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The following notes are provided by Cycom Data Systems, Inc. to support the use of CLNG (CityLaw/CountyLaw Next Gen).
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.
Basic Tab
The Basic Tab displays all the codes and personnel assigned to the matter. The Title, File Number (or Case Number), and Description are also visible here.
Description Tab
In addition to the Description text of the Assignment matter, the Description Tab also contains the Location (or Address), Location Code, Record number, and Council District fields.
Location and Address Entry
This field is for assignments related to Real Estate issues, such as Deeds, Eminent Domain, Condemnation, etc. Property addresses are to be entered here. Be consistent with address abbreviations formats (e.g. “Ave” versus “Avenue”, “Rd” versus “Road”, etc.) as this will affect search results.
Best Practice: Use abbreviations without an ending period. For example:
Location Code
The Location Code is for Tax Map Numbers, APNs, and the like. This is not a required field.
Description Text
The Description text appears on the Basic Tab as well. If a word is mis-spelled, it will appear underlined in red. Click the underlined word and the correct spelling will appear. Click on the correct word to replace the incorrect one.
Record Number and Council District
These are optional fields determined by the Administrator of your site.
Status Tab
The Status Tab contains a log of text entries designed for tracking activity on the matter. Press the Edit button at the top right to make entries into the available fields. Save and Cancel buttons will replace the edit button. When done with the entries press Save to retain the information or Cancel to dispose of the new entries.
Status Section
The top section of the Status tab is the Status Section. While in Edit mode, you may do the following:
- Change the Status Code of the matter
- View its Received Date and Target Date, if applicable
- Make a new Status Entry.
Status Code
In our example, the Status Code is set to “O” for “Open”. Press the dropdown arrow to change the Status Code.
Status Entry
The Make Entry button will appear only in Edit mode. Press the Make Entry button to create a Status entry. The Make Entry window will appear.
The Status Description field is auto populated with the current date and time, and the username of the current user. Short notes on the status of the matter are to be entered after this text.
Best Practice: Be as concise as possible when creating Status entries (e.g. “Contract sent back to department for review.”) and give more detail by creating a Note on the matter where necessary. Reference your note in your Status entry.
Disposition Section
The bottom half of the Status tab is the Disposition Section. While in Edit mode, you may do the following:
- Change the Disposition Code
- Enter a Complete Date for when the assignment was completed
- View the Duration, number of days, the assignment was open
- Make a new Disposition Entry
If the matter you are viewing has not been dispositioned, all fields will appear empty as in the screenshot above.
Disposition Entry
While in Edit mode, press the Make Entry button to make a new Disposition Entry. The Make Disposition Entry window will appear.
Dispositioning a Matter
When a matter is dispositioned, a Disposition Entry should always be created. However, creating a Disposition Entry will not automatically dispo the matter.
To dispo the matter, set its Disposition Code. A date should also be entered in the Complete Date field.
Note: You will not see the Duration value update unless a Received Date has been entered for the matter. You may set the matter’s Received Date on the Basic tab.
Notes Tab
Notes can be created by Attorneys and Staff.
Creating a Note
Press the New button to create a new Note.
The New Note window opens.
Select a Type Code for the Note and enter a Title and the body Content, then press the Save button to add the Note to the matter. The New Note window closes, and you are returned to the Notes tab.
Select a Note in the Notes table, and the white read-only textbox below will display a preview of the Note’s content.
Editing a Note
On the Notes tab, select a Note in the Notes table and press the Edit button on the right-hand side of the Notes tab to edit it.
The Edit Note window will appear, allowing you to make changes to the Note. When finished, press the Save button to save your changes.
Contacts Tab
Add Contact
An action button that opens a window to Create a new contact or Search for existing contacts.
To Create:
To Search:
Edit Details
An action button that opens the Edit Party tool to edit information about a contact relevant to the matter. To access this function, select/highlight a contact first.
Remarks
An action button that opens the Remarks tool to add a remark.
Edit profile
An action button that opens a profile window of the selected contact to edit. All edits within this window will change the source information and be applied throughout the application.
Remove
An action button that Removes the selected contact.
Archive Tab
The Archive Tab has fields to enter File Location, Archival, and Scheduled Destruction information. This will allow you to create a file management process, to attach or detach additional matters to a specific matter, and to locate an archived file quickly and efficiently.
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