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2011 Practice Management Annual Conference. 10 Features You Didn’t Know Existed in PCLaw Presentation by: Barbara Brown & Carie Anne Kowalewski. September 24, 2011. Introduction. Barbara Brown. Carie Anne Kowalewski. CIC for 12 years Time Matters, Billing Matters & PCLaw CIC

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2011 practice management annual conference

2011 Practice Management Annual Conference

10 Features You Didn’t Know Existed in PCLaw

Presentation by:

Barbara Brown & Carie Anne Kowalewski

  • September 24, 2011


Introduction

Introduction

Barbara Brown

Carie Anne Kowalewski

CIC for 12 years

Time Matters, Billing Matters & PCLaw CIC

Located in New Jersey, New York & Atlanta; Clients nationwide

Consulting, Customization, Training, & on-going Support

[email protected]

  • Worked with PCLaw for over 23 years

  • Started with Alumni Computer Group; PCLaw CIC

  • Located in Canada; Clients throughout North America

  • Implementations; Templates;Ebilling Solutions; Training firms to use PCLaw effectively

  • [email protected]


Agenda

Agenda

Introduction

Customizing PCLaw for your Users

Easily Editing Fonts & Font Sizes in Templates

Creating Pre-Bills using Matter Billing Format

Enabling Advanced Security (V11)

Enabling PCLaw Mobility (V11)

Fujitsu ScanSnapIntegration (V11)

Importing Holidays (V11)

Saving Outlook Emails

SQL Version: Populating billing data into other applications (e.g Time Matters, HotDocs, Web Services, etc.)

SQL Version: Advanced Reporting

Questions


Toolbar

Customizing PCLaw for a PCLaw User

Toolbar

Hot Keys

QuickStep


Customizing pclaw for your users

Customizing PCLaw for your Users

Add/Remove Pre-Set Icons on the Toolbar

  • Select: Toolbar Options

  • Select: Add or Remove Buttons

  • Select: PCLaw Toolbar


Customizing pclaw for your users1

Customizing PCLaw for your Users

  • Select: Customize the toolbar

In the Commands tab:

  • Select: Category & Command

  • Click & Drag Command to Toolbar


Customizing pclaw for your users2

Customizing PCLaw for your Users

Add your own Hot Keys

  • Use Hot Keys – CTRL+ S, CTRL+P etc –to quickly access PCLaw functions with your hands on the keyboard

  • Default Hot Keys – PCLaw Menu


Customizing pclaw for your users3

Customizing PCLaw for your Users

Add your own Hot Keys:

  • Select: Toolbar Options

  • Select: Add or Remove Buttons

  • Select: Customize the toolbar


Customizing pclaw for your users4

Customizing PCLaw for your Users

In the Keyboard tab:

  • Select the Category

  • Select the Command

  • Enter the new shortcut key

  • And select Assign

The Hot Key is now assigned to the function.


Customizing pclaw for your users5

Customizing PCLaw for your Users

Customizing QuickStep

  • Add PCLaw functions to QuickStep

  • Right click in Quickstep and select Add a Button

  • Select Menu Options in subsequent menus until you select a function


Customizing pclaw for your users6

Customizing PCLaw for your Users

Add Applications to QuickStep using the Application Launcher


Customizing pclaw for your users7

Customizing PCLaw for your Users

  • Add a Program

  • Add an Icon

  • And other relevant information


Customizing pclaw for your users8

Customizing PCLaw for your Users

  • Add buttons for other standard programs


Using a text editor to change fonts and font sizes

Easily Editing Fonts & Font Sizes in Templates

Using a Text Editor to change fonts and font sizes


Easily editing fonts font sizes in templates

Easily Editing Fonts & Font Sizes in Templates

Change Fonts & Font Sizes in a Text Editor

  • StatData

  • Open the template file in Notepad


Easily editing fonts font sizes in templates1

Easily Editing Fonts & Font Sizes in Templates

Font Name

  • Use the Replace function

Font Size


System settings

Creating Pre-Bills using Matter Billing Format

System Settings


Creating pre bills using matter billing format

Creating Pre-Bills using Matter Billing Format

Options > System Settings > Billing

Default pre-bill format – all matters


Creating pre bills using matter billing format1

Creating Pre-Bills using Matter Billing Format

Options > System Settings > Billing

Remove Pre-Bill Template

Matter billing template will be used for Pre-Bills


2011 practice management annual conference

Enabling Advanced Security (V11)

What?

When?

How?


Enabling advanced security v11

Enabling Advanced Security (V11)

What is Advanced Security?

Advanced Security gives you the ability to

  • Implement strong passwords

  • Apply expiration intervals to passwords

  • Allow users to change their own passwords

  • Allow the PCLaw Administrator to force users to change their passwords


Enabling advanced security v111

Enabling Advanced Security (V11)

When would you use Advanced Security?

  • With PCLaw Mobility

  • To take advantage of strong passwords and other features of Advanced Security without using PCLaw Mobility


Enabling advanced security v112

Enabling Advanced Security (V11)

How to enable?

  • Login as PCLaw User “ADMIN”

  • Navigate to Options > Administrators > Security Preferences

  • Select ‘Enable Advanced Security’


Enabling advanced security v113

Enabling Advanced Security (V11)

How to enable?

  • Options > Administrators >Security

  • Set Strong Password

  • At least 8 characters

  • Both UPPER and lower case

  • A number or symbol or both

  • No discernible part of PCLaw USER name

  • Password can be set to expire

  • For Mobility

  • Password must be changed within a defined period of up to 90 days

  • Password cannot be repeated within a period of 5 password changes

  • After 5 unsuccessful attempts to logon, PCLaw User is LOCKED out – can be unlocked by ADMIN

  • If ADMIN user has forced password change, then USER must access PCLaw and change password before accessing Mobility


Implementation tips

Enabling PCLaw Mobility (V11)

Implementation Tips


Enabling pclaw mobility v11

Enabling PCLaw Mobility (V11)

Implementation Tips

Windows Administrator

Follow Instructions

- In order!

Configure Link as Service

Install Mobility Access Manager

Enable Advanced Security Preferences in PCLaw

Enable Mobility in Connection Settings

Enable Mobility for Users and Assign Strong Passwords


Enabling pclaw mobility v111

Enabling PCLaw Mobility (V11)

Configure Link as Service

  • Start > All Programs

  • LexisNexis > PCLaw > Utilities

> Configure Link to Run as Windows


Enabling pclaw mobility v112

Enabling PCLaw Mobility (V11)

Configure Link as Service

The PCLaw Links as Windows Services opens.

  • Log on as (Domain\User)

  • Workgroup: .\username

  • Other: Domain (computer)\username

  • Windows’ Administrator Username and Password

Remember to change password in Install PCLaw Link as Windows Services if Windows Administrator’s password changes.


Enabling pclaw mobility v113

Enabling PCLaw Mobility (V11)

Install Mobility Access Manager

  • Can download from www.pclaw.com/techpage

  • Machine/computer with Mobility MUST have internet access

AND it must be turned on!

  • Install on the same computer that contains the PCLaw database

  • EXCEPTION:if computer/server is a DOMAIN CONTROLLER

- Install on the next fastest computer

  • Networks must use UNC path or a local hard drive

- not a mapped path

- change the path to UNC in PCLAW.CFG


Enabling pclaw mobility v114

Enabling PCLaw Mobility (V11)

Advanced Security must be enabled for firm to use Mobility

  • Options > Administrators > Security Preferences

  • Select: Enable Advanced Security


Enabling pclaw mobility v115

Enabling PCLaw Mobility (V11)

Connection Settings

Options > Connection Settings

  • Remember to change password here if PCLaw ADMIN password changes.

  • ….remember to select “Use Mobility Feature” !


Enabling pclaw mobility v116

Enabling PCLaw Mobility (V11)

Enable Mobility for Users and Assign Strong Passwords

Options > Administrator > Security

  • Unique e-mail address

  • Doesn’t have to be a real address!

  • Enable to access to mobility

  • Select a Default lawyer

  • ADMIN user cannot access Mobility


Enabling pclaw mobility v117

Enabling PCLaw Mobility (V11)

Other Tips

Confirm Window’s Services

Start > Run – in the OPEN box, type Services.msc

  • Confirm that both of the following PCLaw files are started:

    • PCLaw Link Service

    • PCLaw Log Service

  • Confirm that both of the following LexisNexis Practice Management files are started:

    • LexisNexis Practice Management Common API (aka CAPI)

    • LexisNexis Practice Management Mobility Data Service


Enabling pclaw mobility v118

Enabling PCLaw Mobility (V11)

Other Tips

  • If necessary, Stop or Start Services in the following order:

  • PCLaw Link Service

  • PCLaw Log Service

  • LexisNexis Practice Management Common API

  • LexisNexis Practice Management Mobility Data Service

  • Reset Password: Stop/Start Services to give faster access to Mobility

  • Tech Support Tip: Stop/Start Services after an Automatic Backup to enable access to PCLaw Mobility – until V11 patch released!


Enabling pclaw mobility v119

Enabling PCLaw Mobility (V11)

Other Tips

  • Merge Addresses

  • Mobility uses the Contact List to access matters/clients

  • In recent PCLaw versions, all clients are automatically Contacts

  • Clients created in earlier versions may not be in the Contact list as ‘Clients’

  • Use the Merge Addresses function to correct this

  • Make PCLaw Mobility Easily Accessible on the Mobile Device

  • Add the PCLaw Mobility Icon to the homepage!!


2011 practice management annual conference

Fujitsu ScanSnap Integration (V11)


Fujitsu scansnap integration v11

Fujitsu ScanSnap Integration (V11)

  • Scan and save important documents to PCLaw in a few easy steps

Requirements

  • Fujitsu ScanSnap Scanner

  • Download http://www.fujitsu.com/us/services/computing/peripherals/scanners/scansnap/pclaw.html


Fujitsu scansnap integration v111

Fujitsu ScanSnap Integration (V11)

  • Download and run the executable file from the site. You will see a command prompt briefly flash on the screen.

  • In the ScanSnap Manager Settings, change the Profile to PCLaw


Fujitsu scansnap integration v112

Fujitsu ScanSnap Integration (V11)

  • To Use:

  • Scan the document

  • The “Add PCLaw Document” dialog box will open

  • Complete the fields to profile the scanned document in the PCLaw Document Management System


2011 practice management annual conference

Importing Holidays (V11)


Importing holidays v11

Importing Holidays (V11)

  • In V11, you can now import multiple country and religious holiday files

  • Options

    • Lists

    • Holidays

    • Import Holidays

    • Select the file to import


Importing holidays v111

Importing Holidays (V11)

  • Tip: Edit the .Hol file in Notepad to include other Special Dates (e.g Bar Related Events, Motion Days)in Notepad

  • The (.hol) files are located under C:\Program Files (x86)\LexisNexis\PCLaw\LOCALDATA


2011 practice management annual conference

Saving Outlook Emails


Saving outlook emails

Saving Outlook Emails

  • Enable the option to save Outlook emails

From the pull-down menu, choose

  • Options > Connection Settings > Outlook

  • Check the option to Enable Connection for E-mail Tracking and Timer

    The three options are:

    • Record Sent Items by default

    • Ask to Record Sent Items

    • Never Record Sent Items by Default


Saving outlook emails1

Saving Outlook Emails

  • Which option to choose?

This is an easy and obvious decision

  • If the client does not want to save emails from Outlook, choose ‘Never record sent items by default’

  • If the client wants to be prompted so they can choose whether or not they want to save the email, choose ‘Ask to Record Sent Items’

  • If the client always wants to save emails, choose ‘Record Sent Items by default’


Saving outlook emails2

Saving Outlook Emails

If the option is enabled to save the email, the following screen will appear after an email is sent from Outlook:


Saving emails to outlook

Saving Emails to Outlook

Do not get confused that it says “Add PCLaw Document”

  • PCLaw treats emails as documents and will store the actual “.msg” file in the document path location


Using data in other applications

SQL Edition:

Using Data in Other Applications


Sql edition using data in other applications

SQL Edition: Using Data in Other Applications

  • When would you need to use billing data in another program?


Sql edition using data in other applications1

SQL Edition: Using Data in Other Applications

  • Issue: Electronic Billing Format Not Supported in PCLaw

Solution:

  • Write a program that extracts the information needed from the Case Management System and PCLaw

  • Format it so it can be uploaded to the vendor website to be processed

  • Using the SQL edition of PCLaw, you can query the data needed for the import file and match it with supporting documents from Document Management System, then upload it to invoice processing website


Sql edition using data in other applications2

SQL Edition: Using Data in Other Applications

  • Issue: Need a way to keep track of Approved Hours vs. non-billable or billed hours worked in Case Management System

Solution:

  • Using the SQL Edition of PCLaw, you can write a Windows service that queries the PCLaw data and pulls the total of unbilled + billed hours and writes back to the Case Management System in real time


Sql edition using data in other applications3

SQL Edition: Using Data in Other Applications

Hours & Fees Approved entered by staff

Time Matters:

Hours & Fees Billed in PCLaw

PCLAW:

TM is updated in real-time with the Total Billed Hours and Fees


Advanced reporting

SQL Edition:

Advanced Reporting


Sql edition advanced reporting

SQL Edition: Advanced Reporting

  • Using SQL Edition of PCLaw and SQL Server, you can create custom reports using Microsoft SQL Reporting Services

Benefits:

  • No need to purchase a third party report writer (e.g. Crystal Reports)

  • Reporting Services are available for FREE in SQL Server 2008 R2 - even the Express version!

  • Reports can be automatically emailed to specific people on scheduled intervals

  • Export as PDF, Excel, HTML, etc.

  • Available in a web browser!


Questions

Questions?

  • Barbara Brown

  • BBLaw Inc.

  • [email protected]

  • Carie Anne Kowalewski

  • Document & Data Solutions, LLC

  • [email protected]

Thank You!


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