App4Legal Core Training

Training # 2 – App4Legal Core
Copyright © 2018 App4Legal

Table of Contents
• Chapter 1 – Matter Management
• Chapter 2 – Client Management
• Chapter 3 – Expenses
• Chapter 4 – Time Tracking
• Chapter 5 – Document Management
• Chapter 6 – Task Management
• Chapter 7 – Reports & Dashboards
• Chapter 8 – Calendar, notifications, reminders and timer

Chapter 1 – Matter Management
Matters1
Litigation Cases2
Intellectual Property3

Chapter 1 - Matters
The user will be able to add a
matter through the quick add
button. The information relates to
the subject, dates and other
information associated with the
matter itself.
Adding a matter:

Chapter 1 - Matters
The user will be able
to access the matter
created from the grid
by clicking on the
matter module on
the top menu.
1
1
2
2 The user will be able
to do certain actions
directly from the
settings wheel of the
grid. Actions such as
view/edit the matter,
log time, convert to
litigation etc.
The user will also be able
to filter out the grid to fit
his/her needs (search,
create filters, export etc.).
3
3

Chapter 1 - Matters
1
Basic information related to
a matter will be filled out in
the first tab in the submenu.
Information such as:
• Area of Practice
(configurable field)
• Assigned team
• Assignee
• Matter file/Ref #
• Matter status (related to
the workflow under the
submenu)
• Matter stage
(configurable field)
• Arrival date
• Filed on

Chapter 1 - Matters
• Referred by
• Requested by
• Client name
• Due date (with
notification option)
• Closed on
Matter details section:
• Subject
• Description
• Latest development
• Matter value

Chapter 1 - Matters
• Effort (how much the user estimates the
time the matter will take vs how much it
actually took)
• Privacy
• Creating custom fields
• Relating companies and contacts
• Information of the outsourced lawyer
• Related contributors
• Notes for user and collaboration with
others
• History of the changes done on the
matter

Chapter 1 - Matters
2
• The related tasks tab includes all the tasks associated with the
matter. This tab includes task details such as task type, status,
assignee, effort etc.
• Tasks can be added through the actions button.

Chapter 1 - Matters
3
• The reminders tab includes all the reminders associated with the
matter. This tab includes reminders details such as reminded on,
time, type, remind user etc.
• Reminders can be added and exported directly through the actions
button. Copyright © 2018 App4Legal

Chapter 1 - Matters
• Documents related to the matter will be uploaded in the Related Documents tab.
These documents can be contracts, meeting notes etc.
• Details on documents can be added such as type, status, keywords, size etc.
• Documents and URLs can be uploaded, created, shared and generated directly
through the actions button.
4

Chapter 1 - Matters
5
• The Expenses tab includes all the expenses associated with the
matter. Details such as the expense ID, expense category, expense
amount etc. are included as well.
• Expenses can be recorded, statement of expenses accessed and
details of expenses exported directly through the actions button.

Chapter 1 - Matters
6
• The Time Logs tab includes all time logs associated with the
matter. Details such as user, client, effort etc. can be added as
well.
• Time logs can be added and exported through the actions button.

Chapter 1 - Matters
6
• The Related Matters tab includes other matter that are related to
the matter itself.
• The matters can be related in the “relate to matter” section.

Chapter 1 - Matters
6
The matter container tab includes matters related to a specific matter grouped in one
container.

Chapter 1 - Matters
7
The trust fund accounting at the top of every matter relates to the trust fund account(sum
amount of money client gives firm in advance) associated with the client. This account can be
created from the money module under “Clients”.
8

Chapter 1 – Litigation Cases
The user can add a litigation
case through the quick add
button. Information added
relates to the subject, dates,
client position and more.

The user will be able to
access the litigation case
created from the grid by
clicking on the module on
the top menu.
access the matter created
from the grid by clicking
on the matter module on
the top menu.
1
2
2
1
3
3 The user will also be able
to filter out the grid to fit
his/her needs (search,
create filters, export etc.).

Basic information related to a
matter will be filled out in the
first tab in the submenu.
Information such as:
• Area of Practice (configurable
field)
• Assigned team
• Assignee
• Matter file/Ref #
• Matter status (related to the
workflow under the
submenu)
• Matter stage (configurable
field)
• Arrival date
• Filed on

• Referred by
• Requested by
• Client name
• Opponent
• Due date (with
notification option)
• Closed on
• Client position
• Success probability
Matter details section:
• Subject
• Description
• Latest development
• Matter, judgement
and recovered value

The litigation data tab
includes the matter
stages with the
associated litigation
information.

The Activities tab includes hearings, events, tasks and reminders of the litigation case.

Chapter 1 – Hearings
1
2
1 The user will be
able to add a
hearing through
the quick add
button.
2 The user will also be
able to add a hearing
from the activities
tab of the litigation
case.

Chapter 1 – Hearings
The user will be able to view
and access the hearings in the
system directly from the grid
under the Matters module.
1
1
2
The user will be able to do
certain actions from the
settings wheel next to a
hearing. Edit, view in
calendar, export to word etc.
associated with the hearing.
The user will also be able to
filter out the grid to fit his/her
needs (search, create filters,
export etc.).
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3

Chapter 1 – Intellectual Property
The user will be able to add
an IP case through the quick
add button and injecting
the information associated
with the case.

Chapter 1 – Intellectual Property The user will be able to
access the intellectual
property case created from
the grid located under the
drop down list next to the
Docs module.
1
2
1
to do certain actions
from the settings
wheel next to an IP
case. View/edit,
export to work and
delete cases.
2
The user will also be
able to filter out the grid
to fit his/her needs
(search, create filters,
export etc.).
3
3

The user will be able to fill out
information related to the IP
case in this tab. Details relating
to the IP rights, IP class, IP
name etc.

fill out more
information such as the
description of the IP,
assigned team,
assignee, important
dates and more. The
renewal of the IP can
also be indicated in this
section.

The Petitions/Oppositions tab includes the petitions and oppositions related to the
IP case. They can be added and exported through the actions button.

• Documents related to the IP case will be uploaded in the Related Documents
tab. These documents can be contracts, meeting notes etc.
• Documents and URLs can be uploaded, created, shared and generated directly
through the actions button.

• The related tasks tab includes all the tasks associated with the IP case.
This tab includes task details such as task type, status, assignee, effort etc.
• Tasks can be added through the actions button.

• The Expenses tab includes all the expenses associated with the IP case.
Details such as the expense ID, expense category, expense amount etc. are
included as well.
• Expenses can be recorded, statement of expenses accessed and details of
expenses exported directly through the actions button.

• The Time Logs tab includes all time logs associated with the matter.
Details such as user, client, effort etc. can be added as well.
• Time logs can be added and exported through the actions button.

• The Related Matters tab includes other matter that are related to the IP
case itself.
• The matters can be related in the “relate to matter” section.

Chapter 2 – Client Management
Companies1
Contacts2

Chapter 2 – Client Management (Companies)
Adding a company:
to add a company
through the quick add
button. Information
added relates to the
client are client name,
address, city and
more.

Data entry:
• The user will be able to access companies created from the grid.
• The user will be able to export the data, search for companies, create filters and choose the
columns.

The user will be able to fill out
basic information relating to
the company such as name of
company, company legal type,
privacy option etc.

More information can be filled out related to a company
such as the address, custom fields, registration etc.

• The user will be able to
add information related to
the shares of the company
and more details in the
Shareholders tab.
• 3 hardcoded reports can
be generated as well
(shares by date report,
shares by shareholder
report and shareholders'’
votes report.

• The user will be able to fill out information related to the board members of the company in the
Board Members tab.
• A new board member and filters can be added through the actions button.

• Documents related to the company will be uploaded in the Related Documents tab.
These documents can be contracts, meeting notes etc.
• Documents and URLs can be uploaded, created, shared and generated directly through
the actions button. Copyright © 2018 App4Legal

Details related to the assets of the company can be added in the Assets tab.

• The reminders tab includes all the reminders associated with the company. This
tab includes reminders details such as reminded on, time, type, remind user etc.
• Reminders can be added and exported directly through the actions button.

The Tree View tab will show how a company is split in terms of shareholders. Meaning it shows each
shareholder with the share percentage they own of the company.

• The banks account details that relate to this company will be added in the Bank
Accounts sections here.
• A new bank account can be added through the actions button.

• Contacts related to a company such as the employees at the company or other relations
can be added in the Related Contacts tab.
• This information can be exported through the actions button.

• Matters related to the company can be found in the Related Matters tab.
• The user can relate matter by typing in the name of the matter in the “Relate to Matter” box.
• The information in the Related Matters tab can be exported through the actions button.

• The details of the authorized person for official documents in the company can be added in the
Signature Authority tab.
• Adding a new signature authority and exporting the information can be done through the actions
button. Copyright © 2018 App4Legal

Chapter 2 – Client Management(Contacts)
to add a contact
through the quick
add button. Basic
information such as
the contact’s name,
last name etc. can
be inserted.

Chapter 2 – Client Management (Contacts)
• A contact can be accessed and searched via the grid view.
• Through the grid the user will be able to create filters, customize the grid with the columns of
choice, export data and search for contacts.

The contact’s basic information
will be filled out in the Contact
tab. Information related to the
name of contact, last name,
category, email and more.

• Further information related to the contact can be added such as his website, privacy,
mobile and more.
• Address, custom fields and comments can also be added for the contact as well.

• Documents related to the contact will be uploaded in the Related Documents tab. These documents can be
contracts, meeting notes etc.
• Documents and URLs can be uploaded, created, shared and generated directly through the actions button.

Contacts related to a contact such as family members or other relations can be added in the Related Contacts tab.

• Matters related to the contact can be found in the Related Matters tab.
• The user can relate matter by typing in the name of the matter in the “Search Matter” box.
• The information in the Related Matters tab can be exported through the actions button.

Chapter 3 - Expenses
An expense can be recorded through
the quick add button, a task, a matter
and the money module.
1
2
3
4

Chapter 3 - Expenses
• The user can access the expenses inserted
through the “My Expenses” in the drop down list
or Expenses in the Money module.
• The grid view will allow the user to do certain
actions from the settings wheel on the left side
of the expense as well as export the data, search
and created filters.
1
2
3

Chapter 4 – Time Tracking
Adding a time log:
The user can log
time through the
quick add button, a
matter, the grid of a
matter, the grid of a
task and the timer
icon.
1 2
3
4
5

Chapter 4 – Time Tracking
• The user can access the time logs inserted through the “Time Tracking”
in the drop down list or Time Tracking in the Money module.
• The grid view will allow the user to do certain actions from the settings
wheel on the left side of the time log as well as export the data, search
and created filters.
1
2
3

Chapter 5 – Document Management
Uploading a document:
A user can upload a
document from the Docs
module as well as the
related documents tab of
a company, contact and
matter.
1
2
3
4

Information related to type, status, keywords and
more can be modified for a document. A user can
also set documents as private, create folders and
even upload URLs linked to documents.
1
2
3
2

In order to use the Document Generator, the user should
upload the templates in a folder in the Docs module.
The document generator can be found in the Companies,
Contacts, Matters or Docs modules.1
2

1. The document uploaded should be of type Docx
(Office Word document).
2. The user should create variables in the form of
%%variable%% in order for the document to change
when generated.
3. The user will be able to check the predefined
variables of the specific module by heading to
Document Generator in the Actions wheel and
clicking on the question mark.
4. The custom variables in document should be of form
%%variable%% as well. For example if the user wants
the client name to change every time the document
is generated → %%client_name%% should be the
form.
5. After the document is uploaded in the Docs module,
it should be configured in the Document Generator
filed under Documents in the Administration &
Setup.

Chapter 6 – Task Management
A user will be able to add a task
through the quick add button or a
matter. Information related to a
task concern the type, relation to a
matter, status and more.
1
2

Chapter 6 – Task Management
• Tasks entered will be centralized in the Tasks module. Functionalities such as logging time, recording
an expense and more of tasks can be done directly from the grid.
• Through the grid the user will be able to create filters, customize the grid with the columns of
choice, export data and search for contacts.

Chapter 7 – Reports & Dashboards
App4Legal offers a report module
that contains some out of the
box report for all modules. As
well as all modules (company,
contact and matters) are in a grid
view where you will be able to
search for specific data and
export/print this report directly
from there.
1
2
1

Chapter 7 – Reports & Dashboards
1 2
3
4

Chapter 7 – Dashboards & Reports
The user will have access to 4
different dashboards:
My dashboard related to every user
Management dashboard where
management has an overview of
the progress of the firm
Matter board which gives a 360 of
all the matters put in the system by
all users
Task board which gives a 360 view
of all the tasks put in the system by
all users
0
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3
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5
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8
CATEGORY 1 CATEGORY 2 CATEGORY 3 CATEGORY 4 CATEGORY 5 CATEGORY 6
SERIES 1 SERIES 2 SERIES 3
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Chapter 8 – Calendar, notifications, reminders and
timer
The user will be able to add and have access on the top right to:
Calendar where users can view their own as well as colleagues’
calendars as well as syncing their calendar with Google or Office
365
Notifications where users have access to notifications related to
themselves as well as they can notify others
Reminders where users have access to reminders set to
themselves as well as the ability to add a new reminder directly
Timer where users can log real time on matters and tasks
1
2
3
4
1
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4

Thank You
www.app4legal.com

App4Legal Core Training

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