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SOFTWARE TIPS - Needles

Merge Documents

In Needles versions 4.5 and higher, most existing merge documents can be sent to multiple recipients at once without modifications to your document setup.

To do this, select a document from the “Generate Documents” button. When Needles prompts you to select which party or provider in the case is to receive the letter, hold down the “Control” key and click on as many names in the list as desired. Needles will create separate letters addressed to each of them.

This feature is limited to multiple names on the same tab, such as party letters to multiple plaintiffs or defendants, or records requests pulling from the “Value” tab or even a “User Defined” tab.

Creating a Records Tab

Many firms rely on checklist items to track record requests. Separate checklist items are created to request a record and note when the record is received. However, this method can lead to long and unruly checklists because there often are many records in one case (hospital, doctor and police, for example).

A way to avoid the unruly checklist is to create a new tab called “Records.” This tab would contain information on the dates records were requested, what type of record was requested and the date the record was received. The “Records” tab facilitates the tracking of requested information in an easy-to-read format. Rather than having 15 checklist items for one case, you can have one checklist item titled “Check for outstanding records.” You also can create and run reports from the “Records” tab. For example, you can run a report that indicates all outstanding records for a certain provider.

Updating Mailing Lists

Needles version 4.x tracks names for mailing lists by taking all names previously marked mailing list “Y” and moving them to a new mailing list called “General.” An unlimited number of new mailing lists can be added by the user for both parties or providers.

Remember, since many Needles firms add dozens (if not hundreds) of new names to their database every week, the sooner you create new lists, the fewer names you will need to update later.

Be sure that case entry staff is aware of this change to Needles. In Needles version 3, a name required a mailing list “Y” to be selected, but in Needles version 4, you must click on the “Mailing Lists” button and select a list for inclusion. Names are not automatically entered on any lists.

How to Correct a Zip Code Error

Needles automatically enters the matching city and state when you enter the zip code for a party or provider. If a user overrides this feature and enters an incorrect zip code, future use of the zip code results in the “Select a City” prompt, which shows two choices where there should only be one.

To correct the error select “Utility,” then “Zip Code Maintenance” from the main menu. Locate the incorrect or duplicated zip code. Right-click on the item and select “Delete.” Click on “Save,” then click on “Close.”

Submitted by
Mary Ellen Bellusci
Marketing Director
Needles Case Management Software

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