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These notes are provided by Cycom Data Systems, Inc. to support the use of CLNG (CityLaw/CountyLaw Next Gen) 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.
Helpful Hint:
The Matter Calendar in CityLaw/CountyLaw NG is a calendar manager within each module, represented by the calendar icon in the module toolbar. It is specific to each matter's schedules such as appointments, due dates, ticklers, etc. A user can search, filter for specific events, or print a report of all the events within a matter.
Contents:
General Operation
While in a Matter and you hover over the calendar icon, the label "Open Calendar Manager" will show.
To Open the Calendar Manager, click the icon. A new window will open in a separate tab in the browser labeled with the name of the module you are in and the word Calendar, as in our example below the module is Litigation therefore the calendar is labeled Litigation Calendar. The matter file# and name will follow.
By default, the initial display view will be the Class View.
All events, Appointments, Due dates and Ticklers will be listed in the Class View. Double-click on any of these scheduled events to reopen and edit. When selected the buttons will turn red. The Class View, Appt, Due, and Tickler toggle buttons are selected by default.
To Filter for only one of the three, Appt, Due, or Tickler simply deselect the ones you don't need. The list you filtered for will be the only one showing in the Class view.
There are three panels at the top of the currently displayed calendar view.
Operation includes these options: Date Calculator (Calc.), Auto Calendar, History.
Navigation includes these options: Today, Class View.
Filtering includes these options: Appointment (Appt), Due, Tickler.
Operation:
Date Calc. - a date calculator to assist with scheduling future events. You can calculate based on increments of days, weeks, months, or years (interval). The drop downs within each field will offer options.
Auto Calendar - an automated date calculation engine to generate Trigger deadlines (which requires a third-party subscription to Calendar Rules).
The Auto Calendar includes three panels side by side: Triggers, associated Events, event Details.
History - All completed/archived events can be found here.
Navigation:
Today - when the Class View is unselected it defaults to the current day's events calendar. From here you can choose to view the Week's or Month's events depending on the settings you select.
Class View - this is the default view when the Calendar is opened from a matter. It contains the list of all the events connected to the matter.
Filtering:
Appt - Appointments relating to the current open matter.
Due - Events with a date deadline but without a time associated with it. For example, the last day to file a motion.
Tickler - A reminder the user sets.
Creating New Calendar Events
You can add appointments, due dates, and ticklers using the buttons in the bottom left corner:
The following fields will be auto populated: Module Name, File #, Court (will be checked if entered for the matter), the code/name of the staff creating the event, and the Attendees (the names of the Attorneys and Investigators on this matter).
The Show As field, at the top left in the grey banner, can be used if your office is set up with Outlook integration. If it is, the user can select from the drop down their availability and it will show in their Outlook calendar.
The Class field, in the grey banner at the top, will default to the option you selected to enter your event, whether it is an Appointment, Due, or Tickler. However, you can change from one to another in the Class field if it was mis-selected without having to close the window.
The button with the exclamation point, at the top on the grey banner, is the High Importance label. If the event is of high importance, then select this button and it will turn red.
The button with the down arrow, at the top on the grey banner, is the Low Importance label. If the event is of low importance, then select this button and it will turn red.
The Start Time and End Time Calendar fields have a drop-down calendar you can select the date from, or you can free form type the date in. Today's date will auto populate and a time is entered; both may be edited.
The time drop down menu has set and cancel buttons at the bottom of the drop-down menu. Select your time using the scroll menu, then click Set. You can type your time free form if you choose, without the need to use the Set button.
You can tab in and out of any of these fields.
For more details on Triggers see the article: Manage Events with Triggers.
If a Court, Judge, and/or Magistrate are entered in the matter, then they will show above the Triggers field with their radio button checked, otherwise they will not be visible.
To enter a Trigger, begin writing in the field and a drop-down list will appear. Once you make your selection, the drop-down list will disappear and your selection is saved. Your selection will also appear in the Subject field. However, the Subject field remains editable should you wish to rename the event.
If your selection involves a motion served, then a Service Type field will show to the right. You may select the appropriate method from the drop down.
Calendar Type, select from the drop down by clicking on the applicable type.
Depending on your selection, you may be prompted to change the Subject field to match the Calendar Type.
To add or remove attendees from the list shown, click the people icon to the top right corner of the Attendees field.
A card Select Attendees will pop up. You may Search for a name simply by typing a partial or full name, first or last, of an individual and any names that include the letters you entered will be automatically populated.
You may also check any individuals you wish to include or uncheck any individuals you wish to exclude from the list. Click OK to save your selection.
The Team field has drop-down options, pre-entered by your system administrator, for you to select your team from.
The Location field can be used for room numbers in a court, a building or an address. The Annotation is a short description of the event.
The Description block below the Annotation is an unlimited text field that will contain the rule from Calendar Rules that relates to the event (if you have a subscription). Otherwise, you may use this space for free form typing, entering links or a longer description of the event.
Once you have completed entering the data needed for the event click Save at the right side of the screen to save the event. Click Cancel if you wish to not save the event.
A Saved successfully note will appear, click OK. The event will be listed in Class View.
Editing Events
To edit an event, simply double click on it in the Class View. An Edit Appt, Edit Due, or Edit Tickler card will open, make any changes needed to any of the fields then click Save.
A saved successfully note will appear, click OK and it will return you to the main Module Calendar Class View list.
Disposition Events
To Disposition an event, double click on it in the Module Calendar list. An Edit event window will open, in the Disposition section, click Complete, Reschedule, Cancel Item or Clear.
To Complete an Event
To complete the event, select Complete a C will appear in the disposition field, enter brief remarks about the event. The Disposition Date will auto populate for the current date. Click Save and the event will disappear from your active events in Class View. You can always access the completed event by selecting the History toggle button.
To Reschedule an Event
If you edit an existing event and dispose as “reschedule”, an R will be entered in the Disposition field,
and you will be prompted to recreate the event using all previously selected criteria, except for the date and time. You will need to enter the new time and date for the event.
Your newly rescheduled event will have the same Calendar Type, attendees, Subject, team, location, annotation, and description, if previously completed. Click Save once you have updated the event.
To Cancel an Event
To Cancel an event select Cancel Item, an X will automatically be entered in the Disposition field. Click Save and the event will be removed from Class View list but can be accessed if needed by selecting History toggle button.
To Clear Disposition Fields
To clear entries from all the fields in the Disposition section of the event, click the Clear button.
If you clear all the disposition fields in an event in the History list, then it will be moved back to the active events list in the Class View.
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