The Docs tab shows all documents that are associated with a case. Documents created in ProDoc are automatically included. You may also add documents created in your word processor to this list.
From the Docs screen you may open a document from the list of completed documents, open Windows Explorer and move documents into the Docs list, and search for a particular document. You may also start a ProDoc assembly session for the client and case that are highlighted, re-assemble any ProDoc generated document, add, update or delete documents and their records, and completely remove documents and their records from the computer.
Figure 4-19, Documents Screen
To Open a Document from the Docs tab:
1. Click File ® Practice Manager.
2. Choose the Contact and/or Case whose documents you will be managing.
3. Click the Docs tab.
4. Highlight a document from the list of documents that appears.
5. Click the Open button and the document will open in your word processor.
To use Windows Explorer to move completed documents into the list on the Docs screen:
1. Click File ® Practice Manager.
2. Choose the Contact and/or Case whose documents you will be managing.
3. Click the Docs tab.
4. Click the Windows Explorer button . Windows Explorer will open up on your screen.
5. Click the Restore Down button in the upper right of the Windows Explorer screen and position Windows Explorer to the left side of your monitor.
6. Find the document that you want to place in SOS Docs.
7. Click and drag the document from Windows Explorer to the SOS Docs screen.
8. The document will now be listed and accessible through the SOS Docs tab.
To search for documents:
1. Click File ® Practice Manager.
2. Choose the Contact and/or Case whose documents you will be managing.
3. Click the Docs tab.
4. Click the Search button . A box titled Prepare your search will open up on your screen.
5. Determine whether you want to Search documents on disk (all documents on your computer) or Search document manager’s database (just those documents in Document Manager) and press the corresponding button to the right of ”What kind of search do you want to do?”
Figure 4-20, Prepare your search Box
To Search documents on disk:
1. Click File ® Practice Manager.
2. In Practice Manager, click the Docs tab.
3. Click the Search button .
4. The Prepare your search box opens up on your screen.
5. Click the Search documents on disk button on the Prepare your search screen.
6. Determine the Directory to search. This is the directory in which you want to search for the document.
NOTES: The Directory is the path that represents where the documents are stored on your computer (For example, C:\Clients\Doe, John). In this example we would search in a folder titled Clients on the C:\ drive for documents that are saved in the Doe, John folder.
You may also browse to the folder by clicking the Browse button. A new window appears titled Browse for folder. Find the folder you want to search, click the folder and click OK.
If you are not sure where the document resides you may search the entire drive by using C:\ as your directory.
7. Check the box titled Subdirectories if you would like to search all folders within the folder specified by your Directory to search.
8. If you know the name of the file(s) you are searching for, you may type it in the field titled File(s) to look for.
9. You may search for specific text. Type the text you are searching for in the field titled Text to search for.
10. Click Search.
Figure 4-21, Search results using Search documents on disk
To Search document manager’s database:
1. In Practice Manager, click the Docs tab.
2. Click the Search button .
3. A box titled Prepare your search will open up on your screen.
4. Click the Search document manager’s database button on the Prepare your search screen.
5. Click the Query button.
6. A box titled Enter Search Criteria appears.
7. Enter the search criteria that you want to use for your search.
8. Click Begin Search.
Figure 4-22, Search document manager's database search results
To start an Assembly session in ProDoc:
1. Click File ® Practice Manager.
2. Choose the client’s Case in which you will be assembling documents.
3. Click the Assemble button.
4. ProDoc opens to the Starting Document Assembly screen to start the document assembly.
To Add a document to Document Manager:
1. Click File ® Practice Manager.
2. Choose the Contact and/or Case whose documents you will be managing.
3. Click the Docs tab.
4. Click the Add button (this button appears as a plus sign underneath the tabs on the right side of the Practice Manager).
5. The box titled Add Document Records…appears.
6. Fill in the Title field.
7. In the Original Path field, type the path or browse to the path of the document you want to add
to Document Manager.
8. In the Destination Path field, type the destination, including the drive letter (e.g., h:\ ) in which you want to save the document(s).
9. In the Destination File Name field, type the filename of the document you are transferring into Document Manager.
10. Add a Summary if you want.
11. Click OK.
To Update a document:
1. Click File ® Practice Manager.
2. Choose the Contact and/or Case whose documents you will be managing.
3. Click the Docs tab.
4. Highlight the document that you want to Update.
5. Click the Update button (this button appears as a triangle underneath the tabs on the right side of the Practice Manager).
6. The box titled Update Document Record… appears.
7. Make the necessary changes.
8. Click OK.
To Delete a document:
1. Click File ® Practice Manager.
2. Choose the Contact and/or Case whose documents you will be managing.
3. Highlight the document that you want to Delete.
4. Click the Delete button (this button appears as a minus sign underneath the tabs on the right side of the Practice Manager).
5. The box titled Confirm Delete appears.
6. Click Yes.
To Erase a document:
1. Click File ® Practice Manager.
2. Choose the Contact and/or Case whose documents you will be managing.
3. Highlight the document you want to remove from your computer.
4. Click the Erase button .
5. The box titled Confirm Delete appears.
6. Click Yes.
Billing
The Billing tab shows an accounting of the client’s current bill status for all cases or for a particular case.
If you highlight only a client, you will see the previous billed amount, unbilled fees and expenses, total charges, total applied payments, total unapplied payments, total current payments, current general balance and the total(s) held in trust. If you highlight a client and case you will see the previous billed
amount, unbilled fees and expenses, total charges on this case, total current payments, current balance and any balance held in trust.
If you have placed the billing for a particular case on hold, a message will appear across the Practice Manager’s billing screen stating Bills are ON HOLD for this Case! If you put all of a client’s cases on hold, you will receive a message when you try to generate bills for the client that states there is a hold on the account. There is also a message that appears if the trust account is below its minimum that states Trust Balance below Minimum!