Firmwide Key Dates System

Key dates are classed as critical dates whereby if we miss any of these dates we as a firm could get sued or hefty fines if the deadline is missed.  Recording these dates is essential and ties in with Lexcel and the SRA requirements.  Examples of key dates is :- court hearings/Land Registry expiry dates/Six months costs updates/Limitation Dates to name a few.

Adding a New Key Date

Open the client matter you wish to add a key date to.  Click on "Insert Step" icon from the main toolbar at the top of your screen.

Within the "Insert Step" screen under the "Available documents in Category" option select KEY: Key Date Recording as shown in the illustration below:-

You can then select "Key Dates: Add a New Key Date"

Process the step you have just inserted by clicking on the "Process Step" Icon.

You will be asked several questions, starting with "What type of Key Date is this?"

If you select an event, the event will appear in the Legal Advisor's diary as an event they are attending and will show as busy. If you select a reminder it will show in the Legal Advisor’s diary as an all day event but will show their time as free.

After selecting the type of key date, click next and answer all remaining questions.

When you have answered all questions, a Key Date Memo will be produced and you will be asked whether you wish to print it.

As Key Dates are dealt with, you should COMPLETE the task step in case using the "COMPLETE" icon 

so that the task disappears from the Legal Advisor’s diary. This can be done in the case file itself or from the task list in Partner. The task step will have a calendar icon next to it (see second screenshot below)

At this point, the key date has been entered into the central key date diary and has been entered into the Fee-Earner’s diary.

Without task step

With task step

Updating a Key Date

Sometimes Key Dates need to be updated, either because the date itself has changed or if a mistake has been made when entering it.

To update the Key Date, insert the step called "Key Dates: Update a Key Date"

Take the step. You will be asked which Key Date you would like to update. The Key Date ID (which you will find on the Key Date Memo (on the memo itself and on the original key date step description in case) will be shown in a drop-down box together with a description.

Click Next and you will be asked a series of questions. After answering all the questions, a new Key Date memo will be produced (but it will keep the same ID as the original Key Date), the Legal Advisor’s diary will be updated and the central key date diary will be updated.

Deleting a Key Date

If a Key Date needs to be deleted, for example because a hearing has been cancelled or because the key date was entered in error:

Insert the step called "Key Dates: DELETE an existing Key Date"

Take the step. You will be asked which Key Date you would like to delete. The Key Date ID (which you will find on the Key Date Memo (on the memo itself and on the original key date step description in case) will be shown in a drop-down box together with a description.

You will be asked if you are certain that you want to delete the key date.