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Support FAQs

You will find many typical user-questions on this page covering all of our products.

If you do not find your answer here, visit our Product FAQs site, which answers many questions concerning ProDoc subscriptions

Frequently Asked Questions about ProDoc

Networking and ProDoc

Frequently Asked Questions about Small Office Suite (SOS®)

How can I print a list of ProDoc forms?
You can print a list of the forms for a ProDoc volume from within ProDoc by using the following instructions:

A. From the main menu:

  1. Select Print.
  2. Select Form Lists.
  3. Select Alphabetical Order, Menu Order, or Supplemental .
  4. Choose the volume you would like to print and click OK.
  5. Click in the Print Preview box.
  6. Click Print.
  7. Select your printer and click OK.

This sends you to a preview stage with page one of the list displayed. Use the page selector function at the top of the page to view other pages.

You have three choices if you want to print or save the list.

Click the Printer icon with the yellow 1 superimposed over it to print only the page that is displayed.

Click the other Printer icon (without a yellow 1) if you wish to print the entire forms list.

If you want to save this list to a file that you can edit in your word processor, click the "T" immediately to the right of the second Printer icon and save the file with a name and to a location of your choosing.

B. You can also print a list of any volume's forms from the ProDoc help menu:

  1. Click Help on the main menu.
  2. Select About the Volumes.
  3. Choose the volume you would like to print.
  4. Select Forms List.
  5. Click the Print button at the top of the screen.

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How do I print a blank form?
Depending on which option you choose, perform the following steps:

A. For an "Assembled" blank form (You want to generate a form containing only the selected clauses and paragraphs that fit your facts.)

  1. Select Print from the main menu.
  2. Select Blank Forms.
  3. In the Form Type area select "Assembled (contains selected clauses and paragraphs)".
  4. Click Select Form.
  5. Select the volume.
  6. Select the form.
  7. Click OK.
  8. Click Print.
  9. Answer the assembly questions.
  10. Click the word processor button.
  11. From your word processor, save and print the blank form.

B. For a "Not assembled" blank form (You want to generate a form containing all of the optional clauses and paragraphs)

  1. Select Print from the main menu.
  2. Select Blank Forms.
  3. In the Form Type area select " Not Assembled (contains all optional clauses and paragraphs)".
  4. Click Select Form.
  5. Select the volume.
  6. Select the form.
  7. Click OK.
  8. Click Print.
  9. Click the Print or word processor button.

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What are the recommended hardware and software requirements for ProDoc?

  1. Operating System
    • Microsoft Windows 7, or Microsoft Windows Server 2008 and above with all service releases and service packs. These operating systems are also supported when running Parallels™ Desktop version 4.0, or higher.
  2. Hardware
    • Ram: 2.0GB
    • Media: CD Rom drive
    • Hard drive: Local hard disk drive (or network disk drive) with sufficient space to install and run ProDoc and the volumes
    • Monitor: Monitor capable of a resolution of at least 1024 x 768 pixels
    • High Speed Internet Connection
  3. Word Processor
    • Corel® WordPerfect® x5 for Windows, or newer, or Microsoft Word 2010 for Windows, or newer, with all service releases and service packs.

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How do I set up automatic footers for my documents?
To create or edit these headers and footers:

  1. Click Customize, then Document Formatting.
  2. Click Global Settings to format all documents; click a volume name to format that volume's documents, or click a single document to format.
  3. Click Update Settings.
  4. Select the Advanced tab. Click Create if you have not set up a footer before or Edit to update the configuration file. These configuration files contain the formatting for your headers, footers and other changes you make.
  5. ProDoc will automatically switch to a blank page in your word processor. This blank page is actually the file "global.cif", "volume.cif" or "filename.cif".
  6. Make the formatting changes you want to appear in all of your documents on the blank page in your word processor (e.g., create a footer).
  7. Click File, Save As, choose WordPerfect 5.x for the file type. Some Microsoft Word users may need to save the file as a Word Document. (This is only possible with Microsoft Word prior to Word 2002.)
  8. Place quotes around the file name as shown in step 5 above. Click Save.

When ProDoc assembles a form in which you set the formatting, it will automatically defer to this configuration file and insert the formatting changes into your finished document.
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How do I find the right form?
In order to help you find the form(s) you need fast, ProDoc has provided a global search feature. To search for forms using word fragments, unique words, or phrases:

A. Click File, Find Forms and,

  1. Type a word fragment in the Search for box (e.g., "warrant" is a good fragment to use if you are not sure whether the title or the document contains the word "warranty" or "warranting"), or
  2. Type a unique word in the Search for box (e.g., the word "special" is a unique word and should be used if you are looking for a Special Warranty Deed for the best results), or
  3. Type a phrase for your search term (e.g., "Special Warranty Deed"). Your search will be very narrow and will only locate the document if it has the exact search phrase.

B. To choose specific volumes in which you want to search:

  1. Position your cursor over the desired volume displayed in the Volumes to search area of the window, and click the volume you want to search, or
  2. Highlight the first volume you want and press the down arrow on your keyboard to scroll down the volume list until the other volumes you want highlight. Click Select, or
  3. You may search your entire library of forms by clicking Select All.

C. Click Search to begin your search or Close to exit.

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How do I add my own "supplemental" forms to ProDoc?
Most users do not realize how easy it is to add your own supplemental forms to ProDoc. When ProDoc assembles a document for you, it simply uses a standard word processor prepared form and searches through that form looking for special codes we call "tokens." Tokens tell ProDoc what questions to ask and what words to insert. When you add your supplemental forms to ProDoc, they can be selected for assembly just like a ProDoc master form.

To create Supplemental Forms:

  1. Create or locate the form in your word processor and determine the variables (e.g., names and dates).
  2. In ProDoc, click Customize, Supplemental Forms & Questions, Supplemental Questions. Choose the volume in which you want to save the form. Click OK.
  3. In the Supplemental Questions window, click New and create your supplemental questions and tokens.
  4. Replace the variables in your form with the question tokens (e.g., P0001). Add a ~ before and an S after the token (e.g., ~P0001S).
  5. Click File, Save as and type the filename of the form and the directory where the supplemental form can be found. The filename must be eight or less characters (e.g., trnsltr for Transmittal Letter). Make sure to choose WP 5.1 as the format to save your supplemental forms. Some Microsoft Word users may need to save the form as a Word document. (This is only possible with Microsoft Word prior to Word 2002.)
  6. In ProDoc, click Customize, Supplemental Forms & Questions, Supplemental Forms. Choose the volume in which you want to save the supplemental form, and click OK.
  7. Click New.
  8. Type the form's filename and the directory where it can be found. Click OK.

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How many licenses does ProDoc offer?
The standard ProDoc subscription enables you to install ProDoc onto as many as three computers within a given firm* provided that it may only be installed onto three single PCs or a host machine for three systems to access on a network. ProDoc may not be utilized by more than three concurrent users. Additional licenses beyond the three included are available at an additional cost. See the specific terms of the Subscription License Agreement, which governs in all cases.

* Sharing among firms, or among attorneys who do not practice as members or employees of the account holder's firm, or with other office locations is not permitted.
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What happens if I decide to leave ProDoc and SOS? Will I lose all my data?
No. Your completed ProDoc documents will always be available for editing, viewing, or printing through your word processor.

And, your SOS data will always be available for reading, but new data may not be added after the program expires. In addition, even after the program expires, your SOS data can be printed and exported as a comma-delimited file, just as if the program had not expired.

There is a second part to this answer as well. If you are not migrating to another software program, you will still be able to access and use the data you already have in SOS. You will still be able to look up existing client and case information, appointments, notes, etc. You will not be able to enter new information into SOS, however.
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Why do I have to register ProDoc and how do I do it?Registering ProDoc allows us to insure that you are an authorized user of our software. It is necessary to register each computer on which ProDoc is installed except for offices using the network version of ProDoc, in which case only the server is registered. You only need to register a computer one time which is when ProDoc is initially installed. You do so with the Registration Code that was sent with your order or by using the Registration Code that is printed on your invoice. Your registration is automatically extended periodically via updates. If you have any questions about your registration, please call Customer Support at (800) 759-5418.
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How do I automatically generate Certified Mailer slips?
We have simplified the time-consuming task of sending out certified mail to all interested parties of your case. With one or two clicks of your mouse, ProDoc or SOS and your printer transform the names and addresses from your case file into green slips for your correspondence. Click here for specific information about using our Certified Mailer program.
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Where is my Key Code?
Your Key Code is necessary when you install ProDoc, and when you install a ProDoc update, from a CD. You will receive a Key Code with the CD when you first subscribe to ProDoc.

While most updates are provided via our automated WebUpdate procedure, we occasionally send out CD updates as well. You will receive a letter, and possibly an email, about a week prior to receiving the CD that contains your Key Code. We also print your Key Code on the shipping envelope in which you receive your CD.
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Does it cost more to use the network version of ProDoc?
No. By default, ProDoc ships and installs "network ready". So, whether you use a single computer or you install it in a network environment, there is no additional fee.
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What are the benefits of networking ProDoc?Among others, several benefits include:

  1. Elimination of duplicate data entry (client names, addresses, info).
  2. Consistency of data which is kept in a single place.
  3. More seamless workflow among multiple users.
  4. Updates are simpler to manage (a network environment requires only one install instead of the multiple installs needed for individual computers).
  5. Real-time access to information from any workstation.

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Isn't it easier to just use ProDoc as a single installation?
It may seem so at first, until you realize the time and expense of finding or duplicating data on multiple computers compared to having one central database that is the same at each workstation and updated in real-time. With many computers in a workgroup, having a network can save enormous amounts of time and errors, and that translates directly to money saved.
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Do I have to be out of ProDoc if my partner wants to use the program?
Probably not if you are using ProDoc over a network. ProDoc comes standard with licenses for three concurrent users in networked environment, so three users can work simultaneously work in ProDoc. However, only one person at a time can be working on a single case.

You can purchase additional licenses from us if you expect more than three concurrent users at any one time.
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What are the minimum requirements for using ProDoc on a network?

Not much at all, really: Each computer must be capable of running ProDoc on its own, and they must already have an existing network connecting each other. The faster the network connection, the shorter the load times will be. It is advised to stay away from wireless network connections, although they will function, typically much slower or with poorer performance.
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How do I install ProDoc on my network?

First, you must choose one of the computers to act as the host computer. This could be a bona fide server or it could simply be another ordinary desktop computer. Then, the ProDoc and the documents output folder must be shared. Finally, a shortcut is made on each workstation that points to the ProWin.exe file on the host computer.

When your periodic updates arrive, you will only need to install them to the host computer, and all computers will be updated simultaneously.
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I am fairly technologically savvy. Please give me all the details I need to install ProDoc and SOS.

OK, you have several options:

If you're busy, give us a call and let us walk you through it, or, using remote software, we can even do it for you.

Here is an overview for how to install ProDoc (and SOS) on a network:

  1. Pick a computer to act as the host computer. You do not necessarily need it to be a server. Many small offices do not have servers, but the machine you pick should be the strongest/most reliable, and must remain ON for everyone to be able to access ProDoc or SOS.
  2. Install ProDoc and SOS to the host computer.
  3. Share the ProDoc and SOS folders so that any user accessing them has full access, read and write. For most configurations, adding Everyone and giving them Full Control is best.
  4. From a workstation, create a shortcut to the file in the ProDoc folder (on the host) called "ProWin.exe".
  5. IMPORTANT STEP!!! Run ProDoc FIRST and log in as a user. It may prompt you that this is the first time this user has logged on, which is OK.
  6. Set the document settings for each user that logs into ProDoc -- each set of initials can have a different output folder for assembled documents. Generally, you want to set the directory to something that is universally the same for every computer on your network, such as "\\server\clients" or "M:\Clients".
  7. If you are installing SOS, then from the workstation, create a shortcut to the file in the SOS folder (on the host) called "SOS.exe".
  8. Run SOS and let it initialize settings for the first time.

After ProDoc and SOS are set up, you should see the same data on all machines. A very good test is to add a fake client name, then assemble a document, and see if you can access the document from all workstations. If you can see the fake client in both ProDoc and in SOS, and you can access your assembled document from the Document Manager, then you have successfully set up the workstation.
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I am receiving an error saying "Cannot get write access to SYSSET.TPS" (or STAFF.TPS, or some other TPS file). I reloaded ProDoc and I'm still getting the error.
There are two possibilities:

  1. You have a permissions issue: All users accessing ProDoc (and/or SOS) must have read and write permissions to the ProDoc and SOS folders. With some versions of Windows, you must set the permissions of the shares as well as file access permissions to "Full Control."
  2. You may have a data corruption issue: It is possible that one or more data files have been corrupted. You should call technical support as soon as possible so that we can help you resolve the problem. This is a problem that will become more serious over time.
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How do I move ProDoc and SOS from one server to another?
To move ProDoc and SOS, you will be concerned with three folders:

  1. The ProDoc folder (which has all client data, document data, accounting data, and calendaring data),
  2. The SOS folder (application files for SOS), and
  3. Your Clients folder (the output folder for assembled documents).
  • Copy the ProDoc, SOS, and Clients folder from the old server to the new server.
  • Install ProDoc and SOS from the ProDoc CD into the SAME folder that you copied these folders TO. If done correctly, ProDoc should not ask you to register at the end of the Installation process. If done incorrectly, it will ask to be registered (and likely you have installed to the wrong folder).
  • The next part is important for old documents to be accessible from the Document Manager. For it to work correctly, you must keep the same path to the documents as they were on the old server. If you had a document on the old server at "M:\Clients\Doe, John\Petition.doc", then it should end up being the same on the new server. If the path was a UNC path such as "\\server\clients\Joe, John\Petition.doc", then you will need to keep the same name for the server ("server" in this example).

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I installed the latest CD I received from ProDoc to my server, and the server has the latest version, but ALL OF MY WORKSTATIONS do not.
You have installed ProDoc (and/or SOS) to a different location on the server than where it truly exists, thus creating another separate install. To rectify the problem, you must uninstall the new installation, then find the correct folder(s) on the server, and reinstall to the correct ones. Usually if this is done correctly, the installation procedure will not ask to register the program.

If you can't find the correct folder, give us a call at 1-800-759-5418 and let us help you find it.
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I installed the latest CD I received from ProDoc to my server, but ONLY SOME OF MY WORKSTATIONS were updated.
This indicates that not all of your workstations are pointing to the correct path for either the application files or the data files. Take note of which workstations were not updated, as these are generally the ones that will need to be fixed.

To fix these workstations, you will likely need to first uninstall ProDoc from these workstations, and create shortcuts pointing to the correct location. After uninstalling, it may be easiest to simply copy the shortcuts for ProDoc (and SOS) from a working workstation (not the server). You can always call us at 1-800-759-5418 for help.
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How do I view a monthly calendar?
SOS allows you to view and print a calendar for a day, week, month, or User Defined Range of dates.

Access to this function is from the SOS menu bar:

  1. Click FilePrintCalendar.
  2. Select Type and the appropriate day, week, month or date range.
  3. Click Print.
  4. Select your report preferences.
  5. Click Print.
  6. Select your printer and click OK.
  7. A print preview option will display.
  8. Click Yes if you wish to preview the report before printing it.
  9. Click No to send it to your printer.

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Will SOS time-track my activities during the day?
While you can easily track and bill time spent on a case or matter, SOS is not designed as a time-tracking program to track and account for every moment of your day at the office.
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What security measures are available in SOS?
There are five levels of security available for controlling who has access to the billing and accounting functions. You can also control staff access to calendars and the creation of billing slips.
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Can I control who has access to my billing in SOS?
Yes, ProDoc has several levels of security that you can assign to staff members, allowing you a high degree of control over which members of your firm can make changes in your billing.
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How does support for SOS differ from support for ProDoc?SOS users receive the same unlimited toll-free tech support that ProDoc users receive.

The main difference in terms of support is that we do not offer as many individual telephone training appointments for SOS as we do for ProDoc. However, we offer multiple live, web-based trainings for SOS.
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