Law Office Technology

Which Task Codes to use when writing off time?

When Clients have to write off bills or time, I often get questions about which task code to use.  PCLaw out of the box comes with the following Write Down task codes.

 

Code	Description	Type
BD	Billing Adjustment Down	Write Up/Down
WD	Write Down	Write Up/Down
TR	Time Reduction	Write Up/Down

 

TR - Time Reduction

In System Settings of PCLaw you have the option to Auto track Time Reductions.

If you record a time entry of 1 hour and then change it to 0.75, PCLaw will change the entry to 0.75 but also add another entry for 0.25 that has TR as a task code and is set to never bill.  Therefore the client will never see the reduction but the firm can track it. 

BD Billing Adjustment Down vs WD Writing Down

That brings us to the Bill Down  vs Write Down.  Which one do you use?   For an example in PCLaw, I wrote off two bills, one using Write Down and one using Billing Down.  I then ran a Write Up/Write Down Journal.

For Rodger’s Matter I used Bill Down and for Barry’s Matter I used Write Down.  As you can see from the report,  they both did the exact same thing, in that they reduced each timekeepers fee journal. 

If I run  a Client WIP, Billing and Collection Summary for Barry, I get:

If I run  a Client WIP, Billing and Collection Summary for Roger, I get:

 

If we were to do this with every report in PCLaw, we would get the same thing.  As long as you chose Bill Down or Write Down,  PCLaw will take care of the rest.  It really does not make a difference which task code you use.   When I setup a client with PCLaw,  I usually just delete BD – Bill Down,  and instruct the client to use WD – Write Down. 

How to chose Between Microsoft 365 and Google Apps

A big part of our business is moving legal clients from in-house Microsoft Exchange to the cloud.   When our company does “cloud migrations” we have to decide whether to use Microsoft 365 or Google Apps. 

	365	Google Apps
Cost	$4 per User	$4 per User
Storage	25GB per user	25GB per User
Outlook 2010,2007	Yes	Yes
Outlook 2011*	Yes	No
Direct** Clio Sync	No	Yes
Direct** Amicus Sync	N0	Yes
Direct** PCLaw Sync	N0	No
Direct TimeMatters Sync	Yes	No
Amicus Cloud	Yes	No
Gmail Interface	No	Yes
Web Mail	Yes	Yes
Easy Migration	Yes	Yes

* Outlook 2011 is the Mac Version of Microsoft Outlook.  It is a pain in the ass to deal with.  On my Mac,  I run Parallels and Windows Outlook 2010.   Another thing to consider, if a program says they have Outlook integration, it means Windows Outlook not Mac Outlook.     Hey, if it weren't complicated I would not have a job.

**Direct means that the software syncs via the application and not Outlook.  Clio, Amicus and PCLaw all have applications that you can install in Windows Outlook that syncs To Dos, Contacts, and Calendar.  For each user that wants to sync you have to install this in Outlook and their computers need to be on and Outlook running for the sync to work.  In a Direct Sync Environment,  nothing needs to be on.  Clio and Amicus support a direct sync with Google Apps.  Clio is also working in a Direct Sync with 365.  TimeMatters and Amicus Cloud has a direct sync with 365.  Direct sync is the way to go. 

 

Still confused?  Here are some questions I ask clients during our tech audit:

Are you in a Mac Environment running Outlook 2011?

365

Are you using Clio or Amicus Attorney?

Google Apps

Are your users familiar with Gmail?

Google Apps

Do you hate Microsoft?

Google Apps

Are you running TimeMatters or Amicus Cloud?

365

Do you hate Google?

365

How to Upgrade to PCLaw 12

 

Here is a presentation I did for LexisNexis last summer on how to Upgrade PCLaw.   I also have created a PCLaw Upgrade Checklist that is useful in the upgrade process.  If you are still worried / unsure about doing the upgrade,  feel free to just hire me.  I am located in Louisiana but I can do the upgrade from anywhere and on the weekend so there is little down time for your firm.   

Never Install Office 64-bit

 

I was installing the NetDocs Word plugin for a client and kept getting error messages when attempting to use.  I went into Word –> Help  --> About and sure enough they were running the 64-bit of Word (and Office).

That means that the following wont work:

 

• NetDocs Integration
• Amicus Integration
• Worldox Integration
• PCLaw Integration
• Probably every other software you want to integrate

 

So unless you are working with file sizes over 2gb, never install 64-bit office.  It never plays nice.

Where is the PCLaw Log in Amicus Attorney?

If you have a matter that will not exchange with PCLaw, Amicus will sometimes refer you to the PCLaw Link Log. However it does not tell you where to find that. It is located in the Temp Folder of Windows

Clicking on PCLaw causes the Color Quality on Windows to drop to (8 bit)

Very strange issue a client of mine had when they would click on PCLaw,  the Color Quality of their windows display settings would change from (32 bit) to (8 bit).

After click on PCLaw

 

The reason is that Run in 256 colors was turned on the PCLaw shortcut.  Once it was removed, the issue was fixed.

How to use PCLaw Mobility

PCLaw Mobility is a new feature in PCLaw 11.  It allows you to access some PCLaw information from a Smartphone and track some time and expense entries.   I am going to assume that you have Mobility Setup in PCLaw. 

On the Browser, on your smart phone, go to: https://pclawmobility.lexisnexis.com/

Users will need to enter their email address and passwords. If a user cannot login, first go to Options –> Security in PCLaw.

Make sure the Enable access to mobility feature is checked and that the correct email address is entered into the program.

If you still cannot login, call Technical Support.

There are 4 Main Modules in the Program. The Calendar function is not out yet, but will be available in a future release. However, you can sync your smartphone’s calendar to PCLaw via Outlook, so this not a deal breaker.

Contacts

Before Mobility, you would have to sync all the PCLaw Contacts with Outlook and then on to your smartphone. Most users don’t want all the firm’s contacts in their smartphone contacts, because it makes it hard to call your mom when you are searching through 10,000 people.

Mobility Contacts keeps your firm rolodex separate and always available. It is the best of both worlds.

If you click a phone number on a device like an IPhone:

You can dial the number.

If you click on an email address:

It will open up an email with the user’s email address in the To: Section.

Neither the phone call, nor the email, will be recorded back to PCLaw as phone / email entries, at this time. However, best practices would indicate after you made the phone call / email, you would record a time entry on the device and that would keep a record.

You can also add new contacts or edit them.

Matters

You can create a matter or edit the fields shown above for a matter.

You can also view the related contacts and the description.

Time / Fee Entries

You have the option of choosing between creating a Time and Expense.

The Description field is for the description of the time entry.

The Duration is the amount of time you spent on the task. A timer does not run automatically, so you will need type in the time entry.

Code is the task code and most likely will be BW, unless you are using Task Based Billing.

Matter is the assigned matter that the time entry will go on.

How to setup PCLaw 11 to work with a Fujitsu ScanSnap Scanner

 

PCLaw version 11 brings a new integration with the popular Fujitsu ScanSnap Scanners. Our firm has been recommending these for years, everyone that has one is a raving fan.

Fujitsu ScanSnap S1500 Instant PDF Multi Sheet-Fed Scanner

http://www.fujitsu.com/us/services/computing/peripherals/scanners/scansnap/scansnap-s1500.html

Try the website http://www.newegg.com to find the best price.

Installation of the Link with PCLaw

Run the File pclawprofilemaker.exe. The install is silent so you can only tell if you were successful if you see PCLaw in the Profile Management Settings

Once the Program has been installed, right click on the S button in your System Tray and chose Profile Management.

You will have a list of options. If properly installed, PCLaw should show up on the bottom.

Highlight PCLaw and move it up another standard. This will make it the second option.

Settings

Right Click on the Blue S again, and this time go to Scan Button Settings.

Below we will show you how to configure the settings for both Version 4 and Version 5 of the ScanSnap Software.

Version 5 Settings

Profile should be PCLaw

Check Convert to Searchable PDF if you want your documents to be text searchable. Note that this will take more time.

Version 4 Setup

Under select Profile, chose PCLaw.

Check Searchable if you want your documents to be text searchable.

ScanSnap will process the image.

Convert it to PDF if necessary.

Document Manager in PCLaw

The PCLaw Add Document will now appear when you scan a document allowing you to profile the document. You need to attach it to a matter as well as fill out the other information.

You can now go to the Document Tab of the Matter Manager to view your documents as well as do searches in PCLaw.

Get Ready To Go Mobile – PCLaw® v11 Preview

 

In the office or on-the-go! With PCLaw® v11 Mobility Service you can keep your firm’s matters and finances organized and in control—anytime, anywhere.

Preview PCLaw Mobility and learn how you and your firm timekeepers can quickly and securely access the information you need and capture billable time and expenses as they occur — on the go. See all the newest PCLaw enhancements available in version 11, including new advanced security capabilities and improved integrations with Intuit® QuickBooks® and more.

About the presenter:

Craig Bayer is a Certified Independent Consultant (CIC) and legal technologist with Law Office Technology and a member of Lawtopia, LLC. Craig speaks at many bar events on various technology topics facing the legal industry today. Lawtopia, LLC is a strategic partnership of nine legal technology consulting companies headed by veteran LexisNexis® CICs. Pooling the knowledge and resources of so many experienced partners allows Lawtopia to provide unmatched consulting services on a broad range of legal technology products and services from coast to coast.

To register: http://bit.ly/eENCHX

Review of MobiLaw’s PCLaw iPhone App miniLaw

I have been a PCLaw user since 2002, a consultant since 2004 and a iPhone user since 2008.  There are a variety of apps for tracking time including some that are very good.  They usually have some sort of export function, but none of them are made with PCLaw in mind.  You have to jump through hoops to get matters imported into the phone and time exported out.  This week I stumbled upon a product called miniLaw which is basically PCLaw Satellite for the iPhone. 

IMPORTING MATTERS TO THE iPHONE

In PCLaw you send an export file of your matters to an email account on your iPhone. 

Once you get the email you click on the attachment.

Select Open in '”miniLaw” and this will import all matters into miniLaw. 

TRACKING TIME AND EXPENSE ENTRIES

You have the option of clicking the green button to run a timer or manually adding a time entry.  You can leave the app with the timer running to make a phone call / email and then return to the app to stop the timer. 

If you leave a timer running, you will see a notification above the app to remind you that a timer is running.

All your time entries will show up in the time screen just like the PCLaw Time Sheet.  You even have the option of starting and stopping timers. 

 

There is even a module to enter Expense Recoveries and Mileage. 

ADDITIONAL FEATURES

• Search by Client or Matter
• View a list of all the Matters for a particular client
• Set rounding settings for time entries
• View Email, Phone, and Address Information for a matter
• View the Matter Description
• Track Mileage
• Enter Expense and Time Entries from a Matter
• View information by Date, Client, and Activity
• Choose a General Ledger Account for Expenses
  

CONCLUSION

This app is a dream come true for PCLaw and iPhone users.  While out of the office,  I know I am forgetting to enter time entries.  This application solves this issue perfectly.  What sets this app apart from the others is the seamless ability to import matters to the iPhone and export time into PCLaw.   

miniLaw is available in the iTunes App Store for $39.99.  If you can capture just one time entry it will pay for itself. 

You need to be aware that Lexis is releasing a Web Application for PCLaw this quarter.  The product will be free for anyone that is in on a current amp plan.  I have seen some early prototypes,  it looks promising.  You will need to be connected to the internet to use the lexis app,  you can be offline to run miniLaw.