Manage Global System Codes

Global System codes are found in the System Management module in the Global System section.  Global System codes apply to all modules installed at your site.  What follows are their definitions and uses.

Accounts

Account codes are primarily used for billing.  Account codes can be used to record accounts, funds, and companies used by your organization's financial system.

Attorneys

Attorney codes represent attorneys working in your organization.  One Attorney code should be created for each attorney working in your organization.

Important:  If an attorney leaves your organization, do not delete their Attorney code.  Simply mark it as inactive.  This will allow you to include their past work in your reports and search results.

Note:  Do not add Outside and Opposing Counsel to the Attorney codes.  They have their own code categories.

Calendar Types

This is where calendar event types are defined.  Some examples of calendar event types are: Meeting, Board Meeting, and Phone Conference.  

Departments

Department codes correspond to the departments which make up your organization.  A Department code should be created for each department in your organization.

Holidays

Create a Holiday code for each holiday observed by your organization.

Investigators

Typically used only for the Claims process, Investigator codes represent the investigators assigned to your organization.  As with Attorney codes, one Investigator code should be created for each Investigator in your organization.

Important:  If an investigator leaves your organization, do not delete their Investigator code.  Instead, mark their code as inactive.  This will allow their past work to be included in reports and search results.

Judges

Create a Judge code for each judge who presides over your Litigation cases.

Magistrates

Create a Magistrate code for each magistrate who hears your Litigation cases.  Magistrate codes are also used for mediators.

Note Types

If your users utilize Notes extensively in CityLaw/CountyLaw, it may be advantageous to categorize them with Note Types.  One scenario where this is beneficial is if Reserve Notes are created to be delivered to a Reserve Manager.  A "Reserve Note" code would make it simple to search and find such a note, whereas a more complex search might be required for sifting through a large volume of notes.

Objects

Use Object codes for the various types of financial payments made by your organization (e.g. Outside Counsel Payment, Deposition Fee).  These might also include Collection types, General Expense Reserves, and Indemnity Reserves.

Other Staff

These staff codes are used for all staff members in your organization who are not Attorneys, Investigators, or Paralegals (e.g. Legal Secretaries, Law Clerks, etc.).

Note:  Do not add Outside and Opposing Counsel to the Attorney codes.  They have their own code categories.

Outside Counsel

Create an Outside Counsel code for each Outside Counsel firm who litigates your organizations cases.  Do not enter the individual attorneys working at the firm.  Attorneys working for Outside Counsel firms should be entered in System Management > Global System > People.

Paralegals

Create a Paralegal code for each paralegal in your organization who will be working in CityLaw/CountyLaw.

Prefixes

These are prefixes utilized by your system directory (e.g. Mr., Mrs., Ms., Dr., Officer, etc.).

Retention Classes

Retention Class codes represent the retention cycles to which your organization adheres.

Staff Types

Staff Types represent the positions within your organization (e.g. Attorney, Paralegal, Legal Secretary, Clerk, etc.).

Teams

Team codes are used for organizing various staff in your organization.  Time Reports and Calendars can be viewed at the Team level.  Team codes should reflect the Team structure of your organization.

Vendors

Vendor codes represent organizations with which your organization does business.  Individual contacts within the Vendor organizations should be entered in System Management > Global System > People.

Best practices

1. Never delete codes.  Codes are used by many reports.  Deleting codes could produce unintended report results.  Contact Cycom Support when considering deleting codes.
2. Never delete people such as Attorneys, Staff, Vendors, Outside Counsel, etc.  If a person leaves the organization, mark their contact code inactive.  Deleting a contact code could have an unintended effect on reports and search results, such as the exclusion of their past work from a report.
3. If possible, delegate code management to a single System Administrator.  A consistent code system will produce consistent report and search results.