ScanFiles (company/paperless) Scanning/ A1 Integration

[Anonymous User]

The update is now ready...The Copy Service Import Feature may now be tested and an Excel file as well as an Error Log may be generated. However, no notes will be added to case activity and no files will be attached at this time. This feature will have specific interest to the copy service industry and I'm in the process of possibly working out an exclusive agreement. However, all the functions, features and logs may be generated by anyone. Everything works and I can easily add exclusive licensing for the copy service to utilize this feature once everything has been worked out. Feel free to post back with any questions. Be sure to view this link for all the features in the latest version 6.1.1B (especially the Party Notes feature which should be very useful for comp and civil cases as well as other cases):

http://www.appellsoftware.com/Updates4/Year2007.htm

Also, please see this link for the Copy Service Import Feature:

http://www.appellsoftware.com/Updates4/ ... kerCS1.htm

Mike

[LMSSC]

A1 February 12, 2008 Update - ScanFiles Paperless Internet Module

Dear Michael,

Could I please get more information about how this Module works? (see below)

Our office had the pleasure of hosting Mr. Stephen Schneider today for a ScanFiles demonstration (mostly the same information from the CAAA convention) for our office and several offices in the local area. It was very informative.

If I understand the current A1 Scanning Setup: (If doing In-Office using current tools - Not going to use ScanFiles Module)

1. Mail comes into the office.
2. Mail gets entered into the System by a person using Mail Tracker/Searching for a Case - Case Activity
3. When you are done entering in the particular document summary information in the Events area you Click on the Scan (button) "Print Scan Instructions and Save the Notes" - Which Saves the Case Activity and Prints up a Scanning Cover Sheet (giving a # to the file)
4. The files are scanned
5. The A1 Law Transfer Utility is then used to attach those files to their case activites.

How I understand the A1 ScanFiles Module:

1. Mail is sent to ScanFiles
2. ScanFiles sorts the Mail using an uploaded version of our office database + whatever additional things we've asked them to do. This would include adding a simple piece of information that would end up in the Events area of the particular Case Activity (Example: 5/1/2007 Medical Reports from Dr. Smith).
3. Documents go from ScanFiles to A1 Law website.
3. We run the module which allows us to download the files from the A1 Law website.
4. At this point we need to "Process" the scanned documents.
We can either:
A. Pass all the scanned documents directly into their Cases' Case Activities OR
B. Look at the scanned documents individually with their Case Activity summaries - to allow changes, flagging, or creation of Tasks based on those documents. Secretaries/Attorneys could view only their documents by sorting by their initials. Then these documents are saved into their Cases' Case Activities.

Do I have this correct?

Thank you very much!

Sincerely, Michael Lerner

[LMSSC]

Dear Michael,

Thank you very much for all the new features and updates!

Due to the occurance of more attached files, I was wondering if you could make a couple of changes to Case Activity.

When you have an attachment, would it be possible to make the Case Activity "View the Document Attached to this Event" button stand out more? (Bright Yellow Perhaps and/or something else... maybe when you view Case Activity list between "Time" and "Event" a Y or N/(blank)? (Y having a bright background or something?)

and/or Have a separate page you could bring up that would ONLY show documents With Attachments?

Also, Would it be possible to have a screen where you could view an attached file (regardless of the type) and then "View Previous Attached Document"/"View Next Attached Document". I know most of the attorneys are used to paging though their physical files' documents (from what's on top --> down) when looking for important information. This may be a good way to transition the attorneys from physical files to a paperless system.

Thanks again!

Sincerely, Michael Lerner

[Anonymous User]

I'll look at these features but it's important to note that you may easily see all the files with attachments by clicking Forms from the client card and then clicking the Saved Forms tab. Click View from there to view the highlighted document.

Mike

[LMSSC]

"I'll look at these features but it's important to note that you may easily see all the files with attachments by clicking Forms from the client card and then clicking the Saved Forms tab. Click View from there to view the highlighted document."

I see now. I didn't realize that the "Case Card - Forms - Saved Letters (tab)" kept a track of ALL Attachments, regardless of the type. I mistakenly thought it was only for Letters (A1, OCF, Word, etc.). That's good to know. I'll send an email to the staff.

Maybe the Saved letters (tab) yellow box info (holding mouse on it) should be changed from:
"View saved form letters and court forms for this case"
TO "View saved form letters, court forms, and attached files for this case" (or something like that)?

Thanks again Michael!

Sincerely, Michael Lerner

[Anonymous User]

Right - actually perhaps Saved Documents or Saved Files or Saved Attachments (since it could also include Microsoft Outlook Emails).

Thanks,
Mike

[Anonymous User]

Michael - in answer to your questions about automated scanning in A1-Law:

In Office Scanning - Call it OPTION #A

1. Mail comes into the office.
2. Mail gets entered into the System by a person using Mail Tracker/Searching for a Case - Case Activity
3. When you are done entering in the particular document summary information in the Events area you Click on the Scan (button) "Print Scan Instructions and Save the Notes" - Which Saves the Case Activity and Prints up a Scanning Cover Sheet (giving a # to the file)

Or they may just write the CaseNo-NoteNo on the correspondence without printing the scan instruction sheet

4. The files are scanned

The correspondence is dropped into a bin by the legal secretary entering the case activity note. The correspondence is then delegated to the mail room to be scanned at a later time and/or date

5. The A1 Law Transfer Utility is then used to attach those files to their case activites.

The Scan Tracker is used to attach the files to the case activity. The Transfer Utility is a feature used to SYNC cases from a laptop computer to the network should a staff member decide to work offsite

How I understand the A1 ScanFiles Module: Call it OPTION B

1. Mail is sent to ScanFiles

Or to clarify - ScanFiles probably comes to your office to pick up the mail you want them to scan

2. ScanFiles sorts the Mail using an uploaded version of our office database + whatever additional things we've asked them to do. This would include adding a simple piece of information that would end up in the Events area of the particular Case Activity (Example: 5/1/2007 Medical Reports from Dr. Smith).

[bWhat is uploaded is very limited information which you may view before the upload. Information may include case number, name, type of case, status, DOB and some or all digits of the SS #[/b]

3. Documents go from ScanFiles to A1 Law website.

No - documents are uploaded to the ScanFiles or Med-Legal FTP site

3. We run the module which allows us to download the files from the A1 Law website. From the ScanFiles/Med-Legal Site

It is actually just a "click of a button" to do the download

4. At this point we need to "Process" the scanned documents.
We can either:
A. Pass all the scanned documents directly into their Cases' Case Activities OR
B. Look at the scanned documents individually with their Case Activity summaries - to allow changes, flagging, or creation of Tasks based on those documents. Secretaries/Attorneys could view only their documents by sorting by their initials. Then these documents are saved into their Cases' Case Activities

Correct - in addtion to Tasks, you may easily send Email, create calendar appointments, etc. Most important, the Mail may be "delegated" to another to view. So, if a secretary views 200 pieces of mail for the attorney, the secretary may then decide to "SEND TO" / Delegate 15 of those pieces of mail (on the screen in Acrobat format) to the attorney to review.

Mike