It should be possible to create all letters, specifications, quotations, and invoices through the appropriate case file in Equinox. It follows, therefore, that a case file needs to be created wherever possible. We use standard letters to make sure that we convey the basic information needed in a particular circumstance, and to speed up the preparation of documents. It also ensures that they are saved in the right place and with the right name so they can be found again.
Some basic rules:
1. Do not create any correspondence (letters or e-mail) outside the case file – the only exception to this is where you are replying to an e-mail, but take care when doing this to avoid creating unwieldy “chains”.
2. To create correspondence in the case file, you need to have the correspondents entered on the Client tab. If the correspondent is not on our system, you will need to enter them first, even if you think it may be the only letter you will send to them.
3. Use the standard letter and email templates available when creating documents through Equinox. If there is nothing suitable, consider creating one – see Letter Templates for details.
Please bear in mind when using the system to create a document that standard letters are not to be regarded as necessarily the final letter that goes out. There may be parts that need to be completed manually, or you may wish to personalise the letter or refer to an earlier letter, for example.
More importantly, make sure that the document makes sense as sent out. For example, where we include the possibility of more than one thing, for example as in “class(es)”, edit it to the correct form. Make sure that the final document paginates correctly and generally looks correct before sending it out.
If the template for what you want to do does not exist, and it is the sort of thing you are likely to need again, or others might, consider creating a template (which will need to be approved by Keith before it is made available through Equinox). See Letter Templates for details.
For details of how to create documents in Equinox, see Creating New Documents in Equinox
For details of how to create an invoice, see Invoicing
Last Updated on 2 January 2025 by Keith