M365 Admin: Subscription Management : LawToolBox Support

This article highlights several key things IT needs to know about our integration with M365 and how those changes impact LawToolBox. mail forwarding, off-boarding, and onboarding new users for LawToolBox

Your account has already been set up:

The article will walk through the following:

Onboarding New Users & Adding licenses
Mail forwarding
Changing Emails or Domains
Off-boarding clients
Off-boarding LawToolBox

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Onboarding New Users

Onboarding Checklist:

1. Need to purchase additional licenses for a new LawToolBox user?

See below for how to purchase more licenses

2. Do you have Outlook rules in place firm-wide to manage notifications?

M365 Admin: Mail Flow rules

3. Does the new user automatically get the Outlook and Teams add-in?

Add the new user to the "LTB Add-in" group for automatic deployment for Teams and Outlook

4. LawToolBox admin can add the user in the admin.lawtoolbox.com portal

Admin: Quick Start Guide

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Step-by-step:

1. Need to purchase additional licenses for a new LawToolBox user?

Go to admin.microsoft.com > billing > your products > click on LawToolBox to see the count > purchase more if needed. Tip: Clear filters if you do not see LawToolBox on the list

Note: Can't buy?

a) If using a distribution partner, (e.g. Pax8, Synnex, etc) please check their portal to update the license count

b) may not be

Manage Licenses:

Microsoft Admin Portal Example
Pax8 Portal Example

2. Do you have Outlook rules in place firm-wide? or do you need to set them up for each new user?

Required for all users - Inbox rules for Outlook
Note: Mail flow rules in exchange admin will apply to all users automatically

3. Does the new user automatically get the Outlook and Teams add-in?

M365 Admin - Central Deployment for Outlook & Teams
Check for an "LTB add-in" under active teams and groups and verify the app is deployed to that group
New group members will automatically see the add-in show up

4. LawToolBox admin can add the user in the admin.lawtoolbox.com portal

IT or Firm Admin can follow FAQ - How to add a new user in LawToolBox

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Mail Forwarding & Copying Deadlines outside of LawToolBox

When mail forwarding is enabled the recipient user will also receive forwarded notifications, calendar entries, and cancelations for LawToolBox, even if the recipient user is not involved in those cases.

When a calendar event created by LawToolBox gets dragged, forwarded, or copied onto another calendar directly from Outlook (not through LawToolBox) this person will be added to the M365 group and will continue to receive all events as long as they are in the M365 group.

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Changing Emails or Domains

Because all email addresses are associated with M365, you will need to notify LawToolBox of the email changes
- Admin: Email / UPN Change
Go to admin.lawtoolbox.com and “re-share” all the cases shared with these users (start resharing 10 or 20 at a time)
- Admin: How to mass share matters with a user

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Off-Boarding Departed Users

Off-boarding LawToolBox users who are no longer in the firm:

To ensure minimal disruptions, please remove users from LawToolbox as part of your off-boarding process.

Removing users will also adjust your invoice to ensure you are not being billed for unnecessary licenses.

FAQ - How to remove a user in LawToolBox

Make sure the forwarding emails is off (temporarily)
The user must be an active licensed user in M365 to avoid undeliverable notifications
Remove them from any active cases in LawToolBox, which removes them from LawToolBox groups

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Off-Boarding LawToolBox

Before preceding, please note:

Canceling the LawToolBox subscription may automatically close your LawToolBox.
Your users may lose the ability to login and manage matters or deadlines.
Note: LawToolBox subscriptions are annual. Microsoft will not issue a refund if you cancel during the subscription term after 72 hours of purchase or renewal
Please reach out if you need assistance managing your matter data.
Note: Deadlines will remain in outlook and will need to be removed from LawToolBox by closing existing matters.