Tabs3 Cloud is a cloud-based legal billing and financial software solution designed specifically for the way today’s fast-paced, multifaceted law firms operate. It includes all the benefits of the Platinum edition of our Tabs3 Billing and Financials software so you can manage your time, billing, and finances more effectively.
The following are just some of the benefits of Tabs3 Cloud:
Propel your firm toward higher profits with reliable software that’s designed specifically for law firms like yours.
Tabs3 Cloud includes all of the features you trust from Tabs3 Billing and Financials and puts them on your browser in the same easy-to-navigate interface you’re familiar with.
Whether you’re a longtime Tabs3 Software user or switching from another billing tool, Tabs3 Cloud is the perfect solution to keep operating accounts and client funds organized and accounted for.
Discover what the most dependable software solution for billing and financials on the market can do for your legal practice.
To learn more about Tabs3 Cloud, visit Tabs3.com/Cloud or Knowledge Base Article R11941, “All About Tabs3 Cloud,” or watch the Introducing Tabs3 Cloud video. To get pricing or to purchase a Tabs3 Cloud subscription, contact your local consultant or contact our Sales department at 402-419-2200.
Our office will be closed on Monday, February 19, in recognition of Presidents’ Day.
Here are some helpful Support resources that are available 24/7:
There are several ways to adjust work-in-process (WIP) transactions, but which way is best for your situation? If you’re not sure which method is best, or you’re not sure of what your options are, check out Knowledge Base Article R10772, “Adjusting Work-In-Process.” This article provides the advantages and disadvantages of the various methods to adjust WIP including editing individual transactions, writing transactions up/down, using the Change WIP Transaction feature, entering a courtesy discount, adjusting flat fee client, and entering credits.
Our Knowledge Base can be accessed at support.Tabs3.com. You can also access our Knowledge Base in the Quick Launch by searching for and selecting “Knowledge Base.”
Did you know that you can run your accounts receivable (A/R) reports for historical data? The Platinum edition of Tabs3 Billing provides the ability to print A/R balances as of a specific date. This option calculates the A/R based on records present in Tabs3 Billing, effectively showing what the A/R would have been on the given date.
To run a historic Accounts Receivable Report
Note: Although the calculated A/R will be correct based on records currently in the software, it is possible that it may not match an A/R report run on the original date if any transactions have since been deleted, statements unbilled, payments reversed, or any write offs reversed.
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.
Did you know that you can do more with Entry Lists than see current work-in-process transactions? The Fee, Cost, Payment, and Client Funds Entry Lists can be printed, filtered, and set to include archived records.
Entry Lists can be toggled to be hidden or displayed using the (Toggle List) button or Alt+G. Once the Entry List is displayed, the following additional buttons are available:
You enter data regularly; make sure you are getting the most out of your Entry List by showing the information you want to see and quickly printing lists when needed.
Do you want to accept credit cards, but aren’t sure where to start? Knowledge Base Article R11871, “Tabs3Pay Frequently Asked Questions,” provides information regarding using Tabs3Pay for electronic payment processing. Included in this article are questions regarding getting started, using and setting up credit card processing, integration, and online payments.
Our Knowledge Base can be accessed at support.Tabs3.com. You can also access our Knowledge Base in the Quick Launch by searching for and selecting “Knowledge Base.”
Did you know that you can apply payments to multiple matters for the same client? Payments can be allocated by statement date, proportionally, or manually.
Note: The split payments will make individual journal entries in Tabs3 General Ledger that will be linked together and shown as one item on the Reconciliation and Deposit Slip Report.
To apply a payment to multiple matters
The Apply Payments to Multiple Matters option is also available when entering or importing Tabs3Pay payments. (Note: To use the Apply Payments to Multiple Matters option when importing Tabs3Pay payments, you must select the View each Payment record before creating option in the Import Online Payments window.)
Are you looking for a report with certain criteria, but not sure how to find it? Knowledge Base Article R11697, “Report Finder: Info in Tabs3 Billing Reports,” provides a checklist of options that, when selected, displays a list of reports that will show the desired information. For example, let’s say you need a report that shows Billed Hours, Write-Ups/Downs, Write Offs, and the Amount Due. Select those check boxes, and you can see that there are two reports that have all of those options included. Additionally, you can easily access more information on the resulting reports by clicking on the View Report button, which opens the report pack to the page of the report.
Stop running random reports trying to find the perfect one; instead, use the Report Finder and get what you need without the guesswork.
Our Knowledge Base can be accessed at support.Tabs3.com. You can also access our Knowledge Base in the Quick Launch by searching for and selecting “Knowledge Base.”
From your staffing choices to your office design and décor, you’ve done your best to make your clients feel at ease from the moment they walk through the door of your law firm. But do you offer them the same carefully considered experience online?
First impressions matter, and for many clients, they happen on the web. To convey the message that your firm is capable, professional, and trustworthy, you need a website that’s as informative and engaging as your legal arguments.
According to an American Bar Association survey, it’s estimated that 94% of law firms have a website. So although many legal professionals are attempting to meet this expectation, some law firms fall short, and there’s no doubt as to why.
Carving out the time and funds it takes to create a site that’s compliant, secure, and up-to-date can be difficult when you have a lot on your plate. And alternatives like outsourcing can be costly, time-consuming, and unreliable.
As a result, many managing partners decide that having an underwhelming website is better than not having one at all.
The problem is that a poorly designed or inconvenient website damages your credibility in the eyes of potential clients. In other words, a bare-bones site that lacks the features, security, and polished aesthetic your clients seek doesn’t just lead to a bad experience. It’s bad for your bottom line.
If your law firm’s website is lackluster, a reputable, client-oriented website that’s affordable and easy to manage is now within reach with Tabs3 Websites.
Seven things your firm and your clients will love about Tabs3 Websites:
If you want to ensure you’re doing all you can to maximize your web presence while maintaining compliance and security, you want a legal-specific website solution.
That’s where Tabs3 Websites comes in. This exciting addition to the Tabs3 product line can help impress your clients, convert leads, and improve your firm’s profitability.
Check out this video on Tabs3 Websites and schedule your free demo of Tabs3 Websites today.
Tabs3 Software provides context-sensitive help, but exactly what does that mean? Context-sensitive help means that you can quickly access the Help files based on where you are at in the software. Simply pressing F1 on your keyboard will take you directly to the Help file for the window that is currently open in the software.
For example, let’s say you’re on the Billing Preferences tab of the Client file in Tabs3 Billing. You notice the Bill On Demand check box, and wonder what it does. If you press F1, the Help for the Billing Preferences tab is displayed. Click the Bill On Demand link, and you can now read information on the purpose of the check box.
For another example, let’s say you have a Document Management record open in PracticeMaster. You’re not sure what the Automatically Manage Document and Protect Document check boxes are for, so you press F1 and the Help for the Document Management File is displayed. Scroll down to the File Information section, and information is provided for both check boxes.
Keep in mind that all information for fields and features may not be contained in a single Help topic. When a field or feature relates to additional topics, we provide links to those topics to learn more.
Note: The Help files provide general information on accessing and using the software, including information on every individual field. For information on troubleshooting the software, refer to our Knowledge Base instead.
Did you know that Tabs3Pay can help you get paid faster? Accepting credit cards helps make it easier for clients to pay their bills. Sign up directly from Tabs3 Billing or Tabs3 Trust Accounting; in the Quick Launch, search for and select “Tabs3Pay Web Portal.”
With Tabs3Pay, you can:
To learn more about Tabs3Pay, visit Knowledge Base Article R11871, “Tabs3Pay Frequently Asked Questions,” or R11869, “Configuring Tabs3Pay.”
With 2023 coming to a close, year-end tasks are also swiftly approaching. Get a jump on 2024 by reviewing the recommended year-end procedures! As always, look no further than our Knowledge Base and Help topics to guide you through the process.
Knowledge Base Article R10429, “Year-End Overviews for Tabs3 Software Products,” includes links to KB articles that provide checklists and frequently asked questions. The types of questions found in each year-end article are outlined below:
Tabs3 Billing – R11693
Tabs3 Trust Accounting – R10433
Tabs3 Accounts Payable – R11278
Tabs3 General Ledger – R11600
Lists of basic year-end procedures are also available in Help for each Tabs3 Software application. Simply enter the keyword “year-end” on the Index tab to display the year-end procedures Help topic.
Our office will be closed at 3:30 p.m. Central Time on Wednesday, December 6th for our annual Holiday Party.
Here are some helpful Support resources that are available 24/7:
Have you recently purchased a license for ODBC, or are thinking about it? Data files for the Tabs3 Software are ODBC capable. ODBC capability allows you to retrieve information from the Tabs3 Software data files using applications such as MSQuery, Crystal Reports, Microsoft Excel, etc.; however, you cannot write information to the Tabs3 Software data files via an ODBC driver. Writing directly to the data files will corrupt the data. The ODBC driver is written by FairCom Corporation, the manufacturer of the c-tree file storage method used by the Tabs3 Software. An ODBC driver license for the software can be purchased from the consultant from which you purchased the software license or from our Sales Department.
Knowledge Base Article R10017, “Working with ODBC,” provides setup information for the ODBC driver, as well as troubleshooting to get you started. If you’re working with Platinum SQL ODBC drivers, check out R11397, “Working with Platinum SQL ODBC Drivers,” instead.
Our Knowledge Base can be accessed at support.Tabs3.com. You can also access our Knowledge Base in the Quick Launch by searching for and selecting “Knowledge Base.”
Our office will be closed on Monday, December 25th, and Monday, January 1st, in recognition of Christmas and New Year’s Day.
Here are some helpful Support resources that are available 24/7:
Tax time is stressful for everyone, but especially for businesses. Tabs3 Software has partnered with Nelco® to provide Tabs3 E-file, a complete solution to filing your 1099-MISC, 1099-NEC, and 1096 forms. You don’t need to deal with the forms, envelopes and postage, or configuring your printer at your office; instead, simply upload your data to the Tabs3 E-file portal and they can be electronically filed, printed and mailed, or emailed on your behalf, saving you time and manpower every year.
To transmit Form 1099-Misc and Form 1099-NEC to the Tabs3 E-file portal
Prefer not to use the Tabs3 E-file portal? No problem!
Tabs3 Accounts Payable (AP) and Tabs3 Trust Accounting (Trust) allow you to view 1099 information on reports, print Form 1099-MISC or Form 1099-NEC for filing, or create a 1099 Disk File which can be used to electronically file with the IRS. Using both AP and Trust together allows you to create a combined file by merging your Trust data into AP to run one set of 1099 forms or create a single electronic file.
Continuous 1099 Forms can be ordered directly from the IRS. However, for laser printer forms, we recommend ordering 1099 forms from Nelco. These forms are guaranteed to be 100% compatible with AP and Trust. Likewise, you can order W-2 Wage and Tax Statement laser forms from Nelco. Now is a good time to take inventory of your 1099 forms, AP checks, and Trust checks so you can order them all at the same time! Nelco has over 50 years of experience in the business forms industry. Order today by calling 1-800-266-4669 or visiting nelcosolutions.com/Tabs3.
Just getting started with Tabs3 Connect, or simply want additional information? There are several resources to provide you with all of the tools you need to know about Tabs3 Connect!
Quick Guide
At only eleven pages, the Tabs3 Connect Quick Guide is a quick but essential read when you want to know how to use Tabs3 Connect. The Tabs3 Connect Quick Guide provides information on getting started, logging in to Tabs3 Connect, the difference between the full site and phone site, accessing and entering data, and logging out. The Tabs3 Connect Quick Guide can be accessed via Knowledge Base Article R11500, “Tabs3 Connect Quick Guide.”
Knowledge Base
In addition to the Tabs3 Connect Quick Guide, the Knowledge Base also provides the following articles about Tabs3 Connect:
For more information on Tabs3 Connect, contact your Tabs3 Software consultant, call Support at (402) 419-2210, or visit Knowledge Base Article R11480, “All About Tabs3 Connect.”
Performing routine maintenance tasks can be easier using the Lock Out All Users feature. This feature allows any manager to lock all other users out of all Tabs3 Software applications. With the additional option to set a timer for the duration of the lockout, using the Lock Out feature means that you can perform server maintenance tasks or run integrity checks without interruption.
Watch this two-minute video here:
Training Videos can be accessed at Tabs3.com/videos. You can also access the videos in the Quick Launch by searching for and selecting “Training Videos.”
Drill-down capabilities provide the ability to quickly access data while previewing many reports. When you mouse over a drill-down field on a report while viewing it in a Preview window, the field will be highlighted in yellow. Clicking the field will open the appropriate data entry window for that field, allowing you to edit the record. After saving the change and closing the data entry window, you will be returned to the Preview window. Click the Refresh button (or press F5) to update the report to reflect the change you just made.
For a complete list of reports with drill-down capabilities, refer to Knowledge Base Article R10646, “Drill-Down Features in the Software.”
In order to apply a finance charge, you must first enable finance charges in Customization, and then configure the clients.
To enable finance charge in Customization
To configure clients to be assessed a finance charge
Note: Alternatively, you can configure clients individually on the Billing Options tab of Client Information.
For more information, check out Knowledge Base Article R10850, “All About Tabs3 Finance Charges.”
PracticeMaster allows you to make individual fields required in order to save a record. This is done though File Maintenance.
To make a field required
Keep the following in mind when making a field required:
The Tabs3 Billing Matter Manager acts as a central hub for matter-related information and activities in Tabs3 Billing. The Matter Manager allows you to view relevant information for each matter at a glance, perform common tasks, and run reports.
The following sections are available in the Tabs3 Billing Matter Manager:
Matter Information – Quickly view and edit matter information and notes. You can change the amount of information displayed in this section by using the arrow at the bottom.
Accounts Receivable tile – Displays the matter’s current accounts receivable balance and the last payment received.
Work-in-Process tile – Displays the total unbilled fees and costs and the last statement sent.
Client Funds/Trust Balance tile – Displays either the current client funds or trust account balance and the last activity for the account. You can toggle between these views by clicking the (Display Options) icon in the upper-right corner of the tile and selecting your preferred view.
List Content – Transactions and statements can be viewed in a combined Recent Activity list or by type with additional detail. Click a work-in-process transaction from the list to open it in the appropriate editor. Click a statement from the list to view it in the Statement Information window.
Take Action pane – Click the (Take Action) icon to perform matter related tasks such as adding transactions (including payments), generating and managing statements, and opening the matter in PracticeMaster or the trust account in Tabs3 Trust Accounting (Trust).
Reports pane – Click the (Reports) icon to run reports for the current matter from a customizable list. Click the (Customize Reports) icon in the upper-right corner of the pane to open the Customize Reports window. From this window, you can add or remove reports from the reports pane and update the report definition assigned to each report for use with the Matter Manager.
The 1099 filing season is just around the corner. New for tax year 2023, the IRS is requiring that anyone filing an aggregate total of 10 or more forms (including Forms 1099-MISC, 1099-NEC, 1096, etc.) must file electronically. Corrections do not count towards this total; however, all corrections must be filed in the same manner as the originals, with penalties for failure to do so.
To prepare:
To learn more about the Form 1099-MISC and Form 1099-NEC, see E-file Forms 1099 with IRIS | Internal Revenue Service (irs.gov).
What are expressions, and how can your firm use them to improve your day-to-day activities? An expression is a set of criteria you define that tells the software what records to display, and in some cases, how to display it. Filters are the most common expressions, but expressions can also be used in Report Writer reports, WorkFlows, Word Document Assembly, and Outlook Synchronization.
So how can you learn more about expressions? Knowledge Base Article R11493, “All About Expressions,” provides the basics on expressions by breaking information down to explain what expressions are, where they’re used, and common terminology associated with them. This article also shows you how to create both simple and advanced expressions, provides filter examples, and has tips for making the most of filter expressions. To go one step further, for a list of more than 60 filter expression examples, including the file and scenario in which it would be used, visit Knowledge Base Article R11515, “Filter Expression Examples.” Take a little time to check out these resources so you can put this powerful feature to work for you and your firm!
Our Knowledge Base can be accessed at support.Tabs3.com. You can also access our Knowledge Base in the Quick Launch by searching for and selecting “Knowledge Base.”
Our office will be closed on Thursday, November 23 and Friday, November 24, in recognition of Thanksgiving.
Here are some helpful Support resources that are available 24/7:
Besides the many reports included in Tabs3 Software, you have several options for creating your own custom reports.
PracticeMaster
PracticeMaster comes with several built-in reports that will provide insight into the details of your clients, appointments, to-do lists, and pending assignments (e.g., calendar reports, client reports, and task lists). One of PracticeMaster’s most powerful features is a comprehensive Report Writer with the ability to create customized reports based on any information stored in PracticeMaster. You can create basic or complex reports using the Report Wizard or the Report Writer Editor. Furthermore, PracticeMaster comes with a collection of pre-defined reports that can be customized as needed.
Haven’t purchased a license of PracticeMaster yet? Not a problem! You can access the Report Writer using the free license of PracticeMaster that comes with Tabs3 Billing.
For more information on PracticeMaster Report Writer, refer to Knowledge Base Article R11446, “Working with PracticeMaster Report Writer,” or the PracticeMaster Report Writer Guide.
Output to Excel
Information from Tabs3 Software can be copied or printed to Microsoft® Excel. This allows you to rearrange columns as needed or compile data from several areas into one workbook.
For more information on Output to Excel, including a list of reports optimized for Excel output, refer to Knowledge Base Article R11280, “All About Outputting Tabs3 Software Data to Excel.”
Tabs3 Billing Report Writer
Right out of the box, Tabs3 Billing is equipped with more than 50 reports. However, if you need a report that is not already available in Tabs3 Billing, consider purchasing a license of Tabs3 Billing Custom Report Writer. The Tabs3 Billing Report Writer allows users of Tabs3 Billing to define and print reports and forms based on information in Tabs3 Billing. Reports can be saved in a report format or various file formats including fixed or variable length field format, Microsoft Word mail-merge format, WordPerfect merge format, and more. The Forms Writer portion of the software is ideal for printing mailing labels, client file labels, and much more.
For more information on Tabs3 Billing Report Writer, refer to Knowledge Base Article R10394, “Tabs3 Billing Custom Report Writer Product Information.”
GLS Report Writer
Tabs3 General Ledger (GL) automatically includes necessary financial reports such as General Ledger, Trial Balance, Balance Sheet, Income Statement, Statement of Cash Flows, Budget Report, and more. However, if you need a report that is not already in GL, consider purchasing a license of General Ledger Custom Report Writer. General Ledger Custom Report Writer is an application that interfaces with GL. It allows users of GL to define and print customized reports based on user defined formulas. Easily create and modify reports such as Current Ratio, Working Capital, Return on Owner’s Equity Ratio, Current Liability, and more. Balances from any balance sheet account (both detail and total accounts) can be used in formulas. Budget Figures, as well as Month-to-Date, Quarter-to-Date, and Year-to-Date balances from income statement accounts (both detail and total accounts) can also be used.
For more information on General Ledger Report Writer, refer to Knowledge Base Article R10395, “Tabs3 General Ledger Custom Report Writer Product Information.”
ODBC Driver
Data files for the Tabs3 Software are ODBC capable. Purchasing a license of the ODBC Driver lets you export data from Tabs3 Billing, PracticeMaster, and Tabs3 Financial software using various third-party ODBC compliant applications such as Crystal Reports Pro Report Writer, Microsoft Access, Microsoft Excel, and Microsoft Query. The ODBC driver is written by FairCom Corporation, the manufacturer of the c-tree file storage method used by Tabs3 Software.
For accelerated server-side ODBC performance, consider upgrading to the Platinum SQL edition of Tabs3 Software. Platinum SQL provides detailed access rights for ODBC users and a license of the ODBC driver for each user. For example, one user can have rights to the Tabs3 Billing data files without having access rights to the Tabs3 General Ledger data files. Both 32-bit and 64-bit versions of the SQL ODBC driver are included with the Platinum SQL software.
For more information on ODBC, refer to Knowledge Base Article R10017, “Working with ODBC,” or R11397, “Working with Platinum SQL ODBC Drivers.”
More Info
For more information or to purchase a license of PracticeMaster, Tabs3 Report Writer, General Ledger Report Writer, or an ODBC driver, contact your consultant or Sales at (402) 419-2200.
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 clicking 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 referenced record. 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 location, 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 email for communication.
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 Tabs3 Software consultant, or call Support at (402) 419-2210.
Do you want to access client information, track time, and view important case documents on the go? Tabs3 Connect provides all of these features and more!
In the Working with Tabs3 Connect video, see how easy it is to quickly add new fees and costs, view a firm-wide calendar, access a billing summary for each matter, and manage your matters from anywhere with an internet connection. Best of all, this Platinum feature securely connects your mobile device to your server, so you don’t have to worry about storing sensitive data on your personal device.
Watch this two-minute video here:
Training Videos can be accessed at Tabs3.com/videos. You can also access the videos in the Quick Launch by searching for and selecting “Training Videos.”
When using Print Checks, if the Select Invoices to Print check box is selected on the Options tab, the number of invoices selected and the total amount to pay for all selected invoices are displayed at the bottom of the Select Invoices window. Additionally, a Tabs3 column shows a cost status of Paid, Unpaid, or a dash, which indicates no linked cost transaction.
You can also select to Exclude Invoices with Unpaid Tabs3 Cost Transactions from the Options tab. When this option is selected, only invoices with the entire cost amount paid will be printed. This allows firms to opt not to pay invoices until a client pays them for the associated cost.
Tabs3 Billing includes a Flat Fee Billing feature, which allows you to enter your time for a matter normally throughout the billing period, and then write the amount of the fees proportionally up or down to a predetermined amount prior to running statements.
To configure a matter for flat fee billing
Once you have configured the matter for flat fee billing, you can enter time in Tabs3 Billing normally.
To adjust flat fee clients prior to running statements
Once the fees have been adjusted, you can run your statements normally.
You can go to a specific date when you’re in the Graphical Calendar or on the Dashboard tab of the Home page.
To go to a specific date
You can use a startup option with Trust to automatically export Positive Pay. This allows you to create the export using a shortcut. You can use the same shortcut to add this as a scheduled task in Windows.
The startup option is “/POSITIVEPAY #”, where # is the bank account that you want exported.
To add POSITIVEPAY as a startup option
The export file is overwritten each time the export is run. If you want to retain a copy of the export, copy or move the export file before performing the export again.
Note: Trust will close once the export has been completed.
Payments made electronically that don’t involve a physical check can be recorded as an Electronic Funds Transfer (EFT) in AP. The EFT option can be used to add new invoice records or to update an existing unpaid invoice record. EFTs behave similarly to manual checks in AP and are posted when you run the Post Checks/EFTs utility.
To create a new EFT transaction
To change an unpaid invoice to an EFT
The most common reason for this to occur is that the Retained Earnings account was not closed out at the end of the year. Many firms choose to enter a manual journal entry for the last day of their fiscal year to bring the Retained Earnings balance to zero; however, this is not required.
For more information, refer to Knowledge Base Article R11590, “All About Retained Earnings.”
The Microsoft 365 Exchange Connector has been enhanced in PracticeMaster Version 2023 so recurring events created in Outlook will synchronize with the PracticeMaster calendar. This makes it easy to add recurring meetings or events in either Outlook or PracticeMaster.
These events will synchronize as a series of individual calendar events in PracticeMaster. Edits to individual events can be made in PracticeMaster. However, modifying or deleting the entire series must be done in Outlook.
Important: Syncing recurring events created in Outlook with PracticeMaster is only supported when configured to use the Microsoft 365 Exchange Connector. See KB article R11898, “Configuring Platinum Exchange Connector for Exchange Online/Microsoft 365,” for more information.
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 in the Quick Launch by searching for and selecting “Knowledge Base.”
Want a quick and easy way to review your clients’ statements, and take action if necessary? Check out the Statement Manager!
The Statement Manager allows you to see a list of statements to determine what has been billed and paid. This makes it easy to quickly locate statements that have been final billed and updated. You can work with statements here using the actions in the Quick Clicks pane, or drill down to the Statement Information window for additional information. A Search box is available to quickly locate information anywhere in the list, such as finding a specific statement number when you receive a check.
Using the Quick Clicks on the right-hand side, you can:
Click here to view the “Using the Statement Manager” training video.
Did you know that Tabs3 Connect takes advantage of existing security features for Tabs3 Billing and PracticeMaster? Not only does user access to Tabs3 Software data follow the same rules regardless of how you are accessing it, Tabs3 Connect provides even more control!
For an added level of control, you can monitor who is accessing Tabs3 Connect. The Tabs3 Connect Access Log tracks the following information:
For more information on Tabs3 Connect, contact your Tabs3 Software consultant, call Support at (402) 419-2210, or visit Knowledge Base Article R11480, “All About Tabs3 Connect.”
Want to learn more about lists in Tabs3 Billing? Working with lists can save you time by utilizing customizable filters, QuickViews, and column layouts!
In the Working with Lists in Tabs3 Billing video, see how you can easily view your clients, contacts, fees, costs, payments, client funds, and write offs without having to run a report! Lists can be filtered to only show information that is important to you and makes performing actions on those records simple.
Watch this three-minute video here:
Training Videos can be accessed at Tabs3.com/videos. You can also access the videos from the Quick Launch by searching for and selecting “Training Videos.”
We release additional enhancements through the life of each Tabs3 Software version. We post interim release updates instead of only when a brand new version is released. So how can you tell what features are in the latest update? Because the software is regularly being updated with great new features, we have a resource for what’s in each update – Release Notes. Release Notes provide a list of changes in the software with the most recently released features at the top. Release Notes can be accessed in the Quick Launch by searching for and selecting “What’s New,” or via the Help | What’s New menu option in the software.
To make changes for multiple client matters all at once, you can use Change Client Options. Because Change Client Options is a powerful feature that can make changes to all of your clients at once, we recommend making a backup when prompted.
To mark multiple matters as Inactive via Change Client Options
PracticeMaster includes a Windows Explorer toolbar plug-in that allows you to right-click a file in File Explorer and create a document management record for it. This is helpful when you need to create document management records for files created in an application that doesn’t have a PracticeMaster toolbar or when you need to create document management records for multiple documents.
To install the Windows Explorer Toolbar Plug-in
To create a document management record for a single document
To create document management records for multiple documents
A Check Requests feature is now available in PracticeMaster, which allows users to add a check request for payment on behalf of a client or a work expense. Once the request is approved, users in Tabs3 Accounts Payable or Trust Accounting can create an invoice and generate a check or electronic funds transfer (EFT).
The Check Requests Settings window in PracticeMaster allows you to optionally configure a threshold at which a check request must be reviewed. An advanced option is available to set additional thresholds for which users can review requests, based on the amount. To access the Check Request Settings window, in the PracticeMaster Quick Launch search for and select “Check Request Settings.”
The Check Requests window in PracticeMaster allows users to enter their requests, as well as allows those who can review check requests to approve or deny them. To access the Check Requests window, in the PracticeMaster Quick Launch, search for and select “Check Requests.”
The Check Requests window in Trust and AP shows approved requests and allows users to create Trust Transactions or Invoice/Manual Check entries based on the check request. To access the Check Requests window, in the Trust or AP Quick Launch, search for and select “Check Requests.”
New access rights to Add Operating Check Requests, Add Trust Check Requests, Delete Other Users’ Check Requests, Review Operating Check Requests, Review Trust Check Requests, and Allow Self-Approval of Check Requests have been added. For additional information, see KB Article R11818, “Access Rights.”
This feature is available in Version 2023. For more information about check requests, see KB Article R11923, “Tracking Check Requests.”
The Tabs3 Software provides a wide range of reports, as well as documentation resources to help you get the most out of reports. Information on reports can be found in many places, so where should you look first?
Knowledge Base Article R11793, “Reports Information & Resources,” provides a list of resources with information regarding reports in the Tabs3 Software, making it easy to find what you are looking for. This article includes links to Knowledge Base Articles, Report Packs, Guides, and Videos. You can find information on comparing report information, report analyzation, specialty reports, and more!
Our Knowledge Base can be accessed at support.Tabs3.com. You can also access our Knowledge Base in the Quick Launch by searching for and selecting “Knowledge Base.”
Firm information can change for many reasons, such as when you move, add partners, or the firm splits. Updating the software with your new information is important so that your firm is accurately represented on statements, checks, and more. Informing Tabs3 Software is also important so that information regarding changes to the software reaches you in a timely manner.
The main changes to firm information are made in System Configuration; however, other changes may also be necessary depending on your use of the software and are outlined below.
System Configuration
You can change your firm’s name, address, phone, website, and Federal ID # in System Configuration’s Firm Information window (File | Open | Firm). Changes to the firm’s name, address, Federal ID #, or phone will prompt you to print and send us a form with the changes. This is so that we can update our records.
Making changes to the Firm Information will automatically change the following information in the software:
Note: When a change to the firm name is made in the Platinum edition, all users must exit the Tabs3 Software before the change will apply to the Tabs3 Software report headings or Trust checks to your firm.
Tabs3 Billing
The following changes to statement information may need to be made in Tabs3 Billing for changes to your firm’s information.
General Ledger (GL)
In GL, the Client Name field in the Edit GLS Client utility (In the Quick Launch, search for and select “Edit GLS Client”) prints as a heading on all GL reports.
Tabs3 Remote
In Tabs3 Remote, the firm name is saved in Customization (Utilities | Customization) and is printed as a heading on all Tabs3 Remote reports.
If your firm information changes, make sure you update all of the necessary areas to help make the transition smooth.
When determining the best Platinum license for your firm, whether you are looking into a first-time purchase or upgrading, you must take into consideration the required overhead connections that are necessary. But what exactly are overhead connections? We’re glad you asked!
Note: Subscription users do not need to specify a number of connections.
When the Tabs3 Software “talks” to the Platinum server across the network, it requires a “connection” to do so. Although connections are required by the Tabs3 Platinum Software, some connections can be enabled or disabled, and some are dependent upon how many users are in the software and what they are doing.
The following list provides a breakdown as to when connections are needed:
Licensing and pricing is based on a per connection basis. The Platinum Server is available in 8, 16, 32, 64, 128, 256, 512, and 1024 connection increments.
For more information about Platinum features, see Knowledge Base Article R11379, “Platinum Overview.” If you have any questions regarding Platinum features, contact your Tabs3 Software consultant, or call Support at (402) 419-2210.
Are you ready to update to Version 2023? Check out all of the new features that are available in the What’s New in Version 2023 video!
You won’t want to miss out on new features like the Tabs3 Client Portal, Check Request, and updates to Tabs3Pay and Tabs3 CRM. This video will show you these powerful new features and how you and your firm can benefit from updating to the latest version.
Watch this two-minute video here:
Training Videos can be accessed at Tabs3.com/videos. You can also access the videos in the Quick Launch by searching for and selecting “Training Videos.”
Did you know that some activities are logged in the software, such as when the software is backed up or restored? This information can come in handy when you want to determine when something happened and who initiated it.
A Support Log is available for viewing or printing in every application, but provides different information based on the application. Not all activities are logged, but those that have a high impact are typically included.
To print a Support Log
There are many helpful features in the Support Log. For example, let’s say you are sure that you updated statements last week, but now those transactions are showing as work-in-process again. In Tabs3 Billing, you can print the Support Log and include the Undo Updated Statements feature. When reviewing the report, you will see a list that includes every time the Undo Updated Statements has been run. The following information for each time will also be included: Date, Time, User, Statement, Cnt (Count), Client Range, and Reporting Month. Now you can see who undid the statements and talk to them to find out why.
To view a complete list of what features are included in the Support Log for each application, visit Knowledge Base Article R11288, “Support Log Information.”
Fees are always displayed in date order on statements. However, Tabs3 Billing does include a utility to change the order in which fees that share the same date will appear.
To change the order of fees on a statement
Note: The Reorder Fees utility works by editing the reference numbers assigned to the updated fees. Reference numbers on previously generated reports and verification lists may no longer refer to the original fees.
You can easily journal multiple email messages using the Outlook Toolbar.
To journal multiple email messages
If you have multiple clients to journal emails for, repeat these steps for each matter.
The Combine Trust Transactions utility is used to combine two or more unpaid check, EFT, or deposit transactions into a single combined transaction that can be cleared on the reconciliation.
To Combine Trust Transactions
Now all of the entries you included on the combined transaction will show as a single item on your reconciliation.
When sending money back to a client or through a direct deposit or electronic check, it’s best to use the Electronic Funds Transfer (EFT) type in the Invoice/Manual Check entry screen. Unpaid Invoices may also be changed to an EFT and will post along with your regularly printed checks when running the Post Checks/EFTs utility.
To enter a new EFT transaction
Integration Note: If you need to do a payment adjustment in Tabs3 Billing and are prompted with “Are you going to write a check for the Reversal?”, you will still select “Yes” as if it were a check from Accounts Payable. This is to indicate in Tabs3 Billing that Accounts Payable is responsible for the General Ledger journal entries.
Yes, you can run a Journal Report with filters to display unreconciled checks from Accounts Payable.
To run a Journal Report for outstanding AP checks
We have added a Client Portal to Tabs3 Billing Version 2023 that allows you to invite clients and contacts you select to access an online client portal! This allows those customers to view their current balance and billing history. When combined with Tabs3Pay, clients can submit electronic payments that automatically apply towards their current balance due.
Setting up a client portal for the firm is performed in the Tabs3 Connect Administration window of System Configuration. Once a manager enables the portal and configures the web address, invitations can be sent to the firm’s clients. (Note: Tabs3 Connect must show “Connected” to enable the client portal; see KB Article R11480, “All About Tabs3 Connect,” for more information on configuring and using Tabs3 Connect.)
Configuring access to the client portal is done in the Client Portal Settings window, which can be accessed from the Tabs3 Billing Matter Manager, Client Information window, Contacts list, or Contact Information window. When starting from a client, you can select contacts to access that specific matter; when starting from a contact, you can select which matters the contact has access to.
A new access right for Client Portal Settings has been added. For additional information, see KB Article R11818, “Access Rights.”
For more information about the Client Portal, see KB Articles R11919, “Configuring the Tabs3 Client Portal,” and R11920, “Using the Tabs3 Client Portal.”
Our office will be closed on Monday, September 4, in recognition of Labor Day.
Here are some helpful Support resources that are available 24/7:
Do you want to take your statements to the next level? Statements are at the heart of Tabs3 Billing, so you want to get the most out of this feature. We make it easy by providing a one-stop article with everything you need.
Knowledge Base Article R11582, “Statements Information Resources,” provides a list of Knowledge Base Articles, Guides, and Videos to help you become the office expert on statements. This article includes resources for printing, emailing, and customizing statements, along with general information. You can find information on frequently asked questions, statement numbering, finance charge, troubleshooting, and more.
Our Knowledge Base can be accessed at support.Tabs3.com. You can also access our Knowledge Base in the Quick Launch by searching for and selecting “Knowledge Base.”
Did you know that you can quickly and easily change certain fields for a range of transactions that have not been billed yet? Change WIP Transactions (In the Quick Launch, search for and select “Change WIP Transactions”) provides the ability to make changes to many transactions at once instead of spending hours making changes transaction by transaction.
Change WIP Transactions can be run for all of the same ranges you can run reports and statements; the Client and Transactions tabs are the same. This helps narrow down the range of transactions you want to change. The following options can be changed using this process:
Some of the most common reasons for using Change WIP Transactions include when a timekeeper has changed their rates and transactions were entered with the old rate, changing transactions from a print to hold status (or vice versa), and converting tcodes to task codes when an existing client becomes a task based billing client.
The next time you find yourself needing to change a large number of transactions, stay on schedule by using Change WIP Transactions.
Tip: Due to the number of records that could be changed using this process, we highly recommend backing up your data before running Change WIP Transactions.
Did you know that you can use a timer in Tabs3 Connect? Timers are shared between Tabs3 Connect and PracticeMaster, letting you seamlessly add and edit timers whether you’re in the office or on the go. The timer will continue to track your time even if the browser window closes.
For more information on Tabs3 Connect, contact your Tabs3 Software consultant, call Support at (402) 419-2210, or visit Knowledge Base Article R11480, “All About Tabs3 Connect.”
If your firm needs to more efficiently and effectively track leads, grow prospects, and gain clients, a Client Relationship Management tool like Tabs3 CRM is the solution!
In the 5 Reasons Why Law Firms Need CRM video, you’ll see the many ways that Tabs3 CRM can help automate communications and improve the intake process for prospective clients. From marketing email and text campaigns to customizable intake forms for each area of practice, Tabs3 CRM is sure to help streamline your practice so that you can grow your firm faster.
Watch this three-minute video here:
Training Videos can be accessed at Tabs3.com/videos. You can also access the videos in the Quick Launch by searching for and selecting “Training Videos.”
Sometimes you want to see more information about a PracticeMaster file, such as whether a field is set to be included on a Conflict of Interest report, or if History Tracking is turned on. Although File Maintenance provides this information, opening it requires users to be out of the software. Instead, run a File Definition Report to get the information you need!
The File Definition Report (In the PracticeMaster Quick Launch, search for and select “File Definition Report”) provides a list of every field in a file, and includes whether the field is protected or required, if history tracking is turned on, if the field is included on a Conflict Report, if the field is restricted, and more. Additionally, the File Definition Report provides a list of indexes set up for the file.
You can change any existing Client ID to another by using the Renumber Client utility. When renumbering a client, any records associated to the original client will be renumbered to the new Client ID as well.
To renumber a client
Calendar codes let you specify multiple default values for calendar records, including a default alarm time. For example, you could have a calendar code for meetings with prospective clients that will display an alarm 30 minutes before the meeting. If you already use calendar codes, you can add an alarm time to any existing calendar codes that require alarms. You can also create new calendar codes for these calendar records.
To assign an alarm time to an existing calendar code
To create a new calendar code
We’ve added Tabs3 CRM! Tabs3 CRM (client relationship management) is a new add-on service that will help law firms build their business by tracking and managing potential client leads, and bringing them into PracticeMaster once they are a client. It is used to gather and manage prospective clients from multiple marketing sources. Tabs3 CRM simplifies the process of qualifying leads through customized intake forms and automated communication (via phone, email, and text messages). Once a firm is ready to take on the client, they can easily create a client in PracticeMaster using an import process. Additionally, when integrated with Tabs3 CRM, PracticeMaster Conflict of Interest can optionally check leads in Tabs3 CRM for conflicts.
You can sign up for Tabs3 CRM directly in PracticeMaster. Visit Tabs3.com/Tabs3CRM to learn more and to schedule a demo with a product expert to see how Tabs3 CRM works and help get you started. Additional information about Tabs3 CRM can be found in the following KB Articles:
There are several methods for crediting a client’s account: write offs, write-downs, courtesy discounts, payment adjustments, credit transactions, or editing or deleting the original transaction. Knowledge Base Article R11760, “Best Practices When Applying Credits,” provides information on how each method affects reports, statements, GL integration, and more to help you decide how best to credit your client.
Our Knowledge Base can be accessed at support.Tabs3.com. You can also access our Knowledge Base in the Quick Launch by searching for and selecting “Knowledge Base.”
What are indexes, and how can they help your firm? The indexes in PracticeMaster control the order in which records are displayed on the List tab of each file. There are two types of indexes: temporary and permanent.
Although both indexes are shown in the Sort By group of the Quick Clicks pane, temporary indexes are indicated by an asterisk (*).
Why use permanent indexes?
Adding a permanent index
If users are frequently using temporary indexes, create permanent indexes to help save time when sorting columns. For more in-depth information on indexes, visit Knowledge Base Article R11487, “Working with Indexes, Filters, and QuickViews.”
You can take your firm to the next level with the top-of-the-line Platinum edition of Tabs3 Software! With mobile access, extensive security features, faster reports, accelerated filtering, and automated backups, Platinum will help save you time while ensuring reliability.
Tabs3 Connect is one of Platinum’s most powerful tools. Using Tabs3 Connect gives you the freedom to enter and track data from anywhere you can access the internet. Simply open a browser window from any device and log in.
Tabs3 Connect not only makes adding fees and costs easy, but also provides access to client information, a billing summary, and any related contacts, all from the Matter Manager. You can even open documents to be printed or emailed, depending on your device’s capabilities. Tabs3 Connect also provides access to calendar features for you and your firm, allowing you to add events and tasks and link them to a specific matter.
All of the data accessed by Tabs3 Connect is stored on your server, not your mobile device, so there is no risk of losing or compromising your data in any way. Since all information is connected to your server, changes or additions made in Tabs3 Connect are available for all users instantly.
Along with reliable mobility, Platinum also includes many features to help secure your firm’s information and prevent data corruption.
One of the most useful features is the ability to schedule a backup. A HotBackup can be created automatically throughout the day and you can choose to receive email confirmation when a backup has completed. Best of all, you no longer need to wait until everyone has logged out of the software to create a backup. A HotBackup can be created while users continue to work in the software, which makes securing your data hassle-free.
Platinum’s Auto Recovery feature helps prevent loss of data due to power outages or network loss. If you are interrupted for any reason, such as when running Update Statements, the software will roll back to a safe point, allowing you to pick up where you left off instead of having to restore from a backup. After the interruption, you can simply restart the process.
Platinum also includes report and filtering accelerators for Tabs3 Billing and PracticeMaster, which speed up report generation and list filtering by up to 30 times. This is the perfect solution for firms with a lot of data or for anyone looking to speed up their software experience.
Mobile access, data security, and accelerators only scratch the surface of Platinum’s capabilities. You can find more information about all of the features that the Platinum Software has to offer by checking out Knowledge Base Article R11379 “Platinum Overview.”
If you are more of a hands-on user, try a free 30 day trial of Platinum! KB Article R11261, “Platinum Net 30 Trial Plan,” provides information regarding how to get started. Contact your local consultant, or contact our Sales Department at (402) 419-2200 today! You are just one phone call away from experiencing the many benefits and features of Platinum!
Although reconciling your accounts each month might be necessary, it doesn’t have to be difficult.
In the Working with General Ledger Reconciliation video, you’ll see how easy it is to import transactions, compare records in General Ledger, and how to close out the month. Reconciliation reports are also available so that you can quickly look back at previous months without any hassle.
Watch this three-minute video here:
Training Videos can be accessed at Tabs3.com/videos. You can also access the videos in the Quick Launch by searching for and selecting “Training Videos.”
Did you know that if you are currently on Version 2020, 2021, or 2022, updating to Version 2023 is as easy as checking for updates?
Version 2023 only requires you to use the Check for Updates feature (In the Quick Launch, search for and select “Check for Updates”) if you are already on Version 2020 or later. No separate conversion to run, DFICs, or other steps. This makes it easier than ever to be on the latest version!
The Matter Manager allows you to customize which reports are shown in the Reports pane.
To customize the Reports pane
Displaying the new files that this client can store data in is a setting that can be easily included via Configure Client Pages.
To include Area of Practice tabs in the Client file
This will add the additional tabs to the Client file for the Area of Practice that is assigned to the client.
In Trust Accounting, a check test pattern can be printed that is comprised of “X’s” where the information would be printed. Although the test pattern can be printed on an actual check form, we recommend using a blank sheet of paper and holding it up to the check form so as not to waste checks.
To print a check test pattern
If the information does not line up, adjustments can be made to the margins and printer offset adjustment via Print Setup.
AP has an option to Print Duplicate Stubs when printing checks on laser check forms. When this option is enabled, AP will print a check stub, then the check, then the duplicate check stub.
To print duplicate stubs
The next time you print checks with the selected printer, it will now print duplicate stubs.
Note: Do not select this option if you print checks on continuous check forms.
Accounts can be configured to not show on the Balance Sheet or Income Statement via the Chart of Accounts.
To specify an account not be shown on the Balance Sheet and/or Income Statement
Version 2023 has some great new features to check out!
Tabs3 Platinum Software Highlights
PracticeMaster Highlights
Tabs3 Software Highlights
For in-depth information on all of the new Version 2023 features, including screenshots, refer to Knowledge Base Article R11925, “Version 2023 Introduction to New Features.” A list with links to all Version 2023 information can be found in R11927, “Version 2023 Information and Resources.”
To download Version 2023, visit Tabs3.com/update or contact your local consultant.
Our office will be closed on Monday, July 3, and Tuesday, July 4, in recognition of Independence Day.
Here are some helpful Support resources that are available 24/7:
Antivirus software is a necessary component in any computer environment. However, occasionally antivirus software can adversely affect performance or cause errors using Tabs3 Software.
Knowledge Base Article R10760, “Antivirus Software Information,” provides information on how continual scans by antivirus software can slow down other software, how to exclude the Tabs3 Software’s Current Working Directory from continuous virus scanning, information on email antivirus scanning, and known issues with specific antivirus software.
Our Knowledge Base can be accessed at support.Tabs3.com. You can also access our Knowledge Base in the Quick Launch by searching for and selecting “Knowledge Base.”
As of June 1, 2023, the Tabs3 Support Team will no longer provide support for Version 19 of Tabs3 Software.
If you are using an older version of the software, now is the perfect time to get up to date with the latest version of Tabs3 Software. You will be surprised at the number of features you’ve been missing! Click here to see What’s New in each version.
Updating to the latest version is FREE when your firm is on an active Maintenance Plan. To get started, in the Quick Launch, search for and select “Check for Updates.”
If you have any questions regarding the discontinuation of support for Version 19, please contact your Tabs3 Software consultant, or a member of our Sales Department at sales@Tabs3.com or (402) 419-2200.
Previously published in May, April, March, February, January, November, and September.
Dashboards are an easy way to get a quick overview of important data. Dashboards can be accessed via the Dashboard tab of the Home Page and provide the following information:
Tabs3 Billing Dashboard – Displays Accounts Receivable and Work-in-Process for each aging period, as well as a Cash Receipts and a Billing History billing widget to compare figures for the past two years. The dashboard can optionally be filtered in Platinum edition applications for one or more timekeepers, categories, or locations.
PracticeMaster Dashboard – Displays the current month’s Calendar, a list of upcoming events, a My Task list that allows you to easily check off completed items, and a Recap of Hours graph. Additionally, buttons to Add Event, Add Task, and Add Fee are included.
Trust Accounting Dashboard – Displays a summary of your firm’s active Bank Accounts and a list of Recent Trust Transactions. Additionally, buttons to Import Bank Transactions, Print Checks, and Add Transactions are included.
Accounts Payable Dashboard – Displays a list of Unpaid Invoices. Additionally, buttons to quickly Print Checks, Post Checks, print a Check Register, and Add Invoices are included.
General Ledger Dashboard – Displays a summary of your firm’s Bank Accounts and a list of Recent Bank Transactions. Additionally, buttons to Import Bank Transactions and Add Journal Entries are included.
With Tabs3 Connect, you can see your entire firm’s calendar, not just your appointments, wherever you are. Because Tabs3 Connect accesses the PracticeMaster calendar back at the office, you can schedule meetings while you’re away, link them to a specific client and matter, and include other people from your office. When others add something to the calendar, you can see it right away from your tablet or smartphone. You can even view your active alarms in Tabs3 Connect to make sure you don’t miss an appointment or critical task.
Tabs3 Connect can optimize your calendar layout based on your device’s available screen space. When viewing the calendar on your smartphone, use the Phone Layout to see entries using the Agenda or Task List view. When viewing the calendar on your tablet or computer, use the Full Layout to see entries using the Agenda, Task List, or Calendar view. The layout can be toggled by clicking the icon in the upper-right corner of the web page.
For more information on Tabs3 Connect, contact your Tabs3 Software consultant, call Support at (402) 419-2210, or visit Knowledge Base Article R11480, “All About Tabs3 Connect.”
If you are new to using lists in Tabs3 Billing or PracticeMaster, creating and using QuickViews can help save you time by filtering and sorting information just the way that you need.
QuickViews are a powerful tool that combines a Filter, Column Layout, and Sort Order. The Using QuickViews video walks you through the process of accessing the QuickView from the Quick Clicks or from a tab at the top of the list, which makes it easy to find the information you are looking for at the click of a button.
Watch this three-minute video here:
Training Videos can be accessed at Tabs3.com/videos. You can also access the videos in the Quick Launch by searching for and selecting “Training Videos.”
Did you know that you can choose whether or not to print the initials of the user who runs a report on the left side of the footer?
To print the user initials in the report footer
When sending out email statements from Tabs3 Billing, you can edit the text and add additional files via the Email Preview window while reviewing your email statements.
To attach a file to an email statement
Alternatively, there’s an Insert File button in the toolbar at the top of the window that allows you to browse and select files as attachments.
Note: Email attachments must comply with file size limitations in Outlook and your outgoing email server.
PracticeMaster includes the option to add or remove words from the Exclude List.
To update the Conflict of Interest Exclude List
Note: Your changes to the Exclude List will not take effect until the search indexes have been rebuilt.
Caution: Removing common words from the Exclude List can greatly expand the number of invalid results in a Conflict of Interest Search.
Do you have a new pro bono client, or need to enter a fee or cost at no charge for a regular client? Clients and transactions can be marked as non-billable so that you can still track your time without charging your client.
Non-billable Clients
If you have a client for which there will be no billable time, you may want to mark the client as non-billable. Marking the client as non-billable prevents the accidental entering of billable transactions for the client. Transactions can still be entered, but they will default to a non-billable Bill Code.
To mark a client as non-billable
Non-billable Transactions
When fees (or costs) are entered, the transaction’s Bill Code can be specified as 1 – Non-Billable / Non-Printable if you do not want the transaction to be printed on a statement or 2 – Non-Billable / Printable if you want the transaction to be printed on a statement.
When using a Bill Code of 2 – Non-Billable / Printable, transactions will be printed on the statement, but the amount will display “n/c” to indicate that there is no charge for the transaction. If desired, this text can be changed via Statement Customization.
To change the “n/c” terminology
You can optionally configure transaction codes (tcodes) to default to a non-billable Bill Code. This means that when you select the tcode on a transaction, the Bill Code will already be set as non-billable.
To specify a Bill Code for a tcode
In summary, there are three different ways to track non-billable transactions: mark the client as non-billable, specify a non-billable Bill Code when entering individual transactions, and/or configure tcodes to be non-billable. Take a look at these options and see which option is right for you the next time you need transactions to be non-billable.
Our office will be closed on Monday, May 29, in recognition of Memorial Day.
Here are some helpful Support resources that are available 24/7:
Are you creating forms and letters manually? If so, you’re probably spending too much time on it. Take advantage of PracticeMaster’s document assembly feature instead! Not quite sure where to begin? First, take a look at how many documents your firm assembles and which documents would save you the most time by automating them. Start with those frequently used documents.
Then, take a look at Knowledge Base Article R11447, “Working with PracticeMaster Document Assembly.” This article provides information on how to create a document template, how to assemble a document, FAQs, and more!
Our Knowledge Base can be accessed at support.Tabs3.com. You can also access our Knowledge Base in the Quick Launch by searching for and selecting “Knowledge Base.”
Do you have multiple AP checks and/or GL journal entries that need to be entered each month? Use recurring entries instead of manually entering them every time!
Accounts Payable Software (AP)
Recurring entries can be set up in AP and then added (posted) to the invoice file in a monthly batch. Rent, leases, parking, and mortgage payments are examples of recurring entries.
To add a recurring entry in AP
Once recurring entries have been added to AP, they can quickly be posted using Post Recurring Entries. All recurring entries are posted to the invoice file unless the recurring entry is on “hold”. The word “AUTO” (automatic) is posted to the Voucher field for each invoice created from a recurring entry.
To post recurring entries in AP
General Ledger Software (GL)
Recurring entries can be set up in GL and then added (posted) to the journal file in a monthly batch. Examples of recurring entries include depreciation, amortization, notes payable, fixed investment income, rent, monthly lease payments, etc.
To add a recurring entry in GL
Once recurring entries have been added to GL, they can quickly be posted using Post Recurring Entries. Post Recurring Entries adds a batch of journal entries to the journal entry data file based on the information in the recurring entry file.
To post recurring entries in GL
Save time by posting all of your recurring entries at once instead of reentering the same information every month!
The Platinum edition of Tabs3 Software provides a multitude of benefits when working with reports. If reporting is important to your firm, take a look at the following reasons to upgrade now!
Platinum Report Accelerators
Platinum accelerators make processing reports and statements an average of 10 – 30 times faster. The reason for the speed boost is that all of the processing is done at the server instead of sending data back and forth across the network. This significantly affects the time it takes to run reports.
Take a look at actual benchmark numbers in Knowledge Base Article R11142, “Tabs3 Performance Comparison.” You might be surprised!
For more information on how accelerators work and a list of accelerated reports, see Knowledge Base Article R11182, “Tabs3 Billing and PracticeMaster Accelerators.”
Platinum Exclusive Report Options
When you upgrade to Platinum, you get bonus reporting options in Tabs3 Billing:
For more information on the Accounts Receivable by Timekeeper Report and Enhanced Detail Accounts Receivable Report, see Knowledge Base Article R11379, “Platinum Overview.” If you have any questions regarding Platinum features, contact your Tabs3 Software consultant, or call Support at (402) 419-2210.
Did you know that you can specify the User ID as a startup option for Tabs3 software? Once implemented, when double-clicking your desktop shortcut, the User ID will already be filled in, leaving only the password to be entered.
For a list of other startup options available, open the desired Tabs3 Software application (e.g., Tabs3 Billing, PracticeMaster, etc.) and enter “Startup Options” on the Index tab. For more information on automating tasks, including using startup options, refer to Knowledge Base Article R11034, “Automating Tabs3 Software Maintenance Tasks.”
Tabs3 Billing includes a Budget feature that allows you to set a maximum amount and/or hours per matter. Additionally, with matters configured for Task Based Billing, you can specify separate budgets by phase for both activity (fees) and expenses (costs). When you are entering fees or costs in Tabs3 Billing, PracticeMaster, or Tabs3 Accounts Payable, you will be notified before saving if the transaction will exceed the matter’s budget.
To configure a budget for a non-Task Based Billing matter
To configure phase-level budgets for a Task Based Billing matter
Quick Alarms can be created without adding a calendar record. Simply enter an Alarm Time and Description, and save. Quick Alarms can only be created for the current day and the user creating it. Additionally, if PracticeMaster is closed on the workstation where the quick alarm was created, the Quick Alarm will be deleted.
To create a Quick Alarm
Both Tabs3 Trust Accounting (Trust) and Tabs3 Accounts Payable (AP) include the ability to export a Positive Pay file which can be submitted to your bank.
To configure the Positive Pay export for the first time
You can now upload the export file to your bank. For future exports, any new checks added since the last export will be included by default.
For more information on using Positive Pay and steps to configure additional banks, see Knowledge Base Article R11833, “Exporting Checks Using Positive Pay.”
There is a setting in Customization to check for duplicate invoices. When this setting is selected, a warning will be displayed if an invoice or manual check is entered for the same vendor, with the same invoice number, invoice date, and invoice amount as an existing unpaid invoice. This setting will check when a new invoice is entered as well as when an existing invoice is changed and saved.
To enable Check for Duplicate Invoices
There is an option to Invert Balance Type. When this check box is selected, it will invert how an account’s balance is displayed on reports from positive to negative or vice versa.
To invert an account’s balance type
Now when you print the Balance Sheet Report, the accounts will show the same amount but will no longer be negative.
There are several ways you might handle billing for a contingency case, but in the end you must adjust the amount owed based on the outcome. So what options does Tabs3 Billing provide?
Contingency billing occurs when a firm performs work for a client and gets paid contingent upon a settlement. There are many variations for this type of arrangement, such as whether or not costs will be billed, percentage amounts of the settlement, etc. When billing contingency clients using Tabs3 Billing, you typically bill them after the matter is settled; however, you may also want to bill them during the course of the matter. When billing during the course of the matter, you may want to bill only expenses or advances. You may also want the client to see the services rendered for a particular period without actually billing the fees. Then, once the matter is settled, you can write the fees/costs up or down and send the client a final bill.
For example, let’s say that you have a contingency client and you want to bill them monthly for all costs incurred, but not include fees on the statement. You must first create a statement template that includes the desired information on the statement, and then assign it to the contingency client.
To create a statement template for costs only
To assign a statement template to a client>
Using our example, let’s say that the matter has been resolved with a particularly good outcome. You determine that you need to write-up the client’s fees by $5,000 in order to meet the agreed upon percentage of the settlement that your firm will receive.
To write-up fees by an amount
You can now change the matter’s Final Template to a statement template that has a Fee Format of Standard and generate a final statement for your client. (As an alternative, you can select the statement template via Generate Statements.)
There are several ways to customize the heading for your statements. The Statement Setup window helps determine which method is used to print the statement heading. To access Statement Setup from the Quick Launch, search for and select “Print Setup,” select your printer, and click the Statement Setup button.
Statement Designer (In the Quick Launch, search for and select “Statement Designer”) can be used to design your letterhead using text, image, and layout elements. This option has the advantage of no additional cost and the ability to make changes at any time. For more information, refer to Knowledge Base Article R10901, “Customizing the Sample Page Layouts Provided with the Tabs3 Statement Designer.”
Tabs3 Support also offers a bitmap scanning service for Tabs3 Software users. Bitmap files of a firm’s letterhead can be created and used to print the letterhead directly on statements generated by Tabs3 Billing. This eliminates the need to use preprinted stationery for statements. Once scanned, the bitmap file can be specified to print on a statement via Statement Designer or the Statement Setup button in Printer Setup. Knowledge Base Article R10168, “Bitmap Scanning Service,” explains what a bitmap file is and why resolution matters, as well as more information about our scanning service and frequently asked questions.
Our Knowledge Base can be accessed at support.Tabs3.com. You can also access our Knowledge Base in the Quick Launch by searching for and selecting “Knowledge Base.”
When PracticeMaster performs a conflict of interest search, contact search, or document search, it searches the applicable index files for valid matches. Search Settings (In the Quick Launch, search for and select “Search Settings”) provide the ability to specify how and if indexes are updated, to rebuild indexes, and to specify words to be excluded from a search.
When accessing Search Settings, there are three tabs: Index Properties, Rebuild Index, and Exclude List.
Index Properties
To be included in a search, a field/file must be “indexed.” On the Index Properties tab, you have the option of selecting how to handle updating the Conflict/Contact Index, Email Attachments Index, and the Linked Documents Index.
The accuracy of PracticeMaster’s search options is dependent on the accuracy of the index files. We recommend using the Automatic setting to help ensure you have the most accurate index files, and therefore the most accurate search results.
Note: Changes made to a linked document are not automatically incorporated into the Linked Documents Index, even if it is set to Automatic. To incorporate changes to linked documents, you can update the index by manually rebuilding the Linked Documents Index, or by using a special startup option to manually rebuild the linked documents index file after hours (recommended). Alternatively, any changes made to the document management record itself, such as a change to a field, will automatically update the index.
When selecting Manual, it is recommended that you schedule times to rebuild the indexes.
Rebuild Index
Rebuilding an index updates Manual indexes, optimizes Automatic indexes, and optionally removes deleted records from the indexes. If you want to rebuild indexes, select the desired indexes and click the Rebuild Now button.
Although rebuilding the Conflict/Contact Index requires Exclusive access to the software in order to run, the Email Attachments and Linked Documents indexes can be rebuilt while users are working. For more information on rebuilding indexes via a startup option, see Knowledge Base Article R11659, “Rebuilding the PracticeMaster Search Index Files.”
Exclude List
The Exclude List tab provides a list of words that are excluded from all searches. For example, if the words a, of, and the are in the Exclude List, running a search with those words in it will display a message that the words will be excluded from the search and the search will ignore the words as it runs. This list can be edited via the Add Word and Delete Word buttons.
Make sure to take a moment and review your Search Settings to ensure your conflict of interest, contact, and document searches are optimized for your firm.
Did you know that text macros can be used in Tabs3 Connect? Text macros are used to help speed up data entry by maintaining a list of Macro IDs that expand out to full words or phrases when typed. For example, entering “PNG” may expand out to “plea of not guilty,” or “ATT” may expand to “attended.” Keep in mind that although macros can be used in Tabs3 Connect, they must still be added and modified in Tabs3 Billing or PracticeMaster.
To enable text macros in Tabs3 Connect for this session, simply open Tabs3 Connect, click the button, and then select Enable Text Macros. If text macros are enabled and you prefer to disable them for this session, select Disable Text Macros instead. You can also specify the default setting in System Configuration for each user. This means that the setting you select will be the default every time you log in to Tabs3Connect.com.
To set the default behavior for text macros in Tabs3 Connect
For more information on Tabs3 Connect, contact your Tabs3 Software consultant, call Support at (402) 419-2210, or visit Knowledge Base Article R11480, “All About Tabs3 Connect.”
As more law firms switch to paperless environments, emailing statements can be a great solution for reducing your office paper needs while adding convenience for your clients!
The Email Statements Overview video walks you through the process of setting up email templates, changing statement delivery options for your clients, and reviewing emails before they are sent. If you use Tabs3Pay, you can also see how to include payment and trust request links in your emails, which makes it easy for your clients to pay.
Watch this four-minute video here:
Training Videos can be accessed at Tabs3.com/videos. You can also access the videos in the Quick Launch by searching for and selecting “Training Videos.”
Did you know that you can quickly get back to the current date in the Daily/Weekly/Monthly Calendar from any other date with a single keystroke?
While in the Daily/Weekly/Monthly Calendar, you could use the horizontal scroll bar to get back to “today” from any other date, or you could navigate through the months on the right. However, the easiest way to get back to the current date is to simply press the Home key.
To see a complete list of keystrokes available in the Daily/Weekly/Monthly Calendar, press F1 while in PracticeMaster. On the Index tab, enter “Calendar” and then select “toolbar” from the list.
You can view detailed information on a write off via the Tabs3 Billing Matter Manager. This allows you to see the original billed amount as well as the fees, expenses, and/or advances written off. Each timekeeper, cost type, tax amount, and/or finance charge that was written off is also shown, along with statement information.
To view detailed write off information
The History Tracking feature records the following information each time a record is changed in PracticeMaster:
To view the history of a record
Note: To use history tracking, it must be enabled in PracticeMaster Customization. Additionally, only fields with the Track History check box selected in File Maintenance will be tracked.
How do you handle overpayments, checks that don’t clear the bank, or checks entered for the wrong account? Make a payment adjustment! Payment adjustments can be used to refund or reverse payments.
When a client pays more than is due, you may want to refund part of the payment. In order to refund a payment, the payment must have been final billed and updated. Additionally, only the unapplied portion of a payment can be refunded.
In some situations, you may need to reverse the entire payment. Typically, this is because either a check didn’t clear the bank or a payment was entered to the wrong account. Like refunds, a payment can only be reversed if it has already been final billed and updated. However, payments can be reversed regardless of whether a portion is currently unapplied or not.
When refunding or reversing payments, the following integration options are available, when applicable:
To reverse or refund a payment
Payment adjustments provide an easy way to refund an amount back to your clients, or to reverse payments when a mistake was made.
How do you install the Tabs3 Software to a new user’s computer? What files are installed? How and when is the software updated on each user’s computer?
These are all common questions firms have at one time or another regarding how the Tabs3 Software is installed and updated locally (at the user’s workstation). Knowledge Base Article R11229, “All About the Local Install (SETUP.EXE) and Auto Update,” provides information on the location of files, how the auto update feature works, how to run the local install, frequently asked questions, and troubleshooting local installations.
Our Knowledge Base can be accessed at support.Tabs3.com. You can also access our Knowledge Base in the Quick Launch by searching for and selecting “Knowledge Base.”
Typos happen, and sometimes they happen on a larger scale. When you need to change text in multiple records at once, what can you do? Use PracticeMaster’s Find and Replace! Find and Replace can be used to find text in one or more fields and/or records and optionally replace it – all at once.
You can access the Find and Replace window from any List tab via Edit | Find and Replace, by pressing Ctrl+F, or by selecting Find and Replace from the Take Action group in the Quick Clicks pane. If you want to see which records contain the text you want to find, from the Find and Replace window simply enter the desired text in the Search For field and click Find. The Search Results will list all records in which the text is found as well as the field where the text is located.
To replace text, enter the desired replacement text in the Replace With field. You can then replace each instance individually by clicking the Replace button, or you can replace all instances in the Search Results section by clicking the Replace All button.
Note: Because Find and Replace may not be easily undone, we recommend backing up your data prior to using the Replace All option due to the number of records that may be changed.
The following options in the Find and Replace window can be used to be more precise when searching:
Search Records
In the Search Records section, you can select to search the Current List or Highlighted Records. When selecting Current List, all records on the List tab of the file will be searched. This option takes into account any filters that have been applied to the file. Selecting Highlighted Records will only search those records that are currently highlighted on the List tab.
Search Fields
In the Search Fields section, you can select to search All Fields or Specific Fields. Selecting Specific Fields can help when you only want to find and/or replace text if it is included in certain fields, such as Description or Notes.
Search Options
In the Search Options section, you can select Match Case and/or Find whole word only. Selecting the Match Case check box will only return results that match the case of the text entered in the Search For field. For example, if the Search For field contains “Harry Henderson,” then any instances of “harry henderson,” “Harry henderson,” or “harry Henderson” will not be included in the Search Results section.
Selecting the Find whole word only check box will only return results that match the text in the Search For field exactly. If the check box is cleared, then it will return all words that contain the text in the Search For field. For example, let’s say that “Phil” is entered in the Search For field. If the Find whole word only check box is selected, the Search Results will not contain records with “Phillip,” “Phillips,” “philosophy,” etc. If the check box is cleared, then these words would be included in the Search Results.
Replace Options
In the Replace Options section, you can select Only replace matching text or Replace entire field contents. When selecting the Only replace matching text option, only the text that matches the Search For field will be replaced within the field. Conversely, when selecting the Replace entire field contents option, the entire field’s contents will be replaced by the Replace with text.
Find and Replace is a powerful feature that can find text and/or make changes in hundreds of records at once. Try it out the next time you need to make the same change in multiple records and see how much time you can save.
Do you often find yourself clicking No when prompted to make a backup in Tabs3 Software? If so, is it because you don’t have time to wait for a backup to complete, or because other people are currently working and they don’t have the time to log out and wait?
The HotBackup feature in Tabs3 Platinum Software alleviates the issue of making everyone log out because your data is backed up while others continue working in the software. Additionally, thanks to Platinum’s Transaction Processing feature and server processing capabilities, you are prompted to back up less often, and backups are completed in significantly less time.
HotBackup provides the ability to schedule backups throughout the day. Backups can be set up to run at a specific time on weekdays, every day, or on specific days. This means there will always be a recent restore point if the need arises, and less data (if any) to reenter. You can configure automatic notifications so that once a scheduled HotBackup has been run, an email will be sent to a designated recipient upon completion or failure of the HotBackup. This gives you added security of always knowing that the existing HotBackups are solid. You can select multiple email addresses for messages to be sent to, select whether a message is sent if the HotBackup succeeds or fails, and even customize the message as desired.
The standard built-in Back Up Data Files program is limited to storing a maximum of three backups with a maximum of 2GB in size for each backup. However, with HotBackup, you can store up to 198 backups, and the only size limitation is the amount of free space on your hard drive. You can select how many backups you want to keep at any given time, and you can even choose where you want your HotBackups stored!
It is important to note that the built-in backup in the Tabs3 Software only back up data files. They do not back up program files, nor do they back up every file in the Tabs3 Current Working Directory. You will need to use a third-party backup to back up the Current Working Directory for the purpose of recovering from a catastrophic failure, such as fire, flood, theft, server hard drive failure, etc.
Having viable data backups is important in any business. Stop daring fate by clicking No when prompted for a backup.
For more information on backing up the data, check out Knowledge Base Articles R11193, HotBackup Overview,” and R11213, “Backup Strategy.” For more information about Platinum features, see Knowledge Base Article R11379, “Platinum Overview.” If you have any questions regarding Platinum features, contact your Tabs3 Software consultant, or contact Technical Support at (402) 419-2210.
Sharing files is a cornerstone of running a successful practice. With LexShare, sending files to your clients and requesting client uploads can easily be done with just a few clicks!
The Sending and Requesting Files with LexShare video shows you just how easy it is to manage your files, even when sending large documents that are normally too big to be attached in an email. This video shows you how the file sharing process works, and you’ll be able to see what your clients will see when receiving your shared files or upload requests.
Watch this four-minute video here:
Training Videos can be accessed at Tabs3.com/videos. You can also access the videos in the Quick Launch by searching for and selecting “Training Videos.”
Did you know that the language used on statements can be customized? The Terminology tab of Statement Customization provides 77 terms that can be changed.
To change the terminology used on statements
In addition to changing the terminology, in many fields you can also specify to bold, italicize, or underline text. Furthermore, you can add special codes in some fields to add additional text to the statement. For example, you can enter the “+” character in the first position of Line 2, to display the Attn line before the client’s name.
To see a complete list of terminology line items, and the special codes that can be used, press F1 while in the software and enter “terminology” on the Index tab. Click a line item to see what special options are available.
Tabs3 Billing includes a Renumber Category utility that allows you to renumber your billing categories. You can use this process to combine up to five existing billing categories into a new billing category.
To merge billing categories
Note: When combining categories, the new category cannot exist prior to combining.
PracticeMaster provides one predefined holiday venue: Standard Holidays. This venue allows additional days to be added to it on a yearly basis.
To add days to the Standard Holidays Venue
Note: Only the six predefined holidays in the Standard Holidays venue are perpetual holidays. Any additional holidays must be defined for each year.
We recommend using positive and negative EFT transactions to transfer the amount from one account to another. A positive EFT will reduce a trust balance, whereas a negative EFT will increase a trust balance.
To transfer funds from one trust account to another
AP includes a Miscellaneous Vendor option to create a general one-time payment to people or companies that will not require a 1099. When creating invoices for a miscellaneous vendor, you will be prompted to specify a name and address or specify an existing contact for each invoice.
Keep in mind that checks generated for a miscellaneous vendor cannot be moved to a standard vendor without voiding and re-entering them. If there is a chance you will need to generate a 1099 for the recipient, we recommend creating a standard vendor for them rather than using a miscellaneous vendor.
The Journal Report is a flexible and option-rich report that can be run by transaction date or by entry date.
To run the Journal Report by Entry Date
The difference between Timekeepers and Users is often confused. So what exactly is the distinction between how timekeepers and users are used in the software?
Users represent anyone who uses the software, or a resource that needs to be scheduled, such as a conference room. Timekeepers represent any person whose time is entered or billed, such as attorneys and paralegals.
You work with timekeepers and users every day, possibly in ways you don’t even realize. Let’s take a look at some different ways timekeepers and users are used in the software below.
Timekeepers can be used to:
Users can be used to:
Because there are such different uses for timekeepers and users, when, how, and why you should add or delete them vary. When adding or deleting timekeepers and users, keep the following in mind:
It is important to note that Tabs3 Billing and Trust are licensed by Timekeeper whereas PracticeMaster, AP, and GL are licensed by User. For more information on timekeeper and user limits, refer to Knowledge Base Article R10788, “Active User Limits.”
Not sure what your timekeeper or user login limits are? These can be found in the About window (in the Quick Launch, search for and select “About”). The About window displays the Active User Limit in each of the applications. In Tabs3 Billing, you can also see the Maximum Timekeeper Limit, and in Trust you can see the Maximum Attorney Limit. For more information about what is contained in the About window, refer to Knowledge Base Article R11865, “Information in the About Window.”
For more information on deleting timekeepers and users, refer to Knowledge Base Articles R10969, “Renumbering vs. Deleting Inactive Timekeepers,” and R10840, “Deleting User IDs.”
Knowing the difference between timekeepers and users can help you know which settings may need to be changed when necessary, as well as when you should add or delete them, or update your license. For more information on timekeeper and users, refer to the Help by pressing F1 from any window.
Ethics are an integral part of any business, but in the field of law they are especially important. Tabs3 Software works to ensure that your firm has the tools to maintain ethical walls in order to protect your clients and cases.
Knowledge Base Article R11459, “Ethical Walls in Tabs3 Software,” discusses how to use Tabs3 Software to create ethical walls in your firm. The Tabs3 Software provides Conflict of Interest searching, the option to make clients secure and accessible by only certain users, the ability to control who sees work by assigning timekeepers, and the ability to set up access profiles to control who can access specific functions of the software.
Our Knowledge Base can be accessed at support.Tabs3.com. You can also access our Knowledge Base in the Quick Launch by searching for and selecting “Knowledge Base.”
In Tabs3 Billing, PracticeMaster, and Tabs3 Connect, the Recap of Hours contains a graph that provides 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 different timekeeper for the current session.
Reviewing your time has never been easier!
Do you want to keep track of who is logging in and out of Tabs3 Connect, who is getting locked out due to failed login attempts, or who is downloading documents and attachments? The Tabs3 Connect Access Log in System Configuration (View | Log Files | Tabs3 Connect Access Log) contains all of this information! Each Log In, Log Out, Lock Out, and Download entry contains the date and time of the logged item, the User ID of the user who performed the action, and the IP address of the device where the action was performed. Additionally, the download path for documents and attachments is included.
For more information on Tabs3 Connect, contact your Tabs3 Software consultant, call Support at (402) 419-2210, or visit Knowledge Base Article R11480, “All About Tabs3 Connect.”
Skip the hassle of collections this year by scheduling your matter’s one-time and recurring payments with Tabs3Pay!
The Scheduling Payments with Tabs3Pay video walks you through how to schedule a future-dated payment or series of payments, right from the Tabs3 Billing Matter Manager. This feature makes it easy to provide payment plans for your clients and allows you to get paid on a specific date, even when you’re not in the office.
Watch this three-minute video here:
Training Videos can be accessed at Tabs3.com/videos. You can also access the videos in the Quick Launch by searching for and selecting “Training Videos.”
With the ability for everyone to create their own QuickViews, filters, column layouts, and WorkFlows, these sections in the Quick Clicks pane can start to appear cluttered with other users’ additions, making it harder to find what you need.
There are several ways you can organize items in the Quick Clicks pane. You can drag items around to rearrange the order in which they appear, hide items you don’t use, and create folders into which you can then drag Quick Clicks items. Each of these options are user-specific and will not affect other users.
To rearrange Quick Clicks items
To hide or unhide Quick Clicks items
To create folders for Quick Clicks items
Customizing your Quick Clicks items is easy to do, making sure you have quick access to the items you use.
Statement comments allow you to include additional information on transaction descriptions that will be shown on draft statements or reports, but not final statements. This makes it easy to provide information to the person reviewing pre-bills without making it visible to the client.
To enter a statement comment
Statement comments are identified in the entry window with red text, are shown on reports and draft statements with a strikethrough line, and are excluded from final statements.
The Import Data Wizard allows you to import data into any PracticeMaster file, including new contacts.
To use the Import Data Wizard
Note: PracticeMaster requires a text file containing comma-separated values to import. If your spreadsheet is in another format, such as a XLS file, you can save the file as a CSV format using Microsoft Excel or a similar application.
The IRS changed the layout of Form 1099-MISC and Form 1099-NEC for tax year 2022. Tabs3 Trust Accounting (Trust) and Accounts Payable (AP) have been updated to print using the new form layouts. To ensure compatibility, order your forms from Nelco®. These forms are guaranteed to be 100% compatible with Tabs3 Software. You can order forms by calling 1-800-266-4669 or visiting NelcoSolutions.com/Tabs3.
Additionally, the Tabs3 E-file feature has been updated to support the state of Alabama’s requirement for the State income amount to be filled in. See KB Article R11922, “Form 1099-MISC and Form 1099-NEC Changes for Tax Year 2022” for additional information.
Update to Version 22.2.15 or later for changes to 1099s.
Note: Due to the form changes, you will not be able to print 1099 forms for tax year 2021 or prior after updating. The 1099 Report can still be used to gather information for prior year.
Verification lists are optional and can make it easy to confirm what activities have been done by whom in the software. Many firms review these on a regular basis, verifying which transactions have been added, changed, and deleted by the users in the firm. Verification Lists can be generated for much more than fees; there are more than 15 different verification lists in Tabs3 Billing, Trust Accounting (Trust), Accounts Payable (AP), and General Ledger (GL).
Knowledge Base Article R10793, “All About Verification Lists,” provides detailed information about the various verification lists available in the software including a breakdown of verification lists, how to enable or disable optional verification lists, which verification lists are temporary, how to delete verification lists, a complete list of all verification lists, and much more.
Our Knowledge Base can be accessed at support.Tabs3.com. You can also access our Knowledge Base in the Quick Launch by searching for and selecting “Knowledge Base.”
Did you know that you can reprint client statements whenever needed? It’s easy to reprint statements when you’re required to provide them by the client or the court. You can reprint a single statement for a single client as well as multiple statements at one time. When printing multiple statements, you can print a range of clients, statement dates, and more.
To reprint a single updated statement
Note: You can also reprint statements via the Quick Launch by searching for and selecting “Reprint Single Updated Statement.”
To reprint multiple updated statements
Tip: Alternatively, you can run a Transaction File List (In the Quick Launch, search for and select “Transaction File List”) to show all transactions or a range of transactions for a client. Because the report uses a list format, printing a Transaction File List can significantly save paper depending on how many statements the client has had.
QuickViews provide a powerful way of organizing and finding information. QuickViews combine a filter, column layout, and sort option into a tab at the top of the window. When you change from one QuickView to another, you quickly change which records you see, the columns that are displayed, and the order in which records appear. In PracticeMaster, QuickViews can also include Smart tabs at the bottom of the list to further sort records into groups based on the selected indexed field. You can customize the colors used for QuickViews and Smart tabs. You can share QuickViews for all users as needed or define them for yourself. Once created, you can select a QuickView at the top of the window, or via the Quick Clicks pane.
QuickViews are available for both Platinum and non-Platinum editions of the software; however, they run faster in the Platinum edition of Tabs3 Billing and PracticeMaster.
Why are QuickViews faster in Platinum? Filters are processed at the server computer, similar to how the Accelerator processes reports. Rather than having to filter the records once they have been received from the server, the workstation receives only the records that have been pre-filtered by the server. This reduces network traffic and allows filtered lists to display considerably faster. Additionally, column sorting is processed at the server, which also improves the speed at which lists are displayed.
For more information about Platinum features, see Knowledge Base Article R11379, “Platinum Overview.” If you have any questions regarding Platinum features, contact your Tabs3 Software consultant, or call Support at (402) 419-2210.
With tax season just around the corner, Tabs3 E-file is here to help simplify your 1099 submission process! Tabs3 has partnered with Nelco to provide Tabs3 E-file, a complete solution to filing your Form 1099-MISC, Form 1099-NEC, and Form 1096. Learn how to easily upload your data to the Tabs3 E-file portal so that your 1099’s can be electronically filed, printed and mailed, or emailed on your behalf.
Watch this three-minute video here:
Training Videos can be accessed at Tabs3.com/videos. You can also access the videos in the Quick Launch by searching for and selecting “Training Videos.”
Did you know that you can save reports generated from Tabs3 Software as PDFs? Instead of maintaining folders and/or boxes of paper, store your reports digitally instead!
When printing your reports, there are two ways to save the file as a PDF:
Once you start saving your reports as PDFs, think about saving them as document management records in PracticeMaster. When saved to PracticeMaster, your reports become easily searchable. Worried about security? Assigning documents to a secure client will limit the information available to users. When running a conflict search, any hits belonging to a secure client will display “This is a secure record.”
Tip: Use the Send to PracticeMaster option while in File Explorer to automatically create document management records in PracticeMaster for multiple reports. For more information on the Send to PracticeMaster feature, see Knowledge Base Article R11571, “Document Management Frequently Asked Questions.”
Tabs3 Billing allows you to specify a password for the PDF statements sent via Email Statements for added security. The password can be unique for each matter and client.
To password protect PDF email statements
The next time you send an Email Statement, the client will be prompted to enter the password to open the PDF. For additional information about Email Statements and password security, see Knowledge Base Article R11913, “Emailing Tabs3 Billing Statements.”
You can use the File Definition Report to get detailed information about the fields and indexes included in a specific data file, including Area of Practice files.
To access the File Definition Report
For more information on interpreting the File Definition Report (and other PracticeMaster reports), see the PracticeMaster Report Pack.
The terminology for trust information on statements is stored in Tabs3 Trust Accounting, and is specific to each bank you have configured.
To change the trust account terminology
The Renumber Vendors program can be used to assign new numbers to existing vendors. All invoices, manual checks, EFTs, posted checks and EFTs, voided checks, recurring entries, and vendor productivity amounts are renumbered as well.
To renumber a vendor
Your vendor will now have the new number and is ready for use.
General Ledger’s Import Bank Transactions feature uses financial files in multiple formats (.OFX, .QBO, or .QFX) to help clear your bank transactions. This allows you to match up journal entries that are already in the system against the ones in the file.
To import bank transactions
To match imported transactions to journal entries
When you start your reconciliation, all cleared entries will be selected, cutting down the amount of time that the reconciliation takes.
You can now schedule a future-dated payment or series of payments from within Tabs3 Billing and a future-dated trust deposit or series of trust deposits from within Trust Accounting that will automatically process via Tabs3Pay. This allows you to get paid on a specific date, even when you’re not in the office. Additionally, recurring payments are a convenient way of providing a simple payment plan for your clients. Once the payment is processed, it will be displayed in the Tabs3 Billing Import Online Payments window for import.
In Tabs3 Billing, the Schedule Payments window can be accessed via the Quick Clicks pane in Matter Manager or Statement Manager, a toolbar button in Payment Entry, or in the Quick Launch pane by searching for and selecting “Schedule Payment.”
In Trust, the Schedule Payments window can be accessed via a toolbar button in Trust Transaction Entry, or in the Quick Launch pane by searching for and selecting “Schedule Payment.”
Note: Managing scheduled payments is performed in the Tabs3Pay Web Portal.
You already know how important it is to check for conflicts of interest in your practice. You are probably already using PracticeMaster’s Conflict of Interest Search, but are you taking full advantage of all of the features?
Conflicts of interest can greatly impact how a firm can operate; therefore, it is important that firms implement specific guidelines regarding when conflict checking must be performed. At the minimum, a conflict search is typically run before taking on a new client or matter, and when a new attorney, paralegal, or other employee joins the firm.
Take the time to review Knowledge Base Article R11445, “Using the PracticeMaster Conflict of Interest Search.” This article provides information on what conflicts and conflict searches are, how to run a conflict search, what the different fields on the Conflict of Interest Search window are, how to customize what shows on the Conflict Report, how to create and search a database of prior conflicts, tips and examples, frequently asked questions, and troubleshooting.
Make sure you don’t miss a conflict. Having firm members review conflict of interest guidelines on a regular basis, including how to use PracticeMaster’s Conflict of Interest Search, helps maintain your firm’s impartiality on every matter.
Our Knowledge Base can be accessed at support.Tabs3.com. You can also access our Knowledge Base in the Quick Launch by searching for and selecting “Knowledge Base.”
When you’re not at the office and you need to record the time you spent on a matter or a cost you incurred, what do you do? Why, log into Tabs3 Connect on your phone or tablet, of course!
Tabs3 Connect makes it easy to enter fees and costs for a client even when you’re not at the office. No more writing notes on scraps of paper that can get lost, or in an app amidst a bunch of other notes. You can use your phone to enter fees and costs directly into Tabs3 Connect from anywhere and at any time!
To add a new Fee or Cost via Tabs3 Connect
Changing Your Start Page
Want to make entering fees even easier? Set up Tabs3 Connect to open to a new fee as soon as you log in.
To set Tabs3 Connect to open to a new fee
For more information on Tabs3 Connect, contact your Tabs3 Software consultant, call Support at (402) 419-2210, or visit Knowledge Base Article R11480, “All About Tabs3 Connect.”
When it comes to requesting eSignatures from your clients, LexShare makes it easy to request the information you need, all from within PracticeMaster.
LexShare provides the easiest way to send and receive electronic signatures and files from PracticeMaster. The Requesting eSignatures with LexShare video walks you through the eSignature process, from submitting the request to importing the document back into PracticeMaster.
Watch this four-minute video here:
Training Videos can be accessed at Tabs3.com/videos. You can also access the videos in the Quick Launch by searching for and selecting “Training Videos.”
Did you know that you can select multiple ranges of clients when running reports or generating Statements? Located on the Client tab, the Multiple button can be used to select multiple ranges of Client IDs. After clicking the Multiple button, the Ranges window will be displayed. From here, you can enter multiple beginning and ending Client IDs. Up to 50 client ranges can be specified.
The Courtesy Discount feature in the Client Information window allows you to provide individual or ongoing discounts by amount or percentage. These discounts show as a separate line item on the client’s statement.
To add a courtesy discount for a matter
When using the Convert to Fee option in PracticeMaster to create Fees from the PracticeMaster Timer (as well as Calendar, Document, and other Journal records), it uses the billing increment specified for the user.
To configure the Convert to Fee increment for Timer records
Each user who will be using the Convert to Fee option must perform these steps. Users can set increments for Calendar and Document Management records, as well as Email, Note, Phone, Research, and Timer Journal records. Additionally, users can configure the default Tcode or Task Codes, Timekeeper, and Description for converted records.
Integration with LexShare, a secure file sharing and electronic document signing service, has been enhanced in the most recent version of PracticeMaster. LexShare integration allows your clients to easily upload files that you request, or add their electronic signature to a document that you send. The document can then be imported to the PracticeMaster Document Management file.
The Request eSignature, Request File, and Send File actions are available in the Take Action group of the Quick Clicks pane in the Matter Manager, Client file, and Document Management file. These links open a new window where you can send an email to a client or other recipient, allowing them to access, sign, and return documents to your office.
Previously, LexShare integration required the LexShare Add-in for Outlook to perform secure file transfers and electronic signature requests. Beginning with Version 2022 (Build 22.2.10), Outlook is no longer required.
Additional information about using PracticeMaster with LexShare can be found in KB Article R11901, “LexShare Integration.”
Are you planning on purchasing a new server, or moving from one computer to another? Sometimes it becomes necessary to move the Tabs3 Software from one location on the network to another location. Knowledge Base Article R11895, “Moving Tabs3 Software,” and Knowledge Base Article R11896, “Moving Tabs3 Platinum Software,” walk you through the steps to move the software to a different computer.
Our Knowledge Base can be accessed at support.Tabs3.com. You can also access our Knowledge Base in the Quick Launch by searching for and selecting “Knowledge Base.”
Are there additional notes that you want to add to statements for one or more clients? There are multiple areas in Tabs3 Billing to enter notes that can then be shown on statements for a single client, a group of clients, or all clients. A graphic is provided at the end of this article that represents each of the following elements.
Statement Notes for a Single Client
If you want to add notes to a single client’s statement, this can be set up in the Client file using the Beginning and Ending Statement Notes fields, located on the Statement Options tab, or the Miscellaneous lines 1-3, located on the Custom Fields tab.
Beginning and Ending Statement Notes
The Beginning Statement Notes will print following the Work Description and Miscellaneous Lines 1-3. The Ending Statement Notes will print at the end of the statement, but before any statement notes included in a statement template or ending text defined on the Headings tab of Statement Customization. Each of these fields has a maximum of 250 characters.
You can optionally select to Change Notes to blank after Statement updated if you want the note to only be included on the next statement.
Tip: You can optionally use Change Client Options (in the Quick Launch, search for and select “Change Client Options”) to set Beginning and Ending Statement Notes for multiple clients.
Miscellaneous Lines 1-3
The Miscellaneous Lines 1-3 will print following the Work Description. Each of these fields has a maximum of 255 characters.
Statement Notes for a Group of Clients
To add notes to multiple clients’ statements, you can use Statement Notes (in the Quick Launch, search for and select “Statement Notes”). Statement Notes can be up to 511 characters. Once Statement Notes have been created, they can be assigned to a statement template (in the Quick Launch, search for and select “Statement Templates”).
Statement templates provide the ability to include a Beginning Note that is shown below the Client’s Beginning Statement Notes, and an Ending Note that is shown below the Client’s Ending Statement Notes. Statement templates are assigned to each client via the Statement Options tab in the Client file.
Statement Notes for All Clients
If you want to show the same note on every statement for every client, then you can use Statement Customization (in the Quick Launch, search for and select “Statement Customization”). On the Headings tab, you can add up to 9 lines of text to the top of the statement (60 characters each), or 250 characters of text at the bottom. When adding Lines of text to be printed as a heading on the first page of each billing statement, this text will be the first text shown on the statement. When adding Lines of text to be printed as a message at the end of each billing statement, this text will be the last text shown on the statement.
Want to know if Platinum is right for your firm? Try out Tabs3 Platinum risk free for 30 days! This offer allows you to use all of the Platinum features with your own data for 30 days before determining whether Platinum will be a permanent upgrade.
Key features in the Platinum software include:
For more information on the 30-day trial offer, visit Knowledge Base Article R11261, “Platinum Net 30 Trial Plan,” and then contact your local consultant or contact our Sales Department at 402-419-2200 to take advantage of this great offer!
Being able to access information about your client’s fees, costs, and payments in one report can be helpful for running your law firm. Tabs3 Billing has just the report you need for your firm to succeed!
Using the Transaction File List, you can easily track work-in-process and archived transactions for any client, over any time period. The Transaction File List video walks you through the options available when running this versatile report, ensuring that your report includes as little or as much detail as you need.
Watch this three-minute video here:
Training Videos can be accessed at Tabs3.com/videos. You can also access the videos in the Quick Launch by searching for and selecting “Training Videos.”
Did you know that PracticeMaster integrates with several third-party programs such as Microsoft Outlook and Word? 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.
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.
Tabs3 Billing has a Top Client Report, which provides the ability to rank clients or matters based on different criteria. This report shows the top hours worked, WIP figures, billed figures, paid figures, and more.
To print the top 20 clients for billed fees
Each user can customize their calendar font settings via Calendar Properties.
To change the font in the PracticeMaster Calendar
The Check Register by Payee can be used to print a list of checks written to any payee for any date range.
To print a Check Register by Payee for firm payments
The Exclude from 1099 Reporting check box in Invoice/Manual Check Entry provides the ability to do just that. This check box can be selected or cleared at any point, even if the invoice has been posted to Tabs3 General Ledger.
To exclude an invoice from a Vendor’s 1099 form
Note: The Exclude from 1099 Reporting check box will not be available if the vendor is a miscellaneous vendor or does not have a box specified for the 1099 Info field.
Once you are certain that no additional changes will be needed, you can update the Date through which books are closed setting. Once this value is updated, no additional changes can be made prior to the specified date.
To change the Date through which books are closed
Note: No user, regardless of assigned access profile or manager status, can make changes prior to the specified Date through which books are closed.
Did you know that you can have certain software features automatically run as soon as a Tabs3 Software application is opened? You can use startup options to help automate tasks by entering command line options in the Target field of the desktop shortcut icon.
For example, in Tabs3 Billing you can have the Fee Entry window automatically open, and in PracticeMaster you can have the Matter Manager window automatically open. Other popular startup options include opening the Calendar and the Timer window. Some startup options, such as the Data File Integrity Check, can be automatically started in every application. You can even use a startup option to automatically enter your User ID. If you do not use a password, the Logon window will be bypassed and you will automatically be logged into the software. However, if a password has been set up for the user, the User ID will be filled in and a password will be required.
To add a startup option to PracticeMaster
Multiple startup options can be specified in the Target field if desired. Options must be separated by a space. An example of multiple startup options is:
“C:\Program Files\Tabs3\CM.EXE” /TIMER /CALENDAR /WEEKLY
You can find a complete list of startup options applicable to the application you are working in by searching for “Help Topics” in the Quick Launch. On the Index tab, simply type “Startup Options”. For more information on automating tasks, including startup options, refer to Knowledge Base Article R11034, “Automating Tabs3 Software Maintenance Tasks.”
Did you know that you can email statements to your clients? Emailing statements saves on postage and delivers statements to your clients immediately. You can also optionally include a Tabs3Pay payment link along with the email statement, allowing your clients to pay online.
Once you decide to email statements to a client, you must complete certain steps to ensure that the client, as well as the email, is configured properly. Knowledge Base Article R11913, “Emailing Tabs3 Billing Statements,” walks you through setting up and using the Email Statements feature.
Our Knowledge Base can be accessed at support.Tabs3.com. You can also access our Knowledge Base in the Quick Launch by searching for and selecting “Knowledge Base.”
A virtual field is a field that links to another field in a lookup file. Creating virtual fields provides a way to easily access information included in a lookup file from any other file, such as the Client file, Contact file, etc., which can help minimize double entry in the software. Additionally, virtual fields pull information from the lookup file, but cannot be edited. Virtual fields are read-only. This means that the information will be consistent everywhere the virtual fields are used. Examples of virtual fields include contact information. When you open the Client file, the address, Web Page, phone number, and Email fields are all virtual fields that pull from the Contact lookup file.
Let’s say you have created a lookup file for courts, and you want to display several fields from this lookup file in the Client file. This can be accomplished by using virtual fields. First, you must add a Lookup field to the Client File that will designate which record in the lookup file will be associated with the client. Then you can add one or more virtual fields.
To add a Lookup field to the Client File
To add a virtual field to the same file
You can now use the Form Designer to add the new Lookup and Virtual fields to the Client file. Now, let’s say that down the road you also decide you want some of the information from the lookup file to appear in the Journal, Calendar, or Document Management files. Simply follow the instructions above for the desired file. Each virtual field will pull the information from the lookup file, so the information will always be the same regardless of which file you are accessing.
Once virtual fields have been added to a file, they can also be used in the Report Writer and in filtering data. Take a few minutes to review lookup files you have added to the software, and where the information from these files might be useful. Haven’t added any lookup files yet? Now might be the time to take a look at how your data is set up, and to see how much time lookup files and virtual fields might save you!
Did you know that you can change how Tabs3 Connect appears on your Smartphone, tablet, or computer? By changing a Tabs3 Connect setting, you can make the most of the space available. Changing the setting is easy – simply tap or click the icon and select Use Phone Layout. Enabling the Phone Layout option uses smaller icons and shows only the most pertinent information for what you are working on in order to save space. Want to change back to the full view? Tap or click the icon and select Use Full Layout.
Furthermore, the following options in Tabs3 Connect are dependent upon whether you are using the Full Layout or Phone Layout:
Calendar View
Logging Out
For more information on Tabs3 Connect, contact your Tabs3 Software consultant, call Support at (402) 419-2210, or visit Knowledge Base Article R11480, “All About Tabs3 Connect.”
Scheduling meetings doesn’t need to be complicated.
With PracticeMaster’s Calendar features, you can easily view everyone’s schedules, add a meeting to the calendar, and notify all attendees with just a few clicks. And when using the Auto Email Notification feature, this process becomes even more streamlined, which can save you time.
Watch this three-minute video here:
Training Videos can be accessed at Tabs3.com/videos. You can also access the videos in the Quick Launch by searching for and selecting “Training Videos.”
Did you know that you can quickly start other Tabs3 Software applications from within any application? Once you have opened one of the Tabs3 Software applications, simply click on the desired application button in the application toolbar! The application toolbar is located at the bottom of the Quick Launch pane.
When starting any application from the application toolbar, the new software will use the same User ID as the current application. An application’s button will not be displayed on the application toolbar if you do not have access rights to that application or if it is not installed on your workstation.
Both Tabs3Pay and LawPay can be used with the Apply Payments to Multiple Matters feature. This feature allows you to enter a single payment and apply it to specific matters and statements associated with the client. Apply Payment to Multiple Matters can be used when entering new payments as well as when using the Import Online Payments feature.
To apply a payment to multiple matters or statements when entering a payment
To apply a payment to multiple matters or statement when importing a payment
Note: LexCharge (formerly ProPay) integration does not support the Apply Payments to Multiple Matters feature. If you are interested in using this feature, visit Tabs3Pay.com for information on signing up for Tabs3Pay.
PracticeMaster makes it easy to move all existing documents from the current storage location to a new location by changing the Document Store path. However, PracticeMaster will only move files in Document Management records that have the Automatically Manage Document option selected. Other linked documents in any PracticeMaster record (using a File field type) or unmanaged Document Management records will not be affected.
Tip: To check if there are any Document Management records that are not set to be automatically managed, you can create a filter of “Manage_SW is False” on the List tab of the Document Management window.
To change the Document Store location
If any other codes are included on the Verify Documents Error Report, verify that the Document Management record is correctly set to manage the document, and then re-run the Verify Documents utility (in the Quick Launch, search for and select “Verify Documents”). If the error persists, contact Tabs3 Support for additional assistance.
Integration has been added with LexShare, a secure file sharing and electronic document signing service, which allows your clients to easily upload files that you request, or add their electronic signature to a document that you send. The document can then be imported to the PracticeMaster Document Management file.
The Request eSignature, Request File, and Send File actions are available in the Take Actions group of the Quick Clicks pane throughout PracticeMaster. These links open a new email message in Outlook where the LexShare Outlook Add-in can be used to send a request to the client.
A new Import LexShare Files window is used to import documents that have been uploaded to LexShare as Document Management records in PracticeMaster. The number of documents available for import is displayed on the Import LexShare Files action.
Additional information about using PracticeMaster with the LexShare service can be found in KB Article R11901, “LexShare Integration,” and information on using the LexShare Add-in for Outlook can be found in KB Article R11906, “Using the LexShare Outlook Add-in.” The LexShare Add-in requires Outlook 2019 or later using a hosted version of Exchange.
The LexShare integration is available in Version 2022 (Build 22.2.7) and later.
One of the most frequently asked questions our Support Department receives is, “Why isn’t my statement printing?” Whether due to client transactions that have a Status of Hold, client settings, printer drivers, or printer settings, you may have had statements that did not print at one time or another.
Knowledge Base Article R10004, “My Statement Doesn’t Print,” offers the most common reasons a statement doesn’t print and includes easy troubleshooting steps to follow. When your statements aren’t printing, use this article as a checklist to help you get back on track for your month-end activities.
Our Knowledge Base can be accessed at support.Tabs3.com. You can also access our Knowledge Base in the Quick Launch by searching for and selecting “Knowledge Base.”
With a 72-year record of providing smart, creative, and effective legal guidance to their Washington community, the time was right for the firm’s billing and payment processing solution to evolve once more.
Hanson Baker wanted to create an effortless billing experience for clients by emailing invoices to clients and accepting online credit card payments. Finding a processor with transparent rates that integrated easily with their current software and workflows proved challenging, so the firm turned to Tabs3 Software.
As long-time Tabs3 Software users, they enjoyed Tabs3’s excellent software support and the many features available to them through PracticeMaster, such as the matter manager and dashboard. With affordable fees, transparent pricing, and the ability to attach payment links directly to their emailed invoices, Tabs3Pay was a natural choice.
To help with implementation, Hanson Baker worked with software consultant Christina Cline of C.R. Cline and Company. As a certified Tabs3 consultant, Cline was able to guide Hanson Baker through the implementation process and address potential hang-ups. With her oversight, adopting Tabs3Pay went off without a hitch.
Now, Hanson Baker’s clients enjoy a modernized, reliable payment process – and the firm saves time with smoother invoicing workflows. Not only has Hanson Baker seen improved cash flow due to shorter payment processing times with Tabs3Pay, but the need for collections has also declined.
Hanson Baker appreciates Tabs3Pay’s straightforward pricing and low processing fees, as well as usability features like the ability to print receipts after the fact. They’ve also benefited from Tabs3Pay’s integration with Tabs3 Software, reducing errors from manual input and wasted time from double data entry.
Cline reports that Tabs3 Software’s long record of excellent service is another reason Tabs3Pay was the right choice for Hanson Baker. “Tabs3 has been around for a long time,” Cline says, “Their support is in Lincoln, NE. You’re going to have your problem resolved. When you purchase Tabs3 and get it up and running, you’re not left to flounder.”
If you’re a current Tabs3 Software user and want to improve your firm’s billing and payment workflows, Tabs3Pay could be the solution. Tabs3Pay is designed to offer streamlined, trust accounting-compliant payment processing for law firms while integrating seamlessly with other Tabs3 Software applications. For more information, call (402) 419-2200, email sales@tabs3.com, or visit Tabs3.com.
What is the best way to communicate and share records between users in PracticeMaster? Send an eNote! eNote is a blend of the best features of instant messaging and email to provide a remarkably easy-to-use tool that streamlines communication, facilitates workflow between users, and enhances your current case management procedures.
The eNote feature is available in the Platinum edition of PracticeMaster, and allows you to communicate instantly. Not only can you send text, but you can also link PracticeMaster records to the eNote, providing quick access to the information you need. You can even send and receive eNotes while away from the office with Tabs3 Connect! You can easily reply to, forward, or dismiss eNotes, as well as add them to the Journal, Calendar, and Fee files.
Working on a project and don’t want to be disturbed? Select Do Not Disturb to minimize interruption. When Do Not Disturb is selected, the eNote window will remain minimized so that the user is not interrupted by eNotes. Select Away to let others know you are not at your desk. The sender will receive a message of the receiving user’s status, letting the sender know that the eNote may not be received right away.
You can specify how eNotes are shown upon arrival. Click the button to open the eNote Preferences window. Select to open the full eNote window (Pop up for new eNotes) or to show a balloon notification (Balloon for new eNotes). You can also select to Play sound for new eNotes using a sound file on your computer.
When sending an eNote that needs immediate attention, select the Urgent check box. Urgent eNotes will appear on top of the recipient’s Windows desktop, regardless of recipient’s selected status.
eNotes can be dismissed or deleted. Dismissed eNotes are removed from the eNote window, but are available in the eNote List (in the Quick Launch, search for and select “eNote List”). Only users with the Permanently Delete eNotes access right can delete their eNotes, thus leaving a record of correspondence. Click the (eNote List) button to open the eNote List, displaying a list of your eNotes. Filters in the eNote group of the Quick Clicks pane let you select whether you want to include all of your eNotes, your unread eNotes, your sent eNotes, or your received eNotes. If you have rights to Access All Users’ eNotes, you can also include all users’ eNotes, deleted eNotes, or a specific user’s eNotes.
For additional information on eNote, see Knowledge Base Article R11246, “PracticeMaster eNote Frequently Asked Questions.” If you have any questions regarding Platinum features, contact your Tabs3 Software consultant, or contact Support at (402) 419-2210.
Whether you are a new user or just have questions about a feature, finding the information you need is easy!
Using the Navigating Help Resources video, you’ll see how easy it is to quickly access relevant information. From the easy to access Help Topics to in-depth guides to helpful Knowledge Base articles and more, Tabs3 Software has all of the resources you need to find new information and learn about various topics!
Watch this four-minute video here:
Training Videos can be accessed at Tabs3.com/videos. You can also access the videos in the Quick Launch by searching for and selecting “Training Videos.”
Did you know that you can change your view to see either more fields or fewer fields in certain files?
By clicking the (Detail/Rapid) button, or pressing Alt+I, you can specify whether you see all of the fields in a file or only key fields. This option is available in the Tabs3 Billing Fee, Cost, Payment, and Client Funds Entry windows, as well as the AP Invoice/Manual Check Entry window. Detail mode includes all of the fields, whereas Rapid mode simplifies the data entry process by only showing the most pertinent fields.
The following fields are not shown when in Rapid Mode:
Tabs3 Billing Fee Entry – Hours to Bill, Rate, Amount, Category, Bill Code, Rate Code, Status, User ID, Date Entered, Sales Tax
Tabs3 Billing Cost Entry – Timekeeper, Bill Code, Rate Code, Status, User ID, Date Entered, Sales Tax
Tabs3 Billing Payment Entry – Status, User ID, Date Entered
Tabs3 Billing Client Funds Entry – User ID, Date Entered
Accounts Payable Invoice/Manual Check Entry – Due Date, Voucher #, Amount to Pay, Discount Amount, Discount Date, Net Amount, Take Discount, Hold/Pay, User ID, Date Entered
Take a moment to look at these options and see if you can help streamline data entry for your office!
A Display all Transaction Descriptions in Uppercase check box was added to the Statement Templates window in Tabs3 Billing Version 2022. When this check box is selected, all text in a transaction’s Description field is automatically converted to uppercase when included on a statement.
To display all transaction descriptions in uppercase for a statement template
To display all transaction descriptions for a single batch of statements
Link text in the Comments field of the Calendar File (or any other Memo type field) will be clickable if it is in the correct format. Include the full URL, starting with “http:”, “https:”, or “www.” with the link text.
Alternatively, you can add a Web Page type field to the Calendar File to store these links. This field type allows you to add a clickable link to the calendar.
To add a Web Page field to the Calendar File
You can now add the new field to the Calendar file via Form Designer. Form Designer can be accessed while on the List tab of any file via Edit | Form Designer.
Beginning with Version 2022, Trust payees are now contacts. Therefore, in order to rename a payee, you must rename its associated contact using the Rename Contacts utility.
To rename a payee in Trust
The default bank account number that is used when entering invoices, manual checks, and EFTs is defined in Customization.
To change the default Bank Account
GL has the ability to set an additional account order in your Chart of Accounts, specifically for this purpose. This can be particularly useful when you need to subtotal accounts in more than one way.
To print reports using an alternate account order, you must enable the use of an alternate account order, and then specify the order in the Chart of Accounts.
To enable the use of an alternate account order
To set up an alternate account order
Once defined, reports can be run using the alternate account order by selecting the Use Alternate Account Order check box on the Account tab of many GL reports.
Creating a new user is now performed via a wizard. Managers can create users in the User Configuration window of System Configuration, or in the Timekeeper Information window of Tabs3 Billing or PracticeMaster.
The Add New User wizard allows you to specify the User ID and optionally enter contact information, specify login credentials, create a timekeeper, configure Tabs3 Connect access, and set additional user rights.
To add a new user in System Configuration
The Add New User wizard is available in Version 2022 (Build 22.2.7) or later.
Tabs3 Billing includes the ability to insert a personalized link or button to Tabs3Pay in your email templates used for emailing statements and sending trust deposit requests. These links can then be used by your clients to pay their bills or make trust deposits directly via credit/debit card or electronic check. Those payments and trust deposits can then be imported into Tabs3 Billing using the Import Online Payments program.
Knowledge Base Article R11905, “Requesting and Importing Tabs3Pay Online Payments and Trust Deposits,” guides you through the steps necessary to include payment links in your Email Statements and import any payments you receive.
Our Knowledge Base can be accessed at support.Tabs3.com. You can also access our Knowledge Base in the Quick Launch by searching for and selecting “Knowledge Base.”
Tabs3 Billing includes the flexibility to create rules that designate how payments are allocated to various timekeepers and to the firm. With Fee Compensation Rules, you have the ability to allocate payments for fees to the firm as well as to multiple originating, primary, and secondary timekeepers. Additionally, reporting features in Tabs3 Billing let you see allocations based on your pre-defined compensation rules.
Once a payment has been allocated based on the defined rules, any remainder is distributed amongst the working timekeepers on a pro-rated basis.
Each matter can have a unique Fee Compensation Rules Table or can share a table with other matters. A shared table makes it easier to update multiple matters that all use the same allocation rules.
The Receipt Allocation Report and the Allocated Payments Report can include fee compensation information. Additionally, the Top Client Report can optionally use fee compensation amounts for fees paid.
To learn more about how Fee Compensation Rules can improve your receipt allocation reporting, open the Tabs3 Billing Help (press F1) and enter “Fee Compensation” on the Index tab.
Did you know that you can download and view documents for any of your clients from your phone, tablet, or laptop? You can download linked documents that are in PracticeMaster’s Document Management file or email attachments that are in the Journal file.
After logging in to Tabs3 Connect, open Matter Manager to access a client’s documents. Select the desired client and then do one of the following:
Tabs3 Connect lets you control who has access to documents. Only the users who have Tabs3 Connect access AND who belong to an access profile that specifically grants rights in System Configuration to Download Files via Tabs3 Connect can download linked files and email attachments (Access Profile | PM tab | File Information | Download Files via Tabs3 Connect). Furthermore, every downloaded file from Tabs3 Connect is logged in the Tabs3 Connect Access Log, thus allowing you to see exactly which documents have been downloaded by which users.
For more information on Tabs3 Connect, contact your consultant, call Technical Support at (402) 419-2210, or visit Knowledge Base Article R11480, “All About Tabs3 Connect.”
Securely sharing documents and requesting eSignatures from your clients just got easier using LexShare!
LexShare is a cloud-based service that allows users to share files with your clients and request signatures from them over email, as well as import the signed documents back into the PracticeMaster Document Management file. LexShare’s features are designed with security at its core, which is essential for keeping client information confidential and for staying compliant.
Watch this one-minute video here:
LexShare Integration is available in PracticeMaster Version 2022 (Build 22.2.7) and later.
Training Videos can be accessed at Tabs3.com/videos. You can also access the videos in the Quick Launch by searching for and selecting “Training Videos.”
Did you know that you can create a Custom Activity List in PracticeMaster Matter Manager that shows the record types you want to see? For example, you could create a Custom Activity List that shows only Document, Research, and Timer records for any selected matter. Once created, custom activity lists can be viewed in Tabs3 Connect as well.
To create a custom activity list
Now, when you select the new Custom Activity List, you will see only those records types selected for this list.
You can include one statement designer layout in the background of another layout, allowing you to easily reuse templates. In this example, you can modify the statement designer layout with your heading to include the layout with the footer.
To add a statement designer layout to another statement designer layout
The background elements will appear as dimmed on the form layout, but will print normally on the next statement.
Figure 1
The Replicate feature is available in many areas of PracticeMaster. This function creates a copy of the currently selected record and then prompts you for any required information (such as a Client ID or Record Type).
To replicate a record
For more information on the Replicate feature, as well as limitations, open the PracticeMaster Help (Press F1) and enter “Replicate” on the Index tab.
When it is time for a client to replenish a trust account, use the new Request Trust Deposit feature! Enter the amount requested and select the corresponding IOLTA account. Tabs3 Billing then creates an email message with an embedded payment button. Review the message and send it to your client.
Your client receives the message, clicks the Make Trust Payment button, and funds the trust account by ACH bank transfer or credit/debit card.
Request Trust Deposit is powered by Tabs3Pay, the secure online payments platform built into Tabs3 Billing and Trust Accounting.
Note: The Trust Request feature requires Tabs3 Billing and Trust Accounting Version 2022 (Build 22.2.3) and later. Including a Make a Trust Payment button in a trust request requires a Tabs3Pay merchant account configured in Tabs3 Billing and Trust Accounting. For additional information, see KB Articles R11869, “Configuring Tabs3Pay,” and R11905, “Requesting and Importing Tabs3Pay Online Payments and Trust Deposits.”
Depending on the level of PracticeMaster you have, there may be additional features we have to offer. If you want a quick list of which levels include which features, look no further!
There are four levels of PracticeMaster available. Each of these levels have basic features included; however, more features are included with each level. The following levels of PracticeMaster are available:
Knowledge Base Article R11548, “PracticeMaster Feature Comparison,” provides a table of PracticeMaster features available, broken down by each level of PracticeMaster.
Take a look at your current license of PracticeMaster to see what features you might be missing out on!
Our Knowledge Base can be accessed at support.Tabs3.com. You can also access our Knowledge Base in the Quick Launch by searching for and selecting “Knowledge Base.”
When was the last time you backed up your Tabs3 Software data and tested the viability of your backup? If your firm was required to restore from a backup right now, how much data would be lost?
Regular backups are critical to the safety of your data. Tabs3 Software automatically prompts you to run a backup when a function cannot be easily reversed or when interruption of a process can cause errors in the data. When prompted to make a backup, review the date and time of the last backup shown on the prompt, and ask yourself how much data will need to be reentered if a restore is required. If you are not comfortable with the amount of work required after restoring, then you should back up your data before going any further. If you regularly find yourself skipping backups because it’s difficult to get every user to exit the software, consider the Platinum edition of Tabs3 Software. The HotBackup feature allows you to make backups while other users are still working in the software and Tabs3 Platinum Software can automatically recover from interruptions to many functions, including Update Statements.
Tabs3 Software provides the ability to back up and restore data from within the software. If you are using the non-Platinum edition of the software, you can keep up to three internal backups with a size limit of 2GB each. If you are using the Platinum edition of the software, backups are practically unlimited! You can keep up to 198 user-defined HotBackups, each limited in size only by the available hard drive space.
But is that enough? Backups made via the Tabs3 Software are considered temporary backups and only include your data files. These backups do not include executable files to run the programs, nor is every file in the Tabs3 Current Working Directory included. We recommend making regular backups of the entire Tabs3 Current Working Directory via a third-party backup program for purposes of recovering from a catastrophic failure, such as flood, theft, server hard drive failure, etc. If you already have a third-party backup in place, make sure that it is periodically tested to verify it is working correctly.
Now may be the perfect time to take a closer look at your current backup strategy and to verify the procedures you have in place. If you cannot take the time to review procedures now, add a reminder to your calendar to review them as soon as possible. Don’t be lulled into a false sense of security; backups that don’t restore correctly, or not having a backup, can cost you a great deal in both time and data loss.
For a list of resources on backing your data up and restoring, visit Knowledge Base Article R11524, “Backup/Restore Information Resources.”
Network and hardware failure can cause data corruption in any firm, regardless of preventative measures. Auto-Recovery helps provide peace of mind when faced with these issues.
For example, if you are updating statements and you lose network connectivity in the middle of the update, without Platinum you would have to restore your data and potentially lose many hours of work. Not so with Auto-Recovery! Auto-Recovery monitors the software. When it recognizes a transaction has not completed properly, it rolls back the database to its previous state before the database transaction began.
In the case of Update Statements being interrupted, Auto-Recovery means that if the interruption occurs during the update to client 1240.00’s statement, then all statements prior to client 1240.00 will remain updated, while client 1240.00 will be “rolled back” to the state before you started Update Statements. You will simply receive a message indicating that Update Statements needs to be run again.
This is a powerful feature that can save your firm time and money. Power failures, computer crashes, and network failures can occur on even the best networks. Auto-Recovery helps greatly reduce the impact of these issues.
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 call Technical Support at (402) 419-2210.
Finding that perfect report can be so satisfying! When it comes to tracking your clients’ billing and payment history, the Client Ledger Report has it all!
Check out the Client Ledger Report video to see how you can easily view detailed information about statements, payments, and write offs for your clients, all in one place. This report also includes drill-down capabilities, which makes it easy to view an updated statement or to find out more about how a payment was allocated.
Watch this three-minute video here:
Training Videos can be accessed at Tabs3.com/videos. You can also access the videos in the Quick Launch by searching for and selecting “Training Videos.”
Did you know that there are several files throughout the software in which you can mark people or accounts as inactive? Selecting the Inactive check box provides the ability to keep the associated history, but removes the ability to accidentally add associated records. You can also typically choose whether or not you want to include inactive people or accounts on lookup windows and reports.
Records in the following files can be marked as inactive:
For more information on marking files inactive, press F1 to open the Help, enter “inactive” on the Index tab, and select the desired topic.
You can filter clients in Tabs3 Billing to only show clients with the Task Based Billing check box selected.
To filter clients for Task Based Billing matters
You can use the Merge Contacts function to combine the contacts, selecting which information to keep from each record.
To merge two contacts
For more information on the Merge Contact utility refer to the Knowledge Base Article R11396, “Merge Contacts Program Simplifies Contact Cleanup.”
The Renumber Trust Account utility can be used to change the bank account associated with a trust account.
To change the bank account associated with a trust account
Note: You cannot renumber a trust account with reconciled or combined transactions to use a different bank account. Additionally, the Trust ID and Bank number you are renumbering the account to cannot already exist.
By default, aging periods are set to 30-day intervals, but these can be changed as necessary via Customization.
To change the aging periods
The next time you run the Aged Unpaid Invoices Report, the new aging periods you defined will be used.
Note: Aging periods must be defined in descending order.
General Ledger allows you to specify the starting month of your fiscal year. This option is reflected in reports and Account Information windows, and can be changed at any time.
To specify a new Beginning Fiscal Month
Did you know that you can quickly convert Journal, Calendar, and Document Management records into billable fees? Use the Convert to Fee option in PracticeMaster to convert emails, research records, timers, notes, meetings, tasks, documents, and more into fees. Converting records into fees helps make sure your clients are being billed for the time you spend on their matters.
Converting a record to a fee
When you convert a record to a fee, a Convert to Fee window is opened which shows the same fields as the Fee file. If the original record does not contain a Client ID, you will be prompted to select a client before the Convert to Fee window is opened. When applicable, the Date and Description fields are automatically populated from the original record. You can then enter any other information for the fee record such as the Timekeeper, Tcode, Hours to Bill, etc. and save.
There are multiple ways to convert a record into a fee.
When a record is converted to a fee, a new fee is created without removing the record from the Journal, Calendar, or Document Management file.
Convert to Fee Settings
Default settings can be specified for calendar, email, note, phone, research, timer, and document records via Convert to Fee Settings (In the Quick Launch, search for and select “Convert to Fee Settings”). Settings are saved per user, so each login user has their own default settings. Default settings are broken down by record type (e.g., timer, email, document, etc.) and provide defaults for tcode, timekeeper, description, time to bill, and more.
Make sure you don’t have billable time that’s slipping away. Start converting records to fees and see how much additional time you can bill for.
Tabs3 Billing allows you to optionally assess finance charges on your clients’ past due balances, but how does the calculation work?
When a statement is generated for a client whose past due balances are subject to finance charges, Tabs3 Billing examines the statement date for each of the client’s past due statements, and compares each to the current statement date. A finance charge is then calculated for each of the past due statements, and these amounts are added together to determine the total amount of finance charges to be billed on the current statement.
Knowledge Base Article R10850, “All About Finance Charges,” provides a flowchart that breaks down exactly how finance charges work along with examples, and includes frequently asked questions and a finance charge worksheet.
Our Knowledge Base can be accessed at support.Tabs3.com. You can also access our Knowledge Base in the Quick Launch by searching for and selecting “Knowledge Base.”
Do you need to make a change that affects multiple clients or matters? Do you want to save time by changing clients all at once instead of one at a time? Use the Change Client Options utility! The Change Client Options utility allows you to change options in the Client file for a range of clients.
You can change options for client setup, rates, billing, and statements. This includes changing the timekeepers assigned to a case, client status, payment settings, fee and cost rate table information, billing status, sales tax and finance charges, statement delivery options, statement format settings, statement notes, and more!
For example, let’s say you have created a new Email Template, and you want to change all clients with a specific primary timekeeper to use this new template. You could edit each client to make the change, but with Change Client Options, you can change all clients at once!
To change all clients with a specific primary timekeeper at once
The Change Client Options utility provides several features to help minimize errors. First, you are prompted to back up your data prior to running the program. If you inadvertently change a setting for the wrong clients, or you change the wrong settings, you can restore the backup to undo the changes. Second, the Client ID Thru field is automatically set to 0.00. This prevents an accidental change to all clients across the board. And third, you must click the Select button to specify the exact field(s) to which you want to make changes. Only the fields you select will be available to change; therefore, other fields and settings do not get changed.
The Change Client Options utility simplifies global changes, which means you will have more time for your regular tasks!
Have you checked out Tabs3 Connect yet? Tabs3 Connect is a Platinum feature that provides access to Tabs3 and PracticeMaster anywhere you can connect to the Internet, and it’s easy to navigate. Simply browse to Tabs3Connect.com and log in to access your data!
A – You can access Matter Manager, Clients, Contacts, Calendar, Costs, Fees, and Recap of Hours from the home page and from the toolbar at the top of each page.
B – Use the timer feature to start, pause, and resume a timer, and to see a list of current timers. Timers can optionally be converted to fees.
C – The Alarm icon shows how many alarms are past due, the eNote icon shows how many unread eNotes you have received, and the ? (Help) icon opens a menu with the following options: Help, Privacy Policy, Administration, Contact Us, Use Full/Phone Layout, Disable Text Macros, and Logout.
D – Use Matter Manager to access your client and contact information via the All Activity, Billing Summary, Calendar, Contacts, Costs, Documents, Fees, Journal, Phone and Email, and More Files buttons.
For more information on Tabs3 Connect, contact your consultant, call Technical Support at (402) 419-2210, or visit Knowledge Base Article R11480, “All About Tabs3 Connect.”
If your firm creates the same documents for clients on a monthly, weekly, or even daily basis, it can be a struggle to constantly rewrite and maintain your documents effectively. By using variables to automatically pull information into your commonly used documents, you can save time without the hassle of duplicate entry.
The Intro to Coding Document Assembly Templates video walks you through the basics of creating new templates and coding documents to your specifications. Learn how to insert variables, create logic statements, and automate functions like creating a fee based on the completion of a document.
Watch this five-minute video here:
Training Videos can be accessed at Tabs3.com/videos. You can also access the videos in the Quick Launch by searching for and selecting “Training Videos.”
When entering information into the software, have you saved an entry only to realize you needed to enter the same description into the next entry as well? If so, there is an easier and quicker way than going back to the last record to copy the information. When you are in Fee, Cost, Payment, or Client Funds, pressing F2 while in the description field will automatically replace the transaction code’s default description with the Description entered for the previous entry saved during the current data entry session.
You can easily locate statements by number using the Statement Manager.
To find the statement number in Statement Manager
When you have located the statement, you can double-click the record to see the statement information, or use the Quick Clicks actions to perform other common tasks such as reprinting, emailing, or making a payment.
There are multiple ways to prevent PracticeMaster contacts from synchronizing to Outlook. The simplest method is to select the Do Not Sync check box on the contact record.
To prevent a contact from syncing with Outlook
In addition to this method, you can also filter contacts by timekeeper, category, or using a custom filter. See Knowledge Base Article R11488, “Controlling Which Contacts Synchronize Between Outlook and PracticeMaster,” for more information on these additional methods.
Tabs3Pay now offers surcharging! Help your firm save on expenses while still providing clients the option to pay by credit card. While processing fees are normally paid by the firm, with surcharging, credit card fees are passed on to the cardholder instead. Only credit card transactions (Visa, Mastercard, American Express, Discover, etc.) are subject to surcharging. Processing fees for debit card and ACH (eCheck) transactions continue to be paid by the firm.
Tabs3Pay surcharging has the following requirements:
If you have not yet signed up for Tabs3Pay, simply update to Version 2022 (Build 22.1.8 or later) and sign up (in the Quick Launch, search for and select Tabs3Pay Web Portal). The option of enabling surcharging will be included in the signup process. If you are already using Tabs3Pay, contact Tabs3 Support at 402-419-2210 for assistance with enabling surcharging on your existing account.
For more information on Surcharging, see the Surcharging section of Knowledge Base Article R11871, “Tabs3Pay Frequently Asked Questions.”
When your firm prints the same set of reports every year, quarter, month, week, or semi-regularly, report suites offer a one-step option to print out a predefined set of reports using the report definitions you have set up. Creating report definitions in Tabs3 Billing for each of the reports your firm runs can help save time, and taking advantage of report suites can save even more. Knowledge Base Article R11908, “Setting Up and Running Report Suites,” provides the steps needed to create a report definition, a report suite, and to run a report suite.
Our Knowledge Base can be accessed at support.Tabs3.com. You can also access our Knowledge Base in the Quick Launch by searching for and selecting “Knowledge Base.”
Did you know that you can quickly print a single check in Accounts Payable (AP) and Trust Accounting (Trust) without opening the Print Checks program? This can be accomplished via the Invoice/Manual Check Entry (AP) and Trust Transactions (Trust) windows.
To print a single check in AP via the Invoice/Manual Checks window
To print a single check in AP via the Dashboard
To print a single check in Trust Accounting
These methods allows you to quickly print a check when you need it, saving you time when you don’t want to print a batch of checks.
Time is money, and how long it takes for your firm to complete tasks affects the bottom line. So how will Platinum software speed things up for your firm?
For more information about Platinum Accelerators, see Knowledge Base Article R11182, “Tabs3 and PracticeMaster Accelerators.” 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 call Technical Support at (402) 419-2210.
Looking for a quick way to apply a discount to your client’s bill? Including a Courtesy Discount in your statements may be the solution you are looking for!
In the Using Courtesy Discounts video, see how easy it is to apply discounts to your clients based on a specified percentage or amount. Additionally, you can view how the discount will appear on your statements and how to customize the terminology and placement based on your needs.
Watch this two-minute video here:
Training Videos can be accessed at Tabs3.com/videos. You can also access the videos in the Quick Launch by searching for and selecting “Training Videos.”
The matter is most likely configured to Bill On Demand. Bill On Demand is a feature that enables you to only bill a client when needed, rather than every billing cycle. When the Bill On Demand check box is selected, each time a statement is final billed and updated for the matter, the Release to Bill check box is automatically cleared to prevent unauthorized statements from being sent in the future. When you are ready to send another statement, simply select the Release to Bill check box again.
If you want a statement to print for the matter whenever they have a balance, simply clear the Bill on Demand check box and select the Release to Bill check box. The matter will then be included in all future billing cycles.
To enable the Bill On Demand feature
To disable the Bill On Demand feature
You can create a custom index to be used in the Task List via File Maintenance.
To create a custom index for the Task List
You can now select this index for the Task List in Calendar Properties.
A Trust Account List can be run to show all trust accounts for which the attorney is responsible.
To run a Trust Account List for a specific attorney
Tip: When previewing the report, click on the Trust ID or Client Name to drill-down to the Trust Account Information window. The Responsible Attorney can then be edited on the Balances tab.
You can add a manual check, which allows you to include a check number and the date paid.
To add a manual check
General Ledger has a Statement of Cash Flows Report that allows you to see how changes in Balance Sheet and Income Statement accounts affect the firm’s cash flow.
To run the Statement of Cash Flows report
Tip: If you preview the report, you can click on any of the displayed accounts to access the Account Information window, where you can access additional information.
If any account is printing in the incorrect section, you may need to designate it as Operating, Investing, or Financing.
To designate an account as Operating, Investing, or Financing
What if you had a place in each Tabs3 Software application that allowed you to add your most frequently used icons, and then group them together? With My Actions, you can!
The My Actions page view of the Home Page can be customized to display the features you use most, including reports. You can even create groups of features for easy categorization! My Actions can be customized in Tabs3 Billing, PracticeMaster, Trust Accounting (Trust), Accounts Payable (AP), and General Ledger (GL).
Customizing Actions
Add your favorite features for quick access.
To add an action
You can also add actions by right-clicking an item in Quick Launch and selecting Add to My Actions, or by hovering over an action on the All Actions tab and clicking the star.
To remove an action, click the minus sign on the action you want to remove.
Groups
Groups can be created to help categorize your favorite programs. For example, you could create groups for Daily Tasks, Monthly Reports, or Year-End just to name a few! Assign a color to the folder to make identification easier.
To create a group
You can add actions to an existing group by dragging and dropping an action onto the group icon, or by clicking the group and then clicking the Add Actions button.
To remove a group, click the (Edit Group Properties) icon and click the Delete button.
Did you know that you can access guides and report packs for all of the versions we currently support? Knowledge Base Article R11902, “Documentation Resources,” contains links to Guides, Report Packs, and other sources of information for the current and previous versions of Tabs3 Software.
Our Knowledge Base can be accessed at support.Tabs3.com. You can also access our Knowledge Base in the Quick Launch by searching for and selecting “Knowledge Base.”
Although you are more than likely using alarms on your calendar records, you may not be aware of the scope of how alarms can be set and snoozed.
When creating a calendar entry, you can select a preset value for an alarm, enter the desired alarm value, or use natural language, such as “tomorrow 3pm,” “next week,” “next month,” or “Monday.” Optionally select None if you do not want an alarm to be displayed.
Once an alarm becomes due, the PracticeMaster Alarm Notification window is displayed. From this window, you can mark tasks as completed, clear alarms, and snooze alarms. All alarms are displayed in this window, eliminating multiple alarm windows upon opening PracticeMaster. You can elect to snooze one of the alarms, some of the alarms, or all of the alarms at one time.
When snoozing, the PracticeMaster Alarm Notification window includes the same preset intervals as the Calendar record, but also includes “15 Minutes Before,” “10 Minutes Before,” “5 Minutes Before,” “2 Minutes Before,” and “1 Minute Before,” provided the interval does not exceed the amount of time until the record’s Start Time. Snoozed alarms are remembered – this means that once an alarm is snoozed, the alarm will not be displayed again until the snooze time indicated, including when you close and reopen PracticeMaster.
Make sure you don’t miss out on something important by taking advantage of PracticeMaster alarms.
Whether you’ve just upgraded to Platinum, or you’ve had Platinum for a while and just haven’t started using Tabs3 Connect yet, one of your first questions may be how to set up Tabs3 Connect.
To get started, Tabs3 Connect is first enabled at the firm level (Platinum | Tabs3 Connect Administration), and then individually for each user via System Configuration. With Tabs3 Connect, you can specify which users can access the firm’s Tabs3 data on their internet-enabled device. If not everyone in the office needs to use Tabs3 Connect, you can provide access to only those users who do.
To enable Tabs3 Connect for a user
Once Tabs3 Connect has been set up in System Configuration, open your browser and log on to Tabs3Connect.com to start using it immediately! You’ll wonder how you ever worked without it.
For more information on Tabs3 Connect, contact your consultant, call Technical Support at (402) 419-2210, or visit Knowledge Base Article R11480, “All About Tabs3 Connect.”
From taking notes about an upcoming meeting, to storing emails, to recording details about a phone conversation, PracticeMaster Journal records are essential for managing your clients and contacts on a daily basis.
The Working with the Journal File video walks you through the process of accessing and creating new records from the Journal File, Matter Manager, Client File and more! Since each type of Journal record is optimized to fit your needs, records like phone tasks or timers can easily be converted to billable time with one click. Additionally, using Tabs3 Connect, you can access your journal information on the go!
Watch this four-minute video here:
Training Videos can be accessed at Tabs3.com/videos. You can also access the videos in the Quick Launch by searching for and selecting “Training Videos.”
Data entry lists now have a setting to position the list either below or to the right of the data entry fields. This allows you to take advantage of available space on widescreen monitors, and reduces the amount of scrolling necessary. Entry lists are available in the Fee, Cost, Payment, and Client Funds entry windows in Tabs3 Billing; the Trust Transaction entry window in Trust; and the Invoice/Manual Check entry window in AP.
The data entry list position can be toggled by pressing Alt+O in the data entry window and selecting either Right or Bottom in the List Location section.
This feature is available in Version 2022 (Build 22.1.4) and later.
You can have up to two Bill To records for each client, allowing you to send statements to up to two parties.
To add a Bill To Record
The font, font style, and font size can be changed for the Daily, Weekly, and Monthly Calendar via Calendar Properties.
To change the font of the Daily Calendar
In Version 2022, all contact information has been consolidated for all Tabs3 Software applications.
The Contact file now includes information for Trust payees, AP vendors, and users, making it easy to update address information in one place, including clients, billing contacts, related parties, vendors, payees, and logon users.
The Contact Information window is available in Tabs3 Billing, PracticeMaster, Trust Accounting, Accounts Payable, and System Configuration. This window now includes a Details button next to the Full Name field for individual contacts, which provides access to separate First Name, Middle Name, Last Name, and Initials fields. To select a contact, the Contact Lookup window has been enhanced for each of these applications, including a SnapShot pane, as well as check boxes at the top making it easy to quickly filter the list to just clients, AP vendors, Trust Payees, etc.
You can update to Version 2022 by going to Tabs3.com/update.
Want to make sure you are in the know about everything related to the Version 2022 Release?
Knowledge Base Article R11885, “Version 2022 Information & Resources,” provides a list of articles that have been added to the Knowledge Base regarding Version 2022. This includes basic articles such as the What’s New List, conversion information, and the introduction to new features. Additionally, you can quickly access detailed articles to learn all about great new features, such as the conversion of contact information and the Microsoft 365 Exchange Connector.
Our Knowledge Base can be accessed at support.Tabs3.com. You can also access our Knowledge Base in the Quick Launch by searching for and selecting “Knowledge Base.”
Do you make manual adjustments for flat fee clients when you’re ready to bill them? If so, you may be making billing more difficult than it needs to be. Tabs3 Billing provides a way to streamline billing for flat fee clients.
To set a client up to be billed a flat amount, specify that they are a flat fee billing client and assign them to a statement template that does not bill fees. You can then enter your time normally. Once you are ready to bill the client for the flat amount, run the Adjust Flat Fee Clients utility, and then bill them using a statement template that does bill fees.
To set up a client for Flat Fee Billing
If desired, you can bill interim statements to show the client progress on the matter. Using a Final Template with a Fee Format of Info Only will show the fees, but not bill for them.
To process a final bill for the flat fee amount
Note: Due to the number of transactions that may be changed, we recommend making a backup of your data prior to running the Adjust Flat Fee Clients utility.
When the Adjust Flat Fee Clients utility is run, all of the client’s fees are automatically adjusted to equal the client’s specified Flat Amount, making billing a breeze and leaving you time to work on other projects.
We added a brand new synchronization option for the Microsoft 365 Exchange Connector. This new feature is specifically designed to simplify the setup and improve the reliability when synchronizing with Exchange Online / Microsoft 365. This new synchronization option provides the following advantages:
Additionally, using the Exchange Connector with an Exchange Online / Microsoft 365 server provides the following advantages over other types of Exchange servers:
For more information on the Microsoft 365 Exchange Online, see Knowledge Base R11898, “Configuring the PracticeMaster Platinum Exchange Connector for Exchange Online / Microsoft 365.” 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 call Technical Support at (402) 419-2210.
Being able to easily enter and track write offs is essential. With Tabs3 Billing, you can quickly enter write offs and apply them to a matter’s accounts receivable with just a few clicks!
In the Working with Write Offs video, see how easy it is to write off all or a portion of a client’s accounts receivable from the Statement Manager. When it comes to tracking Write Offs, use the convenient Write Off tab in the Matter Manager or use the Write Off Report to access detailed information about multiple write offs at the same time.
Watch this three-minute video here:
Training Videos can be accessed at Tabs3.com/videos. You can also access the videos in the Quick Launch by searching for and selecting “Training Videos.”
Did you know there is a calculator built into number and amount fields? When your cursor is in any number or amount field, you can use the math operators (+, -, *, /, or =) to add, subtract, multiply, and divide values just as you would on a calculator. When you press Enter, the total of your calculations will be displayed in the field that you are currently in. This feature can be used to easily perform calculations without using a separate calculator. The popup calculator can be accessed from a number or amount field by pressing M or one of the math operators.
The Lock Out All Users feature was designed for exactly this reason. This option allows a user with manager rights to lock out all other users in the Tabs3 Software applications. In addition, users will be able to finish the task they are working on when the Lock Out is initiated, but will receive a Conflicting Activities window if they try to do anything else before they exit.
To initiate Lock Out All Users
The lockout will automatically end at the designated time. Alternatively, you can click Unlock to unlock the software sooner or click the Reset lockout time link to extend the lockout.
When linking is enabled on the PracticeMaster toolbar in Outlook, the email and the journal record in PracticeMaster are linked. This means that after you create a journal, calendar, or fee record from an email in Outlook, clicking the Journal, Calendar, or Fee button on the toolbar again will open the record you created in PracticeMaster instead of creating a new record. By default, linking is enabled.
To configure the default behavior for Record Linking on
For more information regarding the Outlook Toolbar Plug-in, see Knowledge Base Article R11516, “Configuring the PracticeMaster Outlook Plug-in.”
Checks can be printed in either Entry Order or Trust Account Order.
To print checks in Trust Account Order
Now the checks will print in trust account order. If multiple check transactions exist for the same trust account, they are additionally sorted by transaction date and then reference number to establish check order.
There are two reports that will show voided check information – the Voided Check List and the Check Register.
To run a Voided Check List
To run a Check Register for voided checks
This can be accomplished by running the Renumber GLS Account utility. All associated journal entries, deposit slips, and recurring entries are also renumbered.
To renumber an account
Note: Renumbering an account in GL will automatically update the references to that account in Tabs3 Billing, AP, and Trust integration settings. However, GL report definitions and GL Report Writer reports that use the Old Account Number will not be updated to use the New Account number.
Version 2022 has some great new features to check out!
Unified Contacts
Enhanced Lists
New Filters and QuickViews
1099-NEC Forms
Updated Calendar Code File
Exchange Online Integration
Updated Installer
For in-depth information on all of the new Version 2022 features, including screenshots, refer to Knowledge Base Article R11880, “Version 2022 Introduction to New Features.” A list with links to all Version 2022 information can be found in R11885, “Version 2022 Information and Resources.”
To download Version 2022, visit Tabs3.com/update or contact your local consultant.
All Tabs3 Software applications include navigation features, such as the Home page, Quick Launch pane, and tabbed interface, in addition to the typical menus. Knowledge Base Article R11877, “How to Navigate Through the Tabs3 Software,” discusses these navigation elements, provides information for those updating from prior versions, and answers some frequently asked questions. Information on All Actions, My Actions, the Dashboard, Guided Tour, and the Getting Started Checklist is included.
Our Knowledge Base can be accessed at support.Tabs3.com. You can also access our Knowledge Base in the Quick Launch by searching for and selecting “Knowledge Base.”
Do you ever wonder how figures on reports are calculated? Report Packs take the mystery out of reporting. Sample reports are available for every Tabs3 application and each report is broken down field by field to explain exactly how the information is represented.
Each report consists of three sections: a sample report, the description of the report, and field definitions.
Sample Reports
At least one example is provided for each report so you can see how the report looks. More than one example is shown if there are significant differences in the formatting when different options are selected.
Description
An overview of each report briefly explains the purpose of the report and provides a summary of available options. You can use the overview to help determine if the report suits your current reporting needs.
Definitions
The Definitions section for each report provides a detailed breakdown of every field available on the report. This may be as simple as a Report Date field on a report representing “The date the report was printed,” or a calculation based on multiple fields. For example, on the Client Analysis Report, the Effective Rate field shows that it is calculated as “Hourly billing rate based on original hours. (Fees Billed minus Fee Write Offs) divided by Original Hours.”
To access the Report Packs
When this icon is clicked, the Report Pack is opened. Alternatively, the Tabs3 Report Packs can be accessed from the Quick Launch by searching for and selecting “Documentation,” or Tabs3.com/docs.
You meet up with a client away from the office, they want to write a check for what they owe, but you don’t have the balance due with you. What do you do? Simply log into Tabs3 Connect, and have the amount in a matter of seconds!
With Tabs3 Connect, you can use the Matter Manager to see exactly how much your client owes. Matter Manager’s Billing Summary provides client-specific information that includes the current amount due, work-in-process fees and costs, aged balances, and more. Make sure you’re not fumbling for a figure, or having to call the office. Accessing Tabs3 Connect is quick, easy, and secure!
For more information on Tabs3 Connect, contact your consultant, call Technical Support at (402) 419-2210, or visit Knowledge Base Article R11480, “All About Tabs3 Connect.”
When it comes to managing your contacts, Tabs3 Software makes it easy to compare and combine two contacts when duplicate data entry occurs.
Whether the contact records exist for a client, payee, vendor, or user, you can use the Merge Contacts Utility in PracticeMaster to combine two contact records into one. The Using the Merge Contacts Utility video walks you through the process of merging two contacts and provides additional resources for other ways to manage your contacts.
Watch this three-minute video here:
Training Videos can be accessed at Tabs3.com/videos. You can also access the videos in the Quick Launch by searching for and selecting “Training Videos.”
In Version 2021, we added the ability to go to a specific date when you’re in the Graphical Calendar or on the Dashboard tab of the Home page.
To go to a specific date
The calendar will change to include the specified date.
It’s officially a new year! In the fuss of all your regular year-end tasks, don’t forget to review these sometimes overlooked items: Timekeeper Rates, Timekeeper Profitability Figures, Client and Task Based Billing Budgets, and General Ledger Budgets!
It’s a new year and you want to increase your timekeeper rates, but how can you make the change happen for all applicable timekeepers on a specific date?
Tabs3 Billing makes it easy to seamlessly update timekeeper rates. You can specify the new rates and the effective date for the change, and the software will then automatically use the new rates for any applicable fees saved for that date or later. Transactions entered for a prior date will use the old rates.
To easily determine current timekeeper rates, run the Timekeeper List (From the Quick Launch, search for and select “Timekeeper List”).
To update rates and set an effective date for the new rates
Tip: Once you are certain fees will not be entered for dates prior to the new rates, use the Move Rates button in the Timekeeper file to easily move rates from the New Rate 1-6 fields to the Hourly Rate 1-6 fields.
If any time was entered with old timekeeper rates prior to updating the Effective Date of New Rates and New Rate fields, and the transactions are still in work-in-process, you can use Change WIP Transactions (In the Quick Launch, search for and select “Change WIP Transactions”) to change transactions all at once. (Note: Because Change WIP Transactions can make changes to a large number of transactions in the software at one time, we strongly recommend making a backup prior to using this program.)
If you run the Timekeeper Profitability Report, or you plan to start, you may want to review and update the profitability figures (overhead) set up for each timekeeper. Firms typically update a timekeeper’s overhead when their salary or benefits, such as insurance, change. These figures can be used by the Timekeeper Profitability Report to determine a timekeeper’s realized profit.
To easily determine current timekeeper overhead, run the Timekeeper List (From the Quick Launch, search for and select “Timekeeper List”), making sure to select the Overhead Amounts check box.
To update a timekeeper’s overhead
Tabs3 Budgets
Now that your firm’s timekeepers are squared away, consider reevaluating any budgets you currently have set up for your clients and adjust as necessary.
Setting up client budgets, and keeping them updated, helps ensure you are not spending more time than desired on a client’s matter. You can optionally select to display a warning when a fee or cost transaction is added if the budgeted hours or amount for the client has been exceeded.
To easily determine current budgets set up for each client, run the Client Budget Report (In the Quick Launch, search for and select “Client Budget Report”).
To update a client’s budget
Task Based Billing Budgets
Like client budgets, it is a good idea to review how much you have budgeted for task based billing clients’ activities and expenses. You can optionally display a budget exceeded warning when more than the amount entered for the phase or task is saved.
To easily determine current task based billing budgets for each client, run the Task Code Budget Report (From the Quick Launch, search for and select “Task Code Budget Report”).
To update a client’s task based billing budget
General Ledger Budgets
Budgets for your general ledger expense accounts are a must, and Tabs3 General Ledger (GL) makes it easy to set up budgets for a new year!
To easily determine current budgets for each account, run the Budget Report (In the Quick Launch, search for and select “Budget Report”).
To update budgets in GL
It’s easy to overlook these periodic maintenance items. Be sure to schedule some time to make sure rates, overhead figures, and budgets are all current!
Do you have a question about the software? Any questions that you want to ask have likely been asked by others as well. Because of this, we have created several Frequently Asked Questions (FAQs) articles, and made it easy to access them all in one place.
Knowledge Base Article R11567, “Frequently Asked Questions for All Products,” provides a list of articles answering FAQs. Articles are grouped by general, software features, and version specific questions.
Our Knowledge Base can be accessed at support.Tabs3.com. You can also access our Knowledge Base in the Quick Launch by searching for and selecting “Knowledge Base.”
The Form 1099-NEC has changed for Tax Year 2021. Don’t want to deal with forms this year? Try Tabs3 1099 E-file!
1099-NEC Changes for Tax Year 2021
The IRS changed the requirements for Form 1099-NEC submissions for tax year 2021. The following is a brief overview of these changes:
As a result of these IRS changes, we have made changes to Trust and AP in Version 2021. You must update Trust and AP to Version 2021 (Build 20.6.6) or later before printing Form 1099-NEC for tax year 2021; these changes will not be added to Version 2020 or prior. To update, in the Quick Launch, search for and select Check for Updates. For more information on changes to tax year 2021, see Knowledge Base Article R11893, “IRS 1099-NEC Changes for Tax Year 2021.”
Tabs3 1099 E-file
Tabs3 has partnered with Nelco to provide Tabs3 E-file, a complete solution to filing your Forms 1099-MISC, 1099-NEC, and 1096. You don’t need to deal with the forms, envelopes or postage, or configuring your printer at your office; instead, simply upload your data to the Tabs3 E-file portal and they can be electronically filed, printed and mailed, or emailed on your behalf, saving you time and manpower every year.
To transmit forms to the Tabs3 E-file portal
There are many great features in Tabs3 Platinum, but when you want more information, where do you start? Whether you are looking into Platinum, have just purchased a license, or have had it for a while, we provide many great resources to help you learn more about Platinum.
Knowledge Base Article R11406, “Platinum/SQL Resources,” provides information on accessing the Platinum Product Page, Platinum SQL white paper, Platinum Server Guide, and Platinum Help topics. Additionally, a list of more than 30 Knowledge Base Articles are grouped by general information, Platinum feature information, technical and troubleshooting information, and Platinum SQL information.
If you have any questions regarding Platinum features, contact your local consultant, or contact Technical Support at (402) 419-2210.
Tax season is here again and Tabs3 Software is ready to help you quickly file your Forms 1099-MISC and 1099-NEC.
The Working with 1099s video covers how to verify which vendors and payees need to report 1099 information, how to generate 1099s, and provides solutions for filing your 1099s. Since Tabs3 Software has partnered with Nelco to provide Tabs3 E-file, you can easily E-file your Forms 1099-MISC, 1099-NEC, and 1096.
Watch this four-minute video here:
Training Videos can be accessed at Tabs3.com/videos. You can also access the videos in the Quick Launch by searching for and selecting “Training Videos.”
When asking others to check documents back in to PracticeMaster so you can edit them, do you often hear that they forgot they even had it checked out? This can be remedied by setting up PracticeMaster to show the Overdue Document List for users who have documents checked out and overdue.
To show the Overdue Document List when users log in
Now, when a user has a document checked out past the overdue limit, the Overdue Document List will be shown when they log in, reminding them that they still have documents checked out.
When you have a question or need technical support for the Tabs3 Software, do you know the best way to contact us?
Knowledge Base Article R11198, “Contacting Tabs3 Software,” provides our hours of operation, technical support contact information, how to find a local consultant, our mailing address, and where to send product improvement suggestions. In addition, a checklist of helpful steps to complete prior to contacting technical support is provided.
Our Knowledge Base can be accessed at support.Tabs3.com. You can also access our Knowledge Base in the Quick Launch by searching for and selecting “Knowledge Base.”
Prior to running final statements, each timekeeper typically reviews pre-bills for accuracy. Tabs3 Billing’s Pre-Bill Tracking (in the Quick Launch, search for and select Pre-Bill Tracking) can be used to track whether a pre-bill is on hold, has been reviewed, is ready to be printed as a final statement, or has already been printed as a final statement. This feature makes it easy to always know where a bill is at and what steps must be taken in order to complete the current billing cycle.
Using the Pre-Bill Tracking program to track the billing status of statements is quite simple. Pre-Bill Tracking records are added to the Pre-Bill Tracking window when a draft statement or a Detail Work-In-Process Report is run for a client (provided the Update Pre-Bill Tracking check box is selected on the Options tab). Once the records are displayed in the Pre-Bill Tracking window, you can track the status of each pre-bill.
When the reviewing timekeeper returns pre-bills to you, individual statements can be marked as “Reviewed” or on “Hold.” Once statement records are marked as reviewed, final statements can be printed directly from the Pre-Bill Tracking window by clicking the Final Statements button (provided they are not on hold and a final statement has not already been run). The records in the Pre-Bill Tracking window can easily be sorted by Client ID, Client Name, Description, Timekeeper, Pre-Bill Date, Hold Status, Reviewed Status, Final Date, or Batch by clicking the applicable column heading.
Click the Options button to select whether to view clients that are on hold or not on hold, clients that have been reviewed or not reviewed, clients that have had a final statement processed, or a combination of these selections. Additionally, you can select to view pre-bills for specific timekeepers, or a specific batch.
If you haven’t been using Pre-Bill Tracking, try it out the next time you run your pre-bills.
You’re away from the office and need to review an email that was sent regarding a client, but trying to find it in Outlook on your phone or tablet can be cumbersome and time consuming. Tabs3 Connect can get you what you need faster!
Emails that have been journaled to PracticeMaster and assigned to a client are all easily accessed in one place – the Matter Manager. Tabs3 Connect provides access to the Matter Manager from any browser and from wherever you are, be it court, an outside business meeting, lunch, or your favorite vacation spot. Simply log in to Tabs3 Connect and click the icon to open the Matter Manager. Select the Client ID, and then click the Journal button. You can now see and search all items that were journaled for this client, including email journal records.
For more information on Tabs3 Connect, contact your consultant, call Technical Support at (402) 419-2210, or visit Knowledge Base Article R11480, “All About Tabs3 Connect.”
Being able to easily access the eNote window is essential for quick communication. Pinning the eNote icon to your Windows Taskbar makes accessing your eNotes faster than ever!
The Accessing the PracticeMaster eNote Window video covers how to display the eNote icon in your taskbar notification area and how you can organize your icons on the taskbar.
Watch this two-minute video here:
Training Videos can be accessed at Tabs3.com/videos. You can also access the videos in the Quick Launch by searching for and selecting “Training Videos.”
Want to quickly see how many records are selected in a Tabs3 Billing list or on the List tab of a PracticeMaster file? In Tabs3 Billing and PracticeMaster, a Record Count indicator is shown on the status bar at the bottom of the window. When multiple records are selected, this area will display the text “Selected:” followed by the number of records currently selected. You can use Ctrl+A to select all records, use Shift+click to select a range of records, or use Ctrl+click to select records one by one.
Some tasks, such as running a Data File Integrity Check or rebuilding search indexes, can be set to automatically run when the application is opened by using a startup option. This, coupled with Windows Task Scheduler, provides a way to run tasks that can take a while to run after hours when no one is working. Knowledge Base Article R11034, “Automating Tabs3 Software Maintenance Tasks,” provides information on setting up an Access Profile to use for automated tasks, an introduction to startup options, creating a desktop icon for maintenance tasks, and how to use Windows Task Scheduler for total automation.
One important task that can take a while to run is rebuilding the search indexes in PracticeMaster. Typically, it is not necessary to rebuild the search indexes until you receive a message that your intermediate conflict of interest files are getting too large. However, in certain circumstances, the Linked Documents should be rebuilt on a regular basis. This is because even if the Index Properties are set to Automatic, changes to linked documents may not be immediately searchable if changes are made to the document when PracticeMaster is closed. For more information, check out Knowledge Base Article R11659, “Rebuilding the PracticeMaster Search Index Files.” This article provides instructions on rebuilding PracticeMaster Search Indexes from within PracticeMaster as well as via a startup option.
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.
With PracticeMaster, you can use timers to track the time you spend on research, planning, correspondence, and more. However, if you don’t turn timers into fees, you may be missing out on valuable time that can be billed to your clients.
Process Timer Records (from the Quick Launch, search for and select “Process Timer Records”) provides the ability to convert your timer and other journal records into fees. You can optionally process records into individual fees or combine multiple timer records into a single fee, provided the records are for the same client.
To select a record in the Process Timer Records window, click in the column or click the to place a check mark next to the record. If you want to remove the check mark from a record, click in the column again or click the . Once one or more records have been selected:
When clicking the Combine to Fee or Convert to Fee buttons, a Convert to Fee window will be opened, allowing you to edit the Fee before saving. Default Fee values for each record type (Email, Phone, Research, Timer, and more) can be specified via the Convert to Fee Settings utility (from the Quick Launch, search for and select “Convert to Fee Settings”). Specifying default values such as the tcode, timekeeper, description, and minimum time to bill can help streamline your Process Timer Records routine.
If you’re not already using the Process Timer Records feature, consider adding it to your process to help make sure you’re getting paid for your time.
When you need to perform an exclusive task, such as running the Data File Integrity Check, it’s not always a simple task to get everyone out of the software. Phone calls you make and emails you send may not be answered or returned, so that leaves you running around the office to close the software on each computer. Resetting users isn’t recommended because resetting users while they are working in the software can cause corruption in the data. But there’s a better way! With Platinum, you can safely log off users from your computer via the Log Off Users feature.
The Platinum edition provides users with the opportunity to save their work and close the software themselves, or to be safely logged out automatically. When a Conflicting Activities window is displayed, click the Request Log Off button.
Clicking the Request Log Off button opens the Request Log Off window, allowing you to enter a reason for the log off and the number of minutes before users will be automatically logged off. Clicking the Send Request button then sends a message that will be displayed on each user’s computer informing them how long they have to save their work before being safely logged off.
Once all users have logged out, the Conflicting Activities window is replaced with the window of the task you need to perform.
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.
When it comes to tracking your advances, Tabs3 Software provides the tools you need to accurately manage your advanced client costs from start to finish.
See how the integration between Tabs3 Billing, Accounts Payable, and General Ledger makes it easy to enter and track your advances. The Tracking Advanced Client Costs in Tabs3 Software video covers how to set up integration, enter an invoice, and track your advances using the Advanced Client Costs Report.
Watch this five-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 you can reset the tab order of fields in the PracticeMaster form layout? By default, the order in which fields were added is used as the tab order. However, you can change this order to fit your workflow. When you are in the Form Designer, click the icon. This will display numbers on each field, showing the current tab order. You can now click on the fields in the order you want to tab through, and the numbers will change accordingly.
But what if you need to reset the sequence in the middle? Not a problem! You can set the counter by holding the Ctrl key and then clicking on a field. Although nothing is displayed, the counter will have been set to that number behind the scenes. The next field you click will increment the counter by one and adjust all subsequent fields. For example, let’s say you want to switch fields 8 and 9. First set the counter to 7 by holding the Ctrl key and clicking on field 7. Next, click on field 9 which will be changed to field 8. The old field number 8 will automatically be changed to 9 since there cannot be two fields with the same tab order.
Once changes have been made, click the (Run Form) icon to save changes.
The Write Off Report is here! View all write off information in a single, dedicated report. The Write Off Report can include the following options:
Additionally, this report can be sorted by working timekeeper.
To run a Write Off Report
This report is available in Version 2021 (Build 20.6.2) and later.
The Tabs3 Pre-Release program provides exclusive access to the very latest features in the software – before others get it. Being a part of pre-release gives you an opportunity to provide feedback on your software experiences and help improve our billing, practice management, and accounting software. Although you are helping test out new features, our pre-release software is close to release status. To see what features are currently in pre-release, and to sign up, check out Knowledge Base Article R11842, “Tabs3 Pre-Release Program.”
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.
Did you know that Tabs3 Billing provides several ways to customize your statements?
Statement Designer
Statement Designer lets you create customized layouts for your Tabs3 Billing statements. You can control the placement of various fields from the Tabs3 Client data file, and add customized text, images and other layout elements to the statement. Once a page layout has been designed, it can be applied to one or more statement templates. In the Quick Launch, search for and select “Statement Designer.”
Statement Customization
Statement Customization allows you to define terminology and formatting options used for all billing statements. Optionally enter heading information that can be printed at the top of the first page of the statement (the statement heading) or at the end of the statement. Optionally adjust terminology, such as column headings. Changes made to statement customization affect all clients. In the Quick Launch, search for and select “Statement Customization.”
Statement Templates
The Statement Templates window allows you to define statement templates. A statement template consists of the many formatting options used for a particular style of statement. The same statement template can be used for multiple clients. Changes made to a statement template affect all clients who use that template. There is no limit to the number of statement templates that can be defined. In the Quick Launch, search for and select “Statement Templates.”
Statement Notes
The Statement Notes program is used to create messages that can print on a client’s statement, cover statement or both. Statement notes created in the statement notes file can be designated as a beginning statement note or an ending statement note in a statement template. Each note can be used by any number of statement templates. In the Quick Launch, search for and select “Statement Notes.”
For detailed information on customizing your statements, check out the Statement Formatting Guide.
Need to reverse a client’s payment or refund an unapplied overpayment? Tabs3 Billing has the tools you need to easily adjust payments and record the adjustment, all from one place!
The Working with Payment Adjustments video demonstrates how you can quickly locate a payment using the Matter Manager, access detailed information about the payment, and perform an adjustment in just a few easy steps. When integrated with Tabs3 Financials, you can specify how you want to handle creating journal entries and printing a check for the refund or reversal, which can save you time and reduce duplicate entry.
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.
We added a new way to view clients, contacts, fees, costs, payments, client funds, and write offs without having to run a report! When accessing the new Tabs3 Billing lists, you can work with entries using the actions in the Quick Clicks pane, or drill down for additional details. Lists are available via the File | Open menu in Tabs3 Billing or by searching the Quick Launch for “clients,” “contacts,” “client funds,” “fees,” “costs,” “payments,” and “write offs.” The data entry windows for these record types are now available via File | Data Entry or by searching the Quick Launch for “client information,” “contact information,” “client funds entry,” “fee entry,” “cost entry,” and payment entry.”
Filtering
Filtering is a powerful feature. For example, you could filter the Client file to only show clients for which you’re the primary timekeeper. As another example, you could filter the Fee file to only show fees entered in the last week. There are a few ways to filter in the lists.
Quick Clicks
The Quick Clicks pane includes the following additional groups:
Download the latest version of the software to get this great new feature!
Increasingly, insurance companies and other organizations are requiring that firms submit their bills electronically using specific formats. Tabs3 Taskbill software allows you to convert your updated statements into electronic bills that meet these requirements. There are multiple formats used for electronic bills, ranging from standardized formats used by multiple companies to formats specific to a single company. The amount of configuration required depends on the format you are using.
In Knowledge Base Article R11737, “Configuring and Using Taskbill,” you can select the Taskbill format instructions you want to view from either a list of known organizations, or by the name of the format. Once a format is selected, tailored step-by-step instructions with screenshots are displayed that walk you through configuring the format in both Taskbill and Tabs3 Billing, entering time in Tabs3 Billing, and exporting statements from Taskbill using the selected format.
For those of you who are not familiar with Taskbill, you can read more about it in R10435, “Tabs3 Taskbill Product Information.” If you submit bills electronically, but don’t have Taskbill, take a look at what we can do for you!
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.
If you haven’t reviewed your HotBackup schedule, notification preferences, and storage settings in a while, now is a great time to do it! These settings can all be accessed in System Configuration via the Platinum | Platinum Server Configuration menu options, and are summarized below. Although the built-in data recovery that Platinum’s Transaction Processing provides in the event of interruption minimizes data loss, HotBackup helps minimize the amount of data you will have to reenter in the event a restore becomes necessary.
HotBackup Schedule
Do you have regular HotBackups scheduled throughout the day? When scheduling HotBackups, keep in mind that users do not have to exit the software.
A schedule can be added or edited via the HotBackup Schedule tab in the Platinum Server Configuration window.
HotBackup Folder
Where are your HotBackups stored, and how many do you keep? We recommend storing your HotBackups outside of the Tabs3 Software directory. When first setting up your HotBackup preferences, we provide a default storage threshold of four recent and two archive HotBackups. This means that a total of six HotBackups are stored at any given time. When deciding how many to keep, remember that you can store up to 198 HotBackups, provided enough space is available.
Storage settings can be updated via the HotBackup Folder tab.
Notification Center
How will you know if something happens and a HotBackup fails? Setting up a notification when a HotBackup fails helps give you peace of mind. You can set up the notification to send to one or more addresses. This helps ensure that all parties who need to know are notified. Notifications are not limited to just failures; you can also set up notifications to be sent for successful HotBackups, if desired.
Once you have this in place, it’s a good idea to regularly verify the current recipients. If you’ve switched IT companies, and/or someone is no longer employed, you may be sending failure messages to an email address that is no longer checked.
Note: Outgoing Email Configuration settings (Settings | Outgoing Email Configuration) must be set up before HotBackup notifications can be added.
Notifications can be added, edited, or deleted via the Notification Center tab.
Don’t let your HotBackup preferences become dated! Review these settings regularly to make sure you have everything in place should a restore become necessary.
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.
Ready to take the next step in customizing PracticeMaster to fit your practice? We’ve got the solution you need!
The Adding a Field to PracticeMaster video walks you through the process of creating a new field in File Maintenance as well as how to place and adjust your new field’s location using Form Designer. Although this video focuses on the Client File, the same process can be used in any file in PracticeMaster, including Area of Practice files.
Watch this five-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.
Do you sometimes forget where to access programs or reports in the software that you only use occasionally? Use the Quick Launch to find what you need!
The Quick Launch provides a Search Actions field to quickly find actions in the current application. Simply start typing, and a list of possible choices that contain the characters entered will be displayed, allowing you to easily select an action to launch. For example, searching for “check” will include Check for Updates and Data File Integrity Check in the list of options. In addition to the program names, common acronyms and alternate references are included. For example, searching for “attorney” in Tabs3 Billing will include all references to “timekeeper” in the list such as Timekeeper Information, Timekeeper Productivity Report, etc.
In addition to search capabilities, the Quick Launch displays the most recent actions and matters accessed and provides the ability to pin actions and matters. To pin an action or matter, hover over the item and click the icon. Pinned actions or matters are removed from the Recent Actions or Recent Matters sections and added to the Pinned Actions or Pinned Matters sections. Pinned items can be reordered by dragging them to the desired position in the list. To unpin an action or matter, hover over the item and click the icon.
Another great feature is the ability to access other applications using the application icons at the bottom of the Quick Launch pane. This provides quick access to all of the Tabs3 Software installed. No need to find the shortcut on your desktop or in the Start menu.
Tip: You can instantly access the Search Actions box by pressing Ctrl+Q.
Beginning with Version 2021, there is a Guided Tour and Getting Started Checklist to help new users navigate the Tabs3 Software.
The Guided Tour shows new users how to navigate the software by providing a quick overview of:
You can access the Guided Tour from the Help menu by selecting Navigational Tour.
The Getting Started Checklist spotlights key features in each application. For example, in Tabs3 Billing, the Getting Started Checklist has actions for the following:
Once you have completed an action (e.g., added a contact, generated a statement, etc.), the action is considered completed and will display a green check mark. Once all items have been marked complete, the Getting Started Checklist is no longer shown. Hovering over an underlined term displays a definition of the term. Hovering over an action displays a check mark that can mark the item complete or incomplete, a link to a Help topic on the subject, and, in some cases, a link to a training video.
The Getting Started Checklist also provides Help and training resources, including links to the Administrator Guide, training videos, Help, the online newsletter and a support overview. A progress bar is provided to help track your progress. Additionally, you can hide the Getting Started Checklist by clicking Hide Getting Started in the upper right-hand corner. If hidden, you can bring back the Getting Started Checklist by clicking Getting Started.
Note: These new features are only displayed when a newly created user logs into any of the applications; existing users will not see them.
You’ve probably heard that WorkFlows are a powerful tool, but what exactly are WorkFlows and how are they set up? WorkFlows provide the ability for users to initiate predefined actions to occur based on creation, changes, or deletions of other records. WorkFlows provide streamlining of common tasks by automatically starting another task related to the previous creation or change. For example, you can create a WorkFlow that automatically begins an email to a colleague when a new journal record is added for their client, that automatically begins Word Document Assembly to create a welcome letter when a new client is added, that automatically sends an eNote when a record is deleted, and more!
Knowledge Base Article R11307, “All About WorkFlows,” provides an overview of WorkFlows, examples that break down how WorkFlows are set up, best practices, technical information, and frequently asked questions about WorkFlows.
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.
If you need to report on fees, costs, or payments, the Transaction File List or Task Code Billing Report is your answer. Both reports have great flexibility and options. The Transaction File List and Task Code Billing Report have similar options. The Task Code Billing Report includes task based billing clients only. However, the Transaction File List includes both task based transactions and non-task based transactions.
The following are examples of when you may want to run a Transaction File List or Task Based Billing Report:
For a closer look at the Transaction File List, including detailed examples and report setup, as well as a comparison to the Task Based Billing Report, visit Knowledge Base Article R11039, “How the Tabs3 Transaction File List Can Work for You.”
Did you know that you can drag records to move or replicate them in the Graphical Calendar? This makes it easy to reschedule a meeting, or to schedule a continuance.
Is your desk cluttered with sticky notes, miscellaneous pieces of paper, and phone messages? Clear your work area, consolidate your notes, and link them to the appropriate clients and contacts by using the PracticeMaster Journal file!
The following types of records can be added to the Journal file (File | Open | Journal) by clicking the (New) button:
Alternatively, Time Tasks, Phone Tasks, and Research Tasks can be created via the Timer (File | Timer). When integrated with Tabs3 Billing, any Client Notes from Tabs3 Billing (File | Open | Client | Client Notes tab) can also be viewed, but not edited, in the PracticeMaster Journal file.
Not only can you move information from paper to PracticeMaster, but every journal record provides a Client ID and Contact field. This links the record directly to the client’s matter and/or contact for which it applies and allows others to access the same information when they need it. Simply open the Client and/or Contact file and click on the Journal tab to see all journal records pertaining to this client, or select a Journal Page tab (e.g., Email, Phone, Timer, etc.) to see specific record types. You can configure which tabs to display in the Client file by opening Configure Client Pages (Edit | Configure Client Pages) from the List tab, and in the Contact file by opening Configure Contact Pages (Edit | Configure Contact Pages).
Use PracticeMaster to help organize your notes, research, and more – declutter your workspace, and allow others access to valuable information!
When it comes to organizing your clients, transactions, statements, and more, the Quick Clicks pane in Tabs3 Billing and PracticeMaster provides an easy way to navigate and customize how you interact with records.
The Using Quick Clicks video demonstrates how to utilize filters, QuickViews, and column layouts, which means that you can save time by arranging information in a way that is relevant to you. The Quick Clicks pane is available on all lists and in the Matter Manager.
Watch this three-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 you can reverse write offs? The Reverse Write Off program allows you to reverse a write off that was created via Write Off Client. The information for the write off will be backed out of the client ledger, accounts receivable, receipt allocation, and productivity files.
To reverse a write off
Are you ready to get paid faster? Using Tabs3Pay, accepting credit card payments has never been easier for your law practice!
With Tabs3Pay, you can:
Best of all, Tabs3Pay provides simple pricing for all credit card types, which means that no matter what type of card is used, the same low fixed rate will be applied. There are no monthly fees or other charges.
Ready to take the next step? Tabs3Pay’s hassle-free setup means that you can begin accepting payments on the same day that you sign up. You can sign up and enable Tabs3Pay right from Tabs3 Billing or Tabs3 Trust Accounting (Trust)! Just have your law firm’s EIN number (Tax ID), the account and routing numbers for your bank accounts, and an estimate of your processing amounts ready.
To sign up for Tabs3Pay
Note: This feature is available in Version 2021 (Build 20.5) and later.
For more information on signing up for and configuring Tabs3Pay, see Knowledge Base Article R11869, “Configuring Tabs3Pay.”
Are you interested in creating PracticeMaster reports using the Report Writer, but not sure where to start? Take a look at Knowledge Base Article R11446, “Working with PracticeMaster Report Writer!”
This article walks you through the process of creating a Report Writer report, including planning the report, creating a basic report using the Report Wizard, editing the report using the Report Writer Editor, and optimizing your report. A list of common situations is also provided to help fine tune your report, as well as some troubleshooting scenarios.
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.
As of June 15, 2021, the Tabs3 Support Team will no longer provide support for Version 18 of Tabs3 Software.
If you are using an older version of the software, now is the perfect time to get up to date with the latest version of Tabs3 Software. You will be surprised at the number of features you’ve been missing! Click here to see What’s New in each version.
If you have any questions regarding the discontinuation of support for Version 18, please contact your local consultant, or a member of our Sales Department at sales@Tabs3.com or (402) 419-2200.
Previously published in May, April, March, February, and October.
Do you use the PracticeMaster Matter Manager? Matter Manager presents client and contact information in one easy-to-read window. Emails, phone calls, client notes, documents, and more are organized so that you can see exactly what has been done for the matter and when.
View All Activity for the current matter, or select a specific file from the Record Type Selector such as the matter’s calendar, contacts, documents, fees, journal, or Area of Practice information. If integrated with Tabs3 Billing, you can even view a Billing Summary that includes trust account balances, the current amount due, and the last payment date. Use the Billing Summary to quickly determine the financial value of the case, and convert activities to fees using the (Convert to Fee) button so that nothing gets missed on the client’s monthly statement.
Get the most out of Matter Manager by adding or removing buttons from the Custom Taskbar so that it launches features and reports you use the most.
You will soon find that almost everything you do for a matter in PracticeMaster can be started from Matter Manager. If you want to automatically launch Matter Manager every time you open PracticeMaster, right-click the PracticeMaster desktop icon you use to start the software, select Properties, then add “ /manager” to the end of the Target field.
Matter Manager is a powerful way to track your clients. If you’re not already using it, take a look!
Do you want negative numbers in reports to be more visible? Negative numbers can be set to print in red in any of the Tabs3 Software applications via Print Setup.
To print negative numbers in red
Reports will now display negative numbers in red, thus make any negative values stand out!
Did you know that the Tabs3 DropBox serves as a temporary holding area for reports and statements that are output as PDF files via the Tabs3 DropBox print option?
To send reports and statements to the Tabs3 DropBox, select Tabs3 DropBox from the Print window and click OK. The files sent to Tabs3 DropBox are temporary files that will be removed when all Tabs3 Software is closed. This is perfect for reports that need further action. You can run and review several reports for comparison, or email them to another party for review before printing or saving. This can save you from unnecessary time spent finding, retrieving, and ultimately deleting temporary files.
All of the Tabs3 Software applications use a common Tabs3 DropBox, so all of your files will be accessible from one location. A separate Tabs3 DropBox is maintained for each user. The name of each file is determined by the name of the report. If a report is sent to the Tabs3 DropBox more than once, a number will be appended to the end to differentiate them. For example, if a Client List is run twice, Tabs3 DropBox will display “T3_Client_List.pdf” and “T3_Client_List_1.pdf”. To rename any of the files, right-click on the file and select Rename.
You can also drag and drop files to the Tabs3 DropBox from any Windows folder, as well as drag and drop files from the Tabs3 DropBox to any Windows folder. Items in the Tabs3 DropBox can be opened, saved, printed, emailed, and deleted either individually or in a group. When emailing Tabs3 DropBox items, your default email program is used to create a new email, and the file(s) selected will be attached. All you need to do is add recipients, your message, and then click Send!
Tabs3 DropBox is a great way to group files for easy handling. All of your files will be in one place for quick review, retention, or removal!
Did you know that you can customize the email templates used to email statements from Tabs3 Billing? Not only can you customize your own email templates, but we also provide four sample templates to help you get started.
Knowledge Base Article R11782, “Using and Customizing Sample Email Templates,” includes the contents of the email templates provided with Tabs3 Billing Sample Data, explains how you can make minor modifications so that they can be used to email your firm’s client billing statements, and provides troubleshooting information.
If you’re not already familiar with the Email Statements feature, take a look at KB Article R11338, “Emailing Tabs3 Statements.” Email Statements also allows you to include a link for your clients to pay online. See KB Article R11767,”Using the Tabs3 Payment Link,” for more information.
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.
Resetting users incorrectly can be a costly practice in terms of lost time and productivity. It is important to realize the risks involved when users reset other users.
If you are using the Platinum edition of Tabs3 Software, performing any exclusive function when other users are in the software is easy. Use the Log Off Users function to safely close any Tabs3 programs that other users have open, even when users are away from their desks, without worrying about data loss. However, performing those same exclusive tasks in the non-Platinum edition with active users in the software requires that you ask each person to close the software because resetting a user who is in the software can have consequences.
Why is resetting a user not recommended? When the software is used, files are opened, saved, and closed by the server as they are requested by the workstation. When a user exits the software improperly, either by an unexpected computer shutdown, or being reset by another user, files that were opened by the server are not closed. Therefore, errors can occur when another user tries to access the same files. Users should always exit the software properly, and the resetting of users should only be performed for specific scenarios.
When is it ok to reset a user?
When resetting a user, a Reset Confirmation window will be displayed. You must select each check box before the Reset Now button is available. This is intentionally designed to help prevent unnecessary resetting of users.
Manager access rights are required in order to reset other users. Users who are not managers can reset themselves, but cannot reset other users.
If you suspect that users are being reset at your firm without first verifying that they are out of the software, there is an easy way to check. Each time a user is reset, an entry is made to the Reset Log (View | Log Files | Reset Log). We strongly recommend that you periodically review the Reset Log to help ensure best practices are being implemented.
For more information on resetting users, check out Knowledge Base Article R10789, “Resetting Users.”
Taking the time to be prepared and educating your employees about resetting users and how to properly exit the software can prevent future problems and save you time and money.
Did you know that you can automate certain tasks in PracticeMaster, such as generating a document when a new client is saved or adding a fee when a calendar record is updated? Using WorkFlows, you can streamline your day by automatically starting designated tasks based on the creation, changes, or deletions of other records.
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 you can split fees and costs between multiple matters in Tabs3 Billing? Split Billing provides the ability to enter fees and costs once, but split the charges between multiple matters. You must first determine which client you will be entering fees and costs for; this is your “main client.” Next, determine which clients/matters will be splitting the bill, and for what percentage each party will be responsible.
To configure clients for split billing
Fees and costs may be entered before and/or after configuring split billing, but keep in mind that when it comes time to perform the split, only those fees and costs entered for the main client will be split amongst all parties.
When you are ready, you can Perform Split Billing (Statements | Statement Preparation | Perform Split Billing). Transactions that have already been split cannot be split again so this can be run as often as needed. Perform Split Billing should be run prior to generating statements every time in order to make sure that all transactions are billed appropriately.
If, after performing the split, you need to change the way in which transactions should be split, simply Undo Split Billing (Maintenance | Transaction Related | Undo Split Billing). This will revert all split transactions for the selected Main Client ID and Split Billing Ref # that are still work-in-process to their pre-split values. This provides a way to make adjustments as needed.
If you have even one client who splits amounts due with other matters, and you’ve been splitting the fees and costs manually, make your billing easier by using the Split Billing feature in Tabs3.
For more information on split billing features, see Knowledge Base Article R11616, “All About Tabs3 Split Billing,” the Billing Adjustments Guide, and the Split Billing Training Video.
It is important to have a good backup of your data. To ensure that the data from your backup routine is good, you should periodically test your backup system. We recommend that you schedule and perform the testing of your third-party backup procedure periodically throughout the year.
Knowledge Base Article R10456, “Testing Your Backup System,” provides information on different ways to test your backup, including step-by-step instructions to test restoring both a single file and an entire directory, and how to compare restored files using the FC command.
Do you want to be able to back up data throughout the day, helping to ensure you always have a viable backup that requires less reentry of data? HotBackup, a Platinum feature, provides the ability to back up data while users are working! HotBackups can be scheduled, or can be run on demand.
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.
Did you know that the Tabs3 Billing software comes with a one-user “Try Before You Buy” basic license of PracticeMaster that is free to use? If you don’t already use PracticeMaster, this basic license provides the ability to try out PracticeMaster and see how much practice management software will benefit your firm. Think you don’t need dedicated practice management software? If you’re relying on programs not designed for law firms, you’re missing out.
The Try Before You Buy basic license includes:
Give PracticeMaster a chance to change the way your law firm runs by saving time and money using the free one-user “Try Before You Buy” basic license. You’ve got nothing to lose.
For more information about PracticeMaster features included in the “Try Before You Buy” license, also known as PracticeMaster Basic, see Knowledge Base Article R11548, “PracticeMaster Feature Comparison.” If you have any questions regarding PracticeMaster features, contact your local consultant, or contact Technical Support at (402) 419-2210.
When it comes to tracking your matters, accounts receivable, work-in-process, and funds balances at a glance as well as providing quick access to individual entries for fees, costs, payments and more, the Tabs3 Billing Matter Manager can be used to organize your matters all from one place.
See how Tabs3 Billing’s powerful Matter Manager can save you time by making it easy to maintain your clients’ matters.
Watch this three-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 there are several keyboard shortcuts you can use to quickly adjust the date in any Date field?
Additionally, if either no portion of the date is highlighted or the entire date is highlighted, pressing + (plus) or – (minus) will increase or decrease the day, respectively. However, keep in mind that if any segment of the date is highlighted, pressing + or – will increase or decrease that segment.
PracticeMaster’s Document Management feature is easily configured to automatically name and store linked documents in a centralized location. Document management can play a major role in your everyday workflow by streamlining the process of storing new documents and making it easy to access those documents via Tabs3 Connect, the Client File, Matter Manager, Conflict of Interest Search, and Document Search.
In Customization (Utilities | Customization | Documents tab), you can define how you want your documents to be managed and where the documents are stored. You can create a folder structure up to five folders deep to classify and store your documents. Then you can define how the documents are to be named based on fields in the Client and Document Management files.
When adding Document Management records, they will automatically be named and saved as specified in Customization settings, saving you time and ensuring all documents are saved to the correct location. Document Management records can be created several ways:
Help take your document storage to the next level by using PracticeMaster’s built-in Document Management!
The Knowledge Base is a great resource for more in-depth information on a subject, including overviews, best practices, strategies, troubleshooting, frequently asked questions, and more. To help streamline your research, we have several articles that contain a list of articles related to a particular area of interest. This makes it easy to determine which articles you want to review, and provides a place you can come back to so you can quickly pick up where you left off.
The following articles contain a list of articles on the given subject:
When looking for additional information on these subjects, save yourself some time – skip the searching and check out one of the resource lists above.
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.
When was the last time you reviewed the fields set up for history tracking in PracticeMaster? History tracking is an optional feature that can be used to maintain a detailed audit trail of all additions and changes to specific fields in a file.
When history tracking is turned on, you can access the Record History window for a particular record one of three ways:
The Record History window shows a list of all changes to the record and can be resized as needed. You can sort records in Field or Date Order, select changes for a specific user, and select changes for a specific field.
Double-click a line item to open the View Field History window. This window shows both the Old Value and the New Value of the field.
Perhaps not all pertinent PracticeMaster fields have been configured for history tracking. You can determine which fields have been set up to track history by printing a File Definition report. From this list, you can identify which fields should be changed. Once you have a list of fields for which you want history to be tracked, you can make the desired changes in File Maintenance.
To print a File Definition report
To enable history tracking on a field
For more information on history tracking, including history file size, things to keep in mind when enabling this feature, and fields for which history tracking cannot be enabled, press F1 from any PracticeMaster window, and on the Index tab enter the keywords “history tracking”.
When it comes to maximizing your billable hours, it’s important to have a reliable timer feature that allows you to easily convert your time into fees.
The Using Timers in PracticeMaster video shows how easy it is to record time spent in meetings, on phone calls, and doing other work, as well as how to quickly convert and process your timer records.
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.
When previewing reports, you always get the best formatted view of the information for reading. However, when saving a report to an .html or .txt file, you may see different formatting or missing text. So how do you get better output? By using the Optimize for Print to File setting.
When selecting to Optimize for Print to File, the software will make adjustments that help with formatting and eliminate clipping problems. This can help significantly when printing to .html or .txt format.
To Optimize for Print to File
The next time you print a report to a file, try selecting Optimize for Print to File and see the difference it makes.
Note: We do not recommend selecting this option for your normal printing jobs because of adjustments made to avoid clipping problems. When saving output to a file, the best solution is to configure a special printer for print-to-file output.
Did you know that you can easily see a list of write offs for any client, as well as how each write off is applied?
Beginning with Version 2021, you can access write off information via the Tabs3 Billing Matter Manager. When selecting a write off, you can see the date and amount of the write off, statement information, how it was applied, and more.
To access write off information via Tabs3 Billing Matter Manager
Want to see all of the new features in Version 2021? Check out Knowledge Base Article R11860, “Version 2021 Introduction to New Features!”
This article provides information on each new feature. Features are listed by program and include screenshots and links to additional information when applicable. Each time we add a new feature to Version 2021, this article is updated so that you can get the information you need to begin using the feature.
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.
Drill-down capabilities provide the ability to quickly access data while previewing reports. Additionally, drilldown is available in entry lists (WIP only), the Tabs3 Billing Matter Manager, PracticeMaster Matter Manager, and Tabs3 Billing Recap of Hours.
For a complete list of reports and features with drill-down capabilities, refer to Knowledge Base Article R10646, “Drill-Down Features in the Software.”
As a legal professional, it’s important to be able to track and utilize statements for your clients. Using the Tabs3 Statement Manager, accessing your updated statements has never been easier!
The Statement Manager allows you to easily review all of your updated statements, with one-button access to perform necessary actions, such as making a payment, adding a write-off, or reprinting a statement for a client.
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.
Version 2021 has some great new features we know you’ll want right away!
All Applications
Tabs3 Billing Highlights
Tabs3 Trust Accounting and Accounts Payable Highlights
Updating to Version 2021 is as easy as using Check for Updates (Help | Check for Updates)!
Often, the most common source of unbilled costs are the everyday tasks done in your office. Photocopies, faxes, phone calls, and many other tasks can easily be overlooked when entering costs for a client. Simple cost recovery methods can reclaim these expenses as needed. Many manufacturers offer devices that collect information and create an export file, which can be used in Tabs3 Billing.
The Tabs3 Device Interface software takes the export files from most collection devices and converts them into costs that can be imported to Tabs3 Billing. Additionally, it allows you to customize import settings so any standard text file can be converted, even if it is not already configured in the conversion program. This means it is very likely that you can import your task information, regardless of the device’s manufacturer.
To see if the Tabs3 Device Interface will work for you, or to order a license of the Tabs3 Device Interface for your firm, contact your local consultant or call our Sales Department at (402) 419-2200. Information about the Tabs3 Device Interface can also be found in our Knowledge Base Article R10737, “Tabs3 Device Interface Product Information,” and in R11684, “Tabs3 Device Interface Instructions.”
Did you know that you can now drill down to all payments (including archived payment) in Tabs3 Billing Version 2021? For example, in the Matter Manager, you can click on any payment to view the Payment Date, Payment Amount, which Timekeeper it applied to, the Statement Date and Number to which it applied, and more. This makes it easy to get payment information without having to run a report!
Tabs3 Software occasionally links to external files that can contain sensitive information, such as contact information, bank balances, or payment information. Some firms will restrict access to those files by setting the access rights on the folders where those files are maintained to prevent access by users who do not require such information.
Knowledge Base Article R11841, “Folders with Special Rights,” discusses the access rights that can be adjusted, and provides some best practices for maintaining these locations.
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.
We recently made two new improvements to the Tabs3 Matter Manager feature!
Update to Version 20.3.6 or later to get these great new additions!
In Version 2020, multiple improvements have been made to the Lock Out All Users feature (File | Lockout All Users). This feature can be useful when you want to keep others from logging in while you perform maintenance.
Note: These feature enhancements are included in Version 20.3.4.
Our 2020 User Survey is now open and we would love to hear your feedback on Tabs3 Software and your experiences with support! The User Survey is used to help us continue to offer the best software and service possible, and will take approximately 10 minutes to complete. We will use your feedback to help us make the Tabs3 Software you use even better.
You can take the survey by following this link:
The IRS changed several requirements for 1099-MISC and 1099-NEC submissions for tax year 2020. Stay up-to-date on how these changes affect Tabs3 Software!
Knowledge Base Article R11856, “IRS 1099-MISC and 1099-NEC Changes for Tax Year 2020,” provides a brief overview of upcoming changes to IRS Forms 1099-MISC and 1099-NEC tax filing, as well as recommendations to help your firm prepare.
As a result of these IRS form changes, we will be making future changes to Tabs3 Trust Accounting and Tabs3 Accounts Payable in an upcoming release. Once these changes have been implemented, this Knowledge Base Article will be updated with more information.
We are also offering two webinars to learn more about 1099-MISC and 1099-NEC form changes. You can sign up for the following dates at https://register.gotowebinar.com/rt/8704973605526448655:
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.
Have you started using the great new navigation features, or are you still using Task Folders? If you’re using Quick Launch, All Actions, and My Actions, then you already know that we provide several customizable ways to access the features you need whether they’re tasks you perform every day, only once a year, or somewhere in the middle.
Theme Settings
The following options for navigating the software can be turned on or off via View | Theme Settings.
When selected, the Quick Launch can be used to search for a feature, pin frequently accessed actions and matters, or quickly access a recent action or matter.
When selected, the Home Page adds options for quickly accessing features and information:
Other Navigation
The menus in each application provide access to all of the features in the application.
Many keyboard shortcuts are included in the software for power users. Keyboard shortcuts can help save time by keeping your hands on the keyboard more, instead of repeatedly moving to and from the mouse.
For more information on these navigation features and more, check out the Navigating Through Tabs3 Software Video. If you’re not using these navigation features, you’re missing out!
Whether your firm works with Tabs3 General Ledger journal entries manually or integrates with Tabs3 Billing and Tabs3 Accounts Payable, it’s important to understand how journal entries are stored and tracked in General Ledger.
The Working with Journal Entries video walks you through the basics of entering journal records in General Ledger and provides insight on how to track journal activity using various resources.
Watch this three-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 the autofill feature allows you to type in certain fields in order to quickly find what you’re looking for?
All fields with lookup windows have autofill capabilities. As you enter characters into a lookup field, the field will autofill based on the information entered. The first available result will be displayed as highlighted text, with additional characters entered replacing the autofill and updating the results.
When an autofill suggestion exists, a list of possible choices matching the characters entered will also be displayed, allowing you to easily select the entry you want to complete the field. For records that use an identifier, such as the Client ID field for Client records (Tabs3 Billing, PracticeMaster, and Tabs3 Trust Accounting) or User/Group field for Calendar records (PracticeMaster), a second column will be shown containing additional information about the record (e.g., the client’s Name and Work Description, or the User Name).
Note: This feature can be disabled by selecting the Disable Autofill for all lookup fields check box in User Configuration (System Configuration | File | Open | Users).
In Version 2020, we increased the sizes of various fields in the file structure. Your firm may be affected by these changes if you use ODBC reports or SQL queries to access the Tabs3 data.
Knowledge Base Article R11855, “Field Length Changes,” provides a list of changes sorted by application. You can quickly compare the Version 2020 field length to the Version 19 field length.
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.
When it comes to creating documents for your clients, manually entering all of the necessary information can be tedious. That’s where PracticeMaster’s Word Document Assembly feature can help!
PracticeMaster allows you to quickly and easily assemble individualized documents in Microsoft Word using templates to fit your firm’s needs.
Watch this two-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.
If you need to find data in PracticeMaster based on just a word or phrase, we have you covered! There are several ways to search in PracticeMaster to find what you need.
Search Box
The search box, which is available on the List tab for all files, the Matter Manager, and the Graphical Calendar, can be used to quickly search for all records that contain a specific string of text in any of the fields included in the currently selected column layout. You can optionally search for different text in multiple fields at one time. You can enter text directly in the Search List field, or click the button to show a list of fields for more specific searching. If the desired field is not shown, click the Fields button for a list of all fields in the current column layout.
Conflict of Interest
PracticeMaster’s Conflict of Interest Search (Search | Conflict of Interest Search) provides robust searching capabilities including whole word or partial word searching and word order, phonetic searching, and record drill-down capabilities on reports.
Files searched in PracticeMaster include the Client file, Contact file, fee transactions, cost transactions, Calendar, Journal (including email records, call logs, research tasks, and phone timer records), Document Management (including linked documents), and Area of Practice files. If PracticeMaster is integrated with Tabs3, all fields in PracticeMaster that exist in both programs (such as Miscellaneous Lines in the client file), will contain information from Tabs3 in addition to existing information in PracticeMaster.
Note: A field must be marked as Include in Conflict Search in File Maintenance (Maintenance | File Maintenance) in order to be included in the Conflict of Interest Search.
Document Search
The Document Search program (Search | Document Search) is a powerful program used to search the contents of Document Management documents, email attachments, and linked documents associated with PracticeMaster records. Although the Conflict of Interest also searches documents, the Document Search provides additional options to narrow your search to specific clients, document types, and/or users.
Searching capabilities include whole word or partial word searching; phonetic, stemming, and fuzzy searching; and record drill-down capabilities on reports.
Contact Search
The Contact Search (Search | Contact Search) helps you quickly find a single contact so that you can drill down to a phone number or other information for the contact. This search only looks for hits in Contact fields. Searching capabilities include partial word searching, phonetic searching, and record drill-down capabilities on reports.
Note: A field must be marked as Include in Contact Search in File Maintenance (Maintenance | File Maintenance) in order to be included in the Contact Search.
Find and Replace
On any List tab, the Find and Replace program (Edit | Find and Replace) can be used to find one or more records containing specific text, and optionally replace the text with a new value. You can search the current list or just highlighted records, all fields or specific fields.
Find and Replace is a quick and easy alternative to updating multiple records with the same information one by one.
Data can always be found using the various search options in PracticeMaster. Learn more about the various PracticeMaster search features in the PracticeMaster Search Guide.
The IRS is changing the layout of Form 1099-MISC for the 2020 tax year. Additionally, Form 1099-NEC is being added to replace Box 7 on Form 1099-MISC.
Tabs3 Software will support these new forms. An update to Tabs3 Trust Accounting and Accounts Payable is already in process to address these changes and will be available before 1099 forms need to be filed.
To prepare:
To simplify the filing process, Tabs3 Software has partnered with Nelco to provide Tabs3 E-file, a complete solution to filing your 1099-MISC, 1099-NEC, and 1096 forms. With Tabs3 E-file you don’t need to request a transmittal code from the IRS. You also won’t need to deal with forms, envelopes, postage, or configuring your printer; instead, simply upload your data to the Tabs3 E-file portal. From there, forms can be electronically filed, printed and mailed, or emailed on your behalf, saving you time and manpower. For additional information on Tabs3 E-file, see KB Article R11788, “All About Tabs3 E-file.”
To learn more about the 1099-MISC and 1099-NEC forms, see https://www.irs.gov/instructions/i1099msc.
Stay tuned for more information!
Want to know who backed up the data last and when, or who restored it? You can easily confirm who performed these actions and many more.
The Support Log (View | Log Files | Support Log) can help you determine which processes were run at what time by which user. This log is present for each application, including System Configuration. When running a Support Log, you can optionally specify a date range and/or select specific users. Manager users can access support logs for all applications at the same time via System Configuration (View | Support Log).
Every application includes the options to see when Back Up Data, Data File Integrity Check, and Reindex Files were run, in addition to when data was last restored and updates were last installed, and more. Each application also has information logged that is specific to the application, and although information included can vary, each feature includes who ran it and when it was run. The following are some of the features that are tracked in the Support Log:
Tabs3 Billing
PracticeMaster
Trust Accounting
Accounts Payable
General Ledger
With these tools in place, it is easy to quickly assess the various software events that occurred while you were out. This allows you to remain up to speed, even after a well-deserved vacation. More information regarding the Support Log is provided in Knowledge Base Article R11288, “Support Log Information,” and in each program’s “Support Log” Help topic.
Have you ever needed to look back at a copy of a receipt paid in Accounts Payable? Using the Invoice Attachment feature makes it easy to do just that!
Starting in Version 2020, Tabs3 Accounts Payable Software provides the ability to link an electronic copy of a statement or receipt to an invoice, manual check, or EFT transaction.
Watch this one-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.
A new Separate PDF for each Sort option has been added to the Sort tab of both Generate Statements (Statements | Generate Statements) and the Detail Work-in-Process Report (Reports | Work-In-Process | Detail Work-in-Process Report). When this option is selected, matters are grouped into separate PDFs based on the specified sort criteria. For example, if you choose to sort by primary timekeeper, all of the matters with timekeeper 1 assigned as their Primary Timekeeper will be included in a single PDF, timekeeper 2 in a separate PDF, etc. This feature is intended to help firms that distribute their pre-bills electronically by allowing them to send a single PDF to each timekeeper that only includes the matters that are relevant to that timekeeper.
Note: The Separate PDF for each Sort option only applies when you select DropBox or File (with a file type or PDF selected) as your output method.
From installing and keeping the software up-to-date to setting up new workstations and user rights, we put all of our resources to help you install and update the software in one place.
Knowledge Base Article R11215, “Installation Articles,” provides a list of resources for installing, converting, and troubleshooting the software. Included are resources for where the software is installed, what you need to know about the local install, and more!
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.
Beginning with Version 2020, you can now quickly access statement information via the Tabs3 Billing Matter Manager (File | Matter Manager). Simply click on a Statement from the Matter Manager to display a Statement Information window for that statement. The Statement Information window includes the following:
The Statement Information section shows matter information, the Statement Date, Statement #, the total Billed on the statement, and the total Amount still Due.
The Statement Preview displays a reprint of the statement, using the same functionality as the Reprint Updated Statements program. Like any preview window, you can search, zoom, and print directly from this preview.
The Take Action pane allows you to perform tasks related to the statement, such as reprinting or undoing the statement, adding a payment, or writing off the balance.
Note: This feature is available in Tabs3 Version 2020 beginning in Version 20.2.6.
If your firm works with multiple areas of law, it can be difficult to organize your client’s information for each type of case. That’s why using customizable Area of Practice pages can work for you!
Using PracticeMaster’s Area of Practice feature, you can store and organize matter information unique to a specific area of law, making it easy to locate and track the details that matter to you most.
Watch this three-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.
Time Zones are here! Beginning in Version 2020, you can specify your time zone or set it automatically as per Windows settings (Calendar | Calendar Properties). Additionally, time zones can be changed for individual calendar records. Calendar records will be shown relative to the local time for each user. The PracticeMaster Calendar, PracticeMaster Dashboard, and Tabs3 Connect Calendar all utilize the time zone setting on the device where records are being accessed. This also provides a more seamless integration of calendar records with Microsoft Outlook.
Tabs3 Connect also now supports time zones for calendar events and tasks. Tabs3 Connect will display new calendar records relative to the local time of the device. Tabs3 Connect allows you to specify a time zone when adding an event or task to the calendar, allowing you to schedule something back at the office or for another location.
Note: Only users converting from previous versions of the software need to enable the time zone feature (Utilities | Time Zone Configuration). It is enabled by default for new systems.
Update to Version 20.2.6 to start using time zones.
Additional information on how PracticeMaster handles time zones for calendar events and tasks can be found in KB Article R11836, “PracticeMaster Time Zone Overview,” or the Help included with PracticeMaster. Click here to view the “Enabling Time Zones in PracticeMaster” training video.
We have just added several new features! Use the Check for Updates feature (Help | Check for Updates) to make sure you are running the most recent release of Version 2020.
Update to Version 20.2.6 to access the following:
For more information on these great new features, as well as a detailed list of all new features in Version 2020, check out Knowledge Base Article R11812, “Version 2020 Introduction to New Features.”
Tabs3 Financial Software is the best accounting solution for your law firm because it is specifically designed to meet the accounting requirements of law firms. With minimal setup and zero workarounds to satisfy most bar associations, you can print financial statements, write checks, reconcile bank statements, and manage client trust accounts in one easy-to-use and fully integrated software package. Additionally, because Tabs3 Financials is designed to work with Tabs3 Billing, you only need to call one support phone number if you ever have questions.
General Ledger Software (GLS) provides insight into your firm’s business with detail and summary financial statements. The following features are highlights of what GLS has to offer:
Accounts Payable Software (APS) makes bill paying easier. The following features are highlights of what APS has to offer:
Trust Accounting Software (TAS) manages trust accounts for your clients accurately and easily. The following features are highlights of what TAS has to offer:
Accepting and managing credit card and eCheck payments from your clients has never been easier!
Starting in Version 2020, Tabs3 Billing and Trust Accounting Software (TAS) supports integration with LawPay, making the process of entering payments, client funds deposits, and trust deposits both easy and secure.
Watch this five-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 you can easily review past reconciliation reports when needed, right from the software? Both General Ledger (GLS) and Trust Accounting (TAS) store Reconciliation Reports as PDFs for quick review.
To review a past Reconciliation Report
Note: Reconciliation reports are stored in the Reconciliation folder of the Current Working Directory.
In a law firm, there can be an overwhelming amount of information to manage – matter information, contact information, upcoming meetings, research, emails, and documents galore. But there is hope! PracticeMaster can help make you more organized than you’ve ever been before. PracticeMaster provides the tools you need to manage it all.
Calendar – View not just your calendar, but your firm’s calendar. View appointments for a specific client or matter, an employee, or view appointments based on any information in the calendar record such as dates, calendar codes, and location.
Contacts – Don’t just search your list of contacts; see all contacts for any matter at a glance, and every matter in which a particular contact is associated.
Document Management – Specify how you want to name and file your documents, and then let PracticeMaster do it for you! Optionally use Fujitsu® ScanSnap™ to scan and import documents. Quickly see all documents for a case, or different versions of the same kind of documents across all your cases.
Matter Manager – Tie everything for a matter together in one place: calendar records, contacts, email, meeting notes, documents, billing summary, and more!
Conflict of Interest – Maintain ethical walls by searching files, documents, email attachments, and contacts for key words. Optionally limit results to certain files, and more.
Timers – Use timers to track your time, phone tasks, and research. Switch between timers as needed, and then process timer records into fees!
Filtering – Add filters to your files so that you can easily see only those records that you want to see.
QuickViews – QuickViews combine a filter, column layout, and sort option into a tab at the top of the List tab of any file, which allows you to quickly switch your view depending on the records you are working with. Add Smart tabs to provide an additional level of record sorting.
Integration – Integrate calendar records and contacts with Outlook. Install the PracticeMaster toolbar in Outlook®, Internet Explorer, Microsoft® Word, Excel®, PowerPoint®, Adobe® Reader or Acrobat®, and WordPerfect® to save documents and research to PracticeMaster, or to create journal entries, calendar entries, or fees from within the other software. Integration with CalendarRules™, NetDocuments®, and more is also available!
Areas of Practice – Areas of Practice provide a way to save separate information for different types of matters, without having the clutter of everything all in one file or set of files.
Report Writer – Create custom reports using the fields in PracticeMaster.
WorkFlows – Help automate your workload by creating WorkFlows to automatically start tasks or notify other users based on specified events.
Document Assembly – Help automate form letters by creating document templates that pull information from any file in PracticeMaster. Once created, simply select the client and the template, and it does the rest.
For a complete list of PracticeMaster features, refer to Knowledge Base Article R11548, “PracticeMaster Feature Comparison.” For more information about PracticeMaster features or to purchase a license of PracticeMaster, contact your consultant, or contact our Sales Department at (402) 419-2200.
There are times when working from home is the best, or only, option to get the work done that is needed. However, determining how to accomplish everyday office tasks from home can be daunting for any of the roles in an active firm.
Knowledge Base Article R11851, “Work From Home Resources,” provides a list of common scenarios, broken down by office position, and how to handle them when working away from the office.
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.
What is the Client Inactivity Report, and why should you use it? The Client Inactivity Report can be used to identify clients and matters with no activity in a specified time frame, which can help keep clients from slipping through the cracks. This report allows you to do the following:
A Client Inactivity Report can be run in both Tabs3 Billing and PracticeMaster; however, each program provides unique options to run the report.
To run a Client Inactivity Report
Note: By default, the Client Inactivity Report is set to only include clients that are currently active and do not have a Date Closed specified. However, this setting can be changed. From the Client tab, click the Select Status button and select the desired option(s).
When it comes to reviewing statements in a paperless environment, it can be difficult to know where to start. The Reviewing Pre-Bills Digitally video walks you through generating your pre-bills to PDF, allowing your attorneys to review them digitally and move toward a paperless process.
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 you can print a report that provides various settings specific to users? In addition to the User ID, User Name, and Email address for each user, the User List (System Configuration | Reports | User List) can optionally include the following information stored in the user file:
Occasionally, it is necessary to generate a list of clients’ email addresses. This can be especially handy for mass mailings utilizing third-party communication systems.
Knowledge Base Article R11845, “Exporting Email Addresses from Tabs3 Software,” discusses options for creating a list of clients’ emails using Tabs3 or PracticeMaster. Typically these lists are exported to a Microsoft Excel spreadsheet or comma separated values file (.CSV). From there, you can use these lists to import your contacts into a Mail Merge in Microsoft Word or to a bulk email service such as MailChimp or Constant Contact.
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.
In Version 2020, we added the ability to link an electronic copy of a statement or receipt to an invoice, manual check, or EFT transaction in Accounts Payable Software (APS)!
When attaching a file to an invoice, a copy of the file is saved to the APS Invoice folder in the Current Working Directory. Files can be viewed by clicking the link in the Invoice/Manual Check Entry window, or the attachment icon in the Unpaid Invoices List on the Dashboard.
To attach a file to an invoice
This feature was added in Version 20.1.8.804.
If you are new to Accounts Payable, or haven’t added a vendor in a while, it can be helpful to have a refresher on what options and fields are available.
The Adding a Vendor video walks you through adding a vendor that you will pay on a regular basis, shows you how to work with Miscellaneous vendors, and includes helpful tips for choosing the right 1099 options.
Watch this three-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 you can print checks right from the Accounts Payable Software (APS) and Trust Accounting Software (TAS) Dashboards?
We’ve made it easier to quickly print checks when you need them.
When was the last time you backed up your Tabs3 and PracticeMaster data and tested the viability of your backup? If your firm had to restore from a backup right now, would any data be lost? Regular backups are critical for your firm to make and maintain properly.
Internal Backups
Tabs3 Software ensures you are provided the opportunity to backup when needed.
Third Party Backups
We also recommend making regular backups of the entire Tabs3 program directory via a third-party backup program.
Now may be the perfect time to take a closer look at your current backup strategy and to verify the procedures you have in place. If you cannot take the time to review procedures now, add a reminder to your calendar to review them as soon as possible. Don’t be lulled into a false sense of security; backups that don’t restore correctly, or not having a backup, can cost you a great deal in both time and data loss.
For a list of resources on backing your data up and restoring, visit Knowledge Base Article R11524, “Backup/Restore Information Resources.”
Did you know that there are many ways in which you can filter your data in order to make it easier to find what you need?
If you aren’t already filtering, you may not know where to begin. Knowledge Base Article R11645, “Resources for Filtering Data,” provides a list of articles for both beginners and advanced users – everything you need to start filtering, create advanced filters, or to troubleshoot unexpected results.
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.
Did you know that you can add tabs to the Client, Contact, and Journal files that are specific to an Area of Practice, Contact Category, or Journal Type?
These tabs are called category pages. Category pages are a special type of page that is only shown in the Editor window when the selected client or record is associated with that category. You can use the Form Designer to customize how the pages will look.
Setting up a category page provides a way of showing only those fields that are relevant to the selected “category,” thus reducing the number of visible pages.
In order to create a category page, you must first add any fields specific to the category page to the associated file using File Maintenance (e.g., add the desired fields to the Contact file). Once the fields have been added, the category page and fields must be added to the data entry window using the Form Designer.
To create a category page
Additional information regarding category pages can be found in Knowledge Base Article R10566, “Category Pages in PracticeMaster.”
As your firm deals with the spread of COVID-19, we want to help you prepare to work from home.
Resources for working from home can be found at Tabs3.com/WorkFromHome.
Tabs3 remains committed to providing top rated customer support, and are available to help. As usual, Technical Support can be reached at (402) 419-2210, 8:00 a.m. to 5:00 p.m. (Central Time) Monday through Friday.
Want to make sure you are in the know about everything related to the Version 2020 Release?
Knowledge Base Article R11814, “Version 2020 Information and Resources,” provides a list of articles that have been added to the Knowledge Base regarding Version 2020. This includes basic articles such as the What’s New List, conversion information, and the introduction to new features. Additionally, you can quickly access detailed articles to learn all about great new features, such as LawPay and Positive Pay.
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.
Beginning in Version 2020, you can now select whether you want the Newsletter Reminder window to pop up each month or not! Once you have updated to Version 20.1.5 or later, the Newsletter Delivery Options window will be displayed when logging in. You can select to either subscribe to the Email Newsletter, or to have the Newsletter Reminder window continue to open after the 14th of each month.
You can always change your mind later. Newsletter Delivery Options can be accessed via the Delivery Options button on the Newsletter Reminder window as well as via the Help | Internet Resources | Newsletter Delivery Options menu.
Thinking about purchasing a license for our Trust Accounting, Accounts Payable, and/or General Ledger software, but not sure what they offer? Take a quick tour!
The Tabs3 Financials Overview video walks you through the highlights of our financial software. Learn more about how you can easily manage trust accounts, get financial statements, write checks, reconcile bank statements, and print 1099’s in one seamlessly integrated software suite!
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.
We’ve added the ability to open the Three-Way Reconciliation Report via the TAS Dashboard! When you update to Version 20.1.7 or later, you can quickly run this report for the bank account’s last reconciliation by clicking the 3-Way Rec link.
Note: The text “No reconciliation history” will be displayed if no reconciliation records exist for the account.
Beginning with Version 2020, Tabs3 Billing and Trust Accounting Software (TAS) supports integration with LawPay for electronic processing of payments, client funds deposits, and trust deposits. LawPay supports both credit and debit cards in Tabs3 Billing and TAS, as well as electronic fund transfers (eChecks) from checking or savings accounts in Tabs3 Billing.
Tabs3 Billing allows you to manage the client’s payment methods from either the LawPay tab of the Client file or from the Payment/Client Funds Entry windows. TAS allows you to manage your LawPay payment methods from the Trust Transaction Entry window. You can add or remove payment methods as well as update the email address for each payment method. When an email address is present, the client will automatically be emailed a receipt each time that payment method is used.
Once you have enabled LawPay in Tabs3 Billing, you can include a LawPay payment link in the statements you email to your clients. This allows clients to pay their statement with a credit card or eCheck without anyone at the firm handling sensitive payment information. Once a client has paid their bill via LawPay, you can import the payment into Tabs3 via the Import Online Payments program (Maintenance | Integration | Import Online Payments). See Knowledge Base Article R11767, “Using the Tabs3 Payment Link,” for more information regarding setting up payment links and importing payments. For more information on LawPay integration, see Knowledge Base Articles R11828, “LawPay Integration Frequently Asked Questions,” and R11826, “Configuring LawPay Integration with Tabs3 Software.”
Did you know that you can add your letterhead to statements via the Tabs3 Billing software? If you have an image file of your firm’s letterhead, Statement Designer can insert .png, .jpg, and .bmp files into the header and/or footer of a statement page layout. Alternatively, you can add a .bmp image via Print Setup. These options mean that statements can be printed with your firm’s letterhead on any paper.
Knowledge Base Article R11829, “Adding a Letterhead Image to Tabs3 Billing Statements,” provides information about adding a header image to your Tabs3 Billing statements via Statement Designer or Print Setup.
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.
Every time you open a new matter, what other tasks do you need accomplished? Many items on your to-do list are likely predictable and repetitive. There are people to email, documents to collect, records to update, and the list goes on. Although PracticeMaster can’t do everything on your to-do list, WorkFlows automate many tasks so that you can spend more of your time on the things that need your personal attention.
PracticeMaster WorkFlows react to tasks or activities and start a chain of events that you define in advance. For example, every time you schedule a client meeting, you can use a WorkFlow to assemble an email to the client with meeting details and directions to your office.
You can use WorkFlows to help make sure your office procedures are always followed. For example, if it is your policy that internal meetings are not billed to a client, set up a WorkFlow that will display a popup message when an employee converts an internal meeting to a fee: “You have billed for an internal meeting. Please confirm this is correct.”
WorkFlows can help you keep clients and colleagues informed. When an important milestone in a matter is reached, such as a deposition or court date is set, a WorkFlow can make sure you email all staff and clients involved to let them know. It can also schedule the next calendar milestone, update fields in a file, such as date last contacted or a change to the status, and more. If you use PracticeMaster Platinum, WorkFlows can also send eNotes (with linked PracticeMaster records) around the office to keep everyone on the same page.
WorkFlows are highly customizable and nearly limitless. Each WorkFlow can launch up to 10 activities, including adding or changing records, processing calendar plan templates, running reports, starting a backup, and more. WorkFlows can also create the scenario(s) that will launch additional WorkFlows. WorkFlows can be automatic, with or without confirming that the WorkFlow will launch. You also have the option to set up a user activated WorkFlow that launches when you manually activate it.
Other examples of WorkFlows:
For more information and ideas on WorkFlows that you can use in your office (including instructions for setting them up), check out article R11307, “All About WorkFlows,” in our Knowledge Base.
If you haven’t updated to Version 2020 yet, you are missing out on some great new features! The following features are only some of the enhancements we made for this version:
LawPay
New Dashboards
Positive Pay
APS Bank Balances
Updated Help
For in-depth information on all of the new Version 2020 features, including screenshots, refer to Knowledge Base Article R11812, “Version 2020 Introduction to New Features.” A list with links to all Version 2020 information can be found in R11814, “Version 2020 Information and Resources.”
To download Version 2020, select Check for Updates from the Help menu, visit Tabs3.com/update, or contact your local consultant.
If you have any questions about the update, please contact your consultant, or contact Technical Support at (402) 419-2210.
When a timekeeper’s rate changes, it can be tricky to make sure that all fees are entered correctly before and after the change. Tabs3 takes the stress out by providing the ability to change rates automatically based on the date of the fee.
The Effective Date of New Rates field in the Timekeeper file can be used to automatically switch to a new rate as of a specific date. Fees dated prior to the specified date will use the previous rate, whereas fees dated on or after the specified date will use the new rate. The How Can I Change the Rate for Future Billing video walks you through this process and provides an example of how it works.
Watch this two-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.
Want to be able to quickly tell if the software is up to date? Beginning in Version 2020, when an update to the software is available, a badge is shown on the Check for Updates icon in the Quick Launch pane. This option is available for users who have rights to check for software updates.
Additionally, a notification banner is displayed on the Home Page when an update has been available for 15 or more days. For additional information about updates, see Knowledge Base Article R11804, “Keeping Tabs3 Software Up To Date.”
Want to see all of the new features in Version 2020? Check out Knowledge Base Article R11812, “Version 2020 Introduction to New Features!”
This article provides information on each new feature, both big and small. Features are listed by program and include screenshots and links to additional information when applicable. Each time we add a new feature to Version 2020, this article is updated so that you can get the information you need to begin using the feature.
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.
Trust Accounting Software (TAS) and Accounts Payable Software (APS) now support Positive Pay!
Positive Pay Export utility (Checks | Positive Pay Export) allows you to export a list of approved checks that can then be uploaded to your bank or financial institution’s fraud prevention program (commonly known as Positive Pay). The export file is customized separately for each TAS or APS bank account, allowing you to provide the specific information your bank requires.
When you configure a new bank account for Positive Pay, the software walks you through the process of configuring your export file and exporting your first batch of checks. Once you have exported your initial batch of checks, the software tracks which checks have been printed, so you don’t need to specify a date range for future exports.
For more information on this great new feature, check out R11833, “Exporting Checks Using Positive Pay!”
Have you ever encountered comments in a Client’s file stating that the client was contacted about their past due balance without any reference as to who or when? When adding comments to any Memo type field in PracticeMaster, or to the Client Notes field in the Tabs3 Billing Client file, press F5 to automatically insert the current system date, system time, and User ID for the currently logged in user. When pressing F5, the text will be displayed in the following format:
01/23/2020 01:53pm DAWN
F5 is a quick and easy way to take the guesswork out of determining when information was entered, and who entered it.
Are you familiar with everything the Platinum version of the software offers? Platinum provides many great features including Tabs3 Connect, the ability to back up the software while others are working in the software, accelerated features, auto-recovery if errors occur, eNotes, special report options, and more.
Knowledge Base Article R11379, “Platinum Overview,” provides information on why we recommend everyone be on Platinum, how Platinum works, key features, frequently asked questions, and more.
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 2020 has been released, and there are many great new features! The following features are only some of the enhancements we made for this version:
LawPay
New Dashboards
Positive Pay
APS Bank Balances
Updated Help
For in-depth information on all of the new Version 2020 features, including screenshots, refer to Knowledge Base Article R11812, “Version 2020 Introduction to New Features.” A list with links to all Version 2020 information can be found in R11814, “Version 2020 Information and Resources.”
To download Version 2020, select Check for Updates from the Help menu, visit Tabs3.com/update, or contact your local consultant.
If you have any questions about the update, please contact your consultant, or contact Technical Support at (402) 419-2210.
If you don’t add to or change your firm’s information on a regular basis, it can be helpful to have a refresher on what fields are available. The Firm Information video shows you where to access your firm’s contact information in System Configuration and provides examples of how certain fields can affect your reports, statements, and 1099s.
Watch this two-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.
PracticeMaster provides integration with Microsoft® Outlook®, which is the standard for office email. Calendar and contacts can be synchronized between PracticeMaster and Outlook. Using the Outlook Toolbar Plug-in provides the ability to create PracticeMaster calendar records, fees, and journal entries for any email in Outlook.
So where can you get more information on these great features? Knowledge Base Article R11482, “Resources for Integrating PracticeMaster with Outlook,” provides a list of articles regarding the integration.
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.
The Statement of Cash Flows Report (Reports | Statement of Cash Flows) in GLS shows how the firm’s cash position has changed over a period of time. It shows the amount of cash earned from profit, where you received additional cash, and where your cash was spent. The report shows how much cash was provided or used by the following types of activities:
Accounts can be classified into the three sections via Account Setup. All Detail Balance Sheet Accounts, except for ones marked as a Bank Account and the Retained Earnings account, can be configured to display in one of the three designated sections. Bank Accounts are excluded because the purpose of this report is to calculate the cash amounts based on the other information. The Retained Earnings account is also excluded because the Net Income (the net change in Retained Earnings) displays at the beginning of the report as a starting point.
To classify accounts as operating, investing, or financing
Are you getting the most out of reports? There are several report features that can help optimize your results.
The Working with Reports video not only shows you how to access reports, but also walks you through running a Transaction File List. You’ll learn about options and settings that are common with all reports, how to filter reports so you only see what you need to see, print options, report preview benefits, and resources for finding the right report to meet your needs.
Watch this five-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.
You access sensitive client information on a daily basis, and may even have access to information that others in the firm do not. You know that maintaining client confidentiality is crucial, but who might have access to all of that data? The following features are built into the software, helping maintain client security and confidentiality.
For more information on these features, as well as more security features, see Knowledge Base Article R11717, “Security Resources.”
As of October 31, 2019, Software Technology, LLC will no longer provide support for Version 17 of Tabs3 Software.
If you are using an older version of the software, now is the perfect time to get up to date with the latest version of Tabs3. You will be surprised at the number of features you’ve been missing! Click here to see What’s New in each version.
As an added benefit, when you purchase an update, you will receive twelve months of maintenance. Being on an active maintenance plan entitles you to unlimited technical support, software updates, and new versions.
If you have any questions regarding the discontinuation of support for Version 17, please contact your local consultant, or a member of our Sales Department at sales@Tabs3.com or (402) 419-2200.
Previously published in September, August, and July.
Various log files are maintained by different Tabs3 and PracticeMaster software products. These log files can be used as tools for troubleshooting errors and problems using Tabs3 and PracticeMaster software.
Knowledge Base Article R10013, “Log Files in Tabs3 and PracticeMaster Software,” contains a comprehensive list of the various log files and a brief description of the information contained in each file. Log files track errors encountered when running Tabs3 and PracticeMaster software as well as the date and time when a particular function was performed. Most log files can be accessed using any text editor such as Microsoft Notepad or WordPad.
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.
When entering fees in PracticeMaster, an automatic WorkFlow can be configured with a filter to only trigger when fee descriptions exceed 300 characters for a specific range of matters or clients.
To create a WorkFlow that prompts the user when a fee description is too long
You now have a WorkFlow that is automatically triggered when the length of a fee description exceeds a set number of characters for a particular Client ID range. A prompt is displayed letting the user know that the description is too long for that client and reopens the record for editing.
Note: WorkFlows are a PracticeMaster-only feature. Fees entered or edited in Tabs3 will not trigger the WorkFlow.
For more information on WorkFlows, refer to our PracticeMaster WorkFlows Guide at Tabs3.com/support/docs.html or Knowledge Base Article R11307, “All About WorkFlows.”
Do you have Access Profiles set up? Access Profiles help with security by controlling what functions each user can access in the software. The Access Profiles training video walks you through creating a new access profile that limits a user to certain Tabs3 Billing functions. Once you know the basics of setting up one Access Profile, you can set up the profiles you need for your firm.
Watch this three-and-a-half-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.
Although we strive to provide superior documentation in our Help files, Knowledge Base, and Guides, we know that sometimes you want direct guidance with a human touch. Technical Support can be reached by phone or email! We are here to help, so reach out to us. Here are some examples of items we regularly assist our clients with:
Phone and email support are available Monday through Friday, 8:00 a.m. to 5:00 p.m. (Central Time). We can be reached by phone at (402) 419-2210 or by email via Tabs3.com/support. And don’t forget! Technical Support is included with your maintenance or subscription plan at no additional cost – so give us a call!
PracticeMaster now directly integrates with NetDocuments cloud-based document management service! Clients added or modified in PracticeMaster, Tabs3, or Trust Accounting are automatically synchronized to NetDocuments.
The following features are available with NetDocuments:
Download Version 19.1.12 or later to get all of the new NetDocuments features!
For more information on how NetDocuments integrates with PracticeMaster, see KB Article R11786, “NetDocuments Integration.”
As of October 31, 2019, Software Technology, LLC will no longer provide support for Version 17 of Tabs3 Software.
If you are using an older version of the software, now is the perfect time to get up to date with the latest version of Tabs3. You will be surprised at the number of features you’ve been missing! Click here to see What’s New in each version.
It’s important to the Tabs3 Team that you have the best possible experience with the software. To help make that possible, we are having our first ever Update Sale. When you purchase an update, you will receive up to a 40% discount on the cost of the update. This sale will only last through September, so don’t let the opportunity pass you by – reach out to your consultant or the Tabs3 Sales Team for details!
As an added benefit, when you purchase an update, you will receive twelve months of maintenance. Being on an active maintenance plan entitles you to unlimited technical support, software updates, and new versions.
If you have any questions regarding the discontinuation of support for Version 17, please contact your local consultant, or a member of our Sales Department at sales@Tabs3.com or (402) 419-2200.
Previously published in August and July.
Updating the software is as easy as one-two-three! Although each new version release includes several new features or improvements, we also include additional enhancements throughout the release cycle by posting interim release updates. Unlike the full version updates (e.g., Version 18 to Version 19), which require an increased time investment due to the data conversion, these interim updates are designed to be quick and easy to install with minimal or no down time for your office.
Most updates do not require you to run DFICs or back up the software.
Knowledge Base Article R11804, “Keeping Tabs3 Software Up To Date,” walks you through checking for updates, downloading an update, and installing an update. Make sure you’re up to date and not missing out on features you might use!
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.
We are looking for firms to provide early feedback on Tabs3 version 2020. The following features will be available in Tabs3 Version 2020:
If you are using Version 19 and are on maintenance, you can jump on board early with these new features. To sign up, visit Tabs3.com/prerelease. If you have any questions, please email signup@tabs3.com.
Transferring and replicating fees and costs just got easier in Tabs3 Billing! With the release of Version 19.1.11, two new buttons have been added to the Fee and Cost Entry windows, allowing you to quickly transfer or replicate an entry.
Transfer Fees and Costs
The ability to transfer fees and costs has long been available using the Transfer Transactions program. However, you can now transfer fee and cost transactions to a different matter directly from the Fee and Cost Entry windows using the new Transfer button. Any fees and costs that have not been final billed and/or updated can be transferred to another client. When transferring a fee or cost, you can optionally select to update the rate to use the new client’s rate, and then recalculate the amount.
Replicate Fees and Costs
In addition to the Transfer option, you can now replicate fees and costs using the Replicate button in the Fee and Cost Entry windows. Replicating fees and costs makes a copy of the transaction and saves it to the desired Client ID. Like the Transfer feature, when replicating a fee or cost, you can optionally select to update the rate to use the new client’s rate, and then recalculate the amount.
Our office will be closed at 4:00 p.m. Central Time on Wednesday, September 18 for a semiannual company meeting.
Here are some helpful Support resources that are available 24/7:
To determine whether an email address is associated with a client or contact, PracticeMaster utilizes a cross-reference file that is updated each time you journal an email from Outlook into PracticeMaster. The cross-reference file tracks associations between a particular email address and the Client and/or Contact to whom an email to or from that address was saved. You can control this behavior using the settings for the Outlook Plug-in in PracticeMaster. When the PracticeMaster Outlook Plug-in is installed, there are a few options designed to simplify the process of journaling emails from Outlook. Two of those options determine whether the Client ID and Contact fields are automatically populated in the new journal record.
Note: The Client ID and Contact fields are handled separately in these scenarios (e.g., if the email address has a client but not a contact associated with it, then only the Client ID field will be prefilled).
In order to change these settings, you must uninstall the Outlook Plug-in, make your changes, and then reinstall the Outlook Plug-in for the changes to take effect.
To make changes to the prefill options for the Outlook Plug-in
There are many shortcuts that can be used to help make entering data quicker, easier, and more convenient! In Tabs3 software, we include standard keyboard shortcuts like Ctrl+N to make a new record or Ctrl+S to save a record, as well as program specific commands such as Alt+Home to open the Home page or Ctrl+Q to open the Quick Launch. However, we also have amount calculation shortcuts, date shortcuts, text macros, description field specific shortcuts, a date/time stamp keystroke, and field action buttons.
The Tabs3 Billing Data Entry Shortcuts video shows you these shortcuts in action, providing examples of how to use them and where they can come in handy.
Watch this five-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.
As of October 31, 2019, Software Technology, LLC will no longer provide support for Version 17 of Tabs3 Billing Software.
If you are using an older version of the software, now is the perfect time to get up to date with the latest version of Tabs3. You will be surprised at the number of features you’ve been missing! Click here to see What’s New in each version.
It’s important to the Tabs3 Team that you have the best possible experience with the software. To help make that possible, we are having our first ever Update Sale. When you purchase an update, you will receive up to a 40% discount on the cost of the update. This sale will only last through September, so don’t let the opportunity pass you by – reach out to your consultant or the Tabs3 Sales Team for details!
As an added benefit, when you purchase an update, you will receive twelve months of maintenance. Being on an active maintenance plan entitles you to unlimited technical support, software updates, and new versions.
If you have any questions regarding the discontinuation of support for Version 17, please contact your local consultant, or a member of our Sales Department at sales@Tabs3.com or (402) 419-2200.
Previously published in July.
The Help | About window has more than just the serial number, software version, and copyright date. There’s also in-depth information about the program, workstation, and the network – and in Version 19, you can now quickly access the Current Working Directory by clicking the Open CWD button!
Although you don’t typically need to access the Help | About window very often, there is a wealth of information available such as the following:
Knowledge Base Article R11758, “Information in the Help | About Window,” provides a list of information that can be found in the Help | About window broken down by section and program.
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.
As of Version 19, when using the Write-Up/Write-Down Fees and Costs program (Statements | Statement Preparation | Write-Up/Write-Down Fees and Costs), an Include All Matters for this Client check box is now available.
Prior to billing, you can use the Write-Up/Write-Down program to write-down unbilled fees, costs, or hours for a client using a range of timekeepers, transaction codes, categories, and/or dates. When writing multiple transactions up or down, each affected transaction’s amount and/or hours is adjusted by an amount proportional to the total adjustment.
When this option is selected, the Write-Up or Write-Down will include transactions for all matters for the specified Client ID. All matters that begin with the same value left of the decimal with work-in-process will be included in the calculated client total based on the criteria selected in the Transaction Selection section.
I have a WorkFlow that runs every time anything is changed in a client record. Is there a way to set it up so the WorkFlow only runs when a specific field is changed?
WorkFlows can be configured to be run only when a specific field is changed. WorkFlows have the ability to be designed for very specific scenarios, such as when it’s difficult to remember a seldom used step or to correct errors in initial data entry (e.g., changing a client to be Inactive and having a message pop up to verify this is correct).
The Fields section of the WorkFlow Definition window can be used when a specific field needs to be the trigger for the WorkFlow.
For more information on WorkFlows, refer to our PracticeMaster WorkFlows Guide at Tabs3.com/support/docs.html or Knowledge Base Article R11307, “All About WorkFlows.”
When you don’t add users on a regular basis, it can be nice to have a quick refresher on the available settings. The User Configuration video walks you through adding a new user and includes brief information on credentials, contact information, Access Profiles, and other configuration options.
Watch this two-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 you can configure Tabs3 Billing reports to start each sort on a new page? This means that you can give copies to individual timekeepers without running reports more than once. Simply select the Start Each Sort on a New Page check box on the Sort tab of most reports.
Note: This option was made available for all reports in Version 19.
If you have the Platinum version of the Tabs3 Billing Software, the Accounts Receivable by Timekeeper Report is an additional accounts receivable report that can be run for specific working timekeepers.
To run the Accounts Receivable by Working Timekeeper Report
As of October 31, 2019, Software Technology, LLC will no longer provide support for Version 17 of Tabs3 Billing Software.
If you are using an older version of the software, now is the perfect time to get up to date with the latest version of Tabs3. You will be surprised at the number of features you’ve been missing! Click here to see What’s New in each version.
It’s important to the Tabs3 Team that you have the best possible experience with the software. To help make that possible, we are having our first ever Update Sale. When you purchase an update, you will receive a 40% discount on the cost of the update. This sale will only last through September, so don’t let the opportunity pass you by – reach out to your consultant or the Tabs3 Sales Team for details!
As an added benefit, when you purchase an update, you will receive twelve months of maintenance. Being on an active maintenance plan entitles you to unlimited technical support, software updates, and new versions.
If you have any questions regarding the discontinuation of support for Version 17, please contact your local consultant, or a member of our Sales Department at sales@Tabs3.com or (402) 419-2200.
If you don’t already use the Tabs3 Financial software, you may not realize the power of fully integrated software.
Trust Accounting – Track and reconcile deposits and payments for an unlimited number of client trust accounts. See warnings when an account goes below a minimum balance and prevent negative balances. Payments to your firm from a client’s trust account can automatically create payments in Tabs3 Billing. Trust balances also appear on work-in-process reports and on client statements in Tabs3 Billing. Print checks from your clients’ trust accounts. Use the Three-Way Reconciliation Report to ensure the accuracy of your trust balances.
General Ledger – Create Balance Sheet, Income Statement, Trial Balance, Statements of Cash Flow, and Journal reports for you and your accountant. General Ledger software comes with a chart of accounts for law firms that you can use or modify to fit your current account structure. Reconcile bank statements, print financial statements, and ensure your accounts stay balanced. Track all Advanced Client Costs across Tabs3 Billing, Accounts Payable, and General Ledger.
Accounts Payable – Stay on top of your cash flow by tracking cash requirements, invoice aging, and vendor accounts. Track invoices and keep a list of all vendors in one place. Print a batch of checks or use the Quick Print feature to print a single check. Easily see when cost advances billed in Tabs3 have been paid. See all of your checks in one easy-to-use check register. Save time and avoid having to re-enter payables on a regular basis by using recurring transactions.
To learn more about what you may be missing out on, take a look at Knowledge Base Article R11715, “Tabs3 Financial Software Resources (APS, TAS, GLS).” This article provides a list of resources pertaining to the Tabs3 Financials software, including integration, reconciliation, frequently asked questions, year-end overviews, checks, trust account regulations, troubleshooting, guides, report packs, and more.
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.
We are looking for firms to provide early feedback on Tabs3 version 2020. The following features will be available in Tabs3 Version 2020 later this year:
If you are using Version 19 and are on maintenance, you can jump on board early with these new features. To sign up, visit Tabs3.com/prerelease. If you have any questions, please email signup@tabs3.com.
Statement comments provide the ability to add internal notes to fee, cost, client funds, and payment transactions that will be shown on draft statements, but not on final statements. Additionally, statement comments are included on the Fee and Cost Verification Lists, Detail Work-in-Process Report, and optionally on the Transaction File List and Task Code Billing Report (new for Version 19.1.10.1180).
Statement comments entered for individual fee, cost, payment, or client funds transactions are shown in red. When printing reports or draft statements, statement comments will print with a strike-through character (e.g., “Send statement by the 2nd”).
To create a Statement Comment
Note: Alternatively, you can enter all desired text, highlight the portion you want to have shown as a statement comment, and then select Statement Comment from the right-click menu.
Synchronization of records from Outlook to PracticeMaster depends on how Outlook integration is configured. If Outlook integration has been configured for automatic synchronization from Outlook to PracticeMaster, records that you add or modify in Outlook will synchronize to PracticeMaster immediately upon being saved.
If that’s not the behavior you are seeing, the first consideration is how the integration is configured. You can access the Outlook configuration settings by clicking the Maintenance menu in PracticeMaster, then pointing to Integration and selecting Outlook Synchronization.
On the Calendar tab, verify the following settings to ensure that automatic synchronization is properly configured:
If you’ve confirmed that the integration is properly configured for automatic synchronization, then verify that the status bar at the bottom of the PracticeMaster window is not displaying an “Outlook Synchronization Suspended” message. This message indicates that synchronization has been halted and user intervention is required. To resolve the suspended synchronization, click the message in the PracticeMaster status bar. You will then be prompted to perform the required action.
Most commonly, “Outlook Synchronization Suspended” messages are the result of the confirmation threshold being set too low on the Synchronization Options tab of the Outlook Synchronization window. This setting is designed to alert you when an unusually large number of records are being synchronized, and may need to be modified depending on how many records are normally added for you by other users.
If you have verified all of the above settings and the calendar items are still not synchronizing to PracticeMaster, contact Technical Support at (402) 419-2210.
If you haven’t tried out Platinum yet because you haven’t had time to read up on the features, then this video’s for you!
The Platinum Overview video goes over the core features that make Platinum great, including the following:
Watch this three-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.
Making sure your data is secure is top priority. To help you with this, we have a resource that has everything you need in one place. Knowledge Base Article R11717, “Security Resources,” provides a list of articles related to security broken down into the following categories:
In this article, you can find links to information regarding user rights in the Tabs3 software, maintaining ethical walls in the software, using Platinum data encryption, emailing Tabs3 statements, Windows security warnings, and much more.
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.
A new look, faster processing time, and better reporting – Data File Integrity Check (DFIC) has been updated for Version 19!
New Look
The Data File Integrity Check window has been updated to include information on the last completed integrity check and provides a link to the last report with errors. You can optionally run a Full Scan or a Limited Scan (previously Read Only). The Full Scan requires exclusive access to the program, providing a complete check of your data and automatically fixing certain errors. The Limited Scan can be run while other users are in the software; however, it is typically slower to complete, may not report all errors, and cannot automatically correct any issues that it identifies.
Faster Processing Time
In the Platinum version of the software, the Tabs3 Billing and PracticeMaster DFIC is now processed at the server using the Platinum accelerators. This reduces network traffic as well as the time it takes to complete.
Better Reporting
When errors are encountered, a PDF of the Data File Integrity Check Error Report is automatically created and stored in the Current Working Directory. The software will maintain the last five reports for each program. The latest report can be accessed from the Data File Integrity Check window, and all five can be accessed from the Support Log (View | Log Files | Support Log). The DFIC Report has been enhanced to be easier to read, and includes information about how long the report took to complete and what options were used. See KB Article R11796, “Data File Integrity Check Error Reports” for additional information about what is included on these updated reports.
A WorkFlow can be set up to create a People record every time a contact is added with a Category of Witness. When a People record is created, it requires a Client ID be selected for it to proceed. Once the Client ID is selected, the record can be created and saved automatically or be left open for additional information to be added before saving the record.
To automatically create a People record based on a Witness Contact Category
You now have a WorkFlow that will automatically create a People record for you when a contact is added as a Witness.
For more information on WorkFlows, refer to our PracticeMaster WorkFlows Guide at Tabs3.com/support/docs.html or Knowledge Base Article R11307, “All About WorkFlows.”
Do you want to get paid faster? Get paid quickly and securely by providing an online payment option to your clients!
In Version 19 we added the ability to include a ProPay payment link in your email statements. This provides a secure way for your clients to pay with a credit card when they check their email and see they owe your firm money. Once a payment is made online, import the payment into Tabs3 Billing, and you’re done!
The Getting Paid Using Online Payments video shows you an email statement template that includes a ProPay link, the ProPay payment portal, and then shows you how to import payments made via ProPay links into Tabs3. It’s never been easier to get paid!
Watch this two-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.
In most data entry files, like the Journal, Document Management, and Calendar files, you can easily change the Client ID by opening a record and changing it or via the Change Client ID feature. However, before now, there wasn’t a way to change the Client ID for a fee or cost in PracticeMaster without deleting the record and starting over. We recently enhanced Version 19 so that you can now use the Change Client ID feature in the PracticeMaster Fee and Cost files!
The Change Client ID feature can be used for one record, or multiple selected records. Additionally, you have the option to update the rate based on the selected client, which will automatically recalculate the amount of the transaction(s). The Change Client ID features can be accessed via the following:
When you change the Client ID of a record that has been processed into a fee, the linked fee’s Client ID will also be changed.
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!
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.
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 software updates are included with maintenance at no additional charge? Our maintenance plan is best known for its first class technical support; however, there are more benefits to having maintenance!
The following benefits are included for firms on maintenance:
If you’re considering not renewing your maintenance, consider how losing access to new versions, new features, and technical updates may affect your firm. Staying on maintenance not only ensures that you have someone to call for help, but that you have access to the most up-to-date software.
Are you taking full advantage of the PracticeMaster Quick Clicks Pane? The Quick Clicks pane provides single-click access to a variety of features that will help you navigate your data files, including many of your common activities. For example, if you want to quickly convert a few timer records into fees, you can select the desired records in the List tab of the Journal file, and then click Convert to Fee in the Take Action group of the Quick Clicks pane.
The Quick Clicks pane is available in all PracticeMaster data files and Matter Manager, and is organized into the following groups:
Note: The image to the right shows the Quick Clicks pane for the Client file.
The Quick Clicks pane is also customizable via Manage Quick Clicks. Add, edit, or delete QuickViews, Filters, and Column Layouts; create folders; move items around within each group; and determine which items are shown or hidden! The Manage Quick Clicks window can be accessed via the (Manage) icon in the WorkFlow, Filter, Column Layout, and Customize Current View sections of the Quick Clicks Pane.
The ability to access features and information that you can organize is key, and the Quick Clicks pane helps make it quick and easy to find what you need, without scrolling through what you don’t need.
WorkFlows can take advantage of filtering to ensure they only run when they’re intended to. Filters are used to limit the records you want to display or select and can be used to limit the records shown in PracticeMaster files, Report Writer, Word Document Assembly, Outlook Synchronization, and WorkFlows. Filters can be simple comparisons, or advanced expressions capable of complex functionality.
Let’s take a look at the Filter Editor, and then a few scenarios where you might want to add a filter to your WorkFlows. To add a filter to your WorkFlow, open your WorkFlow via Maintenance | WorkFlows. In the WorkFlow Definition window, select Filtered Records, and click the Filter button.
In the Filter Editor, you can click New Row to add a simple row, or click New Advanced Row to create a more complex filter.
Below are a few scenarios where filtering the records that run the WorkFlow can help prevent the WorkFlow from running too often.
Scenario 1
Whenever we add a new Contact, our WorkFlow to create a new client record always triggers. However, we only need it to run when the contact has a Contact Category of “Client”.
To create a filter so the WorkFlow only triggers for a Contact Category of “Client”
Scenario 2
I have a WorkFlow that starts a fee record when we save a Document Management record. However, we don’t need fees to be created for documents with a DocType of “LTTR”.
To create a filter so the WorkFlow won’t trigger for a DocType of “LTTR”
Scenario 3
Our firm has a WorkFlow that recreates calendar records every time they’re deleted to prevent employees from accidentally deleting other people’s appointments. However, we do not want it to run when employees delete their own records.
This is a slightly more complicated scenario, but we can add an Advanced Row to compare the User ID assigned to the Calendar record with the User ID that is currently logged in by utilizing the UserID$ function. The UserID$ function always specifies the User ID logged into the software.
To create a filter so that employees can delete their own calendar records
For more information on filter expressions, including using them in WorkFlows, take a look at Knowledge Base Article R11493, “All About Expressions.”
Not only can you easily search for any actions, file, or report in the software via Search Actions, but you can also customize the Quick Launch pane to always show your most used actions and most accessed client matters!
The Customizing and using Quick Launch video shows you how to make the most out of the Quick Launch pane. Learn how to pin and unpin the Quick Launch pane, use the Search action feature, pin items to the Pinned Actions and matters to the Pinned Matters groups, move items around, and more!
Quick Launch makes it easy to navigate the software, lets each user customize the contents, and is available in all Tabs3 and PracticeMaster programs.
Watch this three-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.
If you use the Convert to Fee feature, customizing your Convert to Fee Settings can be a time saver!
Default settings can be specified for calendar, email, note, phone, research, timer, and document records via Convert to Fee Settings (Maintenance | Preferences | Convert to Fee Settings). Settings are saved per user, so each login user has their own default settings. Default settings are broken down by record type (e.g., timer, email, document, etc.) and provide defaults for tcode, timekeeper, description, time to bill, and more.
For example, you can specify the Default Timekeeper setting for each record type to one of the following:
This means that every time you convert a record to a fee, the timekeeper will be automatically entered based on your preferred setting for that record type.
As another example, you can specify a particular tcode, or task based billing code, for each record type. This means that you could set a default tcode of “14 – Communicate with” for email type journal records, and a default tcode of “10 – Legal research” for research type journal records.
By specifying Convert to Fee Settings, you will have less editing to do when converting records to fees, making this administrative task run quicker and more smoothly.
If you haven’t tried out QuickViews yet, you haven’t unlocked PracticeMaster’s full potential! PracticeMaster QuickViews provide a powerful way of organizing and finding information in PracticeMaster using the List tab. QuickViews combine a filter, column layout, and an index (default sort) into a tab at the top of the List tab. When you change from one QuickView to another, you quickly change which records you see, the columns that are displayed, and the order in which records appear. QuickViews can also include Smart tabs at the bottom of the List tab to further sort records into groups based on the selected indexed field. For example, when using Smart tabs in the Client file, you can quickly get a list of all clients with tabs for each area of practice, timekeeper, location, and much more!
You can customize the colors used for QuickViews and Smart tabs. You can share QuickViews for all users as needed, or define them for yourself. Once created, you can select a QuickView at the top of the List tab, or via the Quick Clicks pane.
To add a QuickView
Unlimited QuickViews can be created for every file in PracticeMaster, providing the ability to easily view and manage your data in many different ways. The options to organize your data are nearly limitless. For information on QuickViews that are included when PracticeMaster is installed, see Knowledge Base Article R11607, “QuickViews Included in PracticeMaster.” Try out the QuickViews already included, or create your own and see how quickly you find that you can’t work without them!
QuickViews are available for both Platinum and multi-user versions of the software. QuickViews run faster in the Platinum version of PracticeMaster due to the acceleration of filtering and column sorting.
People rely on their credit cards more and more to pay for things like clothes, medical procedures, and legal services.
Two reasons law firms decide to accept credit cards are because clients pay faster, which allows firms to spend less time collecting on past due bills and clients are more likely to pay their bill in full, which allows firms to reduce the amount they write off.
If you accept credit cards, there is no better way than with Tabs3. Credit card payments can be entered directly into Tabs3, or a link can be emailed to a client for them to pay online. When a client pays online, their payment information can be imported into Tabs3 so there is no double entry. When a credit card payment is entered directly into Tabs3, it is automatically processed and the funds are deposited into your existing bank account.
If you use Tabs3 Trust Accounting Software, you can have trust account payments deposited into a separate account from where processing fees are deducted. This integration takes the guesswork out of bank account reconciliation and helps you comply with many state bars’ rules regarding commingling funds.
We are partnered with ProPay, a TSYS company, to provide you with credit card processing that is better than ever.
If you’re interested in accepting credit cards, you can sign up in minutes at Tabs3.com/ProPay. If you have any questions regarding processing credit cards in Tabs3, contact your local consultant, or contact Technical Support at (402) 419-2210.
When linking is enabled on the PracticeMaster toolbar in Outlook, the email and the journal record in PracticeMaster are linked. This means that after you create a journal, calendar, or fee record from an email in Outlook, clicking the Journal, Calendar, or Fee button on the toolbar again will open the record you created in PracticeMaster instead of creating a new record. By default, linking is enabled.
When linking is disabled, clicking the Journal, Calendar, or Fee button will create a new record in PracticeMaster instead of opening an existing record. This allows you to create as many records as you need per email.
You can toggle Record Linking off and on for a single email by clicking the Linking On/Linking Off button on the PracticeMaster tab while viewing the email in Outlook.
However, keep in mind that when changing the Linking status, the default settings will determine what happens to the next email. Depending on your settings, turning Linking off may mean that the next email will also default to Linking Off, or it could automatically default back to Linking On.
To configure the default behavior for Record Linking
For more information regarding the Outlook Toolbar Plug-in, see Knowledge Base Article R11516, “Configuring the Outlook Toolbar Plug-in.”
We redesigned the Recap of Hours for Version 19, and included it on the new PracticeMaster Dashboard. Want to see how you can take advantage of this great feature?
The Recap of Hours can be displayed three different ways, and shows both billable and non-billable time, with the option of including unprocessed timer records in PracticeMaster. Check out the Recap of Hours video as it walks you through the new look, new features, and customization options.
Watch this two-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.
We added a couple of new features to the Print Checks process in Version 19!
When using the Print Checks program (Checks | Print Checks), if the Select Invoices to Print check box is selected on the Options tab, the number of invoices selected and the total amount to pay for all selected invoices are now displayed at the bottom of the Select Invoices window. Additionally, a Tabs3 column has been added that shows the Tabs3 cost status of Paid, Unpaid, or a dash, which indicates no linked cost transaction.
In the print checks program, you can also now select to Exclude Invoices with Unpaid Tabs3 Cost Transactions from the Options tab. When this option is selected, only invoices with the entire cost amount paid will be printed. This allows firms to opt not to pay invoices until a client pays them for the associated cost.
Did you know that PracticeMaster has a new dashboard in Version 19? The dashboard makes it easy to see your calendar for the day, your upcoming tasks, and a quick recap of the time you entered.
My Calendar
The Calendar widget shows a list of your upcoming events, along with a calendar that can be used to pick a different date. Mouse over an upcoming event to see more details, or click it to open the calendar record for editing. You can quickly add an item and open the full calendar.
My Tasks
The My Tasks widget shows all of your incomplete tasks broken up into sections by due date. This makes it easy to see what needs to be done first.
Recap of Hours
The Recap of Hours widget shows your hours worked compared to your daily target hours. This makes it easy to see the status of your worked hours, including any unprocessed timer records.
Note: The Home page must be selected in the PracticeMaster Theme Settings (View | Theme Settings | Home Page) to view the dashboard.
Did you know that if you use ProPay to process credit cards in Tabs3, you can now send a link to your clients so they can make a payment without you needing to get their credit card information? Once the payment is made by your client, you can then import those payment records into Tabs3 Billing.
This works by configuring your Email Statement template to automatically generate a personalized link to the ProPay website. The link can be used by your clients to pay their bills directly via credit/debit card or electronic check. Those payments can then be imported into Tabs3 using the new Import Online Payments feature.
Note: Each time an email is generated via the Email Statements program, a new and unique link is also generated specific to that client.
Knowledge Base Article R11767, “Using the Tabs3 Payment Link,” provides more information on how the Tabs3 Payment Link and Import Online Payments features work. Check out this article to learn how to modify your email template, process and email your statements, import online payments, and read frequently asked questions.
Our Knowledge Base can be accessed 24 hours a day, 7 days a week, at support.Tabs3.com. You can also access our Knowledge Base while in the software by selecting Help | Internet Resources | Knowledge Base.
Fees can occasionally be entered in an order that may be confusing on a statement. For example, when the statement is printed out, it might look like you reviewed a document before writing the first draft! In Version 19, you can use the Reorder Fees utility to change the order in which fees with the same date are displayed on a single statement.
The order in which fee transactions are printed on a statement is based on three levels:
The Reorder Fees utility (Statements | Statement Preparation | Reorder Fees) lists all work-in-process fees for the selected client. Fees can be moved using the Move Up and Move Down buttons. Moving fees up and down changes the reference number of the fee immediately.
However, keep in mind that fees can only be moved up or down within the same date. For example, if there are three fees dated 2/15, and one fee dated 2/16, only the fees dated 2/15 can be moved.
You can use the Group fees by drop-down option to see what order fees would be listed on a client’s statement based on the Subtotal selected in the Statement Template. When selecting Draft or Final, the fees will be grouped as specified in the Subtotal field of the selected client’s Draft or Final Statement Template.
Take a look at how fees are shown on your clients’ statements, and see how the Reorder Fees utility can help you. Your clients will appreciate the order, and you might get paid faster!
This can be accomplished by creating a WorkFlow that prompts the user if they’d like it to run when a Document Management record is created with a particular Document Type (e.g., “Form” or “Proposal”). Fee and email values will be entered automatically.
Once the WorkFlow completes, the document can easily be attached to the email.
To automatically create a fee and start an email every time Document Management records are added with certain Document Types
When run, this WorkFlow will start an email to which the document can be attached. To attach the document to the email, select the PracticeMaster tab of the email, click Attach PM Document, and then select the new Document Management record from the list.
Note: This WorkFlow can be created for each Document Type, as needed.
For more information on WorkFlows, refer to our PracticeMaster WorkFlows Guide at Tabs3.com/support/docs.html or Knowledge Base Article R11307, “All About WorkFlows.”
Did you know that you can create separate tab groups in the Tabs3 software? Tab groups provide the ability to show two or more Tabs3 windows at the same time. This is especially handy when it’s necessary to compare data.
The Tabbed Mode Splitscreen training video shows you how to turn on the Tabbed Interface and then walks you through creating new horizontal and vertical tab groups by dragging and dropping tabs or via the Windows menu. You’ll also learn how you can move tabs between tab groups or reorder tabs within the same group.
Watch this two-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 | Training Videos.
Did you know that you can set a timekeeper’s rate to change as of a specific date? This means that the software will automatically apply the correct rate based on the fee’s date, allowing you to continue entering time like normal. For example, let’s say you want to change a timekeeper’s rate from $250 to $275, effective on March 1st. In this scenario, any time entered with a date prior to March 1st will automatically use the $250 rate, and any time entered with a date of March 1st or later will automatically use the $275 rate. This helps make it easy to change rates and have them billed correctly.
To set the effective date for new timekeeper rates
Note: New rates can also be configured in Rate Tables by editing each table.
In Version 19, we added the Attach PM Document button to the PracticeMaster toolbar in Outlook. When composing an email in Outlook, this button is available on the PracticeMaster tab if the PracticeMaster toolbar is installed.
To add multiple managed documents to an outgoing email
You can now finish composing your email and send it. Keep in mind that your or the recipient’s email server may have a limit on the size of attachments that can be included with an email message.
Note: If you only need to send a single managed document to someone, you can also open the document management record in PracticeMaster and click the Send Email option in the Take Action group of the Quick Clicks pane. This will create a new email message in Outlook with the document attached. However, if you need to attach a single managed document to a reply or forwarded email, use the Attach PM Document button instead.
Wondering what all the fuss is over the new look of Version 19, but don’t have time to read up on it? It takes less than two minutes to watch it in action.
The What’s New in Version 19 video provides a quick overview of some of the coolest new features in 19 – the new look and navigation! Watch this video to see how the new font and text size changes the way you view the software. You can also see how to access the features you use most quicker than ever via the Home Page, Tabbed Interface, Quick Launch, and the PracticeMaster Dashboard.
Watch this two-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 | Training Videos.
You may have already heard that Version 19 has been released, but you might have a few questions prior to updating, or while using the new version for the first time. Knowledge Base Article R11745, “Version 19 Frequently Asked Questions,” provides a list of questions that may come up while working with the new version.
Frequently asked questions (FAQs) in this article are broken down into categories for each program (e.g., Tabs3 Billing, PracticeMaster, etc.). Many FAQs are also provided regarding the new look, including questions on the new tabbed interface, how to quickly get to the Home page and the Quick Launch, changing Theme Settings, and more.
For in-depth information on all of the new Version 19 features, including screenshots, see the What’s New List or Knowledge Base Article R11744, “Version 19 Introduction to New Features.” A list with links to all Version 19 information can be found in R11746, “Version 19 Information and Resources.”
Our Knowledge Base can be accessed 24 hours a day, 7 days a week, at support.Tabs3.com. You can also access our Knowledge Base while in the software by selecting Help | Internet Resources | Knowledge Base.
If you’ve updated to Version 19, then you’re familiar with the new look. But did you know that you can customize it? We introduced several updates to the look of Tabs3 including a new font, larger text size, a tabbed interface, Home page, Quick Launch, and more. Many of these options can be changed via Theme Settings (View | Theme Settings). Let’s take a look at all of the options in the Theme Settings window.
General Settings tab
The General Settings tab of the Theme Settings window allows you to configure what features of the application are shown when you start the software. Theme settings are saved for each user.
The following Navigation options can individually be shown or hidden:
The following Interface options are available
Text Size tab
In Version 19, Tabs3 Connect has been updated with a cleaner, more modern look, including new icons, a new font, and updated colors. The icons are very similar to those in Tabs3 and PracticeMaster that you are already familiar with, and all of the pages now use the Open Sans web font to provide a consistent look between devices and improve readability.
In addition to this graphical makeover, Tabs3 Connect has received a few enhancements to its features.
To access the new look and features, update to Version 19!
For more information on Tabs3 Connect, contact your consultant, contact Technical Support at (402) 419-2210, or visit Knowledge Base Article R11480, “All About Tabs3 Connect.”
Accounts Payable Software (APS) and Trust Accounting Software (TAS) allow you to view 1099 information on reports, print 1099-MISC forms for filing, or create a 1099 Disk File which can be used to electronically file with the IRS. Using both APS and TAS together allows you to create a combined file by merging your TAS data into APS to run one set of 1099 forms or create a single electronic file.
Continuous 1099 Forms can be ordered directly from the IRS. However, for laser printer forms, we recommend ordering 1099 Forms from Nelco®. These forms are guaranteed 100% compatible with APS and TAS. Likewise, you can order W-2 Wage and Tax Statement laser forms from Nelco. Now is a good time to take inventory of your 1099 forms, Accounts Payable checks, and Trust Accounting checks so you can order them all at the same time! Nelco has over 50 years of experience in the business forms industry. Order today by calling 1-800-266-4669 or go to nelcosolutions.com/Tabs3.
This can be accomplished by creating a WorkFlow that will automatically trigger whenever a calendar record with a particular calendar code (e.g., “FC”) is marked as completed. The WorkFlow will create a calendar entry populated with field values specified in the WorkFlow itself. For our example, the calendar entry will include the following:
To automatically create the next Calendar entry every time one is completed in the set
You now have a WorkFlow that will create a customized calendar entry based on the completion dates of the prior task. This can be reapplied as many times as is necessary for the series to be completely automated as things are marked completed.
For more information on WorkFlows, refer to our PracticeMaster WorkFlows Guide at Tabs3.com/support/docs.html or Knowledge Base Article R11307, “All About WorkFlows.”
Do you struggle with keeping track of where all of your pre-bills are at in the review process? Pre-Bill tracking makes it easy to track the progress of your billing cycle.
The Pre-Bill Tracking video provides an overview of how pre-bill tracking works in Tabs3 and how it can save you time. This video starts with how pre-bills are created via draft statements or work-in-process reports and then explains the Pre-Bill Tracking program. Each setting is explained as you are walked through the billing process.
Pre-Bill Tracking is a powerful productivity tool that lets you easily manage your firm’s billing workflow. It helps eliminate the problem of statements not being run for clients because the pre-bills were not returned.
Watch this six-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.
Tabs3 version 19 has been released, and there are many great new features! The following features are only some of the enhancements we made for this version:
All Tabs3 & PracticeMaster Software
Tabs3
PracticeMaster
General Ledger
Accounts Payable
Trust Accounting
Tabs3 Connect
For in-depth information on all of the new Version 19 features, including screenshots, see the What’s New List or Knowledge Base Article R11744, “Version 19 Introduction to New Features.” A list with links to all Version 19 information can be found in R11746, “Version 19 Information and Resources.”
To download Version 19, select Check for Updates from the Help menu, visit Tabs3.com/support/update/v19upd.html, or contact your local consultant.
If you have any questions about the update, please contact your consultant, or contact Technical Support at (402) 419-2210.
Have you ever wanted to change the size of the windows, menus, page tabs, lists, and messages in the software? How about changing the font face and size on your PracticeMaster forms? Version 19 introduces a new, larger default font in the software and allows you more control over font via new customization options.
Knowledge Base Article R11778, “Customizing Fonts and Colors in Tabs3 Software,” discusses customizing the appearance in Tabs3 and PracticeMaster programs, customizing the printed output, and some common questions and answers. Included in this article is more information on the new Theme Settings, form designer changes, how to manually change the font, and how Windows personalization settings affect the color and font size in Tabs3 and PracticeMaster software.
Our Knowledge Base can be accessed 24 hours a day, 7 days a week, at support.Tabs3.com. You can also access our Knowledge Base while in the software by selecting Help | Internet Resources | Knowledge Base.
We wanted you to know that our family of products has grown – we recently acquired CosmoLex! CosmoLex is a leading provider of cloud legal practice management, billing, and accounting software.
Our three product lines together – Tabs3, Kurent, and CosmoLex – now serve over 100,000 legal professionals in the United States and Canada. By adding CosmoLex to our Kurent and Tabs3 product lines, we now have the most complete offering of billing, financial, and practice management software for solo to midsized law firms; whether you want a desktop or cloud solution.
The following products are now offered by Tabs3 Software:
Want to learn more about what CosmoLex can do for you? Check out this CosmoLex overview video!
As a Tabs3 client this news does not affect you unless you are interested in a cloud product. If you are, please email sales@tabs3.com for more information about Kurent and CosmoLex. For more information on this exciting news, check out our CosmoLex Press Release.
PracticeMaster has the ability to customize which fields synchronize with Outlook. You can select which PracticeMaster field values to display in Outlook’s Subject or Description fields for Calendar records. When synchronizing contacts to Outlook, you can select which PracticeMaster fields to map to their corresponding Outlook fields. These features make it easy to display custom calendar and contact information from PracticeMaster in Outlook.
To specify which fields are displayed in the Subject field of Outlook Calendar records
To specify which fields are displayed in the Description field of Outlook Calendar records
To specify which fields are displayed for Outlook contacts
Any changes to the field settings will trigger a Critical Synchronization. This process updates previously synchronized records to use the new settings.
Working with a lot of data can be time consuming. However, PracticeMaster makes it easy by allowing you to restrict the records shown based on criteria you specify using filters. This powerful feature allows you to deal with just those records that apply to your situation.
The Filtering Overview video demonstrates how to select and clear filters via Quick Clicks on the List tab of data entry windows, how to select and clear filters in the Graphical Calendar, using the Search box, creating a simple filter, and how to rearrange filters in the Quick Clicks pane.
Watch this three-and-a-half minute video here:
Taking advantage of PracticeMaster filters will greatly enhance your ability to quickly and easily find exactly what you need.
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.
Did you know that you can press Ctrl+Shift+F to open the Fee file and Ctrl+M to open the Matter Manager or Client Manager? Most people are aware of standard keystrokes, such as Ctrl+S to Save, Ctrl+C to Copy, Ctrl+V to Paste, etc. However, there are many more shortcuts to help save time in Tabs3 and PracticeMaster without your hands leaving the keyboard!
Tabs3 and PracticeMaster provide two lists of keyboard shortcuts and keystrokes to help speed up your data entry. These can each be found via Help in any of our software by pressing F1 and then entering “keyboard shortcuts” and “keystrokes” on the Index tab. We recommend printing these lists out as a reference until you get used to the ones you need most.
Going between keyboard and mouse to access everyday tasks may not seem very time consuming, but the time it takes for those extra clicks can add up. Check out which keyboard shortcuts and keystrokes will save you time today!
A User Activated WorkFlow can be created and then run on selected records in the Client file. By not specifying a User ID in the WorkFlow, and instead having the WorkFlow use the User ID of the currently logged in User, anyone can run the WorkFlow. You can use the Search box or create a filter to display the desired clients prior to running the WorkFlow.
To create a WorkFlow that adds a User ID to the User/Group field of the linked Contact records
This WorkFlow is now ready to be run for selected clients.
For more information on WorkFlows, refer to our PracticeMaster WorkFlows Guide at Tabs3.com/support/docs.html or Knowledge Base Article R11307, “All About WorkFlows.”
Did you know that you can easily access several resources, besides Help files, from the Help menu in the software?
From the Help | Internet Resources menu, you can select the following:
Are you familiar with how the Tabs3 and PracticeMaster software integrates? One of the key features of Tabs3 and PracticeMaster software is how tightly our billing, practice management, general ledger, accounts payable, and trust accounting software all work together.
Knowledge Base Article R11143, “Integration Overview of Tabs3 and PracticeMaster Software,” provides an overview of how the Tabs3 and PracticeMaster software integrates. Brief information and notes on how each piece integrates are provided for the following:
Tabs3 Billing Software
Tabs3 General Ledger Software (GLS)
Tabs3 Trust Accounting Software (TAS)
Tabs3 Accounts Payable Software (APS)
Take a moment to review how our software integrates and see what will help your daily, weekly, and monthly process!
If you want more details on how integration between various software works, check out our comprehensive Integration Guide at Tabs3.com/docs.
Our Knowledge Base can be accessed 24 hours a day, 7 days a week, at support.Tabs3.com. You can also access our Knowledge Base while in the software by selecting Help | Internet Resources | Knowledge Base.
Did you know that you can see who is currently logged into the software? The Active User List shows you who’s in, and which programs they are currently accessing. This can be helpful when you want to get everyone out of the software for maintenance. By accessing the Active User List via View | Active User List, you can see who you need to have close the software.
When opening the Active User List, a window is displayed with all users who are in the currently open software (e.g., if you open the Active User List from PracticeMaster, users in PracticeMaster will be displayed). Additionally, you can see which computer they are logged into, and which file they are accessing in the software. Manager users will also have an All Systems check box and a Reset button. When the All Systems check box is selected, all users in all programs will be listed. The Reset button allows managers to reset a user, which closes the software on that user’s computer. (Note: Resetting users is not recommended in most situations, and should only be used when the user in question is not in the software.)
Manager users can always access the Active User List, but other users can be given access rights, or have access rights removed for this feature.
To add or remove rights to the Active User List
The next time you want to see who is currently in the software, check out the Active User List!
You may already be set up to synchronize your calendar and contacts between PracticeMaster and Microsoft Outlook via your Exchange server, but using the Platinum Exchange Connector has so many more great benefits!
What makes the Exchange Connector a better option?
To set up the Exchange Connector, you must configure the Active Directory Domain Controller, the Exchange Server, the Tabs3 and PracticeMaster Platinum Server, and the Exchange Connector settings. For complete instructions on setting up the Exchange Connector, refer to Knowledge Base Article R11596, “Configuring the PracticeMaster Platinum Exchange Connector.”
For more information about Platinum features, see Knowledge Base Article R11379, “Platinum Overview.” If you have any questions regarding Platinum features, including the Exchange Connector, contact your local consultant, or contact Technical Support at (402) 419-2210.
PracticeMaster’s Contact integration with Outlook provides the ability to restrict which contact records synchronize between PracticeMaster and Outlook. When configuring Contact syncing, you can optionally specify to not include Outlook private contacts as well as which contacts are synced to your Outlook folder.
Common filters are based on the User/Group or the Category fields in the Contact file. Alternatively, you can create a custom filter to further narrow which contacts you want to sync to Outlook. Our example will filter contacts based on the User/Group field.
To configure contact synchronization for your User ID to integrate with Outlook
Because a critical setting was changed, you will be required to resynchronize with Outlook before continuing. If prompted to confirm changes, review the list of changes and, once satisfied with the changes, click Synchronize.
Note: If you have any questions regarding the above steps, please contact Tabs3 Technical Support at 402-419-2210 or your IT professional.
For complete information on Outlook Integration, refer to our Outlook Integration Guide at Tabs3.com/support/docs.html.
Did you know that you can easily produce graphs for several Tabs3 reports? Graphs provide a visual element and can be a great way to present information.
Graphs can be printed for the Timekeeper Productivity Report, Category Productivity Report, Timekeeper Profitability Report, and Productivity Report by Category for each Timekeeper. Twelve types of graphs can be printed, including bar graphs, pie charts, and line plots.
The About Graphs training video walks you through printing a graph, how to switch graph types in the Preview window, and explains each field on the Graphs tab of reports.
Take a look and see how graphs can improve your reports and presentation!
Watch this three-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.
Security in a law firm is a top priority. In addition to many other security features, Tabs3 and PracticeMaster software provides the ability to limit a user’s access to specific timekeepers’ transactions via the Assign Tabs3/PracticeMaster Timekeepers function. Users who are assigned to timekeepers can only view transactions that have their assigned timekeepers specified as the working timekeeper. Additionally, certain reports will filter their results based on assigned timekeepers.
To assign timekeepers via System Configuration
For information on how this setting affects the Tabs3 and PracticeMaster software, Knowledge Base Article R11328, “Assigning Tabs3/PracticeMaster Timekeepers,” explains how assigning timekeepers works, provides a list of reports and tasks that are affected by this setting, and explains exactly how they will be affected.
Our Knowledge Base can be accessed 24 hours a day, 7 days a week, at support.Tabs3.com. You can also access our Knowledge Base while in the software by selecting Help | Internet Resources | Knowledge Base.
Did you know that you can write off all or a portion of a client’s accounts receivable balance? When a write off is performed using the Write Off Client program, a special write off record is created and stored in the client ledger file for audit trail purposes and adjustments are made to receipt allocation records. Write offs can also be shown on the next statement (provided a description-only transaction is entered when the write off is performed).
The Write Off Client program is used to write off all or a portion of a client’s accounts receivable balance. If you select to write off an individual statement, you have the option of writing off the entire statement or selecting which portion of the statement you want to write off. You also have the option of writing off the balance for all timekeepers or a specific timekeeper for all statements or an individual statement.
To perform a write off
Additionally, you have the option of reversing a write off if you find the write off was in error, or you want to change the way the write off was performed.
To reverse a write off
PracticeMaster Reminders do not synchronize over to Outlook. However, a WorkFlow can be set up that will automatically create additional calendar records as “reminders” in PracticeMaster when a certain calendar code is used. Because we are creating separate calendar records, they will then synchronize over to Outlook.
To create a WorkFlow that adds additional calendar records based on Calendar Code
The specified user will now have an automatic reminder set up for one week prior to a record with a Calendar Code of “Hearing”.
For more information on WorkFlows, refer to our PracticeMaster WorkFlows Guide at Tabs3.com/support/docs.html or Knowledge Base Article R11307, “All About WorkFlows.”
Determining conflicts in a firm is important. PracticeMaster helps make it easy.
PracticeMaster’s Conflict Search is a powerful tool that can be used to find all occurrences of specified text to help determine if any conflicts are present. Fully indexed files are used, providing lightning-fast search times.
The Conflict of Interest Search video provides information on how to access the Conflict of Interest, examples of a simple search as well as a more complex search, and shows the benefits of the drill-down feature in the Preview window.
By allowing you to search all of your records in seconds and helping you maximize your productivity, the Conflict of Interest Search is one of the ways in which PracticeMaster saves you time. Make sure you’re taking full advantage of this great feature.
Watch this three-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.
Did you know that you can easily copy records in PracticeMaster using the Replicate feature? Replicating a record adds a new record that uses most, if not all, of the information from an existing record as a basis for the new record.
When replicating a record, all fields will be copied to the new record with the following exceptions:
Note: If you are integrating with Tabs3 Billing, you will not be able to use the Replicate feature in the Billing System Lookup Files (i.e., Timekeeper, Category, Tcode, Task Code, and Location files).
To Replicate a record
For more information on the Replicate feature, as well as limitations, open the PracticeMaster Help (F1 or Help | Help Topics) and enter “Replicate” on the Index tab.
Is your desk cluttered with sticky notes, miscellaneous pieces of paper, and phone messages? Clear your work area, consolidate your notes, and link them to the appropriate clients and contacts by using the PracticeMaster Journal file!
The following types of records can be added to the Journal file (File | Open | Journal) by clicking the (New) button:
Alternatively, Time Tasks, Phone Tasks, and Research Tasks can be created via the Timer (File | Timer). When integrated with Tabs3, any Client Notes from Tabs3 (File | Open | Client | Client Notes tab) can also be viewed, but not edited, in the PracticeMaster Journal file.
Not only can you move information from paper to PracticeMaster, but every journal record provides a Client ID and Contact field. This links the record directly to the client’s matter and/or contact for which it applies and allows others to access the same information when they need it. Simply open the Client and/or Contact file and click on the Journal tab to see all journal records pertaining to this client, or select a Journal Page tab (e.g., E-mail, Phone, Timer, etc.) to see specific record types. You can configure which tabs to display in the Client file by opening Configure Client Pages (Edit | Configure Client Pages) from the List tab, and in the Contact file by opening Configure Contact Pages (Edit | Configure Contact Pages).
Use PracticeMaster to help organize your notes, research, and more – unclutter your workspace and allow others access to valuable information!
Do you use Taskbill to send electronic bills? You may have noticed that while many companies accept the LEDES 1998B format, they often require specific modifications in order to accept your bills. Over the years, numerous LEDES 1998B subformats have been created for Tabs3 to help firms get their eBills formatted correctly, but it is often difficult to determine which subformat is needed for a particular situation.
To help firms find the correct LEDES 1998B subformat for their situation, we are pleased to announce Knowledge Base Article R11769, “LEDES 1998B Subformat Information for Taskbill.” This article provides detailed information on the LEDES 1998B format, the fields it contains, and how those fields are modified by the numerous subformats.
For those of you who are not familiar with Taskbill, you can read more about it in R10435, “Tabs3 Taskbill Product Information.” If you submit bills electronically, but don’t have Taskbill, take a look at what Taskbill can do for you!
Our Knowledge Base can be accessed 24 hours a day, 7 days a week, at support.Tabs3.com. You can also access our Knowledge Base while in the software by selecting Help | Internet Resources | Knowledge Base.
We are pleased to announce that we have selected ProCirrus as our Preferred National Cloud Hosting Partner. Hosting providers like ProCirrus can make managing your technology much easier. Instead of installing and maintaining programs like Tabs3 on your server, you login to the programs from a secure website that ProCirrus maintains. ProCirrus is a full-service cloud hosting company that specializes in providing hosting services for the legal industry. You can find more information about ProCirrus on their website at:
“We are very excited to become the Preferred National Cloud Hosting Partner for Tabs3 Software and combine their feature-rich applications with our full-service cloud,” said Dan LeBaron, Chief Technology Officer. “With over a decade of successful Tabs3 hosting, our partnership represents a better overall solution and support for both our current and future mutual clients.”
You can learn more about the various cloud options available in the following resources:
If you are thinking about switching to a hosted provider, be sure to include ProCirrus on your list of potential service providers.
The Platinum version of Tabs3 and PracticeMaster software provides a multitude of benefits when working with reports. If reporting is important to your firm, take a look at the following reasons to upgrade now!
Platinum Report Accelerators
Platinum accelerators make processing reports and statements an average of 10 – 30 times faster. The reason for the speed boost is that all of the processing is done at the server instead of sending data back and forth across the network. This significantly affects the time it takes to run reports.
Take a look at actual benchmark numbers in Knowledge Base Article R11142, “Tabs3 Performance Comparison.” You might be surprised!
For more information on how accelerators work and a list of accelerated reports, see Knowledge Base Article R11182, “Tabs3 and PracticeMaster Accelerators.”
Platinum Exclusive Report Options
When you upgrade to Platinum, you get two bonus reporting options in Tabs3:
These reporting options are only available with Platinum because they are very data intensive with complex calculations. Processing these reports using the report accelerator allows the reports to be generated much more quickly, making them fully accessible in Platinum.
For more information on the Accounts Receivable by Timekeeper Report and Enhanced Detail Accounts Receivable Report, see Knowledge Base Article R11379, “Platinum Overview.”
Platinum SQL ODBC
Are you looking for a way to compile all of the information you need onto one report, rather than using multiple reports? Do you prefer to manipulate report data using tools you are more familiar with, such as Microsoft® Excel® or Access®? You may find a solution with the ODBC driver.
All Tabs3 and PracticeMaster software is ODBC capable. This means an ODBC driver can be used to export the information into various environments that allow for ODBC. Many users have utilized the ODBC driver to create reports in programs such as Crystal Reports®, Access, and Excel. This can allow for a single report with all of the desired data.
You can purchase individual licenses for the standard 32-bit version of ODBC, but what if you want to increase the processing speed and/or take advantage of 64-bit programs to access the data? Platinum SQL software includes an SQL ODBC driver. The Platinum SQL ODBC driver has the following advantages:
Accelerated SQL Processing – Platinum SQL provides significantly faster reports when using ODBC-capable software. The standard ODBC driver for Tabs3 and PracticeMaster software processes all queries at the workstation, but with Platinum SQL, all queries are processed at the server, thus improving performance and reducing network load.
64- & 32-bit Access – The SQL ODBC driver included with the Platinum SQL software is available in both 64-bit and 32-bit versions. Users with 64-bit workstations can install both drivers and will only need to configure the ODBC data source once.
Firm-wide License Included – The license for the standard ODBC driver is purchased per workstation. However, the ODBC driver included with the Platinum SQL software is licensed for use by the entire firm and is included at no extra charge.
Microsoft SQL Server Access via OLE DB – Platinum SQL supports OLE DB access. In addition to standard ODBC access, Tabs3 and PracticeMaster data is also accessible from OLE DB compatible software using the Microsoft OLE DB Provider for ODBC. This includes Microsoft SQL Server software.
Note: Tabs3 and PracticeMaster data files are ODBC capable as read-only. It is not possible to write to Tabs3 or PracticeMaster data files using an ODBC driver. If you have questions about creating reports using ODBC, contact your local consultant.
For more information on what ODBC can do for you, see Knowledge Base Article R10017, “Working with ODBC.” For more information on Platinum SQL, see Knowledge Base Article R11417, “Platinum SQL Overview.”
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.
Because the calendar entries were synchronized between PracticeMaster and Outlook, the Outlook Sync Log can be used to help determine if records were deleted. The Outlook Sync Log keeps track of every add, change, or delete that passes between Outlook and PracticeMaster.
Because the Outlook Sync Log records everything that synchronizes between PracticeMaster and Outlook, it can be quite large. Fortunately, we can create a filter to help narrow down the records we want to look at.
To filter the Outlook Sync Log for deleted records
Once the filter is enabled in the Quick Clicks pane, only those records that were deleted during the sync will be shown. You can then determine if records need to be added back into PracticeMaster based on record information in the Outlook Sync Log including the calendar Description, Owner (User), and Due Date/Time.
If you do not see the record(s) you are expecting, keep in mind that it’s also possible for records to appear deleted when they were actually changed (e.g., removing a User from the record, changing the Due Date field, etc.). If you want to look for changed records, instead of deleted records, simply change the filter’s Test Value from “D” to “U” in step 6b above.
For more information on PracticeMaster’s integration with Outlook, please see our Outlook Integration Guide.
Work-in-process reports can provide valuable insight into what can be billed to a client, as well as what will be owed once billed. These Reports provide detailed information about work-in-process transactions, along with client-related information.
The Detail Work-In-Process Report is one of the most customizable reports in Tabs3. You can set it up to include only the transaction details that you need to see, and you can even control which columns print on the report. The Detail Work-In-Process Report provides access to all of the unbilled transactions for your clients and can be used as a pre-bill to assist with billing decisions prior to generating final statements.
The Summary Work-In-Process Report provides a quick summary of clients’ status for reviewing previous balance and payment/credit information in addition to how much each client would owe if all work-in-process were billed today.
The Detail and Summary Work-In-Process Reports video walks you through the different options for each report, and shows you an example of what each report looks like. Information on the generated reports is also provided.
Watch this nine-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.
Did you know that there are several ways of filtering your reports and statements so that you only see the data you want to see? Most reports have a Client tab and several reports have a Transactions tab. Likewise, when generating statements, both the Client tab and the Transactions tab are available. These tabs provide options for which clients and/or transactions are to be included on the report.
Client tab
The Client tab provides the ability to select a client range based on several different factors including the Client ID, Name Search, Primary/Secondary/Originating Timekeeper, Billing Category, Billing Frequency, Location, Status, and Open/Close Date. When filtering by Status, the following options are available:
Transactions tab
The Transactions tab provides the ability to select a transaction range based on several different factors including whether to include Fees, Expenses, Advances, and Payments. Additionally, ranges for Fee/Cost Timekeeper (working timekeeper), Fee/Cost/Payment Date, Fee/Cost/Payment Tcode, Category, and Cost Type are available.
These are the most common options for filtering reports. However, some reports may have additional options to further filter data that are specific to that report. For example, the Transaction File List provides the option to include Work-In-Process and/or Archived transactions, Billable and/or Non-Billable transactions, and more.
So if you’re running reports or statements and you’re getting more clients and/or transactions than you want included, try using the filter options to help fine-tune your report!
Do you have a question about the software? Any questions that you want to ask have likely been asked by others as well. Because of this, we have created several targeted Frequently Asked Questions (FAQs) articles, and made it easy to access them all in one place.
Knowledge Base Article R11567, “Frequently Asked Questions for All Products,” provides a list of articles answering FAQs. Articles are grouped by general, software features, and version specific questions.
Our Knowledge Base can be accessed 24 hours a day, 7 days a week, at support.Tabs3.com. You can also access our Knowledge Base while in the software by selecting Help | Internet Resources | Knowledge Base.
Effective immediately, we have reduced the monthly subscription plan rates for our Platinum SQL levels of Tabs3 and PracticeMaster software by 20%. Tabs3 Billing and PracticeMaster software are now each $32/month per user and Tabs3 Financial Software is $8/month per user.
“We are excited about this reduced pricing for clients choosing to pay for our Platinum SQL level of our software on a monthly per user subscription basis,” said Dan Berlin, President and CEO of Tabs3 Software. “This makes it even more affordable to have the ability to enter fees and costs from your mobile device via Tabs3 Connect, take better advantage of the speed of your firm’s computer, and more.”
The subscription pricing model features a low monthly cost that includes all the benefits of being on maintenance, including free technical support and free updates, plus access to the most award-winning software in the industry.
If you are interested in upgrading to Platinum SQL via monthly subscription, contact either your local consultant or our sales team at (402) 419-2200.
As of June 1, 2018, Software Technology, LLC no longer provides support for Version 16.1 or Version 16.2 of Tabs3 Billing and Financial Software or PracticeMaster.
Additionally, support for all discontinued 32-bit DOS Interface programs, such as EQDCONV, is no longer provided. These discontinued programs have been replaced by the Tabs3 Device Interface program (TBDevice).
If you are still using an older version of the software, now is the perfect time to get up to date with the latest version of Tabs3 and PracticeMaster. You will be surprised at the number of features you’ve been missing! Click here to see What’s New in each version.
As an added benefit, when you purchase an update for your software licenses, you will receive four months of maintenance, which entitles you to unlimited technical support, software updates, and new versions.
If you have any questions regarding the discontinuation of support for Version 16, please contact your local consultant, or a member of our Sales Department at (402) 419-2200.
Previously published in May, April, March, February, January, December, October, August, and June. Updated June 2018.
You can turn any number of tasks into single click functions using WorkFlows.
When the User Activated check box is selected in a WorkFlow, the WorkFlow will be included in the WorkFlow group of the Quick Clicks pane for the selected file. This allows you to manually run the WorkFlow on demand for the selected records.
For example, let’s say that when a client calls in to set up an appointment, you want to quickly and easily add a calendar record. A User Activated WorkFlow can be created in the Client file so that when the client calls in to make an appointment, you can click the WorkFlow and have the calendar record automatically created with the Client ID, Description, Calendar Code, and Alarm already filled in.
To create a User Defined WorkFlow
Keep in mind that WorkFlows that do not have the User Activated check box selected will not be available in the WorkFlow group of the Quick Clicks pane, and will only run when triggered. However, you can optionally make WorkFlows that automatically run when records are added, changed, or deleted also run on demand by selecting the User Activated check box. This can help provide more flexibility in a WorkFlow that sometimes needs to run automatically and sometimes on demand.
For more information on WorkFlows, refer to our PracticeMaster WorkFlows Guide at Tabs3.com/support/docs.html or Knowledge Base Article R11307, “All About WorkFlows.”
If you’re not already using client funds, you may be wondering how to set it up and start using it.
The Client Funds feature in Tabs3 can be used to maintain a separate accounting of client funds for non-refundable retainers. These funds are kept separate from the client’s accounts receivable balance and are typically deposited in the firm’s general account.
Before entering client funds transactions, you must first set up the client. Once the client is set up, you can use the Client Funds file to enter client funds transactions. Deposits, withdrawals, and payments to the firm can be made to the client funds account.
The Using Client Funds video walks you through setting up a client for client funds, including more information on each of the setup options. This video will also walk you through entering a Deposit and a Payment to Firm, explaining how each field affects how the transaction is handled.
Watch this eight-minute video here:
Note: Other funds such as trust funds, escrow funds, refundable retainers, etc., can be entered as Client Funds, but using a trust account system (such as Tabs3 Trust Accounting Software) is recommended to better comply with state bar recommendations.
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.
If you need to find data in PracticeMaster based on just a word or phrase, we have you covered! There are several ways to search in PracticeMaster to find what you need.
Search Box
The search box, which is available on the List tab for all files, the Matter Manager, and the Graphical Calendar, can be used to quickly search for all records that contain a specific string of text in any of the fields included in the currently selected column layout. You can optionally search for different text in multiple fields at one time. You can enter text directly in the Search List field, or click the button to show a list of fields for more specific searching. If the desired field is not shown, click the Fields button for a list of all fields in the current column layout.
Conflict of Interest
PracticeMaster’s Conflict of Interest Search (Search | Conflict of Interest Search) provides robust searching capabilities including whole word or partial word searching and word order, phonetic searching, and record drill-down capabilities on reports.
Files searched in PracticeMaster include the Client file, Contact file, fee transactions, cost transactions, Calendar, Journal, Document Management, and Area of Practice files, which include e-mail records, call logs, research tasks, and phone timer records. If PracticeMaster is integrated with Tabs3, all fields in PracticeMaster that exist in both programs (such as Miscellaneous Lines in the client file), will contain information from Tabs3 in addition to existing information in PracticeMaster.
Note: A field must be marked as Include in Conflict Search in File Maintenance (Maintenance | File Maintenance) in order to be included in the Conflict of Interest Search.
Document Search
The Document Search program (Search | Document Search) is a powerful program used to search the contents of Document Management documents, e-mail attachments, and linked documents associated with PracticeMaster records.
Searching capabilities including whole word or partial word searching; phonetic, stemming, and fuzzy searching; and record drill-down capabilities on reports. Additionally, you can narrow your search to specific dates, clients, document types, and/or users.
Contact Search
The Contact Search (Search | Contact Search) lets you quickly find a single contact so that you can drill down to a phone number or other information for the contact. Searching capabilities including partial word searching, phonetic searching, and record drill-down capabilities on reports.
Note: A field must be marked as Include in Contact Search in File Maintenance (Maintenance | File Maintenance) in order to be included in the Contact Search.
Find and Replace
On any List tab, the Find and Replace program (Edit | Find and Replace) can be used to find one or more records containing specific text, and optionally replace the text with a new value. You can search the current list or just highlighted records, all fields or specific fields.
Find and Replace is a quick and easy alternative to updating multiple records with the same information one by one.
Data can always be found using the various search options in PracticeMaster. Learn more about the various PracticeMaster search features in the PracticeMaster Search Guide.
A majority of errors and problems that firms encounter result from a failure in their network software or hardware. So how can you tell if it’s a network error, and how do you stop these errors from occurring?
Fatal errors reported by the software can be shown with either three or four segments. For example, you may receive an error 1020-1-53 (three segments) or a 1400-0-36-64 (four segments). We can tell what most network errors are by looking at the last segment of the error. Network connectivity problems are typically reported with a last segment of 6, 53, 55, 59, 64, 121, 1231, or 10054. However, other errors can also signify an issue with the network connection. The examples used above are network connectivity errors because the last segments are 53 and 64.
There are many things to look at when diagnosing where a network problem resides. Since many network problems are intermittent, occur only under heavy workload, and may not be reproducible on demand, it can be difficult to determine and diagnose the problem. Any communication problems with the file server can cause errors.
Knowledge Base Article R10184, “Network Troubleshooting Guide,” provides ideas and tools to help you and your IT professional troubleshoot network issues. This article includes information on understanding errors, identifying the scope of the issue, and network troubleshooting suggestions.
Our Knowledge Base can be accessed 24 hours a day, 7 days a week, at support.Tabs3.com. You can also access our Knowledge Base while in the software by selecting Help | Internet Resources | Knowledge Base.
Creating report definitions for each of the reports your firm runs can help save considerable time, and taking advantage of Report Suites in Tabs3 saves even more time. When your firm prints the same set of reports every year, quarter, month, week, or semi-regularly, report suites offer a one-step option to printing out a predefined set of reports using the report definitions you already have set up.
Multiple suites for different departments or individuals can be created. This allows personalized report suites to be saved and printed for a range of needs including monthly, quarterly, and yearly reports, as well as suites designed specifically for billing, collections, and individual attorneys.
Report suites are easy to set up and even easier to run. To create a new suite of reports, click the Reports menu, point to Report Suite, and select Report Suite Manager. Click New Suite, select a report you want to include from the Available Reports list, and click Add for each report you are including. Available Reports will include any reports with a report definition already set up. Once you have made your report selections, click Save Suite and enter a File Name and Description for the new suite.
When you are ready to run a suite, click the Reports menu, point to Report Suite, and select Run Report Suite. Select the suite you would like to run and click OK. The Run Report Suite window allows you to specify a Base Date and when you want to run the report suite. Report suites can be run at a specific time, after a specific period of time has elapsed, or immediately. This window can also be accessed by clicking the Run Suite button in the Report Suite Manager.
Once the report suite begins processing, each report definition is launched immediately. When you have several reports to run, this can save a great deal of time compared to launching each report individually, selecting a report definition, and then printing. If you have not already taken advantage of Report Suites, try it out and see how much time your firm will save!
Want to know if Platinum is right for your firm? Try out the Tabs3 and PracticeMaster Platinum software risk free for 30 days! This offer allows you to use all of the Platinum features with your own data for 30 days before determining whether Platinum will be a permanent upgrade.
Key features in the Platinum software include:
For more information on the 30 day trial offer, visit Knowledge Base Article R11261, “Platinum Version Net 30 Trial Plan,” and then contact your local consultant or contact our Sales Department at 402-419-2200 to take advantage of this great offer!
There are a few reasons the “Outlook Synchronization Suspended” message can be displayed in the PracticeMaster status bar.
The specified confirmation threshold has been exceeded.
The Outlook Synchronization confirmation threshold is used to specify the minimum number of records that will require confirmation before synchronization can proceed. The purpose of this setting is to ensure that you are alerted when an unusual number of records are being synchronized (as this can indicate a problem with your synchronization settings), without interrupting more typical synchronizations. Therefore, the ideal value will vary depending on the user.
To change the threshold
A critical Outlook Synchronization setting has been changed and therefore a critical synchronization is required.
In order to ensure the accuracy of synchronized information, a critical synchronization must be performed before any synchronization can occur after changing the settings. All other synchronization for the user will be suspended until this synchronization is performed.
A synchronization exception has occurred.
A synchronization exception is a synchronization issue that PracticeMaster cannot resolve without user intervention. Exceptions are uncommon. Refer to the “Synchronization Exceptions” section of Knowledge Base Article R11368, “Troubleshooting Outlook Calendar & Contact Integration Issues,” for more information.
Resolution
To resolve the suspended synchronization, click the “Outlook Synchronization Suspended” message in the PracticeMaster status bar. You will then be prompted to perform the required action.
For more information on PracticeMaster’s Outlook integration, refer to our Outlook Integration Guide.
Do you manually add every calendar record individually for events that repeat on a regular basis? Save time by using PracticeMaster’s Recurring Dates feature!
PracticeMaster’s Recurring Dates feature allows you to quickly add multiple calendar records with the same information for different dates. This feature is quite useful for creating dates for repetitive tasks such as client review, filing deadlines, etc. You can even link a series of dates, making it easy to change or delete all records in the same series.
The Recurring Dates video walks you through adding calendar records for a meeting with a monthly recurring date. For this scenario, the video shows you how to create records on the third Thursday of every month for the next two years. The video then shows you how easy it is to change the date for all of the newly created meeting records to the third Friday of every month, instead.
Using PracticeMaster’s Recurring Dates feature makes it easy to create multiple linked calendar entries for a task or event that occurs on a regular basis.
Watch this three-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 you need to send a statement to two different parties, what do you do? With Tabs3 Billing, you can automatically generate a duplicate statement by adding an Additional Bill To Address. This option makes it easy to send an additional statement to a third party, such as an insurance company. When adding an Additional Bill To Address, you can select who it goes to and whether they receive a mailed statement, an e-mail statement, or both.
To create an Additional Bill To Address
Keep in mind that only one Additional Bill To Address can be added.
Tip: If you need to send a statement to more parties and you are e-mailing statements, consider adding additional recipients to the Cc or Bcc fields.
You can create WorkFlows so that each time you add a record to the Calendar with the Client ID field populated, the Primary Timekeeper’s name will be added to the beginning of the Description field.
To create a WorkFlow that adds the Primary Timekeeper’s name to the Description field
For more information on WorkFlows, refer to our PracticeMaster WorkFlows Guide at Tabs3.com/support/docs.html or Knowledge Base Article R11307, “All About WorkFlows.”
Is it time to review billing rates? The Client Rate Report allows you to print a list of clients, along with their default billing rates. Additionally, fee and cost rate tables, timekeeper level rates, and the client’s billing rate code can be included. This report is especially useful when reviewing rates or if you need to change the hourly rate for one or more timekeepers.
The Client Rate Report training video walks you through running the report, and then reviews the generated report.
Watch this two-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.
You have a special font you downloaded for your firm to use for statements and reports. Although you print some statements and reports, you also e-mail PDFs of statements and reports to certain clients and third parties. However, did you know that if the e-mail recipient doesn’t have that font installed, the font will be replaced by a different one? When a designated font in a PDF file is not installed on the reader’s computer, the closest substitution font is found and used, but sometimes this can make the PDF more difficult to read.
The solution? You can specify that the font be embedded into the PDF, so that it reaches your recipients as expected.
To embed fonts in PDF files
Note: PDF files with embedded fonts have a larger file size, which may lengthen the processing time when e-mailing statements. Additionally, some fonts cannot be embedded due to copyright laws.
You don’t need to skip the specialty font for your firm; embed the font so that others can view the file as intended!
We are pleased to inform you that we now provide e-mail support to firms with a current maintenance plan! If you have a question for support, but prefer to reach us by e-mail, send us your questions.
To request e-mail support
An auto response will be sent to you confirming that we received your request. Our goal is to reply to e-mails within one business day. However, please keep in mind that time-sensitive inquiries or complex issues should be handled by phone.
The way that calendar records synchronize between PracticeMaster and Outlook depends on whether you are using Microsoft Exchange, and how System Configuration is configured.
If you are not using Microsoft Exchange, or you are but do not have System Configuration set up to take advantage of Microsoft Exchange, then the following synchronization rules apply:
If you have Microsoft Exchange, there are two settings in System Configuration that can be used to immediately synchronize calendar records for other users. The first option, Use Microsoft Exchange to synchronize PracticeMaster and Outlook, is available in both the Platinum and non-Platinum software. The second option, Enable the Platinum Exchange Connector, is available only in the Platinum software.
Non-Platinum
If you do not have the Platinum version of the software, and the option to Use Microsoft Exchange to synchronize PracticeMaster and Outlook is selected, the following synchronization rules apply:
Platinum
If you have the Platinum version of the software, and the options to Use Microsoft Exchange to synchronize PracticeMaster and Outlook and Enable the PracticeMaster Exchange Connector are selected, the following synchronization rules apply:
Note: In order for synchronization to occur with other users, both users must have Outlook calendar integration and automatic synchronization enabled in PracticeMaster. For example, if Mary is creating events in Susan’s PracticeMaster calendar, and Mary is not set up to automatically integrate calendar records with Outlook, the events Mary enters will not be synchronized to Susan’s Outlook calendar until the next periodic or manual synchronization occurs for Susan.
For information on setting up and troubleshooting integration with Microsoft Exchange, see Knowledge Base articles R11373, “Microsoft Exchange Server Overview,” R11596, “Configuring the PracticeMaster Platinum Exchange Connector,” and R11597, “Troubleshooting the PracticeMaster Platinum Exchange Connector.”
Do you need a report that shows one or more clients’ billing histories, as well as a way to track the client’s balances due? Look no further than the Client Ledger Report!
The Client Ledger Report shows the amount of payments, fees, expenses, and advances. You can optionally include finance charge, fee sales tax, expense sales tax, advance sales tax, the balance due for each statement, and more. Detailed billed information that shows amounts billed by timekeeper and Cost Type can also be included on the detail reports.
Check out the Client Ledger training video to see how the options in this report can be used to maximize output, as well as see what the end result looks like.
Watch this four-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.
Did you know that you can set up your General Ledger Software (GLS) accounts in an alternate order for reporting purposes? This can be particularly useful when you need to subtotal accounts in more than one way.
In the example below, you can see how the alternate account order can be used for profit centers. The chart of accounts on the left represents accounts broken down by type (i.e., fee income, expense income, etc.), whereas the chart of accounts on the right represents accounts broken down by profit centers (i.e., Lincoln, Omaha, Grand Island, etc.).
To print reports using an alternate account order, you must enable the use of an alternate account order, and then specify the order in the Chart of Accounts.
To enable the use of an alternate account order
To set up an alternate account order, right-click in the Chart of Accounts (File | Open | Chart of Accounts) and select View Alternate Account Order. You can now drag and drop accounts to their desired position. Once defined, reports can be run using the alternate account order by selecting the Use Alternate Account Order check box on the Account tab of any report that has an Account tab.
A common task when beginning to use the software is adding a new field to a file. PracticeMaster allows you to customize the software and add the fields that you need. Adding a field is a two-step process – once you have added the field to the file, you then need to add the field to the form layout so that it displays when entering data. Form layouts are used to determine the layouts of the data entry screens used when adding, changing, or deleting records from a file. A form layout consists of the various fields and tabs shown in the entry program for a file. Each file has its own form layout that can be customized using the Form Designer.
To add a field, open File Maintenance (Maintenance | File Maintenance), select the file you need to add a field to, and click OK. For example, if you want to add a field to the Client file, select the Client file and click OK. From the Field tab, click the (New) button and enter any desired information and settings. Click Done to save the new field.
Once the field has been added to File Maintenance, it must be added to the Form Designer Layout. Let’s say you have added a Clerk field to the Client file in File Maintenance, and have named it Scheduling Clerk. To add this field to the Court tab, open the Client file; from the Edit menu, select Form Designer.
Select the Court tab and click the button (Add Field). In the Field Selection List window, select the Scheduling Clerk field and click OK. The new field will be located at the top of the screen with a blue and green border. Move your mouse over the blue border until the cursor becomes a , then click and drag the field to where you want it positioned on the form.
Now let’s say you want to change the name of the field to be displayed. Double-click the Scheduling Clerk box, and a Label Properties window will be displayed. Rename the field as desired and click OK. Click the icon to save and run the form.
Just remember, once you add a new field to a file, you must also add it to the data entry page via Form Designer!
Did you know that there are multiple calendar reports that can be printed in PracticeMaster? Different reports provide different ways to view your calendar entries and print them.
Daily Report
The Daily Report can include events, tasks, and/or reminders for the selected users and date range. You can select whether entries are listed by type and then by date, or vice versa, and specify what is appended to the description. This report automatically begins each selected user on a different page.
The Daily Report can be accessed via Reports | Daily Report.
Graphical Calendar Report
The Graphical Calendar Report mimics the look of the Daily/Weekly/Monthly Calendar. There are four ways to print the Graphical Calendar Report. Common settings include font, whether to include color, which users to include on the report, and the date range. Additionally, when the Graphical Calendar Report is accessed from the Daily/Weekly/Monthly Calendar, you can select to print a filtered calendar based on the filter selected at the time of printing.
The following selections provide additional options:
The Graphical Calendar Report can be accessed via Reports | Graphical Calendar Report or the (Print) icon in the Daily/Weekly/Monthly Calendar.
Graphical Task List Report
The Graphical Calendar Task List mimics the look of the Task List and includes the columns selected on the Task List tab of the Calendar Properties (Calendar | Calendar Properties). Options that can be selected include color and which User IDs to include. Additionally, a date range can be specified if Incomplete Tasks for Selected Day is selected on the Task List tab of the Calendar Properties.
The Graphical Task List can be accessed via Reports | Graphical Task List or the (Print) icon in the Task List.
Report Writer
In addition to the ability to create your own reports, Report Writer comes with many pre-defined reports that can be edited, copied, and/or deleted. The following calendar reports are among the reports included.
Report Writer can be accessed via Reports | Report Writer.
For examples of each of these reports, take a look at the PracticeMaster Report Pack.
You can create a WorkFlow so that each time you add a record to Document Management with a Document Type of subpoena (e.g., SUB), you will be prompted to run Word Document Assembly. This allows you to keep taking advantage of Word Document Assembly automatically running, but provides the option to click No to the prompt once you are done.
To create a WorkFlow that prompts you to run Word Document Assembly
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.”
PracticeMaster’s Report Writer is a powerful report creation utility, which allows you to pull information from any record in PracticeMaster and format the output as needed. This allows you to create virtually any report you need out of the system.
The Custom Report Writer training video walks you through creating a Client List that sorts clients by the city where the client is located. Additionally, this video will take a brief look at some of the other Report Writer options including report creation using the Report Writer Editor.
Watch this six-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.
Did you know that envelopes can automatically be printed for each statement generated using the client’s Bill To address? When selecting to print envelopes, they will be printed for final statements, but will not be printed when running draft statements. Printing envelopes can be configured via Print Setup.
To print envelopes with final statements
Note: This feature will print one statement followed by one envelope. This works best on a printer with a separate envelope tray.
Did you know that we release enhancements to the software on a regular basis? Enhancements can range from fixing issues we have found to adding new functionality that helps make the software work better. Although we don’t typically announce these changes, you can quickly and easily check to see if there are any new updates available from within the software.
When checking for updates (Help | Check for Updates), you can see if the software is up to date, an update is available, or a new version is available. Additionally, if we make a change to the software that fixes an issue that may have caused any inaccuracy in your data, we will release a Critical Update. A Critical Update will be displayed when you start the software so that you know it is available right away and can download the update.
For more information on update notifications, visit Knowledge Base Article R11539, “Tabs3 and PracticeMaster Update Notification.” This article provides information on the various notifications, downloading an update, configuring access profiles for rights to check for updates, troubleshooting, and frequently asked questions.
Keeping the software up to date is important. Make checking for updates part of your regular task list.
Our Knowledge Base can be accessed 24 hours a day, 7 days a week, at support.Tabs3.com. You can also access our Knowledge Base while in the software by selecting Help | Internet Resources | Knowledge Base.
Before you can configure the toolbar to automatically journal all outgoing e-mails, you will need to install the Outlook Plug-in.
To install the PracticeMaster Outlook Plug-in
Once the Outlook Plug-in has been installed, you can specify whether new messages will be automatically journaled or not. Additionally, you can specify whether or not the records will be linked. When Linking is enabled, PracticeMaster will maintain a link between the e-mail and the Journal/Calendar/Fee record. When Linking is enabled and you try to create a PracticeMaster record from an e-mail a second time, the existing record will be opened instead. When Linking is disabled, multiple records for the same e-mail may be created.
To automatically journal outgoing e-mails
Keep in mind that these are the default settings. When sending an e-mail, you can click on the PracticeMaster tab in the new message window and select to turn Journaling and/or Linking off for this message. The next e-mail you send will revert back to the default settings.
For more information regarding the features available in PracticeMaster’s Outlook Plug-in, refer to Knowledge Base article R11516, “Configuring the PracticeMaster Outlook Plug-in.”
During a typical monthly billing cycle, many steps are performed that lead to the production of statements. Once statements have been produced in their final form and sent to clients, do you follow the recommended steps to close the month in Tabs3?
It is important to follow Month-End procedures in order to make sure that statements are archived, you have the desired reports printed, data is error-free, and you have a solid internal backup. The Month-End Procedures video provides more information on performing these recommended tasks after statements have been run.
Watch this four-and-a-half-minute video here:
For information on Year-End Procedures, refer to Knowledge Base Article R10429, “Year-End Overviews for Tabs3 Software Products.”
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.
Did you know that you can print a check directly from the Invoice/Manual Check window in Accounts Payable Software (APS) and the Trust Transactions window in Trust Accounting Software (TAS)?
You don’t have to use the Print Checks program to print a single check. Instead, you can use the quick print option in either program.
To quick print a single check in APS
To quick print a single check in TAS
The quick print feature in APS and TAS is a quick and easy way to print a check that you need now. Try it out the next time you don’t need or want to run an entire batch of checks.
It’s common to want to compare report information, but not all reports in Tabs3 can be compared. A field on one report may be calculated one way, while on another report it is calculated another way. For example, on one report payments may be calculated based on transaction date, while on another report they are calculated by allocation date. So how do you know which reports can be compared?
Knowledge Base Article R11161, “Comparing Tabs3 Report Information,” provides guidelines for comparing the information provided on certain Tabs3 reports to the information on other related reports. Additionally, information about billing figures, archive data, and reports that cannot be directly compared is provided.
Our Knowledge Base can be accessed 24 hours a day, 7 days a week, at support.Tabs3.com. You can also access our Knowledge Base while in the software by selecting Help | Internet Resources | Knowledge Base.
Occasionally, transactions may accidentally be entered for the wrong client. If there are only a couple, it’s easy to just delete them and reenter them for the correct client. However, when there are many transactions, what can you do? Use the Transfer A/R and Transactions utility in Tabs3!
The Transfer Transactions program can be used to transfer unbilled fees, costs, and/or payments between clients. When selecting to transfer fees, costs, and/or payments, you can select a range of transactions based on tcode, timekeeper, category, date, and/or reference number. This can help make sure that you are only transferring the transactions that you want to transfer.
Additionally, if a time comes when you want to transfer one client’s full accounts receivable balance, ledger, archived transactions, and client funds to another client, the Transfer A/R and Transactions utility can also be used. This function will transfer ALL of the client’s ledger records and billing history to another client. It is not possible to only transfer a client’s current A/R without also transferring everything else.
Note: When using the Transfer A/R and Transactions utility, keep in mind that once the transfer has been performed, the only way to undo it is by restoring from a backup.
To transfer transactions between clients
Keep this utility in mind the next time transactions need to be transferred from one client to another client. It can save you significant time.
A WorkFlow can be configured to edit a field provided there is a consistent character (or set of characters) indicating where the fee’s description begins. For our example, we will use “***” as an indicator. With a WorkFlow set up to automatically edit the description field of a new fee, the journal record will retain the original text, but only the text after “***” will be included in the fee. Additionally, if an attorney wants an entire journal record’s description included, they simply have to omit the character (or set of characters) from the description.
For example, let’s say a journal record that you will convert to a fee includes the text “could not find precedence.” You don’t want your client to see this on their bill. With this WorkFlow, you could change the description to “could not find precedence *** Research,” and when the WorkFlow runs, “Research” is all that will be included in the Fee Description.
To set up a WorkFlow that automatically trims the Description field
Note: This WorkFlow will run for any new fee entry provided that, in this example, there is *** present.
Note: In order for this WorkFlow to run properly, Description Field must be specified as the Default Description for Convert to Fee Settings (Maintenance | Preferences | Convert to Fee Settings).
Note: Before saving the Fee, the additional text will still be shown. The additional text is only removed after the save has been completed.
Alternative Methods: As an alternative, you can use the statement comments attribute in the Journal record for text you don’t want printed on a statement. Using statement comments suppresses the text from printing on a final statement, but displays in red in the Journal and Fee records. Additionally, in draft statements and reports, statement comments will be shown with a strikethrough character (e.g., could not find precedence). To use statement comments, select the desired text, right-click in the Description or Comment field of the journal record, and then select Statement Comment.
Another option to prevent text in the Journal record from being included in the fee description is to specify a different Default Description such as Tcode/Activity Code Description in the Convert to Fee Settings (Maintenance | Preferences | Convert to Fee Settings). This option uses the selected Tcode’s default description for the fee instead of the text from the Journal record.
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.”
Did you know that you can convert calendar, e-mail, note, phone, research, timer, and document records into fees? This allows you to easily bill your client for the time spent on their matter.
The Converting Records to Billable Fees video shows you how to convert records to fees via the Matter Manager, Calendar and Journal file, and the Process Timer Records utility. Additionally, this video walks you through the Convert to Fee Settings, which allow you to specify default settings to be used (e.g., Tcode, Minimum Time to Bill, etc.) for each type of record.
Watch this eight-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.
There are several ways to customize how you store data in PracticeMaster. When you need a way to add multiple records of the same type for your client, Common Client Related Files are a great way to go!
You can use Common Client Related Files to store information for which you can have multiple records for each client. Unlike Area of Practice Files, Common Client Related records can be added for any matter in the Client file. Existing Common Client Related files include the Journal, Document Management, Fee, and Cost files. A couple examples of how you might use Common Client Related Files are as follows:
To add a Common Client Related File
Accessing Common Client Related Files
Common Client Related Files can be accessed a few ways:
If you need to be able to add multiple custom records for your client, you can add and access a Custom Client Related File in no time!
Take a look at the Customizing PracticeMaster Guide for other ways to customize data storage in PracticeMaster including adding fields to existing files and adding Lookup Files and Areas of Practice. The Customizing PracticeMaster Guide can help you take advantage of PracticeMaster’s tremendous flexibility, help you configure PracticeMaster to best meet your firm’s needs, and show you how you can customize the different areas of PracticeMaster to work for you.
When working in General Ledger Software (GLS), your accounts do not typically change much once they have been established. Because of this, it’s easy to forget the ins and outs of making changes to the chart of accounts.
Here are some quick instructions to add a new account or make adjustments to existing accounts when the time comes.
To add a new account
Changing and moving accounts
When you want to make changes to an account, there are different types of changes you can make:
Now, when you need to make changes to your Chart of Accounts, you’ll be ready!
You can set up a WorkFlow so that every time a client record is added, the contact record is updated with “Client” as a Contact Category in addition to any other contact categories already assigned. If the contact already has a contact category of Client assigned, it will not be added again.
To create a WorkFlow to add “Client” as a Contact Category when a client is added
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.”
Matter mode is a special status for the address on the Address tab of the Client file that allows the address to be used for that matter only and not be shared by other matters for the same client. But what does this mean, and when should you use Matter Mode?
The Understanding Matter Mode video explains when Matter Mode is used, what the drawbacks of using Matter Mode are, and how to determine which clients are currently in Matter Mode.
Watch this one-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.
System Configuration isn’t a program you work in everyday like Tabs3 Billing, but is geared toward setting up certain features of the software. So what settings are controlled in System Configuration, and how do you access it?
Many settings in the software can be set up once and you’re done, but others may need to be updated such as when employees come and go, your server equipment changes, or your firm changes and grows. Although each individual program (Tabs3 Billing, PracticeMaster, etc.) has program-specific customization settings, many System Configuration settings affect more than just a single program.
Note: Manager Access Rights are required to access many of the settings in System Configuration.
System Configuration is used to set up the following features:
How to access System Configuration
You can open System Configuration via your desktop shortcut, if present, or via the Application Toolbar from any of the Tabs3 software. The Application Toolbar is typically located on the right-hand side of the main window and includes buttons for all Tabs3 software for which you have access rights. For more information about accessing System Configuration, press F1 while in the Tabs3 software and enter “System Configuration” on the Index tab.
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.”
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
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
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.
A WorkFlow can be set up for a particular Calendar Code so that whenever the alarm is cleared, PracticeMaster sets the alarm to a new value for you and updates the description to the next action item. For example, when a “1 day” alarm is cleared, PracticeMaster can set the alarm for “1 hour.” This can be desirable if you like the alarms but don’t want to create separate calendar entries for each action item of a task or event.
To create a WorkFlow that sets a new alarm when an alarm is cleared
You now have a WorkFlow set up so that when you clear the one day alarm on a record with a Calendar Code of “Trial,” it will reset the alarm to be displayed one hour before the trial time to remind you to leave.
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.”
Have you customized PracticeMaster files to show the fields you want to see in the order you want to see them? The ability to add fields to any file in PracticeMaster and then organize them as desired is one of PracticeMaster’s most powerful customization features. Want to know how you can customize your files? Take a look at the Adding New Fields to Files & Form Designer video! This video walks you through adding fields to PracticeMaster via File Maintenance, and then making them visible via Form Designer.
Watch this two-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.
If you accept credit cards, do you have a credit card form on the statements you send to your clients? Many clients prefer to pay by credit card, and if there isn’t an easy way to do so, you may not be getting paid as quickly as you could be.
So how can you include a credit card form on the statements you send to your clients?
Statement Designer (Statements | Statement Setup | Statement Designer) provides two layouts that have a place at the bottom of the page to fill out credit card information: CC Payment Remittance and Remittance Page. Simply edit one of these layouts as desired for your firm’s needs, and then include it on the statement templates (Statements | Statement Setup | Statement Templates) you use for your clients.
For more information on editing Statement Designer Layouts, refer to Knowledge Base Article R10901, “Customizing the Sample Page Layouts Provided with the Tabs3 Statement Designer.”
The next time you send out statements, clients can send the credit card form back with their information and you may very well get paid sooner!
You run an Accounts Receivable Report only to see clients or figures you weren’t expecting. Other reports, such as a Client Ledger Report, may show a client owes you a different amount or nothing at all, but Accounts Receivable tells a different story. Why is this, and how can you fix the issue?
When payments and credits are misapplied, Accounts Receivable reports can show unapplied payments, negative due values, or both. But what are misapplied payments and credits?
To determine whether unexpected figures in Accounts Receivable Reports are caused by misapplied payments, credits, or both, visit Knowledge Base Article R11673, “Fixing Misapplied Payments and Credits.” This article provides information on determining the cause and how to fix both issues.
Our Knowledge Base can be accessed 24 hours a day, 7 days a week, at support.Tabs3.com. You can also access our Knowledge Base while in the software by selecting Help | Internet Resources | Knowledge Base.
Did you know that you can customize your Statement Templates to define how fees, costs, and payments are displayed on your statement and to determine whether billing history, transaction recaps, and more are included? Statement Templates can be saved and assigned to clients or created at the time a statement is generated. There is no limit to the number of Statement Templates you can create and save so you can maintain Statement Templates for every client need.
Statement Templates can be defined via Statements | Statement Setup | Statement Templates.
Statement Templates can be assigned to clients individually, multiple clients at one time, or at the time a statement is generated as a one-off.
For more information on Statement Templates, see the Statement Formatting Guide or refer to the Help files for Tabs3 Billing.
Did you know that you can purchase a Tabs3 Connect subscription even if your firm doesn’t use both Tabs3 Billing Platinum and PracticeMaster Platinum?
Platinum firms with both Tabs3 and PracticeMaster still receive one Tabs3 Connect user with each PracticeMaster user they purchase and can access all of the great features of Tabs3 Connect.
Make sure you are taking full advantage of mobile access to Tabs3 and/or PracticeMaster via Tabs3 Connect! For more information on Tabs3 Connect, contact your reseller and consultant, contact Technical Support at (402) 419-2210, or visit Knowledge Base Article R11480, “All About Tabs3 Connect.”
Yes, there is! A WorkFlow can be created to automatically open the desired reports as well as the website to which the reports will be submitted.
When the WorkFlow runs, you will only need to enter the optional report criteria (e.g., client range, date range, etc.) and click Print to run and save the report. The website will open, and you can then upload the necessary reports.
To run multiple reports and open a specific website
For more information on WorkFlows, refer to our new PracticeMaster WorkFlows Guide at Tabs3.com/support/docs or Knowledge Base Article R11307, “All About WorkFlows.”
You may be using the default statements that came with the software, but did you know that there are many ways to customize statements? The Customizing Statements video provides an overview of the Statement Customization, Statement Designer, and Statement Templates programs.
When the video starts, you have the option of watching the video from beginning to end or jumping straight to one of the following three segments:
To learn more about how you can customize your client statements, watch this 19-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.
If you mark clients as Inactive, you likely do not want to see them most of the time. In both Tabs3 Billing and PracticeMaster, you can use filters to include or exclude inactive clients.
In Tabs3 Billing, you can include or exclude inactive clients from the Client Lookup window, reports, and statements.
In PracticeMaster, you can include or exclude inactive clients from the List tab of any file, the Client Lookup window, the Client Inactivity Report, and Report Writer Reports.
When setting up the software for the first time, the Key Type defaults to Numeric with 2 Decimal Places. However, some firms prefer to include letters in the Client ID or require additional decimal places. Both the Key Type and Decimal Places can be changed after the initial setup is complete, but there are a few things to keep in mind when considering making a change.
Key Types
Note: Keep in mind that Mixed and Alpha Key Types do not integrate with select legacy cost recovery software programs. Contact Support at (402) 419-2210 for more information regarding legacy cost recovery software.
Changing the Key Type
Prior to changing the Key Type, take into consideration that all existing Client IDs must match the format of the new Key Type. For example, if you are currently set to the Alpha Key Type and you have alpha characters in your Client IDs, then all applicable Client IDs must be renumbered (Maintenance | Renumber | Client) to remove any alpha characters before changing the Key Type to Numeric.
To change the Key Type
Decimal Places
A Client ID consists of 11 characters and the decimal place for a total of 12 places. Typically, the portion to the left of the decimal is used to represent the Client, whereas the portion to the right is used to represent the matter. The most common reason to change the number of decimal places is when one or more clients have more matters than decimal places. For example, if you are set up to use 2 decimal places, then your clients will cap out at 99 matters. Although 99 matters may seem like a lot, for certain client types, such as insurance clients, you may reach that number quicker than you think. In our example, when you reach 99 matters, you have two options: start a new client or increase the Decimal Places.
Changing Decimal Places
You can either increase or decrease the Decimal Places. When increasing Decimal Places, you have the option to insert zeros at the Beginning or End of the decimal digits. For example, when selecting Beginning, client 152.82 would become 152.082. When selecting End, client 152.82 would become 152.820.
To change the number of decimals used
For more information on changing the Key Type, including a list of things to consider prior to making a change, see Knowledge Base Article R11049, “Changing the Key Type or Decimal Places.”
The Prompt Before Running and Automatically save and close check boxes may be desirable to use as a permanent setting depending on the purpose of the WorkFlow. However, we recommend using these check boxes to test the WorkFlow before considering it complete. It is important to test your WorkFlows as part of the creation process to make sure they work as expected. If you make modifications, test the WorkFlow again.
Prompt Before Running
The Prompt Before Running check box is located in the WorkFlow Definition window. If the Prompt Before Running check box is cleared, then the WorkFlow will run automatically when it’s triggered. When this check box is selected, a message will be displayed ask ing the user if they want to run the WorkFlow. Selecting this check box can be helpful when you are testing WorkFlows because you can see right away if the WorkFlow is triggered when you expect it to be triggered.
Automatically Save and Close
The Automatically save and close check box is located in the WorkFlow Action Wizard window when you select the Create New Record or Change Record action. If the Automatically Save and Close check box is selected, then new records and changes to records will be saved and closed without seeing the changes. If this check box is cleared, then the new or changed record will be left open for review with changes in green. Clearing this check box can be helpful by leaving the record open after the WorkFlow has run so that you can verify the correct additions or changes were made. If this check box is selected, you would have to find the record and open it to verify the WorkFlow worked as expected.
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.”
You just accepted a client who requires that you start using Task Codes. What needs to be set up, and how does Task Based Billing work? Throw in Taskbill, which may be required if a third party will process the bills, and you may not know where to begin or how it all fits together.
The Task Based Billing and Taskbill Training Video walks you through setting up a client for Task Based Billing, setting up Task Budgets, entering fees and costs, and an example of what a statement may look like. Additionally, this video walks you through the process of using Taskbill, including configuration and exporting.
Get a jump start on Task Based Billing. Watch this 10-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.
Did you know that you can print a Memo line on Accounts Payable Software (APS) checks? Although you can enter text in the Memo field of your invoices, you must be using Check Layout L1572 with the option to print the Memo field selected in order for memos to be printed on your checks.
To specify the check layout
To specify that the Memo field be printed
The Data File Integrity Check (DFIC) and Archive File Integrity Check (AFIC) are important tools used to test data files for valid information and structure. The DFIC can be run from any Tabs3 and PracticeMaster program via Utilities | Data File Integrity Check, whereas the AFIC is run from Tabs3 Billing via Utilities | Archive Integrity Check.
If errors are found when the DFIC or AFIC is run, a report is available to preview or print out. The report provides information on the error(s), including the Error Code and where the error is located in the system (e.g., field, file, client, etc.). DFIC Error Codes can be found in Knowledge Base Article R11653, “Data File Integrity Check Errors,” and AFIC Error Codes can be found in Knowledge Base Article R10771, “Archive File Integrity Check Errors.” These articles provide links to information on what the error means, potential causes of the error, and how to resolve the error.
But when and how often should you run the DFIC and AFIC? We recommend running these checks at the following times:
It is very important that errors are taken care of right away. Ignoring errors in the data can compound into larger issues, making the original error more difficult to correct and in some cases not possible. Since some errors require restoring the data, ignoring these errors for long periods of time can lead to data loss, or the need to have your data repaired.
When was the last time you ran the DFIC or AFIC? You can easily see when each of these utilities has been run via the Support Log.
To use the Support Log to determine when a DFIC and/or AFIC have been run
The DFIC and AFIC can be set up to run when opening the program or at a specific time using a startup option of “/DFIC” or “/AFIC”. Using a startup option in conjunction with a batch file can automate your DFIC and AFIC to run at any time, including after regular business hours. More information on startup options is available in the program’s Help using “startup options” for the Index keywords. Information on automating tasks can be found in Knowledge Base Article R11034, “Automating Tabs3 and PracticeMaster Maintenance Tasks.” Take the time now to verify how often your firm is running the Data and Archive File Integrity Checks so that you can implement any necessary procedural changes.
Help keep your data error free by running the DFIC and AFIC regularly.
Did you know that you can access your client’s billing summary, documents, journal records, and Area of Practice (AOP) files via Tabs3 Connect? You probably already know that you can easily access client, contact, fee, cost, and calendar information from the standard Tabs3 Connect links as well as from within the Tabs3 Connect Matter Manager, but the Matter Manager provides access to much more.
From the Tabs3 Connect Matter Manager:
Tabs3 Connect goes beyond accessing simple client and contact information, and it’s more than just a quick way to enter fees, costs, and calendar entries. Take advantage of the Matter Manager in Tabs3 Connect while you’re out of the office to get all of the information you need, when you need it.
For more information on Tabs3 Connect, contact your reseller and consultant, contact Technical Support at (402) 419-2210, or visit Knowledge Base Article R11480, “All About Tabs3 Connect.”
Client lookup fields use the Name Search field to find clients. Reports sorted alphabetically are also sorted on the Name Search field. However, this field does not get updated automatically when the Client Name is changed.
A WorkFlow can be created to update this field automatically when the Client Name is changed in PracticeMaster.
To create a WorkFlow that will update the Name Search field
You now have a WorkFlow set up that will automatically update the Name Search field without user interaction any time the Client Name field is changed, provided the change is made in PracticeMaster.
Note: If the Client Name is changed in Tabs3, the WorkFlow will not be triggered to run. However, the WorkFlow can optionally be run manually via the Quick Clicks pane in PracticeMaster.
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.”
If you use PracticeMaster, do you use Quick Clicks? The Quick Clicks pane contains groups of links that allow you to customize your view, and provides access to many other features. The Quick Clicks pane can be pinned for immediate access to its features or hidden to maximize workspace. The Using Quick Clicks video covers all of the available options in this great feature!
Watch this five-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 you have multiple active matters, combining matters creates a single statement file. Including a cover statement makes it easy for a client to see what they owe for each matter at a glance.
These options can be quite beneficial, but if you’ve run into a snag you may not know where to look for answers. You can always call Technical Support at (402) 419-2210, but if it’s after hours or you want to quickly look up an answer, check out Knowledge Base Article R11501, “Troubleshooting Combine Matters and Cover Statements in Tabs3.” This article not only provides troubleshooting information, but also provides a list of frequently asked questions.
Whether you have been working with combined matters and/or cover statements for a day or for years, R11501 may provide the necessary information for your current scenario.
Our Knowledge Base can be accessed 24 hours a day, 7 days a week, at support.Tabs3.com. You can also access our Knowledge Base while in the software by selecting Help | Internet Resources | Knowledge Base.
Do you want a way to streamline trust payments to Tabs3 Billing? Trust Accounting Software (TAS) provides the ability to automatically draw funds from a trust account when final statements are generated in Tabs3.
You will no longer need to enter payments to Firm from TAS; simply enter your transactions in Tabs3, and then bill like normal. As final statements are generated in Tabs3, the software will automatically create trust transactions and Tabs3 payment records based on the client’s due amounts. This feature can be enabled or disabled on a global level, at the bank account level, and at the trust account level. You can specify whether to pay work-in-process, accounts receivable, or both; whether to pay fees, expenses, or advances from these amounts; and whether to create check or EFT transactions in TAS for these amounts.
Note: We recommend consulting your local Bar Association before enabling Automatic Trust Transactions to ensure that you are complying with local trust regulations.
To implement Automatic Trust Payments, you will need to enable TAS Integration in Tabs3 and then configure TAS Customization, the desired TAS Bank account(s), and the desired Trust Account(s). For complete step-by-step instructions on setting up Automatic Trust Payments, refer to the Integration Guide or the Automatic Trust Payments Overview topic in the TAS Help.
There are a variety of options available to handle this. WorkFlows can be set up to copy any information from the originating record to another location. For example, if a calendar record is deleted, then the WorkFlow can be set up to copy the Due Date, Calendar Code, Description, Comments, Start Time, and more to the new record. The WorkFlow can even be set up to show who made the deletion.
Note: You can optionally set up access rights to only allow certain users rights to delete records. This can help alleviate issues with unauthorized deletions. Access rights can be set up in System Configuration via File | Open | Access Profile.
The following is a list of options where WorkFlows can help track deletions:
Regardless of which option you choose, a new record will be added to PracticeMaster. The goal is for the WorkFlow to record all critical information that was removed by the deletion. A WorkFlow will need to be added to each file in which you want deleted records tracked.
You can find more information and additional options for using WorkFlows to track deleted records in Knowledge Base Article R11732, “Using WorkFlows to Track Deleted Records.”
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.”
Watch this three-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.
Are you using groups for calendaring, or do you enter each user individually in the record? A group is composed of various users, and can be a great shortcut when adding calendar records for teams, managers, or any set of users. For example, if you have regular partner meetings, create a group that includes each of the partners. When creating the calendar record, simply select the group and all of the users in the group will automatically be added to the record.
To create a new group
By adding users to groups, you can help streamline calendar entries and save time!
We recommend updating statements on a regular basis, but why is that? What does the Update Statements program actually do?
Why Statements Should Be Updated
When the Update Statements program is run, numerous files are updated in the software. Furthermore, some processes cannot take place until statements are updated.
The following is a list of what occurs when statements are updated:
Backing Up Before Updating Statements
Because Update Statements affects so many files, we highly recommend backing up your data files (File | Back Up Data Files) prior to updating statements. If the statement update process is interrupted (e.g., network drop, power loss, etc.), you must restore your data before continuing to work. This is because your data may be mismatched, meaning some files may have been updated for a client’s statement, but the interruption may have occurred before all files were updated. For more information on the effects of an Update Statements interruption, see Knowledge Base Article R10064, “Update Statements Program was Interrupted.”
Platinum Note: Platinum users have a huge benefit because backing up before updating statements is not necessary. This is because Platinum software provides Transaction Processing, which allows firms to automatically recover data in many potential data loss situations, including when Update Statements is interrupted. For more information on Platinum’s Transaction Processing feature, see Knowledge Base Article R11179, “Transaction Processing: Auto-Recovery of Interrupted Database Transactions.”
Updating Statements
To update a statement, you must first run a final statement, which is different than a draft statement (and is specified on the Options tab of the Generate Statements program). Once a final statement has been generated, complete the following steps to update the statement:
After Statements Have Been Updated
Need to get another copy of an older statement? You can always reprint updated statements using the Reprint Single Updated Statement program (Statements | Reprint Updated Statement | Reprint Single Updated Statement) or Reprint Multiple Updated Statements program (Statements | Reprint Updated Statement | Reprint Multiple Updated Statements).
Additionally, you may occasionally need to undo a statement that was updated in order to make changes. This can easily be accomplished via the Undo Single Updated Statement program (Statements | Undo Updated Statement | Undo Single Updated Statement) or Undo Multiple Updated Statements program (Statements | Undo Updated Statement | Undo Multiple Updated Statements).
Updating statements is an important part of the billing process in Tabs3. If you’re not already updating statements on a regular basis, take the time to review your current procedures and consider making a change.
We recently reached out to local firms and encountered instances where hours were being spent on tasks that could have been accomplished in a matter of minutes. Because there are many features in the software that can streamline your tasks, a quick conversation with Tech Support could save you time! For example, did you know that multiple transactions can be edited at the same time in Tabs3 Billing, or that you can save documents to the Document Management file in PracticeMaster from Word? Tech Support is here to help, so reach out to us. Here are some examples of items we regularly assist our clients with:
We can also show you how to find answers on your own by using the wide variety of written resources available including the Help files, Knowledge Base, and more! Phone support is available Monday through Friday, 8:00 a.m. to 5:00 p.m. (Central Time) at (402) 419-2210. And don’t forget! Tech Support is included with your maintenance plan at no additional cost – so give us a call!
Tabs3 Connect allows you to work away from the office, while your data stays at the office. We know your data contains sensitive information, and we designed Tabs3 Connect with your security in mind. Tabs3 Connect is an internet-based application that accesses the data on your server at your office, and displays it on your device via an easy-to-use interface. Your clients’ data is not stored in the cloud, nor on the device you use to access Tabs3 Connect, nor on Tabs3Connect.com, nor on a third-party server.
Tabs3 Connect provides the following security provisions:
For more information on Tabs3 Connect, contact your reseller and consultant, contact Technical Support at (402) 419-2210, or visit Knowledge Base Article R11480, “All About Tabs3 Connect.”
When you’re creating a new WorkFlow, the Event Type determines when you want the WorkFlow to run. You can select one or more Event Types depending on when you want the WorkFlow to be triggered.
Keep in mind that Event Types can work in tandem with a Filter or specified Fields to further narrow down what triggers the WorkFlow.
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.”
Keeping clients secure in a law firm is part of maintaining ethical walls. Some clients may require that only certain users have access to reports and statements for the client. The Working with Secure Clients video walks you through setting up a secure client and explains how to also keep contact information secure by storing it in the client file only.
Watch this 2-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.
You might be interested to learn how you can get the most out of PracticeMaster. If you already use PracticeMaster, maybe you want to know how you can make PracticeMaster faster. Or maybe you’ve been wondering how to prevent check fraud or if you should start accepting credit cards.
We offer several webinars that target key information on various features. These webinars are offered free of charge! Some of our webinars are live and allow for questions at the end, but we also provide webinars that are pre-recorded, making it easy for you to watch them at your convenience.
Knowledge Base Article R11726, “Webinars Provided by Tabs3 Software,” provides a list of links to both live and recorded webinars.
Take advantage of these great resources that are of no cost to you!
Our Knowledge Base can be accessed 24 hours a day, 7 days a week, at support.Tabs3.com. You can also access our Knowledge Base while in the software by selecting Help | Internet Resources | Knowledge Base.
Everyone can view your public calendar records, but did you know that you can control who has rights to edit your public calendar records and who has rights to browse or edit your private records?
Calendar rights are assigned via the User Configuration program in System Configuration. Although any user can view public calendar entries, rights must be explicitly given to edit public entries, view private entries, and edit private entries. Although this may sound complicated, it’s easy to specify who has rights to whose calendars.
To specify calendar rights for a user
Configuring access for one user will automatically update the corresponding values in the Calendar Access Rights window for any other users affected by the change. For example, let’s say you currently have Cathy’s user profile open, and you specify that Robert has rights to edit Cathy’s public calendar records. Now opening Robert’s user profile will also show that he has rights to edit Cathy’s public calendar records.
Note: Keep in mind that while you can specify which users have rights to edit your public records, browse your private records, and edit your private records, only managers can specify what rights you have to other users’ calendars. Additionally, in order to browse, add, change, and/or delete calendar records, your User ID must be part of an Access Profile with those rights.
This can be done by creating a WorkFlow that will automatically trigger whenever a client is added with an Area of Practice (AOP) of Criminal Law. The WorkFlow will create a calendar entry populated with field values specified in the WorkFlow itself. For our example, the calendar entry will include the following:
To automatically create a Calendar entry every time a Criminal Law client is added
You now have a WorkFlow set up that will create a customized calendar entry every time a new client is saved with Criminal Law selected as the Area of Practice.
Do you know who your top clients are? Run the Top Client Report to see how your clients or matters measure up in hours worked, amounts billed, amounts paid, current amount due, and more! The Top Client Report allows you to obtain a report of your top clients or matters in Tabs3, based on your preferred criteria.
Watch this four-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.
Did you know that you can customize PracticeMaster’s Document Management so that all documents automatically use the same folder and naming strategy? When PracticeMaster is set up to Automatically assign document folder and file names and Document Management records are set to Automatically Manage Document, you can specify not only where documents are saved, but also how they are named.
To Automatically assign document folder and file names
For example, let’s say you use the values in the following screenshots:
When using the values in the above screenshots, the Document Store (Assembled in our example), folder, and files would be organized as follows:
Make sure your documents can easily be found. Let PracticeMaster automate the organization of your documents!
For more information on all of the great Document Management features, check Knowledge Base Article R11572, “Document Management Guide.”
Although Tabs3 Billing has the option to change fee rates via the Change WIP Transactions program, cost rates cannot be changed using this program. As a work-around, you can accomplish the cost rate change by creating a user activated WorkFlow in PracticeMaster. This type of WorkFlow runs only when initiated by a user, which means you can choose to run it for only the costs you want to change. The WorkFlow will change the Rate of the selected costs, recalculate the amount, and then automatically save the costs.
Tip: Once the WorkFlow has been created, it can easily be changed for future scenarios. For example, if you need to adjust cost records to a different rate, simply edit the existing WorkFlow for the new scenario.
To create a WorkFlow in PracticeMaster to change the rate of existing costs
To run the WorkFlow, simply open the Cost file, select the desired cost records, and then select the WorkFlow from the WorkFlows group of the Quick Clicks pane. All of the selected costs will be updated with the new rate and recalculated amount.
This was the first month of Working with WorkFlows! Did you find this article helpful? Have any article suggestions? Leave us a comment below!
Are you using Matter Manager? If you’re not, you may not realize its potential. The Matter Manager is your client activity dashboard. Not only can you see client and contact information, but you can also view fees, calendar entries, document management and journal records, a billing summary, reports, and more! Matter Manager is also customizable. Want to learn how Matter Manager can enhance your practice?
View this six-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.
Did you know that when adding, changing, or deleting a calendar record, PracticeMaster can be set up to generate an e-mail with the record’s details in the body and the applicable users in the To field? This makes it easy to notify users of calendar additions and changes.
To enable the Auto E-mail Notification feature, from the Calendar menu, select Auto E-mail Notification. A to the left of the menu option indicates that this feature is enabled. Keep in mind that each user who wants to have an e-mail auto-generated must enable this feature.
Once the e-mail has been generated, make any additional changes as desired and click Send. It’s that easy!
When adding multiple calendar records, should you use Calendar Plan Templates or Recurring Dates? Both are great ways to create multiple records at once, but each option has distinct differences between them.
For example, Calendar Plan Templates provide the ability to enter custom information on records and are designed to generate a set of records relating to a specific job, court appearance, etc. On the other hand, Recurring Dates create a set of records with the same information with different dates, which is perfect for when you are scheduling repetitive records for meetings or tasks such as a weekly partner’s meeting.
For more information to help determine which option is better for your scenario, visit Knowledge Base Article R10692, “Calendar Plan Templates vs. Recurring Dates.” This article provides a direct comparison between Calendar Plan Templates and Recurring Dates in PracticeMaster in an easy-to-read table.
Our Knowledge Base can be accessed 24 hours a day, 7 days a week, at support.Tabs3.com. You can also access our Knowledge Base while in the software by selecting Help | Internet Resources | Knowledge Base.
You’ve probably seen the announcements that CompuLaw will no longer update or support CompuLaw Court Rules that integrate with PracticeMaster after December 31, 2016, and that we are now integrating with CalendarRules. But if you’re not yet familiar with CalendarRules, keep reading to see what all it’s all about!
CalendarRules offers general civil litigation-related court and agency Rule Sets for State, Federal, Appellate, and Bankruptcy courts across the United States. Currently, rules are available in all 50 states, with additional courts being added every month.
You can contact CalendarRules at CalendarRules.com to subscribe. Make sure to let them know you use PracticeMaster.
After purchasing a license from CalendarRules, integration is set up entirely through PracticeMaster.
To set up CalendarRules Integration
CalendarRules’ calendar plans are easy to generate.
To generate a CalendarRules plan
You can now preview the calendar plan.
Once you have clicked the Accept Plan button, the PracticeMaster View Calendar Plans window will be opened. Plans that have been generated via CalendarRules can be reviewed at any time via the PracticeMaster View Calendar Plans window.
For more information on CalendarRules, see Knowledge Base Article R11713, “CalendarRules Integration Overview.”
From time to time, you may need to reduce a client’s outstanding balance, but how can this be accomplished? The Tabs3 Billing Write Off Clients training video walks you through the process of writing off all or part of a client’s balance.
View this three-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.
Have you wondered if Tabs3 can run on “The Cloud?” The answer is yes, but there are many different cloud solutions. Which one is right for your firm?
Knowledge Base Article R11722, “Tabs3 Cloud Options,” explains the most common cloud options available, provides easy to understand diagrams, and helps you determine the best cloud solution for your firm’s needs.
The following cloud solutions are discussed:
This article provides a great starting point for your firm’s discussion on the various cloud options available.
Our Knowledge Base can be accessed 24 hours a day, 7 days a week, at support.Tabs3.com. You can also access our Knowledge Base while in the software by selecting Help | Internet Resources | Knowledge Base.
Are there additional notes that you want to add to statements for one or more clients? There are multiple areas in Tabs3 Billing to enter notes that can then be shown on statements for a single client, a group of clients, or all clients. A graphic is provided at the end of this article that represents each of the following elements.
If you want to add notes to a single client’s statement, this can be set up in the Client file using the Beginning and Ending Statement Notes fields (File | Open | Client | Statement Options tab), or the Miscellaneous Lines 1-3 (File | Open | Client | Custom Fields tab).
Beginning and Ending Statement Notes
The Beginning Statement Notes will print following the Work Description and Miscellaneous Lines 1-3. The Ending Statement Notes will print at the end of the statement, but before any statement notes included in a statement template or ending text defined on the Headings tab of Statement Customization. Each of these fields has a maximum of 250 characters.
You can optionally select to Change Notes to blank after Statement updated if you want the note to only be included on the next statement.
Tip: You can optionally use the Change Client Options program (Maintenance | Client Related | Change Client Options) to copy Beginning and Ending Statement Notes for multiple clients.
Miscellaneous Lines 1-3
The Miscellaneous Lines 1-3 will print following the Work Description. Each of these fields has a maximum of 50 characters.
To add notes to multiple clients’ statements, you can use the Statement Notes program (Statements | Statement Setup | Statement Notes). Statement Notes can be up to 511 characters. Once Statement Notes have been created, they can be assigned to a statement template (Statements | Statement Setup | Statement Templates | General tab | Statement Notes section).
Statement templates provide the ability to include a Beginning Note that is shown below the Client’s Beginning Statement Notes, and an Ending Note that is shown below the Client’s Ending Statement Notes. Statement templates are assigned to each client via the Client file (File | Open | Client | Statement Options tab).
To recap, adding statement notes for a group of clients can be set up as follows:
If you want to show the same note on every statement for every client, then you want to use the Statement Customization program (Statements | Statement Setup | Statement Customization | Headings tab). You can add up to 9 lines of text at the top of the statement (60 characters each), or 250 characters of text at the bottom. When adding Lines of text to be printed as a heading on the first page of each billing statement, this text will be the first text shown on the statement. When adding Lines of text to be printed as a message at the end of each billing statement, this text will be the last text shown on the statement.
For more information on Statement Notes, see the Tabs3 Billing Help or the Statement Formatting Guide located at Tabs3.com/support/docs.html.
From your smartphone, tablet, or laptop, simply log in to Tabs3 Connect to quickly access messages sent via eNote, and even access records that have been eNotified to you.
Once you are logged in to Tabs3 Connect, the icon is displayed with a green background that indicates all eNotes have been read, or a icon with a silver background, indicating there are new unread eNotes. Both icons indicate the number of eNotes in red that have not been dismissed in your eNote list.
For more information on Tabs3 Connect, contact your reseller and consultant, contact Technical Support at (402) 419-2210, or visit Knowledge Base Article R11480, “All About Tabs3 Connect.”
It’s Friday the 13th and, true to the superstition surrounding the date, nothing is going right today. You keep working but are amassing a list of things gone wrong.
You ran this month’s bills, finalized, and ran the Update Statements program a couple of weeks ago. Your boss wants to see productivity figures, but when you run Productivity reports, you realize you forgot to advance the current reporting month! None of the most recent figures are correct.
The temporary bookkeeper finalized last month’s reconciliation while you were away, but this month things don’t look right. You look a little closer and find a big mistake – the bookkeeper finalized without the reconciliation balancing! If you restore your data, you’ll lose a month’s worth of data. You’ll have to add manual journal entries to work around the temp’s errors.
An attorney tells you to go ahead and split the fees and costs for a client. You run the utility, and ten minutes later he recants – the client just called to add an additional party to the split. This party needs to be added to the current bill, but the split’s already been made.
You just found out that your firm is getting audited, and you need financial information for the last several years. While opening each archived GLS Client to print out the necessary reports, you discover that there are a couple of years missing. This was before your time, but you’ll still need to talk to the boss and do the extra work.
You wake up, it’s still dark out, and your heart’s pounding. You look at the clock and it’s one in the morning. After some deep breaths, you lie down and close your eyes, falling back asleep almost effortlessly because you know you’re on the current version of Tabs3 and PracticeMaster, and you have every GLS Client archived back to inception, so these horror stories can’t happen to your firm. Besides, there isn’t even a Friday the 13th in October this year.
Older software versions are sometimes a ghost of what could be. Ensure you stay current and get all of the latest updates. For steps to download and install the latest version of the software, visit Knowledge Base Article R10154, “How to Download Files from Software Technology, Inc.’s Download Pages.”
We added two great new features to Tabs3 Connect – the ability to stay logged in regardless of inactivity, and the ability to view all Calendar file fields!
For steps to download and install the latest version of the software, visit Knowledge Base Article R10154, “How to Download Files from Software Technology, Inc.’s Download Pages.”
For more information on Tabs3 Connect, contact your reseller and consultant, contact Technical Support at (402) 419-2210, or visit Knowledge Base Article R11480, “All About Tabs3 Connect.”
PracticeMaster is capable of integrating with CalendarRules to create and maintain Calendar Plans using rule sets from CalendarRules.com! CalendarRules offers general civil litigation-related court and agency rule sets for State, Federal, Appellate, and Bankruptcy courts across the United States. Currently, rules are available in all 50 states, with additional courts being added every month.
Knowledge Base Article R11713, “CalendarRules Integration Overview,” provides everything you need to get started: integration requirements, steps for configuring CalendarRules integration, frequently asked questions, and troubleshooting.
Our Knowledge Base can be accessed 24 hours a day, 7 days a week, at support.Tabs3.com. You can also access our Knowledge Base while in the software by selecting Help | Internet Resources | Knowledge Base.
Do you want to take advantage of all the features of Platinum, while also taking full advantage of your server’s memory? If you have a 64-bit server, such as Windows Server 2012, you can improve the performance of accelerated reports and filtering with Platinum SQL! The standard multi-user and Platinum versions of Tabs3 and PracticeMaster are 32-bit programs. That means they can only allocate 2GB of available memory, regardless of whether they run on a 32-bit or 64-bit operating system. The Platinum SQL software can be configured to allocate additional memory beyond the 2GB limit for caching, and larger firms will often require more than 2GB of memory allocation to cache their commonly used data and index files. Since Platinum SQL is a 64-bit program, it can access memory on the 64-bit server beyond the 2GB limit, which means it can cache more of your data, thus improving the performance of accelerated reports and filtering! Utilities for monitoring server usage and performance are included with the software, allowing you to determine the effectiveness of your cache settings.
Get maximum data security with Platinum SQL! Platinum SQL allows you to encrypt the Tabs3 and PracticeMaster data, providing your data with an extra layer of security. Platinum SQL software uses the 256-bit Advanced Encryption Standard (AES) to encrypt data. Once data files are encrypted, they can only be read by the Tabs3 and PracticeMaster Platinum SQL software.
Platinum SQL also includes the Platinum SQL Server, which maintains a set of SQL tables linked to your Tabs3 and PracticeMaster data. To allow access to these SQL tables, Platinum SQL includes 32-bit and 64-bit SQL ODBC drivers, which allow you to write custom reports in both 64-bit and 32-bit programs (e.g., Crystal Reports and Microsoft Excel 2010 64-bit Edition) as well as OLE DB compatible software (e.g., Microsoft SQL Server) using SQL queries. Furthermore, these queries are processed directly at the server, which improves performance and reduces network traffic. Not only is the SQL ODBC driver included in the Platinum SQL package, but you also receive a firm-wide license for it! This allows multiple users to access SQL ODBC without having to purchase additional licenses. Manager-level SQL access rights can be assigned for each system in System Configuration, allowing you to grant SQL access to only those who need it.
With faster speeds, data encryption, enhanced ODBC capabilities, and the added ability to run SQL queries, Platinum SQL is the ideal solution for any firm that wants to enhance their performance, security, and/or take customized reporting to the next level.
To order the Platinum SQL software for your firm, contact your local reseller and consultant, or call our Sales Department at (402) 419-2200. An overview of the Platinum SQL software is also provided in our Knowledge Base at support.Tabs3.com in KB Article R11417, “Platinum SQL Overview.”
You know that you can access clients via Tabs3 Connect, but did you know you have access to all fields in the PracticeMaster Client file and links to quickly send an e-mail, make a phone call, or create a fee?
After logging in to Tabs3Connect.com, tap the (Client) icon to open the Clients page and see recently accessed clients. You can tap the All button to see a full list of clients.
From the Clients page, tap the client’s e-mail hyperlink to start an e-mail, tap the (Fee) icon to enter a fee for the client, or tap the client to open more information in the View Client page.
From the View Client page, you can see the Client ID, Client Name, Work Desc, Address, Contact Name, Phone Numbers, E-mail Address, and Misc Description fields 1-3. Tap the contact hyperlink to view more information on the contact, tap a phone number to make a phone call, tap the e-mail hyperlink to start an e-mail, or tap the (Fee) icon to enter a fee for the client. Want to see more information about the client? Tap the All Fields button to see everything from the Client file in PracticeMaster.
For more information on Tabs3 Connect, contact your reseller and consultant, contact Technical Support at (402) 419-2210, or visit Knowledge Base Article R11480, “All About Tabs3 Connect.”
Tabs3 version 18 has been released, and update notifications have been sent to all eligible users! There are many great new features in Version 18! The following features are only some of the enhancements we made for this version:
For in-depth information on all of the new Version 18 features, including screenshots, see the What’s New List or Knowledge Base Article R11647, “Version 18 Introduction to New Features.” A list of all Version 18 information can be found in R11646, “Version 18 Information and Resources.”
To download Version 18, visit Tabs3.com/support/update/v18upd.html.
If you have any questions about the update, please contact your reseller and consultant, or contact Technical Support at (402) 419-2210.
You may already know that you can securely download PracticeMaster linked files and e-mail attachments onto your Internet-enabled device through Tabs3 Connect, but you may not realize the full potential. E-mails can be journaled to PracticeMaster by all users, which means that you can download e-mail attachments regardless of whose e-mail address received them. This allows you to quickly access information that was sent to any firm member without needing the e-mail to be forwarded to you.
For more information on Tabs3 Connect, contact your reseller and consultant, contact Technical Support at (402) 419-2210, or visit Knowledge Base Article R11480, “All About Tabs3 Connect.”
When you need to refund or reverse credit card payments, you want to be able to do it with the least amount of hassle. Tabs3 Billing and Trust Accounting Software (TAS) are designed to automatically issue a ProPay refund or reversal when appropriate.
Knowledge Base Article R11708, “Credit Card Refund Best Practices,” provides information on how ProPay handles credit card reversals and provides processes for reversing, refunding, or deleting credit card payments or transactions in Tabs3 Billing and TAS.
Be sure to check out this article so that you are using the recommended methods to refund or reverse ProPay credit card payments.
Our Knowledge Base can be accessed 24 hours a day, 7 days a week, at support.Tabs3.com. You can also access our Knowledge Base while in the software by selecting Help | Internet Resources | Knowledge Base.
Over the next few months, we will go through some of the best features of our new online newsletter format. This month, we’re going to walk you through how to search for topics.
To search for articles
The results of your search will be shown with an indicator of how many articles include that word or phrase.
If you want more specific results for a certain phrase, then enter that phrase in quotes so the results will only include articles with the same words in the same order. For example, searching for practice management could return 19 results, while searching for “practice management” could return 1 result.
If you can’t find what you’re searching for, send us an e-mail at newsletter@tabs3.com to submit your idea for a future article!
We provide many resources for information on Tabs3 and PracticeMaster software which includes white papers. What are white papers? Tabs3 white papers are informative articles used to promote or highlight certain features of Tabs3 software.
Our most popular Tabs3 white papers include:
These top white papers can be accessed via Knowledge Base Article R11694, “White Paper Resource List.” This article provides access to more than 15 white papers and articles that can be printed or saved.
Our Knowledge Base can be accessed 24 hours a day, 7 days a week, at support.Tabs3.com. You can also access our Knowledge Base while in the software by selecting Help | Internet Resources | Knowledge Base.
Microsoft® Outlook® can help manage your e-mail, your contacts, and your calendar records, but PracticeMaster manages your entire practice – for your entire firm.
PracticeMaster provides more complete client information – Outlook provides contact fields for personal information, but PracticeMaster automatically provides client and contact fields pertinent to the needs of a law firm, such as opposing attorney, judge, jurisdiction information, and more. Furthermore, PracticeMaster is easily customizable while customizing Outlook can be expensive.
PracticeMaster maintains complete matter information – Outlook provides client, contact, and calendar organization. PracticeMaster provides all this, plus more. All matter information can be saved in PracticeMaster. Save client and research notes, manage your firm’s documents, add fees and costs, and more. Use the Outlook Toolbar plug-in to journal e-mails and attachments to PracticeMaster to complete your case management.
PracticeMaster users can have access to all client and matter information – Outlook requires Microsoft Exchange to share users’ contacts and calendars. Not so with PracticeMaster. Not only are clients, contacts, and calendars available to all users in PracticeMaster, but all matter information can be quickly and easily accessed by those who need it now, including e-mails and attachments that have been journaled by any user.
Clients can optionally be marked as secure so that only the assigned users can access their information. If a user does not have access to a secure client, the client does not appear on any reports that the user runs, and that user cannot add or access records that are associated with the client.
PracticeMaster provides conflict searching for all files – When searching in Outlook, only information on your computer is found. Once all case information is saved to PracticeMaster, use the Conflict of Interest Search to find anything in any file in PracticeMaster and find it fast. Search for words, phrases, partial words, and even phonetically. Clients, contacts, calendar records, linked documents, journaled e-mails, attachments, and all other files for all users can be searched from one window to provide a comprehensive list of hits.
PracticeMaster converts activities into fees – Outlook e-mails can be added to PracticeMaster as records as well as be used to create journals, calendar records, and fees. This provides the ability to easily bill your client for appointments and other events, as well as time spent on e-mails, research, and more.
PracticeMaster provides automation – Recurring entries can be created in Outlook; however, not only can you create recurring entries in PracticeMaster, but PracticeMaster can also automatically create a series of appointments and tasks that you can reuse over and over via the Calendar Plan Templates program. When generating a Calendar Plan from a Calendar Plan Template, a plan name and a start date must be specified. This date is then used to calculate the dates for dependent events and tasks. Once the Calendar Plan is generated, the Calendar Plan can either be accepted or rejected in its entirety. If accepted, all of the generated calendar records will be added to the Calendar file. With calendar plans, if a beginning date gets changed, all dependent events and tasks can automatically be adjusted. For example, if the date of a trial is rescheduled, all dependent items can optionally be rescheduled at one time.
Outlook and Word can integrate through “mail merge” functionality, which uses standard fields in Outlook to create a letter. However, PracticeMaster’s Word Document Assembly has the ability to create documents based on any field in PracticeMaster, including non-standard fields that you have added. Specially coded document templates in Word can be used to merge information from your PracticeMaster data files to create draft documents. If the information required is not in the data files, document assembly will pause allowing you to enter the required information. This information is then saved to the document and written to the PracticeMaster data files.
PracticeMaster also provides the ability to set up WorkFlows. WorkFlows are macros that help you automate common tasks. WorkFlows allow you to automatically start tasks on demand or when certain events occur in PracticeMaster. For example, you might use a WorkFlow to create a new Calendar record based on changes made in the Client file, or to have a new fee agreement created using Document Assembly when creating a new Client record.
Tabs3 Connect provides access to complete case information away from the office – You can access Outlook on your Smartphone or other device while away from the office, but you can’t access all of your client’s files. Tabs3 Connect, a Platinum feature, lets you securely view all client, contact, and matter information on the go. You can even add fees and costs when you need to, instead of making a note to add them later.
If you’ve been thinking you don’t need PracticeMaster because you have Outlook, take another look. Thousands of law firms use PracticeMaster and Outlook side-by-side and reap the many, many benefits of using both software products at the same time.