new document production (2.1.1) contents new document production 1 introduction 1 working with...
TRANSCRIPT
ALB New Document Production (2.1.2)
© Advanced Legal 2014 By Jonathan Smith (NDP212210314)
www.advancedcomputersoftware.com/legal
Disclaimer
Advanced Legal is satisfied that the information contained in this
document is correct at the time of production. Advanced Legal does not
accept responsibility for any loss of profit, loss of data or any indirect,
special or consequential damages resulting from its use. As the software
changes continuously, it is important that you always check the current
position with Advanced Legal.
All information, text, images and layout are the exclusive property of
Advanced Legal and you are only permitted to print, copy, download or
temporarily store extracts from this document with prior permission. Any
attempt to damage this document or act in contravention of these Terms
and Conditions may lead to legal redress.
Advanced Legal is a trading name of Advanced Legal Solutions Limited
which is part of Advanced Computer Software Group plc. Registered in
England under number 01738381 at Munro House, Portsmouth Road,
Cobham, Surrey, KT11 1TF.
© Advanced Legal Solutions Limited, Mar 2014. All rights reserved.
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Contents
New Document Production .............................. 1
Introduction ..................................................................... 1
Working with Workflow ................................................. 1
Activating New Document Production ................................... 2
Document Templates ......................................................... 3
Add New Document Template ........................................ 4
Edit Document Template Content ................................... 6
Edit Document Template Metadata ................................. 7
Delete Document Template ........................................... 8
Import Document Template .......................................... 8
Export Document Template ......................................... 10
Find and Replace in Document Template(s) ................... 10
Copy Document Template ........................................... 11
Field Picker .................................................................... 12
Field Selection ........................................................... 13
Command ................................................................ 17
Formulas .................................................................. 22
Inserting Fields into a Document or Laserform ............... 23
Deleting Field from a Document or Laserform ................ 25
Stationery Templates ....................................................... 26
Add New Stationery Template ..................................... 27
Default Stationery Template ........................................ 29
Edit Stationery Template Content ................................ 30
Edit Stationery Template Metadata ............................... 30
Delete Stationery Template ......................................... 31
Import Stationery Template ........................................ 32
Export Stationery Template ......................................... 32
Find and Replace in Stationery Template(s) ................... 33
Merging Documents ......................................................... 34
Quick Letters ............................................................ 34
Produce Documents ................................................... 35
Filtering the Produce Document list .............................. 36
Saving Documents ..................................................... 37
Merging Laserforms ......................................................... 38
Introduction to Merging Laserforms .............................. 38
Creating a Laserform Template .................................... 39
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Edit a Laserform Template .......................................... 42
Delete a Laserform Template ...................................... 42
Import/Export a Laserform Template ............................ 42
Merging Laserforms ................................................... 43
Saving a Laserform .................................................... 44
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New Document Production
Introduction
ALB has a new powerful, yet user-friendly facility for producing client-
ready documents and forms based on the information stored in your
database.
Using pre-defined templates, typically created by developers to contain
the appropriate text and variables, documents and Laserforms are
produced as the end result of merging them with your data. Documents
can be letters created in Word (or other types, e.g. statements, wills,
etc.), email messages created in Outlook or forms created via Laserform.
When templates are merged, the final documents are then stored in a
logical structure on your server, in a central repository called Document
Management.
Stationery templates are available to ensure that documents are produced
according to your house style. These can be applied to any number of
documents and any changes made to the stationery templates affect
documents merged using that stationery template from that point on.
The document merge process is performed outside of Microsoft Word. This
gives the added advantage that the speed of document production is not
constrained by working with Microsoft Word and is many times faster than
the old merge process.
Working with Workflow
If you are planning to produce documents using ALB's workflow, you will
need to use this new document production as the workflow module is not
compatible with the old style document merge process.
Note: If you have changed your password during the current session,
and you run a workflow which produces a new document, the save to
history will fail as the workflow will try to pass the previous password.
Logging off and back on again will solve the issue. As a rule, you should
always log off and back on whenever you change your password.
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Activating New Document Production
Whether the document merge process is the old or new method is dictated
by the file extension of your document templates. Those with a .doc
extension will use the old process and those with .docx will use the new
process.
The system has been setup to allow both processes to run side by side, so
existing customers upgrading from ALB versions prior to 2.0.3 are able to
continue to merge using existing document templates with the previous
merge process. Any new document templates can be created using the
new merge process and existing templates can be gradually converted
over.
There are plans to introduce a migration process to assist customers in
transferring existing document templates to the new version to make use
of the improvements in speed and flexibility. The only situation where you
will need to recreate templates in the new format is where you plan to
merge them using the ALB Workflow module, which only works with the
new merge process.
There is a setting in Utilities / System Parameters called Document
Template Type, which will dictate what type of templates you can create.
The options are:
Parameter Setting
Description
.doc
Developers can only create templates that will use
the old merge process
.docx Developers an only create templates that will use the
new merge process. Existing .doc templates will still
be available to edit and for users to select and merge
using the old merge process.
.doc/.docx Developers can elect to use the old or new merge
process as they create a new template. A drop down
displays when creating the template to allow the
selection of either the old or new process.
For those clients upgrading from a version prior to 2.0.3, existing .doc
templates will continue to be available for editing by developers and
selected for merging by users irrespective which option the above
parameter has been set to.
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Document Templates
Documents are created based on pre-defined templates, called document
templates. These are created by developers and include all the elements
required to produce client-ready documents. Templates normally contain
the body text (i.e. standard text that does not change), plus merge fields
which hook into ALB and extract the appropriate information. They can
even include logic sequences so that the document changes depending on
data stored against clients or matters. Documents are produced as the
end result of merging data into your templates.
Document templates can also be linked to a Stationery Template.
Stationery templates enable you to ensure a house style is used on all
documents and includes page settings, styles, header and footers. Click on
the following link for more information on Stationery Templates.
You can transfer your existing standard documents to PMS and
subsequently edit them if required.
PMS Document templates can be created for both the client and the
matter entities, however, it is recommended that you create documents
from the matter entity as more database fields are available. Client
information can be picked up through Matters but not vice versa.
For those users with existing document templates, created for the old
document merge process, it is possible to run both the old and new merge
processes side by side so there is no need to convert old templates to the
new process. There are plans for a migration tool to be available in a
future release to assist with converting old style templates.
It is easy to see which templates use which merge process as those with a
.doc extension use the old merge process whilst those with a .docx
extension use the new process.
1. From Utilities / Document/Agenda Setup, expand the
Document Production folder and select Document Templates.
You can also manage .docx templates from within workflow if you
have the Designer Studio application. For more information, please
click on Designer Studio.
2. Work on the Document Templates is carried out by right-clicking on
the relevant template to give a short-cut menu with the following
items. Click on each to for more details.
Add New Document Template
Edit Document Template Content
Edit Document Template Metadata
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Delete Document Template
Import Document Template
Export Document Template
Find and Replace in Document Template(s)
Add New Document Template
From the Utilities / Document/Agenda Setup, expand the Document
Production folder and select Document Templates.
1. In the right-hand window section, right-click and select Add New
Document Template.
2. The Document Template dialog box displays.
3. Complete the details as required.
Field Description
Code Template id, e.g. CliCare.
Description Full template description, e.g. Client Care Letter.
Entity Drop down select Contact or Matter to be able to
access the relevant fields in the Field Picker.
Workflow Only If this box is checked you will only be able to use
the template in conjunction with a workflow
process. When this box is checked, the template
is no longer included in the list of documents
available when you use the Actions / Produce
Document menu command.
Application Drop down, select the application/module the
document is to be used with, e.g. PMS,
conveyancing. If PMS is selected, the template
will be available throughout ALB, whereas a
template associated with a module, will only be
available in that module.
Template
Category
Drop down, select the category the document is
to be used with, e.g. Matter. This is linked by the
application selected above and depending on the
application, different categories will be available.
The categories allow you to filter the list of
documents when using the Action / Produce
Document menu command. These can be
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configured by the user under document
production/ template types and assigned to
modules.
Matter Quick
Letter
Check box to add the template to the Actions /
Matter Quick Letter list for easy selection for
matter letters that are used most often.
Client Quick
Letter
Check box to add the template to the Client
Quick Letter list for easy selection for client
letters that are used most often.
SMS Template Check box if the template is to be used for a text
message.
Notes Enter any relevant text regarding the template.
File Extension Dictates the merge process used for the
template. Set to:
.docx to use the new merge process.
.doc to use the old merge process.
Note: This field is only visible when the system
parameter allows creation of both .doc and .docx
templates.
Stationery
Template
Drop down to apply a template for formatting
styles, headers and footers etc.
Note: This field is only active if the file
extension is set to .docx.
4. Click OK.
5. Microsoft Word opens with a blank document. The Field Picker
displays on the right-hand side of the screen.
6. Complete the template with static text and inserting merge fields
from the Field Picker as required. For more information on inserting
merge fields click on Field Picker or use the link below.
7. Once the template is complete, click on the Close window button
and click Yes to the prompt Do you want to save your
changes?
8. The new template is now displayed in the Document Template list
and is ready to use.
For more information on merging the document template, click on the link
below.
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RELATED TOPICS
Edit Document Template Content
Stationery Template
The Field Picker
Merging Documents
Edit Document Template Content
Once a document template has been created, developers can return to the
template at any time to make changes as required to the static text or
fields.
1. Go to Utilities / Document/Agenda Setup.
2. Expand the Document Production folder and select Document
Templates.
3. Existing document templates display in the right-hand side of the
screen.
4. If necessary, use the filters to restrict the list of templates to assist
in locating the correct one. Type in the Code or Description or use
the drop downs to filter the Template Type or Application the
template is stored against.
5. Locate and right-click on the document template to be changed.
6. Select Edit Document Template Content.
Note: Double clicking on the document template will also allow you
to edit it.
7. The document template opens in Word ready for you to make the
required changes to either the static text and/or merge fields. For
more information on working with merge fields using the Field
Picker, use the link below.
8. When you have finished with the changes, click on the Close
window cross and click Yes to the prompt Do you want to save
your changes?
9. You are returned to the Document Template list.
RELATED TOPICS
The Field Picker
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Edit Document Template Metadata
The Document Template Metadata is that data entered in the dialog box
when you create the template and is displayed in the list of document
templates.
1. Go to Utilities / Document/Agenda Setup.
2. Expand the Document Production folder and select Document
Templates.
3. Existing document templates display in the right-hand side of the
screen.
4. Locate and right-click on the document template to be changed.
5. To edit the metadata, select Edit Document Template Metadata.
6. The Document Template dialog box displays and you can edit the
fields as required.
Field Description
Code Template id, e.g. CliCare.
Description Full template description, e.g. Client Care Letter.
Entity Inactive, cannot be amended.
Workflow Only If this box is checked you will only be able to use
the template in conjunction with a workflow
process. When this box is checked, the template
is no longer included in the list of documents
available when you use the Actions / Produce
Document menu command.
Application Inactive, this field cannot be amended once the
template has been saved.
Template
Category
Inactive, cannot be changed as above.
Matter Quick
Letter
Check box to add the template to the Quick list.
Client Quick
Letter
Check box to add the template to the Quick list.
SMS Template Check box if the template is to be used for a text
message.
Notes Enter any relevant text regarding the template.
File Extension Inactive, cannot be changed.
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Stationery
Template
Drop down to apply a template for formatting
styles, headers and footers etc. This field is only
active if the file extension is set to .docx.
7. Click OK to save the changes and be returned to the Document
Template list.
Delete Document Template
If a document template becomes obsolete, you can delete the template to
prevent continued use.
Where more than one document template requires deletion, you can use
the Ctrl + Click method to select multiple documents and delete them in
one action.
1. Select the document template(s) you wish to delete, then right-
click and select Delete Document Template.
2. A message displays Are you sure you wish to delete the
selected Document Template(s)? Click Yes to proceed.
Import Document Template
The Import Document Template option allows you to import document
templates exported from other database systems and also make use of
existing documents on which to base a new template.
1. Go to Utilities / Document/Agenda Setup.
2. Expand the Document Production folder and select Document
Templates.
3. Existing document templates display in the right-hand side of the
screen.
4. In the Document Template list, right-click and select Import
Document Template.
5. An Open window dialog box displays allowing you to locate and
select the required file and click Open.
6. If you select an .xml file created by exporting document templates
from this or another system, the document templates are created
and the metadata is generated from data within the export file
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7. If you select a .doc or .docx file, the Document Template dialog
box displays for you to complete the metadata.
8. Complete the fields as required.
Field Description
Code Template id, e.g. CliCare.
Description Full template description, e.g. Client Care Letter.
Entity Drop down displaying Contact or Matter.
Workflow Only If this box is checked you will only be able to use
the template in conjunction with a workflow
process. When this box is checked, the template
is no longer included in the list of documents
available when you use the Actions / Produce
Document menu command.
Application Drop down, select the application the document
is to be used with, e.g. PMS.
Template
Category
Drop down, select the category the document is
to be used with, e.g. Matter.
Matter Quick
Letter
Check box to add the template to the Quick list.
Client Quick
Letter
Check box to add the template to the Quick list.
SMS Template Check box if the template is to be used for a text
message.
Notes Enter any relevant text regarding the template.
File Extension Dictates the merge process used for the
template. Set to:
.docx to use the new merge process.
.doc to use the old merge process.
.doc/.docx to be able to select to use
either.
Note: This field is only visible if the system
parameter allows creation of both .doc and .docx
templates.
Stationery
Template
Drop down to apply a template for formatting
styles, headers and footers etc.
Note: This field is only active if the file
extension is set to .docx.
9. Click OK and you are returned to the document template list.
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Once the template(s) has been imported, you can edit the template,
adding any fields as required.
Export Document Template
The Export Document Template option allows you to store your templates
outside of ALB.
This feature enables templates to be moved between separate installations
of ALB, keep a copy of the templates for backup and archive purposes. It
can also be used to provide templates to the Advanced Legal helpdesk for
support purposes.
You can export multiple documents at once by using the Ctrl + Click
windows option to select more than one document template.
1. Go to Utilities / Document/Agenda Setup.
2. Expand the Document Production folder and select Document
Templates.
3. Existing document templates display in the right-hand side of the
screen.
4. Select the relevant document templates, right-click and select
Export Document Template.
5. A Save As dialog box displays for you to select or create a suitable
folder to save to and give the export file a suitable name.
Note: The export is saved as a .xml file and when you save multiple
documents, they are all saved in one .xml file. The metadata details are
saved along with the document(s).
Find and Replace in Document Template(s)
The Find and Replace enables you to change multiple words in one sweep.
This is a powerful tool which can be used across multiple templates and
should be used with care. This option is for use with static text only, it
cannot be used to change merge fields.
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1. Select the templates you wish to change. You can use the standard
Windows methods of Ctrl + Click to select several non-consecutive
templates or the Shift + Click to select a continuous range.
2. Once you have your template or templates selected, right-click on
them and select Find and Replace in Document Template(s).
3. The Find and Replace in Files dialog box displays.
4. Type in the text you wish to find and replace in the fields marked
as such and click on the Add Find/Replace. The words are
inserted in to the list above.
5. There is a Remove Selected button which allows you to remove a
set of words from the list if you have second thoughts.
Note: You are able to find and replace numerous words or phrases
at once, so if you have more than one set, enter the next words in
the Find and Replace fields and click on the Add Find/Replace.
6. When you are ready to proceed, click on the OK.
7. A message displays asking for confirmation as changes are
automatically saved.
8. Click OK to proceed.
RELATED ITEMS
Edit Document Template Content
Copy Document Template
Should you require a document template that is similar to an existing
document template, it is possible to copy the existing template and then
make the necessary changes to that copy instead of having to create a
new template from scratch. This is useful where you have different
standard letters and it saves you having to recreate the address and
salutation coding each time.
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1. From Utilities / Documents and Agenda Setup, expand the
Document Template folder. Right-click on the document template
that is to be the basis for the copy and select Copy Document
Template from the shortcut menu.
2. The Document Template dialog box displays. Complete as required
and click OK.
3. The copied document template opens in Microsoft Word for you to
make the required changes.
4. Close the Microsoft Word window and click Yes when prompted to
save your changes.
5. The new Document Template appears in the list of templates and is
now available for users to select when merging.
It is also possible to copy text, e.g. a paragraph of two, from one template
to another, however, if the text includes merge fields, the merge fields
need to be re-inserted before they will work. The Copy Document
Template feature can be used to work around this.
Note: The Copy Document Template is not available from the short cut
menu when more than one template is selected.
Field Picker
The Field Picker allows fields from the ALB database to be inserted in a
document or stationery template. During the merge process, the data,
based on the merge field, is pulled through to the final document to
personalise items such as names and addresses, letter headings, fee
earner dealing etc. The Field Picker is also used to insert fields into
Laserforms or a page in a User Defined Module.
When you create or open a document template, the field picker displays
on the right of the window.
The side pane can be closed by clicking on the standard Windows close
cross. To re-open the side pane, click on the IRIS Add-ins menu and
check the Insert Merge Field box.
The drop down, next to the close icon, allows you move and size the
window.
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Note: If you move, size and/or close the field picker, when you next
open a template, it will display in its default size and position, i.e.
maximised and on the right-hand side of the window.
There are two tabs, Field Selection and Command. For more information
on these, click on the links below.
RELATED ITEMS
Field Selection
Command
Field Selection
Under the Field Selection tab, you can locate and insert fields from the
ALB database in to a document template or Laserform mapping. The
merge process substitutes fields to generate a new document or form
based on the template or mapping.
There are some slight differences in how the fields are displayed in the
Laserform Mapping used for Laserforms and, where appropriate, these are
shown.
There are four sections:
Get Field From
Find Field
Choose Field
Format Field
Get Fields From
This section displays a drop down field which allows you to select the
entity for the field you are looking for, e.g. Client, Matter, Associated
Contact, Branch.
Depending on the choice, a second drop down will display, for instance if
you select Client, the second drop down allows you to select whether this
is the Primary Client or other Client. Similarly with Associated Contact, the
second drop down will allow you to select which type of contact, e.g.
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Agent, Child, Client, Co-Defendant, Counsel, Court, etc. This list is built up
from the contact types you have in your database.
In the second drop down, there is also a [Select on Run] option. This
option allows users to select the contact they wish to write to at the point
of merging which can be used for Ad Hoc documents or documents
produced via a workflow.
Use the General entity for fields relating to the document, currently
Current Date and Document Reference.
Note: The Document Reference field is for use with Word documents
only. It is not supported for Laserforms or User Defined Screens.
Find Field
This section enables you to enter information to filter the list of fields
displayed. It enables the system to reduce the number of fields on display
so you can quickly locate and insert the required field.
It works on a contains basis, so whatever you type in, the list will display
all fields that contain the series of characters entered, e.g. type in "li" with
Client in context and you will see the address lines 1 2 and 3, client ref,
and any other fields that have "li" somewhere in their names.
Choose Field
This section lists the fields for you to insert into the document template.
These are grouped dependent on the context selected e.g. Client will have
Address, Client, Contact, Contact Details, Individual and Organisation. The
groups enable you to locate the required field more quickly. They can also
be collapsed to make field selection more efficient.
There is further selection available when dealing with the Address group
of fields.
When you first see the Address group, it displays as Address - Main
Mailing (Click to change). As addresses have different types, it defaults
to the main mailing address type, but if you wish to code the document up
to send to the Billing address, click on (Click to Change). This displays a
drop down with a list of the different address types set up in your
database, e.g. Main Mailing, Billing, Previous etc. Select the required
address type and the address group heading changes, displaying the
selected group where Main Mailing was before.
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Format Field
This section will display the appropriate tab and options, Text, Date,
Number and Address Block, depending on the type of field selected in the
Choose a Field section.
Text Tab
For the examples in the table below, the text entered is The cat sat on
the mat.
Selection Output
Unformatted The cat sat on the mat.
Upper Case THE CAT SAT ON THE MAT.
Lower Case the cat sat on the mat.
Title Case The Cat Sat On The Mat.
Sentence Case The cat sat on the mat.
Date Tab
For the examples in the table below, the date entered is 31/01/12.
Selection Output
DD/MM/YYYY 31/01/2012
DD Month YYYY 31 January 2012
DDst Month YYYY 31st January 2012
Day Month YYYY Thirty first January 2012
Show year as two digits If checked displays all years above as
"12"
Show partial date only If checked drop down displays allowing
you to select either Day, Month or Year,
using the selected format above.
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Number Tab
For the examples in the table below, the number entered is
123456.45678.
Selection Output
Show as number (decimal
places 2)
Can have 0 - 9 decimal
places.
123456.45
Use 1000 separator (,)
With set number of
decimal places.
123,456.45
Show partial number -
Whole or Decimal
123,456 (whole)
45 (decimal - with set number of places)
Show as text (whole
number only)
One hundred and twenty three thousand
four hundred and fifty six.
Address Block Tab
For the examples in the table below, the address entered is 25 Idle
Road Bradford West Yorkshire BD8 3ED, DX 2345 BRADFORD
Selection Output
Use full address If Single Line selected:
25 Idle Road, BRADFORD, BD8 3ED
If Multi-line selected:
25 Idle Road
BRADFORD
BD8 3ED
Use DX address DX 2345 BRADFORD
Use DX if available
otherwise use full address
DX 2345 BRADFORD
Note: The DX address will only be pulled
through if both parts of the DX address
have been completed.
Line Layout A choice of Multi-line or Single Line layout
applied to the above selected address
type.
Note: When Use DX is selected, Single
Line is the default with the Multi-line
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option is greyed out.
When you insert the address block, the code will display as follows when
using the Multi-line layout.
During the merge process, any blank lines, where the address is short, are
removed to close up any gaps.
Note: If you need the text following an address block to start at a set
line, e.g. where you are using window envelopes, you can put the
address block field into a text box or table with a set height, so any
following text is not pulled up as lines in the address block are removed.
Similarly the Single Line layout will display as below, but will use any fields
that have data in and use a comma separated format.
RELATED ITEMS
Edit Document Template Content
The Field Picker
Command
Command
The Command tab allows you to code tests into documents and
Laserforms which can check database fields for appropriate values, then
supply relevant text to be used in a document. For example, if your client
has an informal salutation entered in their record, you will want to use this
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but use the formal salutation if not. This can be coded into documents and
Laserforms.
There are some slight differences in how the coding displays in the Custom
Laserform Mapping tool used for Laserforms and, where appropriate, these
are shown.
To build up the logic test, the Command tab is split into five sections:
Select Command
Field to Compare
Evaluate using
Compare with
Preview
Select Command
This is a drop down allowing you to build up the logic test by selecting
If
Else
ElseIf
EndIf
See the example on how to piece together the logic test.
Note: when you select If, the system enters an EndIf command ready
for you to enter the text and/or merge fields in between.
Field to Compare
This allows you to specify the field you want to compare. Click on the
button with the ellipsis to display the field picker for you to select a
field. See Field Picker for details.
Evaluate using
This is a drop down which allows you to set the test for the selected field.
You have the options of:
Is equal to (=)
Is not equal to (<>)
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Is empty
Is not empty
Contains
Is greater than (>)
Is greater than or equal to (>=)
Is less than (<)
Is less than or equal to (<=)
Compare with
The Compare with section allows you to compare the selected field with
either a set value or another field (or rather the contents thereof).
Use the drop down to select Value or Field.
If Value, type in the required content. If Field, click on the ellipsis
to display the field picker for you to select a field. See Field Picker for
details.
Preview
The preview section displays the logic statement as you build each section.
Example
The following example will be used to explain how the logical test sections
work together. The first set of screen shots show the logic statement and
how it appears in a Document Template. The screen show at the bottom
displays how the same final coding will display in the Laserform coding via
Custom Form Mapping.
Letters to clients and other contacts and services need a sign off which
depends on the form of address used in the salutation. Using logical test,
one letter can cover the range of sign-offs required without requiring user
intervention.
As a start point, the screen below shows how to set the Command fields to
test if the Formal Salutation was "Sir"
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The preview pane displays:
With the cursor at the relevant location in the document, click Insert. The
document displays IfEndIf. Position the cursor between the If and Endif
and enter faithfully.
Clicking on the If section of the command displays the logic entered if the
Field Picker dialog box is hidden.
To take it a step further, the sign off will need to cover other instances, so
if the salutation is not Sir, the document should have "sincerely" in the
sign off. The Else section in the logic statement instructs the system what
to merge if the salutation is not "Sir".
Position the cursor in front of the EndIf and insert the Else command. The
other elements of the command become inactive when "Else" is selected
as this does not require them.
The cursor is positioned in front of the Else. Type in sincerely.
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When merged against different matters, if the formal salutation is "Sir",
"faithfully" will be merged. For all other formal salutations, "sincerely" will
be entered. Any white space, including carriage returns included in the
document template are also honoured.
In reality, you also need "faithfully" merged when "Madam" is the formal
salutation, so you can extend the logic to include an ElseIf section to
perform a second test before merging the catch all "sincerely".
Position the cursor in front of the Else and the following screen shows
that ElseIf was selected from the Select Command section. The ellipsis
was used to select Salutation Letter Formal from the field list. Equal to
was selected in the Is section. Value was selected in the Compare with
section with the word Madam entered in the field below.
In the document, it looks like (with the ElseIf selected, the logic test
displays).
The coding will now merge in "faithfully" where Sir or Madam is the formal
salutation and "sincerely" for all other formal salutations.
Command Statements in Laserforms
When you have built up the command logic for a Laserform, in the Custom
Mapping screen, the above example displays as below:
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RELATED ITEMS
Edit document Template Content
The Field Picker
Field Selection
Formulas
As well as static fields, you can also include formulae in both document
templates and Laserform mappings.
This powerful feature allows you to select parts of a field's contents, such
as splitting post codes in to two halves or picking out certain characters
such as the day and month from a date field. You can also use a formula
to create a central definition, e.g. for a standard sign-off which can then
be used in all documents. when a change is required to the sign-off it can
be amended once without having to amend every document.
Formulae are created in the ALB Design Studio and so you need to have
purchased this module to make use of this feature.
To enable easy location of the formulae from the Field Picker, there is a
section where all available formulae are held.
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For more detailed information on creating formulae click on the Formula in
the ALB Designer Studio section of the online help or download the pdf
version here.
Inserting Fields into a Document or Laserform
Inserting Fields into a Document Template
Once you have located the required field, highlight the field and click on
the Insert button which will now be active.
Alternatively you can double click on the field to insert it.
The field will be inserted in the document at the cursor position, but can, if
necessary, be moved using the standard Word functions.
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The field labels display in the document with square brackets around
them, but when you click on, or cursor to, them, they display as the Client
Partner one does, giving the full field name, otherwise this would display
as [Contact Name].
In the above example there are two Contact Name fields. In this case,
the first, for the secretary's name, and the second, for the partner's name.
This can be confirmed by clicking on the field label, as above on the
Partner Contact Name field as specific field information is then displayed
above the field label.
You can make the coding in the template easier to read by amending the
merge field labels. To change the labels, click on the field label and type a
more user friendly name. This does not affect the link to the database field
or the data pulled through.
The example above shows the amended labels as [ Secretary Contact
Name ] and [ Partner Contact Name ], although if you click on Partner
Contact Name you will see the link is still to the
Matter.ClientPartner.GeneralContact.ContactName database field as in the
previous screen shot.
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Inserting Fields in to Laserform using the Custom
Laserform Mapping tool
Once you have the relevant form open, select the required field and click
on Field Picker. Select the field as above, set any formats and click Insert
or double click on the Insert button.
There are some differences as to how the end coding is displayed between
Document Templates and the Customer Laserform Mapping tool, such as
with the Address Block field. Rather than displaying a list of individual
codes, it displays as below for the multi-line version.
And as below for the single line option.
Deleting Field from a Document or Laserform
To delete a field from a document:
1. Click on the field to display the full field name.
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2. Click on the three vertical dots at the beginning of the full field
name.
3. Press Delete.
To delete a field from a Laserform mapping
1. Open the form from the Custom Mapping tool.
2. Click on the Laserform field to display the coding in the Field
Mapping field.
3. Highlight the field name and any associated coding.
4. Press Delete.
Stationery Templates
A Stationery Template, available for use with Microsoft Word documents
templates, enables administrators to ensure that merged documents
follow your house style.
A stationery template can hold:
static text
styles
headers and footers
margins and other page settings
merge fields
watermarks
Where the stationery template includes any or all of the above, they will
be applied to the merged document. There are a number of rules to be
aware of concerning what takes precedence when using Stationery
Templates.
1. Any body text in the Stationery Template will be included in the
merged document. This will be placed first with the body text from
the Document Template following on.
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2. If the Stationery template does not have items such as a header
and footer or watermark, the Stationery Template setting still takes
place and any that the Document Template may have will be
removed during the merge process.
3. Complex documents that involve multiple sections are not
supported. It is recommended that for these documents, all
formatting is carried out in the Document Template.
Any specific formatting applied to text in a document template, i.e. not via
a style such as bold, font size, will persist through the merge process. Any
styles in the merge document but not in the stationery template will also
be retained during the merge process.
A stationery template can be assigned to multiple document templates,
e.g. all letters will use the same template to ensure a standard house style
is applied.
Any subsequent changes to a stationery template are reflected when
document templates, using the stationery template, are used to merge
documents. Existing merged documents will not be affected by the
change.
A stationery template can also be set as a Default Stationery Template,
which can be set against Document Templates easily. Should the Default
Stationery Template be changed, all Document Templates set to use the
Default Stationery Template will change and use the new setting
automatically from that point on.
Add New Stationery Template
1. In Utilities / Document/Agenda setup, expand Document
Production and click on Stationery Templates.
You can also access Stationery Templates from Designer Studio, if
you have purchased that application.
2. To create a new stationery template, right-click and select Add
New Stationery Template.
3. The Stationery Template dialog box displays.
4. Complete the details as required:
Field Description
Code Template id, e.g. LetHouse.
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Description Full template description, e.g. Letter House
Style.
Entity Drop down displaying Contact or Matter.
Application Drop down, select the application the document
is to be used with, e.g. PMS.
Template
Category
Drop down, select the category the document is
to be used with, e.g. Matter.
Notes Enter any relevant text regarding the template.
File Extension Inactive field, defaults to .docx as stationery
templates are only used with the new merge
process.
5. Click OK.
6. Microsoft Word opens with a blank document. The Field Picker
displays on the right-hand side of the screen.
7. You can now create the template as required, entering headers,
footers, addresses, partner lists, logos etc.
In the stationery template you can include:
headers and footers
styles
margins
page settings
watermarks
merge fields
static text
8. Once the stationery template is complete, click on the Close
window button and click Yes to the prompt Do you want to save
your changes?
The new template is now displayed in the Stationery Template list and is
ready to use.
For information on assigning the stationery template to a document
template, click on the link below.
For more information on inserting fields click on Field Picker link below.
RELATED TOPICS
Assigning a Stationery Template
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The Field Picker
Default Stationery Template
When you have more than one Stationery Template, you can select one of
the templates to be the Default Stationery Template via the System
Parameters.
When subsequently completing the metadata for a Document Template,
you can elect to use the Default Stationery Template instead of a specific
stationery template. The benefits of selecting the Default Stationery
Template are:
1. It is easier to select the Default Stationery Template than a specific
template from a list.
2. If you subsequently change the Default Stationery Template, all
Document Templates using the Default Stationery Template will
automatically start using the new template as soon as the PMS
Database is re-opened. You do not have to go through all the
Document Templates selecting the new template.
Setting the Default Stationery Template
1. Go to Utilities / System Parameters and select Default
Stationery Template.
2. When the Default Stationery Template dialog box displays, use the
drop down to select the required Stationery Template and click OK.
Using the Default Stationery Template
When creating a Document Template, or editing the Template's Metadata,
use the Stationery Template drop down to select Default Stationery
Template.
Merge documents using the document template as usual, the merge
process will pull through the stationery template elements. Any change to
the stationery template, or the selection of a different stationery template,
will be reflected in the merged document. Note: Users will not pick up the
new setting until they have closed and re-opened the PMS Database.
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Note: Users will not pick up a change in Stationery Template setting
until they have closed and re-opened the PMS Database.
Edit Stationery Template Content
Once a stationery template has been created, developers can return to the
template at any time to make changes as required to the static text,
fields, headers and footers, page settings etc.
1. Go to Utilities / Document/Agenda Setup.
2. Expand the Document Production folder and select Stationery
Templates.
3. Existing stationery templates display in the right-hand side of the
screen.
4. Locate and right-click on the document template to be changed.
5. Select Edit Stationery Template Content.
6. The stationery template opens in Word ready for you to make the
required changes. For more information on working with merge
fields using the Field Picker, use the link below.
7. When you have finished the changes, click on the Close window
cross and click Yes to the prompt Do you want to save your
changes?
You are returned to the Stationery Template list.
RELATED TOPICS
The Field Picker
Edit Stationery Template Metadata
The Stationery Template Metadata is the data entered in the dialog box
and is displayed in the list of stationery templates.
1. Go to Utilities / Document/Agenda Setup.
2. Expand the Document Production folder and select Stationery
Templates.
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3. Existing stationery templates display in the right-hand side of the
screen.
4. Locate and right-click on the document template to be changed.
5. To edit the metadata, select Edit Document Template Metadata.
6. The Stationery Template dialog box displays and you can edit the
fields as required.
Field Description
Code Template id, e.g. LetHouse.
Description Full template description, e.g. Letter House
Style.
Entity Inactive, this field cannot be amended once the
template has been saved.
Application Inactive, cannot be changed as above.
Template
Category
Inactive, cannot currently be changed.
Notes Enter any relevant text regarding the template.
File Extension Defaults to .docx as these are only used with
the new merge process.
7. Click OK to save the changes and be returned to the Stationery
Template list.
Delete Stationery Template
If a stationery template becomes obsolete, you can delete the template to
prevent continued use.
Where more than one stationery template requires deletion, you can use
the Ctrl + Click method to select multiple templates and delete them in
one action.
1. Select the stationery template(s) you wish to delete, then right-
click and select Delete Stationery Template.
2. A message displays Are you sure you wish to delete the
selected Stationery Template(s)? Click Yes to proceed.
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Import Stationery Template
The import stationery template option allows you to make use of existing
documents on which to base a new template.
1. Go to Utilities / Document/Agenda Setup.
2. Expand the Document Production folder and select Stationery
Templates.
3. In the Stationery Template list, right-click and select Import
Stationery Template.
4. An Open window dialog box displays allowing you to locate and
select the required file.
5. When you click Open, the Stationery Template dialog box displays.
6. Complete the fields as required.
Field Description
Code Template id, e.g. LetHouse.
Description Full template description, e.g. Letter House
Style.
Entity Drop down displaying Contact or Matter.
Application Drop down, select the application the document
is to be used with, e.g. PMS.
Template
Category
Drop down, select the category the document is
to be used with, e.g. Matter.
Notes Enter any relevant text regarding the template.
File Extension Defaults to .docx as these are only used with
the new merge process.
7. Click OK and you are returned to the document template list.
Once the template has been imported, you can amend the template as
required.
Export Stationery Template
The Export Stationery Template option allows you to store your templates
outside of ALB.
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This feature is primarily used as part of the support function so you can
email templates that have faults to the support team for investigation.
You can export multiple documents at once by using the Ctrl + Click
windows option to select more than one document template.
1. Go to Utilities / Document/Agenda Setup.
2. Expand the Document Production folder and select Stationery
Templates.
3. Existing stationery templates display in the right-hand side of the
screen.
4. Select the relevant stationery template(s), right-click and select
Export Stationery Template.
5. A Save As dialog box displays for you to select a suitable folder to
save the stationery templates to.
Note: The export is saved as an .xml file and when you save multiple
documents, they are all saved in one .xml file. The metadata details are
saved along with the document(s).
Find and Replace in Stationery Template(s)
The Find and Replace enables you to change multiple words in one sweep.
This is a powerful tool which can be used across multiple templates and
should be used with care.
Select the templates you wish to change. You can use the standard
Windows methods of Ctrl + Click to select several non-consecutive
templates or the Shift + Click to select a continuous range.
1. Once you have your template or templates selected, right-click on
them and select Find and Replace in Stationery Template(s).
2. The Find and Replace in Files dialog box displays.
3. Type in the text you wish to find and replace in the fields marked
as such and click on the Add Find/Replace. The words are
inserted in to the list above.
4. There is a Remove Selected button which allows you to remove a
set of words from the list if you have second thoughts.
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Note: You are able to find and replace numerous words or phrases
at once, so if you have more than one set, enter the next words in
the Find and Replace fields and click on the Add Find/Replace.
5. When you are ready to proceed, click on the OK.
6. A message displays asking for confirmation as changes are
automatically saved.
7. Click OK to proceed.
Merging Documents
You can merge documents, using the new merge process, via the Quick
Letters or Produce Documents items from the Actions menu.
Quick Letters
For templates that were saved as Quick Letters, either for Client or Matter
level to merge the template:
1. Open the client or matter.
2. Select the Actions menu then Quick Letters.
3. A list of documents from PMS and the currently selected module
(when applicable) are displayed. Select the required template from
the list on the side menu.
4. Word then opens and the selected template is then merged against
the data of the current client or matter and the merged result
displays on the screen.
5. You can then edit the document if and as necessary and use the
Close window button to save it to History. See Saving Documents.
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Produce Documents
Where the template was not saved as a Quick Letter, to merge the
template:
1. Open the client, contact or matter.
2. Select the Actions menu then Produce Document.
3. Select the required template from the Produce Document dialog
box.
4. Click Continue.
5. Word then opens and the selected template is then merged against
the data of the current client, contact or matter and the merged
result displays on the screen.
6. You can then edit the document if and as necessary and use the
Close window button to save it to History. See Saving Documents.
Note: You can only select one .docx template to merge at a time. A
warning message will display if you try to merge more than .docx
template.
To produce Ad hoc documents:
If "Select on Run" variables have been used in the document template,
when merging manually:
1. Select the required template.
2. Click on the Recipient tab.
3. A list of available contacts displays.
4. Select the required contact.
5. Click on the Continue button to run the merge.
When merging an ad-hoc document via a workflow, a list of contacts will
be displayed so that the required recipient can be selected prior to the
merge continuing.
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Filtering the Produce Document list
To make it easier to locate the required template in the Produce Document
list, you can use the Filter options across the top of the dialog box.
The filter options allow you to filter by:
Filter Description
Code Enter text, based on a 'begins with' basis, e.g. Quick
will list templates such as QuickLetter, QuickAgent,
QuickCourt etc.
Description Enter text, based on a 'begins with' basis, e.g. Blank
will list templates such as Blank Client Letter, Blank
Agent Letter, Blank Memo etc.
Template Type Drop down list, select the Template type and the list
updates to show only those of the selected type.
Application Defaults to the current entity, e.g. PMS or current
module. When working from PMS, this filter is
inactive, when running from within a module, you
can select the current module or PMS.
For Code and Description, enter the relevant text and press Enter or
Return and the list is filtered. For Template Type and Application, the list is
filtered automatically when you select from the drop down list.
Once you locate the template, click to select the template and click
Continue to merge the template or simply double click on the template.
During the merge process, field code references are exchanged for the
values held against the selected file in the ALB database and a Word
bookmark is created for each field so that merged values can be accessed
quickly.
To browse quickly between the merged fields (bookmarks), click on the
Browse Object icon at the bottom of the vertical scroll bar and select
Goto.
When the dialog box displays, select Bookmark and then click on the Close
button. Use the down and up chevrons to move to the next or previous
bookmark or merged field.
Once the process is complete the merged document is displayed on the
screen ready for you to check, make any further changes and then to
save.
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Saving Documents
1. Once the document has been merged and you have made any
necessary changes to the document, click on the Close button.
2. The Document History dialog box displays allowing you to amend
and/or enter information about the document and its attributes.
Field Description
Date Defaults to today's date. Can be edited if your
System Parameters is set to allow this, otherwise it
will be inactive.
Code Defaults to the document template code, but can be
amended to more relevant text.
Document System document id, not editable.
Folder Drop down allows you to select from existing folders,
plus a New Folder button to create a new one on the
fly.
Description Defaults to the document template description but
can be amended to more relevant text.
Notes Defaults to the document template notes (if there are
no notes, it displays the document template name
and file extension) but can be amended to more
relevant text.
Use Versioning Dependent on the default setting in System
Parameters. Ensure the box is checked if you wish to
use the document versioning feature or unchecked if
not.
Make Public Allows clients to view the document via the Client
Self Service module.
Time Recording Options (Use the Save + Time button)
Fee Earner Defaults to the user's default fee earner. Use the
look up to change to another fee earner.
Time Activity Defaults to Letter Out. Use the look up to change the
activity.
Units Defaults to 1, but can amend to the required number
of units for the activity.
3. Click on Save or Save + Time to save the document, which will
then appear under the History tab for the relevant entity, e.g.
Matter, Client, etc.
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For more information on dealing with Laserforms once they have been
saved to History, please refer to Where to Manage Documents.
Merging Laserforms
Introduction to Merging Laserforms
Laserforms consist of static text and fields where data can be entered
manually or, using ALB, merged from a database. The process requires
that the Laserform fields are mapped to appropriate fields in the ALB
database. Once the Laserform template has been mapped, the merge
process pulls data from the ALB database field into the mapped Laserform
field. When the merge process has completed, the user is still able to
amend the form, if necessary.
Laserform templates are created from Utilities / Custom Data and
Mappings by a system administrator. The administrator selects the
required form and then maps the form fields to the relevant ALB Database
fields. Static text can also be used in the template, if appropriate. This
gives your firm the flexibility to decide which ALB database fields you want
to be mapped to Laserform fields. Custom mappings can either be based
on a blank Laserform, or you can edit mappings on a Laserform that has
been pre-mapped by Advanced Legal.
The links below detail the basic method of mapping Laserform fields.
However, there are more powerful methods available that enable you to
merge forms, perform automatic spell-checks on forms, and so on. If you
would like to take advantage of the advanced features of mapping
Laserforms, please contact your Account Manager.
Note: The mapping is against a specific version of the Laserform
(displayed in both the mapping tool and the form production dialog
under the heading “Version”). When you install a Laserform form update,
ALB will continue to merge against the older, mapped version of the
form. To pick up the new version of the form, there is a refresh tool in
the mapping dialog box which will copy the mapping to the latest form
version.
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Creating a Laserform Template
To create and amend Laserform templates, you need to have
administrator permissions as this is carried out in the Utilities section.
Creating a Laserform template involves mapping the Laserform fields to
ALB fields so that during the merge process ALB knows where to put the
data in the form. Fields can also hold static text as appropriate. Once the
template has been created, users can then open a matter and merge the
form template in a similar way to merging documents.
1. To create a Laserform template, go to Utilities, click on Custom
Data and Mappings or use the link in Designer Studio, if you have
this application.
2. From the windows, click on the Laserform Mapping folder or tab,
then right-click in the blank area of the right pane and select Add
Mapping (Version 2).
Note: The Add Mapping (Version 1) menu option uses the old
merge process. If you select Mapping (Version 1), the mapping
screen and process is the same as Mapping (Version 2) but you see
and use the Field Code Selector instead of the Field Picker.
3. The Laserform Mapping screen displays with No Form Selected
against the Form field.
4. Click on the binoculars adjacent to the Form field to display the
Laserform Browser screen. This displays a list of standard
Laserforms folders for you to expand to locate the required form.
To make the form selection easier, you can also use the filters at
the top of the screen. Use the Category drop down and select the
relevant category from the list or type into the Code or Description
fields to narrow the list accordingly.
Once you have located the relevant form, double click on it to open
the form into the Mapping screen and the form name is then
displayed.
5. Once the form displays, the Laserform Mapping screen displays the
following in the three tabs to the right of the screen.
Field Description
Mapping Tab
Form Once a form has been selected, the form name is
displayed.
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Application Use the drop down list to select the ALB or User
Defined module that contains the fields you want to
map, e.g. to select any conveyancing fields, select
Conveyancing (UD).
You can select a different application as required
when you need to access fields across different
applications. However, a warning message will
display stating that "Changing the application may
invalidate your mappings. Do you want to discard the
currently mapped fields". If you click No, the system
will flag up the fields that are causing problems.
Ref This will default to FormName_custom but you can
amend this as required. You can create more than
one mapping for the same base form. For example,
you could use an EX160 form for both Family and
Personal Injury, so need to be able to differentiate
between them by using a unique reference. A
warning triangle ( ) displays if there is an existing
reference when you try to save the mapping.
Version This refers to the Laserform version number and
should not need to be changed. Where an updated
version of the form has been released, click on the
Refresh button to pick up the latest version of the
form and copy the mapping to this version.
Note: If you wish to keep the old copy of the
mapping, change the Ref (above) before saving.
Entity Type Defaults to Matter.
Description The default text is pulled through from the Laserform
application. Edit as required, e.g. to differentiate
between two mappings of the same form.
Advanced Advanced form options are designed for use by
Advanced Legal Professional Services for use with the
old merge process. For further details, contact your
Account Manager.
Inherit If you open an Advanced Legal mapped version of
the form, you can uncheck the box to clear the
Advanced Legal mappings.
Selected Field Displays as No Field Selected. Click on the field in the
Laserform in the left hand panel and the field name
will display here.
Field Mapping Displays coding, if any, for the currently selected
Laserform field, showing the ALB field (with relevant
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format) or static text.
To map a field, click on the field in the form and the
click on Field Code Selector to display a list of fields
or type text directly into the box.
You can also have any combination of plain text and
field codes. Carriage returns can also be used.
clears the Field Mapping box.
opens the Field Mapping Editor - a larger floating
window.
Field Code
Selector
Click here to display the Field Picker or Field Code
Selector, depending on whether you selected Add
Mapping (Version 1) or Add Mapping (Version 2). For
more information on using these, click on Field Picker
or Field Code Selector.
Database Code
Selector
This feature is for use with the old merge process
and is not available.
Advanced This feature is for use with the old merge process by
Advanced Legal and is not available.
Test Custom
Form Mapping
This feature is for use with the old merge process by
Advanced Legal and is not available.
Field Mapping
The Field Mapping tab displays the coding, if any, for the currently
selected field in the Laserform.
Mapped Fields
This lists the current form's fields that have a mapping defined. If the
form is an Advanced Legal mapped form, there will be fields listed. If it
is a blank form, there will be no fields listed until you define a mapping.
4. When you have completed the entire field mapping, click OK to save the
mappings.
You are returned to the Custom Data and Mappings screen and
indicates that it is a valid mapping. Forms that have errors are indicated
by .
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Edit a Laserform Template
Once a Laserform template has been corrected, you can edit the mappings
whenever necessary, e.g. if the form changes or new fields have been
added to ALB.
1. In Custom Data and Mappings / Laserform Mapping tab,
right-click the Laserform template you want to edit and select Edit
Mapping. You can also double click.
2. If you want to rename the template, enter a new Reference.
3. On Laserform Mapping, edit the form mappings as necessary and
save the form. See Create a Laserform template.
Note: Do not click the icon and select another Laserform whilst you
are editing a template. Any changes you have made will be lost when
the new form opens.
Delete a Laserform Template
1. To delete a Laserform template, from Custom Data and
Mappings / Laserform Mapping tab, right-click the Laserform
template you want to delete and select Delete Mapping.
2. Click OK to confirm that you want to delete it.
Import/Export a Laserform Template
Laserform templates can be imported and exported. You might need to do
this when you are working in a development database and then deploying
to the live database. You may also wish to do this before you make
amendments to a template so you can easily roll back in case of any
issues.
Export a Laserform template
1. To export a template for a single Laserform, from Custom Data
and Mappings / Laserform Mapping tab, right-click the
template you want to export and select Export Mapping.
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2. Browse to the folder you want to save the export in, give the file a
suitable name and click Save. The file will be saved with the
extension of .lfmmap by default.
Export all Laserform templates
To export the templates for all the Laserforms, from Custom Data and
Mappings / Laserform Mapping tab, right-click on any template and
select Export All Mappings.
This enables you to export all your forms to another system. All form
definitions and mappings are saved to one file, so when you go to import
them to a new system, you select the one export file using the same
Import Mapping you do for a single template.
Import a Laserform template
1. In Custom Data and Mappings / Laserform Mapping tab,
right-click in the right pane and select Import Mapping.
2. Browse to the export file you want to import and click Open. The
file will have an extension of .lfmmap.
Merging Laserforms
A form is a standard electronic legal form. If you use Laserform, you can
merge data from the ALB database into forms in the same way you can for
Quick Letters and standard documents.
When you select a form to be used for a matter, you can select either a
blank Laserform which you can then fill in manually or a custom-mapped
Laserform which has fields mapped to your ALB database so that most, if
not all, the form is completed automatically.
Merge a Laserform
1. From Matter Details or a Module, click on the Actions menu and
select Produce Form.
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2. If you have more than one forms provider, you are asked to select
a provider. Laserform is the default. If you select a provider other
than Laserform, go to Other Form Provider.
3. If you have selected to create a Laserform, the Merge Laserform
window displays.
Tab Description
Recently Used
Forms
A list of recently used forms.
Favourite Forms A list of your favourite forms.
To add a form to this list, right click on the
form or the custom mapping in the bottom
half of the screen and select Add to
Favourites.
Standard
Laserforms
A list of standard Laserforms. Use the
Category drop down, Code or Description to
filter the list to make locating the required
form easier.
For forms used on a regular basis, right-click
the form and select Add to Favourites so it
can be more easily selected from the
Favourite Forms tab above.
Custom Mappings A list of the custom mapped forms available.
For custom mapped forms used on a regular
basis, right-click the form and select Add to
Favourites so it can be more easily selected
from the Favourite Forms tab above.
4. Double-click the form to open it in Laserform Merge. If you selected
a form with mapping, the data will display in the relevant fields.
5. You can add or edit the data to complete the form as necessary.
6. Close Laserform Merge by clicking .
See Saving a Laserform for details on saving the form.
Saving a Laserform
1. When you have completed a Laserform, close it by clicking .
2. The ALB Document History screen opens.
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Field How to use this field
Date The date the form was created. You can edit this
date if necessary.
If you later edit the form, the date it was last edited
is shown as the Date Modified on the Document
History tab.
Code The form reference code. Defaults to the code
defined for the form mapping.
Document An automatically generated document reference
number.
Folder The folder where the document is stored. You can
select another folder to store the document or click
to create a new folder to store the document.
Description The document Description that will appear on the
Document History tab.
Notes Any notes you want to add about the document. You
can edit the notes.
Use Versioning Versioning is a feature used with Word and Excel files
and is not relevant to Laserforms.
Make Public If this is checked, the document can be viewed by
clients using the internet and the Customer Self
Service module.
Fee Earner Defaults to the default fee earner for user currently
logged on. You can change this if a different fee
earner applies to the document.
Time Activity The default time type for producing the document is
Letter Out. You can change this if a different time
type applies.
Units Units of time taken to produce the document.
Defaults to 1 but you can change this.
3. If you want to record the time you have spent working on this
form, click Save+Time.
4. If you want to save the form without recording time, click Save.
For more information on dealing with Laserforms once they have been
saved to History, please refer to Where to Manage Documents.
For a Laserform that has been mapped, if you open a version of the
Laserform that is a later version than the mapped version, you will be
notified about this. It is fine to continue; it just means that the form might
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not merge all mapped fields. If you would prefer to not see this warning,
your system administrator can disable it, in Utilities - System Parameters,
by setting Show LFM Version Mismatch Warning to No.
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