BRIEF description of what this ‘How to’ covers
NOTE: Add any amplifying information that may require capturing their attention. IF NOTHING - remove this section.
\uD83D\uDCD8 Instructions
Short, concise steps for users to follow. Consistency is key and less is more.
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Click Administration > Employee Setup.
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Click ‘Add’ on the left side of the window.
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Enter a login name for the employee.
Name will appear in all caps
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Complete the following fields:
Complete the following fields:
Date Hired
Salutation
First name
Middle name
Last name
Suffix
Initials
Branch Office
Professional Title, Bar Number, and Rate (if applicable)
Mailing Address (employee’s personal mailing address, not the office address)
NOTE: If the mailing address differs from the physical address, uncheck the box, and enter the mailing address in the fields that will display.
Phone Number(s) and Email Address(es).
Under the Communications section in the lower right, click the + button, and choose the type of phone number, email address, or website to enter.
Enter the information, and check the "International" and "Primary" box as necessary
Optional: Complete the remaining fields in this window (e.g., Nickname, Social Security Number, Date of Birth), but this is not required.
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Click on the Security tab at the bottom of the window.
Choose what type of access, if any, the employee has to these specific areas of Prevail:
Control Panel Security
Databank Security
Document Setup Security
Employee Security
Firm Log Security
Process Builder Security
Query Manager Setup
Questionnaire Security
Questionnaire Setup Security
Report Security
Report Designer Setup
Contact Setup Security
Trust Account Security
Contact Consolidate Security
Dashboard Security
Note: When setting up security groups, under Administration > Security/Group Setup, select the access settings for several other areas of Prevail. In that area, instead of selecting access by individual employee, select access by employee type (e.g., Attorney, Paralegal, Receptionist).
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On the Security tab, it is required to assign the employee to the appropriate group(s), and choose their level of access in that group. (For more information about security groups, see Security/Group Setup on page 5.)
When creating a new matter or prospect, it is automatically assigned to the "Default" security group if you do not set up any other groups. However, if you have multiple groups, you will need to select the desired group.
Warning: This group security controls which employees can access the file, and what level of access (i.e., what information in that matter) they will have.
Note: If using an Exchange server, you will set up the sync on the Sync tab. If you do not use an Exchange server, your users can still use the Outlook Sync, but will configure it under the File > User Settings menu. For more information, see User Settings on page 15.
Click on the Sync tab at the bottom of the window. Prevail's Outlook Sync allows users to synchronize appointments between their Prevail and Outlook calendars. This is a live, two-way sync. Therefore, updates to either calendar are synced to the other.
Caution: If you are not absolutely certain of the exact Exchange profile name for each user, do not guess! Consult your network administrator or IT professional.
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Click on the Notes tab at the bottom of the window. If desired, enter any miscellaneous information about the employee. Highlight important information in a panel like this one. To edit this panel's color or style, select one of the options in the menu.
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This ‘How to’ provides an overview of the Prevail calendar
Here are some tips for navigating the Prevail calendar.
User Calendars Dropdown: To select the calendar or calendars you would like to view, click on the 'User Calendars' field. Depending on your user settings, this will either reveal a dropdown to select the users you would like to view, or the 'Employee Search' Window.
For more information on this, see 'How-to Modify User Settings.' Select the calendar or calendars you would like to view.
Pro tip: Viewing multiple people's calendars can be particularly useful if you are trying to coordinate an appointment among numerous staff.
The thumbnail calendar, located in the upper right corner of the calendar window, allows you to navigate to the date that you would like to view.
Clicking the "Today" button jumps you to the current date.
Jump to Date: Enter a date or select one from the drop-down calendar to skip to a specific date.
Skip Days: Skips you the set number of days, forward (positive number) or backward (negative number), from the date that you have selected in the thumbnail calendar.
Combined Calendar Checkbox: When viewing multiple people's calendars, you may check the "combined calendar" checkbox to see a consolidated view of those calendars rather than showing the calendars in the default side by side view. This combined view can make it easier to coordinate an appointment for multiple users.
Calendar Favorites: Allows you to easily access a selection of users' calendars.
For example, if you have a particular group of employees in your office who conduct intake appointments, you could save that group of employees as a favorite called Intake Group. Then, you could quickly view the intake schedule for the entire group.
How to Create a Calendar Group:
From the User Calendars drop-down menu, select the users whom you want in the group.
Click the "plus sign or add" button next to the Calendar Favorites drop-down menu.
Enter a name for the favorite.
Click Save.To view a favorite, select it from the Calendar Favorites drop-down menu. To delete a favorite, select it from the Calendar Favorites dropdown menu, and then click the Delete button to the right of the dropdown menu.
\uD83D\uDCD8 Task View
There are 3 places to view your tasks:
Your task list: Allows you to see all users' tasks, regardless of matter or prospect.
Events Tab: Allows you to see the tasks not completed for the matter or prospect you are currently in.
Home Tab: Allows you to see only your upcoming tasks, from 1 to 14 days out, regardless of matter or prospect.
Note: Certain types of tasks will appear in your task list automatically. For example, case managers will automatically receive statute reminder tasks from the Claims/Process tab, and users can receive automatic tasks when documents are merged.
You may also create tasks directly in the calendar for yourself or other Prevail users.
Creating a Task:
A new task can be created from multiple places in Prevail:
Click: Calendar, Add, Task.
From the Prevail toolbar, click New, Task.
From the Home tab, in the Upcoming Tasks section, click Add.
From the Events tab, in the Tasks panel at the bottom, click Add.
Subject Field: Enter the description of the task, or what needs to be done.
Choose a task type from the dropdown list.
Start Date: When you want to begin seeing this task on your task list.
Due Date: The task deadline for that task.
pro tip: In the date field, you can type the date, Any day of the week, "Today" "Tomorrow" or "today plus" any number of days and it will jump you to that specific date. If you would like to jump to the last day of the current month, type 'eom.'If you would like a reminder pop-up window to appear on a certain date/time, check the "Reminder" box, and indicate the date/time to be reminded. Note: You'll need to be logged into Prevail at this date/time in order to see the reminder.
Next, Choose the responsible user or users.
Warning... If a task is assigned to multiple users, when any of the users mark the task as complete, it will be removed from all users' task lists. Therefore, we do not recommend setting a single task for multiple users.Note: The calendar assumes that the task should be associated with the matter that you currently have open in Prevail. To change or remove the matter association, click the "Contacts" button at the top of the task window. You can either search for a different matter or detach it so that it isn't attached to any matter.
Optional...Enter any other notes about the task in the Notes field.
Click 'Save'To Complete a task, simply go to the task, and click
'Complete Task.'
Note: You can do this from the Calendar,
Events Tab,
or the Home Tab.
When you complete a task assigned to you by another user, they will get a notification that you completed that task.The following is how to create an appointment in the Prevail Calendar.
From any of the calendar views discussed, click 'Add.'
Note: You can create an appointment from the calendar, Home Tab, or Events Tab.
Pro tip: In the 'Day View' of the calendar, you can slide through the desired time slot for the appointment, and right click, 'add,' or click add at the top of the calendar. This fills out the information for the start date, end date, start time, and end time.
In the subject field, enter the description of the appointment.
Choose an appointment type from the designated drop-down lists.Enter a Location and Room Number in the corresponding fields, if applicable.
If not already filled out from the method previously mentioned, Choose the appointment start and end date, and start and end time.
Note:The start and end date will default to the current date you have selected in the thumbnail calendar.
Attendees: Select the users who should be included in the appointment.
Time Zone: Use the dropdown to select the time zone that corresponds with the appointment.
Note: If you select the client's time zone instead of yours, Prevail will automatically put it on your calendar as your own time zone.Check the "Notification Message" checkbox if you would like for Prevail to automatically send a text message to the client to notify of the appointment being scheduled. The text message will contain the Subject, Start Date, Start Time, Location, and Room of the appointment,
Note: That text will be saved in History.
For more information on text messaging from Prevail, see "How-To: Text Messaging."Check the 'All Day' checkbox if the appointment lasts an entire day. This is especially useful for when you are out of the office for an entire workday or more than one workday, such as vacation or a conference.
Note: The calendar assumes that the appointment should be associated with the matter that you currently have open in Prevail. To change the or remove the matter association, click the "Contacts" button at the top of the appointment window. You can either search for a different matter or detach it so that it isn't attached to any matter.
When you have input all of the information needed, click 'Save.'
Private Appointments: When this box is checked, this appointment will show on the calendar as private. Other users will see that time blocked off, but they won't be able to see details for the appointment.
This is what it will look like if you try to view another user's appointment that is checked as 'Private.'
Note: You may only set a private appointment for yourself. Private appointments are only an option for unattached appointments (meaning, they are not associated with a matter).
Modifying an Existing Appointment
You can change anything about any appointment by simply finding that appointment in any calendar view, (as well as the Home Tab and Events Tab) and double-clicking on it.
Make any desired changes to the appointment and click the 'Save' button at the top of the window.
You can also click and drag an appointment in the calendar to change its date, and time.
If you have the "Notification Message" box checked in the appointment window, Prevail will automatically send a text message to the client advising them of the change in the appointment.
Note: The text message will be saved in History.Cancelling Appointments:
In Prevail, we recommend that you never delete an appointment, unless it was scheduled in error or for testing purposes.
Always cancel appointments that were scheduled correctly but were later called off.
When you cancel an appointment, the appointment remains on the calendar, but is marked as cancelled.
Note: There is an entry made on the History tab noting that the appointment was cancelled, and the appointment is marked with a strikethrough on the Events and Home tabs.Follow these steps to cancel an appointment.
Click on the appointment to select it.
If you want Prevail to send a text message to the client to notify of the cancellation, make sure the "Notification Message" box is checked.
Click 'Cancel Appointment' at the top of the window.
Click 'Cancel Appointment' to confirm that you want to cancel the appointment.
Note: You may also right click on the appointment and select cancel or click on the appointment once and click cancel at the top of the calendar window.Rescheduling Appointments:
Follow these steps to reschedule an appointment:
After you change the date and or time of the appointment, check the "Rescheduled" checkbox to the right of the date and time fields for the appointment.
If you want Prevail to automatically send a text message to the client to advise of the rescheduling, check the "Notification Message" box.
Click 'Save'.By marking an appointment as Rescheduled, you preserve the original appointment on all calendars where it existed, and create the new appointment on its new date and time.
Rescheduled appointments are displayed on the Events and Home tabs with a strikethrough, and they are marked as Rescheduled on the calendar.
\uD83D\uDCCB Related articles
Deleting User Accounts, User Settings
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