new document production (2.1.1) contents new document production 1 introduction 1 working with...

ALB New Document Production (2.1.2)

© Advanced Legal 2014 By Jonathan Smith (NDP212210314)

www.advancedcomputersoftware.com/legal

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© Advanced Legal Solutions Limited, Mar 2014. All rights reserved.

iii


Contents

New Document Production .............................. 1

Introduction ..................................................................... 1

Working with Workflow ................................................. 1

Activating New Document Production ................................... 2

Document Templates ......................................................... 3

Add New Document Template ........................................ 4

Edit Document Template Content ................................... 6

Edit Document Template Metadata ................................. 7

Delete Document Template ........................................... 8

Import Document Template .......................................... 8

Export Document Template ......................................... 10

Find and Replace in Document Template(s) ................... 10

Copy Document Template ........................................... 11

Field Picker .................................................................... 12

Field Selection ........................................................... 13

Command ................................................................ 17

Formulas .................................................................. 22

Inserting Fields into a Document or Laserform ............... 23

Deleting Field from a Document or Laserform ................ 25

Stationery Templates ....................................................... 26

Add New Stationery Template ..................................... 27

Default Stationery Template ........................................ 29

Edit Stationery Template Content ................................ 30

Edit Stationery Template Metadata ............................... 30

Delete Stationery Template ......................................... 31

Import Stationery Template ........................................ 32

Export Stationery Template ......................................... 32

Find and Replace in Stationery Template(s) ................... 33

Merging Documents ......................................................... 34

Quick Letters ............................................................ 34

Produce Documents ................................................... 35

Filtering the Produce Document list .............................. 36

Saving Documents ..................................................... 37

Merging Laserforms ......................................................... 38

Introduction to Merging Laserforms .............................. 38

Creating a Laserform Template .................................... 39

New Document Production (2.1.2)

iv


Edit a Laserform Template .......................................... 42

Delete a Laserform Template ...................................... 42

Import/Export a Laserform Template ............................ 42

Merging Laserforms ................................................... 43

Saving a Laserform .................................................... 44

1


New Document Production

Introduction

ALB has a new powerful, yet user-friendly facility for producing client-

ready documents and forms based on the information stored in your

database.

Using pre-defined templates, typically created by developers to contain

the appropriate text and variables, documents and Laserforms are

produced as the end result of merging them with your data. Documents

can be letters created in Word (or other types, e.g. statements, wills,

etc.), email messages created in Outlook or forms created via Laserform.

When templates are merged, the final documents are then stored in a

logical structure on your server, in a central repository called Document

Management.

Stationery templates are available to ensure that documents are produced

according to your house style. These can be applied to any number of

documents and any changes made to the stationery templates affect

documents merged using that stationery template from that point on.

The document merge process is performed outside of Microsoft Word. This

gives the added advantage that the speed of document production is not

constrained by working with Microsoft Word and is many times faster than

the old merge process.

Working with Workflow

If you are planning to produce documents using ALB's workflow, you will

need to use this new document production as the workflow module is not

compatible with the old style document merge process.

Note: If you have changed your password during the current session,

and you run a workflow which produces a new document, the save to

history will fail as the workflow will try to pass the previous password.

Logging off and back on again will solve the issue. As a rule, you should

always log off and back on whenever you change your password.


2


Activating New Document Production

Whether the document merge process is the old or new method is dictated

by the file extension of your document templates. Those with a .doc

extension will use the old process and those with .docx will use the new

process.

The system has been setup to allow both processes to run side by side, so

existing customers upgrading from ALB versions prior to 2.0.3 are able to

continue to merge using existing document templates with the previous

merge process. Any new document templates can be created using the

new merge process and existing templates can be gradually converted

over.

There are plans to introduce a migration process to assist customers in

transferring existing document templates to the new version to make use

of the improvements in speed and flexibility. The only situation where you

will need to recreate templates in the new format is where you plan to

merge them using the ALB Workflow module, which only works with the

new merge process.

There is a setting in Utilities / System Parameters called Document

Template Type, which will dictate what type of templates you can create.

The options are:

Parameter Setting

Description

.doc

Developers can only create templates that will use

the old merge process

.docx Developers an only create templates that will use the

new merge process. Existing .doc templates will still

be available to edit and for users to select and merge

using the old merge process.

.doc/.docx Developers can elect to use the old or new merge

process as they create a new template. A drop down

displays when creating the template to allow the

selection of either the old or new process.

For those clients upgrading from a version prior to 2.0.3, existing .doc

templates will continue to be available for editing by developers and

selected for merging by users irrespective which option the above

parameter has been set to.


3


Document Templates

Documents are created based on pre-defined templates, called document

templates. These are created by developers and include all the elements

required to produce client-ready documents. Templates normally contain

the body text (i.e. standard text that does not change), plus merge fields

which hook into ALB and extract the appropriate information. They can

even include logic sequences so that the document changes depending on

data stored against clients or matters. Documents are produced as the

end result of merging data into your templates.

Document templates can also be linked to a Stationery Template.

Stationery templates enable you to ensure a house style is used on all

documents and includes page settings, styles, header and footers. Click on

the following link for more information on Stationery Templates.

You can transfer your existing standard documents to PMS and

subsequently edit them if required.

PMS Document templates can be created for both the client and the

matter entities, however, it is recommended that you create documents

from the matter entity as more database fields are available. Client

information can be picked up through Matters but not vice versa.

For those users with existing document templates, created for the old

document merge process, it is possible to run both the old and new merge

processes side by side so there is no need to convert old templates to the

new process. There are plans for a migration tool to be available in a

future release to assist with converting old style templates.

It is easy to see which templates use which merge process as those with a

.doc extension use the old merge process whilst those with a .docx

extension use the new process.

1. From Utilities / Document/Agenda Setup, expand the

Document Production folder and select Document Templates.

You can also manage .docx templates from within workflow if you

have the Designer Studio application. For more information, please

click on Designer Studio.

2. Work on the Document Templates is carried out by right-clicking on

the relevant template to give a short-cut menu with the following

items. Click on each to for more details.

Add New Document Template

Edit Document Template Content

Edit Document Template Metadata


4


Delete Document Template

Import Document Template

Export Document Template

Find and Replace in Document Template(s)

Add New Document Template

From the Utilities / Document/Agenda Setup, expand the Document

Production folder and select Document Templates.

1. In the right-hand window section, right-click and select Add New

Document Template.

2. The Document Template dialog box displays.

3. Complete the details as required.

Field Description

Code Template id, e.g. CliCare.

Description Full template description, e.g. Client Care Letter.

Entity Drop down select Contact or Matter to be able to

access the relevant fields in the Field Picker.

Workflow Only If this box is checked you will only be able to use

the template in conjunction with a workflow

process. When this box is checked, the template

is no longer included in the list of documents

available when you use the Actions / Produce

Document menu command.

Application Drop down, select the application/module the

document is to be used with, e.g. PMS,

conveyancing. If PMS is selected, the template

will be available throughout ALB, whereas a

template associated with a module, will only be

available in that module.

Template

Category

Drop down, select the category the document is

to be used with, e.g. Matter. This is linked by the

application selected above and depending on the

application, different categories will be available.

The categories allow you to filter the list of

documents when using the Action / Produce

Document menu command. These can be


5


configured by the user under document

production/ template types and assigned to

modules.

Matter Quick

Letter

Check box to add the template to the Actions /

Matter Quick Letter list for easy selection for

matter letters that are used most often.

Client Quick

Letter

Check box to add the template to the Client

Quick Letter list for easy selection for client

letters that are used most often.

SMS Template Check box if the template is to be used for a text

message.

Notes Enter any relevant text regarding the template.

File Extension Dictates the merge process used for the

template. Set to:

.docx to use the new merge process.

.doc to use the old merge process.

Note: This field is only visible when the system

parameter allows creation of both .doc and .docx

templates.

Stationery

Template

Drop down to apply a template for formatting

styles, headers and footers etc.

Note: This field is only active if the file

extension is set to .docx.

4. Click OK.

5. Microsoft Word opens with a blank document. The Field Picker

displays on the right-hand side of the screen.

6. Complete the template with static text and inserting merge fields

from the Field Picker as required. For more information on inserting

merge fields click on Field Picker or use the link below.

7. Once the template is complete, click on the Close window button

and click Yes to the prompt Do you want to save your

changes?

8. The new template is now displayed in the Document Template list

and is ready to use.

For more information on merging the document template, click on the link

below.


6


RELATED TOPICS


Stationery Template

The Field Picker

Merging Documents


Once a document template has been created, developers can return to the

template at any time to make changes as required to the static text or

fields.

1. Go to Utilities / Document/Agenda Setup.

2. Expand the Document Production folder and select Document

Templates.

3. Existing document templates display in the right-hand side of the

screen.

4. If necessary, use the filters to restrict the list of templates to assist

in locating the correct one. Type in the Code or Description or use

the drop downs to filter the Template Type or Application the

template is stored against.

5. Locate and right-click on the document template to be changed.

6. Select Edit Document Template Content.

Note: Double clicking on the document template will also allow you

to edit it.

7. The document template opens in Word ready for you to make the

required changes to either the static text and/or merge fields. For

more information on working with merge fields using the Field

Picker, use the link below.

8. When you have finished with the changes, click on the Close

window cross and click Yes to the prompt Do you want to save

your changes?

9. You are returned to the Document Template list.

RELATED TOPICS

The Field Picker


7


Edit Document Template Metadata

The Document Template Metadata is that data entered in the dialog box

when you create the template and is displayed in the list of document

templates.



Templates.


screen.


5. To edit the metadata, select Edit Document Template Metadata.

6. The Document Template dialog box displays and you can edit the

fields as required.

Field Description



Entity Inactive, cannot be amended.







Application Inactive, this field cannot be amended once the

template has been saved.

Template

Category

Inactive, cannot be changed as above.

Matter Quick

Letter

Check box to add the template to the Quick list.

Client Quick

Letter



message.


File Extension Inactive, cannot be changed.


8


Stationery

Template


styles, headers and footers etc. This field is only

active if the file extension is set to .docx.

7. Click OK to save the changes and be returned to the Document

Template list.

Delete Document Template

If a document template becomes obsolete, you can delete the template to

prevent continued use.

Where more than one document template requires deletion, you can use

the Ctrl + Click method to select multiple documents and delete them in

one action.

1. Select the document template(s) you wish to delete, then right-

click and select Delete Document Template.

2. A message displays Are you sure you wish to delete the

selected Document Template(s)? Click Yes to proceed.

Import Document Template

The Import Document Template option allows you to import document

templates exported from other database systems and also make use of

existing documents on which to base a new template.



Templates.


screen.

4. In the Document Template list, right-click and select Import

Document Template.

5. An Open window dialog box displays allowing you to locate and

select the required file and click Open.

6. If you select an .xml file created by exporting document templates

from this or another system, the document templates are created

and the metadata is generated from data within the export file


9


7. If you select a .doc or .docx file, the Document Template dialog

box displays for you to complete the metadata.

8. Complete the fields as required.

Field Description



Entity Drop down displaying Contact or Matter.







Application Drop down, select the application the document

is to be used with, e.g. PMS.

Template

Category


to be used with, e.g. Matter.

Matter Quick

Letter


Client Quick

Letter



message.


File Extension Dictates the merge process used for the

template. Set to:

.docx to use the new merge process.

.doc to use the old merge process.

.doc/.docx to be able to select to use

either.

Note: This field is only visible if the system

parameter allows creation of both .doc and .docx

templates.

Stationery

Template


styles, headers and footers etc.

Note: This field is only active if the file

extension is set to .docx.

9. Click OK and you are returned to the document template list.


10


Once the template(s) has been imported, you can edit the template,

adding any fields as required.

Export Document Template

The Export Document Template option allows you to store your templates

outside of ALB.

This feature enables templates to be moved between separate installations

of ALB, keep a copy of the templates for backup and archive purposes. It

can also be used to provide templates to the Advanced Legal helpdesk for

support purposes.

You can export multiple documents at once by using the Ctrl + Click

windows option to select more than one document template.



Templates.


screen.

4. Select the relevant document templates, right-click and select

Export Document Template.

5. A Save As dialog box displays for you to select or create a suitable

folder to save to and give the export file a suitable name.

Note: The export is saved as a .xml file and when you save multiple

documents, they are all saved in one .xml file. The metadata details are

saved along with the document(s).

Find and Replace in Document Template(s)

The Find and Replace enables you to change multiple words in one sweep.

This is a powerful tool which can be used across multiple templates and

should be used with care. This option is for use with static text only, it

cannot be used to change merge fields.


11


1. Select the templates you wish to change. You can use the standard

Windows methods of Ctrl + Click to select several non-consecutive

templates or the Shift + Click to select a continuous range.

2. Once you have your template or templates selected, right-click on

them and select Find and Replace in Document Template(s).

3. The Find and Replace in Files dialog box displays.

4. Type in the text you wish to find and replace in the fields marked

as such and click on the Add Find/Replace. The words are

inserted in to the list above.

5. There is a Remove Selected button which allows you to remove a

set of words from the list if you have second thoughts.

Note: You are able to find and replace numerous words or phrases

at once, so if you have more than one set, enter the next words in

the Find and Replace fields and click on the Add Find/Replace.

6. When you are ready to proceed, click on the OK.

7. A message displays asking for confirmation as changes are

automatically saved.

8. Click OK to proceed.

RELATED ITEMS


Copy Document Template

Should you require a document template that is similar to an existing

document template, it is possible to copy the existing template and then

make the necessary changes to that copy instead of having to create a

new template from scratch. This is useful where you have different

standard letters and it saves you having to recreate the address and

salutation coding each time.


12


1. From Utilities / Documents and Agenda Setup, expand the

Document Template folder. Right-click on the document template

that is to be the basis for the copy and select Copy Document

Template from the shortcut menu.

2. The Document Template dialog box displays. Complete as required

and click OK.

3. The copied document template opens in Microsoft Word for you to

make the required changes.

4. Close the Microsoft Word window and click Yes when prompted to

save your changes.

5. The new Document Template appears in the list of templates and is

now available for users to select when merging.

It is also possible to copy text, e.g. a paragraph of two, from one template

to another, however, if the text includes merge fields, the merge fields

need to be re-inserted before they will work. The Copy Document

Template feature can be used to work around this.

Note: The Copy Document Template is not available from the short cut

menu when more than one template is selected.

Field Picker

The Field Picker allows fields from the ALB database to be inserted in a

document or stationery template. During the merge process, the data,

based on the merge field, is pulled through to the final document to

personalise items such as names and addresses, letter headings, fee

earner dealing etc. The Field Picker is also used to insert fields into

Laserforms or a page in a User Defined Module.

When you create or open a document template, the field picker displays

on the right of the window.

The side pane can be closed by clicking on the standard Windows close

cross. To re-open the side pane, click on the IRIS Add-ins menu and

check the Insert Merge Field box.

The drop down, next to the close icon, allows you move and size the

window.


13


Note: If you move, size and/or close the field picker, when you next

open a template, it will display in its default size and position, i.e.

maximised and on the right-hand side of the window.

There are two tabs, Field Selection and Command. For more information

on these, click on the links below.

RELATED ITEMS

Field Selection

Command

Field Selection

Under the Field Selection tab, you can locate and insert fields from the

ALB database in to a document template or Laserform mapping. The

merge process substitutes fields to generate a new document or form

based on the template or mapping.

There are some slight differences in how the fields are displayed in the

Laserform Mapping used for Laserforms and, where appropriate, these are

shown.

There are four sections:

Get Field From

Find Field

Choose Field

Format Field

Get Fields From

This section displays a drop down field which allows you to select the

entity for the field you are looking for, e.g. Client, Matter, Associated

Contact, Branch.

Depending on the choice, a second drop down will display, for instance if

you select Client, the second drop down allows you to select whether this

is the Primary Client or other Client. Similarly with Associated Contact, the

second drop down will allow you to select which type of contact, e.g.


14


Agent, Child, Client, Co-Defendant, Counsel, Court, etc. This list is built up

from the contact types you have in your database.

In the second drop down, there is also a [Select on Run] option. This

option allows users to select the contact they wish to write to at the point

of merging which can be used for Ad Hoc documents or documents

produced via a workflow.

Use the General entity for fields relating to the document, currently

Current Date and Document Reference.

Note: The Document Reference field is for use with Word documents

only. It is not supported for Laserforms or User Defined Screens.

Find Field

This section enables you to enter information to filter the list of fields

displayed. It enables the system to reduce the number of fields on display

so you can quickly locate and insert the required field.

It works on a contains basis, so whatever you type in, the list will display

all fields that contain the series of characters entered, e.g. type in "li" with

Client in context and you will see the address lines 1 2 and 3, client ref,

and any other fields that have "li" somewhere in their names.

Choose Field

This section lists the fields for you to insert into the document template.

These are grouped dependent on the context selected e.g. Client will have

Address, Client, Contact, Contact Details, Individual and Organisation. The

groups enable you to locate the required field more quickly. They can also

be collapsed to make field selection more efficient.

There is further selection available when dealing with the Address group

of fields.

When you first see the Address group, it displays as Address - Main

Mailing (Click to change). As addresses have different types, it defaults

to the main mailing address type, but if you wish to code the document up

to send to the Billing address, click on (Click to Change). This displays a

drop down with a list of the different address types set up in your

database, e.g. Main Mailing, Billing, Previous etc. Select the required

address type and the address group heading changes, displaying the

selected group where Main Mailing was before.


15


Format Field

This section will display the appropriate tab and options, Text, Date,

Number and Address Block, depending on the type of field selected in the

Choose a Field section.

Text Tab

For the examples in the table below, the text entered is The cat sat on

the mat.

Selection Output

Unformatted The cat sat on the mat.

Upper Case THE CAT SAT ON THE MAT.

Lower Case the cat sat on the mat.

Title Case The Cat Sat On The Mat.

Sentence Case The cat sat on the mat.

Date Tab

For the examples in the table below, the date entered is 31/01/12.

Selection Output

DD/MM/YYYY 31/01/2012

DD Month YYYY 31 January 2012

DDst Month YYYY 31st January 2012

Day Month YYYY Thirty first January 2012

Show year as two digits If checked displays all years above as

"12"

Show partial date only If checked drop down displays allowing

you to select either Day, Month or Year,

using the selected format above.


16


Number Tab

For the examples in the table below, the number entered is

123456.45678.

Selection Output

Show as number (decimal

places 2)

Can have 0 - 9 decimal

places.

123456.45

Use 1000 separator (,)

With set number of

decimal places.

123,456.45

Show partial number -

Whole or Decimal

123,456 (whole)

45 (decimal - with set number of places)

Show as text (whole

number only)

One hundred and twenty three thousand

four hundred and fifty six.

Address Block Tab

For the examples in the table below, the address entered is 25 Idle

Road Bradford West Yorkshire BD8 3ED, DX 2345 BRADFORD

Selection Output

Use full address If Single Line selected:

25 Idle Road, BRADFORD, BD8 3ED

If Multi-line selected:

25 Idle Road

BRADFORD

BD8 3ED

Use DX address DX 2345 BRADFORD

Use DX if available

otherwise use full address

DX 2345 BRADFORD

Note: The DX address will only be pulled

through if both parts of the DX address

have been completed.

Line Layout A choice of Multi-line or Single Line layout

applied to the above selected address

type.

Note: When Use DX is selected, Single

Line is the default with the Multi-line


17


option is greyed out.

When you insert the address block, the code will display as follows when

using the Multi-line layout.

During the merge process, any blank lines, where the address is short, are

removed to close up any gaps.

Note: If you need the text following an address block to start at a set

line, e.g. where you are using window envelopes, you can put the

address block field into a text box or table with a set height, so any

following text is not pulled up as lines in the address block are removed.

Similarly the Single Line layout will display as below, but will use any fields

that have data in and use a comma separated format.

RELATED ITEMS


The Field Picker

Command

Command

The Command tab allows you to code tests into documents and

Laserforms which can check database fields for appropriate values, then

supply relevant text to be used in a document. For example, if your client

has an informal salutation entered in their record, you will want to use this


18


but use the formal salutation if not. This can be coded into documents and

Laserforms.

There are some slight differences in how the coding displays in the Custom

Laserform Mapping tool used for Laserforms and, where appropriate, these

are shown.

To build up the logic test, the Command tab is split into five sections:

Select Command

Field to Compare

Evaluate using

Compare with

Preview

Select Command

This is a drop down allowing you to build up the logic test by selecting

If

Else

ElseIf

EndIf

See the example on how to piece together the logic test.

Note: when you select If, the system enters an EndIf command ready

for you to enter the text and/or merge fields in between.

Field to Compare

This allows you to specify the field you want to compare. Click on the

button with the ellipsis to display the field picker for you to select a

field. See Field Picker for details.

Evaluate using

This is a drop down which allows you to set the test for the selected field.

You have the options of:

Is equal to (=)

Is not equal to (<>)


19


Is empty

Is not empty

Contains

Is greater than (>)

Is greater than or equal to (>=)

Is less than (<)

Is less than or equal to (<=)

Compare with

The Compare with section allows you to compare the selected field with

either a set value or another field (or rather the contents thereof).

Use the drop down to select Value or Field.

If Value, type in the required content. If Field, click on the ellipsis

to display the field picker for you to select a field. See Field Picker for

details.

Preview

The preview section displays the logic statement as you build each section.

Example

The following example will be used to explain how the logical test sections

work together. The first set of screen shots show the logic statement and

how it appears in a Document Template. The screen show at the bottom

displays how the same final coding will display in the Laserform coding via

Custom Form Mapping.

Letters to clients and other contacts and services need a sign off which

depends on the form of address used in the salutation. Using logical test,

one letter can cover the range of sign-offs required without requiring user

intervention.

As a start point, the screen below shows how to set the Command fields to

test if the Formal Salutation was "Sir"


20


The preview pane displays:

With the cursor at the relevant location in the document, click Insert. The

document displays IfEndIf. Position the cursor between the If and Endif

and enter faithfully.

Clicking on the If section of the command displays the logic entered if the

Field Picker dialog box is hidden.

To take it a step further, the sign off will need to cover other instances, so

if the salutation is not Sir, the document should have "sincerely" in the

sign off. The Else section in the logic statement instructs the system what

to merge if the salutation is not "Sir".

Position the cursor in front of the EndIf and insert the Else command. The

other elements of the command become inactive when "Else" is selected

as this does not require them.

The cursor is positioned in front of the Else. Type in sincerely.


21


When merged against different matters, if the formal salutation is "Sir",

"faithfully" will be merged. For all other formal salutations, "sincerely" will

be entered. Any white space, including carriage returns included in the

document template are also honoured.

In reality, you also need "faithfully" merged when "Madam" is the formal

salutation, so you can extend the logic to include an ElseIf section to

perform a second test before merging the catch all "sincerely".

Position the cursor in front of the Else and the following screen shows

that ElseIf was selected from the Select Command section. The ellipsis

was used to select Salutation Letter Formal from the field list. Equal to

was selected in the Is section. Value was selected in the Compare with

section with the word Madam entered in the field below.

In the document, it looks like (with the ElseIf selected, the logic test

displays).

The coding will now merge in "faithfully" where Sir or Madam is the formal

salutation and "sincerely" for all other formal salutations.

Command Statements in Laserforms

When you have built up the command logic for a Laserform, in the Custom

Mapping screen, the above example displays as below:


22


RELATED ITEMS

Edit document Template Content

The Field Picker

Field Selection

Formulas

As well as static fields, you can also include formulae in both document

templates and Laserform mappings.

This powerful feature allows you to select parts of a field's contents, such

as splitting post codes in to two halves or picking out certain characters

such as the day and month from a date field. You can also use a formula

to create a central definition, e.g. for a standard sign-off which can then

be used in all documents. when a change is required to the sign-off it can

be amended once without having to amend every document.

Formulae are created in the ALB Design Studio and so you need to have

purchased this module to make use of this feature.

To enable easy location of the formulae from the Field Picker, there is a

section where all available formulae are held.


23


For more detailed information on creating formulae click on the Formula in

the ALB Designer Studio section of the online help or download the pdf

version here.

Inserting Fields into a Document or Laserform

Inserting Fields into a Document Template

Once you have located the required field, highlight the field and click on

the Insert button which will now be active.

Alternatively you can double click on the field to insert it.

The field will be inserted in the document at the cursor position, but can, if

necessary, be moved using the standard Word functions.

http://albhelp.irislegal.co.uk/Webhelp/LinkedPDFs/2.1.0/LCSALB-Workflow-Designer.pdf


24


The field labels display in the document with square brackets around

them, but when you click on, or cursor to, them, they display as the Client

Partner one does, giving the full field name, otherwise this would display

as [Contact Name].

In the above example there are two Contact Name fields. In this case,

the first, for the secretary's name, and the second, for the partner's name.

This can be confirmed by clicking on the field label, as above on the

Partner Contact Name field as specific field information is then displayed

above the field label.

You can make the coding in the template easier to read by amending the

merge field labels. To change the labels, click on the field label and type a

more user friendly name. This does not affect the link to the database field

or the data pulled through.

The example above shows the amended labels as [ Secretary Contact

Name ] and [ Partner Contact Name ], although if you click on Partner

Contact Name you will see the link is still to the

Matter.ClientPartner.GeneralContact.ContactName database field as in the

previous screen shot.


25


Inserting Fields in to Laserform using the Custom

Laserform Mapping tool

Once you have the relevant form open, select the required field and click

on Field Picker. Select the field as above, set any formats and click Insert

or double click on the Insert button.

There are some differences as to how the end coding is displayed between

Document Templates and the Customer Laserform Mapping tool, such as

with the Address Block field. Rather than displaying a list of individual

codes, it displays as below for the multi-line version.

And as below for the single line option.

Deleting Field from a Document or Laserform

To delete a field from a document:

1. Click on the field to display the full field name.


26


2. Click on the three vertical dots at the beginning of the full field

name.

3. Press Delete.

To delete a field from a Laserform mapping

1. Open the form from the Custom Mapping tool.

2. Click on the Laserform field to display the coding in the Field

Mapping field.

3. Highlight the field name and any associated coding.

4. Press Delete.

Stationery Templates

A Stationery Template, available for use with Microsoft Word documents

templates, enables administrators to ensure that merged documents

follow your house style.

A stationery template can hold:

static text

styles

headers and footers

margins and other page settings

merge fields

watermarks

Where the stationery template includes any or all of the above, they will

be applied to the merged document. There are a number of rules to be

aware of concerning what takes precedence when using Stationery

Templates.

1. Any body text in the Stationery Template will be included in the

merged document. This will be placed first with the body text from

the Document Template following on.


27


2. If the Stationery template does not have items such as a header

and footer or watermark, the Stationery Template setting still takes

place and any that the Document Template may have will be

removed during the merge process.

3. Complex documents that involve multiple sections are not

supported. It is recommended that for these documents, all

formatting is carried out in the Document Template.

Any specific formatting applied to text in a document template, i.e. not via

a style such as bold, font size, will persist through the merge process. Any

styles in the merge document but not in the stationery template will also

be retained during the merge process.

A stationery template can be assigned to multiple document templates,

e.g. all letters will use the same template to ensure a standard house style

is applied.

Any subsequent changes to a stationery template are reflected when

document templates, using the stationery template, are used to merge

documents. Existing merged documents will not be affected by the

change.

A stationery template can also be set as a Default Stationery Template,

which can be set against Document Templates easily. Should the Default

Stationery Template be changed, all Document Templates set to use the

Default Stationery Template will change and use the new setting

automatically from that point on.

Add New Stationery Template

1. In Utilities / Document/Agenda setup, expand Document

Production and click on Stationery Templates.

You can also access Stationery Templates from Designer Studio, if

you have purchased that application.

2. To create a new stationery template, right-click and select Add

New Stationery Template.

3. The Stationery Template dialog box displays.

4. Complete the details as required:

Field Description

Code Template id, e.g. LetHouse.


28


Description Full template description, e.g. Letter House

Style.




Template

Category




File Extension Inactive field, defaults to .docx as stationery

templates are only used with the new merge

process.

5. Click OK.

6. Microsoft Word opens with a blank document. The Field Picker

displays on the right-hand side of the screen.

7. You can now create the template as required, entering headers,

footers, addresses, partner lists, logos etc.

In the stationery template you can include:

headers and footers

styles

margins

page settings

watermarks

merge fields

static text

8. Once the stationery template is complete, click on the Close

window button and click Yes to the prompt Do you want to save

your changes?

The new template is now displayed in the Stationery Template list and is

ready to use.

For information on assigning the stationery template to a document

template, click on the link below.

For more information on inserting fields click on Field Picker link below.

RELATED TOPICS

Assigning a Stationery Template


29


The Field Picker

Default Stationery Template

When you have more than one Stationery Template, you can select one of

the templates to be the Default Stationery Template via the System

Parameters.

When subsequently completing the metadata for a Document Template,

you can elect to use the Default Stationery Template instead of a specific

stationery template. The benefits of selecting the Default Stationery

Template are:

1. It is easier to select the Default Stationery Template than a specific

template from a list.

2. If you subsequently change the Default Stationery Template, all

Document Templates using the Default Stationery Template will

automatically start using the new template as soon as the PMS

Database is re-opened. You do not have to go through all the

Document Templates selecting the new template.

Setting the Default Stationery Template

1. Go to Utilities / System Parameters and select Default

Stationery Template.

2. When the Default Stationery Template dialog box displays, use the

drop down to select the required Stationery Template and click OK.

Using the Default Stationery Template

When creating a Document Template, or editing the Template's Metadata,

use the Stationery Template drop down to select Default Stationery

Template.

Merge documents using the document template as usual, the merge

process will pull through the stationery template elements. Any change to

the stationery template, or the selection of a different stationery template,

will be reflected in the merged document. Note: Users will not pick up the

new setting until they have closed and re-opened the PMS Database.


30


Note: Users will not pick up a change in Stationery Template setting

until they have closed and re-opened the PMS Database.

Edit Stationery Template Content

Once a stationery template has been created, developers can return to the

template at any time to make changes as required to the static text,

fields, headers and footers, page settings etc.


2. Expand the Document Production folder and select Stationery

Templates.

3. Existing stationery templates display in the right-hand side of the

screen.


5. Select Edit Stationery Template Content.

6. The stationery template opens in Word ready for you to make the

required changes. For more information on working with merge

fields using the Field Picker, use the link below.

7. When you have finished the changes, click on the Close window

cross and click Yes to the prompt Do you want to save your

changes?

You are returned to the Stationery Template list.

RELATED TOPICS

The Field Picker

Edit Stationery Template Metadata

The Stationery Template Metadata is the data entered in the dialog box

and is displayed in the list of stationery templates.



Templates.


31



screen.


5. To edit the metadata, select Edit Document Template Metadata.

6. The Stationery Template dialog box displays and you can edit the

fields as required.

Field Description



Style.

Entity Inactive, this field cannot be amended once the

template has been saved.

Application Inactive, cannot be changed as above.

Template

Category

Inactive, cannot currently be changed.


File Extension Defaults to .docx as these are only used with

the new merge process.

7. Click OK to save the changes and be returned to the Stationery

Template list.

Delete Stationery Template

If a stationery template becomes obsolete, you can delete the template to

prevent continued use.

Where more than one stationery template requires deletion, you can use

the Ctrl + Click method to select multiple templates and delete them in

one action.

1. Select the stationery template(s) you wish to delete, then right-

click and select Delete Stationery Template.

2. A message displays Are you sure you wish to delete the

selected Stationery Template(s)? Click Yes to proceed.


32


Import Stationery Template

The import stationery template option allows you to make use of existing

documents on which to base a new template.



Templates.

3. In the Stationery Template list, right-click and select Import

Stationery Template.

4. An Open window dialog box displays allowing you to locate and

select the required file.

5. When you click Open, the Stationery Template dialog box displays.

6. Complete the fields as required.

Field Description



Style.




Template

Category




File Extension Defaults to .docx as these are only used with

the new merge process.

7. Click OK and you are returned to the document template list.

Once the template has been imported, you can amend the template as

required.

Export Stationery Template

The Export Stationery Template option allows you to store your templates

outside of ALB.


33


This feature is primarily used as part of the support function so you can

email templates that have faults to the support team for investigation.

You can export multiple documents at once by using the Ctrl + Click

windows option to select more than one document template.



Templates.


screen.

4. Select the relevant stationery template(s), right-click and select

Export Stationery Template.

5. A Save As dialog box displays for you to select a suitable folder to

save the stationery templates to.

Note: The export is saved as an .xml file and when you save multiple

documents, they are all saved in one .xml file. The metadata details are

saved along with the document(s).

Find and Replace in Stationery Template(s)

The Find and Replace enables you to change multiple words in one sweep.

This is a powerful tool which can be used across multiple templates and

should be used with care.

Select the templates you wish to change. You can use the standard

Windows methods of Ctrl + Click to select several non-consecutive

templates or the Shift + Click to select a continuous range.

1. Once you have your template or templates selected, right-click on

them and select Find and Replace in Stationery Template(s).

2. The Find and Replace in Files dialog box displays.

3. Type in the text you wish to find and replace in the fields marked

as such and click on the Add Find/Replace. The words are

inserted in to the list above.

4. There is a Remove Selected button which allows you to remove a

set of words from the list if you have second thoughts.


34


Note: You are able to find and replace numerous words or phrases

at once, so if you have more than one set, enter the next words in

the Find and Replace fields and click on the Add Find/Replace.

5. When you are ready to proceed, click on the OK.

6. A message displays asking for confirmation as changes are

automatically saved.

7. Click OK to proceed.

Merging Documents

You can merge documents, using the new merge process, via the Quick

Letters or Produce Documents items from the Actions menu.

Quick Letters

For templates that were saved as Quick Letters, either for Client or Matter

level to merge the template:

1. Open the client or matter.

2. Select the Actions menu then Quick Letters.

3. A list of documents from PMS and the currently selected module

(when applicable) are displayed. Select the required template from

the list on the side menu.

4. Word then opens and the selected template is then merged against

the data of the current client or matter and the merged result

displays on the screen.

5. You can then edit the document if and as necessary and use the

Close window button to save it to History. See Saving Documents.


35


Produce Documents

Where the template was not saved as a Quick Letter, to merge the

template:

1. Open the client, contact or matter.

2. Select the Actions menu then Produce Document.

3. Select the required template from the Produce Document dialog

box.

4. Click Continue.

5. Word then opens and the selected template is then merged against

the data of the current client, contact or matter and the merged

result displays on the screen.

6. You can then edit the document if and as necessary and use the

Close window button to save it to History. See Saving Documents.

Note: You can only select one .docx template to merge at a time. A

warning message will display if you try to merge more than .docx

template.

To produce Ad hoc documents:

If "Select on Run" variables have been used in the document template,

when merging manually:

1. Select the required template.

2. Click on the Recipient tab.

3. A list of available contacts displays.

4. Select the required contact.

5. Click on the Continue button to run the merge.

When merging an ad-hoc document via a workflow, a list of contacts will

be displayed so that the required recipient can be selected prior to the

merge continuing.


36


Filtering the Produce Document list

To make it easier to locate the required template in the Produce Document

list, you can use the Filter options across the top of the dialog box.

The filter options allow you to filter by:

Filter Description

Code Enter text, based on a 'begins with' basis, e.g. Quick

will list templates such as QuickLetter, QuickAgent,

QuickCourt etc.

Description Enter text, based on a 'begins with' basis, e.g. Blank

will list templates such as Blank Client Letter, Blank

Agent Letter, Blank Memo etc.

Template Type Drop down list, select the Template type and the list

updates to show only those of the selected type.

Application Defaults to the current entity, e.g. PMS or current

module. When working from PMS, this filter is

inactive, when running from within a module, you

can select the current module or PMS.

For Code and Description, enter the relevant text and press Enter or

Return and the list is filtered. For Template Type and Application, the list is

filtered automatically when you select from the drop down list.

Once you locate the template, click to select the template and click

Continue to merge the template or simply double click on the template.

During the merge process, field code references are exchanged for the

values held against the selected file in the ALB database and a Word

bookmark is created for each field so that merged values can be accessed

quickly.

To browse quickly between the merged fields (bookmarks), click on the

Browse Object icon at the bottom of the vertical scroll bar and select

Goto.

When the dialog box displays, select Bookmark and then click on the Close

button. Use the down and up chevrons to move to the next or previous

bookmark or merged field.

Once the process is complete the merged document is displayed on the

screen ready for you to check, make any further changes and then to

save.


37


Saving Documents

1. Once the document has been merged and you have made any

necessary changes to the document, click on the Close button.

2. The Document History dialog box displays allowing you to amend

and/or enter information about the document and its attributes.

Field Description

Date Defaults to today's date. Can be edited if your

System Parameters is set to allow this, otherwise it

will be inactive.

Code Defaults to the document template code, but can be

amended to more relevant text.

Document System document id, not editable.

Folder Drop down allows you to select from existing folders,

plus a New Folder button to create a new one on the

fly.

Description Defaults to the document template description but

can be amended to more relevant text.

Notes Defaults to the document template notes (if there are

no notes, it displays the document template name

and file extension) but can be amended to more

relevant text.

Use Versioning Dependent on the default setting in System

Parameters. Ensure the box is checked if you wish to

use the document versioning feature or unchecked if

not.

Make Public Allows clients to view the document via the Client

Self Service module.

Time Recording Options (Use the Save + Time button)

Fee Earner Defaults to the user's default fee earner. Use the

look up to change to another fee earner.

Time Activity Defaults to Letter Out. Use the look up to change the

activity.

Units Defaults to 1, but can amend to the required number

of units for the activity.

3. Click on Save or Save + Time to save the document, which will

then appear under the History tab for the relevant entity, e.g.

Matter, Client, etc.


38


For more information on dealing with Laserforms once they have been

saved to History, please refer to Where to Manage Documents.

Merging Laserforms

Introduction to Merging Laserforms

Laserforms consist of static text and fields where data can be entered

manually or, using ALB, merged from a database. The process requires

that the Laserform fields are mapped to appropriate fields in the ALB

database. Once the Laserform template has been mapped, the merge

process pulls data from the ALB database field into the mapped Laserform

field. When the merge process has completed, the user is still able to

amend the form, if necessary.

Laserform templates are created from Utilities / Custom Data and

Mappings by a system administrator. The administrator selects the

required form and then maps the form fields to the relevant ALB Database

fields. Static text can also be used in the template, if appropriate. This

gives your firm the flexibility to decide which ALB database fields you want

to be mapped to Laserform fields. Custom mappings can either be based

on a blank Laserform, or you can edit mappings on a Laserform that has

been pre-mapped by Advanced Legal.

The links below detail the basic method of mapping Laserform fields.

However, there are more powerful methods available that enable you to

merge forms, perform automatic spell-checks on forms, and so on. If you

would like to take advantage of the advanced features of mapping

Laserforms, please contact your Account Manager.

Note: The mapping is against a specific version of the Laserform

(displayed in both the mapping tool and the form production dialog

under the heading “Version”). When you install a Laserform form update,

ALB will continue to merge against the older, mapped version of the

form. To pick up the new version of the form, there is a refresh tool in

the mapping dialog box which will copy the mapping to the latest form

version.


39


Creating a Laserform Template

To create and amend Laserform templates, you need to have

administrator permissions as this is carried out in the Utilities section.

Creating a Laserform template involves mapping the Laserform fields to

ALB fields so that during the merge process ALB knows where to put the

data in the form. Fields can also hold static text as appropriate. Once the

template has been created, users can then open a matter and merge the

form template in a similar way to merging documents.

1. To create a Laserform template, go to Utilities, click on Custom

Data and Mappings or use the link in Designer Studio, if you have

this application.

2. From the windows, click on the Laserform Mapping folder or tab,

then right-click in the blank area of the right pane and select Add

Mapping (Version 2).

Note: The Add Mapping (Version 1) menu option uses the old

merge process. If you select Mapping (Version 1), the mapping

screen and process is the same as Mapping (Version 2) but you see

and use the Field Code Selector instead of the Field Picker.

3. The Laserform Mapping screen displays with No Form Selected

against the Form field.

4. Click on the binoculars adjacent to the Form field to display the

Laserform Browser screen. This displays a list of standard

Laserforms folders for you to expand to locate the required form.

To make the form selection easier, you can also use the filters at

the top of the screen. Use the Category drop down and select the

relevant category from the list or type into the Code or Description

fields to narrow the list accordingly.

Once you have located the relevant form, double click on it to open

the form into the Mapping screen and the form name is then

displayed.

5. Once the form displays, the Laserform Mapping screen displays the

following in the three tabs to the right of the screen.

Field Description

Mapping Tab

Form Once a form has been selected, the form name is

displayed.


40


Application Use the drop down list to select the ALB or User

Defined module that contains the fields you want to

map, e.g. to select any conveyancing fields, select

Conveyancing (UD).

You can select a different application as required

when you need to access fields across different

applications. However, a warning message will

display stating that "Changing the application may

invalidate your mappings. Do you want to discard the

currently mapped fields". If you click No, the system

will flag up the fields that are causing problems.

Ref This will default to FormName_custom but you can

amend this as required. You can create more than

one mapping for the same base form. For example,

you could use an EX160 form for both Family and

Personal Injury, so need to be able to differentiate

between them by using a unique reference. A

warning triangle ( ) displays if there is an existing

reference when you try to save the mapping.

Version This refers to the Laserform version number and

should not need to be changed. Where an updated

version of the form has been released, click on the

Refresh button to pick up the latest version of the

form and copy the mapping to this version.

Note: If you wish to keep the old copy of the

mapping, change the Ref (above) before saving.

Entity Type Defaults to Matter.

Description The default text is pulled through from the Laserform

application. Edit as required, e.g. to differentiate

between two mappings of the same form.

Advanced Advanced form options are designed for use by

Advanced Legal Professional Services for use with the

old merge process. For further details, contact your

Account Manager.

Inherit If you open an Advanced Legal mapped version of

the form, you can uncheck the box to clear the

Advanced Legal mappings.

Selected Field Displays as No Field Selected. Click on the field in the

Laserform in the left hand panel and the field name

will display here.

Field Mapping Displays coding, if any, for the currently selected

Laserform field, showing the ALB field (with relevant


41


format) or static text.

To map a field, click on the field in the form and the

click on Field Code Selector to display a list of fields

or type text directly into the box.

You can also have any combination of plain text and

field codes. Carriage returns can also be used.

clears the Field Mapping box.

opens the Field Mapping Editor - a larger floating

window.

Field Code

Selector

Click here to display the Field Picker or Field Code

Selector, depending on whether you selected Add

Mapping (Version 1) or Add Mapping (Version 2). For

more information on using these, click on Field Picker

or Field Code Selector.

Database Code

Selector

This feature is for use with the old merge process

and is not available.

Advanced This feature is for use with the old merge process by

Advanced Legal and is not available.

Test Custom

Form Mapping

This feature is for use with the old merge process by

Advanced Legal and is not available.

Field Mapping

The Field Mapping tab displays the coding, if any, for the currently

selected field in the Laserform.

Mapped Fields

This lists the current form's fields that have a mapping defined. If the

form is an Advanced Legal mapped form, there will be fields listed. If it

is a blank form, there will be no fields listed until you define a mapping.

4. When you have completed the entire field mapping, click OK to save the

mappings.

You are returned to the Custom Data and Mappings screen and

indicates that it is a valid mapping. Forms that have errors are indicated

by .

http://albhelp.irislegal.co.uk/Webhelp/LinkedPDFs/2.1.0/DocumentProductionManual.pdf


42


Edit a Laserform Template

Once a Laserform template has been corrected, you can edit the mappings

whenever necessary, e.g. if the form changes or new fields have been

added to ALB.

1. In Custom Data and Mappings / Laserform Mapping tab,

right-click the Laserform template you want to edit and select Edit

Mapping. You can also double click.

2. If you want to rename the template, enter a new Reference.

3. On Laserform Mapping, edit the form mappings as necessary and

save the form. See Create a Laserform template.

Note: Do not click the icon and select another Laserform whilst you

are editing a template. Any changes you have made will be lost when

the new form opens.

Delete a Laserform Template

1. To delete a Laserform template, from Custom Data and

Mappings / Laserform Mapping tab, right-click the Laserform

template you want to delete and select Delete Mapping.

2. Click OK to confirm that you want to delete it.

Import/Export a Laserform Template

Laserform templates can be imported and exported. You might need to do

this when you are working in a development database and then deploying

to the live database. You may also wish to do this before you make

amendments to a template so you can easily roll back in case of any

issues.

Export a Laserform template

1. To export a template for a single Laserform, from Custom Data

and Mappings / Laserform Mapping tab, right-click the

template you want to export and select Export Mapping.


43


2. Browse to the folder you want to save the export in, give the file a

suitable name and click Save. The file will be saved with the

extension of .lfmmap by default.

Export all Laserform templates

To export the templates for all the Laserforms, from Custom Data and

Mappings / Laserform Mapping tab, right-click on any template and

select Export All Mappings.

This enables you to export all your forms to another system. All form

definitions and mappings are saved to one file, so when you go to import

them to a new system, you select the one export file using the same

Import Mapping you do for a single template.

Import a Laserform template

1. In Custom Data and Mappings / Laserform Mapping tab,

right-click in the right pane and select Import Mapping.

2. Browse to the export file you want to import and click Open. The

file will have an extension of .lfmmap.

Merging Laserforms

A form is a standard electronic legal form. If you use Laserform, you can

merge data from the ALB database into forms in the same way you can for

Quick Letters and standard documents.

When you select a form to be used for a matter, you can select either a

blank Laserform which you can then fill in manually or a custom-mapped

Laserform which has fields mapped to your ALB database so that most, if

not all, the form is completed automatically.

Merge a Laserform

1. From Matter Details or a Module, click on the Actions menu and

select Produce Form.

http://legal-software.iris.co.uk/iris_legal_solutions/iris_laserform.aspx


44


2. If you have more than one forms provider, you are asked to select

a provider. Laserform is the default. If you select a provider other

than Laserform, go to Other Form Provider.

3. If you have selected to create a Laserform, the Merge Laserform

window displays.

Tab Description

Recently Used

Forms

A list of recently used forms.

Favourite Forms A list of your favourite forms.

To add a form to this list, right click on the

form or the custom mapping in the bottom

half of the screen and select Add to

Favourites.

Standard

Laserforms

A list of standard Laserforms. Use the

Category drop down, Code or Description to

filter the list to make locating the required

form easier.

For forms used on a regular basis, right-click

the form and select Add to Favourites so it

can be more easily selected from the

Favourite Forms tab above.

Custom Mappings A list of the custom mapped forms available.

For custom mapped forms used on a regular

basis, right-click the form and select Add to

Favourites so it can be more easily selected

from the Favourite Forms tab above.

4. Double-click the form to open it in Laserform Merge. If you selected

a form with mapping, the data will display in the relevant fields.

5. You can add or edit the data to complete the form as necessary.

6. Close Laserform Merge by clicking .

See Saving a Laserform for details on saving the form.

Saving a Laserform

1. When you have completed a Laserform, close it by clicking .

2. The ALB Document History screen opens.


45


Field How to use this field

Date The date the form was created. You can edit this

date if necessary.

If you later edit the form, the date it was last edited

is shown as the Date Modified on the Document

History tab.

Code The form reference code. Defaults to the code

defined for the form mapping.

Document An automatically generated document reference

number.

Folder The folder where the document is stored. You can

select another folder to store the document or click

to create a new folder to store the document.

Description The document Description that will appear on the

Document History tab.

Notes Any notes you want to add about the document. You

can edit the notes.

Use Versioning Versioning is a feature used with Word and Excel files

and is not relevant to Laserforms.

Make Public If this is checked, the document can be viewed by

clients using the internet and the Customer Self

Service module.

Fee Earner Defaults to the default fee earner for user currently

logged on. You can change this if a different fee

earner applies to the document.

Time Activity The default time type for producing the document is

Letter Out. You can change this if a different time

type applies.

Units Units of time taken to produce the document.

Defaults to 1 but you can change this.

3. If you want to record the time you have spent working on this

form, click Save+Time.

4. If you want to save the form without recording time, click Save.

For more information on dealing with Laserforms once they have been

saved to History, please refer to Where to Manage Documents.

For a Laserform that has been mapped, if you open a version of the

Laserform that is a later version than the mapped version, you will be

notified about this. It is fine to continue; it just means that the form might


46


not merge all mapped fields. If you would prefer to not see this warning,

your system administrator can disable it, in Utilities - System Parameters,

by setting Show LFM Version Mismatch Warning to No.

47


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