2010 practice management annual conference pclaw® office efficiency tools – calendaring, phone...
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2010 Practice Management 2010 Practice Management
Annual ConferenceAnnual Conference
PCLaw® Office Efficiency Tools –Calendaring, Phone Call &
Document Management
Presented by:
Deborah [email protected]
(203)915-0950
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• Matter Manager• Calendar• Phone Call Manager• Document Manager
– Documents– Email
• Contact Manager• Outlook Integration
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Annual ConferenceAnnual ConferenceObjectives
• 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
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System Settings, Front Office Tab
Turn On Calendar, Phone Call Manager, Document Manager
Document Type Default Settings
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Workstation Settings – Calendar and DocumentBe sure indexer is running on Server
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Connection SettingsStore Password Enable Connection to Windows Explorer, Internet Explorer and Microsoft Word, WordPerfect (if installed)
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Lawyers and Rate List. Use Calendar must be checked for timekeeper using calendar
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Appointment Codes, Holidays, Location Codes should be customized
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• 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
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Whose calendar is being shown
Different views
Current Month
Appointments, ToDos or Both
Open Calendar
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A
B C D E
F G
H I J K
L M
N
2010 Practice Management 2010 Practice Management
Annual ConferenceAnnual 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
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Annual ConferenceAnnual Conference CalendarRecurring 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.
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Annual ConferenceAnnual Conference CalendarAll appointments and to dos associated to a matter will be shown on the Events tab of Matter Manager
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Annual ConferenceAnnual ConferencePhone Call Manager
• Phone Messages– Alert User when they have a message
• Phone Calls– Receive– Originate– Notes– Contact/Person– Duration– Convert to Time Entry
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• 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.
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All phone calls associated with a matter will be shown on the Calls tab of Matter Manager.
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• 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
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Document Manager is accessed on Practice Management Quick Step or from Pull down menu File, Document Manager
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• Saving documents to PCLaw– In Word or WordPerfect
– Explorer
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• 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
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Screen used to save documents in PCLaw
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Searching all documents saved in PCLaw – Content, Title, Document Type
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Searching from Documents Tab in Matter Manager
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• 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
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• What is linked• Configuration
– Options, Connection Settings, Outlook
• Entry in Outlook Tasks folder• Registry Entries• Outlook Connection Manager• Hand Held Devices
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Annual ConferenceAnnual ConferenceAdditional 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.
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Deborah J. Schaefer, CPA
One Bradley Road, Suite 201
Woodbridge, Connecticut 06525
203-915-0950
www.deborahjschaefer.com