FAQ – LawToolBox365 Office for Legal

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INTRO


What type of training is needed or recommended?

Answer: Watch these videos, make sure your firm has added this Outlook rule for you and the attorneys and staff you are going to calendar for and then set-up your first test case or actual case. During the first week it’s a good idea to follow these instructions to create an Outlook calendar filter.
Email support@lawtoolbox.com if you have questions.

Can I add case-specific deadlines and events or edit deadlines to reflect an order by the judge?

Answer: Yes! To add deadline, click on “Add Deadline or Appt” and to edit a deadline, click on “View & Edit Deadlines” then click the pencil edit button next to the deadline.

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

Answer: Yes, the software will automatically move deadlines to the new deadlines based on the rescheduled trial date. Edit the trial date by clicking on the pencil when viewing deadlines. (Advanced Explanation)

Does LawToolBox automatically reflect rule changes?

Answer: Of course! Deadlines are what we do!

How do I manage deadlines and events for cases where deadlines can’t be determined based on rules?

Answer:  Create matters or cases by choosing “general matters” for basic calendaring.

How do I generate deadlines for multiple motions, hearings and discoveries in the same matter?

Answer:  You will be prompted to enter in a description for each, that can be later selected for response or other deadlines for that particular motion, hearing or interrogatory.

Why are Dashboard, Matters and Reports sometimes 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.

Is there a list of current and upcoming features?

Answer: Yes! Check out our feature release here.

What types of reminders do I receive?

Answer: There are 6 different reminders users receive.

  1. Deadlines/appointments appear on each user’s calendar on the due date, either as an all-day event at the top of the day of the deadline, or at a specified time for appointments.
  2. An Outlook calendar reminder will pop up 1 day before each deadline
  3. An email reminder will be sent 7 days prior to each deadline/appointment. Email reminders come from etickle@lawtoolbox.com and can be turned for all future deadlines at the user level by emailing support@lawtoolbox.com.
    **If you would like to turn off email reminders for certain deadlines, click on the red trashcan next to the deadline.  This will remove the deadline from their calendar as well as the deadline chart which will prevent users from receiving email reminders for those deadlines.  If you click on the red calendar next to a deadline, this will ONLY remove the entry from users calendars, it will not turn off the email reminder because the deadline still remains on the deadline chart.
  4. We recommend that staff go to Reports > select a user > choose a start and end date every user on their team (perhaps on Friday or Mondays for the next 7 to 14 days so that their team members receive a personalized report of upcoming deadlines and events. (see Reports FAQ below).
  5. Users will also see “Suggested” dates that are automatically built into the calculator, such as “Suggested latest date to hire an expert witness”.
  6. Users can also add one or more reminders for deadlines: go to Matters > choose a case > “Add Deadline or Appt” > for the following example deadline, enter the following example reminder:
    EXAMPLE deadline on 3/15/19: Last Day to File CMC Statement
    EXAMPLE reminder on 3/01/19:  RMDR (14 DAY) Last Day to File CMC Statement
    > add a link, or just click next > check the “All Day Event” box or choose a time of day.

Where do I go to generate a report?

Answer:

  1. Generate Case Report: Go into your matter > click “View & Edit Deadlines” > click “Email” & share with others
  2. Generate User Report: Click “Report” icon > choose User & time-frame > click “Email” & share with others
  3. Generate Team Report: Create 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. Click “Report” icon > choose “Construction Team” user, choose time-frame > click “Email” & share with others
  4. Generate Firm Calendar Report: This report is created by default for for every law firm until one or more users have been set to private
  5. Generate a Report of all Trial Dates for a Firm, Practice Group or Attorney: Go to Reports > choose date range report > choose your firm calendar, a practice group calendar or an attorney > search for #trialdate > click “email” or “download” (or search by attorney).   You can pull any type of trigger date using hashtags to pull similar events across a variety of rule-sets.

We created a “Practice Group or Office Calendar”.  Do we need to purchase 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 left hand corner of your Outlook Inbox (next to the Calendar icon), then click “Add-Ins”.
Best Practice:  Before opening LawToolBox in full screen mode we recommend first right clicking on Outlook in the tray, at the bottom of your screen, click Outlook again, and this will open a second window so you can have one view of LawToolBox full screen in the second Outlook window you can manage your inbox.

How do I close a case and remove deadlines from user calendars? Can I re-activate the case later?

Answer: Select “close case” from the action menu and all future deadlines will be removed from all user calendars.   You can later re-activate a closed case by going to “My Matters” > click on the “filter” button (near the top of the you My Matters list) > choose My Archive > select the case > click “open”.

Note: When closing a case, if you haven’t yet followed these instructions, make sure that you and the attorneys and staff you support have asked their IT person to create an Outlook calendar filter so that canceled deadlines are then filtered out of view,

When do I need to click the Sync button?    

Answer:  The only time you need to click the sync button is when you click on calculate deadlines and select a trigger date the first time for that particular matter – note that sync’d deadlines turn green (de-selected deadlines remain black).
Note 1:  For example, you do not need to click the “sync” button when (1) adding or editing a one-off deadline or appointment and (2) when updating a trigger date (e.g., a trial date) since the software remembers which dates you de-selected initially
Note 2:  If you change your mind, a green deadline can be removed from calendars by clicking the “red calendar” icon (and a black deadline or event can be added by clicking the “green calendar” button
Note 3:  You can view who changed what and when by clicking on far right icon for each deadline

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

Answer: Yes, you can buy them together or add LawToolBox to your Office 365 mailboxes

ADVANCED


Does the global admin user need to be a LawToolBox user

Answer: No, a user that has been temporarily granted global admin rights needs to be the first person to enable the add-in, by consenting to the permissions requested that allows the LawToolBox Add-in to create Groups and add/remove members of O365 Groups in that firm’s 0365 tenant.
Immediately after, global admin rights can be removed from that user and remaining users can be added that will be creating matters (eg 0365 Groups) and adding/updating deadlines through LawToolBox.  These users simply need to enable LawToolBox from their Outlook Inbox toolbar (from the desktop client or online web access).

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).

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.

Is there a view for users that don’t want to see their deadlines on their Outlook calendar?

Answer:  Pull up your Outlook Calendar and click on the “View tab” > in “Current View” group select “View Settings” > click on “Filter” > Click on “Advanced” Tab > in “Field” drop down menu select “All Appointment fields” and select “All Day Event” > under “Condition” box choose “equals” > under “Value” box choose “No” > then click “Add to List” > click OK button and OK again > All Day Events will now be hidden from your Outlook calendar.  (To restore the view go to “View” tab and select “Reset View”, a pop window will come up asking if you want to restore calendar view to original settings, click “Yes”, the original view setting will then be restored).

Is there a way to link outgoing/incoming emails from/to Outlook to client matters that have been set up in LawToolbox

Answer: When you send your first email to a client include the LawToolBox generated “matter email” so that correspondence to and from clients are automatically saved to the “Shared Inbox” for that matter.  After you create the matter in LawToolBox > open the matter & choose “matter dashboard” > scroll down to “Matter Email” and click on the “copy” icon > paste the email address in cc field (e.g., tb.acme_v_smith@abclaw.com) and ask the client to include that email address in all correspondence they send to you and others in your firm.
When an email arrives for a matter where the Matter Email is not on cc, you can forward the email to the cc, and let the sender know you are doing this or you can click on Matters > choose the matter > click “save email”.

Note: your Group Inbox (LawToolBox calls this the Shared Inbox) will also save the calendar invites.  We are exploring a method for customers to set a filter to not see calendar invites in the Group Inbox so until that time you will need to enter the email address to pull up all the client emails or sort and delete the calendar invites from time-to-time.

Can attorneys be notified when events are added or removed from Outlook while others do not?

Answer: Yes, after adding or editing deadlines, click “email” to send a list of the dates you just added or changed so that you can forward the email to team members that would like to be notified.

What if I need to change a rule-set?

Answer:  If you chose the wrong rule-set, close the matter in LawToolBox and create a new matter with a slightly different name choosing the correct rule-set.
If you need to apply a second rule-set (coming soon) you will be able to select additional rule-sets for the same matter soon. Until then, set up a second case and note the rule set name in the matter nickname.

Can I change the name of my matter?

Answer: You can change the matter name inside LawToolBox by click on the case and selecting “Edit Matter Info” (and you can optionally Browse Groups to update there as well).

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 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 error “access denied for a group” message when trying to add deadlines for a matter?

Answer: If you receive an error that your access is denied for a group, that is because you are not yet a member on that case.  You will need to ask the original user who created the case to add you to the matter, then you will be able to add 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.

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 attorney’s calendar, click on ‘View Deadlines’ > then click ‘Internal’.

What if a managing partner or person that only manages discovery deadlines, for example, would like to receive a small subset of the deadlines or events for a case?

Answer: A managing partner might have a LawToolBox practice group calendar that they can view in LawToolBox (and maybe also in Outlook via the practice group calendar shared to them) so that they can see all the upcoming deadlines and events for all the cases that they oversee.
Tips: (1) Share all cases to the managing partner’s practice group calendar.  (2) Only share cases to the managing partner for cases that he/she is managing day to day.  (3) For cases that the managing partner is passively involved in, share select deadlines or events to the managing attorney by clicking on “View and Edit Deadlines” > select deadlines you want to add > click ‘External’ > add their email address, select their time zone and calendar type and click ‘Add’.   Note: As you add, edit those items you will need to be aware that while deadlines automatically update for Group members, for external users on a case you will need reselect those entries and click “add” or “update”

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.

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

Why do my attorneys see calendar invites in the inbox on their iPhones or Androids?

Answer:  The native email app on an iPhone or Android will not inherit the Outlook Rules and filters that you have used to filter out emails you don’t need to see.  The LawToolBox Outlook rule moves calendar invites out of a user’s inbox so they don’t to see them in their inbox.

 BEST PRACTICE: Help your attorneys add the Outlook App for iphones and Androids

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).

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 can I make my Trial date span more than 1 day?

Answer:  After adding the Trial date through LawToolBox365, you can add subsequent events though LawToolBox by clicking on “Add Deadlines or Appt”, by adding the recurring events in your Outlook calendar.

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

Answer: When your trial gets rescheduled you have three different options to handle your deadlines.

Scenario 1: Your trial date gets rescheduled, and so do all of your deadlines.  In this case, you will click on the “pencil” icon next to the trial date to edit, change the date, and all corresponding deadlines will move accordingly.

Scenario 2: Your trial date gets rescheduled, but your deadlines do not.  In this case, you will remove the original trial date from your calendar by clicking the red “- calendar” button next to the trial date.  This will remove only the date of trial from everyone’s calendar, but keep all corresponding deadlines in place.  Then, you can click on “Add Appointment” in the case menu to add in the new trial date.

Scenario 3: Your trial date gets rescheduled, and only SOME of your deadlines move.  In this case, before updating your trial date, first edit the deadlines that should remain, noting that these dates should not update to reflect new trial date (eg. Judge decided this deadline remains as calculated using the original trial date).  Next, update the trial date and click on the “trash can” icon to delete the hand full of new deadlines mirroring the ones you just noted should not update to reflect new trial date.

TECH-TIPS


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

Answer:  Firms 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

What versions of Office 365 does LawToolBox work with?

Answer: LawToolBox Add-ins for Office 365 (see link)  works with E3 and E5 as well as the Microsoft 365 version for all. LawToolBox Add-ins also works with Office 365 Business Premium. Currently customers using Office 365 Business license should consider upgrading to Business Premium>

See more: Compare Office 365 Business Plans

In certain configurations, the E1 license is also an option but because most clients prefer to use LawToolBox on the Outlook client, we don’t typically recommend this configuration.

How do I uninstall the LawToolBox add-in at the firm level?

Answer: Log into Office 365 as a global admin > choose Settings > Services & add-ins > search for LawToolBox > click “delete”. The Microsoft AppSource deployment of firm wide add-ins, is currently transitioning.  We recommend deploying the add-in individually by emailing designated users a link to the add-in.

Our firm only wants a select number of users to be able to create groups – will all users still be able to administrate each matter even if they didn’t create the group?

Answer: Yes! Your IT department can run this PowerShell to only allow a select number of users to create groups.  Once the matter is set up, group created and shared to all users, anyone shared on the matter can administrate the case.

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 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”