E-Training*: Prevail Calendar Informational

This ‘How to’ provides an overview of the Prevail calendar

To view this instructional video, click the link below.

Video Link: Prevail Calendar Informational

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.

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.
1. Choose a task type from the dropdown list.
2. Start Date: When you want to begin seeing this task on your task list.
3. Due Date: The task deadline for that task.
4. 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’
5. To enable a reminder pop-up window to appear on a certain date/time, check the "Reminder" box, and indicate the date/time to be reminded.
  1. Note: You'll need to be logged into Prevail at this date/time in order to see the reminder.
6. Next, Choose the responsible user or users.
  1. 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.
  2. 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.
  3. Optional: Enter any other notes about the task in the Notes field.
7. 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.
1. 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.
1. 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.
1. Choose an appointment type from the designated drop-down lists.
2. Enter a Location and Room Number in the corresponding fields, if applicable.
3. 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.
  1. Attendees: Select the users who should be included in the appointment.
  2. 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.
4. 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.
5. 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.
Click ‘Save’ when all the information has been input

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.

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 Appointment, Cancelling an Appointment, and Rescheduling Appointment