Transcript PCLaw® Office Efficiency Tools – Calendaring, Phone Call

2010 Practice Management
Annual Conference
PCLaw® Office Efficiency Tools –
Calendaring, Phone Call &
Document Management
Presented by:
Deborah Schaefer
[email protected]
(203)915-0950
2010 Practice Management
Annual Conference
Practice Management
•
•
•
•
Matter Manager
Calendar
Phone Call Manager
Document Manager
– Documents
– Email
• Contact Manager
• Outlook Integration
2010 Practice Management
Annual Conference
Objectives
• Setup Calendar for timekeepers and staff to use
• Schedule appointments and to dos
• Display day, week, or monthly views for specific timekeepers
• Set up recurring appointments that occur on a regular basis
• Utilize Phone Call Manager to track phone calls and messages
taken, as well as notify PCLaw® users that messages are waiting
• Transform received messages into to do’s on the Calendar, and post
these items as billable time entries on the Client Ledger
• Navigate the different tabs of Document Manager, and add or
modify documents in PCLaw®
• Manage documents associated with matters and contacts
2010 Practice Management
Annual Conference
Set-Up
System Settings, Front
Office Tab
Turn On Calendar, Phone
Call Manager, Document
Manager
Document Type
Default Settings
2010 Practice Management
Annual Conference
Workstation Settings – Calendar
and Document
Be sure indexer is running on
Server
Set-Up
2010 Practice Management
Annual Conference
Set-Up
Connection Settings
Store Password
Enable Connection to
Windows Explorer,
Internet Explorer and
Microsoft Word,
WordPerfect (if
installed)
2010 Practice Management
Annual Conference
Lawyers and Rate List. Use
Calendar must be checked for
timekeeper using calendar
Set-Up
2010 Practice Management
Annual Conference
Appointment Codes, Holidays, Location Codes
should be customized
Set-Up
2010 Practice Management
Annual Conference
Calendar
•
•
•
•
•
•
•
•
Appointments, To Dos
Linked Dates
Recurring Entries
Convert Calendar entry into a time entry
Interface with Outlook
Time Tab
Calendar entry associated to matter
Appointment Type and Location Codes
2010 Practice Management
Annual Conference
Calendar
Whose
calendar is
being shown
Different
views
Current
Month
Appointments,
ToDos or Both
Open
Calendar
2010 Practice Management
Annual Conference
Calendar
A
B
C
D
F
H
G
I
K
J
L
N
E
M
2010 Practice Management
Annual Conference
Calendar
•
•
•
•
•
•
•
•
•
•
•
•
•
•
A - Description
B - Matter
C - Timekeeper
D – Appointment Code
E - Location
F - Contact
G - Task
H – Due Date
I – Reminder Date
J – Start Time
K – Duration, All Day
L – To Do, Appointment, Private
M – Priority
N – Create Time Entry
2010 Practice Management
Annual Conference
Calendar
Recurring Calendar Entries
Linked Dates
- Series of appointments and/or to dos with a common theme.
-Appointments can automatically be entered into the calendar
based only on one appointment.
- Create template for each type of linked events.
2010 Practice Management
Annual Conference
Calendar
All appointments and to dos associated to a
matter will be shown on the Events tab of
Matter Manager
2010 Practice Management
Annual Conference
Phone Call Manager
• Phone Messages
– Alert User when they have a message
• Phone Calls
– Receive
– Originate
– Notes
– Contact/Person
– Duration
– Convert to Time Entry
2010 Practice Management
Annual Conference
Phone Call Manager
• Centrally track phone calls and messages
• Messages are associated with a user or users within PCLaw,
notifications of new messages appear on the user’s workstation.
• Messages include the following details: Notes, Associated Matters,
Related Contacts, Call Duration and Status.
• Create Time Entry from Phone call.
• Phone Calls include the following details: Matter, Contact(s)
• Create To Do from Phone Call.
2010 Practice Management
Annual Conference
Phone Call Manager
2010 Practice Management
Annual Conference
Phone Call Manager
2010 Practice Management
Annual Conference
Phone Call Manager
All phone calls associated with a matter will
be shown on the Calls tab of Matter Manager.
2010 Practice Management
Annual Conference
Document Manager
• Interface with Word or Word Perfect
– Tool Bar Added
• Directory Hierarchy
• Documents are linked to matter
• Indexer
– Workstation Settings
– Location – PLIDXR32
•
•
•
•
Saving Documents
Link Document to Contact
Saving from other applications – Explorer
Searching Capabilities
2010 Practice Management
Annual Conference
Document Manager
Document Manager is accessed on Practice
Management Quick Step or from Pull down menu
File, Document Manager
2010 Practice Management
Annual Conference
• Saving documents to PCLaw
– In Word or WordPerfect
– Explorer
Document Manager
2010 Practice Management
Annual Conference
Document Manager
• Any type of file can be saved through Windows Explorer
• Multiple Documents can be saved to PCLaw in one step
– Highlight multiple documents – Right Click
• Documents can be added from Matter Manager,
Document Tab or Document Manager – Add Doc
2010 Practice Management
Annual Conference
Document Manager
Screen used to save
documents in PCLaw
2010 Practice Management
Annual Conference
Document Manager
Searching all documents saved in PCLaw – Content, Title, Document
Type
2010 Practice Management
Annual Conference
Document Manager
Searching from Documents Tab in Matter Manager
2010 Practice Management
Annual Conference
Document Manager
2010 Practice Management
Annual Conference
Contact Manager
•
•
•
•
•
•
•
•
Main Types – Client, Vendor, Contact
Reports
Export report to Excel
Assign type
Link to matter(s)
Associate to Document, Email, Appointment
Export to Handheld
Labels
2010 Practice Management
Annual Conference
Outlook Integration
• What is linked
• Configuration
– Options, Connection Settings, Outlook
•
•
•
•
Entry in Outlook Tasks folder
Registry Entries
Outlook Connection Manager
Hand Held Devices
2010 Practice Management
Annual Conference
Additional Training Opportunities
• For additional training opportunities, visit LexisNexis® University,
where you may learn more about eLearning, eConsulting,
Classroom, Anytime, and Just in Time Training class offerings.
• Also available are an extensive network of LexisNexis® Certified
Independent Consultants (CICs) who offer on-site training,
installation, and maintenance of Practice Management software
systems.
2010 Practice Management
Annual Conference
Deborah J. Schaefer, CPA
One Bradley Road, Suite 201
Woodbridge, Connecticut 06525
203-915-0950
[email protected]
www.deborahjschaefer.com