Law Society of Alberta User Guide Trust Safety Accounting Upload - PCLaw and SFTP Software

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1 Trust Safety Accounting Upload - PCLaw and SFTP Software Release: Final Date: July 22, 2015

2 Table of Contents Background... 1 How to use the PCLaw software to send the LSA your files... 1 How to upload files to the Law Society of Alberta... 4 How to reset your password

3 Background PCLaw has a feature in their software to allow Alberta Law Firms to download data files to their computer that can be sent to the Law Society of Alberta using a secure file transfer site. The PCLaw software automatically detects whether or not the Law Firm is located in Alberta, Canada and then allows this function to be displayed. The Administrator is the only person with the authority to activate and use the feature, and as such, the menu options and functionality described below will only be available to users with admin access. In order to create the files in PCLaw, the user needs to be the only person logged into the program. How to use the PCLaw software to send the LSA your files 1. Select LexisNexis\PCLaw from the list of programs and log in to your set of books. If you have already updated your Law Society Audit options go to Step 3, if not continue to Step To enable the download feature, update the subsequent settings as follows: From the Options menu, select Administrator and then Law Society Audit 1

4 a. The following pop-up box appears: b. Enable the feature by clicking the checkbox. The Upload Location will be pre-populated with a default Web address. c. Users must enter the Responsible Lawyer s Law Society Member ID and click OK. (Member ID can be found on the Responsible Lawyer s member card.) THIS MUST BE THE RESPONSIBLE LAWYER S ID NUMBER - DO NOT USE 1234 or 9999 d. The program will ask you to log out of PCLaw and log back in for the changes to take effect. 3. To send data to the Law Society users must first create the report files. Under the Reports menu select the option labeled Law Society Audit 2

5 4. The following pop-up dialog box appears: THE MONTH OF YOUR DESIGNATED YEAR END AND THE YEAR FOR WHICH YOU ARE REPORTING MUST BE ENTERED. For example, if the Law Firm designated year end is June 30 and you are reporting for the year 2014, you would select June and i. The user must select the last month and year for their firms reporting period and click OK. The report files are saved to a temporary default location on the user s C: Drive. A progress bar will display the status of the audit report creation: 3

6 ii. Upon completion, an informational dialog box appears to inform the user that the reports were generated successfully. THIS DIALOGUE BOX ADVISES WHERE THE FILES ARE SAVED ON THE COMPUTER. PLEASE ENSURE THAT YOU WRITE THIS PATH DOWN TO USE IN THE NEXT SECTION HOW TO UPLOAD THE FILES, PAGE 9 OF THIS DOCUMENT. iii. Once the user clicks Continue a Web browser is launched, and is directed to the Law Society s Secure SFTP website. How to upload files to the Law Society of Alberta 1. The user will automatically be directed to the secure upload site ( after using PCLaw to create the report files. 2. The user must first log in using the address and password provided by the LSA. The login and password will be sent separately to the Responsible Lawyer at the participating firm. (Sample below) 4

7 3. At the Secure SFTP website login screen enter the username and password. 4. If this is the first time logging in, the user will then be required to change the password. If you have participated in the upload in previous years, this step is not required. Note: the password created must contain at least one capital letter and one number. Please keep the login and password in a safe and accessible place, as it will be required each year to submit the Accounting Upload. 5

8 5. After correctly creating a new password the following screen appears. Click OK. 6. Once authenticated, click on the Choose File button. 6

9 7. The following dialogue box appears and the user must use the path information they copied down earlier to find the files for the upload. THIS IS WHERE YOU ENTER THE FILE PATH YOU NOTED EARLIER. PLEASE SEE PAGE 5 OF THIS DOCUMENT. a. Note: if this action does not work, you can locate the files manually by clicking on My Computer, Local Disk C, and then double click on the Temp Folder and within the Temp Folder you should find a folder labelled LSA. All the reports generated should be stored there. b. If there are many files the date of generation is embedded in the title of the file; e.g. Law_Firm_ID###_AL_MMDDYYYY.csv. Checking the date on the files you intend to submit to the Law Society will help ensure the correct year is provided. 8. There will be 4 or 7 files in this folder. They will display the firm name, the letters AL, BAR,TL,TT and the file creation date. (If you are using Version 13 or later, there will also be files HDR, BR and BRT). Select each file separately and click Open. 7

10 9. The files to be uploaded will be displayed on the Send File screen. 8

11 10. Once all the required files are selected the user must click the Send button. The files will upload. Please wait while the files are uploaded status bar will indicate the progress. 9

12 11. A confirmation screen will alert the user that the files have been successfully transferred. You may click the Logout button to end your FTP session. 12. Your electronic files will be reviewed by the Law Society of Alberta in due course. Please Note you will need to upgrade your PCLaw software to the latest version in order to continue to upload annually in lieu of filing the Accountant s Report. 10

13 How to reset your password 1. Password Reset: If users forget their password for the data upload, enter the main screen per Step 3 above, and click on Forgot your Password? Enter your address and then click Reset Password. You will see the following screen and you will be sent an containing your temporary password. The new password will be sent to the Responsible Lawyer. 11

14 Example below: 12

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