Kanzlei+® is a system originally developed and optimised for Swiss law firms for client and mandate management (CRM) as well as for planning and controlling your corporate resources (ERP). The software is designed for simultaneous data access by several users (e.g. lawyer, substitute, secretary). Since the data recorded in Kanzlei+® is stored centrally, it can be shared in its entirety. Access rights can be set individually by each user for his mandates and documents. Data changes are immediately available to all registered users. For example, tasks can be delegated directly to other users with Kanzlei+®. Work processes should be optimised and duplications and errors avoided so that you can concentrate on your main activity as a lawyer. Thanks to the modular concept, Kanzlei+® is individually expandable and adaptable. The software can also be used by a single user without a server component.
This project is entirely based around the Java Enterprise Edition (J2EE) platform and offers primarily a Java Standard Edition (J2SE) desktop client application, but is also easily extendable to serve a web browser based user interface. We focused on asynchronous, cooperative work flow and high security for the stored data. The entire project counts about 500’000 lines of code and took 3 years for implementing the final release with the following functionality:
 | Contact Management (CRM) |
| Central contact management |
| Extensive search and filter options |
| vCard support via drag&drop function |
| vCard export of contacts |
| Duplicate control to identify possible conflicts of interest |
| Manage multiple addresses, phone/fax numbers, and email and Web addresses per contact |
| Automatic postcode search for Switzerland, Germany, Austria and the Principality of Liechtenstein |
| Automatic formatting of telephone and fax numbers according to country-specific criteria |
| Collection of additional information such as marital status, denomination, nationality and other information for notarial |
| Links between contacts (contact persons, representatives) |
| Categorisation of contacts by legal form |
| Adobe Reader interface for easy report creation |
| Print a clear list of all contact-relevant data |
| Automatic logging of all changes by date and user |
 | Calendar (CRM/ERP) |
| Highly efficient and integrated calendar |
| Clear display by day, week and month |
| Creation and management of appointments, series appointments, tasks and resubmissions |
| Assignment of appointments, series appointments, tasks and resubmissions according to contacts, files, folders or without assignment |
| Individualization of your own calendar view |
| Automatic checking of date overlaps |
| Delegation of appointments, tasks and resubmissions |
| Automatic appointment reminder at a definable point in time |
| Overview of client birth dates per day |
 | Mandate Management (CRM) |
| Automatic and freely definable file numbering |
| Any file name, reason for file and notes |
| Assignment of one main user and several additional users per record (view function) |
| Flexible access rights per file for any number of users |
| Categorisation according to legal field and legal scheme |
| Print a clear list of all mandate-relevant data |
| Archiving of completed files |
| Assignment of sales activity and its relationship to the record |
| Practical search functions to quickly find your files |
| Recording of procedures per file and assignment to authorities and clerks |
| Creation, management and delegation of filing deadlines |
| Support through automatic deadline calculation |
| Create and manage your own templates for deadlines |
| Automatic frister reminder at a definable point in time |
| Automatic logging of all changes by date and user |
 | Activity Recording (ERP) |
| Automatic performance recording by means of stopwatch |
| Manual service entry per record |
| Categorisation of the hours worked |
| Flexible hourly rate recording |
| Recording of mandate-specific cash expenses (effective or flat rate) |
| Simple billing of previously entered and executed appointments and tasks |
| Creation and administration of own templates for cash expenses and services |
| Recording of framework conditions for recording services per user (hourly rate, rounding method, etc.) |
| Entering a fee agreement as a framework agreement for service entry per record |
| Overview of all recorded services per user in a definable period of time |
 | Invoice Administration (CRM/ERP) |
| Simple, automatic creation of invoices via MS Office (Word), LibreOffice, and OpenOffice interface |
| Direct billing from a record |
| Automatic invoice numbering |
| Customizable invoice template (degree of detail) |
| Overview of all created invoices |
| Entry of payments |
| Cancellation of invoices |
| Dunning |
 | Project Management (ERP) |
| Management of appointments, tasks and documents outside the scope of the mandate |
| Assignment of one main processor and several additional processors per folder
(insight function), e.g. for the creation of an internal knowledge database for the firm |
| Flexible access rights per folder |
| Automatic logging of all changes by date and user |
 | Resource Management (ERP) |
| Management and reservation of internal office resources |
| Freely definable resources with description and notes |
| Overview of all resources and reservations in the calendar |
 | Document Management |
| Support of any file type and seamless integration of external programs |
| Assignment of documents to files, contacts or folders |
| Overview of all documents by recipient and sender per file, contact or folder
|
| Hierarchical structuring of documents using folders and sub-documents
|
| MS Office (Word/Excel), LibreOffice, and OpenOffice interface for easy creation of letters |
| Standard templates for correspondence with clients and authorities as well as for file notes |
| Recording of keywords and legal norms for a document to build up an internal knowledge database for the firm
|
| Quick and easy creation of file notes using a special document template
|
| Import/export of documents via drag&drop function |
| Comprehensive search and filter options for document searches |
| Storage of all document versions when changes are made to the document by editors
|
| Capture additional options for sending letters and faxes per document
|
| Integrated tracking of postal items with proof of delivery (registered mail and A-Post-Plus) |
 | Accounting |
| Freely configurable charts of accounts per user and law firm |
| Easy creation of journal entries |
| Balance overview per account and period |
| Account overview with opening balance, debit, credit and closing balance in a definable period of time |
| Booking overview in a certain period of time |
| Export of balance sheet and income statement to LibreOffice, OpenOffice or MS Office |
| Entry of payments, advances and invoices per file |
| Advance warnings if the expenses recorded per file exceed the advance paid |
 | Data Backup |
| Kanzlei+ integrated backup solution |
| User-friendly backup of all Kanzlei+ data and documents |
| Data backup according to freely definable plan (daily, weekly, monthly, yearly and time) on internal or external server |
 | Virtual Post Box |
| Integration of a scanner and fax directory for seamless integration of your scanner and fax machines |
| Automatic preview of scanned or imported documents |
| Central assignment of documents to your contacts, files and folders |
| Delegation of document dispatch to other employees |
| Easy import of documents via scan and fax folders |
| Overview of outgoing and incoming documents |
 | Evaluation |
| Creation of comprehensive evaluations |
| Evaluations according to processor and legal area within a definable period of time |
| Possibility of breakdown by working hours per agent and file |
 | Messenger |
| Secure and encrypted communication with other employees |
| Overview of all users currently online |
| Notification of messages received in absentia |
| Overview of all received and sent messages per contact over the past 30 days |
 | Settings |
| Creation and administration of own templates for appointments and follow-ups |
| Customizable key assignment per user |
| Granular rights assignment per user |
| Integrated help function |
