File Creation
The file, or mandate, is the central object of any law firm. It also serves as the focal point in the law firm management system.
In the context menu of a file, you can easily access time tracking, i.e., recorded times and expenses, as well as billing, i.e., invoice drafts and invoices.
The master data of the file is divided into different tabs.
New File
You must enter at least a file name and the lead attorney to save a file.
The location and file number range of the file are pre-filled based on the user's assigned location and the default file number range linked to this location.
Both entries can be changed.
When saving, it checks that required fields in the file data panel are saved. If values are defined as required fields in property lists, a prompt follows. After saving, additional data such as participants and responsible parties can be added in other panels. The old file reference field can be edited to allow for manual data transfers. Newly created files are automatically added to file favorites.
The file reference of the newly created file is automatically generated during the saving process. You can configure the format and numbering of the file reference under System Administration > Number Ranges.
You have the option to assign a manual file reference. To do this, uncheck "Automatically assign" and enter the desired number and year in the corresponding fields.
If the connection to Lexolution.FoMa is enabled, the FoMa file reference will also be displayed.
A new file is preset with the status potential. This allows a potential mandate to be recorded even before official acceptance. This way, offer phases or conflict resolution phases can be internally mapped and evaluated. The potential file status can be excluded firm-wide under System Administration > General Settings. Then this file status will no longer be offered in the selection.
By default, a newly created file does not belong to any hierarchy. For more information on classifying files into hierarchies, see the chapter Hierarchy.
The dispute value of a file is automatically used as a default for the object value in an RVG invoice. It can still be changed there.
To be informed about an increased liability risk and the conclusion of additional insurance, check the box for Increased Liability Risk. Four input fields will open for the specific documentation of the liability risk, liability limitation, and additional insurance. The value of the firm policy is pre-filled if it was recorded under System Administration > General Settings.
When closing a file, you should always fill in the Retention (Years) field to document how long the file must be retained.
File Type
You can choose whether the file is a lawyer's file or a notary's file. The lawyer's file type is preset when creating a new file.
You have the option to filter by file type using the File Type Filter button.
Edit File
There are several ways to find, select, or edit a file:
- Quick Search > Enter file reference or file name > Start search with Enter
- Navigation > Files > File
- Navigation > Deadlines and Reminders > File
- Navigation > Files > Hierarchy > File
To edit a file, you must unlock it for editing. Click on Edit in the Manage function group or double-click on the file. Now you can change all the values of the file.
Copy File
When copying files, a dialog with the main data of the files is displayed for adjustment.
The associated data objects such as participants and responsible parties are copied in the same scope as before and can be changed after the copying process.
File Status
Distinguishing and maintaining different file statuses is important for evaluating mandates later in controlling.
Potential
A file is generally always created with the status Potential. In this status, the fields for mandate decision and mandate completion are not active, i.e., they cannot be edited.
The Potential file status can be excluded firm-wide under System Administration > General Settings. Then this file status will no longer be offered in the selection.
In Progress
Changing the file status to In Progress triggers the start of the conflict check. Additionally, the mandate decision field is active and pre-filled with the current date. If the current date differs from the actual mandate acceptance date, you can change the date. Furthermore, you must record a main legal area and assign a file register to save the file in the In Progress status.
Completed
Changing the file status to Completed indicates that the mandate is finished. The file is archived using the Complete button in the ribbon. The file can only be completed if there are no outstanding deadlines, no unbilled activities or additional fees, no unbilled taxable expenses, no invoice drafts, and no open items, and the file account balance is settled. The EA balance – expenses in the file account is not considered during file archiving. Unresolved reminders do not prevent completion.
Using the Check Tax-Free Expenses checkbox, you can set that completion is possible even if there are unbilled tax-free expenses associated with the file and/or if the EA balance – tax-free expenses in the file account is not settled. To use this function, the user must be assigned the function right 10018 – Check for Tax-Free Expenses in File Archiving.
Additionally, you can configure under Administration > System Administration > General Settings that master files with incomplete sub-files cannot be completed.
Archive Number / Archive Date
The formatting and numbering of the archive number can be configured under Administration > System Administration > General Settings. The archive date is set automatically. A completed file can no longer be edited.
Reactivation
A completed file can be reset to the previous status using the Reactivate button. The file can be edited again and then completed once more. When completing the file again, you must decide whether a new archive number should be generated or if the file should be completed under the original archive number.
Rejected
A status change to Rejected indicates that the mandate was not accepted. You must fill out the Internal Note field to document why the mandate was rejected. The Mandate Completion field is active and pre-filled with the current date. You can change the date.
No times or expenses can be recorded for a rejected file.
Language and Culture
Here you can assign a language to the file. By default, the German language is pre-selected. The file language is pre-set as the default when recording times, expenses, and draft invoices for the file.
By selecting a culture for the file, you influence the display of text markers, particularly the display of date and number formats.
Participants
Here you can add the client, opponent, and other participants to a file.
Adding is done via an Add/Remove list. To avoid duplicates, a search is first conducted in all contacts before a new contact can be recorded. The search result shows you the contact based on the address. That is, a contact with three addresses will be displayed three times in the list with the respective address data. The contact is uniquely identified by the contact number. This ensures you select the correct contact based on the address. The VCard address is marked in the list with the business card icon.
A contact is classified by adding it to the file and the type of participation as a client, opponent, etc.
You can assign a Procedural Participation to each file participant. The types of procedural participation are configurable.
The Subject is a participant-related subject for use in text integration. Additionally, you can note individual remarks about the participants in connection with a file.
If you have an external file number from the court or a legal protection insurance, you can enter it in the External File Number field.
In addition to the entered External File Number, you can specify in the EDI Reference column which External File Number should be used as an external reference (EDI Reference for LEDES, Leitweg-ID for XRechnung) when creating an EDI file.
You can store a file-related Correspondence Address for each participant. The correspondence address is displayed as a hyperlink in the quick info, and you can view and, for example, copy the contact details directly. It is possible to store a contact person for each participant in a file. Selecting the correspondence address and the contact person is done via the three-dot button in the row of the respective file participant. In a document in the WordAddIn, you have the option to select the contact person's address stored here instead of the address of the file participant contact.
Responsibility
You can add responsible employees working on a file. The main responsible attorney and the main responsible location for a file are determined. By default, the location is controlled from the general file data. This can be changed later. The main responsible attorney and the main responsible location are included in the quick info.
Conflict Potential
Here you can record keywords for factual conflicts. The conflict keywords are predefined in the configuration and ideally provided with a note, e.g., keyword Tender - Description: 678995, Building Authority Karlsruhe. These keywords are used in a conflict check for factual conflicts. The evaluation of conflict keywords is described in the Conflict Check chapter.
Furthermore, it is precisely noted here which employee on which day has completed the conflict check or excluded the file from the conflict check.
Legal Areas and File Category
You can add one or more legal areas and determine what percentage of the file's revenue is allocated to each legal area. The selectable legal areas are stored in the configuration. The legal areas are stored in a file to evaluate how many mandates are available for each legal area.
You can add multiple file categories that have been previously created in the configuration. The file categories allow you to classify files according to specific aspects, e.g., seminar or enforcement files. You can configure that choosing a specific file category automatically results in exclusion from the conflict check.
Deadlines and Reminders Here, the due deadlines and reminders of a file are displayed. Entries can be created and edited via the Deadlines and Reminders function group. You can also display the completed entries.
Appointments
Here, the appointments of a file are displayed.
Hierarchy / File Related
You can add the file hierarchically to a master file. To use this function effectively, you should grant your employees both the "Add Hierarchy" and "Remove Hierarchy" functional rights.
Furthermore, you can relate files to each other. If there is a professional connection between a selected file and one or more other files, this can be represented.
Additional Data
In the Additional Data, you will find information about migrated files from a previous system in the Notes field. The Rubrum field is used for recording a manual rubrum and can be integrated into the text connection.
Property List
Here you can select the additional properties (free fields) configured by your firm for the file and assign a value specified by your firm. Mandatory fields for the file may also have been recorded here, and you must fill in the displayed mandatory field to save the file.
Billing Info for the File
Here you can store the following general billing information for a file: fee limit, different time tracking, secondary currency. The dispute value is entered in the "File Data" tab and displayed as read-only in the file's billing info. Additionally, you will see which billing cycle this file was assigned to and which billing type was set.
You assign the file to a billing cycle and set the billing type in the file's billing configuration.
Fee Limit
You can set a fee limit for a file. This fee limit is displayed in the quick info under Performance for the file and billing information, allowing continuous monitoring of the agreed limit's utilization. When finalizing a draft invoice in a file, a notification is issued if the fee limit is exceeded with this invoice. The invoice can still be finalized. It is a "soft" limit.
Limited (cap)
By checking the limited (cap) option, the fee limit becomes a "hard" limit. When finalizing a draft invoice in the file, a notification will appear if the fee limit is exceeded with this invoice. The invoice cannot be finalized.
Disputed Amount
You can set a disputed amount that will be pre-filled when creating RVG invoices for the file.
Time Tracking
The firm-wide time tracking is displayed under Time Tracking.
Different Time Tracking
The firm-wide time tracking can be set differently for the file. The rounding of times occurs when times are recorded in a draft invoice.
Secondary Currency
By checking the Secondary Currency option and selecting a configured currency, you can enable times and expenses in this file to be recorded and billed in a secondary currency.
Agreed Rates
By clicking the Agreed Rates button, you can access the rates for a file. You can set specific rates at the file level that differ from the general firm rates.
File Quick Info
The Quick Info of a file provides you with an overview of the most important information about the file, such as the lead attorney and file location, the status of the conflict check, due dates, reminders and appointments, and the correspondence addresses of the involved clients and opponents, as well as the performance overview for the file.
Performance Quick Info
The Performance Quick Info gives you a quick overview of the unfinished services for a file, the billed fee, and the remaining budget if a fee limit is in place. By clicking the Refresh button (blue arrows), the data is updated. The displayed amounts refer to the selected file; the total amount of collective invoices is not considered in files with collective invoices.
Through the To Performance Overview link, you can view the detailed course of the performance billing for the file from the recording of times to the payment of the invoice. You can print the performance overview.
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