default answer for the active question To use this feature type in the answer you want to use as a default then select Default from the menu This br
90. computer meeting the following requirements It can be installed on either a client server or peer to peer network and accessed through desktop shortcuts on individual workstations Offices installing ProDoc on a network are encouraged to read Appendix A of this manual You will need the following resources to run ProDoc with acceptable performance Hardware Requirements An IBM compatible computer with at least 1 GB of RAM a CD ROM drive and a local hard disk drive or network disk drive with sufficient space to install and run ProDoc and the volumes A monitor is required with a resolution of at least 1024 x 768 pixels A Network Interface connection is required with a throughput of at least 1 Gbps for local network and high speed internet connection Operating System Requirements Microsoft Windows 2000 Windows XP or Windows Vista with all service releases and service packs Word Processor Requirements In order to edit save and print completed documents using ProDoc and SOS a separate word processing program is required Select either Corel WordPerfect 12 or newer or Microsoft Word 2003 for Windows or newer with all service releases and service packs Stand alone or Networked ProDoc can be installed to any desktop or laptop computer meeting the above requirements as a stand alone program It can also be installed on a server or host computer on either a client server or peer to peer network and the program can b
91. ct the appropriate form e To contract the entire form list click Hide Forms e To expand the entire form list click Show Forms e To contract a single chapter click the El box e To expand a single chapter click the box When you have finished selecting one or more forms proceed to Step 3 After selecting your form s you can either accept answers you ve already entered or review each question and answer Click the Review prior answers box to go over any previously saved answers and Chapter 2 Assembling Documents 23 make changes before assembling documents If you leave the box unchecked only those questions not previously answered will be asked and the answers previously entered will be used without review An arrow button at the bottom of the Starting Document Assembly window lets you hide or show Steps 3 and 4 which deal with document location and default answer sets Step 3 Tell ProDoc where to save the completed documents Normally you ll want to use the displayed directory which will be the default settings you chose in your setup preferences e The Directory field lists the drive and directory where assembled documents will be saved If you prefer a different directory for these documents type it in or click the Browse button to the right of the box and select the drive and directory from the Directory Browse window e The Documents will be saved as entry shows the path and confirms whether th
92. cuments in ProDoc Find Forms brings up the form search window shown in Figure 3 3 You can search for forms by typing a key word or phrase in the Search for field You can search either in specific volume s or throughout all volumes You must first select one or more volumes from the list on the left by ME pAttorney Client Matters e Search for clicking the title box or the Select LEE All Select buttons If you cancel the LJ Criminal Law Search titles only search after one or more matches Family Law iti teal amy La Searches are not case sensitive 1al Guardianships have been found you will be asked O Juvenile Law P n C Landlord and Tenant Search Progress whether you would like to view a list Lipman s Wills and Trust mies Bey e of the matches found up to that LU Probate ae Volume Select All a Select Form Volumes to search Search Criteria point Figure 3 3 Search Window Exit closes ProDoc If Auto Backup at exit is selected in Options and Settings you will be prompted for a backup choice If you are running SOS you ll likely want to backup your files with that program instead of using ProDoc Edit Menu Cut Copy P Paste Figure 3 4 Edit Menu Drop Down Box Cut Copy and Paste are shown in Figure 3 4 These choices will be available when you are working on a form or document or when you are entering information into any available text field in ProDoc These choices w
93. custom blocks of text to paste into answers You use QuickText for items like an attorney s signature block where it would not be appropriate to have a default answer as for a firm with several attorneys but you do not want to type the information every time Store each entry as a QuickText item and paste the data as an answer where it is required Registration Registration is usually completed when you first install and run ProDoc Your registration will remain current as long as you use the WebUpdate feature to install periodic updates or load the updates from CD if you don t have an Internet connection If you need to register ProDoc again you can click the following link to view the registration processes Select You may select an item by 1 Clicking on an item with the left button of your mouse Glossary 87 2 Highlighting an item and then pressing ENTER 3 Ifanitem has a hot key holding the ALT key while pressing the hot key Supplemental Forms Supplemental forms are forms which you add to a volume to extend the power of ProDoc These forms are not included in the volume s provided with the program but are created by the user for a specific purpose Token Tokens are the six character codes used to identify a question or other object in ProDoc When ProDoc finds a token in a master form that token tells it what question to ask how much room to provide for the answer etc As an example a token could a
94. d or do you prefer to visually check them and mark them manually No would like to do it myself For those records in Timeslips where no match is detected do you want to AUTOMATICALLY add them to ProDoc or would you like to select which records to add into ProDoc Ze Yes want to add them AUTOMATICALLY No rather would like to check each one EXACT Match means that Timeslips NickName1 and Prodoc Client ID are identical Ye Help Exit NW Previous lt 4 kk Next Figure C 3 Synchronizer Settings Window 2 The first settings window informs you that several questions need to be asked about how you want ProDoc and Timeslips to work together This window sets the stage for the four remaining settings windows Click Next The first option here applies only to those who already have databases in both ProDoc and Timeslips It lets you check the status of a record before it is synchronized The second option is to add records in ProDoc Be aware that if you answer No to both questions and press the Begin button on the synchronizer window you will have to synchronize all your records by dragging and dropping each of them For now if you are synchronizing for the first time accept the default settings and click Next to continue Appendices 107 For the first choice if you are importing from ProDoc to Timeslips and answer No here nothing will happen when you press the Begin button You
95. d you can paste the text to another section of the document Default Answers Default answers are automatically displayed as a proposed answer when a question is asked by ProDoc This feature saves a tremendous amount of time for answers which are the same over and over again One example of a default answer is the address block for a law office When a default answer is displayed during document assembly you can accept it and keep going or simply type over it if the answer you want is different than the default You can set your own default answers ProDoc will use its logic capabilities to create default answers Directory The location where you want to save completed documents This must include a valid drive floppy drive or hard drive and the subdirectories if applicable For example since ProDoc is normally located in the PRODOC subdirectory on your hard drive C drive the directory would be C PRODOC Filename A filename is the name of the file under which you want to save completed documents Filenames can be as descriptive as the full name of the form e g Final Divorce Decree They can also include conventional word processor file extensions such as doc or wpd 86 ProDoc Software Manual Form Sets Form sets are groups of related forms which are often assembled at the same time You can define these sets of forms so that during a document assembly session you can select a number of forms by choosing the n
96. d click the Clear Selection button If you wish to select additional forms click the Numerical Alphabetical or Form Sets tab QuickText Menu E quickText 5f Click Customize gt QuickText to see a window similar to Figure 3 32 This menu choice allows you to pre define clauses or paragraphs you commonly use for answers Ck Meme F2 When you need to insert that clause into an answer simply select the clause from this list You can also set up a QuickText entry to automatically insert today s date You can assign a hot key to any clause and you can press that particular key combination to automatically insert the clause For example you could set up Ctrl D as the hot key to insert today s date into an answer Figure 3 32 QuickText Browse Window There is no limit to the number of entries you can have and each can consist of over 3 000 characters The New and Update buttons add and change QuickText entries while the Delete button removes entries You can also double click on the name of the QuickText entry to open the dialog window and edit the text string or right click on a QuickText entry to bring up a drop down menu to add update or delete an entry The Copy QuickText button allow you to copy another user s entry for your own use Add Update QuickText Records To add or update a QuickText entry click the New or Update button The QuickText dialog box will appear Enter the name of the QuickText entry and the text that
97. default answer set to use for an assembly session when you reach Step 4 of the Starting Document Assembly window If optional default answer sets exist the window will contain a Default Answer Set drop down box Select the set you want to use from choices in the drop down box If no optional default answer sets exist the window will not contain a Default Answer Set drop down box and the PRIMARY SET will automatically be used Specifying the Default Answer Set for Assembly Sessions If you ve added any optional sets you can specify the one that appears by default during an assembly session Click Customize gt Options then click the Assembly Settings link on the left side of the Options and Settings window Select the set Chapter 3 Main Menu 57 you want to appear automatically from the drop down list in the first field You can still use any available set during an assembly session Edit Forms Menu Edit Forms allows you to edit the master forms or form templates used in ProDoc Use this option to open a forms management window where you can search for forms or select a volume to find the form s that you wish to edit For detailed information on editing forms see Appendix B and Appendix D Form Sets Menu Form sets are groups of forms that you often assemble at the same time Using the Form Sets option you define different sets of forms All forms in the set can then be selected in the Select Forms window by selecting th
98. ding order by a particular column Each document s Create Date and Author are displayed if the window is large enough You can click and drag the vertical lines to allow more or less room for each column You can also use vertical or horizontal scrollbars displayed when needed to scroll up and down or side to side As with clients and cases you can double click a document to update it You can also click a document title to highlight it then click the buttons to Add a document Update the document or Delete just the document record or erase the actual document You can click the Open File button to open the document in your word processor If the highlighted document was assembled in ProDoc the Reassemble button will be active and can be clicked to reassemble the document You can right click the document to reveal a pop up window with the same options If the document you select is a graphics document you can view it by clicking the Preview PDF button Chapter 3 Main Menu 39 Top Section Find Documents and Forms One of the ProDoc software s key features is the ability to drag and drop files from computer search windows to your ProDoc database Two buttons appear in the top section to help you locate documents and forms and either add them to your database or work with them in other ways The Windows Explorer functions described below are dependent upon the selections made in Options and Settings for Miscellaneous Firm Setti
99. dit Volumes List gt New In the title box type the desired title e g Supplemental Forms In the Subdirectory box type the name of your new volume e g supforms You will be asked if you want to create a folder with that name Click Yes You now have a supplemental forms volume to store your supplemental forms into Note Creating a central volume for your supplemental forms enables you to maintain one comprehensive set of supplemental questions instead of smaller repetitive sets of supplemental questions for each volume Step 7 Adding your form in ProDoc s database Now that your newly created supplemental form has been saved in a volume s subdirectory or a newly created volume you must add the form to the list of supplemental forms for that volume Select Customize gt Supplemental Forms amp Questions gt Supplemental Forms This brings up the Volume Selection window Select the correct volume in which to add the supplemental form Once you have made your volume selection the Supplemental Forms window will appear Supplemental Forms Window The Supplemental Forms window contains a list of the supplemental forms currently in a volume It contains New Update and Delete buttons which let you add a supplemental form to the volume change the filename and title of the highlighted form and remove the highlighted form from the volume You can also change the volume shown in this window with the Change Volume button Select New to bring up
100. e actual form title or another name will be assigned NOTE The filename will usually end with doc for Microsoft Word and wpd for WordPerfect depending on your selected word processor These settings are discussed in detail in Chapter 3 Step 4 Verify other assembly options The Default Answer Set field is provided to let you designate optional default answer sets discussed in Chapter 3 for this document assembly session If you have created any alternate sets select the default answer set you want to use from this list by clicking the drop down arrow at the right of this field Otherwise ProDoc will use your PRIMARY SET Figure 2 9 provides example entries following the completion of the foregoing steps 1 4 E starting Document Assembly Figure 2 9 shows the completed assembly session settings Step 1 Select a client and case Client Smithson John O Case Divorce Bechter a case iie Now you re ready to start assembling Click the Start Step 2 Select a volume and the forms you want to assemble Assembling button in the lower See S right hand corner of the Starting Document Assembly window to Review prior answers begin document assembly Step 3 Tell ProDoc where to save the completed documents Directory E Clients users Documents will be saved as C Clients users form title Step 4 Extra Options Default answer set PRIMARY SET Iw Start Assembling gt x Cancel
101. e clauses that you may wish to easily recall and re use in any case and assign hot keys to these text entries This helps you avoid retyping repetitive phrases If available Firm Information lets you enter or edit relevant firm information except your Firm Name which is entered during registration so you can avoid entering it on each document form or report Options brings up the Options and Settings window You can specify settings and set defaults here for forms document assembly options client and case IDs and custom fields choice of word processor file name styles and locations graphic form settings startup options and backup settings You can also specify how ProDoc interacts with your word processor and with the Small Office Suite and Timeslips if these are installed Manage Users Login is only available to designated Supervisors This choice is not displayed in the graphic figures in this manual This choice opens the Browse Users Records window which Supervisors can use to manage various user settings Document Formatting Menu This menu allows you to change the formatting properties of word processing documents These settings do not apply to graphic forms While ProDoc has an excellent default format for documents you can set specific formatting properties if Chapter 3 Main Menu 49 desired You can change formatting for Default Formatting SB Find Text ZS Show All Documents For All Vo
102. e form set rather than selecting each of the forms individually For example if you frequently prepare adoptions documents you could define a form set called Adoption Starter consisting of the forms in Figure 3 31 In order to select all of these forms at once you could simply click the Form Sets tab in the Select Forms window and choose the Adoption Starter set Here is a step by step example showing how to create a form set Creating Form Sets E Browse and Update Form Sets for Adoptions Sel Click Customize Form Sets T Sets Forms for set Mark s Set he Volume Selection Window affidavit of Status appears Select the volume you want Order Granting Adoption to define a form set for For this ea aes example click Family Law and click the Select button to select the volume The Browse and Update Form Sets window is shown in Figure 3 31 If you need a different volume click the Change Volume button lt SS 2 Update Set De Delete Set Update forms D Change Volume Figure 3 31 Browse and Update Form Sets Window This is where you define your form sets The Sets tab lists any existing sets in the volume The Forms for set tab contains a list of the forms in the highlighted form set The New Set button lets you create a new form set The Update Set button lets you change the name of the highlighted form set The Delete Set button allows you delete the highlighted form set The Update forms button lets you add or delete forms
103. e sure to keep them under 30 characters long when combined If after synchronization you find ProDoc records marked as not synchronized chances are there is another record already in Timeslips with the same Nicknamel NOTE Ifyou have the same case code for two different clients it will work with Timeslips provided the client nickname is different For example if you use 1999 3 16 Divorce to refer to Smith s divorce and 1999 3 16 Divorce to refer to John s divorce it will be inserted in Timeslips as Smith 1999 3 16 and John 1999 3 16 Once synchronization is completed updating names addresses and related information in one program will update the same information in other programs data files Initially these options are set to automatically synchronize Step 2 Setting up Timeslips before synchronization To work properly with ProDoc some methods that are allowed in Timeslips should be avoided to keep the two databases as compatible as possible This appendix details those specific points that you should check If you are an existing Timeslips user you may need to make some changes in your database to avoid more work once both products are synchronized Timeslips offers three billing system possibilities per Client per User and per Task ProDoc works only with the per Task billing system on a flat rate If you have currently defined a billing rate for your Clients and Timekeepers you can still use these for all jobs n
104. e used from shortcuts on client computer desktops Backup Tape Drive It is very important that you use a tape drive to backup ProDoc files You may use other forms of media to backup ProDoc but we believe that it is in your best interest to get a tape drive for backups if you do not already have one Installing ProDoc Networked Law firms should first read Appendix A and then install ProDoc on their network server paying particular attention to network install note annotations that appear during the installation process 8 ProDoc Software Manual NOTE These steps pertain especially to a new installation Users updating an existing ProDoc installation will see somewhat different windows INSTALLATION INSTRUCTIONS Step 1 Insert the CD into your CD ROM drive Step 2 Installation will normally start automatically If not see the Quick Start Guide in the CD shipping folder for help with beginning the installation process Step 3 Opening Screen Click Next to begin the installation ProDoc Install Install Thank you for choosing ProDoc To install ProDoc 5 21 for California select Next DOC Release 12 31 2008 Copyright 2008 Thomson Reuters Cancel All rights reserved Figure 1 1 Installation Start Window Step 4 Enter Key Code Setup will update or install ProDoc and volume libraries in accordance with a unique installation key code Enter your unique Key Code and t
105. easy to find and open recently saved documents If you assembled more than one document you can open successive documents in the same fashion If you have not enabled this feature in setup you must find and open the files in the location where you told ProDoc to save your completed documents Now that you know how to assemble documents with ProDoc proceed to Chapter 3 to learn more about how to navigate the program s various menu items and buttons NOTE Assembling and printing graphical forms differs from the foregoing procedure ProDoc uses an entirely different assembly technique which includes sending finished graphical forms to your default PDF reader rather than sending them to your word processor Chapter 3 Main Menu 29 Chapter 3 Main Menu The Main Menu This chapter helps you learn how to navigate through ProDoc by providing a description of the various options and features available from the main screen menu and toolbar Figure 3 1 shows the main screen menu on a ProDoc installation on a computer which also has the Small Office Suite program installed File Edit Clients amp Cases Print Customize Tools Window Help A 9 b ei Assemble Microsoft Word Cert Mailer Client Case Document Figure 3 1 Main Menu Also ProDoc has many windows which list information you scroll through like your list of clients and the list of forms in a volume These lists are called Browsers because you can browse through the li
106. ected form You can make use of those resources if you are already a Westlaw subscriber or you can sign in for an account once you reach the target web page The screen figures in this chapter are typical of what a Windows user with ProDoc installed on a local hard drive sees This chapter has been written for new and existing customers alike So many of the screen figures depict accurate information typical of what you will encounter Document Assembly Wizard ProDoc also has the Document Assembly Wizard to help you start assembling documents This tool is geared towards new users and helps them assemble documents easily by taking them through a document assembly session step by step If you want to use the Document Assembly Wizard click File Document Assembly Wizard If you are currently using the ProDoc Quick Start Assistant you may start the Document Assembly Wizard by selecting the Documents and Forms tab and clicking the Create Documents Using Wizard button Document Assembly Menu Start ProDoc from the Windows 98 ME NT 2000 XP Vista Start button or from the ProDoc shortcut icon on your desktop Users will be asked to log on with their initials in order to recall their unique ProDoc operating preferences Chapter 3 discusses this configuration at greater length Select Assemble Documents I D Assemble Documents Document Assembly Wizard Microsoft Word ProDoc PDF Reader Hl a Find Forms B Exit Figure 2 1 A
107. ed which tells you the updates have been downloaded You will be prompted to restart ProDoc to install the updates After ProDoc restarts the downloaded updates will be installed e Click Select Updates to Download and Apply to open a window displaying available updates and a description of each update available The selection box for each update will be checked We recommend you download each available update If you want to exclude an update from download click the update s check box to clear it and the update will not be downloaded Click Begin Download to download the selected updates If you don t want to download updates at this time click Cancel e Click Do Not Download Updates at this time to close the update window without downloading any updates Miscellaneous Personal Settings Click the Miscellaneous Personal Settings link on the Options and Settings window to bring up a box similar to Figure 3 40 These options include the ability to show not show the Quick Start Assistant or the Quick Click Menu use not use the ProDoc software s PDF Reader to view Adobe PDF documents and restore ProDoc software s original window positions for all windows Miscellaneous Personal Settings Navigation Shortcuts Quick Start Assistant Beginner Quick Click Menu Advanced O None Use the ProDoc Reader to View PDF Documents Restore Window Position Reset Volume Banner Screens Reset Legal Size Reminder Figure 3 40 Miscell
108. ee Step 1A and Step 1B then return here The ability to use case files for each client and case is one of the most powerful features of ProDoc Answers you provide for clients cases are automatically saved for use with documents you assemble later This feature is described in detail in Chapter 3 of the software manual We strongly recommend you do not check Don t use a case file for the following reasons e If you use a case file ProDoc saves the answers you enter with the case During subsequent case assembly sessions these answers are displayed as defaults This not only prevents re typing it also ensures consistent information entry when an item of information such as a name appears in more than one document e If you use a case file you will have the option to save time by not reviewing answers to questions you answered during a previous assembly session using the same case e Timeslips users must use case files in order to generate slips from ProDoc as discussed in Appendix C of the software manual 18 ProDoc Software Manual e Lastly using a case file makes it easy for you to organize your assembled documents by client and or case You ll have a record of all documents prepared by case and you can easily open the documents in your word processor Due to the above we recommend you click the Select case button to open the client and case selection window Figure 2 3 NOTE If desired you can still start your as
109. een assembled a Completed Documents EES window Figure 2 13 appears with a list C Clients users of completed documents showing the EN filenames under which they were stored Completed Documents Note the filename s and file location Affidavit of Status then click the Continue button A Rename button is provided should you want to alter any aspect of the document path and name We recommend that you avoid renaming at this stage of document assembly A Move button is also available for use if you want to store the document in a different folder than the default Figure 2 13 Completed Documents Window 28 ProDoc Software Manual Phase 5 Edit and Save Completed Documents ProDoc will automatically send the first completed document to your word processor for final review editing re saving and printing NOTE Microsoft Word users saving a document will most likely encounter a pop up window asking confirmation if you want to save it as a Word document If you encounter this window it is best to save the document in Word format in order to preserve the formatting integrity of the edited document WordPerfect users should do likewise and save in their native version If you are using a recent version of WordPerfect or Microsoft Word ProDoc will insert the document s name into the recently used files list at the File drop down menu if you enabled this feature in setup This makes it very
110. ently can be problematic Consider a situation where you normally use 1 margins with line spacing of 1 5 In one form you need to indent a section to 2 margins with line spacing set to 1 At the end of that indented section you reset margins to 1 and line spacing to 1 5 When ProDoc begins processing a master form it memorizes the formatting settings that are in effect at the beginning of the form Whenever ProDoc encounters a formatting token it inserts the original setting into the document at that location Just think of this as a way to restore the original formatting settings whatever they are In the example above instead of putting the 1 margin and 1 5 line spacing settings in the master form type in FLNSPV FLMARV FRMARV to reset line spacing and margins to the original setting ProDoc s formatting tokens are FLNSPV line spacing FLMARYV left margin FRMARYV right margin FTMARYV top margin FBMARYV bottom margin FFONT font FJUST justification Paragraph Numbering Volumes purchased from Thomson Reuters do not use WordPerfect s or Microsoft Word s auto numbering capabilities This is because our forms are used with a wide variety of word processors and auto numbering codes simply don t convert between the different formats very reliably 96 ProDoc Software Manual Instead ProDoc uses its own auto numbering mechanism Our auto numbering tokens begin with N as follows NRxxx number with
111. ently edited by using your word processor That way you can insert your own customized wording to be included in the documents every time Additionally after a document is created by the system you can use your word processor for the final editing and printing ProDoc was designed to be a versatile tool that can change and grow with your law practice and with the times Its design allows you to build an entire library of volumes containing the documents you need most in your office There are four types of information contained in each volume e Master Forms templates which are files containing the text and codes ProDoc uses to create the shell of your document e Data Files containing instructions telling ProDoc which questions to ask and what to do with your answers ProDoc merges data and answers to the questions in the master forms to create a finished document e Help Files with explanations and information to help you use ProDoc e Supplemental Forms templates and Supplemental Questions are created by you to extend the power of ProDoc They work just like the master forms in the volumes which you purchased ProDoc Software Manual but cover the specific areas you need for your legal practice Appendix D details the procedure for creating supplemental forms How ProDoc Assembles Documents ProDoc uses master forms templates which contain standard document text clauses that go into the finished document These mas
112. ents specified above are appended to the directory Folder Name Components You can choose to store assembled documents in subfolders under the folder specified above Subfolders will be based on the client name or client ID and the case description or case ID for the client and case selected for the assembly session To select the components to use click the down arrow to open the drop down list box To select a path component set from the list click it The following list shows the locations that correspond to the various path component sets with a folder of F clients for an assembly session using the client John J Smith with a client ID of ALS SJJ 123 and the case Divorce with a case ID of SJJ DIV Folder Name Components Location Directory Client Name F clients Smith John J Directory Name Case Description F clients Smith John J Divorce Directory Client Name Case ID F clients Smith John J SJJ DIV Directory Client ID F clients ALS SJJ 123 Directory Client ID Case Description F clients ALS SJJ 123 Divorce Directory Client ID Case ID F clients ALS SJJ 123 SJJ DIV Directory Case Description F clients Divorce Directory Case Description Client Name F clients Divorce Smith John J Directory Case Description Client ID F clients Divorce ALS SJJ 123 Directory Case ID F clients SJJ DIV Directory Case ID Client Name F clients SJJ DIV Smith John J Directory Case ID Client ID F c
113. ert such things as symbols the date and or time and page numbers Follow your word processor s guidance on creating or inserting items other than normal text You may also insert ProDoc codes as text such as P0001G which during document assembly causes ProDoc to ask the user to enter the name of the law firm and then replace all occurrences of P0001G with that answer Many customers choose to have the name of the document and the case style show up in their headers or footers To do this insert the code I9100G into headers and footers The code for the Petitioner s name is M1200G and the Respondent is M1300G To set up the header or footer to show the case style you should enter M1200G v M1300G After you have entered your desired contents select File Save The Save File window will appear The correct filename is GLOBAL CIF for a global configuration file VOLUME CIF for a volume configuration file and DOCNAME CIF where DOCNAME is the name of the form to which the configuration file applies Save Global Configuration files to the ProDoc home directory Save a Volume or Specific Document configuration file in the volume s subdirectory You should save the file as a WordPerfect 5 X file and surround the file name with quotation marks e g GLOBAL CIF in order to avoid having your word processor append its unique file extension Some Word users may only be able to save the document as a Word Document After saving the file exi
114. es or inserts clauses and paragraphs to create an intermediate document Merge Phase Questions Also called filling in the blanks In this step ProDoc asks questions whose answers will be inserted into the document or used to calculate other text to insert For instance a question might ask for the date of birth of the ward in a guardianship to be entered numerically e g 01 11 99 ProDoc might use this answer to insert the ward s date of birth into a document as January 11 1999 and might calculate and insert the ward s age The questions use logic to simplify your work Final Document Creation In this step answers to merge questions and text calculated from them is inserted into the final document The completed final document is saved as a word processor file according to the instructions given by you during transaction setup Chapter 1 Installation and Setup 7 Chapter 1 Installation and Setup Introduction to ProDoc Setup This chapter will cover the information that you need to install ProDoc on your computer or network Check the System Requirements and make sure that your computer meets the minimum standards for performance If your computer does not meet these standards you will need to upgrade or purchase a new computer before using ProDoc Follow the installation steps carefully and you will have ProDoc up and running in no time at all System Requirements ProDoc can be installed to any desktop or laptop
115. eslips NickNamel If those fields for clients and cases are different in each program the process may create two entries in each program for each client and each case Note ProDoc exports phone numbers to Timeslips using a predefined scheme On the other hand if a phone number change is detected in Timeslips there is no reliable way to determine which phone number changed or if a new number was added The synchronizer process will systematically add the numbers for the contact into ProDoc using the order they are stored in Timeslips So if you wind up with several home numbers in ProDoc it may be because you changed a phone number in Timeslips and the number was then incorrectly added to ProDoc during synchronization In short once the two databases are synchronized it is more efficient to add clients and cases or make changes in ProDoc rather than in Timeslips Appendices 111 Daily ProDoc use with synchronization Each time you run ProDoc you will briefly see a small information window telling you that ProDoc is connecting to Timeslips ProDoc is reading the synchronization tables to store them in memory so that changes made in one or the other database can be replicated in the matching record Should you want to change the default settings used in the initial synchronization you can do so by selecting Tools gt Timeslips gt Timeslips setup from the ProDoc menu This will bring up the same series of five windows pr
116. everal features make ProDoc superior to many other document assembly programs e Displaying in Context The cut and pasted form is displayed while you are answering the fill in the blank questions If you prefer to answer the questions in questionnaire boxes instead of the context window you may do so e Client Case Manager You can easily create and update clients and cases even while you are simultaneously selecting a case The related Case Answers feature helps you change answers to the questions asked during previous document assembly sessions for each client and their individual cases When you assemble subsequent documents for a case you have the option of answering only the new questions which you have not previously answered You can still review each question previously answered if desired e Document Manager The document manager feature helps you keep track of what documents you have assembled for each client and case It has many of the same features as your Windows Explorer file manager to facilitate the management of all of your documents right from ProDoc e Working with Multiple Documents Since law offices generally work with sets of related documents ProDoc is designed to assemble multiple documents in a single session This capability is further facilitated by the Form Sets feature which allows you to pre select commonly used groups of forms These features are an extremely efficient way to produce documents
117. eview box is selected by default If you do not want to preview the print job before printing click the box to deselect the option Click Print The Report Destination window appears 5 Click OK or change printers and click OK 44 ProDoc Software Manual If you didn t choose Print Preview your report will print If you chose Print Preview you will see the report on your screen before printing it For detailed help with the Print Preview Screen click here Print Volume Questions Menu This menu choice allows you to print a list of questions that apply to a single volume You can print either Merge Questions or Assemble Questions e Merge Questions ask for information such as names addresses and dates e Assemble Questions help ProDoc determine how to cut and paste clauses paragraphs in a master form to create a customized document for your specific case Use the following steps to print Volume Questions 1 From the Main Menu click Print Question Lists Volume Questions 2 Choose a Volume by clicking the Select Volume button and selecting the appropriate volume from the Volume Selection Window Choose either Merge or Assemble Questions by clicking the button next to your choice The Print Preview box is selected by default If you do not want to preview the print job before printing click the box to deselect the option Click Print The Report Destination window appears Click OK or change printers and
118. eviously described Use this procedure to customize the way subsequent synchronizations will work You should become familiar with the options described for each of the five windows before beginning to work with both applications linked together Add or make changes to clients and cases in ProDoc Now that the synchronization is operational and the settings are acceptable you will want to know what happens if you change add or delete a client and or a case in ProDoc If you have not changed the settings the routine synchronization with Timeslips will be completely transparent Therefore when you select a client in ProDoc and change the name address or even the Client ID and click OK you will find these changes reflected to the same client in Timeslips You can do the same for a case or add a new case If you have changed your settings so that the synchronization is not automatic you will not see the changes in Timeslips immediately In this case you will need to run the Synchronizer and use it to synchronize any changed records by using the buttons in the center of the window or with drag and drop Important note If you delete a client and or a case in ProDoc these will NOT be deleted in Timeslips Add or make changes to clients and cases in Timeslips ProDoc lt gt Timeslips Synchronizer When you add or change a Client Path to Prodoc Files Cp and or a case in Timeslips that Path to Timeslips Database gram Files Timesli
119. ext to the clipboard with the cut or copy commands Text in the clipboard can be pasted into the document at the current location Common Controls on Browse Windows The following fields buttons keys and menu items are commonly found on browse windows in ProDoc Fields and Buttons Add or New Opens dialog window to add a new record to the database Change or Update Opens dialog window to change the details of the record which is highlighted at the time the button is selected Delete Deletes the record which is highlighted at the time the button is selected Select Selects the record which is highlighted at the time the button is selected Keys Insert Opens dialog window to add a new record to the database Delete Deletes the record which is highlighted at the time the delete key is pressed Menu Options Close Closes the window and returns you to the previous window Edit or Change Opens a drop down menu containing options for adding changing and deleting records Help Calls up the standard Windows help system On some browse screens you can right click on a record listing to display a floating drop down menu with the new update and delete options Glossary 85 Configuration File Configuration files let you customize your documents in ways not possible through the Formatting Options windows Configuration files can contain headers footers page numbers fonts or any other feature you would
120. extended use To protect against such loss of data you should make regularly scheduled backup copies of important data files to one of these forms of backup destinations e Removable media diskette writable CD ZIP disk data tapes or a flash drive thumb drive e Network drive on your office network preferably to a server using a RAID disk storage subsystem e Offsite data storage facility data center The ProDoc backup utility at Customize gt Options gt Backup automatically creates a backup of all of your client data and case data including case answers and links to existing documents If you run the SOS program and do your systematic backups from that program all SOS billing and case management data is backed up as well as the ProDoc program data listed above Due to the flexibility built into ProDoc many other files containing modifications you may have made to your ProDoc data files may exist These modifications include document formatting changes modified master forms and supplemental volumes forms and questions The automatic back up features in the ProDoc and SOS programs do not back up these additional personalized files or your completed documents For this reason we strongly encourage you to perform additional systematic backups of your completed documents and any other modified or customized forms and documents you have created in addition to using the automatic backup utility File Structure Planning If y
121. f children affected by this suit L1500V loop once for each child P1508V Question Name of the 1st 2nd 3rd child P1514V Question Birth date of the child ELOOPY end of loop A2000V Question Select a domicile provision A2005V Question Select type of Service for Original Petition This is only a partial reproduction of the assembly question list for the Original Petition for Divorce There are many more items in the complete list ProDoc works through this list and processes the tokens just as if they were found in the master form Notice question A1200G which asks how many petitioners there are This question has logic attached to which automatically assigns 1 as the answer when you are creating divorce documents because there can only be one petitioner in a divorce The question must be in the list however because the answer to this question determines how many times to process the following loop Assembling the Form After the assembly phase question list has been processed ProDoc begins processing the master form This task involves scanning the form looking for assembly phase tokens As each token is 98 ProDoc Software Manual found it is processed which causes ProDoc to cut or paste text into the form When this cutting and pasting is completed ProDoc has created the form which contains all of the pronouns paragraph numbers clauses paragraphs and provisions which are needed for the comp
122. f this manual OBJECTS An object is a set of instructions which tells ProDoc to ask a question insert text perform a calculation etc Most of these objects are stored in database files There are five basic types of objects used in ProDoc Questions Question objects tell ProDoc to ask a question There are two categories of questions assembly questions and merge questions Assembly questions are processed during the assembly phase and the answers are used to determine what clauses paragraphs and words to insert into and delete from the document Merge questions are normally processed during the second merge phase Their answers are usually merged into the document On occasion a merge question may be asked early in the assembly phase when the information is needed earlier for some special purpose Processors Processor objects tell ProDoc to calculate a value manipulate pieces of text to create something different or to import a text file into the current document There are assembly phase processors and merge phase processors Delete Delete objects tell ProDoc to delete blocks of text if a particular condition exists For example if the user answers a question indicating they do not want a particular provision in the document the delete object will omit the corresponding clause from the document Delete objects are processed during the assembly phase Loop Loop objects tell ProDoc to repeat sections of the master form if a pa
123. firm information as the suggested displayed answer during assembly sessions This applies to all Firm Information fields including firm name address city state zip code phone fax numbers email and Web site name If available Changing Firm Information Default Answers To change the default answer for the Firm Name you must click Tools gt Registration Change Firm Name To change default answers for all other firm information fields you must click Customize Firm Information and make the changes on the Options And Settings window Miscellaneous Firm Settings Click the Miscellaneous Firm Settings link on the Options and Settings window to bring up a box similar to Figure 3 48 Misc IO Display volume registration warning how many days before the volume expires 30 3 Drop of a file from Windows Explorer causes the file to be Move files to ProDoc directory structure removing the original O Copy files to ProDoc directory structure duplicating the original O Ask what to do for each file Figure 3 48 Miscellaneous Firm Settings This window allows you to specify settings for revealing related forms during an assembly session lead time for warnings about volume expiration and how to handle Windows Explorer file moves Show logically related Forms If this box is selected ProDoc will note when you fail to select a form logically related to the form you ve chosen during an assembly session or
124. for the item of variable information Also when you assemble documents from both your supplemental form and another form that contains the Global or Volume token in the same assembly session only the question for the Global or Volume token will be asked If you used a supplemental token then the questions for both tokens which would be essentially the same question would both be asked 118 ProDoc Software Manual To print or view a list of Global or Volume tokens select Print gt Question Lists gt Global Questions or Print gt Question Lists gt Volume Questions For volume tokens you must then select the volume to which you are adding the supplemental form Volume tokens can be used only for supplemental forms saved in that volume as discussed in Method 1 below Global tokens can be used in forms in all volumes including a volume you create as discussed in Method 2 below You are more likely to use Global tokens which correspond to frequently used items such as Name of your Law Firm Law Firm Address and Name of Primary Attorney In our example we could assign the Global token P0190G Name of client s primary attorney to the NAME OF ATTORNEY item instead of P0009S Exercise caution when inserting Global and Volume tokens in supplemental forms as some can yield unexpected results Call Technical Support for assistance if necessary Some of the more commonly used Global tokens include TOKEN QUESTION P0001G What is
125. from the sub volumes on the left the default is All ii You can also display the list in Numerical or Alphabetical order by selecting the tabs iii Once you ve added Supplemental forms to a volume you select you can find these by selecting the Supplemental tab iv Use the Form Sets tab to add the forms from any special sets you have created to the list of forms to print If you have not yet set up any special sets you can do so by clicking the Set up form sets button v Click the Selections tab to display only the forms you have selected b Click the box next to the forms you want You can research the forms further i Click the form title to select the form ii Click Form Info to see discussion about the highlighted form and or View to see the form c You can click Find to search for a form by a word or phrase in either the form and title or only in the title You can flip through instances using the Find Previous or Find Next buttons Select the form s for which you want a worksheet If you chose Custom Merge Questions you may click the Select Case button to select a specific case before proceeding This is not required However if you select a case you can save the answers you provide in the case file If desired click the box labeled Show Question Token Numbers These numbers are assigned by ProDoc to identify the questions and control certain other variables If the box is selected these questions will be displayed in your
126. g documents you can double click a displayed case or click a displayed case then press the Enter key or click the Select Case button You ll be returned to the Starting Document Assembly window which displays the selected case To find a client case that s not displayed e Use the keyboard locator Type the first few letters of the client s last name As you type the highlight will move to the next match on the client list To start over press the Backspace key on your keyboard If the desired client isn t found you need to change the category of clients to display as detailed below e Use the Now Showing drop down arrow Cases are grouped under clients You can choose the types of contacts clients to display including all contacts These will be displayed with type icons of different colors on the window The default is Active Clients ST iw All Contacts 2 H Active Clients default Chapter 2 Assembling Documents 19 Closed Contacts i Private Clients i Non Clients e Use the Hide Show Cases toggle button to display or hide cases You can use the and El buttons to expand a client list to hide or show cases for the individual client Other functions of this window e Use the Update Client or Update Case buttons to perform updates e Delete clients and cases with the Delete Client and Delete Case buttons e Expand contract the window by clicking the blue arrow button on the right side window border W
127. g easy access for everyone networked A central location also streamlines your backup procedure Decreased Equipment Cost With a network everyone in your office can share printers fax machines modems and CD ROM drives For example if your firm has two attorneys two secretaries and an office manager you might need three printers one for each attorney secretary and one for the office manager A network also allows you to extend the useful lives of older PCs by providing access to newer PCs and their associated peripherals Drawbacks Networking does have some drawbacks Two of the more obvious ones are Cost Expenses to network a law office can be higher than usual depending on how sophisticated a network you want to create Knowledge Networks require greater expertise to set up and maintain than stand alone personal computers Is there someone on your staff with networking skills or who is willing to learn If not can you afford to hire someone with networking knowledge Types of Networks There are two fundamental types of networks peer to peer and client server Each type has its own capabilities and limitations Which type of network you elect to use depends primarily on your firm s size requirements and budget ProDoc is compatible with both peer to peer and client server networks as discussed on the next page Peer To Peer Networks In a peer to peer network set up one computer will serve as a Host compu
128. g six month period and a resident of this county for the preceding ninety day period 3 Service Process should be served on Respondent at P1315G P1318G P1322G 4 Protective Order Statement No protective order under chapter 71 or section 3 581 of the Texas Family Code is in effect and no application for a protective order is pending with regard to the parties to this suit 5 Dates of Marriage and Separation The parties were married on or about P2038V and ceased to live together as husband and wife on or about P2040V 6 Grounds for Divorce The marriage has become insupportable because of discord or conflict of personalities between Petitioner and Respondent that destroys the legitimate ends of the marriage relationship and prevents any reasonable expectation of reconciliation 7 Children of the Marriage There is no child born or adopted of this marriage and none is expected 8 Division of Community Property Petitioner believes Petitioner and Respondent will enter into an agreement for the division of their estate If such an agreement is made Petitioner requests the Court to approve the agreement and divide their estate in a manner consistent with the agreement If such an agreement is not made Petitioner requests the Court to divide their estate in a manner that the Court deems just and right as provided by law 9 Statement on Alternative Dispute Resolution Petitioner has signed a statement
129. gh pages select pages to print and more When you re finished previewing click the ele icon to print only the current page or click the 5 icon to print all pages or the page range you ve designated Chapter 3 Main Menu 47 Report Preview Microsoft Office Document Image Writer on Microsoft Document Imaging Writer Port DE H E Zoom Pef 126 x 44 D D W S Page 1 lof 1 a Copies 1 3 x Pages to Print AI a a MERGE QUESTIONS Volume GLOBALS Dims Token Question P0001 NAME of your law firm Figure 3 18 Print Preview Screen Functions Customize Menu This menu item brings up a list of settings and information used throughout ProDoc NOTE You must have Supervisor login privilege to access the Manage Users Login Document Formatting Customize Document Formatting 4 Supplemental Forms amp Questions Default Answers Supplemental Forms Supplemental Questions 3 Edit Forms w Form Sets ab QuickText ES Firm Information Options P Manage Users Login Figure 3 20 Supplemental Forms amp Questions Menu Supplemental Forms and Questions leads you to two sections e Supplemental Forms allows you to access any forms that you ve created and added to ProDoc software s thousands of professionally developed master forms See Appendix D of the software manual for help on creating your own forms e Supplemental Questions lists supplemental questions you ve added to y
130. gistration ssssscscecsssssesseeeeeeeessssceeeeeeseseeseseceeseeesessseeeeeeeeeesssneees 76 Change Firm Name _ ssssscccseeeeseesseeeeeeeesessecceeseesesnnssecceesesensnsseeneeeseeensseooees 76 Uninstalling WE 77 Edit Volumes LISE 5 0c cs hanainesdetadaaiiwendnalahad ecudedadan mevedansdenatentanadannuodadcobdahadectanahene 78 Show Installed Volumes sssssssseesessssssssssssccccccsccseeesseeeeseeeeeeeeeenseeesneeeeeenenss 79 Check for Updates ssssseeeeceessnssesseeeeeeeeensscceeeeesnsnessecceeseeessasseeeeeeeesensenooees 79 ProDoc WebUpdate Window ss ssssssseeeeeeeeeeeeeseeeccceseesseeesenseeeeeeeeeseseooes 80 Browse WebUpdate History ee eaeegiekiesEre hee 80 Cancel ProDoc Subscription sssssseeeeeeeessseeeeeeeeensensssecceeeeessneseeeeeeseeenssoeees 80 Export Data Ment ojos cis cssadvarvndvaasevavaudeausuawantundvantuasensveusalanevaudvdnesaniveveueeuaseuaces 80 eiert MOI eebe een E ETT 82 Wel MOI a ETT dase catdedviousstvasssaviesseadvasbnensdudseunosbvoadyleweceudes 82 Glossary 84 Browse for Folde esieeeegseegsegegeekee ENEE 84 edl ol olot WEE 84 Common Controls on Browse WiNdOWS ccsscessseeeeeeeeseeceseeseeeenseeuseeeenseeeeeeenseeeaseneaes 84 CONMIGUIAUONS e UE 85 CODY EE 85 CUE a enee eege eebe 85 Defaut AH 85 DIFOCIOLY EE 85 wl scp essivscndccaaveisssisieuponaveudvaes sdaysciehsava cavanadcuescayecatdedud E 85 FORE SGUS E A EAT A 86 GO Dal EE 86 GloBal QUESTIONS E 8
131. hase it has created an intermediate form which is the same as the final assembled document except that it lacks fill in the blank information ProDoc then asks the fill in the blank questions to get the missing information You can select whether you want to see the intermediate form during the merge phase Normally users elect to have the intermediate form displayed as ProDoc jumps to each merge question and stops for the user to fill in the blanks Some users however prefer to have ProDoc not show the form and instead simply pop up the questions as the tokens are found After all of the blanks are filled in the document is completed and ProDoc stores it on disk in the directory selected by you MISCELLANEOUS CONSIDERATIONS For technical reasons ProDoc has been designed to process ASCII WordPerfect 5 x or WordPerfect 6 x text files only That means that if you edit a master form or create a supplemental form and save as a Microsoft Word file ProDoc will have to convert it to a WordPerfect file before processing ProDoc performs this conversion automatically without the user even knowing it has happened This process works very reliably but it does take a few seconds each time the conversion is performed Therefore if speed is important to you you would do better to save the master form or supplemental form as a WordPerfect 5 x or 6 x type file Formatting master forms templates F tokens Formatting a master form to work consist
132. have to open completed documents manually Installing a ProDoc toolbar in your word processor To install a handy document manager toolbar in your word processor click the Install a ProDoc toolbar in button at the bottom of the screen The ProDoc toolbar that now appears in your word processor features icons with descriptive tool tip pop ups that perform the following functions when you click them po Start ProDoc or toggle to ProDoc if already running k Start a new document A dialog window appears where you can fill in the indicated fields You can associate your new document with an existing ProDoc client and case for tracking purposes Click the drop down arrow to the right of each field to select the client and case a Car Open an existing document A ta Save the opened document Search for documents using key words or advanced matching options Removing the ProDoc toolbar and menu choice from WordPerfect To remove the ProDoc toolbar and menu selection from WordPerfect open WordPerfect On the menu click Edit and then Settings Click the Customize icon in the Settings box The Customize Settings box appears To remove the ProDoc toolbar select the Toolbars tab and remove the check from the ProDoc Organizer check box To remove the ProDoc menu selection select the Menus tab and highlight ProDoc Organizer Click Delete and then click Close Removing the ProDoc toolbar and menu choice from Word To remove the ProDoc t
133. he Now Showing drop down arrow to choose a type of contact client All Contacts Active Clients Closed Contacts Private Clients or Non Clients You can also click the Show Hide Cases button to perform each operation Finally you can use the scroll bar 3 Select a case Note that you can also add update or delete cases You can also reveal more detailed client information by clicking on the arrow button on the right border 4 Select Print Preview if you want to see the results on the screen before printing Chapter 3 Main Menu 43 5 Click Print A window for your default printer will appear 6 Click OK or change printers and click OK If you didn t choose Print Preview your report will print If you chose Print Preview you will see the report on your screen before printing it For detailed help with the Print Preview Screen click here Print Form Lists Menu The Print Form lists menu choice prints all master forms in a particular volume This topic covers the basic choices for this function from beginning to end Detailed help for each window you see is available by pressing the F1 key or clicking the Help button on each window e Alphabetical Order prints a listing of forms in the volume you select in alphabetical order e Menu Order prints a listing of forms in the volume you select in numerical order by the document selection number e Supplemental prints a listing of any supplemental forms that you have c
134. hen click Next to continue the installation Chapter 1 Installation and Setup 9 ProDoc Install Enter Key Code DOC We will install or update ProDoc products according to your unique installation key code Please enter the installation key code Installation Key Code Note Itis strongly recommended that you exit all Windows programs before running this installation DOC For further assistance please call Technical Support at 800 759 5418 Release 12 31 2008 Copyright 2008 Thomson Reuters lt Back ne gt Cancel All rights reserved Cancel Figure 1 2 Installation Key Code entry window Step 5 Accept or reject End User License Agreements The ProDoc End User License Agreement window appears Read the license agreement You can scroll through it with the scroll bar on the right side of the window Click the appropriate button to indicate whether you accept or do not accept the terms of the agreement If you are subscribing to a volume containing state bar licensed forms the state specific State Bar License Agreement window appears You can scroll through it with the scroll bar on the right side of the window If you accept the agreement click the Accept button If not click the Do NOT Accept button Step 6 Confirm products to be installed ProDoc Install Select Products We will install all Products selected below El Attomey Client Matters Jl Conservatorship PowerPa
135. hen expanded the window will display the highlighted client s correspondence and phone information e When expanded you can click the Send To button to copy the client s address or name to the Windows clipboard or to paste the client s address with salutation address only or name only to your word processor e You can use the Client Custom Fields and Case Custom Fields tabs to view these fields If you want to change any information click the Update Client or Update Case buttons on the left side of the window Step 1A Adding a new client when necessary If the client you want to assemble documents for has not yet been added to the system and you ve selected the New Client button from the Select a Case window Figure 2 3 to add the new client to the system you will see a window with blank fields similar to the one shown in Figure 2 4 Notice the three tabs on this window Client information Correspondence amp Phones and Custom Fields client Will Be Added ack Expand contract the window by Client Information Close Client Correspondence amp Phones Custom Fields clicking the blue arrow button on Name ee sm See the right side window border S inst iddle UI e f CG D D Smithson John a ji SE SE J When expanded the window will J ith P Prefix O Business Name Non Client Sie 200 Hubertus Rd display the highlighted client s Address Cibolo Te
136. ick on the back arrow at the bottom of your screen 9 or press Alt Left Arrow on your keyboard to return to your previous view If you scrolled or linked more than once you will need to do this more than once to return to where you started Click on topic titles listed in the Table of Contents to jump to the indicated topic You can also use the bookmarks provided in the Adobe navigation pane to pick the topic you want to see Quick Links to Each Program s Section The ProDoc Program is the primary program used for document assembly You can click the blue links below to jump to the sections of this manual which describe the processes and features of different ProDoc programs ProDoc Program Covers all major program functions and includes appendices on network considerations ProDoc s internal operations linking your ProDoc data with Timeslips and creating your own supplemental forms Other Reference Material The following documents are stored in your ProDoc home directory in a folder named Documentation along with the manual ProDoc Quick Reference Card This document gives you procedures for major ProDoc functions short and to the point on two pages ProDoc Quick Start Guide This document is the electronic version of the pamphlet inside your CD shipping jacket It helps you quickly start assembling documents with ProDoc and guides you step by step through the Quick Start Assistant procedures The ProDoc Software Manual
137. iew the process for selecting cases or move on to Step 2 to continue to assemble your document s After selecting the client and case you will be returned to the Starting Document Assembly window Client and Case entries are now shown Proceed to step 2 Step 2 Select a volume and the form s you want to assemble If the desired volume is not already displayed click the Select Forms button A window appears similar to Figure 2 8 select Forms l You may select as many forms at one time as desired When a form Volume Adoptions is selected a check mark appears Sub Volume Numerical Alphabetical Supplemental Form sets Selections in the box to the left of the title All TEET To select or deselect a form State Bar of Texas TEXAS TERMINATION AND ADOPTION f Local Forms CHAPTER 36 TERMINATION S either click the form title or L O 36 01 Original Petition to Terminate Parent Child Relationship highlight it and then click the 6 02 Order of Termination S PTERA ADOETION Select button You can deselect it O 37 01 Original Petition for Adoption of a Child the same way O 37 02 Order Granting Adoption CHAPTER 38 TERMINATION AND ADOPTION OF STEPCHILD 7 L 38 01 Original Petition for Termination amp Adoption of Stepchild Read on for a detailed description O 38 02 Order Terminating Parental Rights amp Granting Adoption Stepchild ke CHAPTER 39 ANCILLARY FORM
138. ill be grayed out when they cannot be used Each of these selections performs the desired action only on the text you have selected Cut moves selected text from your document to the Windows clipboard and deletes it from your document Copy copies selected text to the Windows clipboard 32 ProDoc Software Manual Paste inserts selected text from the Windows clipboard to the cursor position in your document Clients and Cases Menu Clients amp Cases 6 Client Case Manager B Document Manager Case Answers Figure 3 5 Clients amp Cases Drop Down Box Client Case Manager brings up a management window where you can add delete search for or select clients and cases as well as modify specific client and case information This selection performs the same function as the Client Case toolbar button Sienticase One of the most important features of ProDoc is its ability to build a case file for saving your answers Using this feature allows you to reuse information entered in earlier assembly sessions every time you produce documents for that case As the case progresses you find that you enter less and less information in order to produce finished documents For example once you enter the county where the suit is filed dates names of the parties addresses etc that information is automatically available for subsequent documents and does not have to be retyped The answers you entered in previous as
139. in the Blank context Fill in the Blank non context Single and Enter the nane of the birthparent who will be signing the Multiple Choice Combo 3 8 Acknovledgment of Receipt List and Table as follows see below Answer Example Jane Doe Figure 2 11 Processing Assembly Questions Window Fill in the Blank questions allow you to simply type in your answer such as a client s name or street address They may be presented in either a context or non context window Click the Next button after you have typed in your answer Single Choice questions present you with a list of items from which you select only one To select an item highlight it then press ENTER or click the Next button Multiple Choice questions present a list of items from which you select any number of items or none at all To select an item highlight it then press SPACE or click the Select button You can also use your mouse When you have made all of your selections click the Next button Combo Questions present you with a list of likely answers and an entry field Your answer is the text Chapter 2 Assembling Documents 25 that you put in the entry field An answer from the list is put into the entry field when it becomes highlighted You are not limited to the answers in the list You may type whatever you want into the entry field List Questions are used to fill in answers in lists and you can add rows answers edit answers in
140. ings up a window to verify you want to set the answer as a default NOTE Several answers taken from Firm Information fields are handled differently click the Firm Information in Answers link to see how to set default answers for these items QuickText Accesses the QuickText browse window to paste entries into the document Auto Tells ProDoc to automatically answer this and all remaining questions with the placeholder specified in system Assembly Settings This will create a finished document with the placeholder inserted in all locations where you did not actually enter an answer Later you can reassemble the document and fill in the blank answers or replace the placeholders with answers in your word processor Reassembling is best because it adds saved answers to your case database that can be used in future documents P Backs up to the previous field N Advances to the next field Save and Continue saves all answers you previously entered and accepted by clicking N or pressing the Tab key Use this button to ensure your answers are saved in the event of a computer malfunction during an assembly session Clicking this button does not save the current field s displayed answer because it has not yet been accepted Help Brings up the help topic for this window NOTE Cut copy and paste actions can be performed from this window Phase 4 Saving Documents After all of your selected documents have Completed Documents Ze p b
141. is self explanatory such as name address and correspondence Client ID s are unique letter number combinations that identify each client similar to how a social security number identifies a person If you do not use this feature in your practice you can turn it off in ProDoc under the Options menu as discussed elsewhere in this chapter When this feature is turned off in ProDoc the client ID field is not displayed NOTE If you will use Timeslips with ProDoc you should assign Client IDs and Case IDs You should also ensure your Client IDs are no more than 30 characters long due to Timeslips program limitations on that program s corresponding Nickname fields 34 ProDoc Software Manual The Close Client button will only appear when you are updating an existing client You can use it to change your client s status If you are updating a client with a status of closed the button will be labeled Re Open Client If you click this button the client s status will change to open NOTE At the bottom of this window is a Directory field which displays the default location where your completed documents will be saved Leave the Override Document Placement box unchecked to use the default directory you specified in the Customize Options Completed Document settings Check the box to specify a different directory for this client When you click the Custom Fields tab the Custom Dialog window like the one shown in Figure 3 8 will appear J
142. l keys or techniques required to create a token A token is simply a six character word with a tilde in front of it that you type into the form A typical token would look like P1000V The first character in a token tells ProDoc what kind of object it represents The most common types of tokens are assembly questions for example A1000V merge questions for example P1000V assembly insert for example I1000V merge insert for example M1000V calculator assembly for example C1000V delete for example D1000V end delete tells ProDoc where to stop deleting for example E1000V repeat a section of the master form for example L1200V ELOOP end of the master form section to be repeated ELOOPV F format instruction for example FLNSPYV is a line spacing instruction DR Oo Som N auto numbering instruction for example NROO1V To summarize a token is simply a name that ProDoc uses to locate the corresponding object instructions in its database The first character in the token tells ProDoc what kind of object it represents VOLUMES ProDoc provides a simple method for organizing your master forms into a useful forms library Forms are grouped together in sets called volumes A volume normally contains forms for a specific area of law or subject such as real estate family law corporations etc This method of grouping forms together by subject makes it much easier to find and maintain those f
143. le PC running a server version of a networking operating system such as Windows NT or Novell NetWare It is the job of the dedicated network server sometimes called a file server or Application Server to keep track of all users and validate their log on requests The server stores most if not all applications and data files provides centralized administration for the network and a higher level of security for your programs and files In a client server network all users must initially log on to gain access to the server A network administrator can assign permissions to users so that they only gain access to the resources they need This protects your information from unauthorized access Otherwise people might attempt to gain access to confidential files on your computer via the network This type of a network is usually more expensive to install In addition to network cards a network hub and cables you will need to purchase a network operating system such as Windows NT or Novell NetWare It is highly recommended that you consult a network specialist for assistance for this type of network Preferred Network Installation Configuration If your office computers are networked we recommend you install ProDoc on your network server or Host computer For a client server network ProDoc should normally be installed only on the dedicated network server For a peer to peer network ProDoc should be similarly installed only on the computer
144. le list You will want to leave this checked since newer versions of WordPerfect and Microsoft Word display the most recently opened documents at the bottom of the drop down Files menu ProDoc automatically adds documents to that list as they are assembled if this option is selected Switch to Word Processor after assembly After assembling documents ProDoc can automatically start your word processor and open the file s just assembled This allows you to instantly edit and print the assembled document Assemble RTF documents if using Microsoft Word After assembling a WordPerfect document ProDoc will convert it to RTF format if your word processor is Microsoft Word and this option is selected You will usually want to select this option since Microsoft Word displays and prints RTF files more accurately than it displays and prints WordPerfect files Selecting this option has no effect if your word Chapter 3 Main Menu 61 processor is WordPerfect Review prior answers This setting controls the default setting for the Review prior answers check box when you start an assembly session If you check this box you will be asked all document assembly questions during subsequent assembly sessions by default If you want to skip questions you have already answered during document assembly you will need to uncheck the Review prior answers box on the Starting Document Assembly window If you want the most flexibility leave this
145. leted document This intermediate form still contains fill in the blank tokens which will be processed in order to fill in the blanks during the following merge phase A sample page from a master form before the assembly phase and one from the form after the assembly phase is reproduced on the next pages This master form is filled with assembly and merge phase tokens I0001V FLNSPV Original Petition for Divorce FFONTV FLNSPV NAOOIV Parties L1200GThis suit is brought by P1208G Petitioner who is P1241G M1204G years of age and resides at P1215G P1218G P1222G ELOOPG L1300G P1308G Respondent is P1341G M1304G years of age and resides at P1315G P1318G P1322G ELOOPG NAO01V Domicile D2009V _ I2000V has been a domiciliary of Texas for the preceding six month period and a resident of this county for the preceding ninety day period E2009V D2000V_ Petitioner is domiciled in another state or nation Respondent has been a domiciliary of Texas for at least the last six months and a resident of this county for the preceding ninety day period E2000V NAO01V Service D2002V Process should be served on Respondent at L1300G I2002V ELOOPG E2002V D2004V_ No service on Respondent is necessary at this time E2004V D2006V Citation of Respondent by publication or other substituted service is necessary for the reasons stated in the attached affidavit E2006V D2012V NAO01V Long Arm Jurisdiction D2008V D20
146. lients SJJ DIV ALS SJJ 123 NOTE Any blank components such as a blank Case ID are omitted If no case is used for the assembly session no components are appended to the folder 64 ProDoc Software Manual Filename of completed documents By default the Use form title for filename box is checked When this box is checked ProDoc will use the title of the form as the filename of the document you assemble The filename cannot be changed in the Starting Document Assembly window Also fields for entering filenames for clients and cases will be removed from the Client Dialog Window and Case Dialog Window If you remove the check from this box you can specify a filename for all documents you assemble in the field provided You can change this filename in an assembly session If you assemble the same document for a case more than once ProDoc will use the filename you specify and add 2 to the filename The numerals advance as instances occur Graphic Forms Settings Click the Graphic Forms link on the Options and Settings window to bring up a box similar to Figure 3 39 The options here let you customize settings for filling completing and printing graphics type forms Graphic Forms Printi Se Duplex Direction v A 3 Horizontal O Vertical Do not prompt for manual duplex C No duplex even if printer supports it Default Font Options Typeface Point Size Width Percent Times New Roman 10 100 z
147. ling Documents 16 Assembling Document ccssssseccessecccnaseccnnnseccnasseeccnsscccnnsseccnsseeconaseceneasssenasenses 16 Document Assembly Wizard ccccccecceecceeueecueeceueceseneecesecaseueeeueeeuseneeneueeuseneeeceeenseneeens 16 Document Assembly Menu cccccsseceeceescuecenecceeceeeneceuecuseueeeueeenseneeceeeeuseneeeceusnseneeess 16 Phase 1 Establish Assembly Settings ccsccssseseeccssseenenseeeecensescenseeeeeasesesonseesonsees 17 Phase 2 Answer Assembly Questions ccssesseeceeseeeceeseeeecenseseensseeceasesesonseesoasees 23 Phase 3 Answer Merge Questions cssccseceescsescneeceseuseneceeeeuseneeeeeeeuseneeecesenseneeess 26 Phase 4 Saving Documents cceeceeeeeeseceeeeeeeeeeeeeeeeeeeeueeeeseeeneeeuaeeeeeeseeeeeeeseueeeens 27 Phase 5 Edit and Save Completed Documents scscceeseeceeenseecnsseecenseeesenseesensees 28 Chapter 3 Main Menu 29 The Main Met eege eege ee 29 File MOA tage Eege SES EE EE 30 EGIt MON jo sisiitissccvescveusspiescupasaccuanges Gus ge Sege EE 31 Clients and Cases Menu cccssesseeceeseeesenseeccnsneeeeenseesceasescneasescoaseesnoaseseoonseesonseeeas 32 Print Meute ccscvasccnanuaniwncntee eet EK dee 40 Print Blank Forms Menu asidine dan apr aaia EES 41 2006 2009 Thomson Reuters All rights reserved ProDoc Software Manual Print Client Lists Menu 1 ssc icaiacuctstalase sandal dusi d uiesstvhuavadsdavse
148. ll QuickText entries for a particular user click the user s login name or initials and click the Select button Click the UnSelect button to remove a highlighted entry from your selections Click the UnSelect All button to remove all selections and start over When you are satisfied with your selections click the OK button A message window will appear telling you that your selections were copied If you want to print the information displayed in this window click the Print button Click the Close button to return to the QuickText browse window where your selections will appear Firm Information Menu Click Customize gt Firm Information to bring up the Firm Information box on the Options and Settings Window Figure 3 34 If available 60 ProDoc Software Manual Options Menu From the main menu you can click Customize gt Options to choose virtually all of your system settings Each of the settings listed on the left side of the Options and Settings window shown in Figure 3 35 is explained in detail in its own section in the order shown on the window Assembly Settings Click the Assembly Settings link on the Options and Settings window to bring up a box similar to Figure 3 36 These settings control the ways in which you and ProDoc interact while you assemble documents Use the drop down arrows and check boxes to change settings as desired Assembly Settings Default Answer Get PRIMARY SET v Inse
149. lumes Form Number Document Ady Font Size Margins Spacing Justificat A Left Right Top Bottom Global Settings Family Law DEENEN A TTORNEY CLIENT 1 010 Client Intake Sheet General HCA 1 011 Client Intake Sheet Detailed 1 015 Vital Statistics Form 1 020 Financial Affidavit Worksheet Short Form 1 021 Financial Affidavit Worksheet Long Form 1 025 Parenting Schedule and Responsibility Worksheet 1 030 Checklist Documents to be Provided by Client 1 100 Employment Agreement Retainer gt i gt lt gt 2 Update Settings D D D D D ee II Figure 3 22 Default Formatting Window When you choose General Formatting the Default Formatting window appears The window opens with Global Settings highlighted In the navigation tree this is designated with the Globe Ww icon To change formatting for all documents in all volumes click the Update Settings button at the lower right corner of the window If you navigate elsewhere on this window and then decide to change global settings click anywhere on the Global Settings line to highlight it then click Update Settings To change settings for all documents in a Volume designated with the i icon or for an individual document designated with the icon you can click the desired volume or document then click the Update Settings button You will not be able to update settings by chapters E icon these only group
150. many days to skip between performing automatic backups No backup is done if the difference between the current date and the date of any existing backup copies is less than the frequency If the frequency is zero then a backup is always done Chapter 3 Main Menu 67 Station triggering automatic backups Ensure that this field contains the log in identification of a person in your office who regularly uses ProDoc Backup folder Specifies the folder which receives backup data files The default is the ProDoc installation folder You can type in another folder name or use the browse folder button next to the field to select another folder Small Office Suite SOS Settings Click the Small Office Suite SOS link on the Options and Settings window to bring up a box similar to Figure 3 42 The box helps you designate amounts to charge using SOS charge slips for assembled documents If you have SOS installed you can designate billing amounts for documents and automatically generate charge slips when you complete a document See the for detailed help in setting up billing options and using charge slips in SOS Small Office Suite SOS Enable the Generation of charge slips in SOS for documents assembled Requires SOS Volume s Numerical Amount to charge for this Doc TEXAS TERMINATION AND ADOPTION CHAPTER 36 TERMINATION Original Petition to Terminate Parent Child Relationshi Order of Termination CHAP
151. me Associate the document to the ProDoc database and test the form by assembling the document NOTE The steps in creating supplemental forms do not have to be performed in the order below Step 1 Create or open the Supplemental form template in your word processor The first step in creating your own supplemental forms is to draft or open a form in your word processor You can draft your form entirely from scratch base it on a previously prepared document or use an assembled ProDoc document Step 2 Identify Items Of Variable Information Print a copy of the form to determine the variable information on the form Highlight or draw a line through each item of information that could be considered variable Variable information is information such as dates names addresses etc asked for in the same manner each time a document is assembled e g What is today s date What is the client s name etc but answered differently for each client and case e g June 13 2000 or John Doe For example let s look at a sample letter to a client confirming his appointment See Figure 1 The variable information needed appears in bold UPPER CASE letters at the locations in the letter where each answer should be inserted Figure 1 Sample Letter DATE CLIENT S NAME INSIDE CLIENT S STREET ADDRESS CLIENT S CITY STATE ZIP CODE Re TYPE OF CASE Dear SALUTATION FOR CLIENT Thank you for contacting our office and giving us the oppo
152. n was answered or whether some other condition exists and it determines whether to begin deleting text from the form If text is to be deleted ProDoc begins cutting text out of the master form one character at a time ProDoc does not stop deleting text until it finds the appropriate end delete token which stops the deletion process Processor objects When ProDoc finds a processor object it checks to see how a question was answered or whether some other condition exists and it determines whether to insert text into the form For example it may check to see whether the Plaintiff is male or female and then insert the proper object him or her into the document Most questions asked in the assembly phase are assembly questions A which are used to determine what clauses paragraphs nouns etc are to be inserted into or cut out of a document An example of this would be a question asking the user to select any special provisions he wants in the document or asking what is the gender of the plaintiff Occasionally however the author of a volume may include merge questions P in the assembly phase question list The most common reason for doing this is to get an answer that will be used in the text of a subsequent question For example What is the name of the Petitioner ANSWER Jane Doe and then How many children does Jane Doe have It is sometimes helpful to include the person s name in the text of a question and the only way to have that name
153. nage Users Login 13 Master Forms 86 Merge Questions 26 Miscellaneous Firm Settings 71 Miscellaneous Personal Settings 65 N Navigating 1 Networking ProDoc 88 O Options Backup 66 Options Clients Cases 69 Options Custom Fields 70 Options Firm Info 70 Options Firm Miscellaneous 71 Options Graphic Engine 64 Options Personal Misc Settings 65 Options Small Office Suite 67 Options Timeslips 68 Options Word Processor 61 Overview 1 P Page Numbers 51 Paste 86 Paste text 86 Phone Types Settings 69 Print Blank Forms 41 Print Case Data Sheet 42 Print Client Lists 42 Print Form Lists 43 Print Global Questions 43 Print Labels 46 Print Menu 40 Print Preview Screen 46 Print QuickText 46 Print Supplemental Questions 44 Print Volume Questions 44 Print Worksheets 44 ProDoc Website 3 Q Quick Links to Programs 1 QuickText 86 R Register 86 Register Menu 76 Register This Computer 76 Registration 86 Registration And Setup 11 so Save location for finished document 62 Saving Documents 27 Select 86 Select Updates 80 Setup 11 Show Volumes 79 SOS Options 67 Supervisors and Users 13 Supplemental Forms 87 System Requirements 7 STe Timeslips Extension 103 Timeslips Options 68 Token 87 Toolbar Buttons Main Menu Toolbar 29 Tools Menu 71 ToolTips 87 Index eae Volume 87 Volume Edit Dialog 78 Volume Edit Form 78 Volume Questions 87 W
154. ndow for printing labels for all or selected clients You may choose from a number of commonly available templates You can also control which labels on a page are printed by selecting how many labels to skip QuickText gives you a convenient way to view and or print a summary report of all established QuickText entries along with their assigned hot keys Print Blank Forms Menu The Print Blank Forms menu choice lets you to print a document that has blank spaces in the place of fill in the blank answers You can see what the completed document will look like before you print it Many attorneys use this feature so they can fill in the information on paper instead of directly entering the information into a computer while the client is in the office This topic covers the basic choices for this function from beginning to end Detailed help for each window you see is available by pressing the F1 key or clicking the Help button on each window From the Main Menu click Print gt Blank Forms Click Select Form Select a volume with the drop down arrow at the top of the window A list of forms appears Select a subvolume if desired Set the list order with the Numerical or Alphabetical tabs Hr VC wun FE Double click the form you want If it s not visible you can scroll down or use the Find button to search for a form by entering search words Clicking the Info button opens a window with specific form information a Ifyou select a graphic
155. nerated Window Figure C 15 shows what you get after saving your changes Now clicking the Generate button will close the window and send the data to Timeslips NOTE You may want to initially utilize the foregoing procedure to simply edit the dollar value of the default task for each document you generate 116 ProDoc Software Manual Appendix D Creating Supplemental Forms Purpose ProDoc contains a considerable number of volumes with thousands of professionally developed master forms However you may wish to add your own forms to ProDoc s volumes Using ProDoc s supplemental forms feature you can create documents to assemble in ProDoc from documents you are using in your practice This section describes the process of creating supplemental forms NOTE Appendix B of this manual contains useful technical information regarding the process ProDoc uses to assemble documents Also feel free to call 800 759 5418 for assistance Just ask to speak with a representative from our Technical Support department Process Follow these steps when creating supplemental forms First create or open a document in your word processor Next print the document and highlight those items that represent variable information In ProDoc create tokens to represent the variable information needed in your document Return to your word processor and insert the tokens into your document Save the document to the correct ProDoc volu
156. ng New Clients 33 Appendix A 88 AppendixB 92 Appendix C 103 Appendix D 116 Assembly Questions 23 B Backup Options 66 C Cancel Subscription 80 Certified Mailer 73 Changing word processor 61 Check for Updates 79 CIF Files 52 Clients and Case Settings 69 Clients and Cases Menu 32 Clipboard 84 Common Controls on Browse Windows 84 Compatibility Mode 14 Configuration File 85 Configuration Files 52 Copy 85 Copy text 85 Creating Supplemental Forms 116 Custom Fields Options 70 Customer Support 3 Customize Menu 47 Cut 85 Cut Text 85 D Default Answers 85 Directory 85 Directory Browse Window 84 Document Assembly Menu 16 Document Assembly Wizard 16 Document Formatting Changing 47 Document Manager 36 Download Updates 80 DN 2 Edit Documents 28 Edit Menu 31 Editing Master Forms 47 Establish Assembly Settings 17 Export Menu 80 F File Menu 30 Filename 85 Firm Information in Answers Changing Case Answers for Firm Information Answers 71 Setting Defaults for Firm Information Answers 71 Form Sets 86 Formatting Documents 47 Ge Global 86 Global Questions 86 Glossary 84 H Headers and Footers 51 Help Menu 82 Highlight 86 How ProDoc Assembles Documents 6 How ProDoc Works 92 Inaccessible Volumes 77 Installing ProDoc 7 126 ProDoc Software Manual sl License 86 Location of files 62 Login 13 Main Menu Overview 29 Manage Users 13 Ma
157. ngs Drag and drop results can be set to do the following physically move selected files to the client case file folder only copy files to the client case folder or have ProDoc ask you what to do each time you drag and drop e Windows Explorer Click this button to open Windows Explorer You can locate documents and drag them to the right side of the Document Manager window to include them in your ProDoc database You should resize the explorer window to facilitate selecting one or more file s for dragging from Explorer over to the right side of the Document Manager window and dropping them there They will then be added to the database for the client or case currently selected NOTE You can do the same thing using Windows File Find or Search and drag the result of your search to the Documents Organizer browse window e Find a Document Click this button to search for documents throughout your computer or network folders When you click the Find a Document button a window opens similar to Figure 3 15 The Clients amp Cases Document Manager stays open also Prepare Your Search To facilitate drag and drop you What kind of search do you want todo Document Text Search should resize the window as small Advanced Database Search r as possible and move it as far Pei Documents in ProDoc Directory Filename Date away as possible from the AllDocuments 7 Cem Documents Live Update doc 10 03 2005 F Can Captivate Proj
158. nstall the updates After ProDoc restarts the downloaded updates will be installed e Click Select Updates to Download and Apply to open a window displaying available updates and a description of each update available The selection box for each update will be checked We recommend you download each available update If you want to exclude an update from download click the update s check box to clear it and the update will not be downloaded Click Begin Download to download the selected updates If you don t want to download updates at this time click Cancel e Click Do Not Download Updates at this Time to close the update window without 80 ProDoc Software Manual downloading any updates ProDoc WebUpdate Window This window displays available updates and a description of each update available The selection box for each update will be checked We recommend you download each available update If you want to exclude an update from download click the update s check box to clear it and the update will not be downloaded Click Begin Download to download the selected updates If you don t want to download updates at this time click Cancel Browse WebUpdate History To check your update history Click Tools Browse WebUpdate History The Browse WebUpdate History window will appear This window displays a history of all updates you ve downloaded If you want to see updates that you have not downloaded uncheck the box labeled Dis
159. nswer Click the Set as Default Answer button Select Yes on the confirmation window Es 200 BO From that point forward every time that question is first asked during document assembly the default value will be displayed This only changes if it is preempted by an answer you gave during a prior assembly session using the same case or by a default answer calculated by ProDoc To change the default answer repeat the above steps Also note that default answers are stored in the default answer sets If you save answers in an optional set the answers will only appear when you assemble documents while using the optional set 56 ProDoc Software Manual Creating Default Answer Sets This menu choice allows you to create a new default answer set or add a set created by another user This is useful in many situations that arise when different users must work on the same computer or support multiple attorneys From the Main Menu click Customize gt Default answers Default answer sets A window similar to Figure 3 29 appears F i This window allows you to create optional sets of default Default Answer Sets 4 E x A answers which you can pick from a drop down list to use during an assembly session For example if a secretary DAAA Eet prepares documents for three attorneys a default answer Mak s gat set could be created for each attorney PRIMARY SET This doesn t change the default answer set that appears automatic
160. nt to update the information for that client Right clicking on a client brings up a pop up menu corresponding with the New Update and Delete options displayed You can also click Delete Client to remove the client from the system When you double click a client or click the New Client or Update Client buttons a Client Information Dialog window similar to Figure 3 7 will appear E Client Will Be Added Information is displayed in three Correspondence amp Phones Custom Fields tabs Client Information Name eet Ge en gene Correspondence Correspondence and Phones and r d Salutation f p Smithson John D II SE Dear Mr Smithson __ Custom Fields o Full John Q Smithson Prefix Business Name C Non Client Envelope 200 Hubertus Rd Address Cibolo Texas 78108 Client Information Close Client Client ID 0002 Address 200 Hubertus Rd Pem the Tab key to move from one field to Type Number the next Ciy Cibolo Blackberry 508 888 9999 State TX Zip 78108 To add or edit client information click the appropriate field or press v Override Document Placement Directory C CLIENTS USERS New L Update E Delete Figure 3 7 Client Dialog Window The Client Information tab of the Client Dialog Window is where basic information about the client is maintained such as shown in Figure 3 7 Most of the information in this screen
161. nter words to find one time or many times NOTE We recommend that you concentrate first on establishing defaults for your primary set Then when you feel that your primary set is firm create optional sets by first copying your primary set or another user s primary set This will save you from having to make double entries 2 Double click the question you want to answer or click the question and click Update Default Answer 3 In the window that appears double click the answer or click it and click OK You can also click OK to accept the highlighted answer If the answer is a fill in the blank type the answer or use a QuickText entry to answer it 4 Repeat until you ve set up all the default global answers you d like to use After you ve created a default answer for a question a check mark will appear in the box next to the question in the Set Default Answers window You can use the Find button to find a particular question To update a default answer highlight the question and click the Update Default Answer button To delete a default answer highlight the question and click the Remove Default Answer button Another way to set default answers is to do it during document assembly Many users find it much easier and more convenient to set default answers this way To do this while assembling documents Begin document assembly and work through the procedures to the question phase Select or type the answer you want to set as a default a
162. nts in both ProDoc and in your word processor You can remove it or reinstall it later in the Customize gt Options menu If you choose to install the toolbar simply follow the prompts in succeeding windows Manage Users Login The first person to sign on and run ProDoc will be added to the Staff file as the only supervisor Supervisors are able to view and use a menu choice under the Customize menu titled Manage Users Login From this menu the supervisor can add change or delete user records and specify default settings for new users Click Customize Manage Users Login to display the Browse Users Records window Figure 1 6 E Browse Users Records Login Name Privileges Name ih Supervisor Name William Smith joh Supervisor Address 133 Columbia Drive LMD User Lisa M Darrel NJ User Nancy Johnson RM User TCR Supervisor User wiliam Smith City State Zip Schertz TX 78214 Ile Update ES Delete E Configure New User Settings Figure 1 6 Browse Users Records Window This window displays all users who have logged in previously to ProDoc along with their privilege level 14 ProDoc Software Manual and name if entered If the information has been entered the highlighted user s name and address are displayed on the right side of the window Buttons and their functions are described below New Click this button to add a user the user s privilege level and name and address data Yo
163. nual benefit of this mechanism is that when you are producing forms from more than one volume in a single case you will only have to enter the law firm s name one time instead of once for each volume you are using In addition to volume and global objects you can also have supplemental objects A supplemental object is volume specific but it is an object created by you Your objects questions are stored in separate databases so that you do not have to worry about interfering with objects which were shipped to you as part of a volume When ProDoc finds a token in a document it looks at the last sixth character to determine what scope the object is and therefore which database to search for instructions The three possibilities are V for volume objects G for global objects and S for supplemental objects THE ASSEMBLY PHASE The assembly phase is the initial processing stage where ProDoc processes some initial questions and then cuts and pastes text in the master form in order to create an interim form which contains all of the necessary text and clauses needed for the final document The questions to be asked and other objects to be processed during this phase are contained in a database list which is created for each master form After this list of objects has been processed ProDoc begins scanning the master form for additional objects to process Delete objects When ProDoc finds a delete object it checks to see how a questio
164. number of rows lines you want to allow for the answer to the question Columns Enter the number of columns you want in each row The maximum number of columns allowed is 65 columns which is the width of a normal page Step 5 Insert Tokens into your Supplemental Form Now return to the open form in your word processor and replace each item of variable information with the applicable token you created or found for it After doing so the sample letter above would look something like the sample supplemental form shown in Figure 2 Appendices 119 Figure 2 Sample Supplemental Form P0001S P0002S P0003S P0004S P0005S P0006S RE P0007S Dear P0008S Thank you for contacting our office and giving us the opportunity to review your P0007S claim This letter shall serve to confirm your appointment with attorney P0009S on P0010S at P0011S If unable to attend this appointment please contact me immediately at the below listed telephone number n order to review your claim thoroughly please bring the following information if available with you to your appointment P0012S f you have any questions regarding this matter please do not hesitate to contact our office Your cooperation in this matter is appreciated Sincerely P0013S NOTE If we chose to use the Global token P0190G rather than P0009S for the NAME OF ATTORNEY item then we would replace the item in the form with P0
165. olbar The ProDoc main window normally has five icon buttons displayed on the main window toolbar This changes to six buttons if the Small Office Suite is installed which is the case in Figure 3 1A If the Small Office Suite program is not installed then that particular icon will not be displayed Click the buttons below to get more detailed help Click the Back Arrow or Contents tab to get back to this section S Assemble Click to begin a document assembly session 30 ProDoc Software Manual w Microsoft Word Click to start your preferred word processor Microsoft Word or WordPerfect This button switches to or opens your word processor Small Office Suite If available Click to open the Small Office Suite SOS program if you have it installed This program can help you Track more detailed information regarding your clients and cases Track time and appointments Manage billing And much more To find more information about SOS please call the Sales Department at 800 759 5418 Cert Mailer Click to open the Certified Mailer program It interacts with your databases to easily print certified mailer labels b Client Case Click to open the Client Case Manager a central management area for clients and cases You can add change and delete client and case information Document Click to open Document Manager the central document management area where you can add change move
166. olumes The Uninstall Volume menu selection allows you to uninstall volumes that you no longer use Before uninstalling a volume please read the information that follows More Information on Volume Registration ProDoc volumes are updated regularly to provide our customers with forms that reflect the most current laws It is important to update ProDoc and delete your superseded volumes so you are using forms that represent the current state of the law ProDoc provides an expiration date for each of its volumes It is the expiration date that helps keep attorneys and their staff up to date with the most current laws and forms If you try to access ProDoc after a volume s expiration date a window entitled Inaccessible Volumes appears similar to Figure 3 56 warning that the volume s registration has expired and the volumes listed are no longer accessible E inaccessible Volumes These volumes cannot be accessed You may wish to uninstall any that you no longer use Title Explanation Adoptions Adoptions registration expired on April 30 2006 lt Additional Information for Adoptions Figure 3 56 Inaccessible Volumes Window In the Inaccessible Volumes window the Volume Title and Explanation are displayed Additional Information is provided underneath the display window Click Help to view help for the Inaccessible Volumes window If you want to see specific information about each volumes authors changes variances and forms click
167. omputer technician in your area with networking experience Once you install ProDoc on your server or host computer you will need to transfer your client case files if any exist to the ProDoc directory on the server uninstall all previous installations and create desktop shortcuts on each of the workstations as follows 1 Follow the steps above to install ProDoc to the network server or host computer and configure workstations 2 Double click the ProDoc shortcut icon You will most likely receive a message indicating that ProDoc s location may have changed and asking if you want to use the old or new location Click OK to open ProDoc from its new location 3 In order to continue to use previously created client case information that data must be consolidated into the server s ProDoc directory You do this by using ProDoc s Database Transfer discussed in Chapter 3 as follows Appendices 91 Have your network administrator map each applicable workstation with a unique drive letter Log on to ProDoc on the server from one of the workstations Click Tools from the main screen menu then Database Transfer and select Transfer Client Data In Browse to the correct previously mapped workstation drive and double click the ProDoc directory where you will be transferring data from and click OK The Select Clients window will appear listing all of the clients stored in that workstation s ProDoc directory Normally you will
168. on alternative dispute resolution which is attached as Exhibit P2072V 10 Prayer Appendices 101 Petitioner prays that citation and notice issue as required by law and that the Court grant a divorce and all other relief requested in this petition An example follows of how this interim form appears during the merge phase po Original Petition for Divorce NO IN THE MATTER OF THE MARRIAGE OF ae OF PETITIONERS 1 Court Number NAMES OF RESPONDENTS 1 S COUNTY COUNTY TEXAS ORIGINAL PETITION FOR DIVORCE 1 Discovery Level Discovery in this case is intended to be conducted under level 1 of rule 196 of the Texas Rules of Civil Procedure No children are involved in this divorce case and the value of the marital estate is more than zero but not more than 50 000 2 Parties This suit is brought by John Doe Petitioner Respondent is Jane Doe 3 Domicile Petitioner has been a domiciliary of Texas for the preceding six month period and a resident of this county for the preceding ninety day period 4 Service Process should be served on Respondent at WSS WSs CAUSE NUMBER for this case Overwrite S type of court S S S ANALYSIS OF A MASTER FORM The following is a reprint of the first page of a master form for a Notice of Hearing For Temporary Orders I0001V Notice of Hearing for Temporary Orders FFONTV FLNSPV L1300GNotice is given to Respondent P1308G ELOOPG
169. on in the lower left portion of the window to see full details on these buttons To launch the export synchronization process itself click the Begin button in the lower right hand corner of the window While the synchronization is in process the name of your client case being synchronized is displayed on the bottom of the screen Be patient as this process could be quite lengthy depending on your computer s performance and how many clients cases you have in the database After synchronization is completed and both databases are fully synchronized all records should now have a green checkmark icon meaning that the record is synchronized 110 ProDoc Software Manual Timeslips 2005 ICH To check the current state of SIE Edit Slips Transactions Names Bills Reports Special Setup Window Help synchronization open Timeslips and New gt a BS AECH Ba GS click File gt Connected Databases Open Database select the menu item Special from the Backup main screen Then click on Connected Restoren Databases from the drop down window Data Verification s e as shown in Figure C 8 Purge Remote Ee NOTE You will notice that ProDoc Connected Databases has been added as the last item on this Archive menu which allows you to run ProDoc Combine from Timeslips Import Export Print Setup Exit Figure C 8 Selecting Timeslips Connected Databases Connected Databases You should
170. on issued for the expired volumes e Install the latest CD using the registration code licensed for your volumes If you cannot locate the CD call Thomson Reuters Customer Support at 800 759 5418 Ended your subscription If you no longer subscribe to a volume you will not be able to access the volume and you will not receive the updated volume for that area of law Solutions e Call Sales at 800 759 5418 and add the expired volume to your subscription e Delete the unregistered volume s Supplemental Forms Use If you created supplemental forms in the expired volume they will become inaccessible once the volume they were created in becomes unregistered or is deleted You may subscribe to the volume and renew the volume s registration or move the supplemental forms into the new volume Solution Call Customer Support at 800 759 5418 and request assistance with renewing your volume s registration or moving your supplemental forms into the new volume Why keep a superseded volume We are constantly updating our volumes to provide you with the most current styles and laws Usually the new updates affect only a portion of a particular volume However when substantial changes have been made in an area of law we create a new volume to replace the outdated volume When an outdated volume is replaced it is superseded If you have current cases that were created in the superseded volume you will want to keep the superseded volume active until
171. ons Displays forms currently selected for action The Clear Selections button can be used to deselect a highlighted form The Numerical and Alphabetical selections also contain the following options at the bottom of the window Form Info Brings up detailed information about the highlighted form Some of this information may also include hyperlinks that will allow you to connect to Westlaw s resources for extended content about the selected form You can make use of those resources if you are already a Westlaw subscriber or you can sign in for an account once you reach the target web page Find Brings up the find form dialog window to search for forms containing a specific word or phrase View Displays the highlighted form with all language inserted and blanks inserted where client case information would be located This feature is useful for viewing a form without assembling it NOTE Ifyou need to change to a different volume click the drop down arrow field labeled Volume and choose another from the list Tree Control The Numerical display tab includes a standard Windows tree control which is used to hide and display the forms contained in each chapter of a volume It can be especially useful when dealing with a very large volume When you contract the tree only the chapter headings are displayed This makes it easier to scroll through the list looking for the chapter you need After finding it you can expand that chapter and sele
172. oolbar and menu selection from Word open ProDoc and click Customize Options Click the Word processor link on the left side of the window Click the Remove Word Processor Toolbar button Completed Documents Settings Click the Completed Documents link on the Options and Settings window to bring up a box similar to Figure 3 38 This option box allows you to specify file locations for finished documents choose a folder naming convention and choose a default file name type Chapter 3 Main Menu 63 Completed Documents Folder for completed documents Folder REA Folder name components Directory Client Name v Filename of completed documents Use form title for filename Figure 3 38 Completed Documents Settings Use this window to specify the way you want ProDoc to work during a document assembly session The following default options can be set from this window Folder for Completed Documents and Filename of completed documents Folder for Completed Documents Folder The location specified in this window is used as the default location in the Starting Document Assembly window Generally this will be something like F clients if you are a Network user or C Clients if you are single user If you want to choose the directory from a browse listing click the browse button to the right of the box and select the drive and directory from the directory browse window Any path compon
173. orms A ProDoc system can contain an unlimited number of volumes SCOPE A large ProDoc system may contain many volumes and many thousands of objects If all objects for all volumes were stored in a single database it would become an extremely large database and it would be very difficult to manage When the volume is installed all of the forms as well as the object database files are copied into a separate directory just for that volume An example of an object that applies only to a particular volume would be the name of the seller in a real estate transaction This information is only relevant to the real estate volume it would not be useful in an adoptions volume Therefore that object is stored in the real estate volume s directory so that when ProDoc is assembling a deed it looks in the real estate directory for the database which contains the instructions This type of object is said to have a volume scope Sometimes however there are certain questions or instructions which will always be the same no matter which volume you are assembling An example of this would be a law firm s name It doesn t matter whether you are preparing a will or a deed the law firm s name will be the same in each of those two volumes This type of object is said to have a global scope When ProDoc processes a global object it looks in the main ProDoc directory for the database which contains the appropriate instructions The 94 ProDoc Software Ma
174. osing Paste functions opens L Property dispute ALO0002 Type Number E Allgood Stephanie your word processor and pastes Divorce ALL D e Bee De the information Clipboard x functions copy information to the Windows clipboard for later pasting Figure 3 11 Client Case Manager Window Right Side You can double click any phone entries to edit the phone type and number To edit any other information click the Update Client or Update Case buttons on the left side Click the Client Custom Fields and Case Custom Fields tabs to display information already entered in the custom fields designated during setup or in a later options setting If you want to change any information you must click the Update Client or Update Case buttons on the left side of the window Clients amp Cases Client Case Manager B Document Manager Case Answers Figure 3 12 Clients amp Cases Drop Down Box Document Manager brings up a list of the documents organized by client and case which you ve already assembled and any additional files that you have selected for file management within ProDoc GZ This selection performs the same function as the Document toolbar button EA You can also work with any documents in your computer and or network that you can locate with Windows Explorer Selecting this menu item or button brings up a window similar to Figure 3 13 Chapter 3 Main Menu 37 B Clients amp Cases Documen
175. ot related to ProDoc However in order to bill from ProDoc you will need to define tasks that will be used by ProDoc to generate slips New Timeslips user If you have been using ProDoc and recently installed Timeslips carefully read your Timeslips software manual before attempting to initiate the synchronization process In particular it is important that you understand the concept of Templates and New Name defaults as defined in the Timeslips Version 9 1 or later manual These allow you to define options for billing your clients and other important settings When ProDoc exports clients into Timeslips it uses the appropriate template if one exists If there is no template then the imported client will reflect the default settings in Timeslips Clearly it would be better to have new Timeslips clients set up the way you want them rather than relying on the Timeslips default Appendices 105 settings Likewise if your firm uses a specific coding scheme for client id s you will want to set this up in Timeslips before you import clients from ProDoc NOTE See Nickname Formatting in your Timeslips software manual for more information You should familiarize yourself with Timeslips and then define how you want to bill your clients To save time use Timeslips templates whenever possible You must perform the following two steps before using Timeslips and ProDoc together 1 Define a project
176. ou save the backup files in the same file structure used by ProDoc it s much easier to restore correctly Perform these steps to set up the file structure on your backup drive 1 Create a folder on your backup drive and name it ProDoc Backup Utility Files For example Z ProDoc Backup Utility Files ProDoc where Z represents the backup drive letter a Locate and copy the entire ProDoc installation folder by default c ProDoc to this folder This will work well as long as you have enough available space on your backup drive b Locate and copy the clients folder by default e Clients to this ProDoc Backup Utility Files folder 2 Ifyou want to reduce the amount of drive space used on the backup drive and make the restore process quicker you can remove certain files from the folders you copied to ProDoc Backup Utility Files folder a In the copied backup folders named ProDoce and Clients highlight and delete all individual files in the folders b Open each individual subfolder and delete all individual files in each one Don t delete the folders themselves c You should only have empty file folders when you are finished This file structure will help save drive space and make the restore process quicker Backup Procedure If you set up a file structure as described above the steps in this section will help you ensure that any 122 ProDoc Software Manual new ProDoc installation will operate in the same
177. our ProDoc installation to tailor it to your needs You can also add change or delete supplemental questions here 48 ProDoc Software Manual i Customize E Document Formatting gt Supplemental Forms amp Questions gt Default Answers Default Answer Sets 3 Edit Forms Global Questions D Form Sets Volume Questions ab QuickText Supplemental Questions ER Firm Information Options Sa Manage Users Login Figure 3 21 Default Answers Menu Default Answers allows you to specify what information is automatically entered when questions are asked by the program This feature is categorized by global questions questions for each volume and supplemental questions You can also use this menu item to import another user s default answers This is useful in many situations that arise when different users must work on the same computer Edit Forms allows you to edit the master forms or form templates used in ProDoc Use this option to open a forms management window where you can search for forms or select a volume to find the form s that you wish to edit For detailed information on editing forms see Appendix B and Appendix D Form Sets allows you to designate groups of forms and retrieve them by the set name For instance if you ve identified three forms that you complete for every adoption case you can group those forms here and label them appropriately QuickText lets you save text e g courthouse addresses favorit
178. ovided From the ProDoc Options Window Timeslips users can use the convenient Move Up and Move Down buttons to adjust the order of the various phone types to properly match the ProDoc software s phone listings with those in Timeslips Changing these settings will also determine how phone types are displayed when you add or update phone types for clients You can use the New Update or Delete buttons to add change or delete phone types Any new phone types you create can be updated or deleted Home business and fax phone types cannot be deleted or updated Clients amp Cases Settings Click the Clients amp Cases link on the Options and Settings window to bring up a box similar to Figure 3 45 This box allows you to specify the use of unique IDs to identify clients and cases Clients amp Cases Use unique Case ID s to identify cases Figure 3 45 Clients amp Cases Settings This window allows you to use or not use unique IDs for clients and cases 70 ProDoc Software Manual Use unique Client IDs to identify clients Mandatory for Timeslips users Click this box to specify a client ID for each client This requires that each client ID be unique no duplicates If you plan to use an ID for each client you should check this box to ensure no two clients share the same ID An example of a client ID could be 2005 ALS 2311 which would show the year the client was opened the attorney who opened it and the
179. perating under a compatible operating system in an effort to make the program work For example if a program s compatibility mode is set to Windows 98 these operating systems will try to make the program think it is running under Windows 98 ProDoc should not be run in a compatibility mode and in fact will not run properly in the compatibility modes for Windows 98 or ME Thomson Reuters products run well on all versions of Windows 98 and later versions of Windows On computers with Windows Vista or XP all compatibility mode settings should be turned off Shutting Off Compatibility Mode There are two ways to turn off the compatibility mode for ProDoc on your computer You may shut off the compatibility mode with Windows Explorer or through ProDoc s shortcut on your desktop To shut off the compatibility mode using Windows Explorer Open Windows Explorer Scroll to the ProDoc folder and open it Locate the Prowin exe file and right click it From the menu that appears click Properties On the Properties box click the Compatibility tab SS Ol OR Ree In the section titled Compatibility Mode make sure the box next to Run this program in compatibility mode for is unchecked 7 Click OK To shut off the compatibility mode through ProDoc s shortcut 1 On your desktop locate the ProDoc icon and right click it 2 From the menu that appears click Properties Chapter 1 Installation and Setup 15 On the
180. play only downloaded updates Click Close to close the window Cancel ProDoc Subscription This menu choice provides you the means to notify us that you wish to cancel your subscription The window that appears provides us with the information needed to complete your request It also provides fields where you can tell us your reasons for cancelling and any suggestions you may have for us We value your feedback and this information will help us improve the services we provide When completed this window generates an email which is sent to us so we can process your request Export Data Menu Tools The Export Data menu choices are shown N Certified Mailer REES Ef Design Labels You can use this menu selection to export z contact information case information and Repair Data Files answers Backup Data Files gt Database Transfer gt The data is exported to a comma delimited S ASCII file Registration gt Check for Updates Browse WebUpdate History Export Data Export Contacts Export Cases Export Answers Figure 3 58 Export Menu Choices To export data from the three categories you first select the appropriate contacts or cases then you must select the fields you wish to export Selecting Export Contacts brings up the Select Contacts window while selecting Export Cases and Export Answers brings up the Select Cases window Figures 3 59 and 3 60 depict these windows The basic process for selecting the contact or case is the
181. ppear in master forms as P12348 ToolTips ToolTips are small help balloons that appear when the cursor is placed over a control menu field or button These tips show the purpose of the control and what it will do Volume Volumes are collections of master forms and data files which are used by ProDoc Each volume usually deals with a single area of law such as Real Estate Family Law Litigation etc Volumes must be installed before they can be used by ProDoc Volume Questions Volume questions are questions supplied with a particular volume such as Business Organizations or Family Law These questions are used to assemble a document for your specific legal matter and insert the appropriate information for your client and case 88 ProDoc Software Manual Appendices Appendix A Networking ProDoc Benefits Networking with ProDoc can provide your law office with many benefits including Software Sharing Networking allows you to install ProDoc to a central location on your network server or host computer which permits all other computer work stations to have concurrent access to the program By networking your computers master forms libraries templates client and case data and completed documents can then be shared by all users Increased Office Productivity With ProDoc networked you can share client and case information by storing client data and completed documents in a central location providin
182. printer Do this then click OK Design Labels ProDoc has several common label definitions pre defined for you to choose from However if you want to create a custom label definition the easy to use interface is here From the Main Menu click Tools gt Design Labels A window appears similar to Figure 3 52 E Available Label Definitions You may create update or delete label definitions from this window The label S e _ definitions you create control the size and Label Name Type Paper Name Paper Width Paper Heic type of labels you use Avery 5160 8920 8160 Laser Avery 5161 8161 DOE Laser 8 5411 8 500 Avery 5162 8932 8662 Laser 85x11 8 500 Design options include label type paper Avery 5163 8663 8923 Laser 8 5x11 8 500 type height and width type of printer Avery 5164 8164 3060 Laser 8 5x11 8 500 used label height and width margins Avery 8163 8463 Laser 8 5x11 8 500 and offset dimensions Avery 8922 8162 8462 Laser 8 5x11 8 500 BT Miller BTM00516 Laser 8 5x11 8 500 New Definition 30631 Laser 8 5x11 8 500 Label Name Dot Matrix Laser KE Figure 3 52 Available Label Definitions Window If you click the Label Name tab a list of all label definitions displays If you click the Dot Matrix tab only label definitions for dot matrix printers will display If you click the Laser tab only label definitions for laser printers will display To create a new label definition
183. ps DATAO1 change will be reflected differently Timeslips entries shown in red do not have a match and will be added to ProDoc if possible in ProDoc depending on your ProDoc Contacts amp Cases Contract Timeslips Clients amp Projects settings If Check Changes ON is See EE not checked you have disabled John Smith 0003 John Q Smith A 1 Trevor William Carlson 0004 Trevor Wiliam Carlson ProDoc S mechanism for Andrew Newman 0006 Trevor Wiliam Carlson d d lolcats ia hen automatically detecting changes Tietty Dinning 0097 Roger Riley made in Timeslips 0098 Timothy Bunning 0697 Charles Court 0698 Sandra Wilson A Addto TS SE mg Case or NickNamet Change S Change Soe eg 7 A Nickname L v Begin Figure C 10 Synchronization Window If you have disabled automatic checking the only way to see if changes have been made and to import them is to run the Synchronizer from ProDoc s Tools menu Figure C 10 shows some Timeslips records listed in red color that were added to Timeslips and have not yet been synchronized 112 ProDoc Software Manual If you left your settings to have the synchronizer operate automatically you will see a window like Figure C 11 each time you run ProDoc If you elected in setup to check every few minutes you will see it every time an automatic check finds records which need to be synchronized Records Changed in Timeslips When the synchronizer add
184. r Jin preparing to generate slips Default Prodoc Document Billable Billing Status Billable EE SH In this example a document has just been l r generated for which no specific task has Vale ofsipstobe generated 100 00 Sip Description been assigned As a result the standard default task is used You see in the upper TEISTE EE left list box the slips to be generated with the name of the task used as well as the default value and billing status A Cancel Figure C 13 Prepare Slips to be Generated Window In the lower left list box you see the title and filename of the document included in the slip which is highlighted Multiple documents would be listed if the slip were for a form set In the text box on the lower right you will see the Slip description By default ProDoc will use a list of the documents generated as the description of the task If you click on the Edit button you will see a window like the one shown in Figure C 14 Bi Prepare Slips To Be Generated i Figure C 14 illustrates what you see when For Timeslips Cient Case David Blaine Alfreds you are in edit mode for the highlighted Activity Name Bill Status String Rate e A Time Keeper liT slip The two list boxes on the left are as SE disabled grayed out but you can edit all Datel S 5 P S Tine estimated 00 05 the fields on the right side In this iere example we have changed the value for Rate Value 55 25 Flat this slip from 50 00 to
185. r a default charge for the task This is needed in the beginning and it can be changed while generating slips Existing Timeslips Users If you have been using Timeslips and recently installed ProDoc there are a few items that you need to consider in Timeslips In particular e Timeslips allows you to combine both client and project information into a single master record i e Jones Divorce e Or you can have one master record i e Jones which stores client information and separate records for each project i e Divorce or Bankruptcy etc ProDoc can only synchronize records when there is a separate master record for each client with separate records for each project Option B Therefore if you have combined client and project information into a single master record you will have to modify your database before attempting to synchronize the databases To modify your database you must add a record to store the client alone check the master checkbox for this record and then uncheck the master mark for the client project record This is the only way to ensure that your Timeslips records will be properly synchronized with ProDoc ProDoc assumes that the master record stores only the client information and has no project separator character in the NickNamel field The child records cases are the only ones to have this character Double check your database to ensure that is correct if you want to have a smooth synchroniz
186. r the code again and click Register c If your computer cannot connect to the Internet you will see a window telling you that you can try again or register by fax Click the OK button to return to the ProDoc Registration window which will now display the Register by Fax button along with the others Follow the steps listed in the Register by Fax section below 2 The next window displays your Firm Name as it is listed in our records If the firm name isn t correct you can change it at this point After the firm name is ready click the Continue button 3 The Confirm Firm Name window appears This window provides an opportunity to make changes to your firm name If it is correct as shown click the This is My Firm Name button If not click the Change Firm Name button make necessary changes and click Continue to return to this window 12 ProDoc Software Manual 4 A window will appear informing you that your registration process is complete Click the Continue and Run ProDoc button to exit the window If available Register by Fax You can only use this option if you don t have an Internet connection If you do the Register by Fax button will not appear il Click the Register by Fax button The ProDoc Fax Registration window appears Enter your registration code Enter your Firm Name or confirm it if you are a present user This name will appear on all of your documents pleadings etc that you produce with ProDo
187. r the presence or absence of configuration files and if one or more configuration files that apply to the document exist 52 ProDoc Software Manual ProDoc inserts the highest priority configuration file into the document Note If the configuration file sets the value of one of the Formatting Options items e g left margin the value set in the formatting window takes precedence and will override the value in the configuration file Configuration Files There are three types of configuration files e The global configuration file applies to all documents and has the lowest priority It is stored as GLOBAL CIF in the ProDoc home directory e A volume configuration file applies to all documents in one volume Each is stored as VOLUME CIF in the subdirectory of the volume to which applies e A specific document configuration file applies to a single document Each is stored as DOCNAME CIF where DOCNAME is the filename of the form from which the document is generated in the subdirectory of the volume containing the form To create a global configuration file click the Create button If your word processor is not running a dialog box will ask you whether you want to start it Click Yes to start your word processor Once your word processor is running add the formatting features you want The procedure will differ depending on which word processor you use Headers footers and normal text items can be added You can also ins
188. reated and added to a volume To print a form list From the Main Menu click Print Form Lists 2 Use the drop down arrow to choose a sort order for your list Alphabetical Order Menu Order in the order forms appear on a volume list or Supplemental will print only supplemental forms you ve added to a volume Click Select Volume Choose a volume from the list Click OK Select Print Preview if you want to see the results on the screen before printing Click Print A window for your default printer will appear Click OK or change printers and click OK ed If you didn t choose Print Preview your report will print If you chose Print Preview you will see the report on your screen before printing it For detailed help with the Print Preview Screen click here Print Global Questions Menu This menu choice allows you to print a list of questions that apply to all volumes You can print either Merge Questions or Assemble Questions e Merge Questions ask for information such as names addresses and dates for a specific case document e Assemble Questions are used by ProDoc to determine how to cut and paste clauses paragraphs in a master form to create a customized document for your specific case Use the following steps to print Global Questions 1 From the Main Menu click Print Question Lists Global Questions 2 Choose either Merge or Assemble Questions by clicking the button next to your choice 3 The Print Pr
189. related forms There are several methods for finding the volume or document that you want e Type a word or phrase into the box at the bottom left corner of the window and click the Find Text button The search process will find instances of the text in volume and document titles and open the navigation tree to reveal a match Click the Find Text button again to reveal the next match if needed Click Update Settings when the item you want is highlighted e Use the Show Hide all Documents button to either display or hide all documents Selecting Show will take some time it fully expands the navigation tree on the left side of the window Hiding all documents makes it easier to scroll to volumes Use the scroll bar at the right of the window to scroll to the item you want click it and then click Update Settings e Use the left side tree to drill down to a volume or document Click to expand a category and El to shrink the category header Click the item you want then click Update Settings After you click Update Settings the Document Formatting Options window appears similar to Figure 3 23 This window has two tabs Standard and Advanced 50 ProDoc Software Manual Bi Document Formatting Options Directive to Physician Man E a Standard Advanced Font Set font Name Courier New v Size 10 Margins Left 1 00 inches Top 1 00 inches Right 1 00 inches Bottom 1 00 inches Line Spacing 1 00
190. rs This brings up the Default Answers drop down menu where you can select Global Volume or Supplemental Questions Global questions apply to all volumes Volume questions apply to a specific volume such as Family Law and Supplemental questions are questions which you have added to a volume For example selecting Global Questions brings up a Set Default Answers window like the one shown in Figure 3 28 Setting default answers for Volume and Supplemental questions if any is done in the same manner Chapter 3 Main Menu 55 Bizet Default Answers For Global Questions Default Answer Set PRIMARY SET Token Question O amoo NUMBER OF clients in this case O amos Describe the Client LJ 050 DESCRIBE primary attorney O A0200 NUMBER OF attorneys serving as OPPOSING COUNSEL LI A0205 DESCRIBE opposing counsel LI 41000 NUMBER OF plaintiffs O A100 NUMBER OF defendants LJ 41200 NUMBER OF petitioners Chr 2 Update Default Answer gt Remove Default Answer Figure 3 28 Set Default Answers for Global Questions Window To create default answers follow the steps below The procedure is the same for Global Volume and Supplemental questions with one exception for Volume and Supplemental questions you must select a volume before seeing the questions 1 Select the desired Default Answer Set using the drop down arrow After selecting the set you can scroll down and pick questions or click Find to e
191. rt placeholder Jee Show assembled document during merge phase Add assembled documents to most recently used file list Switch to Word Processor PDF Viewer after assembly Assemble ATF documents if using Microsoft Word C Review prior answers Word Processor DDE Timeout 60 A w Figure 3 36 Assembly Settings This window permits you to set the following defaults Default Answer Set The Primary Set appears in this field If you have created any optional default answer sets you can reveal these by clicking the down arrow The set you select here will be automatically used by ProDoc when you assemble forms and print custom worksheets Insert placeholder This field is used to tell ProDoc to insert a placeholder any place where you skipped past a question without entering an answer You can enter anything you like here a common entry is a long blank line W Show assembled document during merge phase The second phase of a document assembly session is called the merge phase where you fill in blanks with names addresses dates etc If you select this option the assembled document will be displayed on screen so that you can actually see the blank you are filling in If you do not select this option each question will pop up in a dialog box and you will be provided with a field to enter your answer which will later be merged into the document Add assembled documents to Word Processor s most recently used fi
192. rticular condition exists For example a loop object may check to see how many sellers there are on a deed and then loop that many times creating one signature line for each seller Special There are two objects which do not contain instructions in a database They are processed internally by ProDoc to perform a specific task These objects are formatting objects and numbering objects Formatting objects are used to tell ProDoc to use certain formatting characteristics such as line spacing and margin settings Numbering objects are used for automatically numbering paragraphs in a finished document Most objects include logical instructions which ProDoc processes in order to determine what to do For example question objects often include logic which determines whether to show a default answer and Appendices 93 delete objects always include logical instructions which determine whether or not to delete text TOKENS When ProDoc is processing a master form it is looking for tokens You can think of tokens in the same manner as you think of simple merge codes you would use in WordPerfect or Word except that they are much more flexible and powerful When ProDoc finds a token it looks for a matching object in the database file and then performs the instructions stored in that object As mentioned above the objects tell ProDoc when to ask a question perform a calculation delete or insert text or run a script There are no specia
193. rtunity to review your TYPE OF CASE claim This letter shall serve to confirm your appointment with attorney NAME OF ATTORNEY on Appendices 117 DATE OF APPOINTMENT at TIME OF APPOINTMENT If unable to attend this appointment please contact me immediately at the below listed telephone number In order for me to review your claim thoroughly please bring the following information if available with you to your appointment INFORMATION TO BRING TO THE APPOINTMENT If you have any questions regarding this matter please do not hesitate to contact our office Your cooperation in this matter is appreciated Sincerely NAME OF PERSON SIGNING LETTER Step 3 Assign tokens to items of variable information You must assign a token and an appropriate question to each item of variable information in your supplemental form Usually you will have to create your own tokens supplemental tokens For some items of variable information in your supplemental form there might be a Global or Volume token in the database If so you may use the Global or Volume token instead of creating a supplemental token Supplemental Tokens For the sample letter above supplemental tokens and questions might be assigned as follows ITEM ees TOKEN QUESTION P0001S Date Letter is being written CLIENT S NAME INSIDE P0002S Client s Name for inside address CLIENT S STREET ADDRESS P0003S Client
194. s If needed consult the procedures in Chapter 1 of this manual NOTES e These procedures apply to new customers and to those customers migrating from stand alone to a network installation Previous users who have saved ProDoc data should follow these procedures 90 ProDoc Software Manual then consolidate data as explained later in this appendix e Normally you should only install ProDoc to a single location on the server or host computer There is no need to separately install ProDoc on any of the other client or peer workstations However you may want to separately install it to a laptop or other non networked computer Step 2 Establish user access Before ProDoc can be used it must be shared with the other computers on the network All users must have full access read and write to the computer directory in which ProDoc is installed Likewise if completed documents are to be saved to a central directory on a network drive preferred all users must also have full access to that directory Contact your local network professional for assistance Step 3 Create workstation shortcuts To enable networked users to run ProDoc from their workstations you must create a shortcut under Windows 98 ME NT 2000 XP Vista on each workstation 1 Right click anywhere in the middle of the workstation desktop NM From the menu click New and then click Shortcut 3 In the Create Shortcut dialog box enter the Command
195. s Street Address CLIENT S CITY eneen P0004S Client s City of Residence CLIENT S STATE P0005S Client s State of Residence CLIENT S ZIP CODE P0006S Client s Zip Code TYPE OF CASE P0007S Type of Case SALUTATION FOR CLIENT P0008S Salutation for Client NAME OF ATTORNEY P0009S Name of Attorney meeting with Client DATE OF APPOINTMENT P0010S Date of Client s Appointment TIME OF APPOINTMENT P0011S Time of Client s Appointment INFO TO BRG TO APPOINT P0012S Information to bring to Appointment NAME OF PERSON SIGNING P0013S Name of Person Signing Letter NOTE Ifyou have created other supplemental forms for the volume and an item of variable information appears in both the current form and one of the previous forms you may assign the same supplemental token to the item in the current form as you assigned to it in the previous form To see a list of all existing supplemental tokens for a specific volume click Print gt Question Lists gt Supplemental Questions choose the desired volume and print the report Global and Volume Tokens If a Global or Volume token exists for an item of variable information in your supplemental form then in most cases you can use the Global or Volume token in your supplemental form Doing so saves you from having to create a supplemental token
196. s answers for global questions questions for each volume 3 Edit Forms Global Questions and supplemental questions You o Form Sets volume Questions can also use this menu to import another user s default answers This is useful when different users must 7 Firm Information work on the same computer or support multiple attorneys Options ab QuickText Supplemental Questions Si Manage Users Login Figure 3 27 Default Answer Sets Default Answers are answers that automatically appear as the proposed answer when a question is first asked If the default answer which appears is the correct answer then you do not have to type or select the answer You just accept the default answer and continue on to the next question If not simply make a different selection or type in the answer you want Many questions will often have the same answer such as the attorney s name and bar number You can save a tremendous amount of time and effort by setting default answers and ProDoc makes the process of setting answers extremely easy NOTE The procedures in this section do not apply to setting default answers for Firm Information fields such as firm s name address phone fax email address and Web site Click the Firm Information in Answers link to see how to set default answers for these items You can scroll through the questions in a volume and set default answers for any of the questions From the Main Menu click Customize gt Default Answe
197. s lets you backup or restore data files Database Transfer enables you to transfer contact data files to a system using ProDoc which doesn t already have access to your files You can also import contact data that was exported from another ProDoc system Registration lets you manage all licensing and registration for ProDoc including volumes and PowerPacks Check for Updates lets you check the ProDoc WebUpdate server for any updates your installation needs Simply follow the prompts to automatically download and install the updates you need Browse WebUpdate History lets you open a window to display a history of all updates you ve downloaded If you want to see updates that you have not downloaded uncheck the box labeled Display only downloaded updates Export Data lets you export contacts cases and answers to questions This is useful if you expand ProDoc to another computer system Chapter 3 Main Menu 73 Certified Mailer i certified Mailer i Law offices normally send a large RE Consultation on Case Contacts Receiving Certified Mail Bob Albertson amount of certified mail The Certified Mailer feature makes it easy to produce GE certified mail labels by automating the ere process Figure 3 50 depicts the Certified Mailer window V Retum receipt requested Fee 215 Restrict delivery to addressee Fee 4 10 You can quickly choose clients from your database or you can add addressees
198. s of the Client Case Manager section Adding and Updating Clients Adding and Updating Cases The upper left side of the Document Manager window lists the clients alphabetically by last name along with client and case IDs if assigned The Now Showing box tells you what types of contacts or clients are displayed Click the drop down arrow to select the types to display 28 iw All Contacts Active Clients default Closed Contacts Private Clients me ae E Non Clients Use the Hide Show Cases toggle button to display or hide cases Clients cases and unique IDs for each will be displayed alphabetically by last name The IDs appear only if you have chosen to use these in setup preferences Click or El to show or hide cases for individual clients 38 ProDoc Software Manual To add a new client or update the information for the highlighted client click New Client or Update Client This brings up the Client Dialog window where you perform the desired action You can also double click a client to update the information for that client Right clicking on a client brings up a pop up menu corresponding with the New Update and Delete options displayed You can also click Delete Client to remove the client from the system While a client is highlighted the same functions apply to working with cases Double click a case or highlight it and click Update Case to reveal the Case Dialog Window where you perform the desired
199. s or changes a client in ProDoc a window like the one in Figure C 11 will pop up to let you know about the change so that you are not surprised to discover new names in your client list Nickname 1 Full Name Just click the Close button The process is the same for adding new The changes made to these records are automatically made in ProDoc s matching records as soon clients or changing existing client as you close this window New records will be added to ProDoc if they were created in Timeslips information Figure C 11 Records Changed in Timeslips Defining tasks and assigning fees to tasks The Task Manager lets you assign a pre existing Timeslips task to either an individual ProDoc master form or to a form set You cannot create Timeslips tasks in ProDoc You can only assign them from within ProDoc If you do not assign a task ProDoc will use the pre defined Default task Assigning fees to a predefined task is done only in Timeslips Modifying fees for a completed document can be done in ProDoc when you are generating the time slip The tasks themselves are created in Timeslips If you want to use a task for generating slips in ProDoc you will need to assign the task to forms or form sets in ProDoc You decide which rules to follow when you bill your clients for the work done in ProDoc You should initially create a task in Timeslips intended to be your default task That means that anytime you genera
200. s subdirectory is changed to the subdirectory where the volume files are stored To delete a volume from the volumes list highlight the volume desired and click the Delete button You will be prompted to confirm the deletion and the volume will be removed from the list You will no longer be able to access the deleted volume even though deleting the volume from the volumes list doesn t delete any volume files WARNING if you delete a ProDoc volume from the list and later want to add it back you should install the volume rather than merely adding it back to the volumes list Show Installed Volumes Selecting Show Installed Volumes displays a browse list of all of the volumes you have installed You may need to refer to this list while getting help from technical support You can click the Info button to see a listing of the current changes from the last update any variances the authors of the forms and a list of forms for each volume Check for Updates To run WebUpdate click Tools gt Check for Updates The program will check Thomson Reuters online server for updates needed for your installation If updates are available the Updates for ProDoc are now available window appears You have three choices on this window e Click Download and Apply All Updates to download all updates The updates will be downloaded and a window will be displayed which tells you the updates have been downloaded You will be prompted to restart ProDoc to i
201. s the list of the latest updates installed This information includes a description of the current changes from the last update any variances the authors of the forms and a list of forms for each volume Visit ProDoc Website opens the ProDoc Web site in a browser window Send an Email to ProDoc opens an Outlook message addressed to ProDoc This message will automatically contain version installation and firm information This information will help Thomson Reuters Customer Service technicians handle your issue efficiently 84 ProDoc Software Manual Glossary Browse for Folder This window appears when you click the Browse button next to a directory dialog box You use this window to search through folders to choose where you wish to save files You can navigate through the folders by using both the vertical and horizontal scroll bars on the window You can also use keyboard navigation keys arrow Page Up Down Home etc to move to different folders Available file system folders and drives are shown in a tree structure similar to the one used by Windows Explorer You can click to expand the tree for the folder drive or click El to contract the tree Double click a folder to select it or highlight the desired folder and click the OK button Click the Cancel button to exit the window without choosing a folder Clipboard The Clipboard is a temporary Windows storage area for objects like text blocks You insert t
202. same for exporting contacts or exporting cases Chapter 3 Main Menu 81 pol Select Contacts Name mp C Clients only Last Business name First name Middle name Cli David Blaine Mi Select All LI Carlson Trevor william oot E Smith John a ont LI Smithson John Q oot Flip Unselect All Flip All Previous Next P Query HU gt Select Si Unselect SR Show selected Figure 3 59 Select Contacts Window el Select Cases By Case Description In Case ID Description Case ID Contact Business name dE Divorce Blaine01 Alfred David Blaine L Divorce BlaineO2 Alfred David Blaine L Divorce SmithO1 Smithson John D L Dwi 00022 Smith John Q L Estate 00021 Carlson Trevor William Ka gt ES Lei Select Unselect TE Show selected When selecting contacts for export you can display your list by Name or by ID If desired you can click the Clients Only box to only display clients Use the buttons at the bottom of the window to select or unselect individual contacts and view only those you ve selected Use the buttons on the right side of the window to quickly change your selections flip one or all selections search the database for a particular contact move the highlight to the previous or next one selected or perform a query to find those who match selected search criteria When selecting cases or case answers for export you can display your list by Case
203. sasustsasnabasueetacsatesuuses 42 Print Case Data Sheet Menu ooo tssssssssssscsscccceeeeeeeeesneeeeeeeesesssssssssceneeeeensssssesees 42 Print Form Lists Menu csssssscccnsseccenssecenseeecennceceennsenenaseeeennsesenonsesensenssennues 43 Print Global Questions Menu ott ttsssssssssssssccceseeeeeeeenseeeeeeeessssssssssceceeeeoosssssesees 43 Print Volume Questions Men tsssssssssssssscceeseeeeeseneeeeeeeesessssssssseceeeoossssssseees 44 Print Supplemental Questions Menu ___ cscscsccsseseseseseeeeeeesssessesesscccceeecessesseees 44 KOENEN eege Eeer 44 Print Labels Menu joo ccc sestatsansnevacccuascuasauaussaisesavansueseucuuueasssagdadvautusavesisueusacedasds 46 USD AC OUNEN 46 Print Preview Window Menu sc ssssssssssseeeeeeeeeeeeeecesecccesceesseeeseneeeeeeeeeeseseoees 46 Customize Men gege ggs g ie gd Sege ge ege KEE ere KENE Sege AEN eege nace 47 Document Formatting Menu tttsssssssecccccccccesssssesssseseeeeeesnessssssssnsnegnnsngseesesees 48 Supplemental Forms and Questions Menu ttsssssssssssssssseseeeeeeeenseeeeeessesseeeaes 52 Default Answers Menu cccsccssssssssssssesssseeeeeeeeeeeeeeeseeeceousccnsssseeenseeeeseeeesessooes 54 Edit Fom S Men eet EE Seege 57 FORM SETS MOMU EEN 57 QuickText Menu eebe 58 Firm Information Momus 5 cissiisnossdncvescuenaususuaikwaivanaveseuevewousuaauusdastsaasvivawsowadeuends 59 Kitenge tere ee geed ee 60 EU LU E 60 Word Processor Settings io sssicasccsacucarssateudc
204. se A1500V FLNSPYV the caption is single spaced and then the form resets line spacing to 2 If the user set line spacing to something different in the format option in ProDoc then this code will override the double spacing with whatever the user set L1300G this global loop loops one time for each Respondent It has logic which presets the count to 1 when the user is preparing Family Law documents P1308G this global merge question asks for the name of each Respondent Since the loop it is in L1300G is preset to 1 for family law the user will only be asked for the name of one Respondent ELOOPG this end loop token signifies the end of the loop for the respondent s name D1500V this delete object deletes the following paragraph if there are no children in the case A1500V I2004V this assembly insert code inserts ren if there are more than one child in the case I2008V this assembly insert code inserts are or is depending on how many children are in the case M1504V this merge insert object inserts the name s of the child ren into the document in a formatted list A formatted list means if there are more than one child there is a comma between each name and an and before the last name E1500V this end delete token marks the point to quit deleting if there are no children NAO01V these numbering tokens will sequentially number each of the paragraphs in the completed
205. sembly sessions will be automatically displayed as the proposed answer whenever appropriate to the question You can have an unlimited number of clients in ProDoc and each client can have an unlimited number of cases Note Normally you will enter new clients and or cases during a document assembly session as discussed in Chapter 2 While a case file should normally be created for a single legal matter such as Estate Planning or Divorce you are not restricted to using only one ProDoc volume If necessary you can assemble documents from several volumes in a single case file Clicking Client Case Manager brings up a window like the one shown in Figure 3 6 This window displays the clients you have entered the cases phones correspondence addresses and custom fields for each client and case It allows you to add update and delete these items E Client Case Manager The client case list will be blank Now Showing Active Clients wi Client Information Giient Custom Fields for new customers until they have i Correspondence added new clients and cases 8 E Hide Cases Dear Mr Adams S D Client Name Gest Al Ae Adams Then as in Figure 3 6 it lists all Adams John M 4D0001 EI 123 Dilbeth wi i i Custody and visits AD0002 Upper Manateba Lake New York 66671 previously entered cases and Divorce w children AD0003 clients L will and estate AD0004 Albertson Bob d FE Divorce wochen AL0001 Ze Note the flat bl
206. sembly session without client and case by clicking in the box labeled Don t use a case file You will then skip case selection The Select a Case window lists existing clients and all cases for the clients Here you can select cases see and modify related client case data and create new clients and cases Figure 2 3 depicts the Select a Case window Select AC i selec Note the flat blue button at the right of the Now Showing Active Clients window You can click it to expand the window to reveal client and case details This is LZ Hide Cases discussed in more detail in Chapter 3 Client Name Client CaselD C The client case list will be blank for new Divorce Blaine customers until they have added new clients and Divorce Blaine02 cases Then as in Figure 2 3 it lists all EN w s Eb Carlson Trevor Wiliam 0004 previously entered cases for the selected client Divorce w children 0005 Lt d P OE 0003 If you are a new customer with no clients listed L Be Ze you will want to click the New Client button e Rao sorte 0002 Scroll down or see Step 1A for more help After Divorce bo you add the client you can add a new case with the New Case button Scroll down or see Step 1B for more help After you add the case click a New Client Update Client lt Delete Client OK to return to the Select a Case window Figure 2 3 Select a Case Window Km EE To select a case for assemblin
207. ses are short descriptions such as Divorce or Estate Planning Only click the Override Document Placement and Directory box if you want to override the default setting for this particular case You can type in the path or click the browse button The Directory Browse Window will appear use this to find the desired location Filename This field will not be visible if you chose in setup to have ProDoc automatically use the form Chapter 2 Assembling Documents 21 title for filename Use this field to enter a file name to store all files for the case Specifying the filename here prevents manually typing it for each document assembly session Click the Custom Fields tab if you have set these up earlier and wish to enter appropriate information A window similar to Figure 2 7 will appear po Case Will Be Added bs In this example Case Custom Fields were set up which included Judge Court Clerk and Opposing Counsel Case Information Custom Fields Judge Court Clerk Type in the information as needed then click the OK button to return to the Select a Case window Opp Counsel Custom4 Click the Select Case button on that window to use the new client and case for document assembly Custom Figure 2 7 Enter Case Custom Fields Window NOTE If you are finished with adding a new client and adding a new case you may want to either go back to Step 1 to rev
208. ssemble Documents Menu Choice Chapter 2 Assembling Documents 17 To begin assembling documents click File Assemble Documents or click the Assemble icon PA assemble on the left side of the toolbar Phase 1 Establish Assembly Settings The Starting Document Assembly window appears shown at Figure 2 2 This window is used to start an assembly session It lets you specify which case file to use which forms to assemble where to save completed documents and which default answer set to use Note the flat blue button at the bottom of the window You can click it to contract the window to only reveal Steps 1 and 2 or click it again to reveal all four steps In later assembly sessions you may wish to skip Steps 3 and 4 ProDoc remembers your choice when opening the window again po Starting Document Assembly Step 1 Select a client and case Client Case C Don t use a case file Step 2 Select a volume and the forms you want to assemble Select forms v C Review prior answers Step 3 Tell ProDoc where to save the completed documents Directory C Clients users Documents will be saved as C Clients users form title Step 4 Extra Options Default answer set PRIMARY SET af Start Assembling Figure 2 2 Starting Document Assembly Window Step 1 Select a client and case for storing your answers If you are a new customer and have no clients cases entered you should s
209. st and make a selection Most of the ProDoc software s browse lists include locator fields This means when the list is selected you can simply type the first few letters of the selection you want and ProDoc will instantly jump to it As you type letters they are displayed in the locator field usually located above the top left corner of the list so that you can see what you have typed For example if you want to jump to form 3 16 in the form selection screen simply type 3 16 When you enter 3 ProDoc will jump to form 3 1 and the locator field will display 3 As you continue typing 16 ProDoc will jump to form 3 16 and that is what is displayed in the locator field If you want to jump to a different entry you will need to clear the locator field To do this simply press Backspace to delete each letter or press the up or down arrow key once For example after you type Smi to jump to Smith you will need to clear the locator field before you can type Ada to jump to Adams NOTES The screen figures in this chapter are typical of what a Windows 98 ME NT 2000 XP Vista user with ProDoc installed on a local hard drive sees This chapter has been written for new and existing customers alike So many of the screen figures depict accurate information typical of what you will encounter Toolbar Buttons A Rz b 2 Assemble Microsoft Word Small Office Suite Cert Mailer Client Case Document Figure 3 1A Main Menu To
210. t Timeslips Synchronizer k The Synchronizer window will be different depending on which application is the new one for you Path to Prodoc File Timeslips entries shown in red do not have a match and will be added to ProDoc if possible x Gaited Timeslips Clients amp Projects NOTE Before the GE 9 0002 John Q Smithson synchronization when you run 1 9 0003 John Q Smith t Expand All 1 9 0004 Trevor William Carlson T ProDoc you may see an error message stating There are no records to Process This is because each time you run ProDoc it will build a table with v4 Clear Sync D 8 Table matching records in ProDoc and Timeslips Add t o TS gt gt Case or NickName1 Change Change A Client ID Lag ID ee A GE Di Begin Figure C 7 Synchronization Window From ProDoc to Timeslips As a new Timeslips user running the synchronizer for the first time you should see something like the window shown in Figure C 7 The list on the left side is your ProDoc contact file and linked to each client are the case s for that client This type of display is called a tree To see the cases for each client just click the sign to expand that branch of the tree The blue cross icon means that this record is not yet synchronized The buttons in the center of the window are usually not used in initial synchronization These are used in later sessions Click on the Help ic
211. t Manager Gy Windows Explorer fi Find A Document Now Showing Active Clients EX H Hide Cases Client Name Client CaselD a Doe Jane Divorce 2 a Doe John H Jr 3 2007 09 30 1 Documents for Case Will Title Create Date Durable General Power of Attorr 2 01 2007 Motion and Order to Open Safe 2 01 2007 Motion and Order to Open Safe 2 01 2007 Revocable Living Trust for Marri 2 01 2007 Will with pourover option for livir 2 01 2007 Author Directive to Physician Man 2 01 2007 PRO PRO PRO PRO PRO PRO E i Criminal Defense m6 Divorce Landlord Dn Dugan Brian Child Possession 1234 a ay gt New Client f gt New Case 2 Update Case De Delete Case Lt EP Open File 2 Reassemble 7 Add 2 Update XX Delete Figure 3 13 Clients amp Cases Document Manager Window This window is resizable to let you see more information You can click and drag any vertical line separating columns to allow more or less room for each column Where scroll bars are displayed you can also scroll up or down through the lists or scroll the view from left to right Left side Clients and Cases NOTE The display navigation client and case functions included in this window are the same as those covered in detail in the Client Case Manager section of this chapter Click the links to jump back to the applicable portion
212. t appears This location can be a floppy disk a directory on a standard hard drive or a network location e Similarly in the event of system failure file corruption or other reasons you may elect to click Restore from the main screen menu to restore the client and case information backup file back to the ProDoc home directory In this case this window should reflect a Backup from location which is usually the same floppy disk or hard drive you previously backed up to NOTE The Backup and Restore menu options are disabled while other ProDoc tasks that use the case information files are running Database Transfer Tools D Certified Mailer g Design Labels Repair Data Files Backup Data Files gt Selecting this option reveals two choices Transfer Contact Data Out and Transfer Contact Data In as shown in Figure 3 54 When you choose either option a window appears where you select the drive and directory for each transfer in the backup files dialog window You can transfer data out to or Database Transfer Transfer Contact Data Out in from any file location or drive Registration gt Transfer Contact Data In available to your computer Export Data gt Figure 3 54 Database Transfer Menu After you make this selection you can select one or more contacts whose data you wish to transfer 76 ProDoc Software Manual Registration Menu Tools A Certified Mailer BY Design Labels Repair
213. t qualified users during regular business hours The phone number for support is 800 759 5418 You can also send an email to tech prodoc com Other Available Support Resources e Help buttons on each ProDoc window e Quick Reference Cards e At the ProDoc Web site e Online Tips and FAQs e Computer Based Training CBT Modules e Periodic Internet live training seminars e Schedule training seminars in your area ProDoc Website You are also invited to visit our Internet Web site at www prodoc com which provides helpful information such as ProDoc Tips Tech Notes a list of frequently asked questions answers FAQs and computer based training modules for major ProDoc functions You can also schedule training seminars convenient to your location subject to geographic availability and join live seminars conducted over the Internet Current and prospective customers will also find a wealth of information about ProDoc including major features and sales information Our Web site is constantly undergoing changes so be sure to visit often Let us know how we can improve its overall content to better serve your needs 4 ProDoc Software Manual ProDoc Program Introduction Welcome to ProDoc Congratulations You have purchased the finest document assembly system for legal professionals available today It is a revolutionary tool which vastly increases office productivity by automating repetitive document assembly tasks S
214. t your word processor and return to ProDoc Subsequently assembled documents to which the configuration file applies will contain your additions or changes Supplemental Forms and Questions Menu Supplemental Forms allows you to access any forms that you ve created and added to ProDoc software s thousands of professionally developed master forms See Appendix D of the software manual for help on creating your own forms Supplemental Questions lists supplemental questions you ve added to your ProDoc installation to tailor it to your needs You can also add change or delete supplemental questions here Clicking this choice brings up the Volume Selection window Choose a volume that holds supplemental questions you ve created or one to which you want to add supplemental questions and click OK A window appears similar to Figure 3 25 Either a list of supplemental questions you ve created for the volume is shown or the window will be blank if you are adding questions to a particular volume for the first time Chapter 3 Main Menu 53 To add a new question click New To update or delete a question click the question and cl ren click the appropriate button P2000 Local Client with a foreign spouse RS Supplemental Forms for Adoptions You can click the Change Volume button at the bottom of the window to view supplemental questions in a different volume or add them to d New Le Update Ge Delete the volume Figure
215. te a document in ProDoc for a case and you have not assigned a specific task for that form or form set ProDoc will use information from the default task You can always change or cancel this Slip before it is sent to Timeslips Creating this default task is the best way to get accustomed to this feature In due time you will develop your own guidelines for which forms or form sets you want to create individual tasks for When you define a task in Timeslips it should be set as billable and the rate type should be Flat rather than hourly Appendices 113 B i Task Manager E 5 E Figure C 12 shows the Task Manager Timeslips Tasks for the selected Database Select the volume first which is used to assign Timeslips tasks to SEN SE parte specific forms or form sets You access the Default ProDoc Document Default fo None e x Geet fo None tumericat iphabligal Task Manager Wizard by clicking Tools gt H H H H Timeslips gt Timeslips task manager S from the ProDoc menu CHAPTER 36 TERMINATION SET Original Petition to Terminate Par 38 02 Order of Termination CHAPTER 37 ADOPTION Sea Original Petition for Adoption of __ 37 02 Order Granting Adoption CHAPTER 38 TERMINATION AN E 38 01 Original Petition for Termination 38 02 Order Terminating Parental Right CHAPTER 39 ANCILLARY FOR HE 39 01 Affidavit of Status 38 02 Ange of Waiver of Interest in 39 03 Affidavit of Waiver of Interest in inina it i gt
216. ter forms also include special character strings called tokens which tell ProDoc how to assemble the document and which questions to ask during the assembly process Master forms for each volume library are stored on your hard disk in a subdirectory under the main ProDoc directory It is possible to customize master forms using WordPerfect or any other word processor which can read and write documents in the WordPerfect format Information on customizing master forms can be found in chapter 3 of this manual ProDoc goes through five separate steps in the process of preparing your documents 1 Transaction Setup In this step you select the volume you want to work with select the master forms you want to assemble completed documents for specify whether you want to view the document during the merge or fill in the blank phase tell ProDoc whether to save your answers and specify where to save the documents after they are prepared Assembly Questions In this step ProDoc asks questions that allow the program to assemble an intermediate document from the master form The questions are asked using logic programmed by the ProDoc development staff This logic instructs the program to skip irrelevant questions offer preset default answers copy prior answers assign answers based on logic or perform other time saving functions Intermediate Document Creation In this step ProDoc takes the answers you entered in the assembly questions and delet
217. ter on which ProDoc is preferably installed A peer to peer network is a good choice when you have only a few computers you do not expect your network to expand in the near future your budget is restricted and security is not an issue Each user does the day to day administration at their computer There is no central administration to maintain and a relatively low level of security The cost of setting up a peer to peer network is also minimal You need not purchase a dedicated network operating system a server All that s needed is a network interface card for each computer a network hub and sufficient network cable to physically link all computers together It is reeommended you use Windows 98 ME 2000 XP Vista or NT workstation 4 0 Peer to peer networks normally require less administration The only drawback is an increased potential for slower data exchange rate between the workstation and the host computer Your local computer technician can probably assist you in setting up this type of network Appendices 89 Client Server Networks This is the more sophisticated type of networking environment A sole dedicated computer acts as the network server The computers networked to it act as clients ProDoc is preferably installed only on the server A common misconception is that you must purchase a large powerful computer marketed as a server While that is sometimes true small networks may only require a reasonably capab
218. the Internet b After entering the confirmation code click the Complete Registration button A window will appear telling you the registration process is complete Click the Continue and Run ProDoc button Register Later and Run ProDoc If you choose this option A window will appear informing you that a temporary registration has been created for you which will expire in 15 days The ProDoc Registration window will appear each time you run ProDoc for the next 15 days to help you register To register while you are working in ProDoc click Tools gt Registration gt Register ProDoc and use the steps in the Register section above If you don t register within 15 days you will only be able to use ProDoc after you register the software Exit ProDoc without Registering If you choose this option the registration window will appear each time you run ProDoc After you register it will no longer appear Setup Windows After you select your choices for registration other windows appear to help you tailor the installation to your needs Chapter 1 Installation and Setup 13 e Logging In The program will ask you to enter login initials or name Type your initials or login name depending on your preferred method in the field provided Your initials or login name can be up to 20 characters long Since this is the first time these initials have been used a message box will appear stating that you have not logged in with these
219. the Supplemental Form dialog box Supplemental Form Dialog Box This box contains two fields to fill in Filename Enter the filename for the form This is the filename component under which you saved the supplemental form when you were in your word processor For example if you saved the form as C prodoc txlit ltr1 doc then the filename you would enter here would be Itr1 doc Title Enter the title of the form e g confirmation letter exactly as you want it to appear in the Select Forms window and other windows It should be descriptive to make it easy to find the desired form in a list Step 8 Test the Form After creating the form and adding the form and any new supplemental tokens to the database you should generate a document to test the supplemental form Start a document assembly session When you arrive at the Select Forms window select the volume for which you created the supplemental form then select the Supplemental tab This will display a list of all the supplemental forms in the volume Select the form that you just created from that list in the same way as you select forms from the main forms list After assembling a document from your newly created supplemental form examine it to insure that the answers to the questions appear as expected Appendices 121 Appendix E Backup and Restore BACKING UP FILES Most people inadvertently delete files at one time or another Hard disk drives can fail after
220. then see something like z the window in Figure C 9 which The databases listed below are connected with the current database Timeslips can automatically update data in S R connected databases based on changes in either database confir ms that both applications are Timeslips can establish connected databases automatically for example using the File New Database Based on 4 Current command Third party programs that can share data with Timeslips can also establish connected databases properly linked together DEE Legal Systems Inc Prodoc Y Seen 4 12 32 PM Se You can click on the View Records button to see a list of all your Timeslips clients cases records with a Yes displayed in the Connected column If you are not sure about synchronization for one particular record this is the place to look Figure C 9 Connected Databases Window From Timeslips to ProDoc If you are a new ProDoc user the only real difference is that the empty list will be on the left side in Figure C 7 with your Clients Cases relation tree on the right side Click on the begin button and watch your records being converted synchronized into ProDoc Both together If you were using both applications before the synchronization was available you should refer to BOTH existing Timeslips user above and existing ProDoc user above as the synchronization process will attempt to match records from ProDoc client IDs and case IDs with Tim
221. this appendix thoroughly before proceeding to integrate ProDoc and Timeslips Step 1 Setting up ProDoc before synchronization There are some specific requirements in the synchronization with Timeslips which you will need to satisfy before synchronizing 1 From the Main Menu click Customize gt Options then click the Timeslips link on the left side of the options and settings window See the Timeslips Settings section of this manual for a view of the screen Select the box labeled Enable the Timeslips Connection If desired click the On radio button to have the synchronizer start each time you run ProDoc If you do this ProDoc will attempt to connect with Timeslips in subsequent program starts If you select Off you will need to use the Tools menu to manually start the synchronization process c You will now have a new menu option under the Tools menu titled Timeslips which branches to Timeslips setup Timeslips synchronizer and Timeslips task manager You will use these menu items while managing ProDoc and Timeslips interactions 2 We recommend that you assign Client IDs and Case IDs in order to simplify the synchronization a First set up ProDoc to use unique Client and Case IDs From the Main Menu click Customize gt Options then click the Clients amp Cases link at the left of the window Ensure both boxes on this window are selected See the Client amp Case Settings section of 104 ProDoc Software Manual
222. time you start ProDoc ProDoc Settings You have different options to check if changes are made to Clients and Cases in Timeslips Check for Changes Network users may NOT want to check for changes from the workstation Click help below for additional information IV Check Changes ON 7 Timer You may want this check to be made once when you start ProDoc or regularly following a delay that you define D Timer ON Login Each time you connect to Timeslips via ProDoc ProDoc needs to know which Timeslips database you want to use Do you want the aplication to use the last accessed database or to have a dialog asking you which one you want to login to Dialog to select Timeslips Database ON Slip generation Do you want to ALWAYS generate slips to be ASKed each time or NEVER generate them after your assembly session Always C Ask C Never Help Exit Previous lt 4 gt gt Next Figure C 5 Synchronizer Settings Window 4 In a networked environment it would be most efficient to have only one workstation checking for changes in the Timeslips database Since these settings are per workstation we recommend that this checkbox only be set ON at one workstation on the network The workstation which checks for changes should be one which is used every day If you uncheck this box choices for the timer settings will disappear If you uncheck Timer ON changes made to your Client Cases database in Timeslips would only
223. tings Window 5 Regardless of any default values you enter here you will be able to cancel or edit any slip before ProDoc sends it to Timeslips If you are synchronizing for the first time accept the default settings and click Finish Step 4 Start the Synchronization process Depending on your particular circumstances one of the following scenarios probably applies to you e Ifyou are already a Timeslips user and just acquired ProDoc to assemble your legal documents read the section below called From Timeslips to ProDoc e Ifyou are a ProDoc user and just installed Timeslips you will want to read about From ProDoc to Timeslips e If you were already using both products but with a previous version where the synchronization between the two was not available read about Both Together NOTE This distinction is valid only for your first use Once both databases are synchronized the process will be the same whatever history you have After you have complied with the prerequisites discussed above ProDoc and Timeslips will be properly configured You can now begin the synchronization process To start the synchronization process open ProDoc and click Tools gt Timeslips gt Timeslips synchronizer A window similar to Figure C 7 will appear NOTE If you don t see this option in your Tools menu there is a problem with your Timeslips installation and ProDoc cannot find it Appendices 109 ProDoc lt g
224. to bring up the QuickText selection window Copying a QuickText Entry Click the Copy QuickText button The window that appears is depicted in Figure 3 33 This window allows you to copy other users QuickText records for your own use The window displays other users who ve created records and the records they ve created in a tree format You can select individual records to copy or you can copy all the entries made by another user E copy QuickText V You can click the Show Hide Description button to toggle between H Hide Description Bobby Lynn Jo Clark Select QuickT ext To Copy a e So icon and displaying users and lt displaying only users denoted by the 2 H E Causal Date Lg their records denoted by the l icon You can click the icon to expand a user tree and reveal records You can click the icon to contract a user tree and hide the records gt leg Select I Selectan DK Unselect all Items Selected 0 af OK Figure 3 33 Copy QuickText Window To select one or more QuickText records to copy 1 Click a record to highlight it The actual entry will then be displayed on the right side of the window Ifthe entry is a date the format for the entry will be shown Click the Select button to select the highlighted entry A green check mark will appear next to the entry on the list Repeat this process for any entries you wish to copy If you wish to select a
225. tom Client 2 een Custom Case 2 Court Clerk Custom Client 3 DR Custom Case 3 Opp Counses Custom Client 4 Emai Custom Case 4 Custom 3 Custom Client 5 Custom5 Custom Case 5 Custom5 Custom Client 6 Custom Custom Case 6 Custom Figure 3 46 Custom Fields Settings Firm Information Fields Settings If available Click the Firm Information link on the Options and Settings window to bring up a box similar to Figure 3 47 This box lets you enter or edit relevant firm information except your Firm Name which cannot be changed here so you can avoid entering it on each document form or report The Firm Name field was completed when you registered ProDoc If you need to change the name go to the Main Menu and click Tools gt Registration Change Firm Name Click here for detailed help with this menu choice If available The required entries are Firm Name already completed the first Address field City State Zip Code and Phone The other fields are optional but you should still complete the fields that apply to your firm Enter the information carefully this information will appear on many of your documents Chapter 3 Main Menu 71 Firm Information in Answers The Firm Information fields are entered when you install ProDoc The information in these fields overrides any changes made by setting default answers or changing case answers ProDoc will always display the current
226. ton and selecting the directory Subdirectories will automatically be searched Documents matching your criteria will be displayed in the right side of the window Documents you find outside of ProDoc databases can be dragged and dropped to the Document Manager window to include them in your ProDoc database Click a file hold the left mouse button down and drag the document to the left side of the Document Manager window to a client or case or to the right side then release the 40 ProDoc Software Manual button Documents and files you add to clients and cases can be opened edited and saved with their associated program For example Word documents will open in Word if you highlight the document and click the Open button You can correct any drag and drop mistakes by repeating the same operation inside the Document Manager window You can also click the button labeled Advanced Database Search to search only the ProDoc database with a variety of matching options and criteria Click the Help button when you use this screen to see all available options and controls Case Answers This menu choice brings up a list of all the questions you have answered in a case which you can quickly edit so that your case documents reflect correct information This changes only the answers in the ProDoc data files not in the documents already assembled To insert the new answers into your documents you must reassemble the documents
227. u must enter at least a login name If you enter no other information the privilege level will default to User Update Click this button to edit any of the above information for the highlighted user Delete Click this button to delete a user A confirmation window will appear Click the OK button to delete the user or the Cancel button to keep the user You can right click a user name and click the New Update or Delete selections on the pop up menu to perform the same functions Configure New User Settings Click this button to specify default personal settings for new users A confirmation window will appear which states that settings for existing users will not be affected To continue to the settings window click the Yes button To stop click the No button If desired you can specify initial personal settings for document assembly completed documents and WebUpdate Settings for Word Processor Graphic Forms and Miscellaneous Personal Settings categories cannot be changed these links on this window are inactive Individual users can change these settings later if desired Click the Help button on each setting window for more detailed help An explanation of these settings is available at the following links Assembly Settings Completed Documents Settings and WebUpdate Settings Compatibility Mode If a program will not run under Microsoft Vista or Windows XP these operating systems attempt to run the program so that it thinks it s o
228. ucture The L token for the number of petitioners is L1200G So to insert the petitioner s name in a form using P1208G use the loop structure L1200G P1208G ELOOPG rather than P1208G Appendices 97 SAMPLE ASSEMBLY SESSION Assembly Questions The first step in an assembly session is to ask a series of questions and perform calculations necessary to do the initial cutting and pasting which creates the form The tokens for these questions and calculations are contained in a list which is stored in a database file A sample list is reproduced below C0001G calculator that transfers client s name from Client Case Manager P9005G Question County where the action is pending Some counties have local requirements A0100V Question Describe your client A1200G Question How many petitioners are there L1200G loop once for each petitioner CPETIV calculator that transfers client data from Client Case Manager P1208G Question Petitioner s full name P1240G Question Petitioner s birth date A8605V Question Describe the Petitioner ELOOPG end of loop A1300G Question How many respondents are there L1300G loop once for each respondent CRESPV calculator which transfers client data from the contact manager P1308G Question Respondent s full name P1340G Question Respondent s date of birth A8610V Question Describe the respondent ELOOPG end of loop A1500V Question Number o
229. ue button at the Property dispute ALO002 Type Number g R R Allgood Stephanie right of the window You can click O Divorce ALLGOI 7 A Visitation Custody ALLGO2 SC PED e A to reveal si client and case details or contract Ia New Cient 7 Update Client lt Delete Cient it to only reveal clients and cases Figure 3 6 Client Case Manager Window Left side of Client Case Manager Window visible in both basic and expanded mode Chapter 3 Main Menu 33 Clients cases and unique IDs for each will be displayed alphabetically by last name The IDs appear only if you have chosen to use these in setup preferences The Now Showing box tells you what types of contacts or clients are displayed Click the drop down arrow to select the type to display 22 iw All Contacts 2 Active Clients default Ee Closed Contacts Private Clients i Non Clients Use the Hide Show Cases toggle button to display or hide cases Click or Elto hide or show cases for individual clients You can drag the vertical line column separator left and right to allow more room for a particular column You can also use the scroll bar at the bottom of the section to move the column view to the right To add a new client or update the information for the highlighted client click New Client or Update Client This brings up the Client Information Dialog window where you perform the desired action You can also double click a clie
230. use SOS In ProDoc Click Tools Backup Data Files Restore i Ifyou are using a network installation ensure no other users are logged in and click Yes on the warning window If ProDoc is not networked click Yes on the warning window li Click Restore on the next warning window iii Enter the location of the backup files in the Files to Restore Location window Click OK Your client case and document list will be restored ProDoc and SOS users Perform these steps in SOS if you performed backups through SOS i Click Utilities gt Back up data files gt Restore data files ii Enter the backup file location on the Files to restore location window Click OK Your data files will be restored for both ProDoc and SOS If you backed up your completed documents locate the backup folder location a Users who used default document locations can then copy either the C Clients folder to the ProDoc installation directory C ProDoc if installed to the default location on a stand alone computer or copy all backup folders named after clients to the Clients folder in the ProDoc installation folder If you see a warning about overwriting existing files confirm that these should be overwritten Your backed up documents will then be restored Users who did not use default document locations should copy the backup document folder s to the same location on the drive in which these were placed before Your backed up documents will then
231. ust fill in the custom fields provided if any were established by you in system options settings E Client Will Be Added Client Information Close Client Correspondence amp Phones Custom Fields Name Last First Middle Suffix Smithson John 19 If DOB 121 1980 SSH Prefix Business Name Non Client E Eye 123456769 Client ID 0002 DLE Address 10002000 200 Hubertus Rd Email smithson aol com City Cibolo Customs State TX Zip 78108 Custom Lal Override Document Placement Directory C CLIENTS USERS Figure 3 8 Client Custom Fields Tab The same functions on the left side of the Client Case Manager Window explored earlier for clients also apply to working with cases Double click a case or highlight it and click Update Case to reveal the Case Dialog Window where you perform the desired action Clicking New Case also reveals the window Clicking Delete Case removes the case from the system When you double click a case or click the New Case or Update Case button a window similar to Figure 3 9 appears Chapter 3 Main Menu 35 po Case Will Be Added If you use Case IDs enter the appropriate one here The ID must Case Information Custom Fields Dose Case either be blank or be a unique set of Case ID SEER characters for each case If your 3 firm doesn t use Case IDs you can Date 3 03 2006 B turn this feature
232. will be pasted into the fill in the blank answer The name should be descriptive so you can easily find a QuickText entry during document assembly Text can be entered as a single line or as multiple lines formatted as you would like it to appear in the finished document A QuickText entry can also be used to paste the current date rather than a fixed block of text To create such an entry select the Date option The text field will be replaced with a drop down box containing all the available date formats Select the how you want the pasted date to be displayed You may assign a hot key to any QuickText entry using the Hot Key drop down box Delete QuickText Record To delete an entry highlight it and click Delete You will be asked to confirm the deletion before the entry is removed NOTE To use a QuickText entry to paste a text block or the current date into a fill in the blank answer move the cursor to the point in the answer where you want the entry to be inserted Then click QuickText This brings up the QuickText Selection window Highlight the Chapter 3 Main Menu 59 desired entry and click Select The question window will appear with the entry pasted into the answer Alternately you can use a hot key to paste a QuickText entry with a single keystroke After moving the cursor to the point in the answer where you want the entry inserted simply press the hot key for the entry The entry will be inserted without you having
233. xas 78108 Client ID 0002 correspondence and phone information Address 200 Hubertus Ad Phones D E TORES ProDoc will remember your choice Ciy Groe Blackberry 508 880 3999 and will subsequently open the State TX mm window expanded or contracted La Override Document Placement Directory C CLIENTS USERS New L Update E Delete Figure 2 4 Client Will Be Added Window Fill in each field of the Client information tab as shown at the left of the window Leave the Override Document Placement box unchecked to use the default directory you specified in document settings Only check the Override box to specify a different directory for this particular client After completing the information on the left click the Refresh button on the right to copy envelope addresses from the left to the right At the right side add a Salutation for correspondence 20 ProDoc Software Manual Enter phone information on the right side by clicking the New button In the window that appears select the type of phone and enter the number in XXX XXX XXXX format Click the Custom Fields tab to reveal the custom fields entry box on the window like the one shown in Figure 2 5 Client Will Be Added If desired enter any Custom Fields Client Information Close Client Cartespondence amp Phones Custom Fields information for the custom fields Name 7 DOB you have set up earlier as shown in
234. you have designated as the Host computer Each Windows client workstation or peer computer should have a shortcut icon on its Windows desktop to start ProDoc Refer to Setting Up User Workstations discussed later in this appendix for assistance with creating shortcuts and icons This installation method creates a centralized database for storage of client and case information and data files It also permits all network users to access Client Case information entries made by other networked users This eliminates duplication of data on individual workstations and ensures all documents are centrally located and contain consistent information for each client and case A ProDoc network installation is also the simplest to keep current since periodic ProDoc update releases only need to be installed once to the server or host computer NOTES e ProDoc is normally installed to a mapped shared network drive location such as F ProDoc Optionally you can install ProDoc under a Universal Naming Convention UNC scheme where computer names are substituted for a drive letter for example GEORGE PRODOC Contact your network technician if you are uncertain about how your network is configured e ProDoc will work properly when deployed on Citrix and Linux based servers Installing and Configuring ProDoc on a Network Step 1 Install the program Begin by installing ProDoc on the network server or host computer Insert the CD and follow the prompt
235. you might also want to create a series of tasks in Timeslips that are keyed to a dollar value such as created a 25 ProDoc document You would also have tasks for documents valued at 50 75 etc Then you can assign them to each applicable form by dragging and dropping the form from the right hand pane to the bottom left pane in the task manager Generating Slips Finally you are ready to generate slips in ProDoc as you assemble documents for a case Generating slips is a seamless process in ProDoc If you select a client and case at the beginning of the assembly session and that case is properly synchronized ProDoc will generate a slip When the slip is presented at the end of an assembly session you can edit any significant information like the timekeeper the dollar value etc before sending the slip to Timeslips You will still be able to edit the slip before billing the client in Timeslips Your settings on Window 4 of the setup wizard will affect how slips are generated You may select to NOT generate slips which could be useful if you are still making tests and you do not want your actual database to be affected by these tests You can also select NOT if you have Timeslips but you don t yet want to use it from within ProDoc 114 ProDoc Software Manual Prepare Slips To Be Generated ei In any other case you should see a window DE Dard e like the one in Figure C 13 when ProDoc is SES i Tina Keepe
236. you would like to enable the feature that allows you to synchronize Timeslips and ProDoc for client and document billing purposes Synchronize at Start Click the On button to have ProDoc automatically start the synchronization of Chapter 3 Main Menu 69 Timeslips and ProDoc data when you start ProDoc Click the Off button to synchronize data only when you choose to do so Use this window s Timeslips Name Mapping tab to match the Nickname 1 Nickname 2 and Nickname 2 custom field parameters in Timeslips to match the corresponding fields in ProDoc Select the entry types with the drop down arrows next to the fields If you leave these fields blank Timeslips will use Client and Case IDs for the Nickname field Use the Timeslips Phone Type Mapping tab to match the Timeslips and ProDoc phone type fields Select the phone types using the drop down arrows next to the fields Phone Types Settings Click the Phone Types link on the Options and Settings window to bring up a box similar to Figure 3 44 Timeslips users can use this tab to change the order of phone number listings to conform with the scheme in Timeslips ProDoc allows you to store many phone numbers for a client Timeslips limits this option to four phone numbers Phone Types Business Move Up ne Move Down A Figure 3 44 Phone Types Settings Use this window to insert change or delete phone types for your contacts with the controls pr
237. your registration If there is ever a problem with your registration code this selection allows you to change your registration code or enter a new registration code then go through the registration process again Change Firm Name If available To change your firm name click Tools gt Registration gt Change Firm Name This selection allows you to change your firm name and your account and contact information There are two selections on this submenu Change by Internet and Change by Phone If you have an Internet connection it s best to use the Change by Internet selection e Selecting Change by Internet brings up an internet log in screen You will need your customer number located on your invoice shipping advice or billing statement and your web password which was provided to you after you registered Simply log in and update your information e Selecting Change by Phone brings up a window listing details about your computer Chapter 3 Main Menu 77 and ProDoc installation and your Firm Name You can edit your firm name in the New Firm Name field You will then need to call us at 1 800 759 5418 to obtain and enter the Thomson Reuters Supplied Confirmation Code Enter it and click the Change Firm Name button to make the firm name change The technician you speak with will help you complete any other necessary actions e If you decide not to make any changes click the Return to ProDoc button Uninstalling V

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