USER GUIDE...2020/02/07 · Estate Planning User Guide 7 2. Quick Add a Contact from Within a...

Estate Planning & Vault Manager 14.7

USER GUIDE

Estate Planning User Guide

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TABLE OF CONTENTS

Introduction to Estate Planning & Vault Manager ..................................................................... 3 CHAPTER 1: THE CONTACT CARD ............................................................................... 4 Contact Data .............................................................................................................................. 5

Opening Contacts ............................................................................................................................ 5 Entering New Contacts ..................................................................................................................... 6 Salutation Field ................................................................................................................................ 7 File As ............................................................................................................................................. 8 Contact Type ................................................................................................................................... 8 Signing Lines ................................................................................................................................... 9 Contact Address ............................................................................................................................ 10 Find Address ................................................................................................................................. 11 Entering Additional Addresses ........................................................................................................ 11 Default Address ............................................................................................................................. 11 Changing an Address ..................................................................................................................... 12 Unlinking an Address ..................................................................................................................... 12 Name Changes .............................................................................................................................. 13 Contact Links................................................................................................................................. 14 Change Contact Links .................................................................................................................... 14 Deleting Contacts or Duplicate Contacts .......................................................................................... 15 Retrieving a Deleted Contact or Matter ........................................................................................... 16 Copy a Contact .............................................................................................................................. 16 Copy a Contact’s Information ......................................................................................................... 16 Digital signatures ........................................................................................................................... 17 Social Networking .......................................................................................................................... 17 Correspondence to Contacts ........................................................................................................... 17

CHAPTER 2: ESTATE PLANNING ................................................................................18 Estate Planning and Will Matters .............................................................................................19

Creating a New Estate Planning Matter ........................................................................................... 19 CHAPTER 3: TABS ......................................................................................................20 Administration Tab ...................................................................................................................21

Saving Documents to Client Sub-Directory Location ......................................................................... 22 Update Saved Document Folder Locations ....................................................................................... 22 Internal Staff/Timekeepers ............................................................................................................. 23 Details .......................................................................................................................................... 23

Overview Tab ...........................................................................................................................24 Testator Tab .............................................................................................................................24

Representatives ............................................................................................................................. 25 Beneficiaries .................................................................................................................................. 26 Safekeeping .................................................................................................................................. 28 Clauses ......................................................................................................................................... 28 Distribution ................................................................................................................................... 29

Spouse Tab ...............................................................................................................................29 Assets Tab ................................................................................................................................30 Workflow Tab ...........................................................................................................................31

Documents Out for Signing ............................................................................................................ 31 Email ............................................................................................................................................ 32 Phone Log ..................................................................................................................................... 32 Tasks ............................................................................................................................................ 32 Notes ............................................................................................................................................ 33


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Marketing and Activities ................................................................................................................. 33 Marketing .................................................................................................................................. 33 Activities .................................................................................................................................... 34 Add an Activity ........................................................................................................................... 34

Documents Tab ........................................................................................................................34 Add a Document Link ..................................................................................................................... 35 Deleting a Document Link .............................................................................................................. 36

CHAPTER 4: DOCUMENTS.........................................................................................37 Generating Documents ............................................................................................................38

Options ......................................................................................................................................... 38 Documents .................................................................................................................................... 38 Clause Selector .............................................................................................................................. 39 Creating Mirror Documents ............................................................................................................. 39 Creating a Favourite Clause Document ............................................................................................ 39 Saving a Document ........................................................................................................................ 40 Packages....................................................................................................................................... 40

CHAPTER 5: LISTS .....................................................................................................41 Using Lists ................................................................................................................................42

Opening Existing Matters ............................................................................................................... 42 Searching for Files using Lists ......................................................................................................... 42 Searching for Files using Lists ......................................................................................................... 43 Finding Contacts or Matters in Lists ................................................................................................ 43 Matters List ................................................................................................................................... 43 Sorting Lists by Columns ................................................................................................................ 44 Add/Remove/Reorder List Columns ................................................................................................. 44 Resetting a List .............................................................................................................................. 44 Deleted Matters ............................................................................................................................. 44 Advanced Searches – Creating a Customized Search ........................................................................ 45 Printing List Reports....................................................................................................................... 47 Saving List Reports ........................................................................................................................ 47

CHAPTER 6: TASKS AND REPORTS ............................................................................48 Workflow ..................................................................................................................................49

Reminder Report ........................................................................................................................... 49 Open Matters and Tasks ................................................................................................................ 49 View Tasks .................................................................................................................................... 49 Only Show the next 2 month(s) ...................................................................................................... 49 Hide Completed Tasks ................................................................................................................... 49 Rearranging Columns in Reminder Report ....................................................................................... 49 Sorting tasks ................................................................................................................................. 49 Find a Specific Name in the Task List .............................................................................................. 50 Printing Task Reports ..................................................................................................................... 50 Create or Add a Task ..................................................................................................................... 50 Completing a Task ......................................................................................................................... 51 Editing a Task ............................................................................................................................... 51 Removing a Task ........................................................................................................................... 51 Default Task Values ....................................................................................................................... 51 Task Priority .................................................................................................................................. 52

CHAPTER 7: ADVANCED OPTIONS ............................................................................53 Program Options ........................................................................................................................... 54 Closing Matters/ Viewing Closed Matters ......................................................................................... 54 Creating a Mail Merge from Lists ..................................................................................................... 55


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Introduction to Estate Planning & Vault Manager Emergent Estate Planning & Vault Manager is designed to handle the data storage, reporting and

document assembly requirements of your office.

Estate Planning & Vault Manager stores the particular profiles of both Contacts and Matters and the

relationships between them.

Contacts are individuals, companies, government offices, courts, municipalities, joint shareholders, family

trust shareholder and trustees. Essentially, the system considers any entity that holds an address or

requires a specially formatted signature line to be a Contact.

Matters, on the other hand, represent the files under administration in your office. Some examples of

Matters could be a Will Maker and their Spouse or Vault Management.

Relationships are created between Contacts and Matters and once a Contact has been entered into the

system; it can be used repeatedly for any Matter.

This guide is designed as a reference for data entry and document and report generation.

Technical Support

If you have questions about Estate Planning & Vault Manager do not hesitate to call the Emergent Help

Desk at:

Vancouver: 778-372-0301

Edmonton: 780-229-0237 Calgary: 403-351-0299

Winnipeg: 204-201-1533 Toronto: 416-408-2833

Ottawa: 613-691-0153

Halifax: 902-334-1533

Toll-free: 866-408-2833

For Customer Service or Technical Support, dial Ext. 1

For Training Support, dial Ext. 4


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Chapter 1: The Contact Card


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Contact Data

Information entered on the Contact Card drives every feature, function and task performed by Corporate Manager ET. It is important that you complete the Contact Card with as much available information as

possible to minimize revisions of your documents.

This section will cover how to open existing Contacts, enter new Contacts, delete unwanted Contacts, and

how to fill in the information required for different types of Contacts, i.e. individuals, companies, joint

shareholders, estate shareholders, family trust shareholders and trustee shareholders.

Opening Contacts

Opening Contacts to view information can be done in three ways. Depending on where you are within

Corporate Manager ET, you may use whichever is most convenient:

1. Double-click on the Contact’s Name. Double-click on any Contact name wherever it appears

within a Matter to open the Contact Card.

2. Right-click on the Contact Name and Select Open Contact. From within the Matter, right-

click and select Open Contact to open the Contact Card.

3. Open the Contact List to search for the Contact. Click on the Contacts button on the

Toolbar.

When changes to a Contact need to be made, but the Matter is not open or known, search for the Contact

in the Contact List (as shown in the Finding Contacts or Matters in Lists) and right or double-click the

correct match to open the Contact.


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Entering New Contacts

The details collected for Contacts vary depending on the Type of Contact. For example, you may want to

collect information such as Date of Birth and Social Insurance Number for an individual, whereas this data would not apply to a Company Contact. For this reason, it is very important to select the correct value for the Type field in each Contact Card.

There are two ways to enter Contacts in Corporate Manager ET.

1. Choose File > New > New Contact

This will display a new Contact Card to enter information.

Click the Full Name button and the Name Details window will appear. Enter as much as of the Contact’s

Name information as possible.

When all Name fields are complete, click OK to return to the Contact Card. Please refer to the Salutation

Section for further discussion on completing the Salutation field.

If this Contact is a Type other than Individual, such as a corporation, change it now by selecting the

dropdown menu at Contact Type and selecting the appropriate Type.

Select the File As dropdown menu and set the File As name, which is covered in more detail later in the

File As section.


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2. Quick Add a Contact from Within a Matter

Corporate Manager ET allows you to enter Contacts from within a Matter itself. Throughout the Matter

screens, you will see areas that require Contacts. These fields define Contacts such as shareholders,

directors, officers, bankers, accountants, etc.

Click on one of these blank lines to display the New Contact Wizard.

Enter all or part of the name of the Contact you are adding and click the Find Contact button. If the

name appears in the matching Contacts List, select the Contact and click OK to have it inserted into this

Matter.

If the Contact does not exist, click the Add as New Contact button and the Quick Add New Contact

window will appear. Enter as much as possible of the Contact’s Name information as outlined in Step 1.

If this is a new Contact at an existing address, click on the Search Address button. Enter the street name

to search for, and then select the proper address from the list. Entering the address this way will link the

address and in future, changes in address will only have to be made to the main Company Contact Card.

Once the address fields are complete, click OK to return to the Contact Card.

Salutation Field

Certain individuals may be known by a name that is not their legal name. For example, a person whose

legal name is Henry Jonathon Smith may be known as Jack Smith. Mail will be addressed to Jack Smith,

but signature lines for legal documents will contain the formal legal name.


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In this example, the Salutation field has been manually changed to Jack. Documents generated will contain

the full legal name, but correspondence will be addressed to “Dear Jack”.

The Contact Card will look like this:

You will note that the Salutation does not appear on the Contact Card itself and is only visible when you

click the Full Name button. However, the Salutation column can easily be added in the Contacts List where

all your Contacts are displayed.

File As

On every Contact Card you will notice a File As field that contains all the combinations of the name entered

in the Full Name screen for an Individual, or the entered in the Company field for any other type of contact.

Users can manually enter or select a different File As name if the Contact generally uses a name other

than their Full Name. Bear in mind that the File As name will be the name that appears on all signature lines and documents.

Contact Type

When Quick Adding a Contact from the Matter screen, it is important to pay attention to the Contact Type.

Most often, the default Type will be Individual and if necessary, should be changed to ensure documents

are populated correctly.

The Available Contact Types are:


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There are also Types for Government, Municipal or Court Contacts. These should not be used when setting

up a Contact Card for an Individual, Company or Estate, but may be necessary elsewhere in the Matter.

Signing Lines

Corporate Manager ET provides flexibility for many different Types of Contact entities. This is particularly

useful in corporate Matters where shares are held by other corporations. Select the Signing Line tab on

the corporation’s Contact Card and complete the name and title.

If the shareholders are holding as trusts or jointly and requires a uniquely formatted signature line, then,

follow these steps:

1. Create the new Contact as a Principal in a Matter or as a New Contact. In this case, the Contact would be “Dianne E. Smith and Elizabeth A. Blackburn as Joint Shareholders” and the Contact Type

set to Joint Shareholders. When the name, address and phone details are complete, Save and

Close the Contact Card.

Company Any Company involved in a Matter (e.g. the corporation, shareholder). Companies cannot normally be directors or officers. This type has a

signing line tab for inclusion in documents.

Employee Employees are Timekeepers, or people at the firm working on a Matter.

The Timekeeper checked as Primary will sign correspondence, etc.

Estate The Estate involved in a Matter or when an Estate holds shares. This

type has a signing line tab for inclusion in documents.

Family Trust When a Family Trust holds shares. This type has a signing line tab for

inclusion in documents.

Individuals Any person playing a role in a Matter (e.g. shareholder, officer, client).

Joint

Shareholders

Used when two or more individuals jointly hold shares. This type has

a signing line tab for inclusion in documents.

Our Law Firm There should only be one “Our Firm” Contact. All Employees should

link their address to this contact card to avoid duplication.

Trustee

Shareholder

When a trustee holds shares. This type has a signing line tab for

inclusion in documents.


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NOTE: the name of the Joint Shareholder as it should appear in the documents is entered in the Company Name field and the Type of Contact is set to Joint Shareholders.

2. Reopen the Contact Card and select the Signing Line tab and enter Dianne E. Smith and Elizabeth

A. Blackburn on the appropriate signing fields.

The same process is used for all other multiple Types that would require unique signature lines in

documents. The Signing Line Tab is not necessary for Individuals.

Contact Address

Click on the Address button to open the Address Details. Enter the address details, including Phone numbers and Effective Date on those tabs and click OK. Effective Dates are a useful reference for

individuals who spend time throughout the year at different addresses or for historical records. The Effective

Date tab is found in the Address Details window that appears whenever an address is opened.


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When finished entering the address, select OK and then set the address Type. You can have an unlimited number of addresses, but use a specific Type, such as mailing or registered office address, only once per Contact.

Find Address

Addresses can be linked to multiple Contacts. Once a Contact address is linked to another Contact, changes

to one Contact address will be reflected in all linked Contacts. This is useful if, for example, the Law Firm acts as the Registered Office for many companies or there are a number of employees of the same

Accountant firm.

Select the Find button and then enter part of the address or a name and click Search. Select the desired

address from the Matching Addresses grid. As you type address suggestions will appear and more will be

available in the dropdown menu. Select the desired address and click OK.

Entering Additional Addresses

Corporate Manager ET allows you to store an unlimited number of addresses for Contacts. To enter an

additional address, open the Contact and select the Other Addresses Tab. Click on the New Address or Find button and enter the address details. When finished entering the address, select OK and then set

the address Type. You can have an unlimited number of addresses, but use a specific Type, such as mailing or head office address, only once per Contact.

Effective Dates are a useful reference for individuals who spend time throughout the year at different

addresses.

Default Address

The Default Address displayed on the General tab of the Contact Card is the address that will be used for correspondence and other documents. If a different address should be used, click on the Other


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Addresses tab, choose the address that you want to make the new Default Address by clicking the Default

button. This will move the previous default address from the General Tab to the Additional Addresses Tab.

Note: Only one address type can be assigned at a time. You cannot have two principal addresses.

Changing an Address

To change the address of a Contact, click on the Address button to open the address details, make the

desired changes and click OK.

Changing an address on one Contact Card can change the address on ALL Contact Cards that are linked to that address. If the address is used by multiple Contacts, you will get a prompt advising you that

changing the address will change the address for all Contacts using the same address.

Click Yes and all Contacts using that address will change. Click on No to change the address for only that

Contact.

Unlinking an Address

As previously mentioned, changing an address on one Contact Card will change the address on ALL Contact Cards linked to that address. Changing the address on that individual’s Contact Card will change the

address on every individual using that address.


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In this case, click on the Address button to open the address form and enter the new address as above.

Click ok and you will be asked whether this is a change to all contacts using that address or not. Click Yes to make the global change, click No to change the address for only that Contact (as an example, a family

member leaving home for their own apartment).

Name Changes

For corporate records management in particular, it is critical to track the historical names of corporations

and the dates of name changes.

NOTE: Do not use this procedure to fix typos! To change a typo, simply change the name in the Contact Card name field and Save/Close.

1. Open the Contact Card and expand until the Name Change button is available.

2. A new screen will appear for this Contact appears. Enter the new name of the individual and the Effective Date. If this contact card is connected to any corporate matters as a shareholder, the

shareholdings will be displayed and an option will be given to cancel and re-issue share certificates

in the new name.

3. Click Done. A prompt will appear asking if you wish to reissue the share certificates in the new

name.

4. Click No for the change to take effect without reissuing new share certificates.

5. Click Yes and the name will be updated and all existing shareholdings will be cancelled and new

certificates issued.


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The Details Tab in the Contact Card contains any Former Names of the individual.

Be sure to confirm the File As section is correct for future documents.

Contact Links

Contact Links allows you to find out how any given Contact is involved with different Matters.

From the Contact form, select the Show Links button.

If it is not available on the Contact form, then you may need to click and drag the edge of the Contact Card

to enlarge it and see all available buttons.

Corporate Manager ET will display the relationships of this Contact to all related Matters and specify the

roles the Contact is playing in each.

To open any one of these Matters, click/select the Matter and choose Open.

Change Contact Links

This allows you to change the links this Contact is associated with. If a Contact has more than one role in

a Matter, such as Director and Shareholder, then all links relating to that matter are transferred even if

only one role is selected.

To Change a Contact Link, open the Contact that you want the links removed from.

Select the Change Links button. You may need to click and drag the edge of the Contact Card to enlarge

it for all available buttons. You will see the following screen:


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In the Change the Links field, enter the name or partial name of the Contact the links will be transferred

to. Hit the Tab key to trigger the search function, then click on the dropdown arrow to see the results of the Name Search and select the intended recipient. Select the Links that you want to move. You can

select one, all or any combination, and then click OK on the confirmation prompt.

NOTE: You must select one link to change, even if there is only one.

Deleting Contacts or Duplicate Contacts

There may be occasions when Contacts have been entered more than once. Both Regis Smith and Reginald Smith may be in the database, but are in fact the same person. Or a Timekeeper leaves the firm, and all

of their Matters are to be transferred to another Timekeeper.

When you are ready to delete a Contact, simply click the Delete button on the Contact Card or open the Contacts List, find the Contact you want to delete, highlight the Contact, then click the Delete icon on the

List Toolbar.

NOTE: Corporate Manager ET will not allow you delete a Contact that is related either to other Contacts or to Matters.

If you try to delete a Contact and Corporate Manager ET will not allow this, you will be prompted to view

the Links for the Contact for existing relationships.

If you click Yes you will be taken back to the Contact Links view where you can see all the Matters to which the Contact is linked. Open the contact you wish to keep make a slight change to the name. You can add

a character or the word “keep” to differentiate from the contact you wish to delete. Change the File As

name to reflect the name change.


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Proceed to change the links as outlined above, but when choosing the Contact to transfer the links to,

choose the amended contact and click OK.

Once all links have been transferred from the duplicate contacts, delete the duplicates by clicking the delete button on either the Contact Card itself and confirming that you wish to save the changes or the

delete button on the Contact List. When all duplicates are deleted, change the name on the remaining

contact back to the individual’s proper name.

Retrieving a Deleted Contact or Matter

Although we talk about “deleting” a Contact Card or a Matter, it’s never really deleted. It’s just hidden

from sight so it doesn’t clutter up your Lists. To get your deleted item back, click on the List and change the dropdown menu to show Deleted Contacts. Open the Contact Card, go to the Details Tab and

uncheck the Inactive box. To retrieve a corporation, click View/Matters to open the Matters List, change the dropdown menu to Deleted Corporate Files and double click on the name of the corporation. This

opens the corporation’s main screen. Click on the Administration/Annuals Tab and change the

corporation’s status from Closed to Open.

Copy a Contact

This feature is useful to add a new contact with the same address and other contact details, such as a new contact at an existing accounting firm. Click on Copy Contact, and a Copy of Contact will open. Edit

the contact specific fields in the usual manner and Save and Close.

Copy a Contact’s Information

Clicking the Copy button will copy the contact information to your clipboard to be pasted into a word

document or email.


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Digital signatures

Digital Signatures are administered in the Details tab. Use the Link button to find the digital signature file

on your network and link it to the Contact Card.

NOTE: You may need to adjust the image file size to have it fit properly on the document signing line.

Social Networking

Social networking links for Facebook, Linked In and Twitter can be entered in the Social Networking tab of

the Contact Card.

Correspondence to Contacts

The Correspond dropdown menu located on the Contact Card gives you the option to create

letters, envelopes, faxes and labels for the Contact directly from the Contact Card. This feature is convenient when correspondence is being sent to the Client that is not part of the Packages or on a topic

unrelated to the Matter, such as an invitation to a firm event or a congratulatory greeting. A Letter Shell with the current date and the Client’s address is generated, and you can continue with the subject line and

the body of the letter.


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Chapter 2: Estate Planning


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Estate Planning and Will Matters

The information of an Estate Matter is sorted into various tabs, as shown in the screenshots below.

Following each screenshot you will find a summary of the type of information required for each of the tabs

along with tips for data entry.

NOTE: Estate Planning & Vault Manager does not require that all, or even any, of the data entry fields be completed. However, it is beneficial to enter as much information as possible and keep it updated so that documents reflect accurate Estate records.

Creating a New Estate Planning Matter

You can create a New Estate Planning Matter by selecting the Add new File button:

You will see the following window after you click the + to the left of Estate Planning;

Select OK.

The new Estate Planning Matter will then open on the Administration Tab. Click in the blank Testator field

to start the search process and create the new Contact Card. Continue the process by filling in all

information known in the necessary fields as set out in the Tab descriptions below.


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Chapter 3: Tabs


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Administration Tab

The Administration Tab contains details about the Testator and your internal file information.

The key fields on this tab are:

Testator Clicking on this field generates the contact search window. Enter the Testator’s

name here as discussed in the Entering New Contacts.

Spouse Clicking on this field generates the contact search window. Enter the Spouse’s

name here as discussed in the Entering New Contacts section.

Pertinent Dates

Grid

The Dates grid is useful for tracking significant dates relating to the Testator such

as marriage or divorce.

File Type This defines the type of file, being Will, Trust or both. Additional file types can

be added through Tools > Options > Data Maintenance > Estate Planning

> Estate Planning Type.

Office If you have multiple office locations this field defines which office is administering

the file.

Testator Municipality,

Region and

Province

Where the Testator resides. This information is used during document creation.


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Default Date This is the date that will be used to pre or postdate the document. For example,

if you know the date the document will be signed, that date can be entered here.

If the field is left blank, the document will use the current date.

Jurat

Municipality, Region and

Province

This field is the municipality in which the Testator will be signing/swearing any

documents. This will usually be at the law firm’s office.

Client, File and

Matter Numbers

These numbers are your internal file numbering system.

Vault No. Is used to record the number of the location in the Vault.

Document Dir You can elect to save all documentation to a specified location, such as the client’s

sub-directory in the Estate Services Directory. Click the Location button in order

to assign a directory.

Template If there is standard information included in every matter, such as the Internal

Staff and Jurat information contained on the Administration Tab, a template can

be created. Create a new matter and enter the standard information, and then to have the matter to show up in the Add New File templates, check the Template

box and then enter a name in the Reference textbox.

Saving Documents to Client Sub-Directory Location

It is important to note that Corporate Manager ET does not create a copy of the document. It creates a link to the original document. It is advisable to set the desired location for saving these documents, such

as a specific client folder. To set this location, select the Administration Tab and place the path to this

location in the Document Directory location. Thereafter, the document can be acessed either through

Corporate Manager ET or by navigating directly to the client sub-directory folder.

Update Saved Document Folder Locations

It may be necessary to change the folder name for saved documents in custom folder locations. First,

change the name of the current folder. To then update all saved documents for this matter, follow one of

these two steps:

1. On the Administration/Annuals Tab at the text window for Where do you want to save

documents? Click on and point to the new folder.


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OR

1. In the Created Documents Tab, click on any document row and select change folder.

2. Point to the renamed folder.

3. Confirm that the information is correct and choose OK to update the document path.

Internal Staff/Timekeepers

The purpose of the Timekeepers section is to enter the Employee/Timekeepers responsible for the Matter

within your firm. This includes Notaries, Secretaries, and any other staff that work on matters. It is important that one Timekeeper be entered with a Primary check-mark for each Matter as this indicates the

name used for the signing lines on correspondence and affidavits.

Details

Details track additional information about the Testator.


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Overview Tab

The Overview Tab is a summary of the Estate Matter and provides navigation links using the blue Headings

on the various sections to the tab containing that information.

Contact Information is accessed from this Tab by clicking on the Matter name to open their Contact Card

for amendment.

The Estate Summary Sheet can be viewed and printed by selecting the View Summary button.

Testator Tab


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Information that is specific to the Testator is tracked here. Gender, Marital Status, and Date of Birth are all

important pieces of information. Changes made to the birthdate on the Testator Tab will be reflected on

the Contact Card. There is no need to make the same change twice.

Representatives

For the most part, Representatives are the non-beneficiary Contacts associated with the Matter, such as

the Trustee, Guardian or Witnesses, but it can also be noted if they are related to the Testator. Clicking in

any box will trigger the necessary action, whether creating a new Contact Card or a drop-down menu.

Function The role that they will be undertaking for this estate, such as Estate Trustee or Power of

Attorney. Additional functions can be added through Tools > Options > Data

Maintenance > Estate Planning > Representative Type.

Joint Check-box determines if the trustees are acting jointly.

Severally Check box determines if the trustees are acting jointly and severally.

Foreign Check-box determines is this is a foreign representative.

Authority Check-box determines which Representative of the same function has signing priority over

the other.

Relation A drop-down list that displays the relationship to the Testator. Additional relations can be

added through Tools > Options > Data Maintenance > Estate Planning > Rep

Relation Type.

Power A drop-down list that indicates whether a trustee has Standard or Restricted power. Additional options can be added through Tools > Options > Data Maintenance >

Estate Planning > Power.

Status A drop-down list that can set the status of a trustee. Additional statuses can be added

through Tools > Options > Data Maintenance > Estate Planning > Voting Status.

Priority Sets the order of appearance in documents. Representatives with a priority of 1 will have

their names appear before other representatives with the same function. This can be left

blank.

Notes Used for any additional notes specific to a particular representative.


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Adding a new Representative is similar to adding any other new contact, however, it is important to select

all of the roles which this representative carries out and the Relation to the Testator before clicking the Add

New Contact button.

NOTE: If any of this information is not known, it can be entered later.

Beneficiaries

The Beneficiary Tab is where the names of the actual beneficiaries and the relation to the Testator are

recorded. As well as adding a Beneficiary by clicking the Add Beneficiary button, you can Add, Edit or

Delete a beneficiary by clicking the drop-down arrow in the row.


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Beneficiary Click on this field to add the beneficiary by searching for an existing contact or

add as new contact.

Type A drop-down list that displays whether the Beneficiary is Residue or Non-Residue Beneficiary or Legatee. Additional relations can be added through Tools >

Options > Data Maintenance > Estate Planning > Beneficiary Type.

Relation A drop-down list that displays the relationship to the Testator. Additional relations can be added through Tools > Options > Data Maintenance > Estate

Planning > Beneficiary Relation Type.

Residue/Gift Determines when the gift can be distributed.

Gift Type and

Gift Details

Additional tracking items used for distributions. Additional categories can be

added through Tools > Options > Data Maintenance > Estate Planning >

Beneficiary Gift Type or Gift Details Type.

Beneficiary

priority

Allows you to rank beneficiaries in the order you wish them to appear in the

document by entering the appropriate number. This can be left blank.

Spouse is Other

Parent

Check this box if the spouse is also the parent of the children.

Child Type Used to determine if this is a biological, step or adopted child.

Link Assets Once Assets have been entered in the Assets Tab, the relation between assets

and the beneficiary who will be receiving it can be set.

To link an asset to a specific beneficiary, add the asset as set out in the Assets Tab section, and while adding a new beneficiary click on the Link Asset button. Select the desired asset from the dropdown list

and click ok.


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As a final step, enter a description of the asset in the beneficiary’s Notes section for future reference.

Safekeeping

The Safekeeping section is where Assets of the Testator held by the firm are listed. This tracks the type, description and value at date of purchase or date of deposit. Location of the asset item within the firm,

the date the item was received and who deposited the item can also be listed. The Safekeeping section

also supports a Checked Out Date and Removed By field if an asset was removed from the firm. The

Recipient of the Asset is also tracked.

Additional categories can be added through Tools > Options > Data Maintenance > Estate Planning

> Estate Planning Safekeeping.

Clauses

The Clause Tab records the clauses used in a Will. While it may not be necessary to list every clause used in each will, it can be useful to detail clauses related to legislation that may change or rarely used clauses

that may need reviewed occasionally. A List can be accessed by View>Estate Planning>Clause and

makes it easy to find all Matters that have a Will with a specific clause.


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Other categories can be added through Tools > Options > Data Maintenance > Estate Planning >

Vault Document Clause or Tools > Options > Data Maintenance > Estate Planning > Vault

Document Other.

Distribution

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The Distribution section tracks the distribution of the Estate assets to the various beneficiaries and the

dates the distribution occurred. This section is for use during the Probate phase of the Matter.

Spouse Tab

If the Spouse has been entered on the Administration Tab, a Matter can be created from the original

Testator file incorporating much of the common information. Click on the Spouse Tab and choose yes to create a Spouse file. All of the information from the Testator’s Matter will export to the Spouse’s Matter,

with the spouse roles reversed.

Enter the following Information on the Administration Tab:

1. Testator 2. Spouse

3. Jurat and Municipality 4. Timekeeper information

5. Beneficiaries

6. Representatives

Note: Only the spouse representative information will appear in the new file. Any other representatives will not be incorporated into the new file.


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Assets Tab

Track the Testator’s assets, such as life insurance, property or jewellery in this tab. Enter an asset by clicking on the Add Original Asset/Liability button or on the drop-down arrow in the Number column

and choose New. After an asset has been entered, it can be Edited or Deleted by the sames drop-down

arrow. It can be also linked with one or more beneficiaries using the Add, Edit Beneficiary as outlined

in Beneficiaries.

Type Choose the type from the dropdown, such as Original Asset, Investment or Original

Liability.

Class The class defines the type of Asset. Select the appropriate class that best describes the

asset, such as bonds or automobile. For Real Estate, select the appropriate province

the property is located.

Units Some assets are divided into units, such as family trusts, investment accounts or mutual funds. Enter the number of units in the field provided. For assets that do not have

units, leave this field blank.

Description Enter the description or any other notes regarding this asset or liability. This description

appears when linking Assets to a Beneficiary.

Categorized

Description

By using a combination of the dropdown choice for Description Type and entering the

Description Text, more information about the asset or liability can be recorded.

Value Enter the value of the Asset or Liability.


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Workflow Tab Tasks and events that occur in the processing of the Matter are recorded here. If used to its full potential, the result is Tasks, client instructions and the history and location of documents are created in a single

location within Estate Planning & Vault Manager.

Documents Out for Signing

Estate Planning & Vault Manager can track documents sent to client for signing, providing the ability to

create a follow up letter and confirmation when the signed document has been returned.

When a document is created that requires a signature, it automatically populates the Documents out for Signing section. When the document is returned, place a check mark in the completed column to remove

it from the outstanding list. A letter can be sent to the Client at any time with details of what documents

still need to be returned by clicking on Create follow up letter.

NOTE: Many firms have the Client sign the Will in their office. If this is the case, there would be no documents out for signing, simply checkmark the Completed box so that any follow-up letter will not refer to that document.

The default setting in Emergent Estate Planning & Vault Manager is to automatically populate the Document Out for Signing. To disable this feature, Click on the create documents button and then select the options

button.

Remove the checkmark in the Add follow up task and place a checkmark in Make Default to make this

selection permanent.


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Email

If Outlook Integration is enabled, Estate Planning & Vault Manager can store emails to/from your Client under their appropriate Matter, making it easier to see all communication to/from your Client regarding

that Matter instantly. Even historical emails that were removed from your mailbox will continue to be

available.

Phone Log

Track all phone calls associated with this Matter, including the date, start time and duration of the call. The

Add a Phone Call button will begin the timer. Press Save when the call finishes and update the subject

and details. Press OK to save the information to the log.

Remove or edit a phone call by selecting the beside the date.

Tasks

Tasks can be created and assigned to users that populate the Reminder Reports and the Tasks/Reminders List to manage workflow. Similar to Follow-up Tasks, these can also be created automatically with

document creation.

To add a new task, click on the Add a Task button and enter the necessary information, such as Due Date and Priority. Tasks can be assigned to a particular person by using the Assigned To dropdown, and if

necessary, clicking the Action link will display the Create Document form so that the required document

can be selected.


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Notes

The Notes Tab allows users to enter special notes relating to the Client. Click on the first available blank

line and start typing the information to be contained in your Note. If you want to call attention to a specific note, check the Popup box. Once checked, this note will pop up as a yellow “sticky note” each time the

file is opened until this box is unchecked. You can change the colour of your notes by clicking on the push

pin and selecting Background Colour. There is no limit on the length or number of notes that can be

created.

Marketing and Activities

Marketing


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This distinct information area is not necessarily related to any specific task. It is used to better communicate

with your client by tracking how the file came to the firm and for future follow-up with the client. You can keep track of which firm informational letters that your client is interested in receiving, when they have

been sent, or any other client relation-building initiatives.

Activities

Events in the management of a matter can be processed through Activities. From file creation to Document

production, each activity can be tracked. Once an activity has been entered, it can be tracked by activity

type, clerk or any other item in the Activities Button List.

Add an Activity

Activities are added by selecting the dropdown menu under the Transaction Type column. Activities can

be edited or removed from this list depending on the selection from the dropdown menu.

Activity Types can be edited or removed from this list by Tools > Data Maintenance > Corporate > Activity

Transaction Type.

Documents Tab

Estate Planning & Vault Manager can act as a document management system. The Documents Tab displays the hyperlinks to any document created with Estate Planning and makes them immediately available to all Users of the system.

It is important to note that Estate Planning does not create a copy of the document. It creates a link to the original document. It is advisable to set the desired location for saving these documents, such as a

specific client folder. To set this location, select the Administration Tab and place the path to this location

in the Document Directory location. Thereafter, the document can be accessed either through Estate

Planning or by navigating directly to the client sub-directory folder.


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Add a Document Link

The Add Executed Document button will launch the form to collect information needed to link Word,

Excel, or PDF documents to the Documents Tab.

Once the document has been scanned and saved to the sub-directory in the usual manner;

Click on Add Executed Document and fill out the required information, such as description, date and

other details;

Click on the in the Document Location field and navigate to where the document was saved;

Click ok to finish.

Vault Doc

Type

Will, Codicil or Power of Attorney. This item will then become available for the Clauses

section of the Testator Tab. Additional Document categories can be added through Tools > Options > Data Maintenance > Estate Planning > Vault Document

Type.

Description, Dated and

Filed Fields

Name and Date of the document and date that the document was placed in the vault.

Original A drop-down list that displays the number of originals or copies. Additional original

details can be added through Tools > Options > Data Maintenance > Estate

Planning > Vault Document Original.

Created By This field is automatically populated with the log-in details of the User adding the

document.

Status The status or location of the document, whether in the vault or removed, etc.

Additional Status details can be added through Tools > Options > Data

Maintenance > Estate Planning > Vault Document Status.

Checked

Out, Checked In,

Checked Out

By

Track the dates a document was removed from the vault and returned, and by whom.


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Deleting a Document Link

Should the need arise to delete a document from the Document Tab, simply click on and choose Delete. Click on Yes to delete the hyperlink to the document. The next prompt will give the option of deleting the

document file itself. Only choose Yes to this prompt if you want the document deleted from your system

completely.

NOTE: Choosing to delete the document file will completely remove the file. It will not go to a recycle

bin. If the document is deleted in error, contact your IT department to attempt recovery.


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Chapter 4: Documents


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Generating Documents

All documents from Estate Planning & Vault Manager are generated using MS Word.

Options

Select the Options button on the Create Document Window to set further options for the documents. For example, you may wish to automatically Save, Print and Close the document(s) once they are created

and Add follow up task. When all choices have been made, click OK. You can also choose to make

these choices your default choice so that these actions are performed for all documents. Changes to

Options are specific to your computer and will not affect other workstations.

Documents

Click on the Create Document button while in the open matter.

You will then see a window containing a list of document templates.

Choose a folder from the list to display the template group and highlight the desired document(s) on the right side and double-click the name or ok to create the documents. Hold the <Ctrl> key to select multiple

documents.

If you are creating letters you would like to pre or post-date, enter the date to override the current date in the Letter Date field. Leaving the Signing Date blank will populate the legal date with “the Day of

<Current Month>, <Current Year>. If you prefer to pre or post-date your legal signing date, change the

Signing Date.


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Clause Selector

The Clause Selector allows the choice of specific content to be included in the final document.

Section or navigation headings not included in the document and lead to the selectable clauses in yellow.

The Preview window can display either individual clauses as they are chosen or the entire document. Click

Merge to generate the document(s).

Creating Mirror Documents

Mirror Documents are essentially the same document created for each of the Testator and their Spouse.

This is convenient for Estate documents when the same document is created for the Testator and the Spouse, with the Testator and Spouse names changed appropriately, Beneficiaries included and

Representatives carrying out the same functions will be included in both documents.

Creating a Favourite Clause Document

In many cases, the same clauses are used as a starting point for standard wills, such as “Single with no Kids”, “Married with Kids” or Second Marriage with Step-Children. In such cases, it’s possible to set up

Favourites in the Create Documents to use as a starting point by anyone.

From any matter, click on Create Documents and choose the document from the list and click OK.

The Clause Document will then appear. Select the clauses needed for the new favourite and click New,

enter the name of the new favourite and Save.


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The new Favourite will be available for selection in the future. When chosen from the dropdown, the pre-

selected clauses can be added to or deselected to further refine the client’s specific needs.

To edit the clause selections of an existing favourite clause document, select the favourite on the dropdown

and click Edit. Select or deselect the desired clauses and Save again.

To create a new favourite clause document from an existing favourite clause document, choose the starting

document from the dropdown and add the new clauses to the list. Click New and enter the new name,

then click Save.

Saving a Document

As discussed in the Documents Tab section, Estate Planning & Vault Manager has document management built into the application. If you selected Save in the Document Options, the document is automatically

saved in the location specified on the Administration Tab and a link created on the Documents Tab. By

clicking on the blue link, the document will open. Any User with Estate Planning & Vault Manager on their workstation will be able to retrieve documents saved by other Users. In addition, the Documents Tab

provides an exact history of what documents already created for this matter. Estate Planning & Vault

Manager will also add the name of the document to the Workflow Tab for tracking and follow-up.

Packages

Packages are a combination of documents and reports bundled together to create one comprehensive item. In addition to the Organization and Annuals Packages accessed by the Common Tasks button, clicking on

the Create Documents button provides many more options such as a Dividend Package or Articles of Amendment Package. For example, the Organization Package can include Directors Resolutions,

Shareholders Resolutions, By Laws, Share Certificates and Directors, Officers and Shareholders Registers

as well as the Reporting Letter and Statement of Account.

Custom Packages can be setup through data maintenance. Please see the Administration Manual for

instructions to create Custom Packages for your firm.


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Chapter 5: Lists


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Using Lists

Opening Existing Matters

i) From the Toolbar, select Open Last File and Estate Planning File, Probate File or Contact.

Or select File from the top menu and a list of recently opened Matters and Contacts will be available

for selection.

1. Type all or part of the name in the Search Box on the Toolbar and Enter. If there is only one Matter containing the name, it will open. If there are more than one, click the dropdown arrow to

see the search results and make your selection.

Searching for Files using Lists

Estate Planning & Vault Manager employs Lists to perform two general functions:

1) As a convenient search tool providing easy access to Matters and Contacts;

2) As an extremely powerful management tool for displaying, sorting, filtering and printing lists of

Matters or Contacts.

To open the list of Estate Planning or Probate files, select the Estate Planning Files button or the Probate

Files button on the Toolbar.

All other Lists are available by selecting View > Estate Planning or View > Probate and the appropriate

List.


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Searching for Files using Lists

Estate Planning & Vault Manager employs Lists to perform two general functions:

1. As a convenient search tool providing easy access to Matters and Contacts;

2. As a management tool for displaying, sorting, filtering and printing lists of Matters or

Contacts.

To open the list of Matters, select the Estate Planning Files or the Probate Files button on the Toolbar.

Other Lists are available by selecting View > Estate Planning or Search and the appropriate List.

Finding Contacts or Matters in Lists

Searching for Matters is easy using the Estate Planning Files or Probate Files Lists. After clicking the Estate

Planning Files or the Probate Files button on the Toolbar, a list of all open Matters and other related information will appear. To search for a Matter, simply highlight the Contact/Testator Name or

Deceased column heading and type part or the entire name that is being searched.

NOTE: There is no start or stop button for this search feature. After you finish typing, the database will be searched for all matches to the text just entered. Toggle the Search On/Off button to clear the search results.

Double Click on the name to open the Matter.

Matters List


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This List accessed by View > Matters and is driven by the File Status dropdown menu on the

Administration Tab.

Sorting Lists by Columns

Users can also sort both Contact and Matter Lists alphabetically within the various columns shown. For

example, to sort the Contact List by the city field, simply click on the City column header until it turns blue,

then click on the Sort buttons to sort alphabetically in ascending or descending order.

Add/Remove/Reorder List Columns

Estate Planning & Vault Manager Lists are completely customizable to fit your needs and retains your

preference settings. You can organize the List to provide the most important information where you want it to be for quick viewing. Highlight the column you want to move by clicking on its title. Click the column

heading a second time and hold your mouse button. Drag the column to the desired position and drop it

in place by releasing your mouse button

Columns can be added, moved or removed from a List to customize the information on the screen. To

add a column, select the Insert Column button and select the columns being added (use the Control

key to make multiple selections) and then click the Insert Column button.

Resetting a List

To reset a List so that no columns are selected, hold the shift key while opening the List. This will remove

all columns and prompt you to select new ones.

Deleted Matters

Delete a Matter by highlighting the desired Matter and clicking the Delete button on the Toolbar on the Estate Planning List. It is then placed in the Deleted Matters List section of the Matter List. Double-click


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on a Matter to open it and set the File Status to Open on the Administration Tab to return it to the active

Matter list.

Advanced Searches – Creating a Customized Search

Estate Planning & Vault Manager allows you to create your own customized searches and list them on a

dropdown menu for quick and easy access. Searches are useful for narrowing a particular List down to

items to meet specific requirements. For example, you may wish to create a list of those files that have a

January Death Date and a Will Maker City of Burnaby.

To create a customized Search, open the List of your choice. When selecting a List, keep in mind that different Lists have different columns from which to select. For example, if you would like to create an

advanced filter that searches for the Role of all Timekeepers you would use the Timekeepers List, as the

Estate Planning File List does not have a Role option to select.

Let’s create a search that will sort your List for all Matters where the Will Maker’s city is Burnaby and the

Net Worth is greater than $500,000. In this case we will select the Estate Planning List from the main

Toolbar.

On the open Estate Planning File List Toolbar, press the arrow beside the Advanced Searches button and

select New Advanced Filter. This menu is also where your new customized searches will be listed.

The List Search window appears.

Enter the name for your customized search in the Filter field and ensure the Enter SQL box is unchecked

and the Items tab is active rather than the SQL tab. In the Field box, make your selection from the dropdown menu for the column you would like to search. Note: When applying a filter for a particular

column, i.e. Jurisdiction, make sure you have added the Jurisdiction column in the original List.

Change the Tab from SQL to Items tab selected and uncheck the Enter SQL box. Enter the name for

your customized search in the Filter field. In the Field box, make your selection from the dropdown menu

for which column you would like to adjust with your search.

In the Opr field, select the symbol for the filter you would like to create.


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The meanings for the symbols available in the operator field are the following:

= - equal to > - greater than

< - less than <> - does not equal

Like - similar to (used for text data

fields)

Note: When filtering text, it is recommended you use “like” instead of “=” since in order for “=” to locate items, there must be an exact match.

Enter the value for the filter in the Value field. Values can be words, dates or numbers.

In the And/Or field, select which statement is appropriate for your filter.

For our example, your final filter would look like this:

To translate what our filter above says: Find all Estate files at the Toronto office, and with a Death Date of January.

You can sort by more than one criterion by adding the desired Fields and Values on the next lines. Once

you have entered all the criteria for the filters you would like to apply, select the Apply button to apply your changes to the List. Check the List to verify whether your filter is correct, then select OK. Your

customized filter name will now appear on the dropdown list.

The next time you want to activate this filter, simply click on the name on the dropdown list.

Note: When applying a filter to a particular column, i.e. Jurisdiction, make sure you have added the column for Jurisdiction in your original List, if you want to actually see Jurisdiction!

To delete or edit a Filter, click the Advanced Searches button until the window appears, and select the

Filter to edit or click the red X beside the name to delete the Filter.


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Printing List Reports

Customized lists can be easily printed by simply selecting the Print button from the List Toolbar. At this

point the Page Setup window appears. Here you can set paper size, orientation, margins, etc. When you

are ready to print, click OK. The list will be sent to your default printer.

Saving List Reports

List reports can be saved as an HTML file, and once saved, they can be emailed as an attachment or used

in a Word Mail Merge.

Attaching List reports is a quick and efficient process for distributing the results of Advanced Searches. Once the List is populated with the desired data, select the Save To File button from the Toolbar and

follow your usual file saving protocols.


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Chapter 6: Tasks and Reports


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Workflow The Workflow task reminder system is an integrated task management tool within Estate Planning. Users

are assigned tasks that populate Reminder Reports to manage the processing of Records.

Reminder Report

A Task Report opens when Estate Planning & Vault Manager is started or whenever the Reminder

Report button is clicked.

Open Matters and Tasks

Double Click on the Task row to open and update a Task item, or double click on the corporate name to

open the associated Matter.

View Tasks

View Tasks for all users or your own tasks by toggling the button between My Tasks or All Tasks.

Only Show the next 2 month(s)

The Task report will display all upcoming tasks for the next two months.

Hide Completed Tasks

Completed Tasks are removed from the task list. They can be viewed by removing the checkmark next to

Hide Completed Tasks.

Rearranging Columns in Reminder Report

All columns can be adjusted by placing the cursor between headings and changing the width when the

cursor appears as a two-sided arrow.

Sorting tasks

Tasks can be sorted by right-clicking a column heading. Select the order for the report to be sorted.


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Find a Specific Name in the Task List

Right-click on the Name column and select Find. Enter the company name to find.

Printing Task Reports

Task Reminder Reports can be printed by selecting the print icon. To display a list of only today’s tasks,

select Print today’s tasks.

Create or Add a Task

There a number of ways to create or add a task.

Associate the Task with a Matter. For example, when you are creating a new Extra Provincial Registration

which will expire in three years, you can elect to create a reminder:

You can also manually add a New Task by clicking on the Add a Task button on the Toolbar and you will

be presented with the following window:

You can navigate to the Task section in the Workflow Tab and click on the and choose New Task, or

click on the Add a Task button.

Adding a Task from within a Matter will automatically associate the Task to the Matter, or you can delete

the Corporation Name in the task window to create a general Task not linked to any given Matter.


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An unlimited number of Tasks can be assigned to a Matter. Tasks can be made private by selecting the

Mark Task Private checkbox during the creation of the task. A Private Task will only appear on your Task List – it will not be accessible to any other users and will not appear on the All Users Task List.

Completing a Task

To mark a Task Completed on the Task List, click on the and set the Status to Completed.

Editing a Task

A Task can be edited by clicking on the , selecting Edit, making the necessary changes, and clicking

Save and Close.

Removing a Task

If the Task is not associated with a Matter, generate the Reminder Report and double-click on a selected

Task to open. It can be deleted by selecting the Remove Task button on the Task Toolbar.

To remove a Task from the Task List on the Workflow Tab of a particular corporation, click on the and

click Remove.

Default Task Values

Tasks have default values that make it quicker to assign tasks. These values can always be changed when

assigning a task. This can be accessed by Tools > Workflow > Manage Users.

System User and Timekeeper Name – These can be the same or different individuals in your firm. For

example, the Timekeeper Name could be the Lawyer or Clerk assigned to the Matter, and the System User

could be the Assistant.

Priority – The priority for the Task. Set the Task priority to High, Medium or Low to better define the urgency of the Task. If priority is set to “High”, then all Tasks will show High priority unless changed at

the individual level.

Due Date – When this Task is scheduled for completion. The default of 60 days is set in Tools> Workflow>Manage Users to automatically create a Reminder Task for 20 days after documents have

been sent to the Client.

Instructing Lawyer – The instructing lawyer.

Task Note – Default Tasks details for the user.

NOTE: Any of these fields can be left blank (defaults do not have to be set) and completed each time a

task is created or they can be changed at the individual Task level.


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Task Priority

The Task Priority window allows you to define the colour, Order and Priority Values. By default, the

priorities are set to Low, Medium and High. Click on Tools > Workflow > Priority and right-click on the

to set the colour for the task priority. Further Priorities can be added by clicking on the next empty

field and entering a descriptive priority and setting the colour.


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Chapter 7: Advanced Options


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Program Options

To access program options, from the menu select Tools > Options > Application. In this location you

can define which windows will appear at start up as well as limit the number of records returned from the database. These Options are specific to your workstation computer and will not affect the settings of other

users in the firm.

Closing Matters/ Viewing Closed Matters

As time progresses, certain Matters will become inactive. Although you have the option of deleting Matters,

you may still want to reference them from time to time.

It is recommended that you flag these Inactive Matters as Closed. This way you can still reference them if

required, but they will not clutter up your Lists of current Matters.

To close a Matter, simply open the Matter and select Closed from the File Status dropdown list on the

Administration Tab.

You also have the option of entering a Closed Date and a Closed File Number if your department requires

this information.


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Creating a Mail Merge from Lists

Choose the List that the Mail Merge will be created from. The Corporate Client Contact List will be used

for demonstration purposes.

1. View > Corporation > Client Contact to open the list. View > Probate > Trustee, View > Probate > Estate Planning > Representative or the Estate Planning File Lists can also be used.

2. Ensure the required columns are contained in the list. In this case, the Corporation Name, the

Client Contact and the Full Address columns.

3. Choose any or all the Corporations to be included in the mail merge.

4. Click Save to File and save as HTML. Saving as an HTML file is the most versatile format. There is no need to convert to Excel or a CSV file.

The most common use of the Mail Merge feature is mass mailings to a client list, whether an annual

information bulletin or to advise of new legislative requirements. Most firms also have an existing style of

mailing labels with logos and return address. Before beginning the mail merge, either draft the correspondence or open the mailing labels.

1. Next, choose Mailings from the Toolbar or Toolbar Ribbon to start the Mail Merge.

On the Start Mail Merge dropdown, select the starting document. If Labels is the starting document, there will be a further step to choose the type of labels. Click OK and then Cancel. This triggers the proper actions for the next steps in creating the labels.

2. Click on Select Recipients and choose Use an Existing List and then Browse to the saved HTML file and select for use.


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3. Click Edit Recipient List to edit any duplicates, etc.

4. Next, add the fields that will be used for the Mail Merge. Click Insert Merge Field to display the

columns included from the Client Contact List.

5. When satisfied with the spacing, fonts and layout of the labels, click Update all Labels to create a

full page of individual labels.*


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6. You can then preview by clicking Preview Results, which will display the end result, either the correspondence or, if a full page of mailing labels, the first page. This allows you to check that the merge fields and formatting are correct.

7. When the results are satisfactory, click on Finish & Merge and select Edit Individual Documents.

The final choice is whether to merge all records or a selection

8. The end result will be the merged document for final editing and printing.

*Note: if the logo and return address are in separate cells from the merge fields, use the following

procedure:

As in step 4 above, select the merge fields and arrange the label formatting. When satisfied, click Update

Labels. You will note NEXT RECORD appears in the logo/return address cell of each label.


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Copy and paste the merge fields into the blank cells. Continue with step 6 above.

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