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 "Deadline Chart"
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
"Deadline Chart"
- 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
****WARNING***
LawToolBox uses different technology to push these deadline. External attendees are added to events via email invitations. Licensed users use Microsoft 365 groups for seamless sync functionality where the unwanted notifications are suppressed.
If your deadlines change, the recipient will be notified of any changes your licensed user make and may see a "canceled" email and a new email with an updated invitation.
We would recommend using Option 1 as the preferred method of sharing deadlines externally and only add events to the calendar with the below steps, after all details (time, location, description) have been confirmed by your team,.
Note: If this is an internal user, please add them to the matter instead via "Share matter" so changed deadlines can update dynamically.
Step-by-Step
Select "Add to calendar": New Deadline or Edit Deadline
or Edit any existing event
Navigate to the "External Attendee" Tab
New field for external parties:
In LawToolBox:
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 edit or add recipients
In Outlook:
Deadline or appointment in outlook will include External Users (gmail) + Matter members (Licensed Users)
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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
We are not able to support unlicensed users, please use this feature at your own discretion.
Only licensed LawToolBox users with @yourdomain.com can seamlessly get update their calendars, receive dynamic updates when events change, and leverage reminders and reports.
Possible recipient Examples:
| Calendar | Inbox |
Gmail calendar | Gmail Inbox (new email per update) |
Apple calendar | Apple Mail |
*Important*
LawToolBox event cannot be forwarded from outlook as of 5/3/2024 to prevent unexpected deadline behavior outside the app