Configuring system options

Use this procedure to set the system-related configuration options. These include preferences for aspects of the software such as; licensing, reporting, time recording, etc.

To open system configuration:

1. On the Tools menu, click System Setup. The System Setup screen opens.

2. In the Configuration folder, click System.

To set up general options:

1. On the General tab, complete the following details:

• Client settings:

  Under Client, specify these settings:

  • Automatic client codes. Flags the software to use automatic client numbering.

  • Code template. Sets the format of client codes. See Defining code/reference templates.

  • Sequences. Number of users permitted to create clients at the same time, without having to wait.

• Matter settings:

  Under Matter, specify these settings:

  • Automatic matter codes. Flags the software to use automatic matter numbering.

  • Code template. Sets the format of matter codes. See Defining code/reference templates.

  • Sequence type. Sets matter codes to be unique (Firm level) or non-unique (Client level).

  • Sequences. Number of users permitted to create matters at the same time, without having to wait.

• Summary matter settings:

  Under Summary Matter, specify these settings:

  • Automatic summary matter codes. Flags the software to use automatic summary matter numbering.

  • Code template. Sets the format of summary matter codes. See Defining code/reference templates.

  • Sequences. Number of users permitted to create summary matters at the same time, without having to wait.

• Workflow settings:

  Under Workflow, specify these settings:

  • Disable desktop upon execution. Specifies that the software's desktop is disabled when workflow that opens a workflow window is run. This prevents the current context from being changed before workflow finishes. Note If workflow is run from System Design the desktop is not disabled, even if this option is ticked.

• Document settings:

  Under Documents, specify these settings:

  • Live root folder. Specifies the location for storing live documents in Document Management. You can type the path manually or use the Browse button to select it. This path cannot be the same as the archive location below.

  • Archive root folder. Specifies the location for storing archived documents in Document Management. You can type the path manually or use the Browse button to select it. This path cannot be the same as the live location above. See Archiving matter documents.

  • Reference template. Sets the format of document references. See Defining code/reference templates.

  • Sequences. Number of users permitted to merge document references at the same time, without having to wait.

  • Open mode. Specifies whether templates/documents opened in read/write or read-only mode (default setting) when double-clicked. This affects the double-click function for templates/documents opened from Document Management or documents opened from the Document and History Viewers.

• Packet settings:

  Under Packets, specify these settings:

  • Automatic packet codes. Specifies that new packets are automatically numbered (default setting). Note This option is ticked and unavailable by default. However, if you wish to enter packet codes manually (i.e. manual packet numbering) please contact Support who can enable this option.

• Home page settings:

  Under Home page, specify these settings:

  • System level. Specifies a default page for the whole firm, that is launched each time any user logs on to Legal Enterprise. This is useful for automatically redirecting them to specific pages or websites. The page can be any system or user page in the software, including any user pages that contain a link to a website or URL (i.e. a Web Page object See Adding Web Page objects). If a home page is not specified, then users will be redirected to the last page they visited. For more details, refer to Setting default home pages.

• Conflict check settings:

  Under Conflict Check, specify these settings:

  • Mandatory. Indicates that all users will be prompted to perform a conflict check as part of the client creation/edit process. However, it is possible to configure individual Relationship and Matter Party types so that the mandatory check is overridden (i.e. an automatic conflict check is not performed) whenever a related party or matter party is created or modified using them. See Adding matter party types and Adding relationship types.

• Contacts for matter parties settings:

  Under Contacts for matter parties, specify these settings:

  • Default relationship. Specifies the default relationship type that is used to create related parties for contacts, when they are created as part of adding matter/project parties. See Adding parties from existing matter and project parties.

2. Click Save.

To set up license details:

In order to establish how many users at your firm are permitted to use ILE a licence user limit must be entered. This is normally performed by Advanced at the time of installation, however, there may be occasions when you are required to change the limit yourself. See Entering licence user limits.

To set up reporting options:

1. On the Reporting tab, complete the following details:

• Output folder. Sets the folder in Document Management where reports are stored if a folder has not been selected at report-level or it cannot be found.

• Output type. Sets a report output type for all reports. The software ships with a default setting of CSV, but this can be overridden easily by selecting from CSV, Excel, Web Browser or XML.

• Reporting DSN. Sets the ODBC data source name (DSN) used when connecting to the reporting database, i.e. the location of Crystal Reports.

• Username. Sets the user name to be used when connecting to the reporting database.

• Password. Sets the password to be used when connecting to the reporting database.

2. Click Save.

Note

• System owned reports that have a fixed report output (e.g. the Cash Flow report which only outputs to Excel) are not affected by the firm-wide default. In this instance, the Output options on the Report Wizard are unavailable.

To set up the Scheduler:

Schedulers are the server-side batch processes that perform a number of features such as; searching, reporting, messaging, etc. These processes are initiated automatically when the software is opened, but the following options help control and manage certain aspects.

1. On the Scheduler tab, complete the following details:

• Scheduler settings:

  Under Tasks, Messaging and Search Update Schedulers, specify these settings:

  • Run continuously. Specifies that the schedulers run continuously.

  • Stop the schedulers every night. Specifies that the schedulers stop every night at a predefined time. This option enables the Stop time field.

  • Stop time. Specifies a default shut down time for the schedulers. We recommend setting this to "00:00", but you can enter any time prior to the current system time.

  • You can see the status of the schedulers by clicking the View Status button. This screen also provides you with control over shutting these processes down. You can stop individual processes (Stop button), all processes (Stop All button) and remove disconnected processes (Clean Up button), e.g. those that are no longer connected to the database because they did not end successfully.

• Message Alert settings:

  Under E-mail Message Alerts, specify these settings:

  • SMTP server name. The name of the SMTP server to connect to when sending e-mail notifications.

  • SMTP port number. The number of the SMTP port to connect to when sending e-mail notifications.

  • From e-mail address. The e-mail address to use when sending e-mail notifications.

  Under Desktop Message Alerts, specify these settings:

  • Permitted port range. Sets the port range to use when sending desktop notifications.

2. Click Save.

Notes

• Changing the stop time no longer affects running processes. This only serves as the default shut down time used by the processes when they are initiated.

• The status of the Search Update process is indicated when searching, which helps flag potential problems. When a search is initiated, a check is made to see if the Search Update is connected. If it is not, a message is displayed warning you that the search database may not be up-to-date and that results may be incomplete. The same applies when running reports; a check is made that the Task Scheduler is connected and if not a warning is displayed. This does not apply to the Messaging Service.

To set up time recording:

1. On the Time Recording tab, complete the following details:

• Rate table. Sets the default rate table to be used when posting time. However, this can also be set at client or matter level.

• Time edit/delete period. Sets the date to be used for new entries created when time postings are edited or deleted. 'Activity date' uses the date of the existing posting and 'Processing date' uses the current date.

• Time transfer/write-off period. Sets the date to be used for new entries created when time postings are transferred or written off. 'Activity date' uses the date of the existing posting and 'Processing date' uses the current date.

• Time entry sequences. The number of users permitted to post time at the same time, without having to wait.

• Time transaction template. Specifies the default template for posting and merging time transactions. However, this can be changed at run-time.

2. Click Save.

To set up third-party applications:

1. On the Third-party Applications tab, complete the following details:

• Digital Dictation provider. Specifies the name of the Digital Dictation software provider, e.g. Winscribe. This field is set to 'None' when Digital Dictation is not being used.

• Digital Dictation path. Stores the location of the provider's software on your computer. It is only active when a provider is selected.

• Type. Specifies the Capscan file type to be used for matching addresses, e.g. Matchcode W/S. This option can only be set by Advanced. For more information please contact Sales.

• INI file. (Matchcode C/S only) Specifies the location on your server of the configuration file which contains the settings for accessing the Post Office address file.

• URL. (Matchcode W/S only) Specifies the link to the Capscan web service which is used to retrieve address information. This URL must be added to your Firewall's exclusions list. Failure to do so may result in response issues.

• Access code. (Matchcode W/S only) Specifies the web service access code supplied by Capscan.

• Client code. (Matchcode W/S only) Specifies the web service client code supplied by Capscan.

• XML/Report folder. Specifies the Document Management folder to store the XML send and receive files when using the XML gateway functionality.

2. Click Save.