We have an email that was saved in PracticeMaster but then deleted from Outlook. We are unable to recover the actual email, but we do need to respond. Is there a way to reply from the record in PracticeMaster?
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.
When I use the PracticeMaster Outlook plug-in to create a fee based on an email, the fee record defaults to the wrong timekeeper number. Can I change it to default to a different timekeeper number?
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
- From the Maintenance menu, point to Preferences and select Convert to Fee Settings.
- From the Email tab, in the Default Timekeeper section, select the desired option.
- Click OK.
We want to send out a mass email to all of our clients notifying them of changes within the firm. Is there an easy way to do this?
This can be accomplished via the Client file in PracticeMaster, using Quick Clicks.
To send an email to multiple clients at once
- From the File menu, point to Open and select Client.
- If desired, select a filter to narrow down which clients are shown (e.g., Active Only).
- Select the clients to which you want to send an email.
- From the Quick Clicks pane, in the Take Action group, clickSend Email.
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.”
Attaching statements to emails one by one is time consuming. Save time by using the Tabs3 Email Statements program to send PDF statements without leaving the software!
With the Email Statements feature, you can automate your billing process by sending batches of statements with just a few clicks! Tabs3 will automatically generate an email message, attach the PDF statement, and send the email. There is no need to manually attach PDFs to emails and your clients will receive their statements faster, which means payments can be received faster.
Emails are streamlined and customizable. Email Templates (Statements | Statement Setup | Email Templates) can be created using a specific From
Name and From Address, as well as CC and BCC Recipients. You can create custom messages that automatically include the client, balance due, a LawPay or ProPay payment link, and other information you want using a range of available fields. Simply enter the desired text and add the fields you want to populate. Once your template is set up, you can assign the template to a client’s Bill To Record, or to a group of clients through Change Client Options.
Clients can be set up to receive their statement via mail, email, or both. The option to password protect a client’s PDF file is also available to ensure that only the intended recipient can view the statement.
Once your client is set up to email statements, run your statements as you normally do. After running a final statement and printing any statements that must be sent through the mail, open the Email Statements window (Statements | Email Statements) to review all statements ready to be sent via email. All emails must be marked as Reviewed before they will be sent.
Need to add information to one client’s email for just this statement run? You can edit the email before sending the statement, without editing the template, by selecting the client in question and clicking the View/Edit Email button. When editing an email, you can also attach other files, such as reports, contracts, and other documents, to the email before it’s sent out.
Once you have reviewed emails and made any additions or changes, click the Send Reviewed button. The program will verify whether statements have been updated, and if they have not, you will be provided the option to update at this time. Once they have been updated, your emails will be sent to clients with the statement attached, followed by a confirmation window displaying how many statements were successfully sent.
Customized emails with attached statements can be sent to your clients quickly, securely, and with no additional cost to the firm. If you are not already set up for emailing statements, try it out and see how emailing statements can streamline your billing!
For more information on setting up and using the Email Statements feature, refer to Knowledge Base Article R11338, “Emailing Tabs3 Statements.”
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.
Is there any way that I can export my email journal records in an Outlook format?
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
- From the File menu, point to Open and select Journal.
- Select the email records you want to export.
- From the Edit menu, point to Action and select Export Email as Outlook Msg.
- In the Folder field, select the location to which you want to save the files.
- Click OK.
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.
We rely heavily upon the PracticeMaster calendar, and there are times when events get added or meeting times are moved at the last minute. Is there a way in the software to alert attendees to these changes?
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.”
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
- From the Maintenance menu, select File Maintenance.
- Expand Common Client Related Files, select the People file, and click OK.
- On the Field tab, in the Field IDs column, double-click V_Email.
- Change V_Email to Email_Address.
- Click Done.
- Close File Maintenance.
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.
We have a few custom fields in our email journal window. However, when we journal emails from Outlook, our custom fields are not shown in the journal window that comes up. Is there a way to access our custom fields when journaling emails from Outlook?
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
- From the Maintenance menu, point to Integration and select Toolbar Plug-ins.
- From the Outlook tab, in the Creating Records section, select the Create Email Journal Record using the Details view check box.
- Click OK.
I use Word Document Assembly to assemble forms for my business clients. After I save the forms to PracticeMaster as documents, I always create a fee for certain hours and amount values based on the template I’m assembling (defined by Document Type) and write an email to the client. Is there a way for PracticeMaster to automate some of this for me?
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
- From the Maintenance menu, select WorkFlows.
- Under Common Client Related Files, select Document Management, and then click the New button.
- Enter a Name for the WorkFlow (e.g., “Create Fee and Email”).
- In the Source section:
- Select the Filtered Records option and click the Filter button.
- Click the New Row button and select the Document Type field (Doc_Type).
- Select a Test Condition of “equal to”.
- In the Test Value field, select the desired Document Type (e.g., Form).
- Click the Save button.
- In the Event section, select Record Added.
- In the Actions section, click the New button.
- Select Create New Record and click Next.
- Under Common Client Related Files, select Fee and click OK.
- Click the Define Template button.
- Click the set button next to the Client ID field.
- In the Template Expression Editor window, click the Field button, select “Client_ID”, and then click Insert.
- Click OK.
- Click the set button next to the Hours Worked field.
- In the Template Expression Editor window, click the Value button, enter the desired number of hours worked (e.g., “0.50”), and then click OK.
- Click OK.
- Click the (Save) button.
- Click the set button next to the Client ID field.
- Click Finish.
- In the Actions section, click the New button.
- Select Start Email and click Next.
- Click in the To field.
- In the WorkFlow Expression Editor window, click the Field button, select “Client_ID”, and then click Insert.
- At the end of the expression, enter “:Email_Address”, and then click OK.
- Click in the Subject field.
- In the WorkFlow Expression Editor window, click the Value button, enter the applicable text for the subject (e.g., “A document has been created.”), and then click OK.
- Click OK.
- Click in the Body field.
- In the WorkFlow Expression Editor window, click the Value button, enter the applicable text (e.g., “The requested document has been created and attached.”), and then click OK.
- Click OK.
- Clear the Include event information checkbox.
- Click Finish.
- Click Save.
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.”
Sometimes I need to email several documents from the Document Store in PracticeMaster to someone. Is there an easy way to add multiple managed documents to an email?
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
- Begin composing your email.
- From the PracticeMaster tab, click Attach PM Document.
- In the PracticeMaster Document Management window, select the records with the documents you want to include in your email. (Note: You can apply filters, QuickViews, or use the Search List field to narrow down the list of document management records shown.)
- To select a record, click the
column for that record. To select multiple records at the same time, use one of the following methods to highlight multiple records, and then press the Spacebar or click the 
button. Keep in mind that you can attach up to ten records at a time.
- Press and hold the Ctrl key, and then highlight individual document management records.
- Highlight a range of records by clicking the first document management record in the range and then press the Shift key while you click the last record in the range.
- Click and drag your mouse pointer across all document management records in a range.
- Click OK to attach the selected records to your email and return to Outlook.
- Repeat steps 2-4 as necessary.
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.
Did you know that the DropBox in Tabs3 and PracticeMaster software serves as a temporary holding area for reports and statements that are output as PDF files via the DropBox print option?
To send reports and statements to the DropBox, select DropBox from the Print window and 
click OK. The files sent to DropBox are temporary files that are stored on your computer, and will be removed when all Tabs3 and PracticeMaster software is closed. This is perfect for reports that need further action. You can run and review several reports for comparison, or e-mail 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 and PracticeMaster programs use a common DropBox, so all of your files will be
accessible from one location. A separate 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 DropBox more than once, a number will be appended to the end to differentiate them. For example, if a Client List is run twice, 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 DropBox from any Windows folder, as well as drag and drop files from the DropBox to any Windows folder. Items in the DropBox can be opened, saved, printed, e-mailed, and deleted either individually or in a group. When e-mailing DropBox items, your default e-mail program is used to create a new e-mail, and the file(s) selected will be attached. All you need to do is add recipients, your message, and then click Send!
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!
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
- From the File menu, select Print Setup.
- Select the Printer you use to print statements.
- Click the Advanced Printing Features button.
- Select the Embed Fonts in PDF Files check box.
- Click OK on the Advanced Printing Features window.
- Click OK on the Printer Setup window.
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
- Go to Tabs3.com/support in your browser (e.g., Firefox, Edge, Internet Explorer, etc.).
- Click the Submit Support Inquiry button.
- In the e-mail window that is opened, enter the requested information (your name, firm name, the software product and serial number you are requesting support for, and your question) and then click Send.
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.
I want to create a journal record in PracticeMaster for every e-mail that I send. How can I accomplish this automatically?
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
- From the Maintenance menu, point to Integration and select Toolbar Plug-ins.
- Click the Install Outlook Plug-in button.
- Click OK on the message that is displayed.
- Close and reopen Outlook.
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
- From Outlook, click the PracticeMaster tab.
- Click the Default Settings button.
- In the New Message Defaults section, for the Journal option, select Enabled.
- In the Record Linking Defaults section, change the Record Linking option if desired.
- Click OK.
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.”
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:
- Users and Groups, including Calendar Rights and Tabs3 Connect settings
- Access Rights
- Firm Info
- Outgoing E-mail Configuration
- Microsoft Exchange Integration
- Platinum settings
- …and more!
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.
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.”