Outlook Integration
Table of Contents 2 Table of Contents Overview... 3 Client Profiles Setup... 4 User Setup... 4 Lawtype Setup... 5 Other Settings... 6 Managing Synchronization Security Settings... 7 Outlook Setup... 8 Association and Time Slip Preferences... 8 Calendar Rights... 9 CP Toolbar... 10 CP Assoc/Associate... 10 Open Case... 11 Duplicate to Additional Matter... 11 Time Entry... 11 Strip Association... 11 Case Documents... 12 Import Attachments... 12 Manage Contact Synchronization... 12 Exchange Mail... 13 Email Generation... 14 From the System Toolbar... 14 From the Parties Screen... 15 From the Documents Screen... 16 Mass E-Mail from the Card File... 17 Appointment Generation... 18 Contact Integration... 19 Overview... 19 Managing Contacts from Outlook... 19 Existing Outlook Contacts to Client Profiles... 21 Adding New Outlook Contacts to Client Profiles... 22 Removing Corporate Contact from Outlook... 22 Manage Contacts from CP... 23 Additional Resources... 24 Server & Workstation Requirements... 24 Training Videos for Outlook Meetings... 24 Addin Troubleshooting Guide... 24
Overview Introduction 3 Overview Introduction Described herein are all steps needed to configure and associate Outlook E-mails, Calendar and Contact Items with Client Profiles. Synopsis Client Profiles for Windows integrates with Microsoft Exchange Server. The integration is broken down into three areas: E-mail, Appointment and Contact Integration. E-mail 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 Contact Integration Allows users to synchronize their personal and corporate contacts between Client Profiles and Outlook
Client Profiles Setup User Setup 4 Client Profiles Setup User Setup When a new user is added to Client Profiles they will need to be matched to their network login so that Client Profiles and Outlook can properly communicate with each other. To begin just go to Administration\System Setup\User Setup Select New User. The Active Directory User Listing will then show you a list of users on the network. Select the user you are adding and then OK. You can then finish going through the prompts to create them in CP. Once this is complete the user will be created in CP and matched to their network login. Please note: If the user is already created in CP and is not matched you will see a Red Question mark under the Match column in User Setup. To match the user you may select this icon which will launch the Active Directory User Listing allowing you to match them.
Client Profiles Setup Lawtype Setup 5 Lawtype Setup Each Lawtype in CP will need to have the Exchange Mail added which allows you to view E-mails associated from Outlook. Additionally, you can configure CP to append the style, matter or other case information to the Re: line of associated E-mails and appointments. To configure this just go to Administration\System Setup\Lawtype Setup Select the Lawtype and first choose 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. While still in Lawtype Setup, Select the Other Settings Setup Option Select the Outlook Mail / Appointment Text button. Select the information that you would like to add to the Subject of Associated Messages Click OK
Client Profiles Setup Other Settings 6 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 e-mails. 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. Apply Case Matter expression to This allows the firm to specify if they would like the Case Matter expression set under Lawtype to apply to only the Appointment subject, Email subject or both. Allow users to specify This allows users to specify the association prompts they receive in Outlook on a user by user basis.
Client Profiles Setup Managing Synchronization Security Settings 7 Managing Synchronization Security Settings As part of the feature set for corporate contacts, you can allow a user to manage other users synchronization list. This is provided so that a secretary can help manage the list of synchronized contacts for the attorney that he/she works for. This functionality obviously should not be available for all users so the ability to secure the feature has been added to the security setup window. Please note that this option will be listed under the Desktop Options tree under Administration\System Setup\System Security. It has only one security flag, called Manage Synched Contacts. Like all security settings, this can be set on a user by user basis or as a group security setting. Please note: Users will not have the ability to manage other user s Synched Contacts by default until they are granted the proper permissions. If you wish to change this default so that everyone can manage each other s synched contacts then you can go to the Security Tab under Administration\System Setup\Other Settings check the checkbox Allow users to manage other users Corporate Contact Synchronization list by default.
Outlook Setup Association and Time Slip Preferences 8 Outlook Setup Association and Time Slip Preferences If the settings shown below are grayed out go to Administration\System Setup\Other Settings to allow users to specify these settings. In Outlook, go to the Client Profiles tab under Tools\Options. Once there select Workflow Options. Associate new mail/appointments Check these boxes to automatically be prompted to associate any new email or appointment. If this is unchecked the association can still be done manually. Create new Time Slip Check these boxes to automatically be prompted to create a new time slip when associating an e-mail. If this is unchecked new time slips can still be created manually. Add contacts to new mail Check this box to automatically launch a card file search and select a contact to e-mail from Outlook when composing a new e-mail. Add contacts to new appointments - Check this box to automatically launch a card file search and select a contact to include in new appointments.
Outlook Setup Calendar Rights 9 Calendar Rights The Client Profiles integration requires that users have Owner permissions to add appointments to another user s calendar. To add these permissions right-click on the Calendar option in Outlook and go to Properties. Select the Permissions tab. Add the user(s) you would like to grant permissions for making sure to select Owner as the Permission Level. Please note: Outlook also has delegate rights that can be setup. However, the Permissions Level only goes up to Publishing Editor. After setting delegate rights please make sure to go back here and reset the Permission Level to Owner.
CP Toolbar CP Assoc/Associate 10 CP Toolbar You will begin to see the Client Profiles toolbar in Outlook once Client Profiles is installed and the user is matched. This toolbar allows you to associate E-mails or appointment so they will show inside of Client Profiles. CP Assoc/Associate Selecting the CP Assoc button will launch the Case search screen allowing you to associate the selected item(s) to a case. If you select the drop down list next to the CP Assoc button you will see a list of the recent cases that you have worked on as well as your My Cases list as defined from the Case Search screen. Selecting any cases listed will associate the highlighted item(s) into CP.
CP Toolbar Open Case 11 Open Case Once associated with a matter the toolbar icon will change and show the case number and style of the matter. If this button is clicked and Client Profiles is running, the user will be taken directly to the matter within Client Profiles where they can go into the Exchange Mail Screen. Duplicate to Additional Matter We have the ability to associate an e-mail item to multiple cases by selecting the Duplicate to additional matter icon. When this button is clicked the user is prompted to search for the matter and a copy of the e- mail is placed in the specified matter. Time Entry When reviewing, replying and sending case related e-mail items users have the ability to be prompted to enter a corresponding time record. When composing new e-mail items the system keeps track of the amount of time that the user has spent on the item and is used as a default for the new time record. Strip Association When forwarding or replying to case related e-mails, users have the ability to prevent any replies or forwards of that e-mail from showing up in CP. Just select the Strip Association icon before sending the forward or reply of the case-related e-mail. Please note: This icon will only be active on a forward or reply of an associated message and will not be active on an existing associated message.
CP Toolbar Case Documents 12 Case Documents When sending an e-mail from Outlook, a user can select a document from the matter by selecting the Case Documents icon. This alleviates the need for the user to originate the process from within the documents screen in Client Profiles. Import Attachments. When viewing an incoming e-mail a user has the option of importing attachments on that e-mail directly into the documents screen in Client Profiles without associating the e-mail. To do this they can select the Import Attachments icon and fill in the Document detail information. Manage Contact Synchronization Select the Manage Contact Synchronization icon to show a list of contacts that are being sync d between Client Profiles and Outlook.
Exchange Mail 13 Exchange Mail Once associated with a matter the toolbar icon will change and show the case number and style of the matter. If this button is clicked and Client Profiles is running, the user will be taken directly to the matter within Client Profiles where they can go into the Exchange Mail Screen. Also, the user will see a checkbox next to the e-mail indicating that the e-mail has been associated. From the Exchange Mail screen the user has the ability to perform full-text searches of content within the e- mail items. At the top of the screen there is a quick search text box where the user can enter a text string to search. There is also advanced searching abilities which can be accessed by clicking on the plus icon to the right of the quick search text box. This displays individual search fields so that searches can be limited to specific fields. The user also has the ability to forward, reply and print any of the associated e-mails in a case provided they have the correct security settings. Finally, the user can sort, re-order or group by any column heading at the top of the screen.
Email Generation From the System Toolbar 14 Email Generation From the System Toolbar From within Client Profiles select the New Message icon (Yellow Envelope) on the System Bar or select New Mail Message from the Desktop Menu If you are inside of a case then you will see a message asking if you would like to post the message to the current Matter. 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. You will then see the above box if you select the Current Matter or Search for and select a different Matter Magnifying Glass Use this icon to select a User or Group in the database. Yellow Envelope Use this icon to select a Party associated with the case. Once you select the appropriate option send the message.
Email Generation From the Parties Screen 15 From the 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. Select the party or parties that you would like to send an e-mail message to. You will then be asked if you would like to post the message to the Current Matter. You will then see the list of e-mail addresses that you have selected. After you have selected the appropriate options you can then complete the message and send it.
Email Generation From the Documents Screen 16 From the Documents Screen From inside of CP you have the ability to attach an individual or multiple documents to an e-mail in Outlook. Just highlight the document(s) you would like to attach and select the Email Document icon. You will then see the Email Recipients box allowing you to add staff or Case Parties to the e-mail. Once you have made your selections you will then be able to draft and send your e-mail from Outlook.
Email Generation Mass E-Mail from the Card File 17 Mass E-Mail from the Card File Select the Card File icon (Rolodex) on the System Bar or go to Desktop\Card File Master. For the example below we are selecting All Plaintiff cards. However, there are a number of different searches you can apply and use from this screen. 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. You will be asked to post to a case. You will then see the list of e-mail 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.
Appointment Generation 18 Appointment Generation Go to the Scheduled Events screen and select the New Item icon (sheet of paper) or Select New from the Calendar in Outlook. Fill in the appropriate Information from the Client Profiles Ribbon and choose Save & Close. Once the appointment is saved you can view it from the Scheduled Events screen inside of Client Profiles. Please note: When creating a meeting in Outlook (Multiple people on one appointment) the attendees on the appointment will receive a meeting request which must be accepted before the new appointment will show on their calendar in CP. Additionally when making changes to that meeting it is important to choose Send Update when saving your changes. This will generate a request that the attendees must accept for those changes to show in CP.
Contact Integration Overview 19 Contact Integration Overview The contact integration gives you the ability to selectively determine the corporate contacts that you would like to have synchronized with your Outlook contact list in addition to all personal contacts that are automatically synced. Managing Contacts from Outlook To manage the list of contacts that need to be synchronized select the Manage Contact Synchronization icon. Clicking this button will display a list of all the Client Profiles corporate contact records that are being synchronized From this Screen you have the following options: Card File Select this button to add new corporate contacts that you would like synchronized by searching the Client Profiles Card File Case Parties Select this button to add contacts by viewing the Case Parties for a case. Once selected you will be able to search for a matter and see a list of the parties related to that matter. From here you can quickly choose the records you would like to add. Remove Select this button to remove highlighted record(s) that are synchronized. This will remove the corporate contact record from your Outlook contact list but will have no effect on the record in Client Profiles.
Contact Integration Managing Contacts from Outlook 20 Details Select this button to see the data that is in the Client Profiles corporate contact record in a readonly format. From this screen you have the ability to perform the following options: Email Contact Select this button to send an e-mail to the contact. Create Meeting Select this button to create a meeting request that is sent to the selected contact. View CP Select this button to be be taken directly to the card file inside of Client Profiles Please note: It will be necessary to have Client Profiles running to perform this action. View in Outlook Select this button to view the contact card from Outlook. Changing to the Linked Users tab page will allow you to see the list of users that have this contact record synchronized Current User This field defaults to the logged in user. However, users can select the square icon to select and manage the contacts of another user. This is helpful so that secretaries can manage the list of contacts that are synchronized to their attorney s Outlook Contact list. If an attorney is on the road and wants a contact on their PDA, all they would need to do is call their secretary. The secretary could come here and switch to the attorney s list to add the requested contact. That contact would then show up in the attorney s Outlook Contacts and subsequently to the handheld device that is synchronized with the Exchange Server. Please note: This feature is controlled by security and users must be granted rights to manage other users synchronization list.
Contact Integration Existing Outlook Contacts to Client Profiles 21 Existing Outlook Contacts to Client Profiles You have the ability to add an existing Outlook contact record to the corporate card file list in Client Profiles When viewing the contact record in Outlook choose the toolbar icon called Move to Master. The first thing that will happen is a duplicate detection routine will make sure that there is not an entry in Client Profiles that is similar to the record you are trying to promote. If a match is found, the above screen will be displayed. The duplicate detection routine will look for matches in first/last name, company name, home email, business email, home phone, business phone, cell phone. If a duplicate is detected you have the option of continuing to create a new master contact or use one of the existing entries and replace your existing record with the match in Client Profiles. If you choose to continue creating a new item you will be prompted to assign the contact a role/category for Client Profiles. Select the appropriate role and click OK.
Contact Integration Adding New Outlook Contacts to Client Profiles 22 Adding New Outlook Contacts to Client Profiles When adding new contacts to Outlook users will have the ability to decide whether the new contact is a Master Contact that will synchronize to the master card file or a Personal Contact that will sync to the user s personal card file If Master Contact is chosen then you will be prompted as before to select the card file role and the rest of the details for the contact. Removing Corporate Contact from Outlook There are a couple of different ways to remove a corporate contact record from your Outlook contacts. The first way is to delete the entry from your Outlook contact list. When the deletion occurs the corporate contact will also automatically be removed from your managed synch list. Another option is to choose the Break Link button from the toolbar. This will leave a copy of the contact in your list but remove the link preventing any updates from CP. Once selected, you will receive a prompt that the contact record will be moved to the personal section. Answering yes will break the link with the corporate contact record in Client Profiles and the contact record will become a personal record in your Outlook contacts. Please note: Once the link is broken any new changes to the corporate contact record in CP will no longer be synchronized with your contact record. The last way to remove a Corporate contact record is by removing the item from the Contact Synchronization Manager Screen discussed previously.
Contact Integration Manage Contacts from CP 23 Manage Contacts from CP The contact synchronization can also be managed directly from the Card File or inside of a Card File entry. Select the Manage Contacts that Sync to Outlook icon (green arrows). Once selected the same interface that is available from within Outlook will display. As within Outlook the functionality will be the same. Additionally, you can go directly into a card file and manage the list of users that have the specified card synchronized with their Outlook contact list by selecting the Show Syncs button. You will then see a list of users that have the contact record synchronized with Outlook. From here you have the ability to add or remove users based on security settings. Adding or removing user(s) from this list will result in the synchronization engine adding or removing the contact record from the user s contact list in Outlook. Also, you have the ability to add yourself to the synchronization list.
Additional Resources Server & Workstation Requirements 24 Additional Resources Server & Workstation Requirements http://www.clientprofiles.com/pdf/cp_techspecs.pdf Training Videos for Outlook Meetings http://www.clientprofiles.com/videos.asp Addin Troubleshooting Guide http://www.clientprofiles.com/support_techlibrary.asp