To share an individual deadline with an expert, witness, conference room or client follow the steps below:


For people who are outside your firm or organization:

Go to "View and Edit Deadlines"

Option 1: Reports > Add External (Emailed Report)

Option 2: Add External (Calendar Entries)


For people internal to your firm or organization:

  • Recommend to add the user to LawToolBox to get the most dynamic user experience
  • NOTE: These steps below are designed for people outside your organization. 


In-house attorneys and staff need to be licensed users in LawToolBox and added to the matter from "Share Matter" to receive deadlines, reports, and reminders for LawToolBox to automatically update when changes take place. 


The below flow for Option 2 can also be used to add a last minute person from your organization to an event, without the need to share every deadline. (e.g last minute sick day substitution)

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OPTION 1: Emailed Report

NOTE: Sharing this report allows the recipient to add it to their own calendar


"View and edit deadlines"

  • Select deadlines in the checkbox you wish to send
  • Optional: Apply filters e.g. Appointments Only


Option 1: 

"Reports" Email directly to a designated email

  • Email or download the report to yourself & forward it with additional notes 
  • "Send to External" directly to the recipient


"Reports" Insert into an email

  • Outlook Add-in only option:  
  • While writing or replying to an email, click "Insert"


*Sharing a chart allows the recipient to add it to their own calendar

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OPTION 2: External Calendar Invite


NOTE: 

This feature is a one-way sync, so if your deadlines change, the deadlines will need to be shared again. 


We would recommend using Option 1 as the preferred method of sharing deadlines externally. 

If this is an internal user, please add them to the matter instead via "Share matter" so changed deadlines can update dynamically.


"Add to calendar": New Deadline or Edit Deadline


+ Deadline or Appointment

or Edit any existing event

Navigate to the "External Attendee" Tab



 New field for external parties:


In LawToolBox:



Deadline chart:

Searchable in the matter or in the reports

"External" label next to the entry that's been sent to anyone outside of the shared members in LawToolBox


Check the ellipsis under "edit" if you need to add additional recipients


In Outlook:

Deadline or appointment in outlook will include Jean Contoso + Matter members


Jean's outlook view (not a typical LawToolBox user shared on the matter)


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NOTES:


There are several ways to collaborate with outside parties to help leverage our rules-based calendaring. 

External/Outside parties do not get the full functionality of a licensed LawToolBox 


Due to security parameters, LawToolBox has a one-way sync and does not dynamically update calendar events if things change.


Only licensed LawToolBox users with @yourdomain.com can seamlessly get update their calendars, receive dynamic updates when events change, and leverage reminders and reports.  



*Important*

LawToolBox event cannot be forwarded from outlook as of 5/3/2024 to prevent unexpected deadline behavior outside the app