Criminal Defense Law With An Apple

This review is long. It has to be. There was a lot to cover. I felt like I was drinking from a fire hose as I frantically took notes about this web-based product. I can save you some time. If you are happy with your case management system or you are not interested in a case management system that is housed on-line, move along…nothing to see here. If you are on the hunt for a case management system and interested in hearing about one that is completely internet based, read on.

I actually discovered Advologix PM around the same time I was hearing about Rocket Matters. If you are wondering why I did not (will not) compare the two in some sort of side-by-side review is because both companies only offered a one-hour review. Thus I can only give you, fellow reader, a mere promotional overview. It doesn’t seem fair to compare and contrast two products that I have not directly used.  However, if you have first-hand experience with the product, please sound off in the comments.

Case Management

The landing page has quick links for Billing, Issue, Notes, Tasks, Appointments and Messages. AdvologixPM allows you to convert data for web, phone, and fax inquiries into cases or directly create them in forms. It can collect and display all matter and case related information in one screen. The application can also reference lawyer, paralegal, court, client, contact, and calendar information in the context of cases and matters. It also has a billing integrated and records all case related activities manually or automatically through the programs “Stop Loss Billing” function (more on this later).

The most powerful element of this program, and will likely attract many potential customers, is the folks at Advologix will tailor case and client management to suit the specific needs of your organization. This includes many of the fields and/or drop down menu that you request. Ask, and it will be added to your template. How cool is that?!?

Contacts

AdvologixPM provides a complete contact management system that is integrated in context with all other portions of the program. In addition, contacts are integrated with the Map function so clients, associates, courts, and other key addresses can be quickly located via a interactive real-time map.

Calendar

There is a rich calendaring interface that supports appointment, task and reminder capabilities (and can keep them linked to client). You can easily change the view and there are AJAX views as you pass over appointments (small pop-up windows as your cursor rolls over the text of an appointment). The calendar allows you to change the graphical view from day, week and month.

Billing

The program allows you to automatically create billing records for any activity, or task and ensure consistency in billings across employees. There is also a built in function for approving hours and for invoicing by the proper person within the organization. As expected, you can export to key accounting packages including QuickBooks and others.

The program also allows you to bill within the program and generate tailored invoices and track payments. There is also the “Stop Loss Billing” function. This allows the user to review every completed calendar and to-do task and determine whether it needs to be assigned to a client.

I will admit that I do not do hourly billing. As such, Jonathan did not have my undivided attention during this portion of the presentation. Nevertheless, I can say that the billing features appeared to have all the usual requirements. 

Document Management

“Next we’ll look at document management.” My eyebrows pop up. They have document management? Why yes, yes they do. It can be tagged, categorized and time stamped. They have a place to keep templates, incoming faxes, as well as client matters. The views and ways to reach the documents are in a typical PC drill down format for templates and a “database” view for clients. Still, the view of documents can be changed according to name, workflow, chronology, etc.

iPhone too

There is a special screen when you enter AdvologixPM, via your iPhone. It looks more like an iPhone interface and adds tons of usability to this product. You can enter any of the aforementioned functions, such as billing, and enter information on the fly. This can also eliminate the need for syncing, since your information is always housed on-line. I suppose it is arguable that this also keeps you dependent on internet access, should you need this info. The iPhone view looked great.

Security and Views

According to Jonathan, applications are able to identify users  through a secure registration and verification process and grant privileges as desired using 128 bit encryption. This further allows the user to know for sure who is accessing the website, track those users, and grant your clients special access to information not visible on the Internet to the public. This is all done in a highly secure and monitored environment that is easy to establish and administer.

Access

You always have access to all you digital content with this program. If you want, you can download all your contacts, calendars, billing, etc. Albeit, the data is returned to you in csv. format, it is still available whenever you wish to click download.

Built in Legal Website Builder

Okay, that one was strange and did feel like it might make this Swiss Army knife application over-the-top. But hey, if someone will use it, why not? You use the toothpick, right?

Pricing

The program is available on a monthly subscription.

Stuff That Would Make This Article to Long

Honestly, this is a Blog. If you are still reading, I am amazed. I tried to streamline this but there is a ton of other features that I have not touched on here such as prospect tools, comprehensive reporting tools and more.

Thoughts 

I only have a few criticisms and they should be read with the previous caveat (I haven’t actually used the program). The first is that there are so many features in this program that it will likely be overwhelming. Much like Daylight, LawStream and other feature rich programs, it might be a bit intimidating at first. You look around and can not quite figure where to land. But having everything, plus more, is not a real critique. We made it through law school; we can figure this stuff out. The second, is the browser-view (not the iPhone) is a much more PC-centric view. That is to say, in terms of visual interface and design, some of the layout just seemed like it came from the PC side of things. This could be a plus for the growing number of PC-to-Mac lawyer converts looking for a Time Matters replacement (you know who you are, and, man, there are a lot of you).

Final Thoughts

The folks at AdvologixPM have obviously put a lot of time and effort to offer something that meets the needs of many. The company is small enough where you can have the ear of the programmers but big enough that they are not going anywhere. And because they can change the template to meet each users need, there is some flexibility. In the end, this program doesn’t have the kitchen sink…but they might throw it in, if you ask. Check out the demo by visiting the Advologix site.

That was a long entry. If it is okay with you, I am going to take a few days off. 

The Small Business and Solo Law Practice Blog wrote this review on MacSpeech.  While you are at the site you can listen blawggers Medina, Griffiths, Price and Stevens in their first Podcast. Nice job guys.

Head over to the Trial Technologist’s View for a review on Mac’s in Trial 2. He has been providing a day-by-day overview of the seminar.

Last week I contacted Rocket Matter to learn more about this new software solution that was getting so much attention. Larry Port returned my call and we met using Glance.net. In essence, we discussed many of the features you can find by clicking the preview button here.Like any proper, full-featured practice management system, Rocket Matter has Calendar, To-do and Billing. Here is a quick overview of what I learned in our meeting. This doesn’t cover everything that Rocket Matter can do, just the highlights.

Billing

One of the most feature rich areas of Rocket Matter is the integration between billing and everything else. If you provide how long a “to-do” item is going to take, and for which client the task was done, this time will be swept into billing. The same thing is true if you calendar an event and provide the amount of time and the client/matter that the calendared event is for. Also, there is a integrated “timer” that includes notes and client matter. The timer also allows items to be swept into billing. All of the billing data can exported as a bill in Word, Word Perfect, PDF. Or, if you have a preferred accounting program you can export to Excel.

Calendar

The integrated calendar allows you to view a firm-wide calendar that provides all the different calendars of attorneys and/or staff in the firm. The view is easily customizable, allowing you to change it according to which person(s) you wish to see in the calendar.Import/ExportAs it stands, one can import or export to/from Apple Mail and iCal, as well as Outlook (csv files). Mr. Port added that in the near future they anticipate creating additional formats for import/export (for programs such as Time Matters). I also asked the rather awkward but necessary question, what would happen to my data if Rocket Matter went belly-up? Mr. Port explained that if you wish to leave the Rocket Matter or Rocket Matter should cease to exist, Rocket Matter clients will be provided with a data file in a recognized standard format.

Extras

Rocket Matter’s has what it calls a “global intelligent search”(akin to Spotlight) that will quickly access all the information in your database as you type it. The focus of Rocket Matters is simplicity and providing quick links to the information you need. It is worth noting that as you view the web pages they do not refresh the entire page constantly (Westlaw, can we talk about this?) but, rather, refreshes only when you make changes, and does so incredibly quick.

My Biggest Concern

I called my State Bar Ethics committee to find out what their position on data being held off-site. As of the date of this article, my bar did not take an active position but set forth that I had a duty (of due-diligence) to determine what the security of the provider was and make sure that was reasonable to protect attorney-client privilege. I asked Mr. Port about this and he explained that all communication to/from Rocket Matter is done on a 128 bit encrypted channel (going above most government standards for encryption). He added that most security concerns regarding low-tech hacks would be eliminated since the data would be held off-site.

Pricing

Is fairly reasonable and can be set on a month-to-month basis. Each plan comes with a 60-day, money back guarantee.

Final Thoughts

I really think that Rocket Matter is on to something here. This case management solution looks slick, simple and well thought out. It reminds me of a product designed by Apple. Plus, having all the features of your case management system on your iPhone would be brilliant. Still, this was not a 30 day trial, it was a one hour review of the product. If you want to learn more head over to their site and send them an email. They will be happy to meet with you and discuss whether this is the right program for you. If you have started using Rocket matter in your firm, let us know what you think.

The ambitious folks at A Mac Lawyer’s Notebook have done a screencast this week that takes a look at Daylite. Our narrator, Kevin, is a Time Matters user and he has been making real progress in bending Daylite to his will. The screencast provides a basic overview and also looks at how to use custom forms using a third party add-on (very cool). From my own experience, I can say that any opportunity to familiarize yourself with Daylite before starting the 30 day trial is a good thing.

After reading my post on Notetaker the other day, one of my readers forwarded me this link. So Circus Ponies has some exciting features in store. I look forward to providing a full review of Circus Ponies Notebook 3.0 as soon as it becomes available. If not sooner (wink, nudge).

A few weeks back, someone on the MILO list-serve was asking for opinions on Notebook v. Notetaker. I chimed in that I really enjoyed using Circus Ponies Notebook. What I failed to mention was that I had not tried or used Notetaker. Since I have made it my sole duty to at least try every possible case management option, I downloaded the trial for Notetaker.
Bottom line: This is a rock solid program. If what you seek to do is recreate the 3-ring binder system that so many criminal defense attorneys use, then Notetaker will likely work for you.

From the background research I have done, there was quite a bit that made these product different (especially between 2003-2004). There was also a seemingly strong and unexplained animosity from the two camps of users. It is worth noting that both these programs belong to two former partners.

…a much admired NeXT Notebook outliner called “NoteBook,” from Millennium Software. At some point, the two principals left and started their own companies, those we see here. Jayson Adams is the man behind Circus Ponies NoteBook; Scott Love heads AquaMinds and NoteTaker.

However, at this point. I don’t see a big difference. I also don’t see any recent mudslinging. Many of the things that made the two products distinct, seem to be shored up. That isn’t to say they are not different. They are. However, I think that it will come down to where you start. I started with Circus Ponies. So I will stay with them. I like the way certain features work, such as the style of to-do list and the ability to manipulate docs to a default size.

What can I tell you about my week with Notetaker? The customer service with Notetaker was stunningly fast (often answering my questions the same day), intelligent and polite. Also Notetaker has networking (the important reason I downloaded it) that could be a selling point for many. Notetaker has plenty of likable aesthetic qualities. Finally, I will add that I didn’t use many of the power-user features that might make Notetaker a more stand-out product. Although my loyalties lie with Notebook, I think Notetaker is a top-quality program.

The Mac Lawyer blogged on a new product from Rocket Matter. This is a online case management system. I also found a similar product last week called AdvologixPM. I haven’t had a chance to try either of these systems but I will try and make time to review Advologix in the next few weeks. Notably, they have Mac and iPhone support.

I have sent you over to Hawkwings’ blog if you are using Apple mail. I also wanted to direct you to his list of plug-ins for Apple’s built-in mail client. So go look.

I haven’t embraced the GTD principles or some of the companion software. I have never really had a problem getting things done. Nevertheless, I was really struck by this, from Midnight Beep. Take a look at the video to learn more.

This might be nice, rather than using the rather antiquated “to-do list” that is integrated in iCal.