NOTE: These instructions are for the ADS version of AbacusLaw by CARET.

Index

• Deactivate the Old User
• Add the New User
• Delete the WHO Code
• Change Future Events to Another WHO Code
• Change the Attorney in the Name and Matter

Deactivate the Old User

When replacing a user, the old user needs to be deactivated first. Editing the old user into the new user won't work because MessageSlips won't get updated correctly.

Deactivating a user does not delete any data that is currently in AbacusLaw by CARET. However, if you change a note that was saved by the old user, you need save the note with your user name.

1. Select File > Setup > User Manager.
   
   
2. Highlight the user and click Deactivate.

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Add the New User

After the old user is deactivated, the user license is made available, and the new user can be added to AbacusLaw by CARET following this KB article.

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Delete the WHO Code

Deleting the WHO code does not remove data that is already in the program. Changing existing events with a deleted WHO code requires saving them with an existing WHO code.

1. Select File > Setup > Codes.
   
   
2. Select WHO and click Edit codes.
   
   
3. Highlight the WHO code and click Delete.

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Change Future Events to Another WHO Code

Instead of globally changing a WHO code for all events, change the WHO code only for future events. This way you will still have a record of what the deactivated user did in the past.

1. Backup your database. Once you make the change it can't be undone.
   
   
2. Create a query to replace the deleted WHO code. For example, the following query would return all events for user AMS that are after today and have not been marked Done.
   
   
   
   
3. Close all open windows in AbacusLaw by CARET and make sure that nobody else is in the program.
   
   
4. Select File >Utilities > Generic Database > Delete/Replace.
   
   
5. Choose the Events database.
   
   
6. When the new window opens click Query.
   
   
7. Select the query you had just created, or at this point you can create the new query.
   
   
8. Click OK.
   
   
9. When the program asks what you want to do, always choose to go to the First.
   
   
10. When it shows the list of found events, scroll through to make sure these are the events it should change and then click Replace.
    
    
11. Make sure the field is set to WHO and then in the Replace with box enter the new initials you want the events to be scheduled for.
12. Click OK.

The list should be empty, and when you exit, all the future events should now be scheduled for the new WHO code.

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Change the Attorney in the Name and Matter

When the person who leaves the firm is an attorney, and if his/her clients and cases do not go with him/her, you will also want to go through the Names and Matters that were assigned to them and reassign them.

You will use a query in the Generic Database Utility like you did for the Events database, except in this case, you will want to delete the When parameter so you can get all open cases. This will allow you to have accountability for the closed cases that the exiting Attorney had done.

If the attorney takes his cases with him, you will want to do an export of the data for the one WHO code by running a Report. Go to File > Reports > Matters and run a report using a query with the former employee's WHO code. Then once the export is done, you will want to close the cases, and if there is no billing outstanding, you can safely delete the Names and/or Matters from the database.

1. Navigate to File > Utilities > Generic Database > Delete/Replace.
   
   
2. Choose the Matters database.
   
   
3. When the new window opens click Query.
   
   
4. Select the query you just created, or at this point you can create the new query.
   
   
5. Click OK.
   
   
6. When the program asks what you want to do, always choose to go to the First.
   
   
7. When it shows the list of found events, scroll through to make sure these are the Matters it should change and then click Replace.
   
   
8. Make sure the field is set to ATTY and then in the Replace with box enter the new initials you want the events to be scheduled for.
   
   
9. Click OK.

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