We provide the ability to journal multiple emails at once with just this type of situation in mind!
To journal multiple emails at once
You can select what information is shown in the Task List via Calendar Properties. You can select to view All Incomplete Tasks, Incomplete Tasks for Selected Day, Overdue Tasks, or All Completed Tasks.
To change the information displayed in the Task List
Quick Alarms can be created without creating 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
Displaying Area of Practice Pages can be configured via Configure Client Pages.
To show Area of Practice pages in the Client file
This will add the additional pages specific to the new Area of Practice that is assigned to the client for easier access.
When searching using the Search Box, all fields in the selected column layout will be searched, unless you search in a specific field. However, searching in a specific field can help narrow down the search results. You can add fields to the Search Box to search in.
To add a field in the Search Box
You can now search the specific field.
This can be accomplished by adding a virtual field to the client file. Virtual fields are designed to display information from lookup files, like the contact file, so that you don’t have to enter the information in two places.
To add a Virtual field to the Client File
You can now open the Client file and use form designer (Edit | Form Designer) from the List tab to add the new virtual field to the form.
PracticeMaster is missing the archived fee records from Tabs3 Billing. This can be corrected by running the Synchronize PM and Tabs3/TAS utility.
To synchronize Tabs3 Billing and PracticeMaster
Once the synchronization has completed, you will be prompted to view the changes made to PracticeMaster.
Note: Depending on how much archived data is present, this synchronization may take a long time to complete. We recommend performing the synchronization from the server to help minimize the time it takes.
You can change your sound notification via the Windows Control Panel.
To change the PracticeMaster alarms
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 will need to be defined for each year.
The Exclude List is a list of words that are excluded from the Conflict of Interest, Contact Search, and Document Search. You can remove words from this list in order to include them.
To remove words from the Exclude List
Once changes are made to the Exclude List, you will be prompted to rebuild the search indexes for the change to go into effect.
The default alarm time for calendar records is controlled by the Calendar Code that is used for the calendar record. You can set the default alarm time in the calendar code file which will then apply to calendar records created after the change.
To add an alarm to a Calendar Code
Any new calendar records added with that calendar code will now use that default alarm time.
Any time a client is added, changed, or deleted, an entry is added to the Support Log. The Date, Time, and User are tracked for each addition, change, and deletion so you can easily see who deleted the client and when.
To open the Support Log for Client File Information
Tip: From the preview window, click the Search button to help find the missing Client ID.
Note: You may need to run this same report in Tabs3 Billing if the client was deleted from Tabs3 Billing instead of PracticeMaster.
A filter can be created to display only those clients with birthdays occurring next month. The filter will always show birthdays occurring next month regardless of when it is run, making it easy to use whenever you need to.
To create a filter for birthdays occurring next month
You can now select the filter in order to see all birthdays next month.
In order to track additional time on a timer record, it must first be changed back to an unprocessed record. Once it’s marked as unprocessed, edits can be made before processing the timer again.
To mark a timer record as unprocessed
You can now make edits to the timer record.
Note: The fee transaction created when the transaction was processed the first time will not be deleted using these steps. Processing the record a second time may cause a duplicate fee.
It appears that the last time the Event Calendar was displayed, it was maximized to fill the entire calendar window. You can resize the Task List to where it was before.
To resize a calendar area
Not only is there a Reply option for email saved in PracticeMaster, but there are also options to Reply to All and Forward. These options are accessible from the Journal file or on the Journal tab of the Client file via the Take Action group of the Quick Clicks pane, the Edit | Action menu, or the Action group when right-clicking the record.
When you click Reply or Reply to All, PracticeMaster opens the default mail client with the email address from the original journaled email already in the To field.
If any attachments were included in the journal record, they will not be attached when Reply or Reply to All is clicked. If the attachment is needed in the response, use the Forward option instead. This will not prefill the email recipients, but it will include the attached file.
One option to track gifts and cards is to add check boxes to the Contact file for each item you want to track. You can then select the applicable check box(es) for each contact who should receive that gift or card. Optionally create new fields for any notes or dates you want to add for additional tracking. Filters and reports can be created to easily see which contacts should receive a card or gift.
To create a check box field in the Contact file
You can now add the new field to the Contact form via Form Designer (Edit | Form Designer).
The tabs that are displayed within the Contact file are controlled by the Configure Contact Pages function. Which will allow you to select the tabs you would like to see.
To display the Calendar and Contact Usage tab in the Contact file
The Outlook Synchronization Settings Report can be run to help determine which users still must be set up. Only users who are set up to synchronize PracticeMaster and Outlook will be included on the report.
To run the Outlook Synchronization Settings Report
The Disable Drag and Drop option controls whether you are able to resize or move calendar records via the Daily, Weekly, or Monthly Calendar.
To enable drag and drop functionality in the graphical calendars
You can now resize or move calendar records via the graphical calendars.
Although existing records for a group of users are not updated when users are added to or removed from groups, it is easy to update existing records using Find and Replace. By replacing the group name with the same group name, the users included in the group are refreshed.
To use Find and Replace to update a calendar record
When creating Alpha-type fields in PracticeMaster, you can choose to have the field utilize a drop-down list in order to allow specific choices to select from. Once the list is populated, you can optionally restrict the field to only allow using these choices during data entry.
To create a drop-down field in the Client file
You can now open the Client file and add your field to the Form (Edit | Form Designer).
The option to display records linked to multiple users/groups as a single group record can be specified in Calendar Properties. This can help keep the Daily, Weekly, and Monthly Calendars cleaner.
To combine multiple user records into one group record
In the PracticeMaster Document Type file, you can get a list of all the document types as well as the document type description.
To print a list of document types
You now have a list of all document types in PracticeMaster.
Note: If an unwanted document type is listed, it can be deleted. However, in order to delete a document type, it must not be assigned to any Document Management records.
The PracticeMaster graphical calendars (Daily, Weekly, and Monthly Calendars) have a refresh rate that controls how long it takes for new records to display. To refresh your calendar on demand, simply press F5. You can also change how often the calendar automatically refreshes.
To change the refresh rate of the graphical calendars
Keep in mind that having a shorter refresh rate will create additional network traffic and may also slow down the local machine. Also, If 0 is used, the Calendar program will not be automatically refreshed; refreshing will occur only on demand (i.e., when pressing F5).
You may need to experiment with this value to find the right refresh rate that meets your needs.
PracticeMaster makes it easy to replicate records. Not only can you replicate costs, but also fees, journal records, calendar records, and more.
To replicate costs
When creating a report, you can save time by creating a User Defined Field with a Runtime Prompt. The field can then be used to filter the report by timekeeper.
To create a User Defined Field that prompts for a value
Note: You must remove the original filter that enabled the report to be run for a specific timekeeper.
You will now be prompted for the Primary Timekeeper number when running this report. User Defined Fields with Runtime Prompts are a powerful and flexible way to build reports and filters.
If the PMJournal button is set to Off, an outgoing email will be sent without being automatically journaled. When sending a new email, click on the PracticeMaster tab and click the PMJournal button so that it displays “PMJournal On.” This can be toggled on or off for each new message sent as needed. Additionally, journal settings can be specified to always be enabled, always disabled, or to default to the last used option.
To specify new message defaults
Now, each time you send an email, the journal window will be displayed, allowing you to journal the email to PracticeMaster.
You can drag records to move them in the Graphical Calendar. This makes it easy to reschedule a meeting without opening the Calendar file.
If you want to move an event to a different time, simply move your mouse to the left side of the record until the pointer becomes a . Click to grab the record, and then drag it to the desired time. This removes the record from the original time slot and adds it to the new time slot.
Tip: Want to copy a calendar record? Hold down Ctrl when dragging the record to make a copy instead of moving it!
The path to open your AOP templates is customizable and can be changed via File Maintenance.
To change an AOP’s template path
Fees can be imported from a properly formatted .csv file via the Import Data Wizard.
To import fees into PracticeMaster
For more information on formatting your .csv file, validating records, and the import process, see Knowledge Base Article R11724, “Importing Fees and Costs Into PracticeMaster from Microsoft Excel.”
The Contact Usage Report will display every contact that is associated with the selected matter.
To run the Contact Usage Report
The Contact Usage Report will display the Contact ID, as well as the files and fields in which the contacts are found.
The Convert to Fee Settings control the default values when you convert records to a fee, and can be customized.
To change the Default Timekeeper when converting emails to fees
This can be accomplished via the Client file in PracticeMaster, using Quick Clicks.
To send an email to multiple clients at once
A new email window will open up using the default email program, with the To field populated with your client’s email addresses.
For more options to send mass emails using Tabs3 Software, see Knowledge Base Article R11845, “Exporting Email Addresses from Tabs3 Software.”
The Verify Document feature in PracticeMaster can correct the paths by validating the Document Management records with the files in the Document Store folder. If it encounters a discrepancy, it will automatically update document file names and locations to use the current naming convention in your Customization settings.
To run Verify Documents
The Verify Documents program will verify that the managed documents in the Document Management file exist, and if the folder and file names for the documents are correct. However, some errors, such as missing documents, cannot be fixed automatically. If errors are found, you can print a Verify Documents Error Report. Information regarding these errors can be found in Knowledge Base Article R11529, “Verify Documents Error Report.”
Note: Prior to running the Verify Documents program, we recommend making an external backup of the software and the Document Store folder.
PracticeMaster’s Form Designer provides the ability to customize the placement of fields shown in each file, as well as to modify the tab order of these fields.
To set the tab order in a file
For more information on changing field tab order, open the PracticeMaster Help by pressing F1 and enter “Set Tab Order” on the Index tab.
This can be accomplished via the Dashboard, by running a Daily Report, or by filtering the Calendar file.
The Dashboard (File | Home Page | Dashboard) is the easiest solution, and automatically includes a My Tasks widget. The My Tasks widget includes all incomplete tasks assigned to you, and is broken down into several date-based sections, including a Due Today section. Each section can be expanded or collapsed, allowing you to quickly see the desired tasks.
Another option is to run a Daily Report. This report is flexible; it can be run for multiple dates or users and provides options to include events, tasks, overdue tasks, tasks with no due date, and more.
To run a Daily Report for today’s tasks
A filter can also be added to the Calendar file to only show your tasks with a due date of today. Filters can quickly be toggled on or off, providing an easy way to see data based on different criteria.
To set up a filter for tasks
Link text can be added to the Comments field in a Calendar record, or any memo field. Link text added to memo fields is clickable, provided it is in the correct format.
To make a link clickable, it must start with specific text such as “http:” or “https:” for websites, “\\” for UNC network paths, or “File:” to reference by a local file path. In order to include spaces in the file path, place the network path inside “<>“. For example: <\\NetworkName\ComputerName\My file name.pdf> or <File:Q:\Shared Files\Documents\Document Drafts_Folder>.
Alternatively, you can add one or more File or Web Page fields to the Calendar file. These field types allow you to add a clickable link to the record.
To add a File and/or 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.
Calendar Groups are maintained in System Configuration. You can print out a Group List that includes all groups and the users that belong to them.
To print a Group List in System Configuration
Now that you have the Group List, you can remove attorneys from the necessary group.
To remove a user from a group in System Configuration
The Visual Timer Display can be accessed via the button (Visual Timer Display) in the Timer window or via File | Visual Timer Display. Like the Daily Calendar, each user can customize the properties to show their preferred fields.
To customize the fields in the Visual Timer Display
To combine categories, replace the old category from the Category field with the desired category in each of the associated Contact records. Once all records have been changed, you can then delete the old category.
To determine which contacts must be changed, filter the contact list for the category you want to remove using the built-in Contact Category filter in the Filter group of the Quick Clicks pane.
If there are only a few instances of the Contact Category that you need to change, you could open each Contact record and change the Category field manually. However, if you have a large number of records to edit, you can optionally use the Find and Replace utility (Edit | Find and Replace) while in the Contact file to quickly change the value for multiple records at a time. When using the Find and Replace utility, select Only replace matching text in the Replace Options section to ensure that other contact categories are not removed.
Once all instances of the contact category have been changed and the unwanted category is no longer assigned to any contacts, run the Rebuild Contact Categories utility (Utilities | Rebuild Contact Categories). Once the process has completed, a message will be displayed stating that the contact categories have been removed and the Contact Link file has been rebuilt.
Note: Running the Rebuild Contact Categories program will remove all unused contact categories. Additionally, rebuilding will recreate all of the default contact categories.
Creating a permanent index can dramatically increase the speed of a filter. When an index enabled filter is in use, the status indicator displays Filtered* with an asterisk.
To create a permanent index
Now, when you use your filter in the Journal File, you will notice a significant increase in the speed in which the records are returned.
For more information on optimizing filters, see Knowledge Base Article R11487 “Working with Indexes, Filters and QuickViews.”
The Do Not Show Again check box can help speed up processes by remembering a user’s response so that the same answer will be used the next time the message comes up. Each program has its own list of these messages that can be reset using the Reset Optional Messages function within the program.
To reset options messages
Note: When resetting optional messages in PracticeMaster, all messages with the Do Not Show Again check box will be reset for your User ID in PracticeMaster. This option is also available in Tabs3 Billing, General Ledger, Trust Accounting, and Accounts Payable.
Provided the Track History check box for the field is selected in File Maintenance, and History Tracking is enabled in Customization, you can see what has changed for the record, as well as the user who made the change. By default, the Addr_No field in the Contact file is configured for history tracking.
To view the history tracking of a contact
In the Field Name column, “Addr_No” will have one or more values in the Old Value and New Value columns, with the user who changed the field listed in the User Name column.
You can use the Export Email as Outlook Msg option to open the Export Email Message window. This will export the selected email messages as a .MSG file to a specified location. The .MSG file will be created with all current attachments.
To export a journaled email to an .MSG file
The .msg files will be saved to the specified folder using a “yyyymmdd_subject.msg” naming method, where yyyymmdd is the date of the email and subject is the text from the subject field of the message.
You can specify the number of days before a document is considered overdue, and then show an overdue document list when users with overdue documents log into PracticeMaster.
To specify overdue document settings
PracticeMaster has the ability to automate some functions through startup options, and rebuilding the Conflict of Interest (COI) is one of them. Additionally, when run as a startup option, the rebuild can be run even when other users are in the software. Windows Task Scheduler can be automatically set up to run this function at a certain time. When running the COI via Windows Task Scheduler, we recommend creating a new access profile that only has access to the COI, and then creating a new user to which this access profile is assigned. This is because using this method requires that a password not be set for the User ID, which can cause security issues. Only allowing the user to access the specific function can reduce risk.
Once a user has been created, and the appropriate access profile assigned to it, you can create a special shortcut on your desktop that can be run via Windows Task Scheduler, or on demand by simply double clicking the shortcut.
To create a special desktop icon
Additional information, including steps to create a new user and access profile, can be found in R11034, “Automating Tabs3 and PracticeMaster Maintenance Tasks.”
PracticeMaster includes an optional SnapShot view that displays certain information in an easy to view format. The SnapShot can be positioned either at the right or bottom of the file.
To enable the SnapShot in the Client file
Note: The SnapShot is available in all PracticeMaster files (e.g., Fee, Journal, Document Management, etc.).
The font for the Daily, Weekly, and Monthly calendars can be adjusted from within Calendar Properties.
To change the font on the Graphical Calendar
To make sure that the eNote window is not hidden behind windows, you can select the Always on Top setting in eNote Preferences. Once selected, the eNote window will be displayed on top of any open window, provided the eNote window is not minimized.
To specify eNotes are always on top
Note: eNote is a Platinum-only feature.
Like other files, Column Layouts can be added or edited for the Task List to help make record sorting easier.
To add a column to the Task List
The new column will now be shown in the Task List and can be used to sort records.
Note: Changes made to the column layout will also be present in the Task List shown at the bottom of the Daily, Weekly, and Monthly Calendar.
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.”
An email can be automatically generated when Auto Email Notification (Calendar | Auto Email Configuration) is enabled. The email message will include the meeting information and changes, if any, and will populate the To field with all users listed in the associated calendar record. Simply click Send on the email, and attendees will be notified.
Each user who is assigned to a calendar record must have their email address entered in the User File (File | Open | Select Users) in System Configuration.
Alternatively, if you have the Platinum version of PracticeMaster, a WorkFlow can be set up to automatically send an eNote. For more information on WorkFlows, refer to Knowledge Base Article R11307, “All About WorkFlows.”
Selecting the Do Not Sync check box in the Contact file will prevent the contact from being synchronized to Outlook for all users.
To mark a contact as Do Not Sync
Note: The Do Not Sync option prevents the contact from synchronizing to Outlook for all PracticeMaster users. To limit which contacts synchronize for individual users, you can set up contact synchronization filters instead. For more information, see Knowledge Base Article R11488, “Controlling Which Contacts Synchronize Between Outlook and PracticeMaster.”
You can create a “HideAssembly” variable, which will suppress the assembly process from being viewed.
To edit an existing template to hide assembly
The variable will look similar to the following:
«HideAssembly|Alpha Variable|Do not insert text into document»
There are a couple of ways to accomplish this. When selecting Journal in the Record Type Selector, simply clear each check box except for Note. Alternatively, a custom activity list can be created with only the type(s) of records you want to see. Once created, you can access the custom activity list via the Record Type Selector.
To create a custom activity list
There are a couple of ways you can adjust the calendar to alter how much of the day is shown.
If your schedule is more event-based than task-based, you can reduce or even remove the Task List at the bottom of the calendar. By default, the divider between the Event Calendar and Task List portions of the window is intended to align with the Date Selector months on the right side of the calendar. Moving the divider up or down will make it jump to the height of the next month. If you want to have finer control over the placement of the divider, hold the Ctrl key while dragging the divider up or down. This will resize the section to exactly where you want. Drag the divider to the bottom of the window to hide the Task List.
You can also adjust the time interval shown on the calendar via Calendar Properties (Calendar | Calendar Properties | Daily tab). By increasing the Time Interval value, more of the day can be shown.
When you are using the Tabbed Interface (View | Theme Settings), you have two ways to close all open tabs:
Additionally, both the Windows menu and clicking Active Files displays a list of all open tabs, allowing you to select any tab to bring it into view. The tab listing with the check mark next to it indicates which tab is currently the active tab. This list can be especially useful when you have more tabs open than fit across the window.
Note: The Close All and Close All Tabs options will not close the Home page.
Only the fields that are included in the current column layout can be searched when using the Search box (Ctrl+E). You can add the field to your current column layout or you can switch to a column layout that does include the field such as the (default) column layout, which automatically includes all fields in the file.
To add a field to your current column layout
The field will now be available to search using the Search box
Event colors are controlled by a setting in Calendar Properties, which is individual to each user. Event colors can be shown based on User ID or Calendar Code, or set to show a single color for all events.
To change your calendar to use event colors based on User ID information
In the Timer Preferences, you can specify whether the Timer window is always shown on top of other windows, or if it can be behind other windows.
To specify the Timer window not be on top
The Timer window will no longer be forced to always be on top.
The History Tracking feature in PracticeMaster tracks changes to records. To view the history of the record, select Display History from the Take Action group of the Quick Clicks pane. Tracked history includes the date and time, user name, field name, old value, and new value. If no history is available, or no history is shown for a specific field, then History Tracking may not be enabled at the program level, or the field level.
To enable History Tracking in PracticeMaster
To enable History Tracking on the Work Description field
Note: You will only be able to display history for changes made after History Tracking has been enabled. This feature is only available in PracticeMaster.
You can define how the rows for each file (e.g., Client, Contact, Journal, etc.) are displayed. Options include whether or not to show grid lines, row colors, and the height of each row.
To adjust the row height on the List tab of the Journal file
Note: Changes to the List Preferences are user-specific, so each user who wants to make these changes will need to do so through their specific User ID.
In Version 19, PracticeMaster introduced the ability to maintain your own group of favorite programs and reports. By default, a “My Reports” group was added to the My Actions tab of the Home page, which can be customized. If this group was deleted, you can add a new group.
To add a new group of reports
To customize an existing group of actions, such as My Reports
Note: Groups can also be added to Tabs3 Billing, General Ledger Software (GLS), Accounts Payable Software (APS), and Trust Accounting Software (TAS).
There are a couple of ways to get this information into Excel; you can create a Report Writer report and print it to a Microsoft Excel spreadsheet, or you can create a column layout in the Contact file and then copy the contents of the List tab into Microsoft Excel.
To create a Report Writer Report
When printing the report, make sure to select an Output To of File and save it as an Excel spreadsheet.
To create a column layout for your contacts
To copy a list of contacts from the Contact file into an excel spreadsheet
Tip: You can add a filter to the Contact file to only show specific contacts.
I want to send an email to all the contacts that I select on the People tab of the client file. However, when I select Send Email from the Quick Clicks pane, the email is addressed to the Client Contact instead of the Matter Contact. Is there a way to send an email to these contacts via the People tab?
Changing the name of a field in File Maintenance will change to the association of the email address virtual field.
To change the V_Email field name on the People tab to Email_Address
You will now be able to select the Contacts on the people tab and use the Send Email function to generate a mass email to those Contacts.
All the fields in the Journal window, including custom ones, can be accessible when journaling emails from Outlook by clicking the Details button in the Journal window. Alternatively, each User can specify that the Details view is the default for every email they journal.
To always show Details view when journaling emails
A Priority of 0 – 9 can be specified for tasks, where 0 is the highest priority and 9 is the lowest priority. When multiple tasks have the same date, they will automatically be organized from high to low priority. Furthermore, tasks on the same date with the same priority will be organized by Start Time if one is entered.
To specify a Priority on a task
Note: The Priority field is not available on Event calendar entries.
In Version 19, you can now use the Change Client ID utility to change fee and cost records. This process also has the option to update the rate and amount fields for the transactions.
To use Change Client ID to change the client, rate, and amount on fees
QuickViews let you save a filter, column layout, and default sort together, thus allowing you to easily control how records are displayed on the List tab by turning the QuickView on/off.
To create a QuickView in the Client file
Now this QuickView will be available as a tab on the List tab, as well as in the QuickView section of the Quick Clicks pane. Simply click the QuickView tab and your filter and column layout will be applied.