Conveyancing Instructions

The optional Conveyancing Instructions integration enables the smooth handling of conveyancing prospects sent from an external source, e.g. Hoowla. An API and Key enables prospect data to be pushed into ALB from the external source.

The relevant prospect data appears in the dashboard so the fee earners can elect which ones to pursue and convert to clients and matters. More data is pushed in and held by ALB than displays on the dashboard and this appears in the relevant client and matter screens when the prospect is converted.

Conveyancing Instructions Setup

The integration is set up by Advanced.

As part of the setup, a new API user is set up and its user name and password is included in the API. A new user feature, Allow Access to Integration, needs to be given to the API user so that the integration can connect.

Users with the relevant permissions can then select the new dashboard element in the Customise Home Page in the dashboard.

Using the Conveyancing Instructions dashboard

To convert the prospect to a client and matter, click the relevant Add Matter icon in the right-hand Actions column.

When the Add Matter icon is clicked, ALB runs a conflict check and confirms whether or not there are any conflicts.

If there are no conflicts, the Add New Client wizard is launched. Alternatively, the Client Matter Inception workflow is launched if your system is set up for this.

If there are conflicts, the conflict check will launch and you can continue as required. See Conflict Check for details.

As the client and matter screens display, the remaining data that has been pushed into ALB by the external source will display in the relevant fields and you can continue with the client and matter as usual.

Once a prospect has been converted, the Add Matter icon in the Actions column on the dashboard will change to View Matter . You can click on this icon or double-click anywhere on the entry to view the matter details.

If the quote is for multiple prospects, the primary prospect's name displays with (+ n contacts). The add client process will repeat for the additional clients as it does when used manually.

Deleting Prospects from the dashboard

So the dashboard does not become unwieldy, it is possible to delete both prospect and converted records from the dashboard when they are no longer required.

To be able to delete prospects from the dashboard, users require the relevant permission. Administrators can give users the permission via Utilities » System Licensing & Users » System Users » Users » Staff. Edit the staff record and select Delete Instruction from Dashboard in the PMS section of Features.

With the relevant permission, a user can select one or more instructions using the check box in the right-hand column and then click the Delete button in the bottom right-hand corner of the dashboard. A confirmation message displays before the record is deleted.