Client Profiles Version 7.0: Case Management Solution

As paralegal and network administrator for the Atlanta-based law firm Henry, Spiegel, Fried & Milling, LLP, I was responsible for finding a case management program that would meet our firm's needs during the winter of 2003. At that time, we did not have a firmly structured system in place, but maintained our Microsoft Word and other electronic documents using organized file directories and hard copies of documents in physical file cabinets. Our firm wanted a program that would not only organize our case files electronically, but improve workflow and allow for easy access from a desktop as well as remotely. Because of our team approach to handling cases, we also needed a product that would allow each of us to see what tasks or issues another person was handling, without having to inquire as to the status or physically look at the file.

We researched a number of solutions and ultimately selected Client Profiles case management software. I had used a previous version of Client Profiles software with a prior firm and found it to be intuitive and efficient. Most importantly, because of my previous experience with the product, there was no learning curve involved, allowing me to provide in-house training for our staff in minimal time and at no cost to our firm.

Client Profiles Version 7.0 is a desktop case and financial management suite that offers easy integration with Microsoft Exchange/Outlook. With this software, we are now able to use a simple Outlook interface for calendaring, appointments and contacts as part of the firm's overall case management. Rather than wasting time searching for documents in physical file cabinets, our users can now immediately access them electronically, and attach any type of document to a case ' ie, Excel spreadsheets, PowerPoint presentations, trial graphics and pictures. Version 7.0 also integrates with Microsoft Word, allowing our users to conduct document assembly functions in the word processor with which they are already familiar.

Our firm focuses its practice on the areas of medical malpractice, catastrophic personal injury and automotive products liability. Client Profiles' software allows us to easily and efficiently manage all aspects of a case from its inception to completion and make all related information instantly accessible from any user's desktop. We also utilize the case checkout functionality, providing users the ability to work with all case data while out of the office.

Some of the software's features and capabilities include merge forms, scanning of documents and images directly to a case, importing of multiple file types, managing of To-Dos/Tasks, tracking of special damages and liens, and instant access to contact information for all parties and witnesses related to any given case.

Many new features had been added to the program since the last time I had used it, including the ability to import multiple file types into a case and have them open in their native application. This is incredibly useful. The enhanced software now also includes right-click functionality for most case screens, as well as the ability to e-mail multiple recipients and create multiple merge documents from the Parties screen.

One of the most important updates to the program is its ability to integrate with Microsoft Outlook in an Exchange Server environment, allowing users to continue to use Outlook and all the functionality it provides while being able to attach those e-mails and scheduled appointments to respective cases. This further supports the program's ability to allow users instant access to all items related to a case.

Another significant functionality is the Full Document Text search capability, which allows users to search the content of multiple documents quickly and easily and in just a few steps, which makes finding documents a much simpler process.

The capability for importing images into a case has also been greatly improved and provides a great deal of functionality for managing case photos, as there are always a large number of photos involved in automotive products liability matters.

With any software program, there is always room for improvement. At times, Version 7.0 is not as intuitive as I would like. For example, I cannot make a one-step search of the card file database by all search criteria. If an Outlook user entered “John” into the Find field for Contacts, any contact that included the name John in any field would be displayed. With Client Profiles, the user has to take extra steps to use the Lookup feature or the % wildcard character, which can be cumbersome. This same issue applies when searching for cases by matter name. Likewise, card files cannot be e-mailed to recipients as Vcards can be with Outlook. Also, because of the numerous fields in a card file, a simple “copy and paste” of a party's name and address cannot be done.

In addition, the To Do functionality does not currently include automation, meaning users who assign single To Dos or To Do Packages have no way of knowing a task has been completed unless they manually open that case and review Completed To Dos. For someone working with a significant caseload, this can involve a good deal of time. There is also no parent-child relationship for tasks, meaning all To Dos or To Do Packages must be manually assigned.

In my experience, Client Profiles has been very responsive to customer requirements and requests. Over the years, the company has based application developments and upgrades on this type of client feedback. Client Profiles has assured our firm that they will be addressing the above-mentioned issues in future releases.

Overall, Client Profiles software is a recommended case management system that delivers a considerable return on investment. It did not take long to train professionals and support staff in our firm to use the software. With Version 7.0, we have the ability to quickly determine the status of any case, without the need for in-person meetings with other members or the pulling of a physical file. The Client Profiles system provides our firm with a valuable advantage ' an “at your fingertips” location for all case-related content.

As paralegal and network administrator for the Atlanta-based law firm Henry, Spiegel, Fried & Milling, LLP, I was responsible for finding a case management program that would meet our firm's needs during the winter of 2003. At that time, we did not have a firmly structured system in place, but maintained our Microsoft Word and other electronic documents using organized file directories and hard copies of documents in physical file cabinets. Our firm wanted a program that would not only organize our case files electronically, but improve workflow and allow for easy access from a desktop as well as remotely. Because of our team approach to handling cases, we also needed a product that would allow each of us to see what tasks or issues another person was handling, without having to inquire as to the status or physically look at the file.

We researched a number of solutions and ultimately selected Client Profiles case management software. I had used a previous version of Client Profiles software with a prior firm and found it to be intuitive and efficient. Most importantly, because of my previous experience with the product, there was no learning curve involved, allowing me to provide in-house training for our staff in minimal time and at no cost to our firm.

Client Profiles Version 7.0 is a desktop case and financial management suite that offers easy integration with Microsoft Exchange/Outlook. With this software, we are now able to use a simple Outlook interface for calendaring, appointments and contacts as part of the firm's overall case management. Rather than wasting time searching for documents in physical file cabinets, our users can now immediately access them electronically, and attach any type of document to a case ' ie, Excel spreadsheets, PowerPoint presentations, trial graphics and pictures. Version 7.0 also integrates with Microsoft Word, allowing our users to conduct document assembly functions in the word processor with which they are already familiar.

Our firm focuses its practice on the areas of medical malpractice, catastrophic personal injury and automotive products liability. Client Profiles' software allows us to easily and efficiently manage all aspects of a case from its inception to completion and make all related information instantly accessible from any user's desktop. We also utilize the case checkout functionality, providing users the ability to work with all case data while out of the office.

Some of the software's features and capabilities include merge forms, scanning of documents and images directly to a case, importing of multiple file types, managing of To-Dos/Tasks, tracking of special damages and liens, and instant access to contact information for all parties and witnesses related to any given case.

Many new features had been added to the program since the last time I had used it, including the ability to import multiple file types into a case and have them open in their native application. This is incredibly useful. The enhanced software now also includes right-click functionality for most case screens, as well as the ability to e-mail multiple recipients and create multiple merge documents from the Parties screen.

One of the most important updates to the program is its ability to integrate with Microsoft Outlook in an Exchange Server environment, allowing users to continue to use Outlook and all the functionality it provides while being able to attach those e-mails and scheduled appointments to respective cases. This further supports the program's ability to allow users instant access to all items related to a case.

Another significant functionality is the Full Document Text search capability, which allows users to search the content of multiple documents quickly and easily and in just a few steps, which makes finding documents a much simpler process.

The capability for importing images into a case has also been greatly improved and provides a great deal of functionality for managing case photos, as there are always a large number of photos involved in automotive products liability matters.

With any software program, there is always room for improvement. At times, Version 7.0 is not as intuitive as I would like. For example, I cannot make a one-step search of the card file database by all search criteria. If an Outlook user entered “John” into the Find field for Contacts, any contact that included the name John in any field would be displayed. With Client Profiles, the user has to take extra steps to use the Lookup feature or the % wildcard character, which can be cumbersome. This same issue applies when searching for cases by matter name. Likewise, card files cannot be e-mailed to recipients as Vcards can be with Outlook. Also, because of the numerous fields in a card file, a simple “copy and paste” of a party's name and address cannot be done.

In addition, the To Do functionality does not currently include automation, meaning users who assign single To Dos or To Do Packages have no way of knowing a task has been completed unless they manually open that case and review Completed To Dos. For someone working with a significant caseload, this can involve a good deal of time. There is also no parent-child relationship for tasks, meaning all To Dos or To Do Packages must be manually assigned.

In my experience, Client Profiles has been very responsive to customer requirements and requests. Over the years, the company has based application developments and upgrades on this type of client feedback. Client Profiles has assured our firm that they will be addressing the above-mentioned issues in future releases.

Overall, Client Profiles software is a recommended case management system that delivers a considerable return on investment. It did not take long to train professionals and support staff in our firm to use the software. With Version 7.0, we have the ability to quickly determine the status of any case, without the need for in-person meetings with other members or the pulling of a physical file. The Client Profiles system provides our firm with a valuable advantage ' an “at your fingertips” location for all case-related content.