Branch Details
If you have more than one branch, add all branch details in this section.
Branch data can flow through to forms and letters within each work type / application.
Ensure each branch name and address is correct and consistent with how you want it to appear on documentation.
Work Types
Work Types (applications) determine which workflows you receive (for example, Conveyancing, Probate, General).
Work types should have been agreed when the Sales Contract/Framework Agreement was signed.
They dictate what workflows you receive at installation (for example, Convey Purchase, Convey Sale, Probate).
⚠️ Important
You should not select all workflows. Only select the workflows allocated in your contract / agreement.
System Defaults
This section controls how client and matter/case reference numbers are created.
Default Reference Format
Access uses a default alpha/numeric format:
Client reference:
Default alpha length: 3
Default numeric length: 3
Example: Client surname Jones →
JON001JON= first three letters of surname001= first instance of a client with that base reference
Matter / case reference:
Numeric length is also 3
References are built as:
ClientRef/MatterNumberExample:
First matter/case:
JON001/001Second matter/case:
JON001/002
Changing Defaults
You can:
Change the default alpha length and numeric length if required.
Keep your existing reference numbering instead of the default. If so, set up the pattern accordingly and ensure you assign correct reference numbers.
Limits:
Client reference: maximum 20 characters
Matter/case reference: maximum 12 characters
Email Domains
This section is used to auto-create user email addresses.
Please provide:
The email domains you are using (for example,
@firmname.co.uk).The format of your email addresses (for example,
[email protected]).
Once supplied, the system can auto-create email addresses for users on the Active Users tab.
Active Users
Please complete each column for every user.
Column Name | Description |
First Name | User’s first name. |
Last Name | User’s last name / surname. |
Email Address | User’s email address. |
User Initials (Max 3 Characters) | User’s initials. If fewer than 3 characters, you can use variations (for example, |
User Password | Required for ALCM (not typed anywhere by the user). It is often set to the user’s name. |
Salutation | User’s title (for example, Mr, Mrs, Miss, Ms). |
Full Name | Auto-populated from First Name + Last Name. |
Supervisor? | Select Yes if the user should have access to supervisor options (otherwise leave blank or set to No). |
Security Profile | Default profile: Supervisor or Standard User. Use Supervisor for supervisory access, Standard User otherwise. |
Fee Earner? | Mark Yes if the user is a fee earner (used for signing off letters and documents). |
Partner? | Mark Yes if the user is a partner (also used for signing off letters and documents). |
Licence Required | Controls which parts of the software the user can access: • Case Only – access to ALCM only • FD Full Licence plus Case – access to ALCM and FD • FD Full User Licence Only – access to FD only |
Default Branch | Set the user’s default branch where multiple branches exist. |
Default Work Type | Default work type/application for matters/cases opened by the user. For single-specialism users (for example, only Probate), select that work type. For multi-area users (for example, Conveyancing: purchase, sale, remortgage), it may be best to leave blank so they select the work type each time. |
Post Office User? | Generally No, unless you have purchased the Post Office module. |
Direct Dial | User’s direct telephone number, if any. |
Direct Fax | User’s direct fax number, if any. |
Crime Supervisor | Only used if criminal work is undertaken; allows access to crime options. |
Default Department | Default department when opening matters/cases. If left blank, the user selects the department manually (useful if they work across multiple departments). |
Job Title (Also used for Precedent H Rates) | Used in letter sign-offs (for example, “John Smith, Partner, Test Law Company”). Pulled through from Active Users data. |
Default Rate (£) | User’s default hourly rate (for example, |
Monthly Billing Target (£) | User’s monthly billing target (optional). |
Break Even Rate (£) | User’s break-even rate (optional). |
Monthly Time Recording Target (£) | User’s monthly time recording target (optional). |
Daily Time Recording Target (Hours) | User’s daily time recording target in hours (optional). |
Files Opened Target (Month) | User’s monthly files opened target (optional). |
Legal Aid Panel | Only required if the user is on a Legal Aid panel. |
Billing Target Last Year (£) | Previous year’s billing target (optional). |
Time Target Last Year (£) | Previous year’s time target (optional). |
Daily Time Target Last Year (Hours) | Previous year’s daily time target in hours (optional). |
Mobile Number | User’s mobile telephone number. |
Job Titles
Job titles are used for:
Precedent H rates (if you are using job-title-based rates).
Letter sign-offs (for example, “Partner”, “Associate”).
You must:
Set up job titles for Precedent H rates where required.
Supply job titles for all users, even if you are using fee earner rates only (ALCM default).
Departments
Departments define the high-level categorisation of work. They can also be linked to default work types/applications.
Example mappings:
Department | Default Work Type/Application |
Conveyancing Purchase | Convey Purchase |
Conveyancing Sale | Convey Sale |
Probate | Probate |
Personal Injury | Personal Injury |
Mediation | Family |
Child Care | Family |
Configure departments to match how your firm organises work.
Categories
Categories further break down departments, and can also hold destroy dates for file retention.
Example:
Department | Category (Max 30 Characters) | Default Work Type/Application | Destroy Dates (Min 2190 days) |
Conveyancing Purchase | Commercial Purchase | Convey Purchase | 2190 |
Conveyancing Purchase | Domestic Purchase | Convey Purchase | 2190 |
Probate | Probate | Probate | 2190 |
Probate | Trusts | Probate | 2190 |
Probate | Wills | Probate | 2190 |
Destroy dates are typically set at a minimum of 2190 days (6 years), but you should align this with your firm’s retention policy.
Rate Table – Fee Earner Rates
Use this section for additional rates beyond each user’s default.
If you only use one standard rate per fee earner, that is set in Active Users > Default Rate.
Any additional rates (for example, different rates for different work types) should be added here.
Best practice:
Set up a Non-Chargeable rate with value 0 for nearly all users.
This allows matters/cases to use a non-chargeable rate (no monetary value), while still recording time units.
Additional chargeable rates can be configured as needed.
📌 If you want to configure more complex rate structures, contact Access to discuss how these additional rates can be set up.
Letterhead and Fonts
This section defines how your letters and templates will look.
Font Requirements
Specify the default font for all letters and templates, for example:
Font: Arial
Size: 11
Alignment: Fully justified
Letterhead Requirements
Access Legal can:
Print on pre-printed letterheads, and/or
Recreate your digital letterhead for printing on plain paper.
You must advise which option(s) you are using and provide samples.
Pre-Printed Letterhead
Provide a copy of your pre-printed letterhead, showing the position of:
Your Ref
Our Ref
Date
Address
Re/Subject lines
Salutation line
Plain Paper with Electronic Letterhead
Provide a copy of your existing letterhead layout and any header/footer images required, including position of:
Your Ref
Our Ref
Date
Address
Re/Subject lines
Salutation line
Multiple Letterheads
If you will use different letterheads per branch:
Provide a sample of each branch letterhead as above.
Confirm Your Approach
Indicate which of the following applies:
We intend to use a pre-printed letterhead, and we have provided a copy of our letterhead(s).
We intend to print our own letterhead on plain paper, and we have provided a copy of our digital letterhead(s).
Page Layout
Provide margin settings for letters, including:
Page 1 margins
Page 2 margins
Header and footer margins
Introductions
Introductions are also known as Sources or Referrer Types.
A default list is provided.
Remove any unused entries and add any additional sources you require (for example, Google, Existing Client, Estate Agent).
Additional Services
If you are using additional services with ALCM, they are listed here:
MyLegalSpace
AccessLegalMobile
WebQuoter
Safebox
DocuSign
Legal Bricks
If you use any of these:
Contact Access, who will guide you through the additional information required for setup.
The Email Agent will be set up as a default, with default options configured for you.
Time Activities
A default list of time activities is provided.
Remove activities you do not require.
Add any additional activities your fee earners need to record (for example, Telephone Call, Drafting, Attendance, Travel).
This list feeds into time recording and reporting.
Risk Assessment (Client Level)
If you are not using the ALCM Risk Assessment:
Blank this tab and let Access know you are not using it.
If you are using it, the Risk Assessment works as follows:
You can add as many questions as required.
Each question has a weight (for example, 10).
You set a threshold (for example, 10).
Example:
Each question weight = 10
Threshold = 10
If any question is answered Yes, the score = 10, threshold = 10 → Risk assessment fails.
If multiple questions are answered Yes and the total weight exceeds the threshold, the assessment also fails.
When the risk assessment fails:
An email is sent to a specified user to notify them.
Only a Supervisor can override a failed risk assessment.
Risk Assessment (Case Level 1)
If you are not using the ALCM Risk Assessment at case level:
Blank this tab and let Access know you are not using it.
Otherwise:
Case-level risk assessment is configured in the same way as client-level.
You can add as many weighted questions as required.
Questions are broken down by Department and Matter Category.
This allows different questions for different work types/applications.
If you need help with configuration, contact Access.
Risk Assessment (Case Level 2)
Case Level 2 is an additional layer of case risk assessment.
If you are not using it:
Blank this tab and notify Access.
Otherwise:
Works like Case Level 1, with weighted questions.
Questions are broken down by Department and Matter Category.
Allows extra questions for specific work types/applications.
For further help, contact Access.
Legal Aid Contracts
Complete this section only if you do Legal Aid work.
Enter the relevant Legal Aid contract details as supplied by the Legal Aid Agency (LAA).
This information underpins Legal Aid functions and integrations.
Accounts Implementation (FD Accounts Only)
Only complete this section if you are using Financial Director (FD) Accounts.
Provide:
Year end date
Cash Accounting? (Yes/No)
Separate bank accounts for each branch? (Yes/No)
Next bill number (if you want to continue from existing numbering or start a new sequence)
You will be provided with a standard bill layout, which can include your company logo(s) if supplied.
If you require a bespoke bill layout, you must provide a sample in advance. Additional setup work may be required.
Accounts Settings
Complete the Accounts Settings tab as required.
A default configuration is provided.
You can amend these settings to suit your firm’s needs.
If you would like to add bank accounts, contact an Access Legal Consultant for assistance.
Authorisation Levels (FD eChits and Billing)
If you are using eChits within FD, you can configure two authorisation levels:
eChit Authorisation Levels
Greater than (Authorisation Level 1)
Example: value set to 0.01 → any value above 0.01 must be authorised by Level 1.
The person posting the eChit cannot authorise it themselves.
If changed to 50.00 → anything below 50.00 does not need authorisation; anything above 50.00 requires Level 1 authorisation.
Greater than (Authorisation Level 2)
Example: value set to 100.00 → anything between 0.01 and 50.00 is authorised at Level 1; anything above 100.00 requires Level 2 authorisation.
You can also set authorisation rules for Bill Requests, including:
Authorisation required for Bill Requests – Yes/No
Authorise all Bill Requests – Yes/No
Authorise adjusted Bill Requests – Yes/No
Write Off permissions – Yes/No
Up Lift permissions – Yes/No
Default Nominal
Access provides a set of default nominal codes.
Review these and update where required to match your chart of accounts.
Credit Control (Ageing Periods)
Ageing periods are used in Credit Control to group outstanding items by age.
Default settings:
Period 1: 31
Period 2: 61
Period 3: 91
Period 4: 121
These correspond to:
Period 1: Less than 31 days
Period 2: 31–60 days inclusive
Period 3: 61–90 days inclusive
Period 4: 121+ days, and so on depending on configuration
Update these values if you wish to use different ageing bands.
If you complete each of these sections carefully, your ALCM / OneOffice implementation will be aligned with your firm’s structure, pricing, and workflows, and will support accurate billing, reporting and document production from day one.