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ProDoc Tech Tip Customizing ProDoc Settings

ProDoc provides you a considerable amount of fl exibility to customize settings and make it work more effi ciently for you. Nearly every one of the customize options below will help you save even more time. When you installed ProDoc the fi rst time, you were prompted to enter your fi rm information section The few minutes you spend now going through this Tech Tip and customizing your settings is a minor investment for a lifetime of time savings.

I. Options Menu 1. Default Answer Set (Figure 2, A) – The Primary Set appears in this fi eld. If you have created any optional From the main menu, you can click Customize ProDoc default answer sets, you can reveal these by clicking > Firm Information (Figure 1) to set virtually all of your the down arrow. The set you select here will be selected ProDoc system settings. Each of the settings is explained default when you assemble forms and print custom below in detail in its own section, in the order shown on worksheets. This option is specifi c to your login ID. the window. 2. Insert placeholder (Figure 2, B)– This fi eld is used to tell ProDoc to insert a placeholder any place where you skipped past a question without entering an answer. You can enter anything you like here. 3. Show assembled document during merge phase (Figure 2, C) – The second phase of a document assembly session is called the merge phase, where you fi ll in blanks with names, addresses, dates, etc. If you select this option, the assembled document will be displayed on screen so that you can actually see the blank you are fi lling in. If you do not select this option, Figure 1 - Click the Firm Information Button each question will pop up in a dialog box. You will be provided with a fi eld in which to enter your answer, II. Personal Settings which will later be merged into the document. A. Assembly Settings 4. Add assembled documents to Word Processor’s most recently used fi le list (Figure 2, D) – You will want to Click the Assembly Settings link on the Options and leave this checked since newer versions of WordPerfect Settings window to bring up Figure 2. These settings and Microsoft Word display the most recently opened control the ways in which you and ProDoc interact while documents at the bottom of the drop-down File menu. you assemble documents. Use the drop down arrows ProDoc automatically adds documents to that list as and check boxes to change settings as desired. they are assembled if this option is selected. 5. Switch to Word Processor after assembly (Figure 2, E) – After assembling documents, ProDoc can automatically start your word processor and open the fi le(s) just assembled. This allows you to instantly edit and print the assembled document. 6. Assemble RTF documents if using Microsoft Word (Figure 2, F) – After assembling a ProDoc will convert it to RTF format if your word processor is Microsoft Word® and this option is selected. You will usually want to select this option since Microsoft Figure 2 - Assembly Settings Word displays and prints RTF fi les more accurately than it displays and prints Corel WordPerfect® fi les

1 continued from page 1 Customizing ProDoc Settings

(the default format of ProDoc templates). Selecting a. Click the large button titled If there is no Word this option has no effect if your word processor is Processor in the list above, or if you prefer to use WordPerfect. another one, click here to select another Word 7. Review prior answers (Figure 2, G) – This setting Processor. controls the default setting for the Review prior answers b. Two fi elds open underneath the button you clicked. check box when you start an assembly session. If you check this box, you will be asked all document assembly c. Click the drop-down arrow to the right of the top fi eld questions during subsequent assembly sessions by and you will see a list of word processors to choose default. If you want to skip questions you have already from. Locate your word processor on the list and answered during document assembly, you will need to highlight it. If it is not listed, click Other. uncheck the Review prior answers box on the Starting Document Assembly window. If you want the most d. Click the folder icon that appears to the right of the fl exibility, leave this box unchecked. Location of Word Processor fi eld. 8. Word Processor DDE Timeout (Figure 2, H) – Leave e. The Select your Word processor box appears. as is. ProDoc interacts with your word processor using f. Browse to the executable fi le for your word processor. a process known as Dynamic Data Exchange. On some exe systems, particularly networks, the process of starting Executable fi les have the extension . at the end of the up a word processor and sending messages back and fi le name. forth may be slower than normal. If you are having g. Highlight the correct fi le and click Open to place the problems such as Invalid page fault, Illegal operation, full command line path in the dialog box. etc, when ProDoc attempts to start or switch to your word processor, increasing the value may help. This tells h. Click OK. ProDoc to wait longer before it determines that a DDE If you select Other, ProDoc software only fully supports transaction failed. the use of Microsoft Word and WordPerfect. However, B. Word Processor Settings you can open ProDoc documents with any word processor which can open and work with WordPerfect 1. Selecting or Changing Your Default Word Processor 5.X/6.X fi les. ProDoc software’s normal word processing Click the Word Processor link on the Options and interactions will not function with unsupported word Settings window to bring up Figure 3. processors. At a minimum, you will have to open completed documents manually. 2. Install a ProDoc toolbar in your word processor To install a handy document manager toolbar in your word processor, click the Install a ProDoc toolbar in… button at the bottom of the screen. The ProDoc toolbar now appears in your word processor. C. Completed Documents Settings Click the Completed Documents link to bring up Figure 4. This option box allows you to specify fi le locations for fi nished documents; choose a folder naming convention; Figure 3 - Word Processor Settings and choose a default fi lename type. This screen enables you to see what word processor you are using with ProDoc. ProDoc automatically fi nds and sets up your word processor when ProDoc is installed. Here you can change to a different word processor than the one highlighted on this screen. Having the correct word processor chosen is very important in controlling a number of features that help you save time in document assembly. Normally, you will not need to change this setting. However, if you prefer to change to a different word processor or your word processor is not displayed on the Figure 4 - Completed Documents Settings screen, you may browse to the word processing program you use: Use this window to specify the way you want ProDoc to work during a document assembly session. The

following default options can be set from this window: default, the Use form title for fi lename box is checked. Folder for completed documents and fi lename of When this box is checked, ProDoc will use the title of the completed documents. form as the fi lename of the document you assemble. The 1. Folder (Figure 4, A) – The location specifi ed in this fi lename cannot be changed in the Starting Document window is used as the default location in the Starting Assembly window. Also, fi elds for entering fi lenames for Document Assembly window. Generally, this will be clients and cases will be removed from the Client Dialog something like F:\Clients if you are a network user or Window and Case Dialog Window. C:\Clients if you are single user. If you want to choose If you remove the check from this box, you can specify the directory from a browse listing, click the browse a fi lename for all documents you assemble in the fi eld button to the right of the fi eld and select the drive and provided. You can change this fi lename in an assembly directory from the Browse for Folder window. Any session. path components specifi ed above are appended to the directory. If you assemble the same document for a case more than once, ProDoc will use the fi lename you specify 2. Folder Name Components (Figure 4, B) – You can and add -#2 to the fi lename. The numerals advance as choose to store assembled documents in subfolders instances occur. under the folder specifi ed above. Subfolders can be based on the client name , client ID, case description, D. Graphic Forms Settings and case ID for the client and case selected for the See Section 5, page 4, Customizing Formatting in assembly session. To select the components to use, click Graphic Forms at the down arrow to open the drop down list box. To select http://tinyurl.com/pd-default- a path component set from the list, click it. formatting. 3. The following list shows examples of various optional E. WebUpdate Settings path component sets with a folder of “F:\clients” for an WebUpdate runs automatically the fi rst time ProDoc is assembly session using the client “John J Smith” with a opened, by default. When you start ProDoc, the program client ID of “ALS-SJJ-123” and the case “Divorce” with a checks the ProDoc server for updates. We recommend case ID of “SJJDIV”. that you do not disable this feature (Figure 5). a. Directory\Client Name....F:\clients\Smith, John J b. Directory\Name\Case Description....F:\clients\Smith, John J\Divorce c. Directory\Client Name\Case ID....F:\clients\Smith, John J\SJJ-DIV d. Directory\Client ID....F:\clients\ALS-SJJ-123 e. Directory\Client ID\Case Description....F:\clients\ ALS-SJJ-123\Divorce f. Directory\Client ID\Case ID....F:\clients\ALS-SJJ-123\ SJJ-DIV Figure 5 - WebUpdate Settings g. Directory\Case Description....F:\clients\Divorce If you disable WebUpdate, you can manually check for updates anytime by clicking Tools > Check for Updates. h. Directory\Case Description\Client Name....F:\clients\ Divorce\Smith, John J When you initially run ProDoc each day, a box will appear indicating that ProDoc is checking for updates. i. Directory\Case Description\Client ID....F:\clients\ If no updates are found, the box closes. If updates are Divorce\ ALS-SJJ-123 available, the Updates for ProDoc are now available j. Directory\Case ID....F:\clients\SJJ-DIV (Figure 6) window appears. You have three choices on this window: k. Directory\Case ID\Client Name....F:\clients\SJJ-DIV\ 1. Click Download and Apply All Updates (Figure 6, A) to Smith,John J download all updates. The updates will be downloaded, l. Directory\Case ID\Client ID....F:\clients\SJJ-DIV\ALS- and a window will display to inform you that the updates SJJ-123 have been downloaded. NOTE: Any blank components, such as a blank Case ID, You will be prompted to restart ProDoc to install the are omitted. If no case is used for the assembly session, updates. After ProDoc restarts, the downloaded updates no components are appended to the folder. will be installed. 4. Filename of completed documents (Figure 4, C) – By

1. Quick Start Assistant (Beginner) (Figure 7, A) - When this button is selected, ProDoc automatically brings up the Quick Start Assistant for your use after you log in. This is recommended for beginning users. 2. Quick Click Menu (Advanced) (Figure 7, B) - When this button is selected, ProDoc automatically brings up the Quick Click Menu for your use after you log in. This is recommended for users who are familiar with the program. 3. None (Figure 7, C) - When this button is selected, neither of the above starts. 4. Use the ProDoc PDF Reader to view PDF Documents (Figure 7, D) - When checked, ProDoc will use its embedded PDF reader to view PDF documents. If unchecked, Adobe Reader or another program you’ve designated on your computer to open PDF documents will start and display PDF documents when you select these while working in ProDoc. Figure 6 - Updates Are Available 5. Restore Window Position (Figure 7, E) - Click this button to reset all ProDoc windows to appear in their original 2. Click Select Updates to Download and Apply (Figure 6, positions and size. B) to open a window displaying available updates and a description of each update available. The selection box 6. Reset Volume Banner Screens (Figure 7, F) - Click this for each update will be checked. We recommend you button to have ProDoc display volume banner screens download each available update. If you want to exclude when you assemble documents. an update from download, click the update’s check box 7. Reset Legal Size Reminder (Figure 7, G) - Click this to clear it, and the update will not be downloaded. Click button to set the legal size paper reminder for printing Begin Download to download the selected updates. If on and off. you don’t want to download updates at this time, click Cancel. III. Firm Settings 3. Click Do Not Download Updates (Figure 6, C) at this A. Backup Settings time to close the update window without downloading any updates. See Backing Up Your ProDoc/SOS Files at http:// tinyurl.com/pd-backup-ﬁ les. F. Miscellaneous Personal Settings B. Small Ofﬁ ce Suite (SOS) Settings Click the Miscellaneous Personal Settings to display these options (Figure 7). These options include the This feature (Figure 8) enables you to set values of your ability to show the Quick Start Assistant or the Quick ProDoc-generated documents. After you generate the Click Menu; use the ProDoc software’s PDF Reader documents to which values have been assigned, and if to view Adobe PDF documents; and restore ProDoc you also use SOS, ProDoc will automatically generate a software’s original window positions for all windows. billing slip in SOS for the value that you assigned to that document.

Figure 7 - Miscellaneous Personal Settings Figure 8 - Small Ofﬁ ce Suite Settings This window allows you to set miscellaneous defaults that only take effect when you log in to ProDoc. Learn more about setting up and using this auto-billing

feature at: http://tinyurl.com/pd-autobill. From the ProDoc Options Window, Timeslips users can use the Move Up and Move Down (Figure 10, A) buttons C. Timeslips® Settings to adjust the order of the various phone types to properly The Timeslips extension (Figure 9) gives you the ability match the ProDoc software’s phone listings with those in to bill your clients by generating “slips” for each Timeslips. Changing these settings will also determine document created in ProDoc. Generating a slip takes how phone types are displayed when you add or update place after document assembly in ProDoc and before phone types for clients. the document is opened in the word processor. E. Clients & Cases Settings Click the Clients & Cases link on the Options and Settings window to bring up Figure 11. This box allows you to specify the use of unique IDs to identify clients and cases. This window enables you to use or not use unique IDs for clients and cases.

Figure 9 - Timeslips Settings This window is only applicable for Timeslips version 9.1 and newer users who have interfaced Timeslips with ProDoc. For information about the settings in this window see the Timeslips section in chapter three of the ProDoc manual available at http://tinyurl.com/pd-manuals. Figure 11 - Clients & Cases Settings For detailed help with synchronizing Timeslips and 1. Use unique Client IDs to identify clients (Figure 11, A) – ProDoc, see Appendix C of the manual. (Mandatory for Timeslips users) - Click this box to specify D. Phone Types Settings a Client ID for each client. This requires that each client ID be unique (no duplicates). An example of a client ID Click the Phone Types link on the Options and Settings could be 2005-ALS-2311, which would show the year the window to bring up Figure 10. client was opened, the attorney who opened it and the You can use the New, Update or Delete (Figure 10, actual client number. B) buttons to add, change or delete phone types. Any 2. Use unique Case IDs to identify cases (Figure 11, B) – new phone types you create can be updated or deleted. (Mandatory for Timeslips users) - Similar to the Client ID Home, business and fax phone types cannot be deleted above, this allows you to specify a case ID for each case. or updated. The case ID must be unique (no duplicates) for each Timeslips users can use this tab to change the order client, although different clients can share the same of phone number listings to conform with the scheme case ID (two clients can have a Case ID called divorce). in Timeslips. ProDoc allows you to store many phone The Case ID ﬁ eld must be left blank or a unique number numbers for a client. Timeslips limits this option to four must be entered. phone numbers. Leave either box blank to let ProDoc know you don’t want to use a Client or Case ID. This will prevent the ﬁ elds for these items from being displayed on Client Update and/or Case Update windows. F. Custom Fields Settings Click the Custom Fields link on the Options and Settings window to bring up Figure 12.

Figure 10 - Phone Types Settings

Set (http://tinyurl.com/pd-default-answers). H. Miscellaneous Firm Settings Click the Miscellaneous Firm Settings link on the Options and Settings window to bring up Figure 14.

Figure 12 - Custom Fields Settings

This box enables you to build up to six separate custom fi elds for Clients and for your Cases. Simply type in any desired Client fi elds, such as SSN, in the space provided, or type in Case custom fi elds such as Opposing Counsel. Then click OK. Figure 14 - Miscellaneous Firm Settings When you populate these fi elds while setting up new This window allows you to specify settings for revealing clients and cases (http://tinyurl.com/pd-clients- related forms during an assembly session; lead time for cases) this information will be at your fi ngertips anytime warnings about volume expiration; and how to handle you have ProDoc open. Windows Explorer fi le moves. G. Firm Information 1. Show logically related Forms (Figure 14, A) – If this box is selected, ProDoc will note when you fail to select a Click the Firm Information link on the Options and form logically related to the form you’ve chosen during Settings window to bring up Figure 13. an assembly session or when defi ning a form set. The Select Forms window will appear to give you another chance to select logically related forms. 2. Display volume registration warning how many days before the volume expires? (Figure 14, B) - Use the spin buttons here to select the lead time for getting a warning that a volume is going to expire. The warning will start appearing when a volume’s expiration date reaches the number of days that you have set in this fi eld. A volume may expire because we replaced it with a new, greatly enhanced volume or when you change your ProDoc subscription and no longer have access to one or Figure 13 - Firm Information Settings more volumes. You already entered all your fi rm information when 3. Drop of a fi le from Windows Explorer (Figure 14, C) - you installed ProDoc. This box enables you to edit that information. You may wish to manually move non-ProDoc generated documents, that you saved elsewhere in your system, The information in these fi elds overrides any changes into the appropriate ProDoc directory. made by setting default answers or changing case answers. ProDoc will always display the current fi rm These selections tell ProDoc how you want the source information as the suggested/displayed answer during and destination fi le to be treated while using Windows assembly sessions. Explorer for drag and drop operations in the Document Manager. 1. Do not use fi rm information for default answers during document assembly (Figure 13, A) - By default, ProDoc IV. Additional Resources will populate your fi rm information into the documents a. For more help with modifying your default document your create. If your organization customarily generates formatting, you can: forms on behalf of another law fi rm or organization, you may not want this automatic default. i. Use the training videos available at our web site at If you only occasionally need to change the fi rm name, http://tinyurl.com/pd-adv-training you may wish to either manually change the fi rm name ii. Read the ProDoc Software Manual, Chapter 3, on the completed document or create a Default Answer

Customize Menu, in the Document Formatting Menu section. You can download the manual from: http:// tinyurl.com/pd-manuals b. Learn about creating and using Default Answer Sets: http://tinyurl.com/pd-default-answers c. Call our Technical Support team at 800-759-5418 d. Call our Training Team at 800-759-5418 for a personal training session on this topic