Student Guide to Clio - clio guidance PDF

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Hertfordshire Law Clinic Clio Student Guide

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Please also refer to the Quick ‘How to’ Clio Guide at the end of this document.

1. Logging in Before you start work in the clinic you will be invited to register for Clio. Please follow the instructions to register. Confidentiality is key. Make sure you do not share your password with anyone. Always lock your computer if you leave it unattended. The website for our Clio site is: https://eu.app.clio.com/nc/#/

2. The Clio Dashboard When you log into Clio you will see the Dashboard, which is your home page. Down the left hand side of the page you will see links to: Calendar, Tasks, Matters, Contacts, Activities, Bills, Accounts, Documents, Communications and Reports. In the bottom right hand corner there is a help button. 3. Contacts screen Contacts are the people who have contacted the law clinic for assistance. You will create a new contact for each new prospective client you speak to over the phone. 4. Matters screen Matters are the client or case files. When you click on ‘matters’ you will see a list of all cases (or matters) open to you and your firm. When we decide that we can make an appointment to see a new client, the administrator will convert the contact into a new Matter. You will generally not need to create new Matters. To work on a particular case, click on the matter you want to work on. All activity on the case must be recorded in the matter by using the tabs or headings across the top of the screen. This ensures that all information about the case is held in the one case file. The following headings can be used: Dashboard This is where key information about the case is held including the client details. Communications 2

This is where you will log all communications about a case. It is where you can send secure messages to fellow students, your tutor and the client. Any secure messages should be approved in advance by your tutor. Documents This is where letters sent to the client are generated and saved. To view letters click on the folder. Do not click on the name of the document as this will open it on your computer. If you want to open a document to work on it, always use Clio Launcher by clicking on the blue arrow next to the document. The first time you use this you will need to install Clio Launcher on your computer. Under no circumstances must you ever download any CLIO document or other information to your personal computer. To do so will be considered a serious breach of confidentiality.

5. Communicating in Clio All communications within your firm take place within Clio. Sending a secure message This is a way of sending confidential information and discussing a matter. You can send a secure message in two ways: From the dashboard as you enter Clio, click on the communication tab at the left hand side of your screen. Click on the Add button. You can send secure messages internally to any other users within Clio including clients. You must link your message to a Matter. From within an individual matter in Clio, click on the ‘communications’ tab at the top. You can then select ‘add secure message’. This will link automatically to the matter you are sending it from. Select the person you wish to send the message to, add a heading and write your message in the ‘body’ box. Then click ‘send message’. Please make sure you check carefully who you are sending the message to, and in particular take care to ensure the client is not accidentally included in emails to fellow students in your firm. Receiving a secure message Again, this can be done in two ways. When you get a message in Clio there will be a red number next to ‘communications’ on the left hand side of the dashboard to indicate how many unread messages you have. Click on ‘communications’ and then ‘secure messages’ to view the messages. You can reply to any message you receive by clicking ‘reply’, writing the message and then clicking ‘send’. When you respond to messages from the general dashboard, please 3

make sure that the correct matter number is included in the secure message so it is saved in the matter or case file. You can also view unread messages in each individual matter by clicking on the matter and then clicking on ‘communications’ at the top of the screen. You will then need to select ‘secure messages’.

Receiving notifications to your email address You must turn on the option to receive notifications to your email address to say that there is a secure message or task in Clio for you. This will avoid delay in progressing a case. To turn on notifications you need to:    

Click the setting button towards the bottom of the left hand side of your screen (it looks like a wheel) Under the heading marked personal click on the link to ‘Reminders, Notifications and Alerts’ For reminders, click ‘add’ and then add the email address you wish reminders to be sent to. For notifications, click on ‘notifications’ and then click the box to the left of ‘Allow email notifications to be sent for secure messages’. Then click on ‘save notification preferences’.

Please turn on email notifications for secure messages. If you need help using Clio then please use the Help button. You can type in your query to find links that might help. There is also a live webchat service.

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Quick ‘How to’ Clio Guide: Creating a new contact: Green ‘Create New’ button – choose ‘Contact’ in the menu. Use the Preliminary Questionnaire script next to the phone to help you. Fill in the boxes and click ‘Save Contact’ at the bottom of the screen. You will be prompted if you have missed any required information. Accessing information before a client appointment The administrator will let you know which client you are seeing. You can access the information by clicking on the client matter. Creating a letter or attendance note: Go into the relevant Matter by clicking on the Matter name. Click on ‘Documents’ at the top of the screen. Click ‘New’ and then ‘Document from template’ Choose the template you need and click ‘Create’. Uncheck the PDF box and check the Word box. You will be prompted to refresh the page to see the document. Click on the blue arrow to the right of the document. The first time you do this you will be prompted to install and run ‘Clio Launcher’. NEVER click on the document as this will cause it to download The document you need will appear with certain details such as the client’s name and address completed. You can edit the document and then save it. The next time you need to edit it use ‘Clio Launcher’ again and your amendments will appear.

Sending a secure message Click on ‘Communication’ at the left hand side of your screen. Click on the Add button. You can send secure messages internally to any other users within Clio including clients. You must link your message to a Matter.

Receiving a secure message 5

When you get a message in Clio there will be a red number next to ‘Communications’ Click on ‘communications’ and then ‘secure messages’. To reply, click ‘Reply’, write the message and then click ‘Send’.

Receiving notifications to your email address

   

Click ‘Setting’ Under ‘Personal’, click ‘Reminders, Notifications and Alerts’ For reminders, click ‘Add’ and then add your email address. For notifications, click ‘Notifications’ and then click the box to the left of ‘Allow email notifications to be sent for secure messages’. Then click ‘Save notification preferences’.

Please turn on email notifications for secure messages. If you need help using Clio then please use the Help button. You can type in your query to find links that might help. There is also a live webchat service.

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