ProDoc Law Office Management Software Small Office Suite (SOS )
ProDoc Law Office Management SoftwareSmall Office Suite (SOS )Software Manualwww.prodoc.com 2006-2008 Thomson Reuters. All rights reserved.Revised 11/7/2008
ISOS ManualTable of ContentsChapter 1, Introduction to SOS1Welcometo SOS and ProDoc.About.SOSWarrantyand Legal Information.Installationand sked Questions.Key Terms,Phrases and Concepts.CustomerSupport.Chapter 2, SOS Toolbar and Menus1112233578SOS Toolbar.SOS.MenusFile.Edit .Setup.Billing.Tools.Utilities.Window.Help .Chapter 3, Setting Up Preferences in s.Messages.SystemManager.Systemsettings.Staff 84958616465 2006 - 2008 Thomson Reuters. All Rights Reserved.
ContentsPalm Synchronization.AutoComplete.Chapter 4, Practice ManagerIntroduction.CreatingClient, Non-Client and Case Files.Adding,Updating and Deleting Contacts.Adding,Updating and Deleting Cases.ManagingContact and Case Information.Creating,Updating and Deleting Notes.Creating,Updating and Deleting To Do ating,Updating and Deleting Appointments.ManagingDocuments.Billing.Workingwith E-Mails.Messages.Chapter 5, Managing Your Time With SOSIntroduction.The.Calendar Selection BarCalendarButtons.Date.BoxPop-upMonthly ilyCalendar’s Layout.WeeklyCalendar.WeeklyCalendar’s Layout.ManagingAppointments and To Do Tasks.Appointments.To DoTasks.Todayat a Glance.Chapter 6, BillingIntroduction.BillingManager.The .Billing Manager ScreenManagingClient and Case Information.NewCharges/Payments.The .New Charge Button 2006 - 2008 Thomson Reuters. All Rights 5115115
IIISOS ManualThe .New Non-Trust Payment buttonManagingBilling Information on the Client and Case Levels.Billingat the Client Level.Billingat the Case -BillMonthly Bills.Final.Bills - Monthly billingSelectClients and Cases To Bill.Reprinta Bill.Reports.AccountsReceivable.TrustAccount Reports.Clients/ Cases on Hold.PendingFees and Expenses.IncomeAnalysis.GeneralLedger tingPeriods.Chapter 7, Tools and 2154155156157158159160162Tools.Reminder.Conflictof Interest Search Powered by dtSearch .DatabaseSearch.AutomaticScheduling - Recurring Tasks.CertifiedMailer.ExportData.ClosedContacts and /Restore data files.Repairdata files.BillingConsistency Checker.ResetWindow Sizes and Positions.RegisterSmall Office Suite.Changedocument 92192192192 2006 - 2008 Thomson Reuters. All Rights Reserved.
ContentsChapter 8, Synchronizing SOS and Palm DevicesPalm Device Synchronizer.SettingUp the Synchronization Between Your Palm Device and SOS.SynchronizingSOS With Your Palm Device for the First Time.Synchronizingfor the First Time With Data on Palm Device and Data in SOS.MergingContacts.AdditionalInformation About Palm Devices (Date Book and SOS appointments).Index 2006 - 2008 Thomson Reuters. All Rights Reserved.IV194194194200202203205207
1SOS ManualChapter 1, Introduction to SOSWelcome to SOS and ProDocWe are proud to offer attorneys the first program that fully integrates all practice management functionsutilizing a single database. What this means is that no matter the function being performed – client andcase management, time and billing management, accounting, or calendaring – information is entered intoa single database ONCE and it is available to perform ALL small law firm operations. The result: yousave a lot of time by eliminating redundant data entry and tasks involved with the use of multiple clientand case-based information management programs.About SOSConception and CreationWe pride ourselves on keeping in touch with our customers. We visit with them at continuing legaleducation seminars, in law offices and at paralegal schools, not to mention the many great contacts thatoccur through our world-class customer support department.If there is one thing that our customers have complained about, it is that they absolutely hate entering thesame client and case information in several programs and wrestling with often thorny synchronizationproblems. Currently, many small law offices use a combination of word processor, contact and casemanagement, calendaring, billing and accounting software programs that were not designed to functiontogether. Add to this the fact that with many, if not most, of these programs, you must enter the client orcase information into each one separately. This is a monumental chore, to say the least, and leads manyfirms to the inevitable plea, “Why must we enter the same information so many times?”We have been listening. We developed SOS (Small Office Suite) to address this problem. SOS isfeature-rich and, with the ProDoc document assembly software, provides a complete law office softwaresystem. Think of the time that your office will save by eliminating redundant data entry tasks.Who may use SOSSOS is for ProDoc users only and is not available to small law offices that do not also use ProDoc for theirdocument assembly needs. Larger law firms also may use SOS but, since it was not designed with thelarge law firm in mind, SOS may not be sufficient to cover all large law firm needs. Regardless of the sizeof the firm, it is highly recommended that a computer network with a tape drive for creating backups be inplace before installing and using SOS.Warranty and Legal InformationLegal NoticesSubject to the Terms and Conditions of the ProDoc Subscription License Agreement and the ProDoc EndUser License Agreement.Disclaimer of WarrantyThis publication is designed to provide accurate information in regard to the subject matter covered. It isprovided with the understanding that ProDoc, Inc. is not engaged in rendering legal or other professionalservices. You are urged to independently verify the accuracy of all of the form language and calculationsprepared using the ProDoc Document Assembly and/or Small Office Suite Software (SOS ) so that youare certain of the desired legal, business, and tax consequences and other intended results.The material in the ProDoc Document Assembly and/or Small Office Suite Software and this manual areprovided without representation or warranty of any kind. Therefore, ProDoc, Inc. and its licensors and/or
Chapter 1, Introduction to SOS2authors, assume no responsibility and shall have no liability, consequential or otherwise make nowarranties of any kind arising from the use of the Software, manuals or any supplementary programs andmaterial released by ProDoc, Inc.THIS DISCLAIMER SPECIFICALLY INCLUDES ANY EXPRESS OR IMPLIED WARRANTIES OFMERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE OR OF NONINTERFERENCEWITH INFORMATION, NONINFRINGEMENT, OR ACCURACY OF INFORMATIONAL CONTENT.RONALD LIPMAN AND LIPMAN'S WILLS AND TRUSTS, LTD. ARE INTENDED THIRD PARTYBENEFICIARIES OF THE LIMITATIONS OF LIABILITY UNDER THIS AGREEMENT.Copyright and Trademark NoticesThe ProDoc Document Assembly Software and this manual are protected by United States copyrightand/or patent laws, and international treaty provisions. You must treat the Software and manual like anyother legally protected material. You may make one copy of the Software solely for backup or archivalpurposes. You may not reverse engineer, decompile, or disassemble the Software. You may not copy themanual. All title and copyrights in and to the Software are owned by Thomson Reuters or its Licensors.Microsoft, Excel, Microsoft Word, Windows, Windows CE, Windows 98, Windows Me, Windows NT,Windows XP, Windows Vista, Windows Mobile, and ActiveSync are either registered trademarks ortrademarks of Microsoft Corporation in the United States and/or other countries. Adobe, Acrobat, andReader are either registered trademarks or trademarks of Adobe Systems Incorporated in the UnitedStates and/or other countries. WordPerfect is a registered trademark of Corel Corporation. Timeslips is aregistered trademark of Sage Software SB, Inc. Palm and Handspring are registered trademarks of PalmInc. All other trademarks are owned by their respective owners.ProDoc and SOS are registered trademarks of Thomson Reuters.Installation and SetupIntroductionThis chapter covers the information that you need to install SOS on your computer or network. There arealso sections for Frequently Asked Questions (FAQs), Key Terms, Phrases and Concepts and CustomerSupport. If you need additional assistance with installing SOS, please call our technical support staff at800-759-5418.Check the System Requirements and make sure that your computer meets the minimum standards. Ifyour computer does not meet these standards, you will need to upgrade or purchase a new computerbefore using SOS and/or ProDoc. Follow the installation steps carefully and you will have SOS up andrunning in no time at all.It is important to emphasize the need to perform daily backups of your information. We recommend thatyou use a tape drive to backup your client, case and billing information. There are other forms of storageon the market, but for the amount of data that is involved, we recommend the tape drive backup.BACKUP, BACKUP, BACKUP.System RequirementsYou will need the following resources to run ProDoc and SOS with acceptable performance:Hardware – A computer with at least 1 Gigabyte of RAM memory, a CD ROM drive, and a local hard diskdrive (or network disk drive) with sufficient space to install ProDoc, SOS, and the volumes. Amonitor is required capable of a resolution at least 1024 x 768 pixels. A high-speed (at least 1Gbps) network interface connection for local network and high speed Internet access.
3SOS ManualOperating system – Microsoft Windows 2000, Windows XP, or Windows Vista with all service releasesand service packs is required to run SOS or ProDoc on a single computer.Word processor – In order to edit, save and print completed documents using ProDoc and SOS, aseparate word processing program is required. Select either Corel WordPerfect 12 for Windows(or newer) or Microsoft Word 2003 for Windows (or newer) with all service releases and servicepacks.Stand-alone or Networked – SOS can be installed to any desktop or laptop computer meeting the aboverequirements as a stand-alone program. It can also be installed on a server or host computer oneither a client/server or peer-to-peer network, and the program can be used from shortcuts onclient computer desktops.Backup Tape-Drive – It is very important that you use a tape drive to backup SOS. You may use otherforms of media to backup SOS, but we believe that it is in your best interest to get a tape drive forbackups if you do not already have one.Installing SOS1. Insert the CD and it will begin setup automatically.2. If setup does not begin automatically, run setup32.exe from the root directory of your CD drive.3. SOS should not be installed to the ProDoc home directory.4. If you already have a copy of SOS (beta or otherwise), it is best to install over the existing copy.Frequently Asked QuestionsWhat is case management software?Case management software is a single, integrated system designed to organize your practice. Commercialsystems that are currently available include some or all of these functions: contact management, casemanagement, calendaring, billing and accounting. Never before has a legal software company effectivelycombined case management software with document assembly software. ProDoc and SOS are the answerfor those who wish their software were synchronized so they only have to enter client and case informationonce.Why do I need case management software?Case management software makes sense because it saves time and money. Most law firms have atremendous amount of information they use on a daily basis. A daunting question for most firms is “Canwe find the information we need when we need it, and how much time does it take to locate theinformation?” By using ProDoc and SOS you won’t be asking, “Can we ”; instead you will be stating,“We can ”Why would I want to combine my document assembly software with my case managementsoftware?Two reasons: to save time and increase revenues. By combining case management software (SOS) withdocument assembly software (ProDoc), you can reach a new plateau in efficiency. Imagine being able toenter information only once, find documents and information within seconds instead of minutes andassemble documents in minutes instead of hours. The time you save adds up rapidly. You will save somuch time, in fact, that you will be able to handle more cases and increase your revenue, or take thatmuch needed vacation.What are some of the other benefits of using case management software?
Chapter 1, Introduction to SOS4Malpractice Protection – SOS automatically calculates and reminds you of critical dates such asstatutes of limitations, answer dates and other deadlines.Business Development – SOS helps you use your contact information to generate mass mailings likeannouncements, newsletters or Christmas cards.Increased Billings – Studies have shown that attorneys who routinely use billing software actuallyincrease their billings. This is because billing software enables you to promptly and easilyrecord all time and activities at the time you do it – instead of having to remember to writeit up later, or even worse, to try to reconstruct it from the file.Less Frustration – Even if it were not inefficient, wasteful and expensive, the time you spend looking forthings is just plain frustrating. No one likes wasting time and it tends to be demoralizingfor everybody. Proper use of practice-management software will organize your office andmake it a more pleasant place to work.Client Confidence – An organized and well-run office looks professional and displays competence.Clients will feel more comfortable with your services and, most importantly, they will bemore willing to pay your bills.Why is it important to integrate legal software?Some attorneys and support staff really get irritated because they have to re-type their client’sinformation in several different programs. Wouldn’t it be nice to know that you only need to type theinformation once and the information will flow automatically between your document assembly, contactmanager, case manager, calendar and billing software? ProDoc and SOS are the solution to the problem.You only need to type in client and case information once. After you have entered the client and caseinformation, it is available for use by ProDoc and SOS.Why isn’t all software integrated?There is a problem that arises when software from different companies is integrated. When you usesoftware that is trying to coordinate and share information, the process can become very complex. Forexample, one program may store an address in a field of 20 characters, while the other software allows 25characters. Additionally, one program may have three separate fields for last name, first name andmiddle name, while the other program has a single field for the entire name. Every time a client is added,changed or deleted, all of these little differences must be resolved to make sure the data is keptsynchronized and to ensure that each program is working on the same client or case file. Additionally, itis inevitable that as soon as the companies get their software to work together, one company will come upwith a new version of its product, which changes everything and breaks the connection between programs.To prevent version conflicts between software, ProDoc and SOS are both created and supported by thesame company, Thomson Reuters. This provides you a more stable and flexible package of software.This is large volume, sensitive data. How should I back this information up on my computer incase of a disaster?We recommend that you back up all information on a tape drive. Your client and case information is verysensitive and critical. For most firms, the loss of this information would be crippling. Because it is soimportant for law firms to have a good backup of its files, we cannot emphasize enough the need to backupon tape drives as tape drives can hold large amounts of data and can be setup to run after you have leftthe office.Do the computers at my law office need to be networked to use SOS?SOS is designed for networks. A lot of information is passed around a law office and it would be inefficientfor each person to type the information for every contact and c
document assembly needs. Larger law firms also may use SOS but, since it was not designed with the large law firm in mind, SOS may not be sufficient to cover all large law firm needs. Regardless of the size of the firm, it is highly recommended that a computer network with a tape drive for creating backups be in place before installing and .
international partners and suppliers, including Ricoh and Hewlett-Packard. Products and services Prodoc creates modern and user-friendly services focusing on information and document management, video meetings and meeting techniques. Distribution channels Prodoc's direct sales offices are in Stockholm, Malmö, Helsingborg and Gothenburg.
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