Ways to get help while you work:
- Handy Tool Tips
for each field on every screen. When you hover in a particular field, Geni gives you hints about the information that should appear in the field; in addition, if more than one answer is available, Geni displays all of the possible entries for quick reference and selection.
- Quick-Pick Lists
are generated from integrated data contained in the setup, case management and accounting features of the program to make data selection quicker and learning how to use Geni faster.
- Help Screens
are available by pressing the Help button on the Taskbar at each level of the program or Ctrl+H on pop-up screens so each user can “learn as you go.”
Here you will find step-by-step instructions for creating Microsoft Word merge documents, using the merge function to create documents and letters, the Memorized Questions feature, and Geni Law’s Pop-Up Address Block. These features increase efficiency by pulling information entered once in the database and presenting you with a document in seconds.
SET UP MICROSOFT WORD MERGE MASTERS AND THE MERGE PROCESS
- Create or open your document or letter as usual except do not include the date, address block, salutation, or closing signature
- Click on “MAILINGS”
- Click on “START MAIL MERGE”
- Click on “LETTERS”
- Click on “SELECT RECIPIENTS”
- Select “USE AN EXISTING LIST”
Select on the file named “FIELDS2.CSV.” This is located in c:\genilaw\data\glaw\autodoc and contains a list of the different fields from which to select. NOTE: If you are networked, the drive may be different such as “Z” instead of “C.”
- Click on “INSERT MERGE FIELDS.” Scroll through the list, starting with the date, and click on each item to insert it. This will put in the selected code with the “<< >>” symbols on each side of the code. When you have completed the document, use “SAVE AS” in Word format (.doc) and save it in the client’s case file.
If you already have your own, or create a new, document or letter that is not downloaded with the program, you need to add it to the database. To do so, click SETUP > CHECKLIST AND FEES on the main Taskbar. Enter the Work Order Code and Description for the document or letter you created. Each document or letter must be coded in the “DO HOW” column with the word “doc” to indicate to the program that it is an MS Word document or letter. Follow the naming convention as you see presented in Checklists and Fees for creating Work Codes and Descriptions (complete details below).
Merging Documents and Letters
If you are going to be using one of the documents or letters downloaded with the program and contained in the Case File you are working in, place the cursor on the letter or document you want to merge and click on the “DO WORK” button. You will receive a notification that the program is loading your document. Based on whether you chose Word or OpenOffice during the initial download process, the program will present the document in its native application; but prior to proceeding straight to the document, the application asks the following questions:
- In OpenOffice the question is: “UPDATE ALL LINKS?” Click Yes.
- In Word, the question is: “Data from your database will be placed in the document. Do you want to continue?” Click Yes.
By clicking YES, the Geni Law program automatically merges the document or letter with case-related information you entered once and presents the document to you in a new OpenOffice or Word window. Make whatever changes are necessary. When you are satisfied with the final, click SAVE and PRINT. When you return to the case file, the billing screen is open for you ready for you to bill for the item. Your document or letter is saved in the client’s “CASE DOCS” with the current date. If you prefer, you may rename the document and click “SAVE AS” before printing.
The Geni Law program is downloaded with a simple master letterhead that auto merges with your letters so you can continue getting work out right away. Client statements, on the other hand, have their own look; but both letterhead and statements are completed with the Company information you entered in the Setup Company process. But don’t worry if you have invested in creating your own customer letterhead design; you’ll be able to use it for letters and envelopes. Please email TechSupport@GeniLaw.com to implement your letterhead. The charge for this service is $90 per hour (one hour minimum).
LETTER AND DOCUMENT NAMING CONVENTION
It is important to be consistent when creating new letters or documents, or adding existing letters and documents that you regularly use in your practice, to the Auto-Doc system of the Geni Law program.
For streamlined efficiency, information is entered only once in the database and then made available for all wordprocessing and accounting features.
Therefore, it is necessary to explain Geni Law’s Naming Convention for the Billing & Work Codes as shown below in (1) the case file and (2) Checklists and Fees (located in the SETUP tab), and to assure that you follow the convention for ease of use of the Auto-Doc system (merging letters and documents) while working in the case file.
Example of Naming Convention used for the Billing & Work Codes as it appears in the case file (this example is from a personal injury (“PIJ”) case:
Example of Naming Convention used for the Billing & Work Codes as it appears in Checklist and Fees (you will see that they are virtually the same except for the use of uppercase letters):
The Naming Convention consists of a total of 18 characters, the first three of which are the designation for the Case Type. Here’s how it works:
Notice in the image above that the Case Type column is highlighted. The Case Type makes up the first three (3) characters of the Billing & Work Order code, even though it is in a separate field. Therefore, you will assign any new document or letter with the “PIJ” code (as shown in the example above) or whichever case type you are working on.
Next, in the “Billing & Work Code” column, the fourth (4th) character starts with “L” if it’s a letter or “D” if it’s a document. NOTE: Many times there is a letter of transmittal with a document. If so, assign the item is coded with a “D” as that is the main purpose.
If it is “L” for a letter, then the next two (2) characters are who the letter is to:
- CC for letter to Client
- CT for letter to Court
- OT for letter to Other
- PT for letter to Potential Client (used in the Marketing feature)
- RP for letter to case Related Party
If it is a letter to a case Related Party (“RP”), the next two (2) characters are to identify the prefix of the group to which the Related Party belongs:
- AT to Attorney
- ER to client’s Employer
- IN to Insurance Company
- MP to Medical Service Provider, including hospitals and doctors
- PA to Prosecuting Attorney
- TP to the Opposing Party
- TR to the Trustee
The next character is a hyphen “-” which is a separator; the actual letter or document descriptive name follows the hyphen. You have as many letters left to name the file until you reach the total of 18 characters. This explains the many abbreviations you see throughout the case tasks.
PIJLRPIN-INSCOVRGE (Personal Injury letter to Related Party Insurance Co)
BKRLRPTR-ASSETVALU (Bankruptcy letter to Related Party Trustee)
CMNLRPPA-PLEA (Criminal letter to Related Party Prosecuting Attorney)
DOMLCC-THANKYOU (Family Law letter to Client “CC”)
PIJD-MEDTRACKFORM (Personal Injury Document – Medical Tracking Form)
BKRD-PLAN (Bankruptcy Document – Bankruptcy Plan)
CMND-MOTSUPPRESS (Criminal Document – Motion to Suppress)
DOMD-PETITION (Family Law Document – Petition)
Referring again to the image above and moving along the row, you see the “DO HOW” column is highlighted. Here is where you will insert the native application of the letter or document: “doc” for Word, “odt” for OpenOffice, “xls” for Word spreadsheet (and so forth) or “eml” for email when you add the document to Checklists and Fees.
And finally, the Explanation for Billing & Work column is highlighted. This is self-explanatory wherein you will insert the description of the letter or document as it will appear in the case file and on the client’s statement.
Keep the all-important Naming Convention in mind as you add new Master Auto-Doc letters and documents to the Geni Law program. Master auto-doc letters and documents are always to be located in the c:\genilaw\data\glaw\autodoc file.
MEMORIZED QUESTIONS FEATURE FOR AUTO DOCUMENTS
Here you will create macros to get repetitive work done quickly when creating an automatic document or letter. The Geni Law program is downloaded with hundreds of standard questions and codes for dozens of case types so that you can begin using or creating master templates for documents and letters right away. Personal Injury documents and letters are included with the download for free!
With Geni Law’s Memorized Questions feature, start creating case documents without fumbling through loose notes, save time, and eliminate costly errors. Create a set of corresponding questions and codes (“answers”) that are common in every case to merge into each document or letter you create in CaseWork Manager. Questions and codes may vary by practice area and case type.
As you can see by the number circled in red above, there are hundreds of Memorized Questions already entered in the program including questions that can be used for any type of case.
Upon opening the Alerts for Case Summaries screen (a list of your cases by Action Date and Priority), a Memorized Question button appears at the top of the screen, highlighted here in yellow:
Notice that the cursor is highlighted (grayed-out) on a new Personal Injury case. At this point, you can click on the Memorized Questions button and begin to fill in pertinent case data; e.g., date, time and place of the accident; the Company Name and ID number for the other party’s insurance; the Company Name and ID number for the client’s insurance; number of days lost; lost wages; employer information; the medical provider name; and the other party information. Most all of this information is used by the Merge feature and some is for your quick reference. As far as the insurance company(ies), medical provider, the other party, and possibly a prior attorney information, these must be created in Related Party Setup.
The Memorized Question button also appears in the case file in CaseWork Manager giving you the opportunity to fill in the answers while working in the case file as information becomes known.
POP-UP ADDRESS BLOCK
Geni Law also has a nifty little pop-up ADDRESS BLOCK that will appear from time to time based on the letter you choose; generally, “LOT” = letter to others or “LER” = letter to employer (in personal injury cases for example). Here you enter the address information you need for the letter one time, press Ctrl+Enter to save the entry, and then press the “X” in the upper-right hand corner to close the box. The letter opens in its native application with the address information filled in. HELPFUL HINT: Use “Address1” for company name when necessary and “Address2” for the street address.