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These notes are provided by Cycom Data Systems, Inc. to support the use of CityLaw / CountyLaw Next Generation (CLNG) and are intended to be used for review of general topics covered during training.
If you discover an error in this document, or if you encounter any problems performing any steps described, please contact Cycom Support at support@cycominc.com or by calling 888-292-6688.
Contents:
Litigation Basic Actions
- Open the Module
- Create a New Matter
- Find a Matter
- Close a Matter
Litigation Report Options
- Create Built-in Reports
Litigation Basic Matter Data Fields
- Overview Tab
- Description Tab
- Notes Tab
- Evaluation Tab
Open the Litigation Module
Create a New Litigation Matter
Find a Litigation Matter
Close a Litigation Matter
Open the Litigation Module
The Litigation module can be opened by selecting the Litigation icon from the Global Toolbar.
It can also be opened by selecting File from the Menu Bar and then selecting Litigation from the list of options.
Finally, it can be opened by opening a Litigation matter. For example, if a Litigation matter is in the My Open Matters display in the Dashboard view, then double-clicking on that matter will open the Litigation module.
You will know you are in the Litigation module when you see the Litigation header.
Create a New Litigation Matter
To create a new Litigation matter, open the Litigation module and select the New button on the action bar at the bottom left.
A New Litigation Entry window appears. Leaving the Auto-Generate File Number checked will automatically generate a File Number for the new matter in accordance with the naming convention of your office. Uncheck the box if you wish to enter a file number manually.
Enter the matter information into the New Litigation Entry window. The Title field is required and any other fields as needed or predetermined by the System Administrator.
Once you've entered the relevant data into the fields, select the Create button at the bottom left corner to save the Data.
Your new matter will open. By default, it will be displayed in the Overview Tab.
Find a Litigation Matter
To find a Litigation matter, first open the Litigation module. Then select the Search button from the action bar on the bottom left.
A Search Criteria window will appear allowing you to enter or select options to filter your search. Enter any information you know to locate the matter. Select Search to return the results.
Assuming your selected Search Criteria finds at least one match, a Search Result panel will appear on the right side of the Litigation module.
Selecting a matter from this list will open that matter on the left side.
To collapse or expand the Search Results List click on the facing arrows, >< at the top right of the list, to minimize click on the dash to the top right.
To restore the Search Results List, click on the magnifying glass.
Close a Litigation Matter
When we speak of closing a matter, this refers to two different tasks. The first refers to closing a matter because you are finished with your edits, research, or additions. The second refers to changing the matter status to closed, such as when a matter is dispositioned.
To close a Litigation matter to continue with other work, you can simply open another Litigation matter. Or you can also close the Litigation module using the X at the top right corner.
To disposition a Litigation matter, select Edit at the top left. The Edit button will be replaced by Save, Reset, and Cancel buttons. From the drop-down to the right of the Status field. select Close (C) type from the options listed or you might have multiple closed statuses to choose one from. Click Save to save your entry.
Entering Status Type
The Status Date, Disposition, and Disposition Date fields will need to be updated as well, the Status Description may be updated in the Description tab as needed.
Entering Status Date
Entering Disposition Type
Entering Disposition Date
Select Save once done with the entries.
Now your matter status is set to Closed and will no longer appear in Searches or Reports limited to Open Matters. It will remain searchable and will remain in reports referencing Closed Matters.
Create Built-in Litigation Reports
There are numerous built-in Litigation reports to choose from. To access these reports, select the Reports button from the action bar at the bottom.
The Litigation Reports Cards will appear. Select the report you wish to view.
Some reports allow additional customization options, and you will be prompted to make your selections. The example in the image below is the Calendar Statistics Report option. Once selected, a modal dialogue (a pop-up window) appears. Your report will be displayed once you have made your selections.
Overview Tab
File #
The CLNG Litigation matter File Number. This will be auto generated upon creating a new Litigation matter.
Title
A descriptive title for the matter. This is a mandatory field.
Short Description
A text field to enter a brief description of the matter.
Status
The current state of the matter. Status codes are classified as either open or closed types, and these are used in searches and reports to limit selections to those types. One common observance of this in practice is the user's My Open Matters list in the Dashboard view.
Status Date
The date the status was last changed.
Disposition
The disposition details for the matter. Disposition includes a disposition code identifying how the matter was dispositioned.
Disposition Date
The date the matter was dispositioned.
Category
Category codes separate Litigation matters into classifications relevant to your office. Some examples of categories are Dangerous Condition, Personal Injury, Motor Vehicle Accident-Property Damage.
Personnel
Attorney
Primary: The lead attorney on the matter. This field will auto-populate with the username if the user is the attorney.
Secondary: Additional attorneys on the matter. (NOTE: CLNG limits the number of second attorneys to four)
Staff
Primary: The lead staff assigned to assist with this matter.
Secondary: An unlimited number of staff may be assigned to assist with this matter.
Outside Counsel
Primary: The lead outside counsel assigned to this matter.
Secondary: An unlimited number of outside counsels assisting with this matter.
Investigator
Primary: The lead investigator assigned to this matter.
Secondary: An unlimited number of investigators may be entered.
CCP1
This field is customizable and may be labeled differently by your office.
Case Information
Type
Each category code has a subset of type codes. Some examples of type codes are Respondent, Petitioner, Defendant.
Cause
The cause code for the matter. A primary (only one) and secondary (maximum five) causes may be entered.
Court
The code for the court that will see this matter.
Court Number (#)
This field may be used to refer to a specific courtroom number, or it may be used to enter a court filing number for the matter. Check with your System Administrator or Office Manager to confirm how your site uses this field.
Department (Dept)
The department represents the entity to whom the services of the Litigation matter are being rendered.
Client/Account/Customizable Field Name
This field is often used to mirror the Department's Financial account field.
Judge
The judge that will preside over this matter.
Magistrate
The magistrate connected to this matter. This is an optionally visible field on the basic tab.
Funding Source
The fund from which the claims or settlement from the matter may be paid.
Key Dates
Opened Date
The date the matter was opened.
Incident Date
The date the matter incident occurred.
Filed Date
The date the matter was filed.
Served Date
The date the matter was served.
Assigned Date
The date the matter was assigned.
Review Date
The date the matter is scheduled for review.
Review
The name of the Reviewer is listed here and can be selected from the drop-down menu.
Description Tab
Location
This field may be used to note the location of the incident or the location of matter files. Check with your System Administrator or Office Manager to confirm how your site uses this field.
Location Code
The location code for this matter.
Council District
The council district in which this matter occurred or in which this matter is being prosecuted. Check with your System Administrator or Office Manager to confirm how your site uses this field.
Abstract
An unlimited text field to enter the matter abstract and/or any additional description of the matter.
Notes Tab
The Notes tab displays a list of notes that can be sorted using the list column headings and filtered using the filter options. The Content section (the lower half of the screen) of the Note will contain the details of the selected note.
To view the notes in the table in descending or ascending order, click on the Column headings: Date, staff, Title, Type, Modified, Created, a third time click will bring them to their original order.
Once a note is entered the Edit and Delete buttons will become bolded therefore available to use.
New
An action button that opens the New Note dialogue to create a new note.
Staff
The staff member recording the note.
Date Entered
This date will populate automatically with the current date.
Type
There is a list of type codes to choose from the drop-down menu. Some examples of type codes are Meeting, Phone call, Correspondence.
Title
A descriptive title for the note.
Content
An unlimited text description of the note.
Edit
An action button that opens the Edit Note dialogue. A note must be selected for the edit button to become available and allow for edits.
Any of the fields may be edited: the Staff, Date Entered, Type, Title, Content then Save.
Delete
An action button that deletes the selected note.
Filters
An action button to filter the note list according to the parameters selected or entered. This can be expanded by clicking on the arrow to the far right of the screen.
Once a date range is selected a "Clear Filters" button shows at the far right of the blue ribbon to clear selections and return to show all options.
Staff
Filter the notes to show only those created by a specific staff person.
Type
Filter the notes to show only those of a specific type.
Date From/To
Filter the notes according to a specific date range.
Filter Text
Radio buttons to select to filter the notes by Title, Body, or Both. The text field to the right of the buttons is used to enter the filter terms.
Content
The content of a note will appear in this panel when a note is highlighted.
Evaluation Tab
Unlabeled Text Field
An unlimited text field to enter any evaluation details of the matter.
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