FAQ – LawToolBox365 Office for Legal

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How do I try LawToolBox365 Office for Legal out for free?

Answer: It’s easy! Click Here to enable the add-in now!
(make use you also create an Outlook rule and add a calendar filter for each user)

What is the cost?

Answer: Click here for list price

What type of training is needed or recommended?

Answer: LawtoolBox365 is integrated inside of the Outlook Inbox.  Watch these videos or see step by step instructions here.

Rule changes…how will I be notified if the rules in my jurisdiction change, and will I have to do any manual updating?

ANSWER: LawToolBox pushes a notification to users of rule changes and gives users a button to automatically apply those rule changes.

As the Global Admin, does this mean all notifications will come to me?

Answer: No, by being the first person to enable the add-in, as the Global Admin user, you are granting      permissions to create & add members/owners to Office365 Groups.

Why are Dashboard, Matters and Reports grayed out in the Outlook Toolbar?

Answer:  Open any email or start drafting an email and those buttons will become active, or change your view to include a “Reading Pane” and the icons will become active.

What if my trial gets rescheduled, will all the corresponding deadlines get regenerated and updated on everyone’s calendars?

Answer: Yes, the software assumes you’d want the same deadlines on your calendar that you originally added, but updated to reflect the new trial date. Edit the trial date by clicking on the pencil when viewing deadlines. (Advanced Explanation)

Can I add case specific deadlines based on judges orders or agreement with opposing counsel?

Answer: Yes!

Is there a list of current and upcoming features?

Answer: Yes! Check out our feature release here.

Do I have to buy a LawToolBox365 license for every Office365 license or mailbox in my law firm?

Answer: For firms with less than 10 people, yes. For firms with 10 or more people, you need to buy a LawToolBox365 license for every two Office 365 licenses/mailboxes in the firm. (eg. A firm with 36 Office 365 mailboxes must buy 18 LawToolBox365 licenses).  Firms must purchase LawToolBox365 licenses for the following: (1) people who generate reports, (2) people who schedule deadlines or appointments, and (3) people who receive deadlines or appointments on their calendars).

We created a “Firm Calendar”.  Does is have to have an Office 365 license?

Answer: To add an additional “Team Calendar” for a practice group, (i) create an Office 365 mailbox (eg, a mailbox called “Construction Team” with the email address constructionteam@abclaw.com).  The license applied will require an Office 365 mailbox that supports being a member of an Office 365 Group or (ii) identify the calendar that a receptionist or other part time person users as the firm calendar.  Also note that every LTB365 account automatically creates one team list.

How can I view LawToolBox365 in full screen mode?

Answer: Click the “…” in the bottom right hand corner of your Outlook (next to the Calendar icon), then click “Add-Ins”

How can I add additional reminders for deadlines?

Answer: Users can add reminders under the “Add Appointment” option.  Enter in the description section “RMDR: 5 days until ABC Due”.

How can I create additional calendar for a team of people (eg. practice group, office or geography)?

Answer: In order to add an additional team calendar for a practice group, office or team, you can do this by (i) creating an Office 365 mailbox (eg, a mailbox called “Construction Team” with the email address constructionteam@abclaw.com.  This license applied to create the mailbox will require an office 365 mailbox that supports being a member of an Office 365 Group or (ii) identify the calendar that a receptionist or other part time person users as the firm calendar.

Can I add it to my existing Office 365 mailbox or do I need to buy LawToolBox365 when I purchase Office 365?

Answer: You or your Microsoft Partner (or IT consultant) can add LawToolBoxe365 from your Office 365 global admin account.  They can also buy LawToolBox365 Office for Legal at the same time and provision with Office 365.

What happens if one of several users shared on a matter removes matter deadline(s) from their outlook calendar and later wants them back in their calendar:

Answer 1:  Resync a single deadline: view deadlines > click the red calendar icon (to remove) and the the “green” calendar icon (to add) for all users.
Answer 2:  Resync all/several upcoming deadlines: view deadlines  > select dates to be resync’d > click “sync” and “remove” > select dates again > click “sync” and “add”
Note: when you update a trigger date (e.g., date of trial) then all corresponding deadlines (including as dates that user removed from their calendar) will be added to all users calendars based on the new trigger date.
Answer 3: Resync all deadlines based on trigger date: view deadlines  > select dates to be resync’d > click “sync” and “remove” > select dates again > click “sync” and “add

How can I find my deadlines that I have tagged as expert deadlines or does LawToolBox tag them automatically?

Answer: In order to find all your deadlines that are tagged as “expert” deadlines, open your Outlook calendar and search for “[tag]expert”.  If you would like to filter further to search only deadlines tagged as BOTH discovery AND expert, for example enter the following in the search window of your Outlook calendar:

“[tag]discovery” “[tag]expert”

LawToolBox pre-tags many of your deadlines.  The example above is pre-tagged by LawToolBox.  Here are a few more examples of tags

“[tag]court appearance”
“[tag]defendant” “[tag]expert”
“[tag]claiming party” “[tag]expert”
“[tag]trial date”

How do I add all or all future deadlines to my attorneys calendar?

Answer: Make sure the attorney is shared to the matter by clicking on the matter > going to “Share Matter” and click “Add” next to the attorney if they are not added already.  Then go to ‘View Deadlines’ > select all > click Internal button.  This will add the deadlines to everyone shared on this maters Outlook Calendar.

Why am I getting a “can’t access group” message when trying to add additional users to my matter?

Answer: Starting 2018, when users are added to a LawToolbox365 matter they are added as a member and owner of Group so they can add additional members as new users get involved.  Prior to that, only the user that created the matter in LawToolBox365 can add additional users.  Solution: your membership to Group can be updated through Office 365 Group and or in the Admin account > Groups.

Can some attorneys receive calendar invites for each deadline or event added or removed from Outlook while others do not?

Answer: Yes, add an Outlook rule to their inbox for attorneys who do not wish to get notified for each deadline added/removed.  Skip this step for attorneys who would like to receive calendar invites.  Note: the user that generates deadlines will see calendar invites in their Outlook sent folder as the creator of the deadlines.

How do I add only select deadlines to my attorneys calendars?

Answer: When a you generate deadlines, the user should only check the box next to select deadlines that they would like to appear in their team members calendars. You will notice these deadlines turn green after clicking the “Internal” button.

How do I remove deadlines from the calendar once a case is closed?

Answer: When cases are closed a meeting cancelled or a deadline is deleted in LawToolBox the word “Canceled” is added in front of all future deadlines.  Users can follow these instructions to create an Outlook calendar filter, and the canceled deadlines are then filtered out of view

Is there a way to add mater-specific meetings, appearances and deadlines at a specific time and location?

Answer: Yes! Users can edit deadlines from the “View Deadlines” screen > then click the pencil icon next to the trigger date to convert into a specific “time of day” appointment.  Users are not able to add a time and location to a trigger date, so they should click on matter name > click “Add Appointment” > and add the Trial Date, for example, as an appointment.

How do I add an attorney to a case?

Answer: Click on ‘Share Case’ click ‘Add’ next to the attorney you would like added.  To add deadlines to the attorneys calendar click on ‘View Deadlines’ > then click ‘Internal’.

Why did I (or my attorney) receive an email with the subject “Add upcoming group events to your calendar” – I thought this happened automatically?

Answer: When a new user is added to a matter in LawToolBox365 after the deadlines have already been added to everyone else’s calendar, the new user will receive an email listing all upcoming events and inviting them to “Add all events to my calendar”.   Note: This is a one-time process that only applies when new users are added to cases in progress.  All future deadlines add/edited/removed through LawToolBox365 will update in all users calendars automatically.

Best Practice: Email deadline chart to any new user that has been added after deadlines have already been sent, and suggest they watch for an email with the Subject: Add upcoming group events to your calendar > for them to add the upcoming events.

What if there are a few deadlines that I only what to show up on a single user’s calendar?

Answer: Go to ‘View Deadlines’ > check the select deadlines you want to add > click ‘External’ > add their email address, select their time zone and calendar type and click ‘Add’.

How can I add deadlines to users’ calendars outside my firm?

Answer: Go to ‘View Deadlines’ > check the select deadlines you want to add > click ‘External’ > add their email address, select their time zone and calendar type and click ‘Add’

If a user is no longer involved in a case but remains in the firm, how do I remove them from the case?

Answer: Click on ‘Share Case’ > click ‘Remove’ next to the attorney you would like to be removed. Then, go into the Group for that case and remove the user from there as well.

How can a Central Docketing person update deadlines for everyone in the firm without getting the deadlines in their calendar?

Answer: The best way to allow for central docketing user will be to make them a member of the Group that than chooses to “unfollow” the group (open Matter in LawToolBox > Shared Inbox > Unfollow (in top right corner).
(1) The central docketing users have access to notes, document folders and inboxes, however they won’t see the deadlines in their personal calendar.
(2) Any non-member of a Group that would like to obtain access to the Group will be prompted to “request access” when they first attempt to access info in the group.  The group owner will approve request and when they do, the user can “unfollow” so that they have access to documents and notes but so that they don’t see the deadlines on their calendar.

How do I UNFOLLOW a case I am no longer on, and no longer wish to receive reminders on?

Answer: From LawToolBox365 click on “document folder” for a matter (or from Group click on “Files”) > click on settings gear, top right corner next to “members” > Manage group email > “receive only replies to you”

What if I don’t see a rule-set I’m looking for or would like to request a transactional or rule-set for a specialty practice not currently included in the list of rule-sets?

Answer: LawToolBox has the ability to surface custom-built rulesets (deadline calculators) for a specific firm. LawToolBox provides a Build-Your-Own Ruleset form for end-users to request a ruleset. LawToolBox can activate rule-sets to appear in only that firm’s “ruleset” list. In some cases, if LawToolBox believes there is value in offering the new ruleset to other customers, LawToolBox will not even charge for a build-your-own ruleset. In other cases, if the ruleset is specific to the firm and/or can’t be offered to other firms, LawToolBox can build the calculator but will charge a fee based on an hourly rate to build and surface this ruleset for that firm.
Request a Build-Your-Own Rule-Set  |  Request a Trigger Date  | Question About a Deadline

Viewing deadlines on your iPhone?

Answer: View your calendar using the Outlook Calendar App instead of using your native iPhone Calendar App (the Microsoft Office calendar app for iPhone and Androids only views up to 3 items in the all day event section of the calendar (using touch screen you can scroll through to see all deadlines) so that you can easily see your free and scheduled times on your calendar).

How can I create a rule in OWA?

Answer: https://www.uvic.ca/systems/support/emailcalendar/facultystaff/owa/rules.php

What if I set up a matter under the wrong rule-set? Can I change it?

Answer: Instead of changing a rule-set, you can close the matter in LawToolBox365 (and delete or archive the Office 365 group in Office 365), and create a new matter with a slightly different name choosing the correct rule-set.

What if a matter progresses from state court to federal court?

Answer: If a case (called Jones v Smith for example) progresses from state to federal court, you can set up a new matter called Jones v Smith-Fed and choose the new rule-set.  Also, you can ask LawToolBox to activate a feature to allow your firm the option to attach the new matter, Jones v Smith-Fed, to the original Office 365 Group (called Jones v Smith)

How do you hide groups from the Global Address List (GAL)?

Answer: Soon Microsoft will make available APS so we can offer a check box to make a “secret group” so that the group doesn’t appear in the GAL.  In the meantime user can hide Office 365 groups from the GAL via PowerShell. Example: Set-UnifiedGroup -Identity “GroupName” -HiddenFromAddressListsEnabled $true.  This is based on a technet article from Microsoft describing the use of such groups in Office 365: https://technet.microsoft.com/en-us/library/mt238274(v=exchg.160).aspx Create a schedule task on the server to connect to the tenant, run the PowerShell every 4 hours to search for any group with the prefix tb. in the group email to auto-hide all matters from the GAL

My practice group work’s as a team.  Is there a way to share all matter deadlines and events to calendars and reports for group of users that work together on case? 

Answer: For firms that attach LawToolBox matters to existing Office 365 groups (as opposed to creating a new group for every new matter), deadlines will automatically update in personal Outlook calendars for all members of Group. To make it so that case deadlines also automatically populate in “My Matters” for that user, IT admin can request the group name be included at the end of each group member’s user name so that when a new matter is created in LTB365, it’s easy to search for group members and click “share for each member” without scrolling.  Note: users who do not see matters in their My Matters list do not have privileges to close a case and will get an error message “group not found” if they try.