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.
By setting up a filter in the Calendar file so that it only displays the Business Law matters, you can then print out the Monthly Calendar using that filter.
To filter the Monthly Calendar
You can now print the filtered Monthly Calendar by pressing Ctrl+P in the Monthly Calendar window.
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.
If you are new to using lists in PracticeMaster or Tabs3 Billing, 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 combine a Filter, Column Layout, and Sort Order. By accessing the QuickView from the Quick Clicks or from a tab at the top of the list, you can easily 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 while in the software by selecting Help | Training Videos.
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 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!
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.
PracticeMaster QuickViews provide a powerful way of organizing and finding information in PracticeMaster using the List tab. QuickViews combine a filter, column layout, and sort option 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. 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.
QuickViews are available for both Platinum and multi-user versions of the software; however, they run faster in the Platinum version of PracticeMaster.
Why are QuickViews faster in Platinum? PracticeMaster filters are processed at the server computer, similar to how the PracticeMaster 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 local consultant, or contact Technical Support at (402) 419-2210.
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.
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
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.
When entering fees, users can configure the Fee Entry List at the bottom of the window to only display a specific timekeeper or range of timekeepers, as well as other options.
To see all Fees in the Fee Entry List
The Fee Entry List will now include all fees for the client in question.
Note: These instructions also apply to the Cost, Payment, and Client Funds Entry Lists.
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.”
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 contact Technical Support at (402) 419-2210.
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.
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.”
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.
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”
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”
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.”
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.
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.
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.
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.
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.
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:
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!
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!
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.
What are expressions, and how can your firm use them to improve your day-to-day activities in PracticeMaster? 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 an expression is, where it’s used, and common terminology. 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 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.