Not all software companies are the same. There are many companies that release new versions of their software with minimal testing. Some companies may not even have a department that does formal testing of software enhancements, and instead rely on their customers to report any problems. Tabs3 and PracticeMaster software is different. So different in fact, that our motto is “Reliable Software. Trusted Service.” This means that when we release a new version of the software, or introduce new features mid-version, you don’t have to wait a few months for the bugs to be worked out before downloading and installing it. You can rest assured that you’ll be installing software that’s ready to use. But this is only one of the reasons why you should always be on the latest release.
Here are the top reasons to be on the latest release of the software:
Tabs3 and PracticeMaster software allows you to quickly determine if you are running the latest release. To check for updates, open any Tabs3 product or PracticeMaster and select Help | Check for Updates. If an update is available, the Update Notification window will be displayed.
With a paid maintenance plan, there is never an additional cost for updating to the latest version of the software. If you are not on the latest release, now is the time!
As a company, we take great pride in the documentation we provide for our software. We are very thorough in documenting how features work and how to troubleshoot when an issue arises. Because of this, there are multiple resources for finding information.
If you’re not sure where to look for the information you need, check out Knowledge Base Article R11194, “Help Resources: How to Find It.” This article includes information on the following resources, how to access them, and what they are used for:
A one-page printable Quick Reference guide is also included. You can keep this reference at your desk to quickly determine which resource to use for any of your needs.
Our Knowledge Base can be accessed at support.Tabs3.com. You can also access our Knowledge Base while in the software by selecting Help | Internet Resources | Knowledge Base.
Version 19 has just improved how you look at your worked hours.
In both Tabs3 and PracticeMaster, a new graphical Recap of Hours replaces the Fee Recap window. The Recap of Hours has also been added to Tabs3 Connect. This window contains a graph, providing billable and non-billable hours and amounts at-a-glance, with the added ability to also see unprocessed time in PracticeMaster. By default, the bar graph will display the current week, and you can scroll forward and backward in time using the arrows at the top of the graph. Want to review and/or edit fees for a certain day? Simply click on the billable or non-billable time to open the Fee Recap Lookup window, where you can view the fee records or add new records on the fly! In PracticeMaster, click on the unprocessed time to open the Process Timer Records window so you can convert that time into billable fees.
The Recap of Hours can be accessed several ways.
To specify the Default Timekeeper, include a daily target comparison line, and, in PracticeMaster, to include unprocessed timer records, click the icon in the Recap of Hours window.
Although the Recap of Hours will always open to the Default Timekeeper selected, you can also select a timekeeper for the current session. You can even print the Recap of Hours graph by clicking the icon.
Reviewing your time has never been easier!
When a document needs to be reviewed, how is it passed around the office? Is it printed and handed out, or maybe sent via email to everyone for commentary? There is an easier way – use eNotify to send everyone a link to the PracticeMaster record!
How does eNotify work? By selecting the eNotify button when viewing any PracticeMaster record (e.g., document management, calendar, client, fee, journal, etc.), a new Send eNote window is displayed that includes some basic information regarding the linked record, depending on the file from which it was created. The Send eNote window also automatically contains a link to the record. This feature provides a simple way to notify other users of additions or changes to their PracticeMaster records (e.g., address changes, rescheduled meetings, newly scheduled events or tasks, etc.).
When the recipient views the eNote, a link at the bottom of the eNote window can be used to open the record referenced in your eNote. In the opened record, all fields will be available for review.
eNotify has several other uses, such as making attorneys aware of a new client by eNotifying them with a link to the new client record, or eNotifying a group of users regarding a change in the date or time of a calendar event that is moments away. Using eNotify in these situations can make users aware of changes that they might otherwise find out about too late if they depend solely on e-mail for communication.
As you can see, eNotify is a fast and easy way to notify users of changes and additions to the PracticeMaster files. Making eNotify part of your daily routine can guarantee that everyone is in the know!
For more information about Platinum features, see Knowledge Base Article R11379, “Platinum Overview.” If you have any questions regarding Platinum features, contact your local consultant, or contact Technical Support at (402) 419-2210.
PracticeMaster can integrate with any local installation of Microsoft Outlook. If you’re using Office 365, you can install Outlook locally. PracticeMaster’s integration with Outlook relies on the local mail profile and therefore should be unaffected by the location of the Exchange Server.
When integrating Calendar and/or Contact records between PracticeMaster and Outlook, Tabs3 recommends having a conversation with your IT Department or whoever will be performing the migration before migrating to a new Exchange Server. In order to plan the migration process, they will need to review our Knowledge Base Article R11731, “Exchange Migration Best Practices,” before migrating to ensure a smooth transition to the new Exchange server.
To assist in your conversation with IT, there are two important questions that need to be asked prior to migrating:
Will we still have Outlook installed locally on the same workstation as PracticeMaster?
Why this is important: PracticeMaster requires a local copy of Outlook installed on the same workstation in order to integrate. A web-based version of Outlook, or an installation on another instance of Windows will not integrate successfully.
Can you configure and include custom fields as part of the Exchange migration process?
Why this is important: PracticeMaster uses custom fields in Outlook to store information relating to PracticeMaster in Outlook records. Examples of this include:
If this information is not passed to the new Exchange server, the first time PracticeMaster is synchronized with Outlook using the new server, duplicate calendar and contact records will be synchronized back to PracticeMaster, and all of the journal, calendar, and fee information for each email will be lost.
Once you have confirmed that “yes” is the answer to both questions, you’ll need to prepare for the migration. There are two main steps you must take prior to migrating:
Additionally, we recommend that you migrate all of your firm’s users to the new Exchange server at once rather than individually or a few at a time. This prevents problems caused by users on different Exchange servers entering calendar records for each other in PracticeMaster.
Note: It is important to review our Knowledge Base Article R11731, “Exchange Migration Best Practices,” prior to migration, as this article provides complete instructions for successfully migrating your Exchange server.
Our office will be closed on Monday, May 27th, in recognition of Memorial Day.
Here are some helpful Support resources that are available 24/7:
Have you customized the My Actions page on the Home tab yet? My Actions can be customized to only show the features you use the most, providing quick access to everything you use on a regular basis. If you’re not yet familiar with using or customizing My Actions, let us show you how easy it is!
The Using and Customizing My Actions video walks you through the following:
Watch this four-minute video here:
Training Videos can be accessed at Tabs3.com/videos. You can also access the videos while in the software by selecting Help | Training Videos.
Did you know that PracticeMaster integrates with several third-party programs? This integration provides the ability to add emails to PracticeMaster as Journal records and documents as Document Management records. Fee and Calendar records can also be added or edited. Toolbar Plug-ins can be installed for the following programs:
To install a toolbar plug-in
The next time you open the third-party program, you will be able to use the toolbar! For more information about Toolbar Plug-ins, press F1 from within PracticeMaster and enter “Toolbar Plug-ins” on the Index tab.
This can be accomplished by entering a fee with a Type 4 – Description Only transaction code (tcode) and using a statement template that is set up with a Fee Format of Summary. The Summary option allows you to generate a statement that summarizes all the fees into one line item. The fee transaction with the Type 4 tcode allows you to customize that description.
To enter a description-only fee transaction
To show only a summary of fees on a statement
You can now generate a statement for the client as you normally would.
Note: Keep in mind that changing a Statement Template will affect all clients that use that template. You may want to consider creating a new template and assigning to this client instead of editing an existing one.
The Cash Receipts Report shows the total amount of payments received during the specified time period, along with an optional breakdown of how they were applied.
To run the Cash Receipts Report
Print jobs can be canceled via the Print Control window. This option is available in all of the software, but in order to cancel a print job, you must access the Print Control window from the software that initiated the printing.
To cancel a print job
Note: If the print job has finished processing in the software, but is still printing, the print job will no longer be shown in Print Control window. This is because the entire print job has already been sent to the printer. At this point, you will need to abort the print job at the printer level or the Windows print queue level.
Calendar codes can quickly be customized to include an alarm, change the text and background color, and more.
To add an alarm to a Calendar Code
Each set of books in GLS is referred to as a GLS Client. To access the data in a different GLS Client, you must change which GLS Client is being accessed.
To select a different GLS Client
You can now run the desired reports.
Note: The new client is used until the software is restarted or a different GLS client is selected. Selecting a different GLS client does not affect other users.
You can quickly review up to three years of account balances, or two years and a difference, via Account Information. An optional Account Information Report can also be printed.
To view account balances for multiple years
You can now review each month’s balances for the selected account in the Monthly Balances section. To print a report, press Ctrl+P.
In Version 19, integration between APS, GLS, and Tabs3 Billing was updated in order to better control how costs are handled and to include new reporting options. Included in these changes is the ability to specify accounts in GLS that will be used for advanced client costs and, when integration is turned on, APS can be set up to only show the Tabs3 Cost Entry window when posting to these types of accounts.
To specify a GLS account as an Advanced Client Costs Account
To only display the Tabs3 Cost Entry window for Advanced Client Costs
The Tabs3 Cost Entry window will now only be shown when you enter an Invoice that creates journal entries to an account in GLS that is configured as an Advanced Client Costs Account. For all other invoices, the Tabs3 Cost Entry window will not be shown.
For more information on Advanced Client Costs, including the new Version 19 Advanced Client Costs Report, see Knowledge Base Article R11757, “Using and Troubleshooting Advanced Client Costs Integration.”
Up to five aging periods can be defined via Customization.
To change the aging periods in APS
The Aged Unpaid Invoices Report will now use the new aging periods.
Checks can be printed in either Entry Order or Trust Account Order. Entry Order will print checks in the order that they are entered into the software. Trust Account Order will print checks in Trust ID order, and if multiple check transactions exist for the same account, they are sorted by transaction date and then reference number.
To change the check printing order to Trust Account Order
A password can be specified in order to help protect reconciliation report PDFs, and is set up at the bank account level. Passwords are case sensitive and can be up to 20 characters long. Spaces and special characters are allowed.
To specify a password for a bank account’s reconciliation report PDFs
Note: The same password will be used for all reconciliation reports for this bank account created by the Reconciliation program. Changing or removing the password will not affect any existing PDF reconciliation report files.