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Short, concise steps for users to follow. Consistency is key and less is more.
Click Administration > Employee Setup.
Click ‘Add’ on the left side of the window.
Enter a login name for the employee.
Name will appear in all caps
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.
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).
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.
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.
Click, SaveThe Client Portal is another useful communication tool available in Prevail, allowing you to exchange messages and documents with clients/prospects, receive contact information changes, and share matter status.
Note: You must use Microsoft Outlook in order to use the Client Portal, and you must have Outlook open in order to send and receive items through the Portal. Also, the client/prospect must have an email address in order to use the Portal.
Before a client/prospect can use the Portal, you must activate it for him/her in the matter in Prevail, which initiates an invitation to the client/prospect, including login credentials.
\uD83D\uDCD8 Instructions
Ensure that the client/prospect has an email address entered in his/her Contact entry, and that the email address has the “Messages” box checked.
Go to the Portal tab.
In the Conversations section (upper left), click the Portal Users drop-down button. You will see a list of the clients from the current matter/prospect, along with the current Portal invite status: Uninvited, Pending, or Active.
Click on an Uninvited Client to send the Portal invitation to his/her email address. This invitation will include a link to the Portal site, as well as login credentials.
Note: After a client/prospect has logged in to the Portal, his or her status in the Portal Users drop-down menu will change to Active. Also, after the client’s/prospect’s initial login, the ‘Add Conversations’ and ‘Add Documents’ buttons on the Portal tab will become active.
If the client/prospect loses his/her Portal password, s/he must contact your office to have it reset. To reset the password, any Prevail user can click the Portal Users drop-down button, and click on the Active user. A window will display with an ‘Invite’ button to click to send an invitation with a new password.
Note: To deactivate a client’s/prospect’s access to the Portal, click the Portal Users drop-down button, and click on the Active user. In the window that displays, click the ‘Deactivate’ button.
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