2011 Practice Management Annual Conference

1. 2011 Practice Management Annual Conference 10 Features You Didn’t Know Existed in PCLaw Presentation by: Barbara Brown & Carie Anne Kowalewski • September 24, 2011

2. 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 ckowalewski@docsol.com • 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 • barbara@bblawinc.ca

3. 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

4. Customizing PCLaw for a PCLaw User Toolbar Hot Keys QuickStep

5. Customizing PCLaw for your Users Add/Remove Pre-Set Icons on the Toolbar • Select: Toolbar Options • Select: Add or Remove Buttons • Select: PCLaw Toolbar

6. Customizing PCLaw for your Users • Select: Customize the toolbar In the Commands tab: • Select: Category & Command • Click & Drag Command to Toolbar

7. 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

8. Customizing PCLaw for your Users Add your own Hot Keys: • Select: Toolbar Options • Select: Add or Remove Buttons • Select: Customize the toolbar

9. 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.

10. 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

11. Customizing PCLaw for your Users Add Applications to QuickStep using the Application Launcher

12. Customizing PCLaw for your Users • Add a Program • Add an Icon • And other relevant information

13. Customizing PCLaw for your Users • Add buttons for other standard programs

14. Easily Editing Fonts & Font Sizes in Templates Using a Text Editor to change fonts and font sizes

15. Easily Editing Fonts & Font Sizes in Templates Change Fonts & Font Sizes in a Text Editor • StatData • Open the template file in Notepad

16. Easily Editing Fonts & Font Sizes in Templates Font Name • Use the Replace function Font Size

17. Creating Pre-Bills using Matter Billing Format System Settings

18. Creating Pre-Bills using Matter Billing Format Options > System Settings > Billing Default pre-bill format – all matters

19. Creating Pre-Bills using Matter Billing Format Options > System Settings > Billing Remove Pre-Bill Template Matter billing template will be used for Pre-Bills

20. Enabling Advanced Security (V11) What? When? How?

21. 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

22. 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

23. Enabling Advanced Security (V11) How to enable? • Login as PCLaw User “ADMIN” • Navigate to Options > Administrators > Security Preferences • Select ‘Enable Advanced Security’

24. 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

25. Enabling PCLaw Mobility (V11) Implementation Tips

26. 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

27. Enabling PCLaw Mobility (V11) Configure Link as Service • Start > All Programs • LexisNexis > PCLaw > Utilities > Configure Link to Run as Windows

28. 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.

29. 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

30. Enabling PCLaw Mobility (V11) Advanced Security must be enabled for firm to use Mobility • Options > Administrators > Security Preferences • Select: Enable Advanced Security

31. 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” !

32. 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

33. 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

34. 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!

35. 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!!

36. Fujitsu ScanSnap Integration (V11)

37. 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

38. 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

39. 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

40. Importing Holidays (V11)

41. 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

42. 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

43. Saving Outlook Emails

44. 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

45. 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’

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

47. 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

48. SQL Edition: Using Data in Other Applications

49. SQL Edition: Using Data in Other Applications • When would you need to use billing data in another program?

50. 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