Office Practice
This consists of elements as follows:
Outlook (email) Integration
This is provided as a standard package which can be installed and
used with local configuration. The facilities provided include:
- When creating an email in Outlook, email addresses
can be drawn from Axxia Case / Matter Management can be used and
documents held in Axxia attached to the email
(documents can also be named with meaningful names on the email).
- The email subject automatically has the Client and Matter number appearing as a reference at the
end and is used if the email is replied to by the other parties to
automatically identify the client / matter.
- When the email is sent, the email is automatically copied
into Axxia (and is kept in it's original form).
- Also when it is sent the email can be automatically printed for
the file - on this the list of attachments together with the client
number and matter number are shown (overcoming a problem with Outlook
that on HTML emails the list attachments does not print out).
When reading an incoming email, the email can be saved into Axxia
as:
- A complete email- kept in it's original form. (Where the incoming
email is a reply to an outgoing email the Client and Matter Number
should still be in the subject and will be automatically identified.)
- Individual attachments can be saved either as new documents or
as versions of existing documents. (Where the incoming document
is a reply to an outgoing document, the document number is automatically
identified so that the new version can be instantly saved.)
- If the attachment is opened in Word, then this can be saved as
a new version from Word and again the client / matter / document
is automatically identified to speed saving of the new version.
In all the above, the system keeps a list of recently used clients /
matters (similar to Axxia time recording) and also allows clients /
matters to be found by entry of client / matter or by searching for
free text.
Click here for a demonstration of:
Word (Excel / PowerPoint) Integration
The facilities
provided include:
- Documents that have been created in Word / Excel / Powerpoint
(or have been opened from another source - e.g. an email attachment),
can be saved into Axxia as either new documents or new versions
of existing documents.
- Documents can be saved onto the same matter or a different matter
(thus allowing re use of documents across matters).
- The same interface also provides facilities to save into
"My Documents", Non Client area(s) or under a client.
- "My Documents" will save in the normal Windows "My
Documents" area - directories can be created as required
and documents named in the "normal" way using the
same facilities as appear in Word when doing a "Save as".
- "Non Client" areas can be either centrally defined or
defined by user and allow one click access to folders on the
"normal" filing system. This is extremely useful to help ensure
staff file documents correctly when they are not to do with a
client (e.g. marketing material, general presentations, etc.).
- "Client" saves will validate the client number against
Axxia, and will save the documents into the Client folder created
by Axxia Case Management with a meaningful name. (As yet Axxia
do not have a facility to register client documents.)
- Documents can also be read from Axxia with facilities for free
text searching of activity / document description and / or date. This also can
show the latest version or all versions.
- When working on multiple Axxia documents, it can be hard to know
which is which as they only have numbers to distinguish them. With
Office Practice, the caption of the document is set to the document
title - making it easy to identify which document is which.
Click here for a demonstration of:
Letter Creation
Where the Axxia letter creation facilities are used more widely
than just in Case Management, there are various issues that need to be
resolved. Office Practice provoides various facilities to help with
this.
The most noticeable issue is that multiple Fee Earners may be
working on the same matter so how do you control who the letter is
from. Lots of information often needs to be changed from direct dial
numbers to references to the name of who the letter is from.
A tool is provided that works with any Axxia generated letter and
provides (in Word) a drop down box of all the Fee Earners. When a Fee
Earner is selected all the Fee Earner details in the letter are
changed to the selected Fee Earner - saving secretarial time and
ensuring the details are accurate every time.
