Template How-to

BRIEF description of what this ‘How to’ covers

NOTE: Add any amplifying information that may require capturing their attention. IF NOTHING - remove this section.

Instructions

Short, concise steps for users to follow. Consistency is key and less is more.

1. Click Administration > Employee Setup.

2. Click ‘Add’ on the left side of the window.

3. Enter a login name for the employee.

   1. Name will appear in all caps

4. Open

   

   Complete the following fields:

   1. 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.

5. Click on the Security tab at the bottom of the window.

   1. 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

   2. 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).

6. 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.)

   1. 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.

      1. 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.

   2. 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.

   3. 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.

7. Open

   

   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.

8. Click, Save.

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Deleting User Accounts, User Settings