Evaluating Web-Based Case Management Programs

By Gerry Morris

In my prior columns about going paperless I’ve talked mainly about Amicus Attorney case management software, because that’s the product I use. In the past few months I’ve been investigating other case management software packages for use in connection with a clinical program I co-teach at a law school. What I tried to find is a product that can be accessed not only from a network computer but also over the Internet through a browser. I believed this to be particularly important for the clinical program because the students could access the case information from their homes or any other place with a high-speed Internet connection or wireless access. Also, two of us that teach the program are primarily private practitioners with offices away from the school. With a program accessible over the Internet, we can also access the information about the clinic’s cases from any Internet enabled computer.

My research indicated that, at present, there are only two products with the features required that also provide for access via the Internet. Amicus Attorney has a product called Amicus Attorney X that is completely browser based. (See www.amicusattorney.com) That means that all user access to the program is through an Internet browser, even if the workstation computer is on the same network as the server. The product carried basically the same functionality as the “thick client” version, (the one everyone is familiar with) that requires a workstation version of the software on each user terminal. There is one important exception. The web version does not have the secondary office feature that allows the user to transfer files to a laptop for offline use and then sync the changes back to the network system. I use this feature extensively in my practice but I didn’t see this as a major drawback for the clinic.

The other software package I investigated was Time Matters 7. This product is part of the product line that includes Time Matters, Billing Matters and, important for my purposes, World Server. This product line has recently been acquired by Lexis Nexis, giving it more power in the market place. Without going into great detail about the features of the product, it suffices to say that it apparently matches Amicus Attorney feature for feature with a notable addition. The product contains an “Outliner” module that allows the user to basically make a flow chart of a case or project complete with critical dates and “to do” that also show up on the calendar and to do list module. From viewing the demo on this feature it appears to be very useful.

The interface for Time Matters is not as user friendly as that of Amicus Attorney but doesn’t require an MIT degree to operate, either. Instead of Amicus Attorney’s graphical representation of a case folder, the Time Matters interface more closely resembles explorer windows and spreadsheet lists. However, the interface appears to be user friendly and well laid out. Time Matters also integrates with Billing Matters, a popular billing and accounting program. Amicus Attorney integrates with several third party programs such as Time Slips and Quickbooks. Amicus Attorney has recently announced plans to add to its product line Amicus Accounting, an accounting program for integration with its case management product. It will be available in 2006.

In order to access Time Matters over the Internet, World Server, an additional software program, is required. This application runs over the ordinary Time Matters program and provides the capability to access the Time Matters data and perform any of its function via a browser. Because this arrangement requires the purchase of two programs, the initial cost of the total setup is increased somewhat. (See the Time Matters web site www.timematters.com for pricing) However, each licensee can choose either a Time Matters or a World Server user’s license so that the cost per individual user is not the cost of two licenses. It seemed to me that the way to go would be to have a limited number of Time Matters licenses (some administrative functions are apparently performed only through “thick client” access) and have the majority of the users licensed to use the World Server product. Of course, a browser may be used to access the application on a firm’s intranet just as it can be used on the Internet.

To decide which product would be better suited for the clinical program, I consulted with a couple of professional consultants and actually spoke with users of the programs. My conclusion was that at this point, Time Matters is clearly the better program for access over the Internet. The program works fast and flawlessly. The main complaint with Amicus Attorney X was its slow speed. There were also reports of configuration and setup difficulties.

I’ll throw in the caveat that I haven’t actually used either of these web-based products. I invite you to try before you buy or at least consult with a software professional with knowledge of the programs. I highly recommend talking to someone from a law office that actually uses the program you’re thinking about buying.


E. G. “Gerry” Morris is a solo practitioner and has practiced law for over 27 years in Austin, Texas. He is certified as a Criminal Law Specialist by the Texas Board of Legal Specialization. His firm web site is at www.egmlaw.com. Email your comments and questions to Gerry at tech@egmlaw.com .