At our office, our User IDs are based on our first initial and last name. Someone at our office recently got married and wants their User ID updated accordingly. However, we mistakenly created a new User ID with their new name instead of changing the existing one. As a result, they have Calendar entries in PracticeMaster belonging to both versions of their name. Is there a way to merge those?
The Reassign User ID utility in System Configuration can combine all records associated to one User ID with another existing User ID.
To reassign a User ID
- From the System Configuration Utilities menu, select Reassign User ID.
- In the Old User ID field, select the original User ID.
- In the New User ID field, select the User ID you want to use going forward.
- Click OK.
Note: Groups are not updated when reassigning a User ID. Make sure to update any groups to which the old User ID was part of.
Did you know that you can press Ctrl+Shift+F to open the Fee file and Ctrl+M to open the Matter Manager or Client Manager? Most people are aware of standard keystrokes, such as Ctrl+S to Save, Ctrl+C to Copy, Ctrl+V to Paste, etc. However, there are many more shortcuts to help save time in Tabs3 and PracticeMaster without your hands leaving the keyboard!
Tabs3 and PracticeMaster provide two lists of keyboard shortcuts and keystrokes to help speed up your data entry. These can each be found via Help in any of our software by pressing F1 and then entering “keyboard shortcuts” and “keystrokes” on the Index tab. We recommend printing these lists out as a reference until you get used to the ones you need most.
Going between keyboard and mouse to access everyday tasks may not seem very time consuming, but the time it takes for those extra clicks can add up. Check out which keyboard shortcuts and keystrokes will save you time today!
We are having issues with users changing some of the information in the Client file that we do not want them to change. Is it possible to restrict the editing of these fields to only certain users?
In Version 19, you can now configure PracticeMaster fields as restricted by selecting the Restrict Changes check box in File Maintenance. When a field is restricted via File Maintenance, only users with MANAGER access rights, or access rights to Change <file> Restricted Fields, can edit that field. For example, if a user has the Change Client Restricted Fields access right, then they can edit any field in the Client file, including fields that have the Restrict Changes check box selected in File Maintenance.
To restrict changes to a field
- From the Maintenance menu, select File Maintenance.
- Expand System Files, select Client, and click OK.
- From the Field tab, under Field IDs, select the field you want to restrict.
- In the Custom Properties section, select the Restrict Changes box.
- Click Done in the File Definition window.
- Click Close in the File Maintenance window.
To specify access rights for changing restricted fields
- From the System Configuration File menu, point to Open and select Access Profile.
- Select the desired Access ID.
- On the PM tab, select File Information.
- In the Function section, select the desired Change <file> Restricted Fields option (e.g., Change Client Restricted Fields).
- Select Allow or Disallow as desired.
Note: The Restricted fields feature is only available in PracticeMaster, and does not affect data entry in Tabs3 Billing, Trust Accounting Software, Accounts Payable Software, or General Ledger Software.
Note: Changes made to access rights will take effect the next time the user logs in.
I need to prevent my billing staff from making edits to our e-mail templates. Is there a way to accomplish this?
Rights to perform any function in our software are controlled via Access Profiles. Access Profiles can be assigned to users, and are maintained in System Configuration.
To remove access rights for editing e-mail template
- In System Configuration, from the File menu, point to Open and select Access Profile.
- Select the desired Access ID.
- From the Tabs3 tab:
- Select Statements/Statement Setup.
- In the Functions section, select Edit E-mail Templates.
- In the Selected Functions section, click the Disallow button.
- Press Ctrl+S.
This will prevent any user assigned to this Access Profile from being able to edit the E-mail Templates. Access Profiles are assigned via User Configuration (File | Open | Users).
Note: Changes to Access Profiles will be available the next time users log into the software.
Note: A user will have rights to a function if any of the assigned access profiles has rights to that function.
We have reorganized our firm, and some users are showing up in new calendar records when selecting group to which they no longer belong. How can I get a list of the users belonging to each group so I know which groups we need to edit?
Calendar Groups in PracticeMaster are configured and maintained in System Configuration. You can print a Group List that includes all groups and the users that belong to each group.
To print a Group List in System Configuration
- From the Reports menu, select Group List.
- Select the desired printer and click OK or Preview.
Once the Group List has been reviewed, you can remove users from the necessary groups.
To remove a user from a group in System Configuration
- From the File menu, point to Open and select Group.
- Select the desired Group ID.
- In the Users in the Group section, click the check mark next to each user you want to exclude from the selected group. Clicking the check mark will remove the check mark.
- Press Ctrl+S.
- Repeat steps 2-4 for each group from which you are removing users.
Note: Users must close and reopen PracticeMaster for the group changes to take effect. Changes made to groups do not affect existing calendar entries.
One of our employees got married and we need to change her User ID on all of her Calendar Entries. Is there an easy way to do this?
The name used on Calendar Entries is also the User ID that an employee uses to log into the software. You can use the Rename User ID utility in System Configuration to change her User ID as needed. Additionally, you may want to change other information for the user such as the user’s name, initials, and e-mail address.
To rename the User ID in System Configuration
- From the Utilities menu, select Rename User ID.
- In the Old User ID field, select the current User ID.
- In the New User ID field, enter the new User ID with the changes due to marriage.
- Click OK.
To change the user’s name, initials, and e-mail address in System Configuration
- From the File menu, point to Open and select Users.
- Select the desired User ID.
- Make any necessary changes to the User Name, Initials, and E-mail Address.
- Press Ctrl+S.
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.
Firm information can change for many reasons, such as when you move, add partners, or the firm splits. Updating the software with your new information is important so that your firm is accurately represented on statements, checks, and more. Informing Tabs3 is also important so that information regarding changes to the software reaches you in a timely manner.
The main changes to firm information are made in System Configuration; however, other changes may also be necessary depending on your use of the software and are outlined below.
System Configuration
You can change your firm’s name, address, phone, website, and Federal ID # in System Configuration’s Firm Information window (File | Open | Firm). Changes to the firm’s name, address, Federal ID #, or phone will prompt you to print and send us a form with the changes. This is so that we can update our records.
Making changes to the Firm Information will automatically change the following information in the software:
- Heading of all reports in Tabs3 Billing, PracticeMaster, Accounts Payable Software (APS), and Trust Accounting Software (TAS).
- Firm name displayed on APS and TAS 1099 Forms.
- Firm name printed on TAS checks to FIRM.
- Statement Designer layouts that use a variable for any of the fields that have changed.
- Document Assembly templates and report definitions that use any of the fields that have changed.
Note: When a change to the firm name is made in the Platinum version of the software, all users must exit the Tabs3 software before the change will apply to the Tabs3 and PracticeMaster report headings or the TAS Payee of “FIRM.”
Tabs3 Billing
The following changes to statement information may need to be made in Tabs3 Billing for changes to your firm’s information.
- If your firm uses the Headings tab in Statement Customization (Statements | Statement Setup | Statement Customization) to enter up to nine lines to be printed as a heading on each statement, these lines may need to be updated.
- If your firm uses Statement Designer layouts that provide firm information manually entered, instead of using variables, these layouts may need to be updated.
- If your firm uses bitmaps on statements that include the changed firm information, the bitmaps will need to be recreated.
General Ledger Software (GLS)
In GLS, the Client Name field in the Edit GLS Client program (Utilities | Edit GLS Client) prints as a heading on all GLS reports.
Tabs3 Remote
In Tabs3 Remote, the firm name is saved in Customization (Utilities | Customization) and is printed as a heading on all Tabs3 Remote reports.
Trust Accounting Software (TAS)
In TAS, you must change the FIRM payee’s information (File | Open | Miscellaneous | Payee tab) to reflect changes to your firm’s address and/or Federal ID #.
If your firm information changes, make sure you update all of the necessary areas to help make the transition smooth.
Are you using groups for calendaring, or do you enter each user individually in the record? A group is composed of various users, and can be a great shortcut when adding calendar records for teams, managers, or any set of users. For example, if you have regular partner meetings, create a group that includes each of the partners. When creating the calendar record, simply select the group and all of the users in the group will automatically be added to the record.
To create a new group
- Open System Configuration.
- From the File menu, point to Open and select Group.
- Click the
(New) button. - Enter the desired Group ID and Group Name.
- In the Users in Group section, select the users you want to have included in this group.
- Press Ctrl+S.
By adding users to groups, you can help streamline calendar entries and save time!
