FAQ – LawToolBox Docketing System for Outlook
Benefits to using LawToolBox predefined scheduling order deadline descriptions
1) saves time – the user simply types in the dates
2) adds clarity –consistent deadline description across all cases for a user and all cases for an office
3) enables reporting – we can add a report code to key dates and run reports for any deadlines that we pre-define
4) allows for calendar entry color coding – based on searching for words.
i) users and add misc “hand entered” deadlines to LawToolBox and will regularly need to do this based on specific orders that are unique to their case.
ii) we offer both a short and long description field for all deadlines so that show one can appear in the subject line and the longer can drill in to more detail.
Adding deadlines to Calendars as add/move dates:
Open deadline chart > change pull down options from top of list to “add to calendar” “modified” and click “switch” (they might currently show “summarized” “all”) > select emails that invites should be sent to > deselect any deadlines that don’t need to be added to calendars > choose Outlook or Google and Time zone > click add or update.
Adding all or all future deadlines to calendar:
Open deadline chart > change pull down options from top of list to “add to calendar” “all” or “future” and click “switch” (they might currently show “summarized” “all”) > select emails that invites should be sent to > deselect any deadlines that don’t need to be added to calendars > choose Outlook or Google and Time zone > click add or update.
Marking Deadlines as Done:
Open deadline chart > change pull down options from top of list to “summarized” “future” and click “switch” (they might currently show “summarized” “all”) > mark “done” for any completed deadlines.
Option 1: Send a report of upcoming deadlines for a group or user calendar daily or weekly by doing the following > go to home page in a user or group calendar LawToolBox account > select time period and email report.
Option 2: in certain cases, although not necessary, resync deadlines to Outlook calendar after marking as done so all users involved are aware. one > click add or update.
How to Color Code Deadlines from LawToolBox Automatically in your Calendar
1) In the “Calendar” window, click the “View” tab > click “View Settings” in the “Current View Group”. Next, click ‘Conditional Formatting’. In Outlook 2007, choose Automatic Formatting for the “Edit” menu.
2) Click “Add” to create a new rule
3) Enter a name for the rule – Set Color Personal
4) Choose a color
5) Click “Condition” (bottom-left of the dialog box)
Example: Here is how you would color code based on a word such as “RMDR”.
Is LawToolBox an ERP?
This LawToolBox365 video (3 min) demos the value prop. LawToolBox partners and integrates court rules with ERPs, CRMS and CMS programs.
ERP systems (e.g., CRMs and case management software programs) allow law firms and legal departments track documents, emails and calendar entries by projects, matters, clients etc. LawToolBox provides a database of the court’s rules of procedure, accessed via an Office 365 app, to calculate when deadlines expire in state and federal courts (or custom rules for that organization) and add them to user calendars and SharePoint calendars. LawToolBox deadlines can push to ERP (eg Dynamics365 calendar), CRM and CMS (case management systems) calendars that two way sync with Outlook.
LawToolBox online docketing system can synchronize to a central calendar as long as it is not a (public folder calendar and/or not an “additional calendar” created within a user’s mailbox)
Here are a couple of options to create a central calendar in Outlook that LawToolBox can sync to:
(i) create an new mailbox (eg, a mailbox called “Construction Team” with the email address email@example.com )
(ii) identify the calendar that a receptionist or other part-time person uses as the firm calendar.
Additionally, you might want to consider doing one or both of the following:
(iii) ask your IT person to export the contents of a previous central calendar (eg the public folder calendar) to the new calendar described above)
(iv) ask your IT person give some/all user in the group view and/or editor rights to the central calendar.