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    Help  >  Partner for Windows (P4W)  >  Generic Awaiting Item Logic (GAIL)  >  Introduction
    Partner for Windows - Generic Awaiting Item Logic

    GAIL Version 2.0 - Introduction
    Generic Awaiting Item Logic

      

    • AUTOMATIC ITEM TRACKING
    • CASE FLOW CONTROL 
    • AUTOMATED CHASE BY BATCH

    The GAIL software pack software relates to companies using 

    Partner for Windows - a software product supplied by Tikit-TFB PLC.  

     

    Please note the GAIL software pack is available to Purchase 

    including all SQL Server source code.   

    Lean provide install/training and Case flow development as required.  

    Please Contact us for pricing and support information. 


    ARE YOUR LEGAL CASE FLOWS PROACTIVE ?


    ARE YOU TRACKING AND AUTOMATICALLY CHASING ITEMS EFFICIENTLY ?


    AWAITING ITEMS AS A BACKBONE TO CASE FLOWS

    Commonly legal case flows lend themselves to the concept of one or more Awaiting Items, for example Awaiting Deeds from <entity name> or Awaiting Proof of ID from <entity name>.

    A well designed Generic method of handling Awaiting Items can be the driver for your case flows, and the backbone of flow logic.

    GAIL Awaiting items are linked to partner Entities, so at any time you can see what you are waiting for and from whom, with the ability to automatically chase the items as you require.

    Any number of Awaiting Items can be applied as precedents to a step, for example defining a number Awaiting Items as 'must be received before the step Exchange Contracts'.

     

    GAIL BENEFITS

    GAIL allows you to easily integrate entity linked "Awaiting Items" into legal case flows, saving a great deal of P4W maintenance and considerably improving the effectiveness of a P4W caseflow.

    From a Lean perspective, GAIL targets these areas of efficiency and cost saving:

    For the business:

    • Progressing case files to maximum extent :-
    • driving the progress of case files by receiving documents into the office in a minimum of time
    • relieving case workers of the task of chasing documents
    • Clear Matter summary view - displaying which Items we have received, and which Items we are still awaiting, with Request/Chase/Received dates
    • Allow fully automated chase or request of multiple items per Entity
    • Multiple Precedent Items :  Prevent certain steps from being taken until specific Items have been received : Each Item can be assigned as a precedent to any step (such as a domestic conveyancing Exchange Contracts step) 
      NEW - V2
    • Awaiting Items are seamlessly assigned to Matter contacts of a particular Entity Type

    For the I.T department:

    • Efficient, and consistent flow design
    • Eliminates the requirement to construct Awaiting steps for each and every possible Item
    • Data driven - Awaiting Items templates are defined by rows in one straightforward Partner Practice Level View
    • Awaiting items can be inserted into the flow by SQL code without having to create an Awaiting Item step.
    • Optionally assign an Awaiting Item template to existing case flow step  
      NEW - V2
    • Prevent a step from being taken if any precedent Awaiting items have not yet been received (step question code supplied)  
      NEW - V2
         
    • Assign any number of Items as being precedent to any Partner step 
      NEW - V2
    • Create a Daily Server process to generate chase letters/emails or SMS texts
    • Preformed (modifiable) letters/ emails and SMS texts for request and chase
    • Optionally mark items as 'Received in Post' typically tied into document scanning software 
      NEW - V2
    • Allow an Awaiting Item to have no associated entity - for example if awaiting from an internal department 
      NEW - V2

    HOW IT WORKS 

    Creating Awaiting Items Templates

    For a particular case type (for example Domestic Conveyancing Sale) the first thing to do is to identify all of the items that we request from all of the entities involved.

    Some examples on file opening for a Sale case : 

     Awaiting Item Await from  
    Agent Contact details -
     Client Questionnaire Client 
    Fittings and Contents Form TA10 Client 
    Property Information Form TA6 Client 
    Agents Particulars Estate Agent
    Details of Purchasers Solicitor -

     

    The main Awaiting Item Templates (Practice Level) view is used to create Awaiting Item Templates  :

    [Click to enlarge]



    Creating Awaiting Items for Existing Partner Steps

    To create a new template, add a template row with the following information:

    Case Type : a drop down pick lick of existing case types.

    Code : create a code of your choice for the template, we suggest prefixing the code a letter or two relating to the case type eg 'S_' for case type Sale

    Associated Step :  (Optional) a drop down pick list of existing associated Partner steps

     

    Short Title : a succinct description of the item 

    Await From :  a drop down pick list of Simple entity types

     

    Note : Simple Entity types can be set up to represent a group of physical partner Entity groups used by your system, for example Simple type 'Lender' may represent partner entity groups 'Banks'. ''Lenders', 'Building Societies'

    Description: optional longer description that can be used in letters such as the automatic chase letter.

    Request Before Step: (Optional) drop down pick list of existing Partner steps, choose a step that requires this Item to be received before it can be taken.   A typical example being 'Exchange Contracts' for domestic conveyancing flow.

    Creating Awaiting Items without Partner steps

    The main Awaiting Item Templates view is still used to create the Template for the item, however the item, however the Associated Step is left blank.

    A stored procedure is provided to insert a generic Awaiting Item Step, with precoded questions to handle receipt of the item.

     

    Matter Level View of Awaiting Items

    After any of the defined awaiting items are inserted into the flow, the Matter level Awaiting Item view is automatically maintained without any further coding.

    Here we have a sample snapshot of case flow for a conveyancing case:

    Note : Steps that have been Taken are in Capitals.

     

    Clicking Matter managing Partner Icon displays a nice view of the current state of Awaiting Items for the matter:

    [Click to enlarge]

     

    Items we are Awaiting

    This view shows details of items we have requested, including the exact Entity we have requested the Item from and any chase date information.

    Items received in Post that Require Processing

    If you have a post room scanning application, you will likely be used to selecting the Entity and Matter that the document relates to on when scanning.

    Often these scanning applications can be modified; we provide a function to return a list of outstanding items for a matter, that can be selected from on scan.

    Items that have been marked in this way will be shown in the central view - awaiting processing.

    Items in this View will no longer be automatically chased.

    Items we have have received and Processed

    This view shows Awaiting item received that have been received and processed by the case worker.

    AUTOMATIC (UNATENDED) CHASING OF AWAITING ITEMS BY BATCH

    This is where GAIL brings a great deal of benefit to you by progressing case flows and getting documents into your practice in the minimum of time.

    We would create a server script to do this for you - an daily module would need to be modified for your needs and may include chase by Letter, Email or SMS text.

    The solution here would depend on your existing software.

     

    GAIL INSTALLATION & INTEGRATION

    The lean GAIL software pack consists of suite of SQL stored procedures and pre-built Partner steps, allowing you to quickly get up and running with a more streamlined and efficient case flow.

    The stored procedures themselves are generic and you may find to be very useful in other parts of your case flows.

     

     

    Would you like an online demonstration of GAIL?


    contact us,  we can help you with integrating GAIL with your existing or new P4W case flows.            

    Lean provide software and Documentation download, and optionally : install, training,  on-site or remote assistance and further development as required.


    GAIL Release History

    Date  Version  Release notes 
     13/10/2014  1.0  Initial public release
     11/12/2014  2.0  Designed to be easily applied to existing case flows