Welcome to the First Step Webinar!

Transcription

1 Welcome to the First Step Webinar! Your presenter will be with you shortly. Please print out the presentation for notetaking purposes at:

2 Working with the Calendar Brand Value: Our software can be customized to meet any need!

3 Objectives The calendar is core to your business practice. Best practice: use the Abacus calendar as the firm s main calendar. Be mobile with Abacus Sync or Abacus Mobile. Setup System Options, User Profiles, Back Up, and User Preferences Power of Intake Forms Calendaring Getting Mobile

4 Setup System Options System Options sets system wide options for the program. Supervisor Password and Events landing on Weekends are important.

5 Setup Security Profiles Security Profiles allows you to set access profiles for users or groups of users. They determine what a user can or can t do in the program.

6 Setup Backup Backup determines how many backups you retain as well as where to backup to. Offsite or off the server is best.

7 Setup User Preferences User Preferences check the box Ask to BackUp at Exit.

8 INSTRUCTIONAL BREAK POINT making Clients happy Worldwide!

9 Intake Forms Intake Forms automate your data gathering and intake. Intake Forms create your Case, Client and involved parties, and initial Calendar Tasks (using Rules) Intake Forms reduce your administrative costs and speed up your administrative processes.

10 Intake Forms Intake Forms create your Case and Client records, links them correctly and calendars your initial tasks all from one screen. You can now Save Draft allowing you to return to the uncompleted intake form to resume input. Create Records and Close (Save) all function buttons are always visible.

11 We now have a Matter, Client and other parties as well as the initial new case tasks. Intake Form

13 Calendar Views

14 Daily Organizer Appointments are timed events that happen on a specific date and time. Choose Who Code for calendar to view Date Navigator Reminders have a blank time and remind you to perform a task Right click on any section to view more options To-Do s have a time of TO DO and will remain until the event is marked done Calls To Make have a What code of Phone and include the phone number

15 Weekly Calendar Choose Who codes to show which calendar to view Date Navigator Right clicking on any section in the Weekly Calendar will display more options Reminders have a blank time and remind you to perform a task To-Do s have a time of TO DO and will remain until the event is marked done Calls To Make have a What code of Phone and include the phone number

16 Monthly Calendar Choose Who code to show whose calendar to view. Date Navigator Reminders have a blank time and remind you to perform a task To-Do s have a time of TO DO and will remain until the event is marked done Calls To Make have a What code of Phone and include the phone number Modify the size of the calendar by clicking and dragging a corner/edge.

17 Staff Calendar Choose the Who codes you want to view. Each Who code will have their own column. Each column and the overall size of the calendar can be changed by clicking on the edge and dragging. Double click on a time slot to open up that event.

18 Free Time Display Double Clicking on a Time Slot will open up the Event window for that time. Select the Print icon to print the Free Time report. Select the Calendar button to change the date. Select the Who codes to view, multiple Who codes can be selected.

19 Events Who designates whose calendar the event will appear on. Can be scheduled for multiple people by separating who codes by commas. Also can be assigned to workgroups What code describes the event When is the date of the event at is used to schedule the time of the event. If you enter To-Do, the event changes to a To-Do, and leave the field blank for a reminder Hours designates duration of event Where Code describes the location of the event Name will link an event to a name Matter will link an event to a Matter Priority indicates the priority of the event Type indicates the type of event Status used to describe the current status of the event Private will allow only the person that entered this event to view it Reminders are used for setting events for when this event occurs

20 Right Click Daily Organizer to Access Options Add a New Event will add an Event in the selected section Clone this Record to make a copy of the selected event Add Events from a Rule to schedule linked events from a Rule Reschedule will put the event on another date/time Delete will delete the selected event Mark Done to mark the event done and is using the do not show done events query, will not display on the calendar Priority will sort the more important events to the top of the list Recur the event controls the frequency and order of the events Send will place the event in Msg-Slips or an Banner this Event will place the event on top in the Calendar Linked Events will display all linked events for the selected event Print Memo will print the event as a Memo Bill can be used to bill the event over to Abacus Accounting

22 Rules

23 Rules You can Add, Edit, Clone or Delete Rules. When you Edit a rule you will see a list of events, the Interval between events, and the Relative.

24 Rules Event Number what is the events number in the list of all events in the rule. What what is this event. Allow event number editing will allow you to change the order of events in your rule list. Form assigns a form to the rule. Interval how many, days, weeks, month or years after or before the event in Relative to event#. Relative to event# what event number is this one calculating the interval from. Move weekend date to is used for events that fall on weekends.

25 Rules Event Details allows you to specify Who is responsible, What type of event this is, how high the Priority, a specific Time for this event and how many Hours it will be.

26 Rules Secondary Calculation give you the ability to set an interval and relative to another event that, if it affects this event by a change then this event will recalculate using the secondary calculation.

28 E-Calendars Remind to send calendars on shutdown instead of startup

29 Work Groups You will see a list of your users. Check mark the people you want to add to a Work Group. Finally, choose the existing Work Group or click on Add to create a new group.

30 Holidays You can Add, Edit, Make, Clone, Print, and Delete holidays to fit your needs. (In California Caesar Chavez day is a holiday in some jurisdictions but not in others). Click on Add and select the date and type in a Description. Once you click OK it will ask you how many years to create it for.

31 Call Manager You can keep track of how long the call was for billing purposes by using the timer. For Name or Matter, enter a few letters of the name and press Tab OR click the lookup button and select a name This Pane is the Call Manager History This shows the detail of the highlighted note above. To save the current note and immediately add another phone call note, click Add. To create a reminder to call this person back, click Remind. When you are finished, click Done.

32 Calendar Reports

33 Calendar Setup

34 Calendar Setup Who Select Whose calendar(s) you want to see. What When you add an event What do you want the default task to be. Day Start Time is the start time for each day in the Appointments section. Day End Time is the end time for each day in the Appointments section. Advanced See next slide. Load: You can have multiple Saved Calendar Settings (Profiles) that can be loaded. Use Coded colors: do you want to see your coded colors in the Day, Week, or Month. Show the Date Navigator in: Do you want to see the calendars down the left edge when you view the Day, Week, and/or Month. Show Task/Reminder browses in: Do you want to see Reminders, Things To Do, and Calls to Make.

35 Calendar Setup Appt & Rems you can customize your calendar view for appointments and the events in the Reminder box here. Increment (minutes) is the amount of time between each time slot in the Appointments section

36 Calendar Setup Tasks & Calls you can customize your calendar view for the events in the To-Do and Phone section of the calendar Increment (minutes) is the amount of time between each time slot in the Appointments section

37 Calendar Setup Queries these are preset by us and typically don t need and shouldn t be edited/modified.

38 Calendar Setup Printouts when you want to print your Organizer or a calendar these are the reports that are used. They can be modified if you want to make changes to your printouts.

39 Calendar Setup Alarms if you want a pop-up reminder prior to an appointment you set it here. You can also have a sound alert as well

40 Calendar Setup Misc. Color coding preferences, field separator options and order of event types

42 Getting Mobile 1.Outlook Sync Synchronize Abacus to Outlook. 2.Abacus Sync Synchronize your Abacus calendar and clients to your phone. 3.Abacus Mobile Real time access to your Abacus database from anywhere you have internet access.

43 Outlook Sync Outlook Sync allows you to sync your Abacus calendar and contacts to Outlook in your office.

44 Abacus Sync allows you to sync your Abacus calendar and contacts to your phone. Abacus Sync

45 Abacus Mobile Abacus Mobile gives you real time access to your Abacus program from anywhere you have internet access.

46 FINAL REVIEW making Clients happy Worldwide!

47 Data Import Reports Dynamic Data Capture Automated Form Documents Name and Matter Screen Design Practice Area Legal Solutions (PALS) Extra Databases Firm Branding Workflow and Court Rules Custom Invoices

48 Helpful Tidbits Thank you for attending our First Step Class on Calendaring Remember to visit My address is: Client Services can be