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Example Reports

This page contains a list of example reports. Click the report name to download the XML file, then import the sample report to your site.

If there is no "Import Reports" link on your site on the main Reports page, add "/import" to the end of the URL. The URL will look like "https://xyz.legalserver.org/report/import", where "xyz" is your site's initials.

These reports are provided as examples. You must review and edit these sample reports as needed. For example, a "pro bono case" might be a case with a current pro bono assignment, or a case assigned to a specific office, program, or advocate, or a case with the "PAI" field set to Yes, or something else; therefore an example report on "pro bono cases" may need editing to return the correct cases for your site.

Also see: Reports Manual



Basic report on activity records (created via the Add Activity link).

Allows searching via filters on the client primary home address fields.

Standard report with a crosstab. Also demonstrates the use of Bins to group numeric fields like Age at Intake into groups like 0-17, 18-59, etc.

Demonstrates the use of the Case Data > All Household People Associated with a Case table to get demographic information on the full household. Assumes detailed family information is being collected.

Display a list of people who have applied during a date range and also had previous applications.

The report groups applicants that have the same name, date of birth, and gender. It displays the case numbers for all applications ever made by that person and a count of the number of applications. By default, it only displays applicants with more than one application.

The report uses the "Date of Earliest" column, which displays the earliest of prescreen date, intake date, or date opened. This allows reporting on applications whether they started as prescreens or intakes, and will include imported cases with a date opened that might not have either a prescreen or intake date.

The filter on Date of Earliest is set to "Apply After Aggregate". This works with the "Max" setting on that column to pull a matter only if the most recent of a group of matters falls within that date range, but does not filter out other matters in that group.

Displays a date as a year only and uses the aggregate feature to group the count of matters by year.

Uses the Case Data > Additional Assignments (One Row per Assignment) table to provide the ability to report on all assignment types: intake, primary, pro bono, etc.

Uses the Case Data > Additional Assignments (One Row per Assignment) table to report on all assignments. Uses the Group By aggregate on Advocate and the Text Join aggregate on Assignment Type to maintain one row per case where an advocate has multiple assignments on a case (intentionally or because of bad data entry). For example, the Text Join displays multiple assignments as "Intake, Primary" in one row instead of two for a user on a case.


A basic report that uses the "Date of Earliest (Open, Intake, Prescreen)" field to filter for matters, whether they were started as prescreens or as intakes.



Demonstrates the use of a crosstab and formatting a date column like Date Closed to only a year for use in a crosstab.

A list of cases with a selected case funding code that have timeslips with a different funding code. Each case is listed one or more times with the non-matching timeslip funding code and a count of the number of timeslips that have the non-matching funding code.

Displays Intake Date and the number of days since intake. Also displays most recent timeslip and the number of days since that date of service.

Uses the Notes Data (One Column Per Type) table to produce a one row per case report, with any of the singular note types as columns; intake notes, close notes, rejection notes, etc.

Report and filter on note type, subject, body, date posted, etc. This does not include 'case notes' created from timeslips.

Standard CSR report required by LSC and many IOLTA agencies.

Basic report demonstrating use of a Summation and the Case ID Count column to summarize case counts by zip code.

Contains a special column that calculates the number of days a case has been open, or was open if it is now closed. The column can be added to a site's report library to be used on other case reports. The calculation does not attempt to account for the time re-opened cases may have previously been open; it uses the most recently entered Date Opened, and if closed, Date Closed. (NB: A "Number of Days Open" field was added in June 2016, making the special column unnecessary.)

The Number of Days Open filter on this report can be set to "Less than 0" to show cases open a negative number of days. In other words, cases that have a Date Closed which is earlier than the Date Opened. Also see "Date Closed is Earlier than Date Opened" below if a specific report is desired instead of changing filters.

Demonstrates the use of the Date Open Range filter, which can display cases that had an open disposition during a range of dates, regardless of when the cases were opened or whether they are now closed. The "range" can also be a single date to show, for example, all cases that were open at the end of the year or a reporting period.

The purpose of this report is to let you add one, or both, of the custom "Add a Task" columns to your report library so it is, or both are, available in Add Columns on other case data based reports. The links open a new browser tab and create a task for the case in that row. The links use the static task create process (which most sites use).

Uses the Case Data > Associated Calendar Events subtable.


Includes a column showing how many days since the most recent case note, and a default filter of greater than 90.

Includes a hidden filter for Total Time for Case is null and displays the number of days each case has been open.

Extends the previous report using an OR query for 'no time' or 'no time for X days'.
NB: You may need to delete the Program filter from this report after importing, and add it back if you need/want it.

Returns a case if it has no note entered in X days, and either no time entered in X days or no time at all.

Displays all client address and phone number fields. A good base for creating more focused reports.

Contains a 'client identifier' custom column that concatenates information from the indicated fields. Useful as an identifier when client names should not be reported.
 
Uses the aggregate function to group clients that have the same name, date of birth, and gender. It displays the case numbers for all cases for each client that have a Date Opened during the filter range, and a count of the number of cases. By default, it only displays clients with more than one case opened during the period. This report could be adapted to filter on Intake Date or Prescreen Date.

Matters that are linked to clinic event appointment slots. It demonstrates the use of the top level Clinics report table to report on matter/case information via the Clinics > Clinic Events (one row per event) > Appointments (one row per appointment) > Case subtable.

Basic information on Contacts, grouped by affiliated Organization using the Section attribute.

Name, email, current organization affiliation, and other information from the top level Contacts table.

The default filters display any closed case where the individual CSR questions are Yes, but CSR Eligibility is No. Useful for sites that use the CSR questions.

Displays all cases where the Date Closed is earlier than the Date Opened, and the number of days earlier. A 'contains' filter on Case ID can be used to filter for a specific 'year'. For example, to only get 12-xxxxxx cases, put "12-" without the quotes into that filter.

Demonstrates the use of the U (unique values) column total to count the number of cases on a report where the row count is number of people.

A basic report based on the top level Donations table.


Produces a report that is one row per donor using the aggregate Sum function to total the individual donation amounts from each person into one row. Also includes a count of the number of donations per person.

Calculates Unfulfilled Pledge Amount (pledge amount minus donation amount), and displays pledges where that amount is greater than zero. Filters are provided for Campaign, Number of Days Donation is Overdue, donor name, etc.

Cases received via e-transfer from another LegalServer site. Uses the Inbound Transfer Information table. Note: A case can be transferred multiple times. The report uses the Min aggregate on the "Date of Request" column to collapse multiple transfers for a case into one row.

Cases sent via e-transfer to another LegalServer site. Uses a custom column to filter on the transfer type selected during the referral process.

Florida Specific Reports
These reports are necessarily generic. Organizations using them must review and adjust as needed.


Transfers to FBF - Summary - the Transfer Log ID is helpful for filtering the Case Detail report to see which cases had information transferred.

IOLA (NY) Reports

LSC GAR Reports
These reports are necessarily generic. Organizations using them must review and adjust as needed.

Separate report from domestic violence because of additional filters used on that report.

Uses an OR query in filters to pull cases that have domestic violence present, legal problem code 37, or optionally have a specific funding code. Report writers must confirm the field being used to indicate 'domestic violence present' on their site.

Standard crosstab. Uses the "PAI Case" field to distinguish Staff and PAI cases. Report writers must confirm this is the field used by their site. The report is designed to be run once with PAI Case is No for staff cases, then Yes for PAI cases.

Report writers must confirm the field their site is using to indicate "Veteran" as more broadly defined by LSC in 2012.


Information about cases that will potentially be included in a HUD ARM electronic transfer.

A list of incomplete intakes. Includes a column showing the number of days since the Intake Date.

Displays a pie chart by day of the week (Monday, Tuesday, etc.) showing the number of intakes on each day. Demonstrates formatting a date like Intake Date as a day of the week.

Counts displayed in a crosstab.

Fields from the litigation table on matters. Also see the example LSC Case Disclosure report.

These example reports must be adapted to how an agency collects and works with LITC information, for example the fields used in filters to identify "LITC" cases and "LITC" outreaches.

Information from litigation records designed to comply with the LSC case disclosure requirements of 45 CFR 1644.

A basic quality check report that displays cases marked LSC Eligible but percentage of poverty is over 125%. For any case returned, also displays if LSC eligibility was overridden, when, and who overrode it.

Example report of data collected with the LSC Other Services block. Uses the special top level table "Combined LSC Other Services (One per Row)", which can pull this data from both case and outreaches.

Each master case is displayed in a section along with all its subordinate cases.

Medical-Legal Partnership (MLP) Reports 
(Contributed by Mallory Curran)



Open Case Count per Advocate by Number of Cases
Default filter counts only primary assignments.

Uses the top level Organization table to display organization name, type, address, etc. Demonstrates filtering on a multi-select lookup field (Organization Type) using the "Is any of substring" setting for that filter.

Useful to determine how many cases had outcomes, as opposed to counts of outcomes. This report uses the Case Data > Outcomes table, which concatenates all outcomes on a case into one cell, therefore the row count is a case count.

A data table listing each outcome and the count of the number of times it has been linked to cases.

A data table listing each outcome and the sum of the value fields for each outcome.

Basic report for sites using OutcomesV2.

Basic report of financial benefits for sites using OutcomesV2.


Basic report of outreach fields.

Shows the number of page loads per user during a date range, along with the date and time of the most recent page load for each user.
NB: This report processes a lot of data and is slow to load. Limit the date range and/or the number of users selected.

Contains a custom column that displays the lesser of the two values if both exist (are not null), with two additional rules.
  • If PoP is null (Income Not Provided selected on the financial form), then a 0 is displayed so that the column isn't blank.
  • If Adjusted PoP is null or 0, then PoP is displayed. Note that this means PoP will be displayed on the rare case where expenses make Adjusted PoP actually equal 0.

Contains 2 summations (one for PoP, one for Adjusted PoP) that count the number of matters for groups of poverty values (0, 0.01-125, 125.01-200, 200.01-1000) using the bins feature.

Basic "GIS" report showing congressional districts and state legislature upper and lower. Has a hidden filter to exclude matters with no zip code (thus assuming at least some address information was entered). Site must have the GIS module enabled. Sites may have other boundary fields that will need to be added.

Contains columns showing the number of days for Prescreen to Intake, Prescreen to Opened, and Intake to Opened.

Uses aggregates to sum the time for each advocate for the selected period into one cell on the report.

Displays any case with a pro bono assignment that has an Assignment Start Date matching the filter. This report is one row per assignment, so a case with 3 pro bono assignments will appear on 3 rows.

Displays any case with a pro bono assignment that has an Assignment Start Date matching the filter. Uses the aggregate function to return only one row per case regardless of the number of pro bono assignments on a case. A Text Join aggregate is used to display all pro bono user names in one cell, and a Count column is provided to also show the number of pro bono assignments on each case.

Pro Bono Cases - Grouped by Pro Bono Advocate
Displays a list of open cases with a current pro bono assignment. The report is sectioned on the pro bono user name column, and provides a count of assignments for each advocate. A case assigned to 2 pro bono users will appear twice on this report, once in each user section. The report is limited to "current" pro bono assignments, meaning assignments without an end date, by using the Case Data > Current Pro Bono Assignment table. Only cases that have a pro bono assignment is obtained by a filter on assignment start date = Any Date Set.

Pro Bono Panel Contact Information
Phone, email, and organization information for current pro bono users.

Pro Bono Users - by Organization
List of current pro bono users grouped by affiliated organization. Includes columns for number of open cases, closed cases, and total cases. Also includes the Date Closed of the most recently closed case.

List of current pro bono users grouped by subject. A subject like "01 Bankruptcy" is displayed, listing all the pro bono users who have that subject in their profile, then "02 Collection", etc.

Produces a list of users whose earliest pro bono assignment is within a date range. Useful to determine which volunteers took their first case this year (or other reporting period).

Publications - A list of publications linked to matters via the Publications block. Includes a summation showing the number linked for each document title.

Uses a special Random Number column to sort a set of cases randomly.

Demonstrates use of the Attorney Call Attempts table to report on records created by the "Call" link on the Refer to Pro Bono User page. Only useful if "Use Probono Assignment Attempt Tracking" is enabled on the Admin / Pro Bono Settings page.

List of referrals to outside organizations grouped by the organization the matter was referred to.

Referred From (Totals) - A count of each "Referred From" value for a set of matters. Note that Referred From is based on the "How did Applicant hear about xyz" field.

A list of matters with the referring organizations recorded for each matter. Assumes a site is using the Referring Organizations field.

Staff Time Report
Basic report on timeslips with filters for Activity Type, Activity Code, timeslip Funding Code, etc. Filters by default for the hidden "Pro Bono" field on timeslips set to No to make it a "staff" time report.

Includes a pie chart by Time Category and a crosstab of each caseworker's time with Time Category in columns.

Includes a pie chart by Activity Type and a crosstab of each caseworker's time with Activity Types in columns.

Staff time sectioned by timekeeper. Includes a column showing the percentage of each timekeeper's time spent on each activity type, for example 75% on Case Activity, 20% on Supporting Activities, and 5% on Miscellaneous.

Staff time section by Date of Service, then Timekeeper, then Activity Type. Time Spent is totaled for each activity type.

Includes a crosstab with staff as rows and funding codes as columns.

Useful for sites using Advanced Grants Management. It breaks down each timeslip into its distributed subrow(s). A 5.00 hour timeslip distributed as 4.00 hours to Grant A, 0.50 hours to Grant B, and 0.50 hours to Grant C will appear as 3 rows. The crosstab displays the subrow grants and calculates the subrow time. 

A basic report of all page loads. Not easy to interpret. Warning: This report can produce many thousands of rows. Filter accordingly.

Task and Deadline Information
Basic report of task and deadline information. Uses the top level Todo table, so it is not limited to tasks and deadlines that are tied to cases or outreaches.

Tasks on Cases
Tasks and deadlines that are linked to cases. Default filters show pending/open cases with incomplete tasks, sorted by case number and the date tasks were created.

Report of users who have not recorded time, or recorded less than a certain number of hours, for any given date during a range of dates. An explanation of this report is available in the Nuggets section of the Reports Manual. Also see "Time per Advocate per Day (for Weekdays with Less Than X Hours)" below for a version of this report that does not include Saturdays or Sundays.

Time - PAI Time
Time report filtered to show only timeslips with the "PAI Time" (Private Attorney Involvement) field set to Yes. This report does not use the hidden "Probono" field on timeslips, and therefore is not limited to reporting on time entered by staff or by pro bono attorneys.

Time Linked to Outreaches
Uses the Outreach > Timekeeping subtable to report timeslip detail only on timeslips linked to outreach records. The equivalent of Case Data > Timekeeping for matters.

Return a list of cases that had timeslips entered during a date range. The report is one row per case. It demonstrates using the Case Data > Timekeeping subtable and aggregating the fields from that subtable so the report is one row per case, not one row per timeslip.

Time per Advocate per Day (for Weekdays with Less Than X Hours)Report of users who have not recorded time, or recorded less than a certain number of hours, for any given date during a range of dates. Displays the day and the number of hours recorded for each day that is less than minimum set in the filter. This report does not include Saturdays or Sundays. In the screenshot example, Demo User2 recorded sufficient time on Monday through Wednesday of the week being viewed, where Demo User did not record any time for that week.


Time per Person for Weeks with Less than X HoursReport of users who have not recorded at least X hours for a week. Displays one row per user for each short week during the date range entered in the filter.
 
Time Totals per Case per Advocate during a Range of Dates
For each case, all timeslips recorded against the case during the date range are totaled per timekeeper. The timekeeper name column can be removed to display one row per case with the total time. A column is included that displays the number of timeslips that are being collapsed per row. Note: There is a Total Time on Case field available if the dates time was entered is not important.

Trust Account Balances
A list of all cases with a non-zero trust account balance.

Uses Aggregate = Max on the trust transaction date to only display the most recent transaction, and filters on the aggregated date as number of years.

Trust Account Balances (Snapshot)
 Displays trust account balances as of a specific date (balance sheet or snapshot-style). It only displays trust account balances that are greater than zero by default. Enter the specific date in both the From and To of the Snapshot Range filter.

Trust/Expense Information
Trust/Expense transaction detail during a date range, sectioned by case.

Unique Clients by Last, First, DOB
Displays a set of clients, grouped by the Last, First name field. Also displays the client DOB, but with no aggregate, so two clients with the same first and last name but different DOBs will display on two rows.

Race and Gender are also displayed and aggregated; either or both aggregates can be removed to make two people with the same first and last name and DOB but different races or genders not be grouped as the same person. A count of cases is shown for each person. If a person has more than one case, all case numbers are concatenated into one cell with the aggregate Text Join function.

User Account Information and Case TotalsAn example of some of the fields available on the System Users table, like case totals, donations, etc.

User Accounts - Failed Login Attempts - Shows accounts with more than one failed login attempt.

User Accounts - Last LoginDesigned to identify user accounts that are set Login Active, but have not logged in for X days. By setting the "Last Logged in At" filter to "No Date Set" and setting the Number of Days filter to blank, you can list all users who are Login Active but have never logged in.

VAWA Information
Basic example with some of the fields agencies use to track VAWA information. The report must be adapted to the fields an agency uses and the manner of identifying "VAWA cases"; the example assumes a VAWA case is one with the Domestic Violence Present field set to Yes. 


Warning Warning

The list below can contain outdated files. Proceed at your own risk. Much better to only download from the links above.

You have been warned.

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Ron Wilhoite,
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Ron Wilhoite,
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Ron Wilhoite,
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Ron Wilhoite,
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Ron Wilhoite,
Sep 12, 2015, 9:07 PM
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Sep 15, 2015, 6:28 AM
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Ron Wilhoite,
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Ron Wilhoite,
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Ron Wilhoite,
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Ron Wilhoite,
Sep 15, 2015, 6:41 AM
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Ron Wilhoite,
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Ron Wilhoite,
Sep 12, 2015, 9:07 PM
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Ron Wilhoite,
Sep 15, 2015, 6:46 AM
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Ron Wilhoite,
Dec 21, 2015, 5:49 AM
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Ron Wilhoite,
Dec 21, 2015, 5:41 AM
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Ron Wilhoite,
Sep 12, 2015, 9:07 PM
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Ron Wilhoite,
Jul 28, 2017, 8:10 AM
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Ron Wilhoite,
Sep 25, 2018, 10:01 AM
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Ron Wilhoite,
Sep 15, 2015, 6:56 AM
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Ron Wilhoite,
Oct 31, 2015, 10:43 AM
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Ron Wilhoite,
Sep 12, 2015, 9:08 PM
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Ron Wilhoite,
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Ron Wilhoite,
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Ron Wilhoite,
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Ron Wilhoite,
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Ron Wilhoite,
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Ron Wilhoite,
Jul 28, 2017, 8:14 AM
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Ron Wilhoite,
Sep 12, 2015, 9:08 PM
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Ron Wilhoite,
Sep 12, 2015, 9:08 PM
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Ron Wilhoite,
Sep 12, 2015, 9:08 PM
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Ron Wilhoite,
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Ron Wilhoite,
Feb 2, 2016, 1:24 PM
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Ron Wilhoite,
Sep 12, 2015, 9:08 PM
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Ron Wilhoite,
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Ron Wilhoite,
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Ron Wilhoite,
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Ron Wilhoite,
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Ron Wilhoite,
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Ron Wilhoite,
Oct 31, 2015, 11:05 AM
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Ron Wilhoite,
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Ron Wilhoite,
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Ron Wilhoite,
Mar 2, 2019, 11:00 AM
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Ron Wilhoite,
Mar 2, 2019, 11:00 AM
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Ron Wilhoite,
Oct 1, 2019, 4:22 AM
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Ron Wilhoite,
Sep 12, 2015, 10:10 PM
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Ron Wilhoite,
Sep 12, 2015, 10:10 PM
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Ron Wilhoite,
Oct 31, 2015, 10:57 AM
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Sep 12, 2015, 10:10 PM
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Ron Wilhoite,
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Ron Wilhoite,
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Ron Wilhoite,
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Ron Wilhoite,
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Ron Wilhoite,
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Ron Wilhoite,
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Ron Wilhoite,
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Ron Wilhoite,
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Ron Wilhoite,
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Ron Wilhoite,
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Ron Wilhoite,
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Ron Wilhoite,
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Ron Wilhoite,
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Ron Wilhoite,
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Ron Wilhoite,
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Ron Wilhoite,
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