Version C Addendum

The Version C of Clients 2000 is a maintenance patch that includes many changes and improvements previously made available on our web site in the library. The purpose of this Addendum is to explain these changes and guide you through the installation.

1.1                  A New Installation of Version C

A new installation of Version C does not require any additional steps. Merely follow the instructions in the Manual and your program should install correctly.

1.2                An Upgrade to Version C

1.2.1             Get everyone out of the System

This upgrade should not be done while people are attempting to use the system. Everyone should be out of Clients for Windows 2000. One way to see who is using the system is to go into ClientsT2000.MDB on the server with the full version of Access. Go to the Tab called Forms. Open up the Form called frmLoggedOn by clicking on it. It will show who is using the system.

1.2.2           Backup Everything

The first and most important thing to do is to back up your copy of ClientsT2000.MDB residing on the server. This file is irreplaceable and contains all the information about your clients. Although nothing here should put this file in jeopardy, mistakes and unexpected developments can cause problems. Make sure you have two good backup copies of ClientsT2000.MDB that reside somewhere other than the hard disk you are working on.

IF YOU DO NOT HAVE BACKUPS OF CLIENTST2000.MDB, DO NOT PROCEED! 

It would also be useful to have a copy of the front-end file, CFW2000.MDB, that resides on the workstations. This is very important if you have custom changes to the system that you want to duplicate in Version C.

1.2.3            Upgrading to the New Tables

The tables should be installed first because changes have been made to the file structure and to the contents. If you correctly installed the Patch for Other Matters, you should be able to skip this step. You may want to proceed with this table install anyway to get a ‘fresh’ copy of the ClientsT2000.MDB table. 

Even if you do not install the new tables, you should review the subProgram table by using the Upkeep tab. The new version of the table holds the new LSC logo. Use the subProgram and Letterhead forms from the Setup Tables choice on the Upkeep Tab to check these entries. 

To upgrade to the new tables, proceed as follows: 

a)      Rename your old ClientsT2000.MDB file
Locate your copy of ClientsT2000.MDB using Windows Explorer and rename it to ClientsTOLD.MDB. 

b)     Copy the ClientsT2000.MDB from the CD to the same location on the Server
Locate the ClientsT2000.MDB  file in the ConvertfromEarly2000 folder on the Clients 2000 CD and copy it to the same directory where your old, renamed file resides. While in Explorer, highlight the copied file and right-click on it. Choose Properties and un-check the read-only field. 

c)      Link to the Old Tables
Start the full version of Access 97/2000  and open ClientsT2000.MDB  (Click on File on the top line menu, choose Open Database and use the dialogue box to locate ClientsT2000.MDB ). Go to the File Menu and choose Get External Data. Then select Link  Files. 

Locate the ClientsTOLD.MDB. Go to the Table Tab , press Select All, and then choose the OK Button. All the old tables will then link  to ClientsT2000.MDB . Since you opened ClientsT2000.MDB directly, only the linked tables will have arrows next to them. Most of the tables will share  the same name as the new tables, so the linked tables have a 1 added on the end, e.g., ClientsW and ClientsW1. 

d)     Run the Queries
Go to the Query  Tab  and run the queries in the order they appear. Depending on your version of Clients, the condition of your data, and variations in data structure, you may have to fine-tune them somewhat. If there is no data in the table that has the arrow pointing at it and has the 1 at the end of its name, you do not need to run the conversion  query on it. 

The old Oservices table is NOT moved over using an append query. If you are moving into Version C from a version that already had the Oservice table patched and used, you will need to construct your own append query. This is very simple using the following steps. 

From the Query tab, press New. Where it says Design View, press the OK button. A small window with a list of tables will come up. Highlight Oservice1 and press the Add button. Then Press the Close button on the little window. Double click on the Oservice1 Title on the small box above the grid. This highlights all the fields. Point at any field with your mouse, hold down your left mouse button and drag it into the first column of the grid. All fields should now show up in the grid. 

If there are field names with no matching name underneath, your previous version of Oservices was not updated with the patch and you cannot move the information over. You can skip the rest of this step. If you want to save data from the old Oservices table, please contact us directly. 

Go to the top line menu bar and choose Query, then Append Query. When prompted for a table name, enter Oservice. When you say ok, the grid should show the field name from Oservice1 on the first line and the matching field name from Oservice on the Append To line. Press the red exclamation mark button to run the query. When prompted for the number of records to move over, say ok. This should move all your records over. You can now close the query. Save it only if you suspect it did not run correctly. 

e)      Look at the Tables
After running each query , go to the new table (the one without the arrow) on the Table Tab  and click on it to make sure the data transferred. The number of records displayed at the bottom of the screen should equal the number of records in the old table. 

f)       Delete the Linkages to the Old Tables
Delete  the link  to the old tables (the ones with arrows pointing at them and a 1 at the end of their name) by highlighting them with the mouse, pressing the right mouse button, and choosing Delete. Answer Yes to the prompt asking if you want to delete the link to the table. This does not affect the old table in any way; it merely makes it so that ClientsT2000.MDB no longer looks at the old table. 

g)      Delete the Queries
Once you are finished running the queries, you may delete them.

h)    In Three Months, delete the ClientsTOld.MDB.
After you are certain that all the data transferred over correctly and no mistakes were made, you can delete your old ClientsTOld.MDB. You may wish to save it somewhere safe on a CD.

1.2.4           Installing the Front End CFW2000.MDB

If you previously installed Clients 2000, you can go to the installation CD, go into the directory called ‘BaseMDBs’, and copy the CFW2000.MDB from there over the top of the one on your hard disk, usually located in the CFW2000 directory. If you cannot find it there, use the Find feature on you Start button to locate the file. 

While in Explorer, highlight the copied file and right-click on it, Choose Properties and un-check the read-only field. 

If you modified your front end, you should modify a master copy of CFW2000.MDB and then distribute this copy. For more of an explanation of how to do this, go to the How Do I Tab, press the How Do I Button, and type in the word share. 

If the workstation did not have a previous version of Clients on it, go to the directory on the CD called Program Install and run the setup inside, as per the normal installation instructions in the Manual. 

When you start the program up, you will be prompted for the location of ClientsT2000.MDB, as is the usual when first installing the program. Use the dialog box to find the file on the server, highlight it, and press ok to link to the tables. The initial linking process can take from six seconds to fifteen minutes, so be patient.

1.3                Additions to Clients 2000

1.3.1              Office added to Clients Search Screen

As legal services offices continue to have more central databases and there is a consolidation of offices, the office number becomes more important. Office is now included in the Search screen for the ClientsW table. This makes finding cases from specific offices much easier. The previous version of Clients allowed searching on Office, but did not display the field on the search screen.

1.3.2            Addition of LSC Logo to Form Letters

A recent change in LSC regulations requires that the LSC logo appear on letters sent by offices. The set of three example offices in subProgram include the LSC logo as the second graphic. Use the Upkeep tab, Setup Tables, and Letterhead to review and change these letterheads and graphics. 

In some instances, you may wish to adjust spacing and the location of the logo on the letterhead. Open the reports that begin with Rlet, e.g., RletClient, RletLawyer, etc. to modify the spacing of the letter. To control the spacing of the logo itself, open the report called subLetterheadR and work with the box in the right hand corner, which is where the logo is placed. 

The graphic that shows up in the letterhead can be adjusted by going to the Upkeep Tab, Setup Tables, and choose the Letterhead form.

1.3.3            Time Notes Transfer to Case Notes
                from both Time Sheets

Users have indicated that they liked having their time slip notes not only on the time slip but also in their case notes on the client intake sheet. There is now a button on both the batch and stopwatch time slip that copies notes from the time slip to the client case notes so that they show up in both places. For example:

Notes added from timeslip 8/15/2001 - Follow-up Interview 

In order to see the notes button on the Time Batch form, it is necessary to press the More Info Button.

1.3.4            Matters Patch Included in System

1.3.4.1     Change to Oservices

Clients for Windows anticipated the Other Matters requirement years ago and planned for it by the addition of the Other Services tables, search screens, forms and reports. When the regulation came into effect, all that was necessary was that these be slightly modified to take into account the name changes and fixed codes.  

KCW previously posted the Other Matters patch on our web site so that users could upgrade their Clients programs. Version C has this patch built in, along with several enhancements; such as additional buttons to allow the Other Matters input form to be opened from several different locations.

1.3.4.2     Change to subPcode

The subPcode Table was changed by the addition of two codes, 97 (Other Problems, non legal) and 98 (Criminal Referrals). There were also new grouping titles.

1.3.4.3     Where can Other Matters be Added from

An Other Matters input form can be opened from several places:

1.      From Client Intake Page 2
2.      From Combo Intake Eligibility
3.      From Combo Intake Page 3
4.      From Eligibility Sheet
5.      From Callback form
6.      The Add Tab

1.3.4.4     Reports Added for Matters

Reports were added and modified to fit Other Matters Requirements. Go to the Reports Tab, the Report on Other Tables button and the Non QBF Reports on Other Tables pulldown. This lists the LSC Other Matters Report. Other Matters is also supported on the pulldown for Oservices  - Other Matters by a QBF Screen.

1.3.4.5     Default for Staff Number and Office

The input form for Other Matters now gets the staff number and office number entered in the same fashion that other input forms do.

1.3.4.6      Matter Time Transfers 
                to Time Record with Button

A button on the Other Matters input form creates a new time record. It then copies information from the Other Matters input form, including time expended, into the new record. A box then asks the user to confirm the saving of the new time record.

1.3.5            Version C placed on the Sign-In Page

The note Version C now appears on the sign-in page of CFW2000.MDB making it easier to identify the version you are running.

1.3.6            Change to Case Notes

One of the changes caused by Access 2000 was the fact that when a user pushed the date button to enter case notes, all the case notes were highlighted. This meant that if new notes were entered, they would overwrite the old ones. 

This problem was corrected by changing the code. Now the cursor is placed at the end of the line listing the date and staff number. No characters are highlighted. 

This code also has comments written into it that would allow new notes to be placed at the end of the list of notes, rather than at the beginning. This can be changed by removing the single quotation marks from the beginning of the line (these quotes cause a line to become a remark). The last step is to place quotes next to the lines of code that put the notes at the top.

1.4               Corrections to Clients 2000

1.4.1             Area Code Defaults

Many of the Area Codes would default to the number 0, despite the fact that the default on the form was to a different number. This was a result of the ‘table level’ default set in the design of the table. These tables were modified to remove the table level default.

1.4.2           Removal of Extra Entries in subHelpHDI

The help table for both keywords and topics had many duplicates entries. These were removed.

1.4.3            Callback Track Agency Corrected

The previous versions of 2000 would allow you to search for an Agency from the Callback record, but you would have to type in the Agency Number rather than just press the Choose Agency Button. This has been corrected.

1.4.4           Callback Transfer to Eligibility Corrected

Opening a Callback record and then pressing the Save/Send button would open a new Eligibility slip and transfer over the information from the Callback record. However, pressing Save/Send a second time would open a second new Eligibility slip, rather than reopening the previous one. This has been corrected.

1.4.5            Spcode2 dual column display Corrected