Do you want a way to scroll through each file and quickly see the key contents of each record? The SnapShot provides a concise picture of the data contained in individual records using an easy to view format in a single location. When you are viewing a list of records such as a List tab in PracticeMaster or the Client Lookup and Contact Lookup windows in Tabs3, simply click on a single record from the list. All of the key information from the record will be shown in the SnapShot panel.
As you select different records on the list, the SnapShot refreshes with information from each new record. This makes it easy to see the information without actually opening the record. Hyperlinks are provided for phone numbers, e-mail addresses, in both Tabs3 and PracticeMaster, as well as file type fields in PracticeMaster. These fields can open a Send E-mail window, the Phone Dialer window, a Web Browser window, and a file or file location.
SnapShot makes it easy to grab information for a client or contact. After selecting the desired record, you can highlight the name and address block of information and use Ctrl+C to copy the information to the Windows clipboard. You can then paste that information into a document, spreadsheet, e-mail, or any other program that accepts text. If you want to print the SnapShot, simply right-click in the SnapShot panel and select Print.
The position of the SnapShot panel can be changed by right-clicking the SnapShot panel, pointing to the SnapShot menu option and selecting the Right or Bottom menu option. The SnapShot panel can also be resized by moving your cursor over the edge of the panel until your mouse changes to a line with arrows on both ends, clicking the edge of the panel, and dragging the edge to the new size. The size and position of SnapShot panels are stored separately for each User ID.
If you haven’t had an opportunity to work with the SnapShot feature yet, take a closer look. Additional information about the SnapShot feature can be found in Knowledge Base Article R11005, “SnapShot Overview.”
We have a new employee starting and we need to add her to hundreds of existing Calendar entries. Is there an easy way to accomplish this so that I don’t have to open each calendar record and edit them individually?
A WorkFlow can be created that will add the User ID to the desired calendar records. This WorkFlow will not run automatically, but will run when you click the WorkFlow in the Quick Clicks pane. This allows you the flexibility of selecting only the records to which you want the user added.
Tip: Once the WorkFlow has been created, it can easily be updated for similar scenarios in the future. For example, if you need to add another new employee at a later time, simply edit the existing WorkFlow for the new User ID.
To create a WorkFlow to add a particular User ID to calendar records
- From the Maintenance menu, select WorkFlows.
- Select Calendar, and then click the New button.
- Enter a Name for the WorkFlow (e.g., “SARA added to Calendar Entries”).
- In the Event section, select the User Activated check box.
- In the Actions section, click New.
- Select Change Record, and then click Next.
- Select Source Record, and then click the Define Template button.
- Click on the set button next to the User/Group field.
- In the Template Expression Editor window, click the Field button.
- In the Available Records field, select Source Record (Before the Save).
- Select the GroupInfo Field ID and click Insert.
- Click the Operator button, select Addition, and then click Insert.
- Click the Value button, enter a comma followed by the desired User ID, and then click OK. For our example, enter “,SARA”. The comma is necessary to separate the User ID from the others.
- The following will now be displayed:
‘@SrcRecOrig:GroupInfo +“,SARA”’
Click OK on the Template Expression Editor window. - Press Ctrl+S.
- In the Template Expression Editor window, click the Field button.
- Click Finish.
- Click Save.
To run the WorkFlow, simply open the Calendar file, select the desired calendar records, and then click the WorkFlow from the WorkFlows group of the Quick Clicks pane. All of the selected calendar records will be updated with the new user.
For more information on WorkFlows, refer to our new PracticeMaster WorkFlows Guide at Tabs3.com/support/docs.html or Knowledge Base Article R11307, “All About WorkFlows.”
Most offices have standard hourly billing rates that they charge clients. Of course, there are also those clients whose rates differ from the standard rates, but what options are there for customizing rates?
The How Rates Work video discusses customizing client rates via the Rates tab in the Client file. The Rate Tables, Timekeeper Level, and Billing Rate Code options are discussed. Additionally, this video provides a recap of how Tabs3 determines the default hourly billing rate that will be used when adding a fee.
Watch this seven-and-a-half-minute video here:
Training Videos can be accessed 24 hours a day, 7 days a week, at Tabs3.com/videos. You can also access Training Videos while in the software by selecting Help | Documentation and then clicking the See also link for Tabs3 and PracticeMaster Training Videos.
When entering fees and costs for task based billing clients, do you have to scroll through all of the Phase/Task or Activity Codes for other categories to get to the set of task codes applicable for your client? If you use Billing Categories for your clients, you can assign Task Code Sets to your categories so that when entering fees and costs, only the task codes that are associated with that client’s Billing Category are displayed.
To assign a Task Code Set to a Category
- From the File menu, point to Open and select Miscellaneous.
- From the Category tab, select the desired Category.
- Select the Task Based Billing Code Set you want to be assigned to the selected Category.
- Press Ctrl+S.
The next time you enter fees and costs for a client assigned to the Category selected, you will only see the Task Code Set assigned to the Category. This can greatly reduce the number of Task Codes to choose from.
