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.
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
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.
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.
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
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.
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.”
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.
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
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
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.
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.
Did you know that PracticeMaster integrates with several third-party programs? This integration provides the ability to add emails to PracticeMaster as Journal records and documents as Document Management records. Fee and Calendar records can also be added or edited. Toolbar Plug-ins can be installed for the following programs:
To install a toolbar plug-in
The next time you open the third-party program, you will be able to use the toolbar! For more information about Toolbar Plug-ins, press F1 from within PracticeMaster and enter “Toolbar Plug-ins” on the Index tab.
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.”
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.
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.
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.
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”.
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.
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.
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.
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.
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:
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.”
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.”
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.
Did you know that you can add the PracticeMaster Toolbar icons to the Quick Access Toolbar in Microsoft Office 2007 and later? To add any of the PM Open, PM Save, PM Journal, PM Calendar, and/or PM Fee buttons to the Quick Access Toolbar, simply right-click the icon on the PracticeMaster ribbon and select Add to Quick Access Toolbar.
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.