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:

• M365: Technical Requirements & IT Checklist
• M365 Admin: New Account Quick Start Guide

The article will walk through the following:

1. Onboarding New Users & Adding licenses
2. Mail forwarding
3. Changing Emails or Domains
4. Off-boarding departed users
5. 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
• Make sure the billing is set for auto-renew during purchase or modify later. 
• See support.microsoft.com article on SaaS subscription lifecycle management

Note: Can't buy in admin.microsoft.com? 

You may have purchased through a distribution partner, (e.g. Pax8, TD Synnex, etc) 

Please check their portal to update the license count under the LawToolBox subscription

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.

However, as of 5/5/2024 LawToolBox events are restricted from being forwarded to prevent support issues for your IT team.

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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

Although we hope you'll find LawToolBox a good fit for your organization, you can discontinue a subscription at any time; however, there are no refunds for the subscription term after 72 hours grace period (monthly or yearly pay).

M365 Admin - Cancel Subscription