Open a File

Matter Take On
carl

Opening A New File: Matter Take On

How to Open a new client file on Dynamic follows a simple sequence.

The Menu item is located in File Index, under Open or Amend Client Ledger Accounts.

Once opened, files are immediately visible throughout the system.

For any new system, the first number will appear as #00000.

To activate the Take on Screen, press Tab or Enter, and watch the progress bar run as the screen is populated.

The image below shows the main features of the Take On Process.

Matter Take On
Matter Take On

 

Note that only the account number input and Save button controls are available.  Save will only be available after selecting an account number.  

The following sequence applies

  1. If you know the number of the account you want to use, type this into the ACNO box, press Tab or Enter. 1 above.
  2. Complete all the details. Click the Save button. 2 above.
  3. If you want to open a new matter for an existing client, start with an existing account number.  Tab or Enter, wait for the screen to populate and then click the Save button. At this point a popup will appear “Do you want to open a new file?”  If you click the No button, you may continue with an existing file.  If you click Yes, the system will automatically supply the first available number. 3 above.
  4. Previous file information is cleared away.
  5. Where SetOff is anticipated, use a main control account for the client, and on each matter insert the main control account number into the Link No box. 4 above.

Additional notes

File Type to facilitate Compliance Reporting
File Type to facilitate Compliance Reporting
  • The Reference box is used for the Client’s Reference. This can be a name or a number provided by the client.
  • The Legacy # box refers to a previous number used by this firm for the same matter.
  • The Department dropdown is used to distinguish different departments within the firm, often headed by lawyers. This selector can be used for internal administrative purposes.
  • The File Type dropdown is used to distinguish the nature of the professional mandates on different files. This selector can be used for Compliance Reporting categorization.
  • All new files start off with Status marked as “1 Active“
  • The search General Search icon is always available to search for existing files. The Advanced Search option includes Invoice numbers.
  • The account number input 1 above and the Save button 2 above control all input.

[This post was revised on 9 January 2019]

-Dynamic