REPORT FROM "LOCATION"

[LESLIE]

Hi Mike,
we plan to use the "LOC" location cell to input the closed storage box number we assign once the case is closed. Is there a way to generate a report with all cases stored in a certain box number?

Also, once the file is shredded, that closed box number will no longer exist; can we globally reasign all entries for certain box numbers in "LOC" to change to "SHRED". For instance, in LOC we entered "2001-1" to all the cases that were closed in 2001 & stored in box 1; once all the files closed in 2001 have been shredded, we would change 2001-1, 2001-2, 2001-3, etc. to "SHRED". Is that possible & how would that be accomplished?

Thank you,
Leslie

[Michael Appell]

1. we plan to use the "LOC" location cell to input the closed storage box number we assign once the case is closed. Is there a way to generate a report with all cases stored in a certain box number?

The LOC cell was originally designed to track the location of the file for open cases. That's an interesting idea to track the box number as well. Many users just enter that after the case status but I suppose that will work also.

At the present time the only way to run a report with a specific box number would be through User Programs. I will make a note of this

2. Also, once the file is shredded, that closed box number will no longer exist; can we globally reasign all entries for certain box numbers in "LOC" to change to "SHRED". For instance, in LOC we entered "2001-1" to all the cases that were closed in 2001 & stored in box 1; once all the files closed in 2001 have been shredded, we would change 2001-1, 2001-2, 2001-3, etc. to "SHRED". Is that possible & how would that be accomplished?

Again - the only way would be through User Programs. But, I'll make a note of this also.

Mike

[Michael Appell]

I take it back - there is a way to generate a report of cases at a specific location. Click Reports and select the Mark Up report.

Next, under Advanced, enter the following as an example:

case.location = "32 "

Notice the space after the 32 so that it does not include any locations that start with the numbers 32 but has a space after the 32.

If the location does not start with 32 (for example: Basement - 32) then you may do it this way:

"32 " $ case.location

Mike.

[LESLIE]

Hi Mike,

I'll consider adding the closed box number to STATUS; that would bring me back to the question: If STATUS shows CL 2000-1 or CL 2000-2 or CL 2000-3, etc. is A1 capable of universally reassigning all the entries that begin with CL 2000 to CL 2000-SHRED and if so, how is it done?

Thanks, Leslie

[Michael Appell]

Yes, it is possible to do. You may also do it with the LOC. At present, I'm recommending you use the LOC. There is an easier way to do it than through user programs. First, backup the CASE.* (all the case files) in A1Law\Data. It's not a large file, but you don't want to make any mistakes.

Be VERY cautious using this function (it's an internal global data change and it does not have an UNDO feature). Click Tools, System. Next click Browse. Double click Case to browse the case table.

Next, at the very top of the screen (where it says File, Edit, etc.) click Table. Next click Replace Field. Select either the Location or CaseStat field in the dropdown (depending on whether you will be using the location or case status to track the box number). I think the location field is the better choice so that you may use the case status for other things. For example, some offices enter CL for closed and then a hyphen and then how the case was closed.

Next, enter the replacement string where it says WITH. For example, SHRED-1245 (might indicate box 1245 has been shred. Click Scope and select ALL meaning to scan all records. Next (and this is the most important of all) where it says FOR, you want to enter one of the following:

if you are changing the location, enter:

upper(case.location) = "124 "

be sure to put a space after the last number or it will change EVERYTHING/all box numbers that start with 124 which you don't want.

If you are changing the case status, you might enter something like:

upper(case.casestat) = "CL 2000-1 "

Again, notice the space after the number 1. Also, notice that we have to be consistant as to whether there is a space, a slash or a dash after the CL and before the 2000. In the above example, there is a space.

Be very careful using this "global search and replace" feature. Since the Case table is relatively small, it's fairly simple to copy it to a backup folder before performing this operation. Finally, click the Replace button for it to do the global replace.

Use with caution - but it does work.

Mike.

[LESLIE]

Hi Mike,

How is a report generated with the following criteria: STATUS = CLOSED 2002 & LOC is empty?
This report will let us know which closed cases have not been pulled from our general file & boxed up in storage. As you may recall, once we box the closed files in storage, we enter the new location in LOC...such as 2002-1, which is the year closed & box number.

Thank you,
Leslie

[Michael Appell]

Select MarkUp Report. Where it says Status, enter the status of CLOSED 2002 and then under advanced enter the following:

empty(location)

You may then leave this report window open while pulling each case.

Mike

[Leslie]

Hi Mike,
I'd like to pull a report of closed cases in which the physical file has not been pulled. All closed files are boxed & the boxes are numbered, we enter the number of the box in LOC. I need a report of all cases in which the STATUS begins with CL & LOC is empty.
Thank you,
Leslie

[Michael Appell]

Hello,

just like before, select the Referral Report (instead of the Markup Report because the Referral Report is faster). Enter the status and put the following in Advanced: empty(location) and then click Proceed.

Mike