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docs/LEGACY_SYSTEM_ANALYSIS.md
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docs/LEGACY_SYSTEM_ANALYSIS.md
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# Legacy System Analysis: Delphi Consulting Group Database
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## Executive Summary
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This document provides a comprehensive analysis of the legacy Paradox-based database system used by Delphi Consulting Group, based on examination of the .sc (script) files found in the `old database` folder. The legacy system was a sophisticated legal practice management application specialized for family law attorneys handling divorce cases involving pension plan division (QDROs).
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## System Architecture Overview
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### Technology Stack
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- **Platform**: Paradox Database Management System
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- **Language**: PAL (Paradox Application Language)
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- **Integration**: WordPerfect document assembly
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- **File Structure**: Modular .SC script files with shared procedure library
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### Core Directory Structure
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```
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R:\PDOXDATA\OFFICE\ # Main data directory
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R:\DOCUMENT\WPDOCS\ # WordPerfect documents
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R:\PRIVATE\ # Temporary/merge files
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OFFICE.LIB # Shared procedure library
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```
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## Module-by-Module Analysis
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### 1. Main Application Entry (`Main_RH.SC`)
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**Purpose**: Application bootstrap and main menu system
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**Key Features**:
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- Splash screen with company branding
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- Hierarchical pulldown menu system
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- Library and configuration management
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- Keyboard shortcut definitions
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**Menu Structure**:
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```
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Open
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├── Rolodex (contact management)
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├── File Cabinet (case management)
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├── QDRO Screen (pension division documents)
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├── Plan Information (retirement plan database)
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├── Annuity Evaluator (present value calculations)
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└── Deposit Book (banking records)
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Utilities
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├── Basic Data (lookup tables)
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└── Tally Accounts (financial reconciliation)
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System
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├── Customize (letterhead/branding)
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└── Printers (output configuration)
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```
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**Startup Sequence**:
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1. Load procedure library (OFFICE.LIB)
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2. Initialize directory paths and variables
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3. Display animated splash screen
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4. Launch main menu loop
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5. Handle user selections via switch statements
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### 2. Contact Management (`ROLODEX.SC`)
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**Purpose**: Comprehensive contact database for clients, opposing counsel, and related parties
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**Data Structure**:
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- **Primary Table**: Rolodex (main contact info)
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- **Related Tables**: Phone (multiple numbers per contact)
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- **Indexing**: By ID, last name, group classification
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**Key Features**:
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**Multi-Form Interface**:
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- Form 1: Standard contact entry
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- Form 4: Detailed view with extended information
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- Alt-F: Toggle between forms
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**Search Capabilities**:
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- Multi-criteria search dialog
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- ID, name, address, phone number filters
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- Group-based filtering (client, opposing counsel, personal)
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- Phone number cross-referencing
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**Integration Points**:
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- File cabinet owner/opposing party lookups
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- Document assembly merge fields
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- Envelope and label generation
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- Phone book report generation
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**Report Types**:
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- Envelope generation
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- Phone book (numbers only)
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- Phone book with addresses
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- Complete rolodex information
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### 3. File Cabinet System (`FILCABNT.SC`)
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**Purpose**: Case management with integrated time and billing
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**Architecture**: Master-Detail relationship
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- **Master**: Files table (case information, account summaries)
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- **Detail**: Ledger table (time entries, disbursements, payments)
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**File Management Features**:
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**Case Information**:
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- Unique file numbers
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- Client assignment (linked to Rolodex)
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- Area of law classification
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- Open/close date tracking
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- Status management (ACTIVE, INACTIVE, FOLLOW UP, etc.)
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- Opposing counsel assignment
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- Billing rate assignment by employee
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**Account Management**:
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- Real-time balance calculations
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- Trust account tracking
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- Hourly fees, flat fees, disbursements
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- Credit/payment tracking
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- Transferable amount calculations (trust → fees)
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- Previously billed vs. current balance separation
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**Advanced Features**:
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**Time Tracking**:
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- Built-in timer (Alt-T start/stop)
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- Elapsed time display with hours:minutes:seconds
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- Automatic time entry integration
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**Account Operations**:
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- Account closure (Alt-C): Automatically closes file and creates payment entry
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- Account reopening (Alt-R): Reverses closure process
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- Balance summarization (Alt-B): Popup with detailed breakdowns
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**Search and Reporting**:
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- Complex multi-criteria search
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- Account balance filters
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- File status filtering (SEND/HOLD for statement printing)
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- Multiple report formats (detailed, summary, statements)
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### 4. Ledger/Billing System (`LEDGER.SC`)
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**Purpose**: Transaction-level time and billing management
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**Transaction Types**:
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1. **Type 1**: Trust account entries
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2. **Type 2**: Hourly time entries (quantity × rate)
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3. **Type 3**: Flat fee charges
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4. **Type 4**: Disbursements/expenses
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5. **Type 5**: Credits/payments
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**Data Entry Features**:
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**Automatic Calculations**:
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- Quantity × Rate = Amount for hourly entries
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- Employee rate lookups from Employee table
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- Real-time amount recalculation on field changes
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**Validation and Business Rules**:
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- Required fields: Date, Transaction Code, Employee, Amount
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- Automatic item number assignment (handles key violations)
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- Billed status tracking (Y/N)
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- Default employee assignment from parent file
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**Advanced Entry Features**:
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- Insert new records (INS key) with date inheritance
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- Quick billed status toggle (Alt-Y/Alt-N)
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- Date increment/decrement (+/- keys)
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- Integrated balance summarization
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**Account Reconciliation**:
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- Real-time account total updates on record changes
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- Separation of billed vs. unbilled amounts
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- Trust account balance calculations
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- Transferable amount determination
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### 5. QDRO Module (`QDRO.SC`)
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**Purpose**: Qualified Domestic Relations Order document preparation
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**Specialized Features**:
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- QDRO-specific data entry forms
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- Integration with document assembly system
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- Version tracking for QDRO revisions
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- User-specific output table generation
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**Document Generation Process**:
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1. Data entry in QDRO table
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2. Copy to temporary output table (Q_Output or user-specific)
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3. File number versioning ([File_No] + [Version])
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4. Integration with form selection system
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5. Automatic cleanup of temporary tables
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### 6. Setup and Configuration (`SETUP.SC`)
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**Purpose**: Lookup table management and system configuration
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**Managed Tables**:
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**Basic Data Tables**:
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- **FileType**: Areas of law (divorce, personal injury, etc.)
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- **Employee**: Attorney/staff information with billing rates
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- **TrnsType**: Transaction groupings for accounting
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- **Footers**: Statement footer text templates
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- **GrupLkup**: Rolodex group classifications
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- **TrnsLkup**: Transaction codes and descriptions
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- **FileStat**: File status definitions with print settings
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- **States**: State abbreviations and full names
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- **Printers**: Printer configuration and setup strings
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**Table Management Features**:
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- Uniform editing interface across all lookup tables
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- Field-specific prompts and help text
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- Form-based entry with validation
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- Print report capabilities for each table
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- Context-sensitive speedbar help
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**Special Processing**:
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- **Deposits**: Automatic payment totaling
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- **Date manipulation**: +/- key support for date fields
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- **Printer setup**: Integration with printer configuration
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### 7. Document Assembly System (`FORM_MGR.SC`)
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**Purpose**: Sophisticated legal document generation system
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**Architecture**:
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- **Form Library**: Searchable database of document templates
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- **Index System**: Keyword-based form categorization
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- **Merge Process**: Data extraction and WordPerfect integration
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**Form Management**:
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**Form Selection Interface**:
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- Directory browsing with form file listings
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- Form description database integration
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- Multi-form selection capabilities
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- Search by name, description, status, keywords
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**Search Capabilities**:
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- Text-based searching (name, description, status)
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- Keyword index searching with dynamic arrays
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- Boolean search combinations
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- User-friendly selection interface
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**Document Generation Process**:
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1. **Form Selection**: Browse and select multiple forms
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2. **Data Extraction**: Query current data set for merge fields
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3. **Configuration File**: Generate merge instruction file
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4. **External Processing**: Execute DOS batch file (GO.BAT)
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5. **WordPerfect Integration**: Automatic document assembly
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**Technical Implementation**:
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- Dynamic array management for form lists
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- File system integration for template discovery
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- Automatic data export for merge process
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- Error handling for missing templates
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### 8. Utility Functions (`UTILITY.SC`)
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**Purpose**: Shared utility procedures used throughout the system
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**Core Utilities**:
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**Mode Management**:
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- `Edit_Mode()`: Switch to data editing mode
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- `Main_Mode()`: Return to read-only mode
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- `Clear_Table()`: Exit current data view
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**User Interface**:
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- `Message_Box()`: Standard dialog messages
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- `Yes_No_Cancel()`: Three-button confirmation dialogs
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- `Response_Is_Yes()`: Binary confirmation dialogs
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- `Sound_Off()`: Audio feedback system
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**System Configuration**:
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- `Get_Custom_Setup_Variables()`: Load company settings
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- `Customize_Setup()`: Edit letterhead and branding
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- Printer configuration and management
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- Default printer selection
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**Reporting Infrastructure**:
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- `Print_Report()`: Universal report output handler
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- Destination selection (printer/screen/file)
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- Escape sequence processing for printer codes
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- File output with overwrite protection
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**Data Management**:
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- `Organize()`: Archive file management (ARCHIVE status handling)
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- `Update_Calendar()`: Appointment archival system
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- Printer status checking and error handling
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## Business Domain Analysis
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### Legal Practice Specialization
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**Target Market**: Family law attorneys specializing in divorce cases involving retirement benefit division
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**Core Competencies**:
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1. **QDRO Expertise**: Qualified Domestic Relations Orders for pension division
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2. **Complex Asset Division**: Retirement plan valuation and division
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3. **Time and Billing**: Specialized legal billing requirements
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4. **Document Generation**: Automated legal document preparation
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### Workflow Integration
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**Typical Case Flow**:
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1. **Client Intake**: Rolodex entry with contact information
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2. **File Opening**: Create case file with billing parameters
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3. **Time Tracking**: Record attorney/staff time with built-in timer
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4. **Document Preparation**: Select and generate legal documents
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5. **QDRO Drafting**: Specialized pension division order preparation
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6. **Billing**: Generate statements and track payments
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7. **Case Closure**: Automatic account reconciliation
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### Advanced Features
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**Financial Management**:
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- Trust account IOLTA compliance tracking
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- Separate billed/unbilled amount tracking
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- Automatic transferable amount calculations
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- Statement generation with customizable footers
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**Document Automation**:
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- Template library with keyword indexing
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- Automated data merge with WordPerfect
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- Version control for document revisions
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- Batch document generation capabilities
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## Technical Architecture Patterns
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### Event-Driven Programming
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- Standardized `WAIT WORKSPACE` event loops
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- Consistent key binding patterns (F2=Save, F8=Clear, F9=Edit)
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- Menu-driven interactions with hierarchical structure
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- Trigger-based field and record validation
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### Data Validation Framework
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- Field-level validation on departure
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- Record-level validation before posting
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- Business rule enforcement (required fields, calculations)
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- Automatic default value assignment
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### Master-Detail Relationships
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- Files ↔ Ledger (1:many) with automatic totaling
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- Rolodex ↔ Phone (1:many) with contact integration
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- Files ↔ Rolodex (many:1) for client/opposing party references
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- Form ↔ Index (1:many) for document categorization
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### Search and Query Patterns
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- Dynamic query building with user criteria
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- Complex multi-table joins for reporting
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- Pattern matching with wildcard support
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- Result set management with subset tables
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### User Experience Design
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- Context-sensitive help and prompts
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- Consistent speedbar layouts
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- Progressive disclosure in menu systems
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- Modal dialog standardization
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## Integration Points
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### External System Integration
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- **WordPerfect**: Document merge and generation
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- **DOS**: Batch file execution for complex operations
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- **Printer Systems**: Direct escape sequence management
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- **File System**: Template and configuration file management
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### Data Export/Import
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- Configuration file generation for merges
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- Report output to multiple formats (printer/screen/file)
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- Automatic data extraction for document assembly
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- Archive and reorganization utilities
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## Performance and Scalability Considerations
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### Database Design
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- Indexed access patterns for fast lookups
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- Efficient master-detail navigation
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- Query optimization with selective criteria
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- Memory management with dynamic arrays
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### User Interface Responsiveness
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- Immediate feedback for user actions
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- Progress indicators for long operations
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- Background processing for reports
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- Efficient screen updates with ECHO control
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## Security and Data Integrity
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### Access Control
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- User-based table access (seen in QDRO user checking)
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- Function-level security through menu disabling
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- Data validation to prevent corruption
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### Backup and Recovery
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- Archive table management for historical data
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- Automatic data reorganization utilities
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- Printer and configuration backup systems
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## Conclusion
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The legacy system represents a sophisticated, domain-specific application with deep understanding of legal practice management needs. Key strengths include:
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1. **Specialized Legal Functionality**: QDRO expertise and legal document automation
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2. **Integrated Financial Management**: Complex billing with trust account compliance
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3. **Advanced User Interface**: Consistent, efficient data entry patterns
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4. **Document Assembly Integration**: Sophisticated template and merge system
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5. **Comprehensive Reporting**: Multiple output formats with printer management
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The system demonstrates mature software architecture principles adapted to the constraints and capabilities of the Paradox platform, with particular excellence in the specialized domain of family law practice management.
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