SUBJECT: Online Rule Based Deadline Software - Sync Add ...



Integrated Deadlines:

System Requirements & Installation Instructions

Sample Email to Forward to Law Firm IT and/or Admin



< send all text below as email to law firm IT and/or office admin >

SUBJECT: Online Rule Based Deadline Software - Sync Add-ins for Outlook, Time Matters and others via Outlook (schedule a remote install)

Hello _____,

To schedule a remote install during a LawToolBox free trial, please send an email to support@ with (i) a 30 minute block of time that works for you and (ii) the names, emails and user type (attorney or support) for the first round of users you would like to be activated for synchronization of LawToolBox online deadlines. You will receive an email confirming the date and time along with a web conference link to start a remote control session to help you install the sync add-in software.

Thanks!

[INSERT YOUR SIGNATURE BLOCK]

_______________

I. LawToolBox Online Deadlines was the first online rule-based court deadline calculator in the country and has been offering law firms our patented online rule-based deadline in select states for over 10 years!  LawToolBox is a web-based tool that attorneys and paralegals use to calculate rule-based deadlines, automate case deadline charts, print firm-wide and attorney-specific deadline reports, and send email ticklers. Enter a civil litigation trial date, for example, and automatically generate a rule-based deadline chart from our system to review and compare to yours. Before a deadline expires, you will receive email reminders with practice tips about that deadline.  When rules change our clients don’t need to wait for software update or manually change deadlines, our deadlines automatically update online and on your calendar and phone.  

            Rule-Based Court Deadlines ONLINE SOFTWARE (5 min video)

II. Integrated Deadlines Sync Software (OPTIONAL ADD-IN SOFTWARE) synchronizes LawToolBox online rule-based deadlines into Outlook and Time Matters and other calendars via Outlook.

            Rule-Based Court Deadlines for OUTLOOK (7 min video)

            Rule-Based Court Deadlines for TIME MATTERS (6 min video)

Firms using Amicus, PCLaw, Juris and other calendaring software that synchronizes with Outlook can see their deadlines in both Outlook and the case management software with which Outlook syncs.  Deadlines are calculated on LawToolBox and automatically synchronize based on the format that each user has selected (e.g., on the Calendar on the “day of deadline”, 3 days before and 14 days before, with or without pop-up alerts, and/or as Tasks etc).  For Outlook, software does not need to be installed on Exchange Server and instead uses Exchange Delegate rights to synchronize to potentially hundreds of user’s Outlook s from one Outlook Account.  Law firms using Amicus use their Amicus Short File name as their Nickname in LawToolBox and all the deadlines automatically appear in the Amicus File for each matter. LawToolBox deadlines can be imported into Google and iCal at no additional charge through a file that can be downloaded from LawToolBox.

III. Integrated Deadlines Pricing: Integrated Deadlines is an optional add-in software that synchronizes LawToolBox online rule-based deadlines into Outlook and Time Matters and other calendars via Outlook for a nominal monthly per user fee. LawToolBox charges a one-time per case fee. Integrated Deadlines pricing is based on only the users who are synchronizing their calendars, not all Outlook or Time Matters licensed users. Synchronization of LawToolBox online rule-based deadlines is handled by a third party provider and charged separately as a monthly credit card charge which includes the following language: paid to EaglePro Software Inc, with the description Integrated Deadlines Monthly Subscription.   A $10 monthly minimum applies to single law firm user accounts.

 1-3        Users    $8 per user per month

 4-12      Users    $5 per user per month

 13-25    Users    $4 per user per month

 26+       Users    $3 per user per month

IV. System Requirements

                             

1.  LAWTOOLBOX ONLINE RULE-BASED DEADLINE MANAGEMENTS SYSTEM

     Centralized deadlines, online calculators, email reminders and weekly deadline reports

     MS Internet Explorer, Mozilla, Safari and most other mainstream browsers

2.  INTEGRATED DEADLINES SYNC SOFTWARE

     Synchronizes LawToolBox deadlines to Outlook and Time Matters

     see

a) Dedicated or User Computer: Install on single computer per law firm (small firms - dedicated computer not required) (large firms - dedicated computer or virtual PC session recommended)

b) 32-Bit: required for Integrated Deadlines (64 bit ok for SQL).  Most firms allow Integrated Deadlines to automatically install SQL Express component of ID on same computer.

c) Operating Systems: Windows 7, Vista Service Pack 1, XP Service Pack 3 (Download XP SP3 ), Windows Server 2000 or 2003 (or Windows Server 2008 if configured for 32 bit)

d) Hard Disk: 30MB of available

e) RAM: 1GB or more is recommended (Minimum of 256MB of RAM)

f) Other: Microsoft .NET 3.5 Framework, Intel or compatible Pentium IV, 2GHz or faster processor

g) If Installed on an Unattended Dedicated Computer:  Integrated Deadlines should run during business hours using ID “UNATTENDED mode” and (1) should not hibernate, (2) remained logged on to Windows, Outlook and Integrated Deadlines and (3) in the case of Windows automatic updates computer should ideally automatically reboot and log in after shutdown (and if automatic reboot is not an option, LawToolBox generates email notifications once a day to tell designated users that computer stopped “checking for deadline updates with LawToolBox”)

h) Sync Preferences: Prior to installation set each users synchronization preference in user account in LawToolBox “Admin Tab” (e.g., Deadlines as Calendar/Events on Day 0, 10 and/or 20; with or without alert pop-ups; with/without Reminders as To Do’s or Tasks etc). 

i) Sync Schedule: Software checks for new or changed deadlines from online rule-based court calculator periodically (e.g., every 15 or 30 minutes for example) that have not yet been synchronized to user calendars/tasks.

j) Sync Successful: Users will notice that a cases turn from “red” to “blue” on LawToolBox homepage when a new or changed deadline for a matter has been successfully synchronized to all user calendars, tasks and/or to do’.  LawToolBox generates email notifications once a day to tell designated if one of the following occurs: (i) Integrated Deadlines stopped “checking for deadline updates with LawToolBox” (eg the computer went offline) or (2) One or more cases has deadline updates that have been pending for 2 or more hours.

k) OUTLOOK SYNC: (1) Outlook 2000 or better (if connecting to Exchange, cached mode should be disabled), (2) If syncing to Pop 3 accounts that Integrated Deadlines (with SQL Express) must be installed on each computer with an Outlook Calendar or Task List that requires synchronization (3) Integrated Deadlines must be installed on and run on computer with Outlook Exchange Mailbox logged in that has EDITOR RIGHTS for Calendars AND Tasks for all users who will by synchronizing LawToolBox to their Outlook. (4) Outlook must be logged in at the same time that Integrated Deadlines is running. (5) Integrated Deadlines computer and the Exchange server should reside on the same physical network, but it will work in a WAN environment with sufficient bandwidth (6) If “Hosted Exchange”: ID requires Outlook password to log-on (so password needs to be cached) and ID must be installed on a computer on the domain (ID computer cannot be part of a Workgroup).

l) TIME MATTERS SYNC: Time Matters Enterprise 8.0, 9.0, 10.0 and 11.0.  ID for Time Matters Professional is no longer supported.

m) AMICUS SYNC via OUTLOOK:  From Amicus Administrator activate one-way sync from Outlook to Amicus for Calendar and/or To Dos and select “Amicus configuration” in Integrated Deadlines “options”.  Law firms using Amicus use their Amicus Short File name as their Nickname in LawToolBox and all the deadlines automatically appear in the Amicus File for each matter.

V. Integrated Deadlines Installation and Configuration

Call 1-888-958-6657 or email support@ to request: (i) “Integrated Deadlines Web Login and Password”, (ii) user-specific sync preference and (iii) to validate successful install.

1. OUTLOOK:  Integrated Deadlines automatically installs SQL Express on Same Computer (by default)

(eg, spare computer, virtual session, user computer for firm with up to 5 users)  

a) From dedicated computer/user workstation where Integrated Deadlines is to be installed:  After verifying system requirements log into the computer as the Exchange user that owns the Exchange Mailbox (not running in Cache mode) that has editor rights to LawToolBox user calendars and task lists. Click on Download Integrated Deadlines and on the “SQL Server” screen choose the last option “Download and Install SQL Server Express 2005 Now” (or tie into SQL in house if you have it).

b) Go to Each user’s computer (that will be getting LawToolBox deadlines) and grant new Outlook account editor rights to their calendar AND task lists (from each users computer open Outlook > Tools > Options > Delegates > Choose the Outlook Account that Integrated Deadlines runs through > Add > default is to give Editor rights to Calendar and Task List (leave this as is) but de-select option to send meeting related notifications.  

Note 1:  Alternatively software is configurable to connect to previously installed SQL on same or different computer or (ii) to download SQL Express using ID install wizard on separate computer to which ID will connect

Note 2:  Outlook Pop 3 requires install on each computer with pop 3 email account that requires synchronization.

2.  TIME MATTERS: Install Integrated Deadlines (typically on same computer as TM)

a) From Computer with TM installed:  Click on Download Integrated Deadlines and on the “SQL Server” screen choose the last option “Download and Install SQL Server Express 2005 Now” (if you prefer to connect to TM SQL your “sa password” will be required).  After SQL is finished installing, exit install wizard. ALTERNATE SET UP: if you opt to run SQL on one computer with ID running from a separate computer, then from Workstation where Integrated Deadlines is to be installed. click on Download Integrated Deadlines and on the “SQL Server” screen choose the first option “The database for Integrated Deadlines is already initialized” and browse to the SQL Server and proceed to finish installing Integrated Deadlines

b) In LawToolBox:  (1) To Add New Users in LawToolBox to Link to TM   Events or To Do’s, select “Firm Admin” from “My Users” > Admin > Firm > click “Add Attorney” or “Add Support” > scroll down to first field in "Calendar Preferences”, erase the email address (this gets auto-populated from above) and replace with user's Initials for Time Matters (sync preferences should be set by LawToolBox account rep as default but can be “adjusted on a user by user basis as users are added (and can be modified later by sending a request to support@. (2) To link a matter from LawToolBox to TM, enter TM Matter Number in the LawToolBox “Matter No.” field on step 2 of case set up (or if a case has already been set up on LawToolBox, click on the “Case Info” link from inside the case).

3. AMICUS via OUTLOOK (see Outlook instructions):

From Amicus Administrator activate one-way sync from Outlook to Amicus for Calendar entries and/or To Dos and select “Amicus configuration” in Integrated Deadlines “options”.  Law firms using Amicus use their Amicus Short File name as their Nickname in LawToolBox and all the deadlines automatically appear in the Amicus File for each matter.

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