Central Docketing User and Practice Calendar Users  


As part of a LawToolBox implementation, a Central Calendar configuration is a required step for all accounts.


Firms are asked to select an existing Master Calendar (M365: Technical Requirements & IT Checklist), or create a new one, to use as a central docketing user for LawToolBox. Practice calendars can be added as additional users to further break down the case load by department.


Central Docketing User Requirements: 

  1. E1 M365 mailbox license (Business Basic / E1) 
    • the license type must support being a member of an Office 365 Group
    • Must have a mailbox (will receive every deadline on the calendar)
  2. LawToolBox license
    • This will be an admin user to access admin.lawtoolbox.com 
    • Have access to every matter created in LawToolBox (Setting to turn on auto-share)
    • Credentials & password accessible for Firm Managers and IT


Central Docketing User purpose:

  1. Will be auto added to every matter as an owner/member of M365 group
  2. All other LawToolBox users are added as M365 group members
  3. This user cannot be removed from matters by an end user
  4. Used for running firm-wide reports & have every single deadline added to the calendar
  5. Will be used to assign cases to new users or remove cases from departing users
  6. Access point to LawToolBox for IT and admin users
  7. If a user is out of office for an extended time, the Central Docketing User has access to matters to maintain deadlines, or temporarily reassign matters to new users 


In Admin.microsoft.com

  • Name the mailbox with something easy to distinguish:
    • Central Docketing User / Firm Calendar / LawToolBox Docketing
      centraldocketing@abclaw.com
      mastercalendar@abclaw.com
      firmcalendar@abclaw.com
      ltbdocketing@abclaw.com

In Admin.lawtoolbox.com


In the app reports:


In the app matters:

Used to generate case lists and distribute deadlines to respective calendars

  • Central Docketing user can't be removed
  • Practice calendars can be added and removed as needed


Optional Users: 

Practice calendars purpose:

  1. Will be manually added to every relevant matter as a member of M365 group
  2. This user can be removed from matters by an end user
  3. Used for running practice-wide reports & have every single deadline added to the calendar
  4. Avoids running multiple reports for each individual attorney under the practice group
  5. Can be added in Outlook to see "My calendar" "My attorney" and "My Practice group" as shared calendars
  6. This user is an administrative account when a staff person who is covering for someone on vacation and needs to be able to update deadlines for cases that that are not shared to them
  7. Require a M365 license and a LawToolBox license



Can we use a Shared Calendar or a Mail-Enabled Service Account? 

  • LawToolBox requires all users to be licensed in M365 with a minimum of a business basic license.
  • The LawToolBox events are distributed via M365 groups to all group members, and therefore all users must have 1) designated email and calendar and 2) access to M365 groups to be a member of a matter
  • See more: M365: Technical Requirements & IT Checklist

 

Why does a LawToolBox user need a Master Calendar and/or a Practice Calendar?


Master Calendar is a backup for all your data

Master Calendar is a required user, as it will never "leave" the firm.
Master Calendar is designed to ensure smooth transitions during staff changes and org-wide analytics. 



Practice Calendars help drill down matters and deadlines across a division.

Practice Calendars allow for a bird-eye-view across multiple users


 Who needs access these resource accounts?

  • Depends on the user role (IT, Legal Assistants, or Attorneys)
  • These are meant to be used for the above purposes for the end users (Legal Assistants & Attorneys). 
  • These do not require any user to log into M365 or perform inbox monitoring (IT)