Off The Plan Recurring Matters - Help Guide
To begin using Off The Plan Recurring Matters, open any matter in LEAP and click Select Apps from the Actions & Settings menu.
In the LEAP Add-ins dialog box, ensure that Off The Plan Recurring Matters is enabled.
Create a recurring matter
An Off the Plan matter type will be the basis for the creation of multiple lot matters for your Off the Plan Development Project.
Firstly, create a template for your Development using a Recurring Matter.
Click on the New Matter drop down menu, select New Matter from Recurring and then select Recurring Matters.
From the Recurring Matter List dialog box, select New to create a new Recurring Matter and then enter a name for your Off the Plan recurring matter and click OK.
From the Matter Types dialog box, select Conveyancing & Property > Property > Off the Plan or type “Off the Plan” in the Search matter types bar and click OK.
For optimal workflow when creating multiple Lots, it is important to ensure that you complete as much information as possible in your Recurring Matter Template, including:
- Development Name
- Property > Address
- Conveyancing Details > Length of contract, Residential Withholding Tax Payment type liability
- Water Authority
- If applicable, Calendar & Tasks > Critical Dates
- Common precedents that are to be used on each of the Lot matters, for example: to do lists, initial letters, contract etc.
Once you have created your multiple lot matters and the property has been sold, you can enter matter specific information such as Purchaser, Purchaser’s solicitor, Purchase Price, Deposit etc. in each of your matters.
Open the app
To access the Off the Plan app, click Menu > Other. Under Tools, click Off The Plan Recurring Matters.
Now that you've created a recurring matter, you should now see the recurring matter listed in the app as below. This list is populated from all of your firm's off-the-plan recurring matters.
To begin work on an off-the-plan project, select your development from the list. In the next page, click Add Lots. This will open the Stages menu.
From the stages menu, enter the relevant details as prompted, and click next.
Add lots: range
When creating lots, there are two primary methods. The first, Range Creation, takes a 'Start Lot Number' and an 'End Lot Number' to create the lots between that range. For example, entering a Start Lot Number of 1, and an End Lot Number of 17 will create 17 lots.
Press submit to create the lots.
Add lots: list
In cases where the lots to be entered are not purely numeric (e.g. alphabet characters are present), are not consecutive, or where you have a list that you would like to quickly input, the List input method is ideal.
Enter lots to create by typing (or pasting) a list of lot names separated by new lines, as below.
Press submit to create the lots.
Click on any row in the lot list to edit the lot's information.
When complete, click Save.
Create Matter will create a matter from the lot's information.
As shown above, matters can be created individually via the edit menu. To create matters in bulk, check the items in the development you'd like to create, followed by the Create Matters button.
Once the matters have been created, they will appear in the development with a light grey highlight. Click on the matter number to open the matter from LEAP.
Import existing matters
If you've created matters related to an off-the-plan project, and wish to manage them via the Off The Plan application, we provide a mechanism to import pre-existing matters. Begin by navigating to the development and clicking the Select From Existing Matters dropdown menu item beside the Add Lots button, as below.
When prompted, choose either an existing stage or to create a new stage. Fill out the form as required, and click Next to choose the matters to import.
On the following screen, use the search filter at the top to find the matters you wish to import. Check the box to mark them to be imported, and click Save to begin the import.
Within moments, the matters you selected will be visible within the list of lots under your development. See below for a recording of the end-to-end process for importing a matter.
Sorting, searching, & filtering
The Off The Plan Recurring Matters application is designed to be flexible to meet your workflow's needs. To help you find what you're looking for, it provides three primary techniques for reducing the amount of content on display. These are:
- Advanced Search
Sorting is performed by clicking any of the column headings in both the Recurring Matters view and Development view. In the below example, the Lot No. column has been clicked to sort in reverse.
Searching can be accessed via the search bar in the top left of the application. Entering any query will immediately filter the current view.
And finally, Advanced Search allows you to specify more advanced conditions to reduce the complexity of the current view. Click the Advanced Search link to open the Advanced Search dialog.
Within the advanced search dialog, choose the conditions you'd like to filter by. The options are:
- The field (column) to search
- The type of search you'd like to perform (matches exactly or contains)
- The value you'd like to search for in that column
- Add or remove additional conditions
Once you've chosen the options to perform your search, click Search to proceed.
To clear the filter, click the x icon on the filter indicators. See the recording below for the full process.
The Off The Plan Recurring Matters app provides an export function to output a CSV spreadsheet containing the current list. To export, simply press the export button and choose a location on your PC to save the file.
Note that the exported spreadsheet will only include any items in the current list, meaning if a filter is applied, any lots that aren't visible won't be included in the exported file. Additionally, the columns in the spreadsheet derive from the columns visible in the app. Customise the visible columns to output more or fewer spreadsheet columns.
You can adjust which columns are visible within the Off The Plan Recurring Matters application. This may be useful for hiding columns that aren't relevant to you, or for adding columns you'd like to be able to see.
To customise the columns, click the settings cog icon at the right of the lot list.
From here, a menu will open that allows you to select and unselect columns. When you're happy with your selection, click Close.
Editing in Bulk
To edit lots in bulk, select the lots you wish to edit from the development lot list, and press the 'Edit selected' button, as below
In the flyout the flyout menu shown below, use the checkboxes to select the fields you wish to edit. Once selected, enter the values you wish to update, and click 'Save'.
To attach documents to matters, begin by opening the development's recurring matter (created in the steps above). In the Details and Correspondence tab, attach the documents you wish to use to the recurring matter and save.
With the documents now attached to the recurring matter, open the Off The Plan Recurring Matters app, choose the development you're working on, and select the matters you wish to add documents to. Note that documents can not be attached to lots pre-matter. Click the 'Attach documents' button.
In the resulting flyout, choose the documents you wish to attach, and click the 'Attach' button. The selected documents will be added to the matter.