2011 Practice Management Annual Conference Exchange Synchronization Best Practices Bill Ayres, Circle Management Group, LLC Mark McCray, LexisNexis September 24, 2011

Practice Management Annual CIC Conference Agenda Introduction Current Exchange Sync Questions Exchange Sync 11.1 Breaking News (If needed) Questions

Practice Management Annual CIC Conference Introduction Mark McCray – Mark is one of the original developers of Time Matters. Hired by Data.txt in April of 1999, Mark began working at LexisNexis when Data.txt was acquired in Mark presently serves as a consulting software engineer on Time Matters and Billing Matters as well as other related projects. Mark recently served as Architect on the Mobility Project and is currently working on the new Exchange Sync. Bill Ayres – Bill performed as the customer support manager for Time Matters for seven years (both pre and post LexisNexis involvement). In 2009, Bill started a consulting company (Alliance Professional Consulting Group, LLC) and became a Time Matters CIC and is certified in versions 7.0 thru 11 as well as the LNTPA platform. In 2010, Bill became a partner with Circle Management Group, LLC.

Practice Management Annual CIC Conference Current Exchange Sync

Practice Management Annual CIC Conference Current Exchange Sync − Available Now − Supports Microsoft Exchange 2003 and 2007 − Supported throughout TM V11, V12 TBD Exchange Sync 11.1 − Presently in Development − Available 4th Qtr − Supports Microsoft Exchange 2007 and 2010 − TM V11.1 and above Exchange Sync Versions

Practice Management Annual CIC Conference Current Exchange Sync Overview Pre-Requisites − Time Matters V11.x installed − Microsoft Exchange 2003 or 2007 setup and running − Current TM Exchange Sync Installed

Practice Management Annual CIC Conference Current Exchange Sync Microsoft Exchange Make sure that Outlook is configured for web access and the users can access Outlook via a web browser. (Ex. − Note: The Exchange sync will not work if you are using OWA with your virtual directory. (Ex. It is also important to understand that if users are unable to access Outlook through the web the TM exchange sync will not work.

Practice Management Annual CIC Conference Current Exchange Sync Make sure forms based authentication is in place − In some cases, a Windows authentication screen will display prior to the Outlook Web Access login. This is okay as long as it authenticates and takes you to the exchange login screen − The login information should be displayed in the web page as shown in the picture below and not via a Windows pop up login box:

Practice Management Annual CIC Conference Current Exchange Sync Time Matters Exchange Sync Setup Make sure that you have the TM userid, Windows username and password, domain, OWA url, and the users address When testing the user connection you may receive an error − If you receive error 503, append the full address to the end of the mailbox url (ex. − In some cases, the username and the address may be different. (ex. Username – johndoe, – If this is the case, try substituting the username and the end of the url with the full

Practice Management Annual CIC Conference Questions?

Practice Management Annual CIC Conference (New Exchange Sync) Exchange Sync V11.1

Practice Management Annual CIC Conference Exchange Sync V11.1 Features Available in Time Matters th Qtr Basically the same feature set (a few enhancements) − No lost functionality Setup remains basically the same, some streamlining Import of setup and matching from Exchange Sync V1 provided Outlook recurring events are now fully supported Corrected known V1 defects

Practice Management Annual CIC Conference Exchange Sync V11.1 WEBDAV – No longer supported Architecture limitations − Not reusable − Difficult to modify Why?

Practice Management Annual CIC Conference Exchange Sync V11.1 Recurring Events Supports limited and “no end date” Outlook events Multiple TM Events are created Change Master Event in Outlook will change all TM records Change a single event in TM will create an Outlook exception occurrence

Practice Management Annual CIC Conference Exchange Sync V11.1 New Architecture

Practice Management Annual CIC Conference Exchange Sync V11.1 Basic Upgrade Steps Backup, Backup, Backup Install, Configure and Test Microsoft Exchange − MS Exchange must be fully functional before setting up TM Exchange sync. − Including the moving of existing Exchange Data (Contacts, Events, etc.) into the new Microsoft Exchange Server Install Time Matters V11.1 or later Install and Configure TM Exchange Sync V11.1 Run the TM Exchange Sync import to prevent duplicate records

Practice Management Annual CIC Conference (If needed) Late Breaking News

Practice Management Annual CIC Conference Questions?