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Redbrick Practice Management (RPM)

Release Notes - Version 9.0.22

Date 7th February 2020

CONTENTSCONTENTS.............................................................................................................1

Online Digital Signatures..........................................................................................................6Overview...............................................................................................................................6How does the change make things easier / what’s the benefit?............................................6For Users...............................................................................................................................6For Administrators.................................................................................................................8Setup..................................................................................................................................... 8

Land Registry Changes.............................................................................................................9Overview...............................................................................................................................9How does the change make things easier / what’s the benefit?............................................9For Users...............................................................................................................................9For Administrators...............................................................................................................12Setup...................................................................................................................................12

United Group (ULS) Integration..............................................................................................12Overview.............................................................................................................................12How does the change make things easier / what’s the benefit?..........................................12For Users.............................................................................................................................12For Administrators...............................................................................................................15Setup...................................................................................................................................15

CDS........................................................................................................................................15Overview.............................................................................................................................15How does the change make things easier / what’s the benefit?..........................................15For Users.............................................................................................................................15For Administrators...............................................................................................................19Setup...................................................................................................................................19

Popup Alerts for Notifications.................................................................................................19Overview.............................................................................................................................19How does the change make things easier / what’s the benefit?..........................................19For Users.............................................................................................................................19For Administrators...............................................................................................................21Setup...................................................................................................................................21

SOS accounts integration.......................................................................................................21Overview.............................................................................................................................21How does the change make things easier / what’s the benefit?..........................................21For Users.............................................................................................................................21For Administrators...............................................................................................................25Setup...................................................................................................................................25

Address Lookup......................................................................................................................25Overview.............................................................................................................................25How does the change make things easier / what’s the benefit?..........................................25For Users.............................................................................................................................25For Administrators...............................................................................................................27Setup...................................................................................................................................27

Default Folder Tagging for Land Registry Returns..................................................................28

RPM Release Notes – 9.0.22 Page | 1 of 71-1

Overview.............................................................................................................................28How does the change make things easier / what’s the benefit?..........................................28For Users.............................................................................................................................28For Administrators...............................................................................................................28Setup...................................................................................................................................29

New System Alert Notification for Synchronisation.................................................................29Overview.............................................................................................................................29How does the change make things easier / what’s the benefit?..........................................29For Users.............................................................................................................................29For Administrators...............................................................................................................30Setup...................................................................................................................................30

Portal Enhancements..............................................................................................................31Overview.............................................................................................................................31How does the change make things easier / what’s the benefit?..........................................31For Users.............................................................................................................................31For Administrators...............................................................................................................31Setup...................................................................................................................................31

Selecting which Client Contacts to write to from the Document Screen.................................32Overview.............................................................................................................................32How does the change make things easier / what’s the benefit?..........................................32For Users.............................................................................................................................32For Administrators...............................................................................................................34Setup...................................................................................................................................34

Probate Improvements...........................................................................................................35Overview.............................................................................................................................35How does the change make things easier / what’s the benefit?..........................................35For Users.............................................................................................................................35For Administrators...............................................................................................................36Setup...................................................................................................................................36

Improved AML Visibility..........................................................................................................36Overview.............................................................................................................................36How does the change make things easier / what’s the benefit?..........................................36For Users.............................................................................................................................36For Administrators...............................................................................................................37Setup...................................................................................................................................37

Ordinal Date Tokens...............................................................................................................37Overview.............................................................................................................................37How does the change make things easier / what’s the benefit?..........................................37For Users.............................................................................................................................37For Administrators...............................................................................................................38Setup...................................................................................................................................38

DX Exchange Details in Stamp Tax Online.............................................................................38Overview.............................................................................................................................38How does the change make things easier / what’s the benefit?..........................................38For Users.............................................................................................................................38For Administrators...............................................................................................................39


Setup...................................................................................................................................39DB Manager "Nightshift”........................................................................................................39

Overview.............................................................................................................................39How does the change make things easier / what’s the benefit?..........................................39For Users.............................................................................................................................39For Administrators...............................................................................................................39Setup...................................................................................................................................39

National Deeds Depository (NDD) Integration........................................................................40Overview.............................................................................................................................40How does the change make things easier / what’s the benefit?..........................................40For Users.............................................................................................................................40For Administrators...............................................................................................................40Setup...................................................................................................................................40

New core setting to default 'Allow Email Tagging' Check box.................................................41Overview.............................................................................................................................41How does the change make things easier / what’s the benefit?..........................................41For Users.............................................................................................................................41For Administrators...............................................................................................................41Setup...................................................................................................................................41

Show emails that have been imported already......................................................................42Overview.............................................................................................................................42How does the change make things easier / what’s the benefit?..........................................42For Users.............................................................................................................................42For Administrators...............................................................................................................42Setup...................................................................................................................................42

Adding Docs and Recording Time Options..............................................................................43Overview.............................................................................................................................43How does the change make things easier / what’s the benefit?..........................................43For Users.............................................................................................................................43For Administrators...............................................................................................................44Setup...................................................................................................................................44

Find Screen Fee Earner dropdown now multi select...............................................................45Overview.............................................................................................................................45How does the change make things easier / what’s the benefit?..........................................45For Users.............................................................................................................................45For Administrators...............................................................................................................45Setup...................................................................................................................................45

None Matter Type Specific Tokens (Abstract).........................................................................46Overview.............................................................................................................................46How does the change make things easier / what’s the benefit?..........................................46For Users.............................................................................................................................46For Administrators...............................................................................................................46Setup...................................................................................................................................47

Quill Financials.......................................................................................................................47Overview.............................................................................................................................47How does the change make things easier / what’s the benefit?..........................................47


For Users.............................................................................................................................47For Administrators...............................................................................................................50Setup...................................................................................................................................51

Insight Time Recording Integration.........................................................................................51Overview.............................................................................................................................51How does the change make things easier / what’s the benefit?..........................................51For Users.............................................................................................................................51For Administrators...............................................................................................................52Setup...................................................................................................................................53

Options Window Enhancement...............................................................................................53Overview.............................................................................................................................53How does the change make things easier / what’s the benefit?..........................................53For Users.............................................................................................................................53For Administrators...............................................................................................................53Setup...................................................................................................................................54

Prompt for out of date Tasks..................................................................................................54Overview.............................................................................................................................54How does the change make things easier / what’s the benefit?..........................................54For Users.............................................................................................................................54For Administrators...............................................................................................................55Setup...................................................................................................................................55

Default Date on 'Reset Tasks' Dialog......................................................................................55Overview.............................................................................................................................55How does the change make things easier / what’s the benefit?..........................................55For Users.............................................................................................................................55For Administrators...............................................................................................................55Setup...................................................................................................................................56

Matter Notifications to Fee Earner and Assistants..................................................................56Overview.............................................................................................................................56How does the change make things easier / what’s the benefit?..........................................56For Users.............................................................................................................................56For Administrators...............................................................................................................56Setup...................................................................................................................................56

Apply Button on Task Templates............................................................................................57Overview.............................................................................................................................57How does the change make things easier / what’s the benefit?..........................................57For Users.............................................................................................................................57For Administrators...............................................................................................................57Setup...................................................................................................................................57Overview.............................................................................................................................58How does the change make things easier / what’s the benefit?..........................................58For Users.............................................................................................................................58For Administrators...............................................................................................................58Setup...................................................................................................................................59

Link and publish introducers to Insight...................................................................................60Overview.............................................................................................................................60


How does the change make things easier / what’s the benefit?..........................................60For Users.............................................................................................................................60For Administrators...............................................................................................................61Setup...................................................................................................................................62

Company Client and SDLT enhancement...............................................................................62Overview.............................................................................................................................62How does the change make things easier / what’s the benefit?..........................................62For Users.............................................................................................................................62For Administrators...............................................................................................................63Setup...................................................................................................................................63

Add column to Document Screen to indicate if a client has viewed a shared document........63Overview.............................................................................................................................63How does the change make things easier / what’s the benefit?..........................................63For Users.............................................................................................................................63For Administrators...............................................................................................................64Setup...................................................................................................................................64

Updating Notes on Completed Tasks Prompt to update Completed Date...............................65Overview.............................................................................................................................65How does the change make things easier / what’s the benefit?..........................................65For Users.............................................................................................................................65For Administrators...............................................................................................................65Setup...................................................................................................................................65


Online Digital SignaturesOverviewWe have extended the existing client portal to allow you to share documents online with the client to digitally sign and automatically return into RPM (via a notifications / alerts).

The digital signatures online are physical signatures and therefore considered a wet signature. I.e. the client must draw their signature in a panel on the page. The signature is then digitally inserted into the document when downloaded to RPM. Please note the signature is added after importing the signature notification.How does the change make things easier / what’s the benefit?By allowing you to take online signatures securely we’re shortening lead times and allowing you to interact with your clients digitally and seamlessly online. We’re assisting you in removing lag in the process waiting for signed documents to be returned, at the same time helping to remove cost and creating a better more modern way of interacting with your client.

We’re also helping you with brand awareness by keeping your firm logo and details on the portal front and centre in all their (the consumer) digital online exchanges with you.For UsersSharing documents for signing online is a simple process and an extension of the exiting online visibility settings.

To share a document for signing you simply need to highlight the document in Redbrick that you want to be signed and select “Request Electronic Signature”. This option will only be available if ‘Show to client online’ is also ticked.

This can be requested in three different ways:

It can be selected / requested when producing a document.

It can be set as the default action for that document in the document templates options by your admin.


It can be requested from the menu retrospectively after creating a document via the ‘Online Visibility’ settings.

After sharing a document online your client will be presented with the option to sign the document when they next log in to the portal.

Upon first log in, after sharing the document the client will have a new notification advising them that a document has been shared that requires a signature.

When the user navigates to the Document screen any documents that are sign-able but that have not yet been signed will appear online with the signature button beside them.

If the user selects the sign button, the portal will load the signature window (below).

Here the user can sign the document with their mouse or touch screen depending on the device type they are using.


After signing and pressing save the signature will be stored on the portal as a file shared by the client.

If there are multiple parties on the matter that are required to sign, they will each individually have to sign the document when they log in.

When a signature is received from one or more of the required parties the signature is automatically presented as an inbound shared file from the portal. This appears as any other inbound document would but will be prefaced with “Signature for….” With the document name and matter number attached.

When the document has been signed the signature of the client will automatically have been inserted in to the document at the point you had placed the signature placeholder. When printed the document will appear with the client signature embedded.For AdministratorsTo set up a document for digital signatures you simply need to insert a signature placeholder token in the document. There are new tokens against all client and contact options.

The signature can be multiple different sizes of your choosing, and there are list tokens for use when you want to take a signature from all clients:


Setup

enableelectronicsignatures: this should be set to “True” to enable digital signatures. It is set to false as default.


Land Registry Changes

Overview The system will now allow multiple title numbers to be lodged against a matter.

When raising a request where an option form is displayed (OC/OS/Register Extract requests), the system will show the selected title number in the forms title.

There are now new options available on the Documents screen that will allow the user to reply to any requisition requests from the Land Registry.

How does the change make things easier / what’s the benefit? All title numbers that apply to a property can now be recorded against a matter. The

tenure types have also been extended to match the official Land Registry tenure types.

Displaying the title number on the request form should ensure that requests are being raised for the correct title.

The new options allow for documents to be added or amended to any active eDRS requests against a matter. This allows the user to be able to reply to any requisition requests from the Land Registry, or just add any additional applications or supporting documents to an already active application.

For UsersThe old title number and tenure information has been removed from the Property Detail panel when editing a property related matter.


All relevant title numbers are now added on the Titles panel

Any existing titles will be added automatically. From here, the user can also perform a search with the Land Registry to retrieve any valid titles for the property. A primary title will be set against the matter, which will be used for document production. The title numbers will also be validated to the Land Registry format, which will reduce the risk of input error.

Where a title number is required on a Land Registry request (Register Extract/OC/OS requests), the options form for the request will now show which title number the request is being performed against in the title.



The new “Reply to Requisition” options will appear on the document screen when an eDRS request has been acknowledged by the Land Registry.

The options will allow the user to either update an existing document on an eDRS request (when replying to requisitions for example) or add a new document (either as an application or supporting document) where additional documentation needs to be added to the application.

The user will be prompted to select the correct application (if more than one are present), and then (in all options), the system will display the standard eDRS document attachment form.


For AdministratorsThere is no additional admin setup required, this feature will be automatically available in version 22.

SetupThere is no additional setup required.

United Group (ULS) IntegrationOverviewThe basic premise here is that for users on the ULS panel they can receive their instructions directly in to RPM from ULS via the existing new instruction API.

Further to this the system allows the firm to accept or decline the instructions and send notes through to ULS via the integration.

How does the change make things easier / what’s the benefit?This makes it easier to receive instructions whilst removing duplication and saves billable time updating two systems in one place (ULS and Redbrick).

For Users

The end users you will have the open to import new instructions via the existing new instructions notification (subject to having permissions to this area of the system).

After opening an instruction, the client and matter details will be automatically populated along with some financial information relating to the fees and disbursements. These will be displayed in the Quote area of Redbrick.


Users will be able to push case acceptance and completion milestones through to ULS. Along with notes directly from the document screen.



For AdministratorsSet up of ULS requires mapping firm and user details and setting up user permissions. For assistance setting up ULS integration (if you’re on or would like to be on the ULS panel) please speak with your Redbrick BC or the Redbrick helpdesk.

Setup

To set up ULS integration there are a number of steps required. Internally, please refer to the separate ULS setup document available on SharePoint here:

https://redbricksolutions.sharepoint.com/:w:/r/_layouts/15/Doc.aspx?sourcedoc=%7B6896F6DD-6303-4466-87A0-3D15E5CAF80C%7D&file=ULS%20Integration.docx&action=default&mobileredirect=true

CDSOverview

In order to offer clients with real choice of quality search integration options Redbrick have added Conveyancing Data Services (CDS) search integration as an option for any clients looking to get a seamless integrated search option.

How does the change make things easier / what’s the benefit?By integration directly in to CDS we’re able to simplify and speed up the process for the end user by automatically logging users in, passing across matter and property information to the search platform. As well as automating the search results back into RPM seamlessly.

The above helps provide a simpler, quicker and more visible process for the user and business, helping with compliance and consistency throughout.For UsersWhen enabled you can order searches from the main menu search button or alternatively you can order a search from the task list (assuming a search trigger is configured).

When ordering a search, the system will prompt to ensure you have funds on account for the search you’re about to purchase.




Assuming you respond yes to money on account, the next step in the process is to (optionally) upload a plan from RPM document screen.

Before launching the CDS search platform the system will ask if you want to upload the plan.

If the user selects yes to this, then they will be shown a selection window listing all the documents on the current matter. The user can then select a copy of their plan from the document screen. This will be automatically uploaded to CDS as part of the search ordering process.

If there is not a plan available in RPM there are several plan options available in the CDS system available to use as an alternative.

After dealing with the plan, the CDS order page will be displayed with the property details automatically populated along with the local authority and water company automatically selected based on location.

The next step in the process is to pick the product(s) required and confirm the order.


Like the other search integrations, when the search results are ready and available a notification will be displayed in the search notification section of RPM. An alert will be shown (if alerts are configured – see above).


When an order is selected the system will allow you to import the order details / results to the matter. From here you can open the matter view the details or dismiss the result (subject to permissions).

After importing the results, the search pdf file will be added to the matter and the notification automatically dismissed.


After adding the result to the matter, the system will prompt the user to view the results pdf. If the user select yes it will open the search results (irrespective of which matter you have open at the time). This will save the user time switching between matters.

For AdministratorsThere is no additional setup required.

SetupTo turn this on, please contact Redbrick Support or your Business Consultants to get it enabled.

Popup Alerts for NotificationsOverviewA new pop up has been added to the bottom right of RPM. This aims to make notifications more obvious to users.

Individual users can set their own preferences against all the different alert types, allowing them personal control over the frequency they are reminded of each different event

How does the change make things easier / what’s the benefit?Users reported that the previous way of showing notifications meant that they were sometimes missed. This new pop up should make it harder to miss important updates.

For UsersUsers should firstly set their individual alert settings.Note: These settings are stored by the windows PC name and the windows username in the database, so if you move machines, or work from two separate desks you may need to set these up again.

**Unless you’re in a Citrix or RDS environment in which case you should already be configured to username only**To do this go to File > Alert Settings...


Users can then tick the types of alerts they would like to pop up. They can also decide the amount of time an alert is hidden for, if snoozed.


You will then see Alerts appearing within RPM:

For AdministratorsThere is no additional admin setup required, this feature will be automatically available in version 22.SetupThere is no additional setup required.

SOS accounts integrationOverviewFor existing and new clients that use SOS for their accounts provider Redbrick have integrated into the SOS API to help streamline the matter opening process and save time. How does the change make things easier / what’s the benefit?By integrating RPM to the SOS system we’re automating client and matter opening and allowing firms the ability to link to existing SOS clients and matters.

In doing this Redbrick helps to make the account opening process quicker, simpler, more consistent and less prone to data entry errors. Ultimately saving billable time.For Users

When integrated to SOS Redbrick will display the SOS accounts logo as a menu item on the main toolbar (as below). This will indicate to the users that the integration is enabled and on.


When listing a matter in RPM in the usual manner at the point of activating the matter in RPM the signed in user will be presented with an additional two prompts.

The first prompt sets out to deal with the client. The user will be asked to choose how to create the client.

A) Create a new client in SOS with the details to match those entered in RPM

Choosing this option will cause Redbrick to pass the client details to SOS and create a new client to match. The new client number will be returned and stored in Redbrick.

B) Enter an existing SOS client code and link to the existing SOS client.

Choosing this option will cause Redbrick to attach the matter to the existing client in SOS.

When the user enters a code, the system will perform a check in the SOS system to ensure the names match and the user is not linking to an incorrect matter.

At this screen if there is already a ‘similarly named’ and matching client(s) in the SOS system Redbrick will do a search for those and present a warning to the user.

E.g. “There is already a Mr John Smith, 1 High Street… would you like to reuse this client?”

After creating or linking to a client the user will be presented with a second dialog / message.

This second screen aims to deal with the matter being created.

The options here are:A) Create a new matter against the client selected previously.

Selecting this option will cause the SOS system to generate a new matter and return a new accounts matter reference.


Redbrick will then attach to the new matter.

B) Link to an existing matter / case in SOS.

Selecting this option will result in RPM linking to this existing already open matter in the SOS system. You would only choose this option if the matter had already been manually created in SOS prior to listing the matter in Redbrick.

Once the client and matter has been linked, the summary panel in RPM will be updated to show the matter reference and indicate that they are linked.


You’ll then be able to switch (optional) to SOS and see that the matter has been successfully created for you. The matter detail will have been automatically passed across, as shown below.


For AdministratorsIn order to communicate with SOS the users must be authenticated with their SOS usernames and passwords.

The admin will need to enter these (the usernames) once to set them up. This is accessible via the options menu, in Users & Groups, under each individual user.

When a password expires or is invalid or is changed the user will be prompted when RPM next tries to connect with SOS to say that the authentication has failed.

At this point the users will be presented with a screen to update their passwords (should they have expired or changed). This will update the value in RPM and reattempt to authenticate in SOS.

This process can also be used as part of the initial onboarding meaning the admin only needs to enter a valid username for each user.

SetupThere is a new CoreSetting called "SOSAppServicesBaseURL".

This URL points to the SOS API endpoint. This will differ from firm to firm.

When setting up a new firm you must first speak with SOS and obtain the correct URL for the given firm. Once you have this and have set it in the setting editor the integration should be enabled for the site at next logon.

Address LookupOverviewWe’ve made improvements to the address lookup functionality and have switched to a new provider to ensure we future proof it’s availability to clients. The older lookup service will be discontinued by the provider in time.

How does the change make things easier / what’s the benefit?Functionally, previously the only option was to look up an address from a postcode and house number, now addresses can be searched by Postcode or any part of the typed-out address.

For UsersThe Postcode Lookup button has now changed to be labelled Address Lookup in areas where an address is to be entered.


After Clicking Address Lookup the new Address Lookup window will pop up.


You are then able to enter one or more of the following to search for an address: Postcode

Part of an address e.g. Road Name, Building Name

Company Name




Default Folder Tagging for Land Registry ReturnsOverviewYou are now able set default folder Tags for the various Land Registry returns. The following Land Registry returns can now be tagged independently based on the type of request:

Bankruptcy Search Registry Extract Official Title Plan OS1 Documents OS2 Documents EDRS Documents

How does the change make things easier / what’s the benefit?When Searches are returned, they can now automatically be filed in the correct folder, rather than the user manually putting them in a folder once imported.

For UsersThere is no change for users.

For AdministratorsIn the options menu, go to Default Tags > Land Registry and then select the type of document you would like to default to a folder. Click Add and enter the Folder Tag name.



New System Alert Notification for SynchronisationOverviewSynchronisations (Syncs) keep the RPM system and the Online Tracking Portal up to date.

The service that runs these (Redbrick DB Manager) also manages other background processes such as Land Registry Searches, therefore it’s important that if it does stop working for any reason users are alerted as soon as possible.

A new System notification has been added which will alert users if a sync run has not been activated within a given length of time after the expected last run time – typically hourly.

This notification is optional for a firm, if you would like the notification to never show then please contact support.

How does the change make things easier / what’s the benefit?You will now know almost real time via the System Alert Notification if a sync has not been actioned. When a sync has not been performed it can have an impact on a number of activities such as not updating the online portal for tracking and documents.

For UsersWhen you have an Alert the triangle in the notification pane will be enabled:

When a sync has not been performed and is overdue the following alert will be displayed:

This alert will only be removed once a sync has been performed. It is advised that you perform a manual sync from the file menu as a one-time action and then contact your IT Support to check / resolve the status of DB Manager.



SetupThe following core settings are related to the sync alert:

synchronisationcheckenabled: This needs to be set to True to enable the alert synchronisationcheckallowancemins: This indicates how much ‘allowance’ the

synchronisation check will add on to the time that the next sync was expected, before notifying the user

synchronisationchecknotificationintervalmins: This denotes how often the notification will check the sync process (in minutes).

synchronisationcheckincludesyncisrunningcheck: If this is set to true, the synchronisation checker will include a check to see if the sync process is currently running. If it is then it will cancel any alert notification.


Portal EnhancementsOverviewThere have been various updates to the Redbrick Portal (https://portal.redbricksolutions.co.uk/)

A couple of the main changes being:

1. Clients can now set up their own usernames and passwords rather than having to share credentials. This change allows clients with more than one party in the transaction to each have an individual log in to the portal. This means they are no longer sharing login information and they also have individual access which becomes important when accessing documents which requires a security SMS message or digitally signing documents, which is also obviously an individual process.

2. Users are now able to see which of their clients have viewed shared documents online. In RPM the user will be able to see at a glance for each document if it’s been viewed and by who and when.

3. Sharing read only files or password protected files.Previously RPM would not allow you to share files that were either read only on the file system or password protected. We’ve amended this to allow these files to be shared. With the latter we have not removed the password protection so for the client to view the document the password would need to be shared. We’d point out however, access to document(s) on the portal is already secure and done via HTTPS and two factor authentication, so the need for additional security is questionable, however it is now supported none the less.

4. You can also now share file notes you have recorded in RPM on the portal too. These will appear as a text-based note in the portal without any attached document.

How does the change make things easier / what’s the benefit?Because the secure Redbrick Portal sends an SMS to the client when they log in, two clients could not previously track their case in different locations. This will also allow the use of eSignatures on the Portal.

These changes will also allow you the ability to share more content online that previously would not have been possible, and with a greater level of transparency on both sides of the client / consumer relationship.For UsersThere is no additional user setup required, but do ensure that all clients who want to log into the portal individually have a mobile phone number and Email address stored in Redbrick PM.For AdministratorsThere is no additional admin setup required, this feature will be automatically available in version 22.SetupThere is no additional setup required.


https://portal.redbricksolutions.co.uk/

Selecting which Client Contacts to write to from the Document ScreenOverviewAn option has now been added in the New Document window to allow the user to write to Client Contacts separately.

How does the change make things easier / what’s the benefit?If there are multiple Client Contacts on a matter who live at separate addresses, they can now both have a copy of the same letter. Examples this would apply to include Residential Conveyancing files where the sellers are divorced and living separately or a Probate file where all administrators need separate copies of the letters.

For UsersWithin the New Document Dialog there is now a checkbox option to allow the user to write to individual Client Contacts separately:


When this is selected the display of the dropdown changes to show the number of contacts against the client and the Options button changes to ‘Select’:

Clicking on the Select button will display the Client selection dialog and will show all the Client Contacts:

You can then select which client contacts to be written to, clicking the OK button the New Document Dialog now reflects the selection.

If the correct tokens are being used within a document template (see Administrators details), when the document template is created it will only use the details of the Client Contact(s) that have been selected.


For AdministratorsFor this functionality to work, tokens for the Recipient Address must be used within the templates alongside this functionality.

The update uses the existing Tokens on Document i.e. the FAO and Address As, with the addition of Recipient Address.

When added to a document template:



Probate ImprovementsOverviewThere have been several improvements to Probate in this release:

Removal of the prompt asking if you'd like to realise the asset as of today when you add a receipt to an asset when recording income e.g. Rent Payments.

Removed admin expenses being included when calculating the net total value of the estate at date of death.

The Probate Summary Panel is now displaying the Deceased NI Number.

For Shareholdings the Number of Shares field has been increased to allow values to four decimal places.

How does the change make things easier / what’s the benefit?This change saves the users time answering questions that are not relevant to income receipts typically. It also makes the calculations and more accurate in respect of shareholdings and admin expenses.

For UsersOn the Individual details for the Deceased the National Insurance Number will now be displayed on the Probate Summary Panel:


On the Shareholdings window the Number of Shares can be entered to four decimal places.



Improved AML VisibilityOverviewThe AML labels displays against the Client selected to give a better indication of the AML status of the current selection.

How does the change make things easier / what’s the benefit?The improved AML labels will give you more information at a glance without having to open and view the client record.

For UsersThe AML label will now display as follows:

All Unconfirmed is shown when no AML checks have been performed on any of the Client Contacts and will be displayed with a question mark.


All Failed is when AML checks against all the Client Contacts have failed and will be displayed with a red cross.

All Passed is when AML checks against all the Client Contacts have passed and will be displayed with a green tick.

The AML Label above shows Some Failed when at least one of the Client Contacts have not had AML checks done against them (shown by question mark being display) and at least one of the Client Contacts have failed AML checks against them (shown with a red cross).

The AML Label above shows Some Failed when at least one of the Client Contacts have passed AML checks (shown with a green tick) and at least one of the Client Contacts have failed AML checks against them (shown with a red cross).



Ordinal Date TokensOverviewAdditional tokens for dates have been added which will allow you to add the month as a word and the day as ordinal number (1st, 2nd, 3rd, 4th etc).

How does the change make things easier / what’s the benefit?These additional tokens will allow documents like oaths to be populated with the appropriate wording, as well as using more formal language in letters to clients if required.

For UsersDocuments can now be populated to display the month as a word and the day as an ordinal number e.g.:

The deceased died on the 4th of September 2016.Your Completion Date is set for the 3rd December 2021


For AdministratorsThere are now two additional tokens for dates that can be selected to show the Month as a Name and the Day as Ordinal e.g.

Note: Currently the Ordinal tokens for Task Dates are not in use.


DX Exchange Details in Stamp Tax OnlineOverviewThe integration with Stamp Tax Online has been improved to now populate the Branch DX details from RPM.

How does the change make things easier / what’s the benefit?When using Stamp Tax Online from within RPM the Branch selected on the matter, the DX Number and DX Exchange details will now populate the field 64 Agent’s DX number and exchange, so no additional manual input is required.

For UsersThe DX details stored on the Branch will automatically populate Stamp Tax online:




DB Manager "Nightshift”OverviewWe have made improvements with DB Manager to allow for it to be stopped and not to have to run continuously.

How does the change make things easier / what’s the benefit?Previously there could be issues if DB Manager or the server that DB Manager was running on was shut down over night. In v22 we have made improvement so this can now be done with no impact.


For UsersThere is no additional user setup required.


Setup

NightShiftStartHour: The time (in 24HR) when to stop syncing being done or to indicate when DB Manager is being stopped.

NightShiftEndHour: The time (in 24HR) when syncing can resume or to indicate when DB Manager is started.

SynchronisationMaximumRowsPerTableUpload_NightShift: Number of records uploaded per sync in nightshift mode.

National Deeds Depository (NDD) IntegrationOverviewWe now have a lite integration with the National Deeds Depository (NDD), which will allow RPM users to upload their client and matter information to the NDD website, they can do this directly from Redbrick without having to duplicate the data entry.

How does the change make things easier / what’s the benefit?The integration removes duplicate data entry into NDD, assisting in a greater level of accuracy and compliance, also ensuring it’s done reliably and consistently.

For UsersThere’s no change for the Redbrick users. The integration with the NDD is done automatically when completing a task in Redbrick, no additional steps are required (for the user).

When you complete a task that has the NDD trigger set against it the client details will automatically be sent to NDD.

The client will then automatically receive the NND welcome email. This will be sent directly out from NDD (not from Redbrick).

For AdministratorsThis functionality is installed via a separate installer package. Please contact Redbrick Support if you require the integration.


The installation process is simple enough. Install the NDD application on all Redbrick machines that require it then add a new task trigger (at the appropriate point in your workflow of your choosing).

Point the trigger to the new installed application. Redbrick will take care of the rest.

For assistance setting up the task web link trigger please speak to your BC or the helpdesk.

SetupThere is a separate installer called NDDWebService that will need to be installed on all machines.


New core setting to default 'Allow Email Tagging' Check boxOverviewA new core setting has been added that will leave the ‘Allow email tagging’ checkbox unticked on the New Document Dialog. When this is unticked the email tag will not be added to the body of the email when producing an email.

How does the change make things easier / what’s the benefit?If your RPM system is setup to add the tag to the email Subject line, you now have the option of turning off adding a tag to the email body by always defaulting the ‘Allow email tagging’ to unticked.

For UsersWhen you have the setting set to unticked the ‘Allow email tagging’ checkbox will be shown as below in the New Document dialog:

For AdministratorsThere is no additional admin setup required.

Setup

Defaultvalueallowemailtagging: when set to false ‘Allow email tagging’ will be unticked. It is set to true as default.


Please contact Redbrick Support or your Business Consultant to enable this functionality.


Show emails that have been imported alreadyOverviewWithin Outlook we have now added an indication to show when an email has already been imported into RPM.

How does the change make things easier / what’s the benefit?User will now see at a glance whether an email has already been imported into RPM either manually or automatically by the RPM Outlook Addin. This will reduce the chance of duplicate emails being imported manually into RPM.

For UsersWithin Outlook, when opening an email if it has not been imported into RPM either manually or automatically via the RPM Outlook Adddin, the ‘Send to Redbrick PM’ button will be shown as below:

When an email has already been imported in RPM either manually or automatically via the RPM Outlook Adddin, the ‘Send to Redbrick PM’ button will not be shown, it will be replaced with the following:




Adding Docs and Recording Time OptionsOverviewImprovements have been made to recording time against a Matter in RPM so that you can now select which RPM user it is recorded against.

How does the change make things easier / what’s the benefit?When recording time against a Matter you will now be able to choose which RPM user it is recorded against and so applying the correct fees for that user.

For UsersAn additional dropdown has been added to several areas within RPM to allow you to select which user the time recording is recorded against.

When adding a New Document to a matter there is now the User dropdown:


If you have Document Time Tracking enabled, you will also be able to change which user the time is recorded against in the prompt window.:

With BI enabled when you add a Document to RPM the Add to Accounts dialog will include the User dropdown.

If you select a different user to the Fee Earner assigned to the Matter, you will get an additional prompt asking if you want to update the Matter Fee Earner to the user:




Find Screen Fee Earner dropdown now multi selectOverviewThe Find screen filtering has been improved with the Fee Earner dropdown now being a multi-select list. This functionality is not enabled as default and will need to be switched on by contacting Redbrick Support or your Business Consultant.How does the change make things easier / what’s the benefit?You will now be able to filter the matters in the Find Screen by selecting one or more Fee Earners.

For UsersOn the Find Screen when you click on the Fee Earner(s) dropdown you will now see that the list of Fee Earners allows you to select more than one. Unclicking the All checkbox will then allow you to select one or more Fee Earners to filter down the Matters results.


Setup

usedropdowncombosonfilters: set to true to enable the multi selection of Fee Earners. This is set as false as default.

Please contact Redbrick Support or your Business Consultant to enable this functionality.


None Matter Type Specific Tokens (Abstract)OverviewTokens have now been added that work across multiple matter types. These are referred to as Abstract Tokens.

How does the change make things easier / what’s the benefit?By using Abstract tokens, documents can be copied from one matter type to another without having to convert the tokens. If a firm has multiple Purchase matter types for example rather than using the tokens specific to that matter type e.g.:

The Abstract token could be used in both documents:

For UsersThere is no change for front end users.

For AdministratorsThe tokens themselves can be found in the token editor. Select Abstract from the first drop down and then the base type from the second.

Some tokens are only available in certain base types. For example, Property Address or Title Number would only be available in Property Base Types, whereas Assets are only available in Probate.There is also a Matter option, which would only show tokens that are available across All matter types, such as UCRN, or Branch details.



Quill FinancialsOverviewThe RPM integration with Quill has been extended to now include Time Reporting to Quill as well as the current client and matter details. This functionality is switched off as default.

How does the change make things easier / what’s the benefit?With this added functionality it will remove the need to manually enter time details into Quill.

For UsersWhen adding time against a Quill linked Matter in RPM by either using the timer or adding a document to a Matter, this will now be reported to Quill automatically.

If you were running a timer in RPM, on saving the time recording details you will be shown a Quill login screen for you to enter your Quill user accounts details.

You only be shown this login screen once a day on your initial time recording activity, you will then stay logged for 18 hours.

When you are logged into Quill you will then see the following Quill window popup for a few seconds and then disappear each time you are recording time against a Matter.


Below shows a document added to RPM:

In Quill you will see the Document Names, the mapped Quill Attendance Code (see Administrator details below) and the units amount from RPM. Currently only the unit details from the time recording is passed to Quill, actual Time and Cost is calculated by Quill:

If the initial time recording of the Document is updated, for example updating the units to 5 units, it will display as 5 units in RPM against the Document:


In Quill you will see that the initial time recording will also be updated to show 5 units:

When you add an additional time entry to the Documents, shown below as adding 1 unit. In Quill it will be shown as a separate entry.

You will see an entry with the same Document details and 1 unit.

When you delete a time recording against a Document from RPM it will also delete that entry from Quill. For example, deleting the top time recording entry of 5 units for Letters Out:


Before deleting the time recording in RPM against the Document ‘Letter authorising Exchange’, it will show in Quill as:

When deleted you will see the entry removed from Quill:

For AdministratorsIn RPM you will need to map the Quill Work Types to the RPM Attendance Types. There is no Quill lookup to populate a drop-down combo box (as we do with, for example, Quill Fee Earners) so this is currently a free text box.


Setup

posttimerecordingentriestoaccounts: set to true to enable recording time entries to accounts. This will be set as false as default.

Posttimerecordingentriestoaccountsbymattertype: enter matter types separated by a semi colon (;) to enabled time recording to accounts.

Please contact Redbrick Support or your Business Consultant to enable this functionality

Insight Time Recording IntegrationOverviewThe RPM integration with Insight has been extended to now include Time Reporting to Insight as well as the current client and matter details.How does the change make things easier / what’s the benefit?With this added functionality it will remove the need to manually enter time details into Insight.

For UsersWhen adding time against an Insight linked Matter in RPM by either using the timer or adding a document to a Matter, this will now be reported to Insight automatically.

If you were running a timer in RPM:

Below shows a document added to RPM:


In Insight you will see the Document Name, the mapped Insight Fee Earner the RPM user is mapped to, and the units amount from RPM. Currently only the unit details from the time recording is passed to Insight, actual Time and Cost is calculated by Insight:

When you add an additional time entry to the Documents, shown below as adding 3 unit.

In Insight it will be shown as a separate entry.

You will see an entry with the same Document details and 3 units.

For AdministratorsIn RPM you will need to map the correct Insight Time Recording Activity to the RPM Attendance Types.


Setup

posttimerecordingentriestoaccounts: set to true to enable recording time entries to accounts. This will be set as false as default.

Posttimerecordingentriestoaccountsbymattertype: enter matter types separated by a semi colon (;) to enabled time recording to accounts.

Please contact Redbrick Support or your Business Consultant to enable this functionality

Options Window EnhancementOverviewThe Options screen has been given an overhaul with speed improvement and more relevant grouping of options.

How does the change make things easier / what’s the benefit?When using the Options window, you should see it load quicker and be able to easily find and navigate to the option you requireFor UsersThere are no changes for users with this functionality.For AdministratorsThe different options available have been placed into their relevant groups, as shown below:



Prompt for out of date TasksOverviewA new option has been added to prompt the user to reset their task list if there have been new tasks added to the task templates that are not on this matter. This option is not set as default, please contact Redbrick Support or your Business Consultants to get it enabled.

How does the change make things easier / what’s the benefit?Often new tasks are added to the task templates and administrators want users to use these new tasks immediately. Previously users would have to be relied upon to remember to reset the task lists. If this option is turned on, the user will now be prompted.

If near to the end of a transaction and the new task is not to be done (for example) pre exchange, the user can tick to not be prompted again on this case.

For Users


For AdministratorsThere is no additional admin setup required.Setup

promptforoutofdatetasks: when set to true the prompt to notify user of out of date tasks will be shown. This is be set to false as default.

To turn this on, please contact Redbrick Support or your Business Consultants to get it enabled.

Default Date on 'Reset Tasks' DialogOverviewWhen requesting to reset the tasks on the Progress Screen the reset date will default to the date the matter was opened instead of the current date.

How does the change make things easier / what’s the benefit?Having the reset date default to the date the matter was created allows the most likely reset date to be displayed without the need to go looking for the correct date.

For UsersWhen clicking on Reset Tasks button the Reset Tasks display will display the Matter created date:




Matter Notifications to Fee Earner and AssistantsOverviewThere is now an additional option to setup Matter Notifications to be sent to the Matter Fee Earner and their Assistants.

How does the change make things easier / what’s the benefit?Matter Notifications can now be sent to both Fee Earners and their Assistant within one Matter Notification setup.For UsersWhen you are setting up Matter Notifications you will now have an option to Select Matter Fee Earner and Assistants.




Apply Button on Task TemplatesOverviewAn Apply button has been added to the New Task Template form, which will save the Task Template details. This will allow you to add additional details without having to close the Form and reopening it to get the disabled fields to be available (e.g. Triggers).

How does the change make things easier / what’s the benefit?Now that an Apply button has been added to the new Task Template form it will save the New Task Template initial details and enabled the previously disabled fields.

For UsersWhen you open a New Task Template you will now see an Apply button enabled. If after entering the initial details you click on Save, this will close the New Task Template and save the details.

If you click on Apply after you have entered the initial New Task Template details this will save the details without having to close the Form and it will enable all the fields. You will then be able to enter in the remaining details such as task triggers.




Assign colour to a Task in the Progress ScreenOverviewWe have added a new option to Task Templates to allow you to assign it a bespoke colour when shown on the Progress screen.

There is an additional setting to either return the Task when completed to the default Task colour or to keep the Task colour that has been assigned.

How does the change make things easier / what’s the benefit?By having the option to set the colour of a Task on the Progress Screen will allow you to give a colour to certain types of Tasks, e.g. separate out important tasks.

For UsersOn the Progress screen you will now see Tasks that can be displayed in a different colour.

Then completed the task can stay the assigned colour.

If a setting has been enabled, the task when completed will return to the RPM default colour:

For AdministratorsOn the new or existing Task Templates you will now see the added option of a checkbox to enable the Set Task Colour button.


When the Checkbox has been ticked and clicking on the Set Task Colour button you will then be able to choose which colour to assign to the Task when shown in the Progress screen.

Setup

allowtaskcolourcustomisation: set to true to enable the assigning of colours in the Task Template. It is set to false as default.

tasksUseSystemColoursWhenActioned: when set to true this will return the Task in the Progress screen to the default colour when completed. When set to false the task when completed will still show as the same assigned colour it was set. It is set to false as default.

To turn this on, please contact Redbrick Support or your Business Consultants to get it enabled.


Link and publish introducers to InsightOverviewWe have updated RPM to now send the Matter Introducer to Insight as part of the Insight Integration with RPM.

How does the change make things easier / what’s the benefit?As the Introducer is now being sent with Matters details to Insight this reduced the duplication for the user to also add the Introducer details in Insight.

For UsersWhen adding an Introducer to a matter, either from editing an existing matter linked to Insight or when creating a new matter as part of the New Job Wizard, the Party needs to have already been mapped to an Insight Introducer.

In the Edit Party form there will be a new Panel labelled Insight Options with a dropdown called Insight Introducer which will be populated by Insight. You can then map the RPM Party to the Insight Introducer.



If you have an Introducer on a Matter that is not mapped to an Insight Introducer when you go to Edit the Matter you will get the following prompt before the Edit Matter Form opens.

On an existing Matter, if you add an Introducer and the Party has not been mapped to an Insight Introducer you will also be shown the following message:



Setup

insightvalidateintroducers: if set to false will stop the system prompting if there is no linked Insight introducer against an introducer selected on a matter. This is set as true as default.

To turn this off, please contact Redbrick Support or your Business Consultants to get it enabled.

Company Client and SDLT enhancementOverviewWhen a creating a SDLT and the Client is a company a prompt will be displayed to the user to notify them that the Company Name is being used for the Purchaser details.

How does the change make things easier / what’s the benefit?For Company Client in RPM when creating a SDLT the Company Name is being used to populate the Purchaser Name. In some instances, the Company Name is not required in this field and will need to be overwritten. A prompt is now displayed to remind the user that the Company name is being used so they can amend it if required.

For UsersWhen the Client in RPM is a Company when clicking on the Create SDLT the following prompt will be displayed:



SetupThere is no additional setup required

Add column to Document Screen to indicate if a client has viewed a shared documentOverviewTo promote wholesale use of the portal we’re making incremental enhancements to it, this change will allow Redbrick users the ability to see at a glance which documents they have shared online and of those documents shared which ones have been viewed and by which clients / parties. How does the change make things easier / what’s the benefit?This change will make it easier to see who’s viewed important documents and who has not providing better overall visibility across your client communication.For UsersThe change is very simple after sharing a document (that’s not changed in this version), you will have an additional field available to you in the document screen which show’s if the document has been viewed or not.

If the field is not available in your system right click on the menu bar and select “Column Chooser”, here you will be able to drag and drop the new fields in t the document screen in your preferred location.


If a document has been viewed, you can select the document and on the menu, select “View who read document”. This will show a new window in the foreground with details of who has logged in and looked at the document along with the date and time it was opened.

Note: Currently only Client Contacts will be shown in the Document Access Log, Parties individuals e.g. Agent will not be shown.

For AdministratorsThere is no additional setup required.SetupThere is no additional setup required, assuming the firms are already configured to use the portal.


Updating Notes on Completed Tasks Prompt to update Completed DateOverviewWhere a task has been completed on the Progress screen and a Task Note is added or updated at a later date, we have now added a prompt to ask if you also want to update the Completed Date of the task.

How does the change make things easier / what’s the benefit?Some clients had mentioned that they would like to be able to update the Complete Date of a Task when they added or updated Task Notes. To do this they had to untick and then tick to complete the Task again. We have now added a prompt that will ask the user when updating the task if they would also like to update the Complete Date.

For UsersWhen adding or updating an existing Note on a Completed Task on the Progress screen you will now be shown the following Prompt:

If you select Yes then the Completed Date on the task will be updated to the current Date, on selecting No the note will be added or updated but the Completion date will not be updated.

For AdministratorsThere is no additional setup required.SetupThere is no additional setup required.


Date post:	20-May-2020
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