Lexis Affinity

442 Pages·2012·6.08 MB·English

by  Susan Bradman

Lexis Affinity
Version 4.0

Administration Workbook

October 2012
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Table of Contents
1. Lexis® Affinity Library Administrator ................................................................................. 11
2. The Structure of Lexis Affinity Library ............................................................................... 13
3. Lexis Affinity Library Desktop ............................................................................................ 17
3.1 Sign into Lexis Affinity Library .............................................................................................. 17
3.2 My Favourites ....................................................................................................................... 20
3.3 Deleting Programs from My Favourites ............................................................................... 21
3.4 Automatically run programs after Sign-In ............................................................................ 22
3.5 Using Quick Access codes to open Programs ....................................................................... 22
3.6 Create Snapshots ................................................................................................................. 24
3.7 Lock and Unlock Lexis Affinity Library .................................................................................. 25
3.8 Lexis Affinity Library Help ..................................................................................................... 26
3.9 Using Lexis Affinity Help Programs....................................................................................... 27
3.10 Accessing Recently Used Records ........................................................................................ 30
3.11 Grid Displays ......................................................................................................................... 31
3.11.1 Selecting Columns ................................................................................................. 32
3.12 Quick Access Codes .............................................................................................................. 33
3.12.1 Alphabetical List of codes to access Affinity programs......................................... 33
3.12.2 Quick Access Codes by Program Group ................................................................ 36
3.13 Full Text Searching ............................................................................................................... 39
4. Toolbars and Keyboard Shortcuts ..................................................................................... 41
5. QuickCodes ........................................................................................................................ 43
5.1 Create a QuickCode .............................................................................................................. 43
5.2 Print QuickCodes .................................................................................................................. 44
5.2.1 Using QuickCodes ................................................................................................. 44
6. Entities ............................................................................................................................... 45
6.1 Ledgers for Automatic Posting ............................................................................................. 51
6.1.1 “Creation” Tab ...................................................................................................... 52
6.1.2 “Billing” Tab .......................................................................................................... 54
6.1.3 “Receipting” tab .................................................................................................... 55
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Administration Workbook

6.1.4 “Write Off” tab ..................................................................................................... 55
6.1.5 “Other” tab ........................................................................................................... 55
6.1.6 “Legacy” tab ......................................................................................................... 56
6.1.7 “Trust” tab ............................................................................................................ 56
6.1.8 Code Rules ............................................................................................................ 57
7. System ................................................................................................................................ 59
7.1 “General” tab ....................................................................................................................... 60
7.2 Licences ............................................................................................................................... 63
7.2.1 Programs Available When Certificate Expires ...................................................... 63
7.2.2 Requesting a New Certificate ............................................................................... 64
7.2.3 Updating the System with New Certificate .......................................................... 65
7.3 “Archiving” tab .................................................................................................................... 66
7.4 “Backup” tab ........................................................................................................................ 68
7.5 “Diary” tab ........................................................................................................................... 69
7.6 “Documents” tab ................................................................................................................. 71
7.6.1 Affinity .................................................................................................................. 71
7.6.2 Document Management ...................................................................................... 72
7.6.3 Product Integration .............................................................................................. 75
7.6.4 Full Text Search .................................................................................................... 80
7.6.5 E-Billing / e-Collection .......................................................................................... 83
7.7 “Email” tab ........................................................................................................................... 84
7.7.1 Options ................................................................................................................. 84
7.7.2 Email Save ............................................................................................................ 84
7.8 “emPower” tab .................................................................................................................... 85
7.9 “Espreon” tab ...................................................................................................................... 86
7.9.1 Setup .................................................................................................................... 86
7.9.2 Action Setup ......................................................................................................... 90
7.10 “Exchange Server” tab ......................................................................................................... 92
7.11 “Fee Sheet” tab ................................................................................................................... 93
7.12 “Foreign Currency” tab ........................................................................................................ 96
7.13 “HotDocs” tab ...................................................................................................................... 97
7.13.1 Setup .................................................................................................................... 97
7.14 “GFI FaxMaker” tab ........................................................................................................... 100
7.15 “Investment” tab ............................................................................................................... 101
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7.16 “Macquarie Bank” tab ........................................................................................................ 102
7.17 “Management Reports” tab ............................................................................................... 103
7.18 “Matters and Clients” tab .................................................................................................. 104
7.19 “Miscellaneous” tab ........................................................................................................... 107
7.19.1 “Field Mapping” tab ............................................................................................ 107
7.19.2 Libraries” tab ....................................................................................................... 107
7.19.3 “User Statements” tab ........................................................................................ 107
7.20 “PhoneBook” tab ................................................................................................................ 107
7.21 “Posting” tab ...................................................................................................................... 108
7.21.1 Client & Matter Alerts ......................................................................................... 108
7.21.2 Cheques, Anticipated Disbursements and Receipts ........................................... 110
7.21.3 Fees, Billing & Allocating ..................................................................................... 112
7.22 “Research” tab ................................................................................................................... 116
7.23 “Safe Custody” tab ............................................................................................................. 118
7.24 “Session” tab ...................................................................................................................... 118
7.25 “Softdocs” tab .................................................................................................................... 119
7.26 “Sundry Interface” tab ....................................................................................................... 120
7.27 “Tasks” tab ......................................................................................................................... 123
7.28 “Trust Statement” tab ........................................................................................................ 124
7.29 “WordLink” tab .................................................................................................................. 125
8. System Administration .................................................................................................... 127
8.1 Encrypted Passsword in Affinity.ini .................................................................................... 127
9. Options ............................................................................................................................ 129
9.1 “Matter Labels” tab ............................................................................................................ 130
9.1.1 “Logo” settings .................................................................................................... 131
9.2 “Matter Display” tab .......................................................................................................... 132
9.3 “Diary” tab .......................................................................................................................... 133
9.4 “Espreon” tab ..................................................................................................................... 135
9.5 "Email" tab ......................................................................................................................... 136
9.6 “Exchange Server” tab........................................................................................................ 137
9.7 “Precedents” tab ................................................................................................................ 138
9.8 “Tasks” tab ......................................................................................................................... 139
9.9 “Spell Checking” tab ........................................................................................................... 140
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9.10 “Research” tab ................................................................................................................... 141
9.11 “Other” tab ........................................................................................................................ 143
10. Matter Types ....................................................................................................................145
11. Code Rules........................................................................................................................151
11.1 Client Code Rules ............................................................................................................... 151
11.2 Creditor Code Rules ........................................................................................................... 153
11.3 Matter Code Rules ............................................................................................................. 154
11.4 Safe Custody Code Rules ................................................................................................... 157
11.5 Archive Code Rules ............................................................................................................ 159
12. Setting up the PhoneBook Prompts.................................................................................161
12.1 Name Labels ...................................................................................................................... 161
12.2 PhoneBook Groups ............................................................................................................ 167
12.3 Matter Party Roles ............................................................................................................. 169
12.4 PhoneBook Relationship Dictionary .................................................................................. 171
12.5 Print the PhoneBook Relationships ................................................................................... 172
13. Client Groups ...................................................................................................................173
13.1 Create a New Client Group ................................................................................................ 173
13.2 Transfer Group Members .................................................................................................. 174
14. Client Business Sources ....................................................................................................175
14.1 Create a New Business Sources ......................................................................................... 175
14.2 Print Client Business Sources ............................................................................................. 175
15. Client Industry Classifications ..........................................................................................176
15.1 Create a New Industry Classification ................................................................................. 176
15.2 Print Client Industry Classifications ................................................................................... 176
16. Conflict Checker ...............................................................................................................177
16.1 Setup .................................................................................................................................. 178
16.1.1 Grant Employee Launch Clearance .................................................................... 178
16.1.2 PhoneBook Groups ............................................................................................ 179
16.1.3 Matters ............................................................................................................... 180
16.1.4 DataForms .......................................................................................................... 181
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16.1.5 Document Types ................................................................................................. 181
16.2 Conflict Checker System ..................................................................................................... 182
16.2.1 “Search Options” tab .......................................................................................... 182
16.2.2 “Invalid Search Texts” tab ................................................................................... 182
16.2.3 “DataForms” tab ................................................................................................. 183
16.2.4 “PhoneBook Groups” tab .................................................................................... 183
16.3 Conflict Checker Maintenance ........................................................................................... 184
16.3.1 “Types” tab ......................................................................................................... 184
16.3.2 “General” tab ...................................................................................................... 186
16.3.3 “Wordlink” tab .................................................................................................... 186
16.4 Conflict Checker Maintenance Menu and Ribbon ............................................................. 187
16.4.1 Menu ................................................................................................................... 187
16.4.2 Ribbon ................................................................................................................. 187
16.5 Conflict Checker Audit ........................................................................................................ 188
16.5.1 “Audit Trail” tab .................................................................................................. 189
16.5.2 “Filter” tab .......................................................................................................... 190
16.6 Conflict of Interest Checker................................................................................................ 191
16.6.1 Search Criteria ..................................................................................................... 193
16.6.2 Execute Search .................................................................................................... 195
16.7 Conflict Checker Results ..................................................................................................... 196
16.7.1 DataForm Results ................................................................................................ 197
16.7.2 Printing Audit Trail Results ................................................................................. 197
16.8 Appendices ......................................................................................................................... 198
16.8.1 Appendix A Sample Conflict Checker Quick Report Results .............................. 198
16.8.2 Appendix B Sample Conflict Checker Standard Template Report Results ......... 199
16.8.3 Appendix C Sample Template: Wordlink_Conflict_Checker_Audit.dot ............. 200
16.8.4 Appendix D Conflict Checker Wordlink Merge fields ......................................... 201
17. Postcodes......................................................................................................................... 203
17.1 Download the Postcodes ................................................................................................... 203
18. Accounting Options ......................................................................................................... 207
18.1 Accounting Options ............................................................................................................ 208
19. Tax Types ......................................................................................................................... 211
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20. Bank Accounts ..................................................................................................................215
20.1 Trust Bank Account ............................................................................................................ 215
20.2 Create a New General or Company Bank Account ............................................................ 225
20.3 Special Requirements for Macquarie Bank Limited .......................................................... 226
20.3.1 Bank Account Ribbon ......................................................................................... 227
21. Calendars .........................................................................................................................229
21.1 Calendar Registration ........................................................................................................ 229
21.2 Create a new Calendar based on an existing one ............................................................. 231
22. States................................................................................................................................235
23. Fees ..................................................................................................................................239
23.1 Fee Templates ................................................................................................................... 242
23.1.1 Fixed Fee – recording Scale Cost and Time Cost separately .............................. 242
23.1.2 Fixed Charge – Not recording Scale Cost and Time Cost separately .................. 243
23.1.3 Rate per Unit - recording Scale Cost and Time Cost separately......................... 244
23.1.4 Rate per Unit – not recording Scale Cost and Time Cost separately ................. 245
23.1.5 Fee Template Filter ............................................................................................ 246
23.1.6 Map Singular / Plural Unit Type ......................................................................... 248
23.2 Fee Type ............................................................................................................................ 249
23.2.1 Fee Type Groups ................................................................................................ 251
23.2.2 Fee Type Field Descriptions ............................................................................... 252
23.3 Fee Rate Code .................................................................................................................... 253
23.4 Hourly Rate on Matter ....................................................................................................... 255
23.5 Employee Rate ................................................................................................................... 256
23.6 Importing Fee Entries from an External File ...................................................................... 257
24. Sundry Types ....................................................................................................................259
24.1 Set up Sundry Type for Matters ........................................................................................ 259
24.2 Expense Type Groups ........................................................................................................ 261
24.3 Adding an existing Sundry Expense to a Group ................................................................. 262
24.4 Set up Sundry Type for Creditors ...................................................................................... 263
25. Bill Templates and Credit Note Types ..............................................................................267
25.1 Bill Templates .................................................................................................................... 267
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25.2 Bill Credit Note Types ......................................................................................................... 273
25.2.1 Print / View Bill Credit Note Types ..................................................................... 273
26. Billing Plans ...................................................................................................................... 275
27. Debtors Letters Templates .............................................................................................. 277
28. Collection Plans ............................................................................................................... 281
28.1 Collection Plan Registration ............................................................................................... 282
28.2 Setting up Emails ................................................................................................................ 287
29. Payment Plans ................................................................................................................. 289
29.1 Payment Plan Templates .................................................................................................... 289
29.1.1 Setting up a Payment Plan Email ........................................................................ 292
30. Diary Setup ...................................................................................................................... 295
30.1 Diary Events, Locations & Jurisdictions .............................................................................. 295
30.2 Diary Groups and Filters ..................................................................................................... 297
30.2.1 Diary Groups ....................................................................................................... 297
30.2.2 Diary Filters ......................................................................................................... 300
30.3 Resources ........................................................................................................................... 302
30.3.1 Resource Types ................................................................................................... 302
31. Safe Custody .................................................................................................................... 305
31.1 Safe Custody Item Types .................................................................................................... 305
31.2 Safe Custody Relationships ................................................................................................ 306
32. Employee Transfer Batch ................................................................................................ 307
32.1 Client and Matter Filters .................................................................................................... 315
33. Employees ....................................................................................................................... 317
33.1 Create a PhoneBook record for an Employee .................................................................... 317
33.2 Create the Employee record .............................................................................................. 319
33.3 Employee Charts & Rates ................................................................................................... 321
33.4 Employee Budgets and Costs ............................................................................................. 323
33.5 Export / Import Employee Budgets into Excel ................................................................... 324
33.5.1 Export .................................................................................................................. 324
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33.5.2 Import ................................................................................................................ 329
33.6 Employee Password ........................................................................................................... 337
33.7 Creating the Lexis Affinity Desktop ................................................................................... 338
33.8 Employee Types ................................................................................................................. 340
33.8.1 Print Employee Types ......................................................................................... 342
33.9 Departments ...................................................................................................................... 343
33.9.1 Print Departments .............................................................................................. 344
34. Auto Sign In ......................................................................................................................345
35. Team Security ..................................................................................................................347
35.1 To implement Team Security............................................................................................. 347
35.1.1 System Variables ................................................................................................ 347
35.1.2 Employees .......................................................................................................... 348
35.1.3 Maintaining several employees ......................................................................... 349
35.1.4 Matters ............................................................................................................... 352
35.1.5 Matter Team Batch Update ............................................................................... 355
35.1.6 Reports ............................................................................................................... 360
36. Security Options ...............................................................................................................363
36.1 Altering Security Options ................................................................................................... 363
36.2 Security Options ................................................................................................................ 366
36.2.1 Archive options .................................................................................................. 367
36.2.2 Archive Requisition ............................................................................................ 368
36.2.3 Bank .................................................................................................................... 369
36.2.4 Bill ....................................................................................................................... 370
36.2.5 Cheque Requisition Options............................................................................... 372
36.2.6 Cheque options .................................................................................................. 374
36.2.7 Client Options ..................................................................................................... 375
36.2.8 Creditor Options ................................................................................................. 377
36.2.9 Diary Options ..................................................................................................... 378
36.2.10 Document ........................................................................................................... 379
36.2.11 Employee Options .............................................................................................. 380
36.2.12 emPower Options............................................................................................... 381
36.2.13 Entity Options..................................................................................................... 382
36.2.14 Fee Options ........................................................................................................ 382
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