INTRODUCTION
Attorney’s Assistant is a software program designed to assist attorneys and their clients in dissolutions of marriage. The client (or clerical staff) enters case data. Advanced technology, with logic built into legal forms, allows direct merger of client data to draft dissolution documents. The Quick Start feature of Attorney’s Assistant makes it possible to have filing documents ready for signing at the initial client conference. Subsequent documents and correspondence are customized with a few simple commands. Billable time is spent on legal issues, not administrative and paperwork tasks. The entire case file is available at a keystroke to all computers on your network and even in court on your laptop. No more searching for a file when the client calls, or wondering which documents have already been drafted. Additional management tools available in Attorney’s Assistant can streamline your entire divorce practice, adding profitability and quality production.
OVERVIEW
Attorney’s Assistant software allows for a client database to be automatically merged into dissolution documents, correspondence, and the case file.
Additional management tools available in Attorney’s Assistant help to streamline the practice of family law. Calendars, case notes, external documents…all facets of each divorce case…can be consolidated and available to all computers in your network. The file can also be packed into laptops for portability to other work sites and to court. E-mail functions allow exchange of file information with opposing counsel and clients. A dictation feature even allows input to the file without switching to any other technology. The case management flexibility of Attorney’s Assistant allows law firms to set up efficient, individualized systems for managing the myriad pieces of information and documentation required by divorce cases.
There are three components for Attorney’s Assistant: Client software, Attorney software, and a Property Worksheet Editor. All are available on CD or can be downloaded from Legal Easy’s web site. Both install with the same procedures.
Client software makes it possible for the database to be completed by the client at home and, then, transferred to the attorney via diskette or the internet. Or clerical staff can enter the client’s information into the database. It is, then, integrated with the Attorney’s software to create the case file, to generate customized dissolution documents, and for correspondence related to the case.
With Attorney’s Assistant, time is saved and organization is improved. Elements of the case are consolidated. Attorneys and paralegals simultaneously have access to all information related to the case. Efficiency, effectiveness and ease of communication make Attorney’s Assistant a must-have tool for family law practices!
GETTING STARTED
Software can be downloaded and installed from the web site, using instructions given there. Or an installation CD can be obtained from Legal Easy.
If using a CD, insert it in the CD drive. Click the CD onto the spindle and close your CD drive. The Attorney’s Assistant set up may automatically launch. If not, select RUN from your START menu and then select your CD drive from the drop down menu and double click on LegalEasyShow.exe. The Attorney’s Assistant program will be installed on your C drive. An Install dialog box will appear, After the files have been copied, select CLOSE in the dialog box.
The next thing to do is set up your word processor. All documents generated by Attorney’s Assistant will use your word processor to edit, display and print. Microsoft Word© is the default word processor and no action is required to select Microsoft Word. If you need to select a word processor other than Microsoft Word©, click on HELP (or press F1), select EDITOR SETTINGS and follow the simple instructions.
You are now ready to use your Legal Easy Attorney’s Assistant software. With a real client, you would start by entering information about your client, or your client would enter the information using his or her own computer. So that you may quickly learn how to edit client data and create documents, we have entered sample information for you. The sample client’s name is Julie Taylor.
To open this client’s file, click on FILE > OPEN EXISTING CLIENT FILE. Select the file named JULIE TAYLOR, the sample file included with the software.
You can immediately see how Legal Easy works without inputting data in a real file. You are now ready to explore the functions of Attorney’s Assistant. Click any box to see how the client information is organized and easy to understand. Go through all of the boxes on the front screen and see how the information is displayed.
To construct a document, go to FILE > DRAFT DOCUMENT. A menu of forms will appear. Select the one you wish to draft and then click CREATE IN WORD PROCESSOR. With these simple steps, you may draft any of the documents shown on the menu.
Tip: A client file can only be opened by one user on your network at a time. A message will appear telling you which user is currently in the file. To unlock a client file, go to MISC > DATA FILE HEADER choose TAKE OWNERSHIP > OK.
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NOW LET’S PUT THIS TO WORK FOR YOU WITH A REAL CLIENT
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To open a new client file and prepare all of the initial documents, your client or staff has only a few color-coded data screens to fill out to allow you to create all the documents necessary to file the dissolution. This is the Quick Start capacity of Attorney’s Assistant. Additional screens allow your client to fill in detailed information about their property, debts, employment and other information required for subsequent documents.
To get started with your first client, do the following:
1. Go to FILE > CREATE NEW CLIENT FILE. At this point you will be asked if you wish to use a license to create this file. Each dissolution requires one license. See purchase of license below for further explanation.
2. To prepare the initial documents for filing you only need to fill out a few screens, marked with an asterisk: Case Information, Client Information, Spouse Information and General Information. If the client has children, select the Children screen to add this data. Fields required for these initial documents are highlighted. After the information on each screen is completed, click DONE.
3. You may now draft all the documents necessary to file the divorce. Go to FILE > DRAFT DOCUMENTS. Select “aa Quick Start” from the forms menu and click CREATE IN WORD PROCESSOR. Follow the on-screen instructions.
The initial documents are prepared in your word processing program. They can be edited like any other word processor document.
Tip: If there is a word that continues to be lowercased (e.g., McDonalds—Mcdonalds), abbreviations, etc. that will recur in your text, add them to your index: MISC > EDIT SPECIAL TEXT.
You can subsequently view any document which has already been created by going to FILE > OPEN DOCUMENT.
When you close a client’s file, the last four digits of his/her Social Security number will be included with the client’s name. When it is time to reopen that client’s file, go to FILE > OPEN EXISTING CLIENT FILE.
Tip: To view forms, you must enter ADMIN as your password and display your tool menu by clicking on the hammer icon below the menu bar.
Most documents are specifically designed for your jurisdiction. Attorney’s Assistant will look first for county-specific forms for the county you have designated on the Case Information screen. If this information is not filled in or there is not a county-specific form, a default form will be used. Every case is different and the attorney must review each document to make sure it is satisfactory for the client’s specific need.
ASSET/DEBT WORKSHEET
Attorney’s Assistant does much more than get your case started quickly. One of the most important documents in any divorce is a worksheet that consolidates all of the property and debts for quick review. There are many screens that allow your client to enter detailed information about property, debts and employment. Never has property division been easier to evaluate! With just a glance you can determine if your client is in a good position for settlement discussions. You can evaluate different scenarios without tedious recalculations because Attorney’s Assistant does this for you instantly!
The initial selections your client makes on the data screens for property identification, values and who gets the property are automatically entered into the Asset/Debt Worksheet. To construct the worksheet select ASSET/DEBT WORKSHEET from the top tool bar and then select BUILD WORKSHEET DATA FILE. Attorney’s Assistant will automatically create a worksheet showing all of the assets and debts that have been entered by your client. This represents your client’s initial position on property division. It also calculates the value to each spouse and the amount of equalization payment if appropriate.
The worksheet also has columns for proposed values and proposed distribution from the other spouse. It is useful to have the information of both spouses entered on the property worksheet so that it can be viewed side by side, identifying disputed areas. Many courts require this form before a case is tried. There are also columns in the worksheet for the judge to note his or her findings on disputed property.
How do you get the other spouse’s information on the worksheet?
1. If opposing counsel does not have Attorney’s Assistant, he or she may log onto www.legaleasy.com and select DOWNLOAD. From the next screen select ATTORNEY DOWNLOAD. Scroll to the DOWNLOAD STAND ALONE PROPERTY WORKSHEET EDITOR. Follow the directions to download the software free of charge. The download will take about three minutes with a DSL line. If the attorney does not have a DSL line, call Legal Easy and we will mail a free CD. The opposing attorney will then have the software necessary to edit the Asset/Debt Worksheet by adding his or her client’s values and requested distribution, creating a combined list of assets and distribution proposals.
2. You will send opposing counsel your worksheet file so that he/she can add their client’s information. Select SEND/RECEIVE at the bottom of the worksheet and follow the instructions. You will have the option of downloading the worksheet onto a floppy disk to be given to opposing counsel or sending it over the Internet. The file will have an extension of DR (i.e., Julie Taylorxxxx.DR). Be sure to give the name of the worksheet data file to opposing counsel.
3. Once the counsel has your client’s worksheet data file, the attorney opens their PROPERTY WORKSHEET EDITOR and selects SEND/RECEIVE from the bottom of the screen and follows the instructions. The other attorney can now add property and/or fill in his client’s values and proposed distributions. The proposals of both parties are now on a single screen and can be transmitted back to the original attorney for additional input.
Equalization payments are automatically recalculated with each modification of information.
If desired, you can export your data to Excel©.
Changes can be made on the Editor screen, and you have the choice of whether or not to merge the changes back to your original data file.
If both attorneys are using Attorney’s Assistant, exchange of worksheet files follows the same principles.
CREATING A PROPERTY SETTLEMENT AGREEMENT
All documents are created based upon the information entered on the data screens. The initial information entered on the asset and debt screens will be your client’s initial position on property values and property divisions. This initial data will create the property worksheet described above.
If the parties reach an agreement on division of property, Attorney’s Assistant will create the Marital Settlement Agreement. The first step is to change the information on the data screens to represent the division of property agreed upon by the parties. After you have made these changes, go to FILE > DRAFT DOCUMENT. Double click on “Marital Settlement Agreement” from the forms menu. The Marital Settlement Agreement is automatically prepared on your word processor. The Marital Settlement Agreement is customized for your jurisdiction. However, the attorney must review the document and make sure the agreement meets the client’s specific needs. Any required changes are easily made in your word processor.
There are two Marital Settlement Agreements in the forms file. For most purposes you will want to select the “Marital Agreement Simplified”. If there are minor children involved, before drafting the Marital Settlement Agreement, select “Standard Plan” from the “Dependent Child Information Form” (Children data screen). Also, mark one selection from the “Custody Information” list. This will create a typical Marital Settlement Agreement but it must be reviewed and changes made to meet your client’s specific needs. If the Agreement contains provisions you want to omit, just drag the cursor to highlight the information to be deleted and press the DELETE key.
Documents created in Attorney’s Assistant should be helpful in drafting legal documents but the documents are not final legal documents. The documents may contain provisions that are not appropriate for your client’s specific needs or you may want to add additional provisions. The documents must be carefully reviewed by the attorney before use.
CREATING A PARENTING PLAN
If the divorce involves minor children, a Parenting Plan is often included in the Marital Settlement Agreement and the Judgment. Some courts have a required parenting plan and most attorneys develop their own parenting plan to recommend, at least as a starting point, to their clients.
Attorney’s Assistant lets the attorney develop this tailored parenting plan which becomes the default plan for subsequent uses of Attorney’s Assistant. Changes to this default plan can be made to meet any client’s specific needs.
To prepare your own default parenting plan, select FILE > EDIT DEFAULT PARENTING PLAN. A series of screens will let you select the details of your default parenting plan. If you do not want to include a specific provision in your default parenting plan, simply leave that provision blank and it will not be included in your plan. Once you have edited the plan, it will be stored as your default plan for subsequent uses of Attorney’s Assistant.
If, instead of editing your own version of a parenting plan, you want to use the default plan provided by Attorney’s Assistant simply select “Standard Plan” on the “Dependent Child Information Form” (Children data screen). If you want to modify the standard plan, simply select the appropriate box, i.e., vacations, holidays, decision making, etc. and fill in the changes you want to make. These changes will apply only to this client, and the standard or default parenting plan remains unchanged for future cases.
When you are ready to create the Parenting Plan, go to FILE > DRAFT DOCUMENTS. Select “Parenting Plan” and proceed.
Always review the document to make sure it fits your client’s specific needs.
CREATING A JUDGMENT
Whether the case is settled or tried, a Judgment must be prepared. If the case is settled, Attorney’s Assistant will create a Judgment that approves the Marital Settlement Agreement and includes the orders for child support, orders of real estate, maintenance and other items commonly included in the Judgment.
If the case is not settled, then Attorney’s Assistant will create the after-trial judgment. The Asset/Debt Worksheet will be available to the judge during the trial. The judge can use the worksheet to enter his or her findings for the disputed items on the worksheet. The next step is to change the data in the data screens to represent the findings of the judge. Then go to FILE > DRAFT DOCUMENT. Double click on “Judgment Contested.” Follow the directions and the Judgment is automatically prepared in your word processor. Again, you must review the document to make sure it fits your client’s particular needs.
CASE MANAGEMENT FUNCTIONS
The cases management functions of Attorney’s Assistant complement the forms generator functions to make this a must-have tool! You will have instant access to all case information. No more waiting to access the file when the client or opposing counsel phones! No more confusion about file organization! Any change made to the file is immediately available to all other users on your network. Additional features of Attorney’s Assistant will help you consolidate case management tasks.
Attorney’s Assistant automatically creates a template for most routine correspondence to the opposing attorney, the court, the clerk, judges. In these, you just fill in the text of the letter. Attorney’s Assistant automatically creates the file and stores all file documents in the proper client file where they can be readily found. The documents, as well as all client data, are easily accessed by any computer in your network.
Attorney’s Assistant is also Internet ready, which allows you easily to transmit information over the web to another attorney, your client or a branch office. Attorney’s Assistant has a “pack briefcase” function that allows you to transfer the files to your laptop for use in court or other worksites.
Attorney’s Assistant also allows you to attach any type of file to your client’s data file, e.g., jpeg, gif, avi, rtf, mov, pdf, doc. If your client has pictures of the home or household goods, you can scan those pictures and attach them to Attorney’s Assistant for use in court or for future reference. Attorney’s Assistant also allows you to dictate notes and store recorded memos for later transcription, if needed.
Quick Messages allows intraoffice messaging that can prompt the receiver to reply. Messages are automatically saved for later use or can be deleted at any time.
Attorney’s Assistant also has an appointment calendar.
When a case is finished, the file can be archived to a remote location. With this archive utility, outdated client files are easily removed so you are only working with current cases. They can be easily retrieved if there is ever a need.
CORRESPONDENCE
You can create a database with addresses of other counsel, courts, clerks, and judges by going to COURTS/DATA on the tool bar at the top right of Attorney’s Assistant’s home screen. After the data are entered, templates for routine correspondence can be accessed by going to FILE > DRAFT DOCUMENT and selecting the appropriate correspondence file name from the Forms menu. Then click CREATE IN WORD PROCESSOR. Add the text. Treat it like any other Word© document. The letter will automatically become part of the client’s file.
PACKING BRIEFCASE
This will allow you to compress the client’s file, all documents which have been created, and all attachments to a size that fits on a floppy disk or removal media. Go to TOOLS > PACK BRIEFCASE and the clients briefcase file will be saved to C:\LegalEasyBriefcase. When you are ready to open the file, Go to TOOLS > UNPACK BRIEFCASE and select the location of the file. You can then work with the file from any location, even take it to court on your laptop!
MESSAGES
Intraoffice messages (about any topic, not just a client file) are instantly available by clicking MESSAGES on the tool bar at the top right of the screen. You can request a reply, send a message certified and be notified when it has been received, or send it password protected.
Tip: Before sending a message, you must assign a User Name to your computer.
CALENDAR
Attorney’s Assistant has a perpetual calendar allowing you to schedule events and “To Do’s” for yourself and other users. The “To Do” lists will carry forward until the user checks that the task is complete. You can also set alarms for yourself or others. Pop-up alert messages will appear at their scheduled times.
Tip: Before scheduling an event, you must enter your User Name (MISC > NETWORK SET UP).
NOTES AND ATTACHMENTS
There is unlimited space for notes, and they can be retrieved quickly and easily. No more handwritten notes placed in the file to be lost in the shuffle! You can add notes by clicking on NOTES on the tool menu at the top of Attorney’s Assistant’s home screen or by right clicking anywhere on the home screen.
Any type of file can be attached, e.g., jpeg, gif, avi, mov, doc, rtf, pdf, wav. Go to TOOLS > NOTES/ATTACHMENTS or to NOTES on the tool menu (click hammer icon to display), or right click anywhere on the home screen. Add, delete and view buttons for attachments are at the bottom of the Notes screen. Attorney’s Assistant will allow you to add up to 100 attachments to each client’s file. You may delete at any time.
DICTATION/TRANSCRIPTION
Attorney’s Assistant allows you to dictate directly to the file. A sound file is created and becomes a part of the client’s file. It can be transcribed, or kept for future audio review.
You can also copy recordings made elsewhere (e.g., a hateful telephone message recorded on your client’s home phone). The options are limitless!
When transcription is necessary, don’t risk losing a separate dictation tape or having the dictation machine eat the tape. Your dictation sound file is saved directly into the client’s file and can be transcribed without any extra equipment.
DICTATE and TRANSCRIBE buttons are found on the tools menu (click on the hammer icon to display).
Tip: If you desire a foot pedal for dictation and/or transcription, call Legal Easy for pricing information.
ARCHIVING
You can archive closed files or restore archived files instantly: FILE > ARCHIVAL UTILITY.
Tip: The password “Admin” may be required for access to archiving.
You can search your archived files for former client and/or spouse last name, first name or social security number to determine if you have a conflict. To perform a conflict check: TOOLS > CONFLICT CHECK and follow the instructions.
FILE CONTROL
No more chasing down files when a client or opposing counsel phones! No more wondering which documents have been drafted, mailed, filed with the court! All client files are centrally located and easily accessed by all users on your network. “Pulling the file” becomes a matter of a few keystrokes! Updates can be made instantly. No more worrying about miscellaneous pieces of the file getting lost in a shuffle of paperwork! Files are consistently organized, so you know precisely where to look each time you need specific information.
To open a client’s file: FILE > OPEN EXISTING CLIENT FILE. Select the client’s name.
To get a quick narrative summary of the file: Open the client’s file. Then go to SUMMARY > TEXT SUMMARY.
Right click anywhere on the file’s home screen to instantly view all notes and attachments.
To open a previously created document: FILE > OPEN DOCUMENT.
Attorney’s Assistant backs up your database every minute. If a computer loses power, the only data lost is the last minute’s worth of work! The backup directory means that retrieving “lost data” has never been easier!
You can change the backup location by going to MISC > NETWORK SETUP.
If you do not want backup done when you exit the file, unclick that option: MISC > OPTIONS.
HELP MENU AND ON-LINE HELP
Attorney’s Assistant has a comprehensive help menu. Select HELP > HELP TOPICS. A comprehensive help menu will be displayed.
For on-line help, go to www.legaleasy.com and select “Frequently Asked Questions” (FAQ) from the home page.
TOLL-FREE TECHNICAL SUPPORT
Technical support is available without charge from 9:00 AM to 5:00 PM Monday through Friday Central Time at 1-866-LEGAL-EZ.
SYSTEM REQUIREMENTS
You will need a Pentium class computer running Windows 95 or higher. Documents are generated using Microsoft Word© 97 through XP. If you need to select a word processor other than Microsoft Word© as an application, click on HELP > EDITOR SETTINGS and follow the simple instructions.
CUSTOMIZED FORMS
You may have an attorney fee contract that you always use. Your judge may have a particular form he or she requires. Some of the Attorney’s Assistant forms include commands and codes that have required hundreds of hours to prepare. On the other hand, some customized forms are simple to create to meet your specific needs. If you have specific forms that you use in your practice, mail or fax those forms to us and Legal Easy can prepare a customized form at a very reasonable fee. With some practice, you can learn to prepare some of these forms yourself. Call for more information about this service.
FREE UPGRADES
Legal Easy will continually upgrade basic software packages and the forms for individual circuits and states. Updates of software and forms are free of charge. Log on to the Legal Easy web site at www.legaleasy.com. Select DOWNLOAD from the home page and follow the easy instructions. If your computer is set up for automatic Internet connection, simply select UPDATES from the Attorney’s Assistant tool bar and you will be connected to the Legal Easy web site.
ABOUT LEGAL EASY, INC.
Legal Easy, Inc. was founded in 1997 by a family law attorney, a paralegal and a computer software designer with the sole mission to create the standard software in family law practice. After more than 25 years of coping with monumental challenges of paperwork and case management tasks in a thriving family law practice, the attorney and his paralegal set out to modernize their approach. They teamed with a software designer whose most recent experience was as Senior Systems Analyst for U.S. Telecom and as a founder of Digital Voice, Inc., a medical dictation software company which was subsequently purchased by Phillips World Wide. A five year development process has resulted in Attorney’s Assistant©, state-of-the-art software for divorce proceedings. This has totally revolutionized the family law practice of the developers and of colleagues who have eagerly applied the product to their own practices. Other products are currently being developed. Legal Easy has a team of attorneys, a programming expert and paralegals who understand the legal profession and want to provide you with the best possible products for your legal practice.
PURCHASING INFORMATION
You will need to license your software before you enter
or import your first client data file. Contact Legal Easy at 1-866-LEGAL-EZ. You will be asked for
your request number which can be found on the menu bar under HELP > PURCHASE. Legal Easy will give
you a license number to input to activate your software. You may also purchase licenses at the web
site,
www.legaleasy.com. Select PURCHASE on the home page and follow the instructions. Your license
purchase can be charged to your Visa, Mastercard or American Express.
Attorney Licenses
are $24.95, for quantity discounts please contact Legal Easy, Inc.
Client Licenses are $49.95 each.
NOTE: Make sure your computer is set
to the correct time or verification will fail.