Letter and Document Naming Convention

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.”

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:

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. 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 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
  • 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 with the actual letter or document descriptive name following the hyphen.



  • PIJLRPIN-INSCOVRGE (Letter to Related Party Insurance Co)



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.

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 Auto-Doc letters and documents to the Geni Law program. Auto-Doc letters and documents are located in c:\genilaw\data\glaw\autodoc.