LegalServer FAQs

This happens because your email signature includes an image. The solution is to use a link instead of the image itself. Check the article linked here for the instruction on how to fix this:

This is because ProLaw did not have a comparable End and Start dates for assignments like we now have in LegalSever.   When cases were imported,  if you had any role in an open or pending ProLaw case, it came over with your assignment as active.  Note that on My Assignments, you will see no Start date on imported cases.

To remove a case you are no longer working on from My Assignments, you need to add an End date to your assignment. You do this by clicking the pencil icon at the end of the row where the case is listed. This will open a window that has a hyper text that says “Click here to end my assignment”.   Click  the hyper text and an additional window will open asking you to confirm that you want to end your assignment.  Confirm by hitting Continue and this will remove the case from your assignments list.

To send an SMS text message from a case in LegalServer:

Go to the Actions Menu and select “Send SMS Text” as shown below.

On the next screen, the client’s mobile number will be filled in if it was noted in the case, or you can simply enter a phone number and message. You can then send the message now or schedule it to be sent at a later time. If you schedule a message and then decide you do not want to send it, you can ask a member of the support staff to cancel sending.

It’s very important that we update our clients’ phone numbers in the case so that return texts find their way into the proper case(s). Please remind your clients to let you know when their phone number changes. You can learn more about SMS messaging in LegalServer from their help pages here.

Here are a few important things to know about LegalServer SMS messaging:

• CLA & CWJC share one organizational text number for receiving SMS messages, rather than individual numbers associated with staff or cases. Therefore, if you text a client, it is best that you identify yourself at the top of the text so your client knows who is texting.

• Incoming text messages to us from known numbers will appear as ‘case notes’ in all cases where the client’s/sender’s number is listed, as well as any case that has sent a text to that number regardless of numbers listed on that case.

• Incoming text messages to us from known numbers will generate an alert message that will appear on the home tab for all staff assigned to the associated case(s).

• Incoming text messages arriving to us from unknown numbers will not be routed to a case. Therefore, it’s very important to advise our clients to keep us updated with their most current mobile number. 

• Support staff using the “Screener’s Home View” will have the ability to review an SMS message log in case you were expecting a message from a client that did not make its way to you. Support staff will also have the ability to cancel scheduled text messages.

• Images sent to us by SMS(MMS) will appear below the text message in the Case Notes section. If you want to move it into the Documents section of a case, you would need to download it and upload it to the SharePoint Documents section. For now, we cannot send attachments (images, PDFs, etc) using LegalServer SMS. We have asked that this be added.

Notes: LS Calendar use is unit specific and not everyone uses the LS calendar due to it’s sync limitation with Outlook which are:

Events entered in LegalServer can appear your Outlook calendar.

Events entered in Outlook do not appear in LegalServer.

If you use LS Calendar, please make sure that you rely on that rather than Outlook for reminders.

Entering case related events in LegalServer adds a lot of functionality, including reminders and notifications and also makes it easier to see what’s happening in a case for purposes of coverage.

Here are the steps to sync your LegalServer calendar with your outlook calendar. If you need help with this let me or someone else on the tech team know. 

1. From the LegalServer Home screen, click on your user name, Profile and System Information.

2. Scroll down until you see the iCal URL. Highlight and copy that URL using CTRL C

3. Now open your Outlook calendar.

4. Now open your Outlook calendar.
5. Click on Home, then click on the + Open Calendar, then click on “From Internet”

6. Paste the URL into the box shown here using CTRL V, then click OK

7. Your LegalServer calendar will now be linked with your Outlook calendar. You can have then displayed side by side when clicking the checkbox as shown in the left side of this image:

8. Or you can overlay the calendars by clicking on the arrow pointing left on the LegalServer calendar above.

This is just your web browser trying to keep you from downloading nasty viruses and the like. If you are in LegalServer and want emails to open in Outlook, just find the downloaded file in the bottom left of your Chrome Browser window, click the up arrow in the right side of the icon and choose ‘Always open files of this type.’

Since LegalServer is web based, it uses your Google Chrome web browser’s spell check function.

Note: If you use Chrome on your local computer, please make sure ‘Basic spell check’ is selected in your Chrome settings:

Click the 3 dot menu at the top right of Google Chrome

Click ‘Settings’

Type ‘spell check’ in the search box

Scroll down and make sure ‘Basic Spell Check’ is selected

You shouldn’t need to do this in Citrix as it should be set to basic by default, but it wouldn’t hurt to check.

Viewing PDFs in a web browser is lame and problematic. See below to avoid problems and not be lame:

1. Ensure that Adobe Reader is set as the default application for PDF’s in Citrix. To do this, right click on any PDF file on your computer and choose ‘open with’ then ‘Choose Another App’ and in the next window, check ‘Always use this app to open .pdf files’ and select Adobe Acrobat Reader DC
2. In Chrome, go to the 3 dot “Menu” icon in the top right, then choose “Settings“.
3. In the “Privacy and Security” section, select “Site Settings“.
4. Select “Additional content settings”.
5. Scroll down and select “PDF documents“.
6. Switch the “Download PDF files instead of automatically opening them in Chrome” to “On“.
7. PDF files will download in Chrome just like any other file. In the downloaded file in Chrome, click the up facing arrow and choose “Always open with Adobe Reader”, then the file will open in the default PDF viewer after that.

Yes, LegalServer has a feature called related cases. You can designate matters as related to the case you are viewing by selecting “Related Cases” from the “Actions” menu, then use Show Search Fields to find the cases you would like to connect or “relate”.

There is presently no equivalent to ProLaw’s Event Buddy where documents appear reciprocally in each case. However, we are looking into two options for adding this functionality.

RENAME AND DELETE

Step One: From the ‘Documents’ tab of your case, click the SharePoint document folder in your case. (You may need to authenticate and process MFA (multi-factor authentication)

Step Two: In the SharePoint folder, right click on the file you would like to rename, click ‘rename’ and type your desired name.

SEARCHING FOR AND WITHIN DOCUMENTS

You can use the top search box to search for a document. It will search titles and content within documents. It will also provide lots of search options parameters on the right.

You can set the date of a case note when you create it.

You can’t change the date of a previously created note directly. However, you can copy the body of an old note and paste that into a new note with the date you want.

There are a few different views to choose from. ‘Home’ is the default view for users. There are also Screeners and Supervisor views. To choose which view you want:

Click on your User Name at the top right of the page and Choose ‘My Preferences.’ You will be taken to a page with a choice on the bottom called ‘Default Views.’ Choose the one you prefer.

Let Hish know and send the Case ID if at all possible.

Good news. You can add documents to a closed case in LegalServer without reopening the case. Yay!

You do this by creating subfolders under your main SharePoint Folder. You can toggle viewing subfolders in LegalServer SharePoint documents by click inf on the folder icon to the right of ‘Name’ near the top of the SharePoint section. Instructions are will be added soon.

This is an identified issue in LegalServer. Until it’s resolved, please ignore the search box and either use the Red Search function towards the top of the page or use search filters.

SMS is next on the list after adding templates. The estimated availability is September 2022.

We plan to have templates added during August of 2022.

Until then, you can find a bank of ProLaw templates in the R:\Templates folder. Please do not edit these templates directly. Copy them to your own directory to work on them.

I know not a LegalServer FAQ. We expect to have ProLaw at least until the end of 2022. This will be updated soon with a more specific date.

You will continue to have access to ProLaw so you can transfer any documents from your ProLaw matters. There will be a tip posted on doing this shortly.

If you don’t have a ProLaw account or don’t know how to copy a document over from ProLaw you can ask Hish for assistance.

It’s not an exact equivalent, but you can kind of do this with ‘case summary’. From within a case, next to the Actions menu there is another tab for Views. Click this and you will see two options. Choose Case Summary.

Although Case Alerts are often used to highlight critical information, such as an unsafe mailing address, you can use Case Alerts to some extent as case descriptions.

Yes, when you click on a document in your LegalServer SharePoint storage, it will initially open in Word 365 online. You can open it in the full Citrix desktop version of MS Word by clicking the Editing button in Word online and choosing “Open in Desktop App.”

Yes. From within a case, next to the Actions menu there is another tab for Views. Click this and you will see two options. Choose Print Case Notes.

Note drafts are LegalServer’s way of preventing notes from being lost if you are interrupted while creating a note. When writing a note, they are automatically saved after 5 seconds if you stop and navigate to another screen. You can also save them manually by pressing the ‘Save Draft’ button.

The ‘Note Drafts’ button will only appear in the User Stripe section at the top of the screen when you have a saved draft.

You cannot save a Note Draft to notes directly. You must copy and paste the saved body into a new note.

SharePoint is a document management and storage platform that is used by LegalServer. Think of it like a Google Drive.

There are 3 different ways to add documents to LegalServer

• Drag the document into the LegalServer SharePoint section. You can only add one file at a time. You cannot drag emails directly from Outlook. They must be placed on the desktop first.
• Open the SharePoint folder by clicking on folder number in the LegalServer SharePoint section. You can drag one one or many documents into the SharePoint folder. See image below.

• You can email a document or send an email to LegalServer. Each case has an email address that appears in the left hand navigation page when viewing a case. That is the address you send to and you document and/or email will appear in the case.See image below.

Click on your User name in the top right of the LegalServer Screen

Click My Profile

You will find your activity in the “User Log” section