1. 2011 Practice Management Annual Conference 10 Features You Didn’t Know Existed in PCLaw Presentation by: Barbara Brown & Carie Anne Kowalewski September 24, 2011

2. 1 2011 Practice Management Annual CIC Conference Introduction Barbara Brown Worked with PCLaw for over 23 years Started with Alumni Computer Group; PCLaw CIC Located in Canada; Clients throughout North America Implementations; Templates; Ebilling Solutions; Training firms to use PCLaw effectively barbara@bblawinc.ca Carie Anne Kowalewski CIC for 12 years Time Matters, Billing Matters & PCLaw CIC Located in New Jersey, New York & Atlanta; Clients nationwide Consulting, Customization, Training, & on-going Support ckowalewski@docsol.com

3. 2 2011 Practice Management Annual CIC Conference Agenda Introduction 1.Customizing PCLaw for your Users 2.Easily Editing Fonts & Font Sizes in Templates 3.Creating Pre-Bills using Matter Billing Format 4.Enabling Advanced Security (V11) 5.Enabling PCLaw Mobility (V11) 6.Fujitsu ScanSnap Integration (V11) 7.Importing Holidays (V11) 8.Saving Outlook Emails 9.SQL Version: Populating billing data into other applications (e.g Time Matters, HotDocs, Web Services, etc.) 10.SQL Version: Advanced Reporting Questions

4. 3 2011 Practice Management Annual CIC Conference Toolbar Customizing PCLaw for a PCLaw User QuickStep Hot Keys

5. 4 2011 Practice Management Annual CIC Conference Customizing PCLaw for your Users Add/Remove Pre-Set Icons on the Toolbar Select: Toolbar Options Select: Add or Remove Buttons Select: PCLaw Toolbar

6. 5 2011 Practice Management Annual CIC Conference Customizing PCLaw for your Users Select: Category & Command Click & Drag Command to Toolbar In the Commands tab: Select: Customize the toolbar

7. 6 2011 Practice Management Annual CIC Conference Customizing PCLaw for your Users Use Hot Keys – CTRL+ S, CTRL+P etc –to quickly access PCLaw functions with your hands on the keyboard Default Hot Keys – PCLaw Menu Add your own Hot Keys

8. 7 2011 Practice Management Annual CIC Conference Customizing PCLaw for your Users Add your own Hot Keys: Select: Toolbar Options Select: Add or Remove Buttons Select: Customize the toolbar

9. 8 2011 Practice Management Annual CIC Conference Customizing PCLaw for your Users In the Keyboard tab: Select the Category Select the Command Enter the new shortcut key And select Assign The Hot Key is now assigned to the function.

10. 9 2011 Practice Management Annual CIC Conference Customizing PCLaw for your Users Customizing QuickStep Right click in Quickstep and select Add a Button Select Menu Options in subsequent menus until you select a function Add PCLaw functions to QuickStep

11. 10 2011 Practice Management Annual CIC Conference Customizing PCLaw for your Users Add Applications to QuickStep using the Application Launcher

12. 11 2011 Practice Management Annual CIC Conference Customizing PCLaw for your Users Add a Program Add an Icon And other relevant information

13. 12 2011 Practice Management Annual CIC Conference Customizing PCLaw for your Users Add buttons for other standard programs

14. 13 2011 Practice Management Annual CIC Conference Using a Text Editor to change fonts and font sizes Easily Editing Fonts & Font Sizes in Templates

15. 14 2011 Practice Management Annual CIC Conference Easily Editing Fonts & Font Sizes in Templates Change Fonts & Font Sizes in a Text Editor StatData Open the template file in Notepad

16. 15 2011 Practice Management Annual CIC Conference Easily Editing Fonts & Font Sizes in Templates Font Name Use the Replace function Font Size

17. 16 2011 Practice Management Annual CIC Conference System Settings Creating Pre-Bills using Matter Billing Format

18. 17 2011 Practice Management Annual CIC Conference Creating Pre-Bills using Matter Billing Format Default pre-bill format – all matters Options > System Settings > Billing

19. 18 2011 Practice Management Annual CIC Conference Creating Pre-Bills using Matter Billing Format Options > System Settings > Billing Remove Pre-Bill Template Matter billing template will be used for Pre-Bills

20. 19 2011 Practice Management Annual CIC Conference What? Enabling Advanced Security (V11) When? How?

21. 20 2011 Practice Management Annual CIC Conference Enabling Advanced Security (V11) Implement strong passwords What is Advanced Security? Advanced Security gives you the ability to Apply expiration intervals to passwords Allow users to change their own passwords Allow the PCLaw Administrator to force users to change their passwords

22. 21 2011 Practice Management Annual CIC Conference Enabling Advanced Security (V11) With PCLaw Mobility When would you use Advanced Security? To take advantage of strong passwords and other features of Advanced Security without using PCLaw Mobility

23. 22 2011 Practice Management Annual CIC Conference Enabling Advanced Security (V11) Login as PCLaw User “ADMIN” How to enable? Navigate to Options > Administrators > Security Preferences Select ‘Enable Advanced Security’

24. 23 2011 Practice Management Annual CIC Conference Enabling Advanced Security (V11) How to enable? Options > Administrators >Security Set Strong Password For Mobility At least 8 characters Both UPPER and lower case A number or symbol or both No discernible part of PCLaw USER name Password must be changed within a defined period of up to 90 days Password cannot be repeated within a period of 5 password changes After 5 unsuccessful attempts to logon, PCLaw User is LOCKED out – can be unlocked by ADMIN Password can be set to expire If ADMIN user has forced password change, then USER must access PCLaw and change password before accessing Mobility

25. 24 2011 Practice Management Annual CIC Conference Implementation Tips Enabling PCLaw Mobility (V11)

26. 25 2011 Practice Management Annual CIC Conference Enabling PCLaw Mobility (V11) Implementation Tips Follow Instructions Windows Administrator - In order! 1.Configure Link as Service 2.Install Mobility Access Manager 3.Enable Advanced Security Preferences in PCLaw 4.Enable Mobility in Connection Settings 5.Enable Mobility for Users and Assign Strong Passwords

27. 26 2011 Practice Management Annual CIC Conference Enabling PCLaw Mobility (V11) Configure Link as Service Start > All Programs LexisNexis > PCLaw > Utilities > Configure Link to Run as Windows

28. 27 2011 Practice Management Annual CIC Conference Enabling PCLaw Mobility (V11) Configure Link as Service The PCLaw Links as Windows Services opens. Log on as (Domain\User) Workgroup:.\username Other: Domain (computer)\username Windows’ Administrator Username and Password Remember to change password in Install PCLaw Link as Windows Services if Windows Administrator’s password changes.

29. 28 2011 Practice Management Annual CIC Conference Enabling PCLaw Mobility (V11) Install Mobility Access Manager Machine/computer with Mobility MUST have internet access AND it must be turned on! Install on the same computer that contains the PCLaw database EXCEPTION: if computer/server is a DOMAIN CONTROLLER - Install on the next fastest computer Networks must use UNC path or a local hard drive - not a mapped path - change the path to UNC in PCLAW.CFG Can download from www.pclaw.com/techpage

30. 29 2011 Practice Management Annual CIC Conference Enabling PCLaw Mobility (V11) Advanced Security must be enabled for firm to use Mobility Options > Administrators > Security Preferences Select: Enable Advanced Security

31. 30 2011 Practice Management Annual CIC Conference Enabling PCLaw Mobility (V11) Connection Settings Remember to change password here if PCLaw ADMIN password changes. ….remember to select “Use Mobility Feature” ! Options > Connection Settings

32. 31 2011 Practice Management Annual CIC Conference Enabling PCLaw Mobility (V11) Enable Mobility for Users and Assign Strong Passwords Enable to access to mobility Select a Default lawyer Unique e-mail address Doesn’t have to be a real address! Options > Administrator > Security ADMIN user cannot access Mobility

33. 32 2011 Practice Management Annual CIC Conference Enabling PCLaw Mobility (V11) Other Tips Confirm Window’s Services Start > Run – in the OPEN box, type Services.msc Confirm that both of the following PCLaw files are started: PCLaw Link Service PCLaw Log Service Confirm that both of the following LexisNexis Practice Management files are started: LexisNexis Practice Management Common API (aka CAPI) LexisNexis Practice Management Mobility Data Service

34. 33 2011 Practice Management Annual CIC Conference Enabling PCLaw Mobility (V11) Other Tips If necessary, Stop or Start Services in the following order: Reset Password: Stop/Start Services to give faster access to Mobility Tech Support Tip: Stop/Start Services after an Automatic Backup to enable access to PCLaw Mobility – until V11 patch released! 1.PCLaw Link Service 2.PCLaw Log Service 3.LexisNexis Practice Management Common API 4.LexisNexis Practice Management Mobility Data Service

35. 34 2011 Practice Management Annual CIC Conference Enabling PCLaw Mobility (V11) Other Tips Mobility uses the Contact List to access matters/clients In recent PCLaw versions, all clients are automatically Contacts Clients created in earlier versions may not be in the Contact list as ‘Clients’ Use the Merge Addresses function to correct this Add the PCLaw Mobility Icon to the homepage!! Merge Addresses Make PCLaw Mobility Easily Accessible on the Mobile Device

36. 35 2011 Practice Management Annual CIC Conference Fujitsu ScanSnap Integration (V11)

37. 36 2011 Practice Management Annual CIC Conference Fujitsu ScanSnap Integration (V11) Scan and save important documents to PCLaw in a few easy steps Requirements Fujitsu ScanSnap Scanner Download http://www.fujitsu.com/us/services/computing/peripherals/scanners/scans nap/pclaw.html http://www.fujitsu.com/us/services/computing/peripherals/scanners/scans nap/pclaw.html

38. 37 2011 Practice Management Annual CIC Conference Fujitsu ScanSnap Integration (V11) In the ScanSnap Manager Settings, change the Profile to PCLaw Download and run the executable file from the site. You will see a command prompt briefly flash on the screen.

39. 38 2011 Practice Management Annual CIC Conference Fujitsu ScanSnap Integration (V11) Scan the document The “Add PCLaw Document” dialog box will open Complete the fields to profile the scanned document in the PCLaw Document Management System To Use:

40. 39 2011 Practice Management Annual CIC Conference Importing Holidays (V11)

41. 40 2011 Practice Management Annual CIC Conference Importing Holidays (V11) In V11, you can now import multiple country and religious holiday files Options − Lists − Holidays − Import Holidays − Select the file to import

42. 41 2011 Practice Management Annual CIC Conference Importing Holidays (V11) Tip: Edit the.Hol file in Notepad to include other Special Dates (e.g Bar Related Events, Motion Days)in Notepad

43. 42 2011 Practice Management Annual CIC Conference Saving Outlook Emails

44. 43 2011 Practice Management Annual CIC Conference Saving Outlook Emails Enable the option to save Outlook emails From the pull-down menu, choose Options > Connection Settings > Outlook Check the option to Enable Connection for E-mail Tracking and Timer The three options are: − Record Sent Items by default − Ask to Record Sent Items − Never Record Sent Items by Default

45. 44 2011 Practice Management Annual CIC Conference Saving Outlook Emails Which option to choose? This is an easy and obvious decision If the client does not want to save emails from Outlook, choose ‘Never record sent items by default’ If the client wants to be prompted so they can choose whether or not they want to save the email, choose ‘Ask to Record Sent Items’ If the client always wants to save emails, choose ‘Record Sent Items by default’

46. 45 2011 Practice Management Annual CIC Conference Saving Outlook Emails If the option is enabled to save the email, the following screen will appear after an email is sent from Outlook:

47. 46 2011 Practice Management Annual CIC Conference Saving Emails to Outlook Do not get confused that it says “Add PCLaw Document” PCLaw treats emails as documents and will store the actual “.msg” file in the document path location

48. 47 2011 Practice Management Annual CIC Conference Using Data in Other Applications SQL Edition:

49. 48 2011 Practice Management Annual CIC Conference SQL Edition: Using Data in Other Applications When would you need to use billing data in another program?

50. 49 2011 Practice Management Annual CIC Conference SQL Edition: Using Data in Other Applications Issue: Electronic Billing Format Not Supported in PCLaw Solution: Write a program that extracts the information needed from the Case Management System and PCLaw Format it so it can be uploaded to the vendor website to be processed Using the SQL edition of PCLaw, you can query the data needed for the import file and match it with supporting documents from Document Management System, then upload it to invoice processing website

51. 50 2011 Practice Management Annual CIC Conference SQL Edition: Using Data in Other Applications Issue: Need a way to keep track of Approved Hours vs. non- billable or billed hours worked in Case Management System Solution: Using the SQL Edition of PCLaw, you can write a Windows service that queries the PCLaw data and pulls the total of unbilled + billed hours and writes back to the Case Management System in real time

52. 51 2011 Practice Management Annual CIC Conference SQL Edition: Using Data in Other Applications Hours & Fees Approved entered by staff Time Matters: Hours & Fees Billed in PCLaw PCLAW: TM is updated in real-time with the Total Billed Hours and Fees

53. 52 2011 Practice Management Annual CIC Conference Advanced Reporting SQL Edition:

54. 53 2011 Practice Management Annual CIC Conference SQL Edition: Advanced Reporting Using SQL Edition of PCLaw and SQL Server, you can create custom reports using Microsoft SQL Reporting Services Benefits: No need to purchase a third party report writer (e.g. Crystal Reports) Reporting Services are available for FREE in SQL Server 2008 R2 - even the Express version! Reports can be automatically emailed to specific people on scheduled intervals Export as PDF, Excel, HTML, etc. Available in a web browser!

55. 54 2011 Practice Management Annual CIC Conference Questions? Barbara Brown BBLaw Inc. barbara@bblawinc.ca Carie Anne Kowalewski Document & Data Solutions, LLC ckowalewski@docsol.com Thank You!