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SmartAdvocate reports produce a formatted text and/or visual representation of various aspects of your firm's caseload. They can be exported to a number of formats for analytical use. Additionally, reports offer a subscription option, which causes the report to be regularly produced and emailed to the subscriber. This is an extremely useful tool for keeping track of some collection of data consistently, without having to remember to do anything. The following is a brief summary of each report's purpose and parameters. Legacy reports, which remain in the system for the sake of consistency but have become obsolete or are otherwise not recommended, are not listed here.
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Calendar Report: Lists items from the Calendar. The parameters are similar to the Calendar filters, and this report is the same one created when clicking the Report button in the Calendar itself. This report is taken from the Office Calendar and thus both Case related and non-Case related appointments are included in the report.
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Case Information Reports
Bankruptcy Report: Bankruptcy Information: Lists all recorded bankruptcy information on a selected set of cases. Parameters include party type, open/closed cases, case status, case group, and case type. Lists Lists the results in a text table. Columns Columns include the case number, case name, case type, case status, incident date. case attorney, paralegal, case manager, party name, bankruptcy type, party type, court, judge, letter to trustee, claim number, comments, release to trustee, filing date, docket number, trustee, retained by trustee, and attorney.
Case Notes: Case Notes Case Notes: Lists all notes on a selected set of cases. The sole parameter is a set of case numbers, separated by commas. Each case's notes are listed in a text table with columns for the date, creator, and content of the note. Each table also includes the case number, plaintiff, plaintiff's phone number, plaintiff's insurance, defendant's law firm and attorney, the phone number of the defendant's attorney, and the court and docket number of the case.
Case Time Tracking: Lists time tracking by selected staff within a selected time range. Lists the results in a text table. Columns include the date of the activity, case number, staff member performing the time tracking, the activity being tracked, the duration of the activity, the total billable amount incurred by the activity, and any comments. The time range can be selected either as a pair of dates, or as numbers of days before the current date. The columns shown in the report can be selected as an additional parameter.
Document Search Report: Lists, in a text table, all documents created during a set time period and meeting the parameters selected. Parameters include document date range, created date range, created from and to days ago (setting both to zero, which is the default, sets the report date range to the current date), created by, direction, category and sub-category, from and to, case group and type, person case is assigned to, office location, a text box allowing a search of the document description, and case number. Most columns are optional, and column selection is one of the parameters. "Open Document" is a required column and clicking on "Open" in that column will open the document.
Employment Report: Shows Employer name, date of employment, employment status, department, job title, work site, trade, union, contact person, employer comments. The available filters for ther report include case open/close, case status, case group, case type, staff, trades, employer name and union name. The Columns available in the report are those items previously mentioned.
Insurance Company Report: Lists, in a text table, insurance companies that cover plaintiffs or defendants. Almost every column is optional, and the selection of columns is one of the parameters. Other parameters include whether to list open or closed cases, the case status, type, and group, the staff member involved with the case, whether the insurance company covers the plaintiff or the defendant, the insurance type, and the insurance company and adjuster name.
Last Case Note Report
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Lists, for each case, the note most recently modified or created. Columns include the primary plaintiff, the case number, type, status, and subtype, the number of days spent in the current status, the staff member who most recently modified or created a note, the date the note was created or modified, and the text of the note. Parameters include the case type and status, note type, and staff member.
Notes Search Report:
Allows searching notes and critical comments by date, type, staff, and key words.
UDF Report: Lists, in a text table, all cases of a chosen case type in which at least one UDF has been completed. Parameters include case type (a single case type must be chosen for this report to run), screen name (the name of the screen containing UDFs that the report will search), and case status. The columns include case number, name, and status, and a column for the response entered for each UDF created for the chosen case type.
UDFs Created/Modified Report:
Witness Report: Lists the witnesses that have been designated in the case with the witness type and other information that would have been specified for the witness, such as whether the witness was listed as favorable, will testify, etc. The filters available include case status, open/closed, case group, case type, staff, witness name contain, witness type and criteria. There are sixteen columns available for display.
Case Management Reports
Case Browse Report: Runs a Case Browse search based on one of a chosen user's Favorite Filters. The only parameters are the user's name and a list of that user's Case Browse Favorite Filters. The columns included in the report are the same as those saved in the Favorite Filter used.
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Case Minimum Settlement Value Not Set: Lists cases where the Minimum Settlement Value (set in the Edit Case panel in the Case Summary page) is blank. The results are listed in text tables, containing basic case and staffing information, and the estimated value of the case. Parameters include the case type, status, and estimated value.
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Missing Barcoded Documents: Allows to find documents that were barcoded (barcodes generated), but not scanned. Parameters include who generated the document, the case staff, how many days back the barcode was generated, and whether the barcode was generated manually or in a template. Optionally, there are parameters to determine if the barcode was generated more than a certain number of hours ago and to exclude any barcodes generated a certain number of days ago. The columns in this report include case number and name, from name, to name, category and sub-category, who generated barcode and what date and time it was generated, the description assigned to the barcode and how the barcode was generated.
Problem Cases: Lists cases with at least one problem for which a warning has been set. Parameters include the warning type (Cases with calls not returned, Lit - No Court, Lit - No Defendant Attorney, Lit - No Defendant Insurance Company, Missing Facts, No Attorney, No Defendant, No Incident Date, No Incident State, No Retainer Date, Plaintiff Missing, PreLit - No Defendant Insurance Company, Referral Without Name) and staff. Columns include Case number, name, and status, case manager, paralegal, attorney, priority, and warning type.
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Advertisement Campaigns: Similar to Advertisement Campaigns Dashboard this reports shows performance of Advertisement campaigns. See Similar See Similar to Advertisement Campaigns Dashboard this reports shows performance of Advertisement campaigns. See Dashboards Overview for more on the Advertisements Campaigns Dashboard. for more on the Advertisements Campaigns Dashboard.
Case Expenses with Interest Report: This report generates a list of case costs(expenses) for a specific case and calculates interest on each amount.
Case Settlement Values: Lists settlements reached in a selected time range. The results are listed in text tables, grouped by the attorney who reached the settlement.
Case Values: Lists cases whose estimated value and minimum settlement value are in selected ranges. The results are listed in text tables, grouped by either the case attorney or case manager. Parameters include the attorney or case manager to whom to apply the report, the case status, settlement value range, estimated value, and whether to restrict the report to mass tort cases. Information in the table includes defendant and plaintiff insurance information, the estimated value range, the minimum settlement value, and any comments about the case value.
Checks Audit Trail Report: This reports shows creation/deletion/modification of settlement distribution checks.
Checks Received/Distributed Report: This report shows settlement and settlement distribution checks in specified time interval. Can be filtered by check direction and type, as well as case group or type.
Disbursement Summary Report: Lists cases total disbursement amounts (can be limited to case with disbursement amount greater than the set disbursement limit). Parameters include case group and type; staff member; whether to show only open cases, only closed cases, or all; and whether the report should list all cases with any disbursements at all rather than only those where the disbursements exceed the limit. Clicking on the Case Number in the report will bring you to the case summary for that case.
Disbursement Report: Lists all disbursements entered in SmartAdvocate that meet the parameters set. The results are listed in text tables, in reverse date order. Clicking on any column heading will sort the results by the information in that column. Parameters include the dates covered by the report, minimum and maximum amount of the disbursements, check status, disbursement type, case status, payee name, and check number. Another parameter allows you to choose the columns to include in the report.
Expense Analysis Report: This is currently be worked on please check back for updates.
Fees Deposited: Lists recorded fees in a text table. Columns include the case number, plaintiff name, amount of the fee, date deposited, attorney responsible for the settlement, number of days between the settlement and the fee, and whether the case was handled in-house.
Fees Outstanding: Lists cases with outstanding fees in a series of text tables, with each table associated with the attorney responsible for the settlement. Most columns are optional, and the selection of columns is one of the parameters. Other parameters include the attorney or case manager, whether to include open or closed cases, whether to include settlements that do not generate a fee, the case referral status, and the date range.
Funding Report: This report returns funding information for cases (from case Funding page, not Liens page). Parameters on this report include who Funding was provided by, date ranges for the open date of the case receiving the funding and the date range the agreement was signed. Columns in this report include Case number, type, sub-type and status, M1, M2 and M3 statuses, plaintiff name, who funded the case, the amount funded, any commented related to the funding, agreement date, plaintiff date of birth and plaintiff state.
Lead/Case Cost Report Per Campaign:
Lien Report: Lists liens in a text table. Columns include the case number, plaintiff name, case status, the paralegal and attorney, the lienor and the lienor type, the lien date, the confirmed and unconfirmed amounts of the lien, the current payoff amount, and the Negotiated/Final Lien Amount. Parameters include the date range of the lien, whether to include open or closed cases, the staff member involved with the case, the lienor type, the lienor name, and whether to include liens without a date.
Medical Bill vs. Policy Limit: This report shows total medical bills for cases and compares it to available insurance coverage.
Money in Trust Account: This report shows balances of settlement escrow accounts by account.
QuickBooks Disbursements Report: In the event the integration between SmartAdvocate and QuickBooks has been enabled, this report lists all case related disbursements, whether entered directly in QuickBooks, or entered in SmartAdvocate and transferred to QuickBooks through the integration (including any updates to the integration). Columns include case number and name, amount of the disbursement, bill date, invoice number, check date and number, description, disbursement type, QuickBooks vendor, date created and modified, date updated in QuickBooks. The only available parameter is the date range for the report.
Settlements by Case Group/Type: This report shows number of calls, sign ups, settlements, total settlement amounts, average settlement amounts, total firm fee and average firm fee all categorized by case group/type.
Settlement Forecast Report: Provides anticipated upcoming case settlements, based up the Expected Resolution Date field. (See Case Summary.) Note that if the Expected Resolution field is not filled out, this report will not populate for that case. Almost every column is optional, and the selection of columns is one of the parameters. Other parameters include date range, staff, and office ID (location). Columns include case number, name, and status, open date, case group, attorney, minimum value, expected resolution date, disbursement amount, projected fee, referral fee, and net fee.
Settlement Performance (Min. Value): This report shows settlement performance of staff in relationship to set minimum settlement of cases. How many cases were settled below, at, or above minimum settlement values.
Settlement Report: Lists settlements in a text table. Columns include the case number, case type, plaintiff name, the dates that the settlement was reached, the settlement release was sent to the plaintiff, the signed release was received from the plaintiff, and the signed release was sent to the insurance company, the amount of the settlement, the company being settled with, the case status and sub-status, and the comment on the case status. Parameters include the date range of the settlement, the case status and type, and whether to include open or closed cases. Most columns are optional, and the selection of columns is one of the parameters.
Upside Down Medicals Report: This report shows cases with Total Medical Bills exceeding certain percentage of Minimum Settlement Value.
Intake Reports
Closed Reason Statistics: Shows number and percentage of cases closes with various close reasons.
Comparative Yearly Statistics for Intake: Lists intake statistics by month for the period chosen, alongside a table covering the same month for the previous year. Lists the results in a text table; columns include total calls, wanted cases, signed cases, wanted percentage, conversion percentage, and overall signed percentage. Also visualizes the absolute numbers and percentages in two graphs. Parameters include the end date of the date range, the number of months prior to the end month to include in the report (with a maximum for the report to cover a period of 12 months), the case group, case type, paid referral source, and whether to restrict the report to mass tort cases.
Conflict Report: This report displays potential conflicts for the cases opened in the specified time interval. The matching is done based on the name of plaintiff or defendant.
Daily Cases Opened: Lists cases that have been opened in a selected date range in a series of text tables, with each table associated with an individual day. Columns include the case number, date and time of opening, the case type, incident state, paid referral, other referral, and referring attorney. Parameters include the date range, case group, case type, and whether to restrict the report to mass tort cases.
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Intake Performance Report: Shows intakes done over the specified date range. Filters include date open range, case type, staff type, signup type, whether to include referred in and office. The Intake Performance intself measure matrices including number of inquiries, wanted, SignUp %, Sign Up, Conversion %, Overall Retained %, True Signups, True Conversion %, Referred Out, Chase Calls and Average Time to Return Sign Up Kit.
Lawyer Referral Source by Case Closing Date: Lists closed cases that were referred to your firm by other law firms or attorneys. Columns include the case number and type, plaintiff name, opening and closing dates, case status, and the referral source. The only parameters are the start and end of the range of closing dates.
Lead Analysis Report: Displays visualizations of statistics about leads. Statistics include the date and time of intake, the gender and age of the prospective client, the case group, county, state, city, zip code, and referral source of the lead. Parameters include the date range, advertisement campaign, whether to restrict the report to retained cases, and whether to show "others" (i.e.: cases not otherwise listed) in various sections of the report.
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New Case Report: Lists cases opened in a selected date range in a text table. Every column is optional, and the selection of columns is one of the parameters. Other parameters include the date range and the referral source.
Referrals By Clients: This report lists cases that were referred by firms clients. Can be filtered by case open dates, case type and retained/not retained.
Referred-Out Firm Performance: Report will display list of firm cases have been referred to with totals for number of cases referred, cases still in open stage (not settled), cases settled with fee, cases settled with no fee, total fees in dollars, average fees (settled case), average fees for all cases, average time from cases referred to settled.
Litigation Reports
Discovery Report: Shows discovery demands/requests with date(s) requested and deadline(s). Standard filters include days back - days to, discovery type, case type , case status, complied and waived. The report also allows the selection of certain columns to include in the report.
Evidence Storage Report: This report allows to search case evidence page globally. Can be filtered by Evidence Type, ID, and various dates (removed, returned, disposed).
Expert Report: This report allows to search case experts globally. Can be filtered by Expert Name, Specialty, Sub-specialty and Case Type, Status, Group.
Medical Reports
Injury Report: This report provides list of injuries for cases that fit report criteria. Can be filtered by Case Type, Status, Staff and Open Date.
Medical Provider Referral Report: This reports provides summary of referrals to and from medical providers split by months.
Medical Records Request Report: Lists in a text table the medical records requests whose follow-up date is past due or upcoming. Columns include case information (case number, name, and status), the request date, the staff member assigned to the request, the medical provider, the date the request status last changed, the follow-up date, and the combined information of the request. Parameters include the staff member assigned to the request, case type, request status, and a number of days; only requests whose follow-up date is fewer than that many days in the future will be included in the report.
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Medical Records Retrieval Performance Report: This report lists individual medical records requests with requested date, received date and days to receive. Can be filtered by dates, office, case type and case group.
Medical Records Update Report: This This report shows medical providers with "Last Records Update" date. "Last Records Update" is an optional field for Medical Provider and can be enabled under Admin->Picklist Maintenance->Hidden Edit Form Fields
Medical Visits Report: This reports allows you to search/list medical visits globally. Filters include case open dates, case group, type, staff and visit type.
Treatment Report: This report shows treatment (visit) summaries for each listed case. Number of visits is shown for each of up to 8 different visit types. Cases can be filtered by group, type, status and staff.
SOL/Critical Deadline Reports
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Cases with No Recent Activity: This report lists cases that don't have recent activity (i.e. no notes added, no documents added, etc.). If multiple activity types are selected, the report will pull only those cases that don't have any of the selected activities.
Contact Rename Report: This report shows contacts that were renamed in the specified time frame. Previous and new name of the contact will be shown. The report can be filtered by users and contact types.
Created/Modified Contact Search: This report shows contacts that were created or edited in the specified time frame. The report can be filtered by contact types.
Incident Information Changed Report: This report shows cases where the incident information (date/state) was modified n the specified time frame. The report can be filtered by case group, type and staff.
Modified Notes Report: This reports shows notes that were modified in the specified time frame. Previous and new note will be shown. The report can be filtered by users, note types, case type and case status.
Negotiation Follow-Up: Report showing list of negotiations that have commenced (demand and/or offer made). Standard columns include demand amount, date of demand, offer amount, last negotiation note and others. The available filters are staff, case status, case group and case type.
Overdue Report: Lists cases where a regular check-in of some kind (contacting the client or reviewing the file) is overdue. Columns include the case number and type, plaintiff's name, case status and the number of days spent in that status, most recent note indicating the check-in with plaintiff occurred, number of days since that note, and most recent note of any type. Parameters include the type of overdue check-in (the options are Client Contact Overdue, File Review Overdue, and Supervisor File Review Overdue) and the staff member involved with the case.
Overdue Status Summary: Lists cases which have remained in their current status beyond the period set as the maximum number of days a case is expected to remain in that status. See Status Setup for details about the number of days a case is expected to remain in a status. Parameters include the case's state and case group, whether it is a mass tort, and which office is handling it. The columns are state, case status, maximum number of days a case is allowed to remain in that status, and the number of cases in that status which exceed the allowed number of days.
Overdue Tasks Report: Lists tasks that have not been completed on or before their due dates in a text table. Columns include the case number and name, task type, priority, due date, subject and description, requestor, and assignee. Parameters include the task assignee, requestor, and status, the date range of the due date, whether to include open or closed cases, and a text box in which you can enter language that must be contained in the Subject of the task.
Staff Activity Report: Lists case-related activities performed by staff members in a selected time period and creates an overall activity score (the Activity Index) based on how many activities were performed. Columns include the name of the staff member (linking to an individual listing of activities performed), the number of cases worked on, the number of case files visited, the number of documents generated, attached, or scanned, the number of notes created or modified, the number of file review and client contact notes created, the number of tasks created, modified, or completed, the number of negotiations created or modified, the number of settlements created or modified, the number of documents or notes deleted, and the overall activity index. Parameters include the time period, whether to include staff members with no activity in the report, and the staff members to include. Here's a link to a helpful blog posted on our site: https://www.smartadvocate.com/features/unlocking-efficiency-and-insight-the-smartadvocate-staff-activity-report/
Staff Performance Report: This report is similar to Staff Performance Dashboard. For each staff member the report shows number of cases assigned and overdue tasks, client contacts, file reviews and supervisor file reviews.
User Login Report: This report shows user's logins and logouts in specified time range. Can be filtered by users.
Miscellaneous Reports
Suggestion Report: Lists suggestions for improvements to SmartAdvocate submitted by your firm within a selected date range. Columns include the suggestion date, subject, text, and creator. The only parameters are the start and end of the date range.
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Always Include: Here you can select from your available Advertisement Sources that you always want included in the report. The source(s) selected here will be included in the report even if no cases with this source were created. Other Sources will be included only if there is at least one case with that source.
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