Outlook Integration for Client Profiles for Windows

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1 C ase Manag e m e n t by C l i e n t P rofiles Outlook Integration for Client Profiles for Windows T E C H N O L O G Y F O R T H E B U S I N E S S O F L A W

2 Table of Contents 2 Table of Contents Overview... 3 Introduction... 3 Synopsis... 3 Requirements... 3 Client / Workstation Minimum Requirements... 3 Microsoft Exchange 2000 Server Configuration... 3 Microsoft Exchange 2000 Maintenance Requirements... 4 Microsoft Exchange Server: Version Comparison... 4 Client Profiles Setup... 5 User Setup\Match Users... 5 Lawtype Setup\Add Exchange Mail... 6 Lawtype Setup\Format Subject Field... 7 Other Settings... 8 Outlook Setup... 9 Adding CP Contacts to List... 9 Adding Columns to the Inbox Viewing the Inbox Viewing the Calendar Integration New Message (From Outlook) New Message (From System Bar) New Message (From Parties Screen) New Mass Mail Message (From Card File) Associating Mail (Associate Matter Button) Associating Mail (Recent Cases Drop Down) Verifying Associated Mail Appointment Integration Contacts Integration Troubleshooting Tips Missing Association Button Not Getting CP Checkbox for Associated Mail Blank Exchange Mail Screen Deleting Exchange Mail Restarting the Server... 28

3 Overview 3 Introduction Overview Introduction Described herein are all steps needed to configure and associate Outlook s, Calendar Items and Contacts into Client Profiles. Please note: If you would like to break down this document based on the audience you can get a copy in Microsoft Word by ing us at Synopsis Client Profiles for Windows integrates with Microsoft Exchange Server. The integration is broken down into three areas: , Appointment and Contacts. Integration: Allows users to associate new Outlook incoming and outgoing messages to cases inside of Client Profiles and then view those from within Client Profiles Appointment Integration: Allows users to associate new Outlook Appointments to cases inside of Client Profiles and then view those from within Client Profiles Contacts Integration: The contacts integration is broken down into two components there is the master card file list for the firm and then there is the user s personal card file list. The integration for each works differently. Master Card File Categories selected in System Setup will be sent in a one way sync from Client Profiles into Outlook. Personal Card File Any entries entered in Client Profiles Personal Card File or the Outlook Contacts for that user will sync in both directions. Requirements Client / Workstation Minimum Requirements Internet Explorer 5.+ Microsoft Office Windows 98+ The Collaboration Data Object feature of Microsoft Outlook is required. Microsoft Exchange 2000 Server Configuration Microsoft Windows 2000 Server or Advanced Server Installation of a second virtual SMTP service is required. ( Exchange Server must be part of a domain. Recommend that the Exchange Server is on a separate server from the SQL Server

4 Requirements 4 Microsoft Exchange 2000 Maintenance Requirements Microsoft Exchange 2000 Maintenance Requirements Client Profiles recommends that the following utilities are run on a regular schedule Eseutil ( and isinteg ( ). The following tools ensure that all free space on your database is freed up and checks \ fixes the integrity of your Exchange Stores. Microsoft Exchange Server: Version Comparison Exchange 2000 Server is available in two different editions, Standard and Enterprise. This article describes certain features that are only available in the Enterprise version, and lists some limitations to consider in the Standard Edition. The following feature enhancements are provided in Microsoft Exchange 2000 Enterprise Server: Database size is limited only by hardware (with a maximum size of 16 terabytes). Up to four storage groups can be created on server. Up to five information stores can exist in each storage group. Exchange 2000 Enterprise Server can be clustered on the Microsoft Cluster Server Service. Exchange 2000 Enterprise Server can be implemented as a front end server for front end/back end configuration. The X.400 Connector is included. The limitations to Microsoft Exchange 2000 Server Standard Edition include: Individual databases are limited to a maximum size of 16 gigabytes. Only one storage group can be created on a server. Only one private information store and one public information store can be created on a server. Exchange 2000 Standard Edition cannot be clustered on Microsoft Cluster Server Service. Exchange 2000 Standard Edition cannot be used as front end server in a front end/back end configuration (

5 Client Profiles Setup 5 User Setup\Match Users Client Profiles Setup User Setup\Match Users When a new user is added to Client Profiles they will need to be matched to their network user so that Client Profiles and Outlook can properly communicate with each other. Go to Administration\System Setup\User Setup Select the User and go to the Desktop Tab Select Exchange Mailbox. Select the Magnifying Glass to get a list of the users in Active Directory. Please note: Uncheck the Enable Integration for this user checkbox if the user will not be using the integration, Select the Appropriate User and click OK.

6 Client Profiles Setup 6 Lawtype Setup\Add Exchange Mail Lawtype Setup\Add Exchange Mail Go to Administration\System Setup\Lawtype Setup Select the Lawtype to Configure Select the Case Info Screens Setup Option. Select Exchange Mail under Available System Pick Lists and choose the Add button Under Selected Pick Lists enter an order number to sort the screens. Select OK.

7 Client Profiles Setup 7 Lawtype Setup\Format Subject Field Lawtype Setup\Format Subject Field While still in Lawtype Setup, Select Other Settings Select the Outlook Messages Reply Text Select the information that you would like to add to the Subject of Associated Messages Click OK when finished.

8 Client Profiles Setup 8 Other Settings Other Settings The majority of the items on this screen will be setup during installation of the Outlook Integration, however below are some items that can be changed based on the firm s preferences. File Attachments This defines what you want to happen to attachments on associated s. Save Attachment Automatically saves the attachment with the associated message in Exchange Mail. Strip Attachment Automatically strips the attachment from the message before placing it in Exchange Mail. User Defined When the user associates the message they will have the following options: Save Attachments, Strip Attachments and Move to Document History. As discussed above if the Process is set as User Defined the user will have the option to move the attachment to the document screen of the case. Although these can be changed the Document Type and Document Sub Types selected here will be the default when the user associates the message. Master Card File Sync Roles Select the Magnifying Glass icon to select the categories of Card File entries in Client Profiles that will be sent over to Outlook. Outlook Mail Editor This field defines if you would like everyone s mail editor to be the same. You have the option of choosing Outlook, MS Word or Do not change. Daily Notification to CP Administrators of match errors Select this to have any CP Administrator notified if there are users that have not been correctly associated.

9 Outlook Setup 9 Adding CP Contacts to List Outlook Setup Adding CP Contacts to List Expand the Client Profiles directory under All Public Folders. Expand the CPSQL directory under Client Profiles. Expand the Corporate Contacts List under CPSQL. Under the Corporate Contacts you will see a list of Categories that have been selected to sync with Outlook. Select a category and Right-click on it. Then select Properties. Check the Show this folder as an Address Book under the Outlook Address Book tab.

10 Outlook Setup 10 Adding Columns to the Inbox Adding Columns to the Inbox From the inbox right-click on the Title Bar and choose Field Chooser. Select CP_MessageACK from the drop down list. This will give you a list of available columns that can be dragged to your current Title Bar. This will then allow you to display the Matter number and Style that the message is associated with and allow you to sort the messages by these fields.

11 Viewing the Inbox 11 Adding Columns to the Inbox Viewing the Inbox To view your Inbox, select the Outlook icon on the System Bar or select Inbox from the Desktop menu. Viewing the Calendar To view your Calendar, select the Appointments icon on the System Bar or select Appointments from the Desktop menu.

12 Integration 12 New Message (From Outlook) Integration New Message (From Outlook) Select the New Message Icon Select Yes to Associate the message with a case. Please note: To turn off the reminder to associate new messages just go to the New Item Defaults tab under Administration\System Setup\Other Settings and remove the check for Prompt for Matter on New Messages. From the Case Lookup Screen search for the case using one of the five available tabs and choose Select. Complete the message and send it.

13 Integration 13 New Message (From Outlook) cont. New Message (From Outlook) cont. Under the Sent Items folder you will see a CP icon next to the message. After the icon changes to a CP with a Green checkmark you will be able to view the message from within Client Profiles. To view the message, open the case inside of Client Profiles and go to Exchange Mail.

14 Integration 14 New Message (From System Bar) New Message (From System Bar) From within Client Profiles select the New Message icon (Yellow Envelope) on the System Bar or select New Mail Message from the Desktop Menu You will then be asked if you would like to post the message to the Current case. You have the following options Skip Posting This will not associate a message to any case, however, you can go back in and associate it after the message is sent. Search for Matter This option will allow you to search for a different matter to associate the message to. Current Matter This option will automatically associate the message to the case that you are currently in. Once you select the appropriate option send the message.

15 Integration 15 New Message (From Parties Screen) New Message (From Parties Screen) Open the case from within Client Profiles. Go to the Parties Screen Select the New Message icon (Yellow Envelope) on the Sheet bar. Please note: This will be the icon on the bottom tool bar next to the White Envelope. Select the party or parties that you would like to send an message to. You will then see the list of addresses that you have selected. Please note: You may also select the magnifying glass next to the To, Cc or Bc sections to select additional parties. You will then be asked if you would like to post the message to the Current Matter. After you have selected the appropriate options you can then complete the message and send it.

16 Integration 16 New Mass Mail Message (From Card File) New Mass Mail Message (From Card File) Select the Card File icon (Rolodex) on the System Bar or go to Desktop\Card File Master. Select the Clear All button under the Categories section. Place a check next to the category or categories that you would like to generate a message for. Place a * in the Search last name, Company or SSN field and select Search. This will retrieve all entries in the selected categories. Once the Search is completed you can select all entries by clicking Ctrl-A, select a block of entries by holding the Shift button on your keyboard or select individual entries by holding down the Ctrl button on your keyboard and clicking on the entries. Once you have selected the appropriate entries select the New Message icon (Yellow Envelope) on the Sheet bar. Please note: This will be the icon on the bottom tool bar next to the White Envelope. You will then see the list of addresses that you have selected. Please note: You may also select the magnifying glass next to the To, Cc or Bc sections to select additional parties. Once you have selected the correct Recipients select OK and compose the message.

17 Integration 17 Associating Mail (Associate Matter Button) Associating Mail (Associate Matter Button) From your inbox open the message. Select the Associate Matter Icon. Please note: You can turn on a reminder to associate new messages. Just go to the New Item Defaults tab under Administration\System Setup\Other Settings and check the checkbox for the Prompt for Matter on New Messages option. From the Case Lookup Screen search for the case using one of the five available tabs and choose Select.

18 Integration 18 Associating Mail (Recent Cases Drop Down) Associating Mail (Recent Cases Drop Down) From your inbox open the message. Select the Cases drop down field to retrieve a list of Recent Cases. Select the appropriate case and select Go. Please note: From the Outlook Folder List you will have a Client Profiles My Cases Folder that contains a list of recently accessed cases. Messages can also be moved into the appropriate folder to associate them to that case.

19 Integration 19 Verifying Associated Mail Verifying Associated Mail Under the Inbox in Outlook you will see a CP icon next to the message. After the icon changes to a CP with a Green checkmark you will be able to view the message from within Client Profiles. To view the message, open the case inside of Client Profiles and go to Exchange Mail.

20 Appointment Integration 20 Appointment Integration Go to the Scheduled Events screen and select the New Item icon (sheet of paper) or Select New from the Calendar in Outlook. Select Yes to Associate it to a Case

21 Appointment Integration 21 Select the case and continue Scheduling the Appointment Once the appointment is saved you can view it from the Scheduled Events screen inside of Client Profiles.

22 Contacts Integration 22 Contacts Integration When generating an from Outlook you will have the option of selecting from Card File entries in Client Profiles. Just select New from the Inbox to generate a new Message Select the To: or Cc: button. Select the Show Names from the drop down box. Under the Outlook Address Book you will see a list of the categories that have been selected to sync with Outlook. You will then be able to search each category to select a card file entry to send an to.

23 Troubleshooting Tips 23 Missing Association Button Troubleshooting Tips Missing Association Button Verify that the user is correctly matched under Administration\System Setup\User Setup. In Outlook, select the Disabled Items button from the Help\About screen and enable the Client Profiles add in if it is disabled. Restart the computer. Log into Client Profiles as that User. Open the Inbox from Client Profiles on the System Bar or select Inbox from the Desktop menu.

24 Troubleshooting Tips 24 Not Getting CP Checkbox for Associated Mail Not Getting CP Checkbox for Associated Mail If a user is associating mail and is not getting the green checkmark under CP it means that they need to clear their Cache. Please note: If this is happening for every user check and make sure that the Client Profiles services are running on the server. See Restarting the Server. Select View or change existing accounts under Tools\ Accounts Highlight the user s Exchange Account and select Change. Remove the Checkbox for Use Cached Exchange Mode. Restart the computer.

25 Troubleshooting Tips 25 Blank Exchange Mail Screen Blank Exchange Mail Screen Download the batch appropriate batch file. Outlook XP ftp://ftp.clientprofiles.com/clientprofiles/windows/exchange/dll/batchfiles/outlookxp_sp2.cmd Outlook 2003 ftp://ftp.clientprofiles.com/clientprofiles/windows/exchange/dll/batchfiles/outlook_2003.cmd Restart the computer. Double-click on the downloaded file. Log into Client Profiles and open the Exchange Mail Screen.

26 Troubleshooting Tips 26 Deleting Exchange Mail Deleting Exchange Mail To delete s from Exchange Mail you will need rights on the Exchange Server. (From the Exchange Server) Go to Start\Programs\Microsoft Exchange\System Manager Browse to the Client Profiles Public Folder under Administrative Groups\First Administrative Group\Folders\Public Folders\Client Profiles. Right-click on the Client Profiles folder and choose Properties. Select Client Permissions option under the Permissions Tab. Add the User that you would like to grant delete rights to. Select Owner under the Roles Field for that user

27 Troubleshooting Tips 27 Deleting Exchange Mail Click OK until you are at the Main System Manager Screen Go to the Client Profiles folder, Right-click and select All Tasks\Propagate Settings. Check the Administrative rights, Folder rights and Storage limits checkboxes. Click OK.

28 Troubleshooting Tips 28 Restarting the Server Restarting the Server After you restart the Exchange Server you will need to verify that the Integration Services are started. Select Component Services under Control Panel\Administrative Tools. Make sure the Client Profiles Exchange MSMQ Service under the Services (Local) is started. Please note: If it is not started right-click on the service and choose Start. After making sure the service is running browse to the Com+ Applications folder under Component Services\Computers\My Computer. Make sure that the Client Profiles Event Logger and Eventsink are both running by verifying the ball in the box is rotating in a circle. Please note: If this is not the case right click on the item and choose Start.

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