LawBase 12 Implementation Guide
Last Updated February 9, 2018
© 2018 Synaptec Software, Inc.

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ABOUT THIS GUIDE

Refer to this guide as you work with Synaptec to develop your customized install of LawBase. Keep a copy of this document handy as your project manager and consultant will refer to it frequently.

CONFIDENTIALITY NOTICE

The ideas and designs set forth in this document are the property of Synaptec Software, Inc. and may not be disseminated, distributed, or otherwise conveyed to third persons without the express written permission of Synaptec Software, Inc.

DISCLAIMER

The information contained in this publication is provided for informational purposes only. While efforts were made to verify the completeness and accuracy of the information contained in this publication, it is provided "as is" without warranty of any kind, express or implied. In addition, this information is based on Synaptec's current product plans and strategy, which are subject to change by Synaptec without notice. Synaptec shall not be responsible for any damages arising out of the use of, or otherwise related to, this publication or any other materials. Nothing contained in this publication is intended to, nor shall have the effect of, creating any warranties or representations from Synaptec or altering the terms and conditions of the applicable license agreement governing the use of Synaptec software.

ASSUMPTIONS

Synaptec Software makes the following assumptions about implementation projects:

• The client will purchase the hardware required for the proposed system and have the operating systems installed on each server or workstation with the latest service packs. Each server or workstation will meet the minimum requirements set forth in the Technical Specification document.
• SQL Server will be installed by the client prior to the LawBase installation.
• The client will install any related third-party software including, but not limited to: Microsoft Office Suite, document management systems, accounting software.

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PROJECT PHASES

The following table describes at a high level the phases you will follow as your LawBase system is being developed. Each phase has its own section later in this document.

PREPARATION

The preparation phase is a time for information gathering and project planning. This phase includes installation.

SCREEN DESIGN

Screen design begins with consulting meetings conducted on site at your office or remotely with a Synaptec consultant. The purpose of these meetings is (1) to provide Synaptec with an inside look at your operations and, (2) to create a working prototype of your customized database.

After the initial prototype is developed, there is usually a 30 to 90-day period where any screen design changes or additions can be made, typically in two iterations of changes and review.

Screen Design is completed when the Screen Design Agreement has been signed and returned to Synaptec Software.

At the initial meetings, your consultant will also provide an overview of the main administrative areas: LBAdmin, HotDocs, Reports, LBDesign, and WorkFlow.

All meetings, phone calls and screen design work are deducted from the consulting time purchased in the LawBase contract.

DATA MIGRATION (if applicable)

Some customers may have data to migrate from another system. Data migration begins with mapping the data from the old system to the newly developed LawBase system. After mapping, a test migration process follows. This includes a test case file migration, then a full test migration.

Data migration is complete when the Data Migration Agreement has been signed and returned to Synaptec Software. Final live migration will then be scheduled.

INTEGRATIONS (if applicable)

Any third-party integrations will be implemented after screen design is complete and data migration is in process. This includes Outlook, document management, accounting or any other custom integrations with LawBase that are included in your contract.

REMOTE ADMIN TRAINING

This includes: LBAdmin, HotDocs, Reports, LBDesign, and WorkFlow. Typically these training sessions are conducted remotely.

After completing each session, you can start using the skills to create templates and reports, set up LBAdmin and build WorkFlows. Any WorkFlows, HotDocs or Reports created by your LawBase consultant falls under consulting time. You may use contracted consulting time for these services if time remains after the screen design phase is complete or purchase additional consulting time as needed.

END USER TRAINING

A Synaptec representative will conduct End User training sessions. These may be conducted on site at your office or remotely.

POST IMPLEMENTATION SUPPORT

Often there are little adjustments that need to be made after going live with the program. Contact with the Synaptec Software support staff to resolve any open issues.

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PREPARATION PHASE

WHAT TO EXPECT

Typical implementations take from three to six months to complete. Of course the more complex your system, the more time it may take. Here's an idea of the timeline:

Timeline:
1-3 months: Design
1-2 months: Admin training, Data conversion
1-2 months: Final conversion, End User training, Deliverables

THE FIRST MILESTONES/MEETINGS YOU CAN EXPECT

Kick off meeting: With your project manager and dedicated consultant. We'll talk about the timeline and milestones and do team introductions.

Post Sale demo (optional): This will be led by a member of our sales team for all members of your project team. The demonstration is done remotely and gives everyone involved in the design process an opportunity to see LawBase prior to the design consulting. Typically we recommend that people involved in the design consultation gather in a large group to see a demonstration of LawBase and begin work on the common areas that crossover all practice areas. Next, break into smaller groups based upon practice areas for screen design and finally gather in a large group for discussion and review.

Initial Consulting: This is scheduled once we receive your first of three payments.

PREPARATION ACTIVITIES

While we get ready for kick off and consulting, please start to gather any information that can aid in developing your system. This may include but is not limited to:

• Any existing reports
• Documents/Templates/Forms
• New case memos
• Conflict of interest information
• Screenshots of any previous matter management system
• Any other information you feel would be helpful

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BEST PRACTICES

As you begin the LawBase implementation, we recommend a few things:

1. DESIGNATE PROJECT OWNER(S)

While it's a good idea to get everyone's input, one or two people need to sift through the input and come up with conclusions.

Also because some decisions made regarding common items (calendars, notes, header, shared picklists) affect all practice areas, someone needs to coordinate to make sure one group's fix doesn't break something for others.

2. SOLVE PROBLEMS THAT HAVE THE BROADEST IMPACT

Don't design for exceptions – develop screens and forms that handle 80-90% of situations and deal with the exceptions in another method.

Also, don't get stuck in the pursuit of perfection. LawBase is flexible - it's better to start with a system that is good enough and enjoy the benefits of a functioning system. You can continue to refine the system even when it is in use.

3. CENTRALIZE LAWBASE DOCUMENTATION AND RESOURCES

Keep documentation of processes related to LawBase in the Other Shortcuts area of your LawBase (e.g. standards for writing billable notes, internal rules for case creation etc.).

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INSTALLATION

OVERVIEW

This section describes how to install the LawBase software and configure it to work with the SQL database.

ABOUT LAWBASE INSTALLATION

Application:

• Typically, LawBase is installed on an application server. Users access the lawbase.exe from their desktops via a shortcut.
• The LawBase programs (LawBase, LBDesign and LBAdmin) will not be added to the Control Panel > Program list.
• Nothing is installed on a local client machine, except the third-party HotDocs - and this install is separate from the LawBase install.
• Users need a minimum of read rights to the entire LawBase directory, with the exception of the EmailAttachments, Dictionary files; users need to be able to write to these files. Admin will need full rights to Backup, UpdateFiles, reports and templates.

SQL Database:

• LawBase software works with a SQL database
• We provide the initial database.
• The LawBase program needs dbo (database owner) rights to the database. The database user and password are set using LBDBConfig.exe

THE MAIN LAWBASE DIRECTORY

The Main LawBase directory comprises several subfolders and a number of program and configuration files.

Directory Structure:

Dictionaries – this directory houses two dictionary files used for spellchecking. When users log in, custom dictionaries are created for each login name.

Help – houses the online help files. These are accessed from the user interface.

HotDocsInstall – the installer files for HotDocs are downloaded here.

Images – Common icons use in Glueware setup for Integrations to LawBase

LBHDWordInstall – the installer for the LBHDWord Add-in is here.

RLBBackup – during automatic updates, a backup of the current state of program files will go here before downloading new program files.

LBUpdateFiles – during automatic updates, new files are downloaded to this location.

Reports – contains the reports HotDocs library and the subdirectory Standard Reports. The reports directory is where Synaptec recommend storing custom HotDocs reports.

OTHER FILES

exe – Executables, also known as application files.

LawBase.exe: The main user application. Users will have shortcuts to this file.

LBAdmin.exe: The backend administrative tool.

LBDBConfig.exe: This application helps you choose the appropriate SQL server for each of your environments. Saved settings are written to lawbase.config.

LBDesign.exe: The LawBase design tool.

LBSync.exe: This program synchronizes settings from one database to another. This includes design changes, workflows, picklists and others.

LBUpdater.exe: The program is for installation and also processes automatically downloaded update files.

LBUrl.exe: Enables LawBase hyperlinks. Only needs to be run once on each workstation.

config – config files store settings that tell the applications how to work. LawBase.config is written by the exe lbdbconfig.exe; avoid editing this config file manually.

pdb – these files are used in error reporting.

Zip.xml and Zipcodes.csv – these are files of zip codes that can be used in WorkFlows.

SPACE REQUIREMENTS

While systems can vary in space needs, we can provide these estimates:

Application and ancillary files (including reports, templates, etc.) – approx. 1.5 GB
Data – initially we recommend 1 – 4 GB, but of course this will grow as your data grows.

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BEFORE YOU BEGIN

Review the technical specifications:

TECHNICAL SPECIFICATIONS & SYSTEM REQUIREMENTS

LawBase is a .NET, fully threaded, multi-tiered application created in the C# programming language. It utilizes the Microsoft SQL database as its database engine. Clients can execute directly using Windows 10, 8 or 7. Alternatively, clients can use nothing more than a web browser and connect to an application server. LawBase is not supported over a VPN connection. In the table below, the specifications are based on typical usage and can vary widely based on individual requirements. Please contact Synaptec Software for assistance.

WORKSTATION

Client/Server:
Hardware: Intel Core i7 - 8GB RAM – 1GB available hard disk space
Software: Windows 7 or higher with .NET 4.0 or higher
Display: Minimum 1024 x 768; Resolution at 96 DPI

Browser based: Requires an appropriate application server, contact Synaptec Software for details.

DATABASE SERVER

Hardware: Intel Xeon – 16GB RAM – 10GB available hard disk space. Virtual servers are supported. Dedicated SQL server not required.

Operating System: Microsoft Windows Server 2008 or higher

Database Software: Microsoft SQL Server 2008 Standard Edition or Higher (All defaults used on installation including Dictionary order and case insensitive). Different versions such as Microsoft SQL Server Express may be acceptable for some installations.

You may need administrative rights for a few steps in the installation.

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SAMPLE LAWBASE PRODUCTION INFRASTRUCTURE

The sample infrastructure shows three different access methods:

1. Browser Access - Users connect through Internet to Web server
2. Thin Client Access - Users connect through Firewall to Application server
3. Client/Server Access - Users connect directly to Application server

All connect to a central Database server for data storage.

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INSTALLATION PROCEDURE, STEP BY STEP

YOU WILL RECEIVE FROM SYNAPTEC

• LBUpdater.exe
• A backup file of the initial database (usually called lawbase.bak)
• The current password to execute download of LawBase program files via LBUpdater.

Depending on your comfort level, you are free to complete the install on your own or we will be happy to walk through it with you.

STEP 1: RESTORE SQL DB

In Enterprise Manager/SQL Server Management Studio restore the provided database back up as:
a) LawBase
AND
b) as LawBase_Design.

STEP 2: CREATE YOUR LAWBASE PROGRAM FILES DIRECTORY

Create a new folder on your application server for LawBase

STEP 3: DOWNLOAD LBUPDATER.EXE

You may receive this bootstrap program by mail, as a web download, or from our ftp site. Place this in the LawBase program files folder.

STEP 4: EXECUTE LBUPDATER.EXE TO DOWNLOAD THE PROGRAM FILES

Run LBUpdater.exe in the new LawBase directory.

a. Fill in the password. Contact LawBase Support to receive the password.
b. Check the version of HotDocs you need to download.
c. Click the Bootstrap button and the download will begin.

It typically takes about 15 minutes to complete downloading all the files.

NOTE: if the bootstrap fails to download files, try the manual method (see Manual Installation).

STEP 5: LBDBCONFIG

Upon completion of program files download in LBBootStrap, LBDBConfig.exe will launch for you to complete configuration. Enter the database names as created in step 1.

SQL authentication:
Use the SA login and password, or create a SQL login which has DBO rights.

Windows Authentication to the SQL server:
a. Create LawBase Logins that matches the SQL logins or SQL groups.
b. In the LBDBConfig interface– check Windows Authentication for the necessary databases and save.

Use 'Test Connection' to ensure the production and design connections work. Save the configuration.

STEP 6: RUN LBURL.EXE

NOTE: You may need administrative rights to run this.

The file downloads as part of the install. Run once on each machine where LawBase will be used.

STEP 7: INITIAL LOGIN

Launch lawbase.exe
Log in as DREW with no password.

NOTE: We recommend that you use a mapped drive to access the main LawBase directory. While it is not required to run the applications, you will need to use a mapped drive to update program files.

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CLIENT INSTALLATION

LBURL.EXE ON CLIENT MACHINES

On any other machines where you need to run LawBase 12, browse to the main LawBase directory and run LBURL.exe one time. You may need administrative rights to complete this.

CREATING A SHORTCUT TO LAWBASE

Because LawBase runs from a server, client installation means creating a shortcut.

To create a shortcut to LawBase:

1. From the user's desktop, right-click and select New Shortcut.
2. Click Browse and drill down to the LawBase directory. Select LawBase.exe
   Click OK
3. Click Next. Type LawBase as the name of the shortcut and click Finish.

This will create a new shortcut on the desktop

ADD LOGIN INFORMATION TO THE SHORTCUT

You can save the LawBase user name into the properties of the shortcut. This saves the user from typing their login each day. When the password is set to nothing, provides for automatic login.

To edit an existing shortcut:

1. Right-click on the shortcut
2. Select properties. At the very end of the Target area, append /username=DREW
   Replace with the appropriate user name.

WORKSTATION DISPLAY SETTINGS

Display Settings: Minimum 1024 x 768

Font Sizes: LawBase does not support font sizes other than the default.
On Windows 7, this is known as Smaller (100%)
On Vista, Default Scale at 96 DPI.

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HOTDOCS INSTALLATION

HotDocs is a document assembly program that interfaces with LawBase. There are two main products you may have:

HotDocs Developer: This is the create/edit version of HotDocs. Install on the machine of one template author.

HotDocs User: Install on the PCs of the remaining users.

HotDocs works hand-in-hand with your word processor and is not installed on the server but on the client machine.

INSTALLATION

Locate the HotDocsInstall subdirectory in the main LawBase directory. The files here are typically downloaded with the LawBase program file installation. Unzip the files into new directories (e.g. Developer and User). Additionally there are two versions to choose from: 32 bit and 64 bit. Be sure to let your LawBase project manager know which version you will need.

HOTDOCS DEVELOPER

1. Log into the PC of the template author.
2. Browse to HotDocsInstall\Developer
3. Run setup.exe
4. Accept all defaults.

HOTDOCS USER

1. For all remaining LawBase users' workstations.
2. Browse to HotDocsInstall\User
3. Run setup.exe
4. Accept all defaults.

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MANUAL INSTALLATION

Sometimes network/firewall security prevents the bootstrap from downloading the program files. In such situations you can download the files in batches from the web.

STEPS TO MANUALLY INSTALL LB

Create a Main LawBase directory where the LawBase program files will be stored. Typically this is named LawBase.
Create a subdirectory named UpdateFiles

1. Download http://www.lawbase.com/xfer/LB12.zip
2. Download http://www.lawbase.com/UpdateLB11/ManualInstall.zip
3. Unzip ManualInstall into main LB directory.
4. Unzip LB12.zip into the UpdateFiles subdirectory.
5. Move LBUpdater.exe from the UpdateFiles to main directory.
6. Run LBUpdater (It will fail at the end, but that's ok. That's due to the LawBase.config not being setup yet)
7. Run LBDBConfig as described above: Step 5, LBDBConfig.
8. Contact LawBase to download the appropriate versions of HotDocs via FTP to install.

For HotDocs installation details, see item HotDocs Installation.

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SQL CONNECTIVITY

Tips for establishing connectivity between LawBase and the SQL Server:

• Make sure SQL Tools are installed
• SQL should be running in mixed authentication mode
• In SQL Configuration Manager, enable:
  1. TCP/IP and Named Pipes protocols and
  2. SQL Browser
• Open Server firewall as appropriate

CONFIGURATION ON SQL SERVER 2012

A default setting on SQL 2012 prevents LB_Design users from adding new tabs.

1. From Microsoft SQL Server Management Studio 2012, select Tools > Options
2. From the list on the left select Designers.
3. Deselect the option: Prevent saving changes that require table re-creation.

CONSIDERATIONS FOR INSTALLS IN TERMINAL SERVER AND OTHER VDI ENVIRONMENTS

This only applies to users connecting via Terminal Services, Citrix, VMWare View or any other VDI (virtual desktop infrastructure) solution.

In those environments: 32-bit Microsoft Office must be used; 64-bit Microsoft Office does not support sending emails initiated by LawBase WorkFlow.

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SCREEN DESIGN

Screen design is the foundation of a successful LawBase Implementation. Screens must be designed before any other functionality is even touched. Why? Because reports, workflows, HotDocs and integrations all depend on stable screen and field names.

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INITIAL CONSULTING

The goal of the initial consulting, whether conducted through remote meetings or onsite, is to gather information for LawBase screen design. Phone calls, remote or onsite meetings and design work completed by your LawBase consultant will be deducted from contracted consulting time.

BEFORE WE MEET (remote or on site)

1. GATHER MATERIALS

Before meeting, please gather materials that will help your LawBase consultant understand what you do. For example:

• Any existing reports
• Documents/Templates/Forms
• New case memos
• Conflict of interest information
• Screenshots of any previous matter management system
• Any other information you feel would be helpful.

The current tools you use provide clues as to what you will want to build; probably the most helpful tools are reports and spreadsheets. Reports tell us what you need to get out of the system, so we can ensure that fields for data get built. Spreadsheets and workbooks reveal categories of data.

2. REVIEW THE SAMPLE SCREENS

You will receive sample screens to help you get an idea of you want to design. The purpose of these screens is for you to review them and start generating ideas for screens before meeting with the consultant.

Please be aware – these are just samples. LawBase is used by a variety of different organizations: by government agencies to track nursing home violations; by lenders to rate risks on loans; by asbestos firms to find coworkers of the plaintiff, just to name a few examples. Screen design is flexible and every install is different. So when you review the samples, keep in mind that you are not limited to what you see, just look at it as inspiration.

Please review these screens. It is best to start thinking and discussing the information that you will want to track and the organization of that information.

3. COMPLETE THE PROCESS QUESTIONNAIRE (Optional)

The questionnaire is under Appendix A. We offer this as a tool to help translate what you already know into a record that can be shared and discussed with your consultant.

Generally consulting is most productive when the screens are designed in groups (usually by practice area).

THE FIRST MEETING(S)

• The first meeting should be with all persons involved in the screen design process. The meeting is meant to introduce you to the design elements of LawBase, including varieties of tabs and fields; these are described below under Design Elements
• Early in the process your consultant will provide an overview of the main administrative areas: LBAdmin, HotDocs, Reports, LBDesign, and WorkFlow.
• Next, each practice group meets with the consultant to design the group's own screens.
• The final meeting is typically a short meeting with all persons involved in the screen design process to go through the screens and answer any further questions that may arise during the screen design process.

For remote meetings, we typically work in blocks of one to two hours, and can space those out over several days.

OPTIONAL ON SITE VISIT - CONSIDERATIONS

Items Required:

1. Workstation/Laptop to work from (best if screen is projected)
2. Meeting Room
3. Optional Items:
   • White Board and Pens for discussing ideas
   • Packets of Example screens sent by Synaptec for all persons involved with the screen design process

Tasks:

• Installation (if has not been completed before visit)
• Design initial prototype

SCREEN DESIGN

The same guidelines apply when working on site; it's best to work in small groups.

Here is a sample of a schedule for a two day visit:

Day 1:
9:00 – 9:30 AM: Installation and Setup
9:30 – 12:00 PM: General Group Meeting (All persons involved w/ Screen Design)
12:00 – 1:00 PM: LUNCH
1:00 – 3:00 PM: Group I
3:00 – 5:00 PM: Group II

Day 2:
8:00-10:00 AM: Group III
10:00 – 12:00 PM: Group IV
12:00 - 1:00 PM: LUNCH
1:00 - ?: Re-Group to view all screens and answer questions

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DESIGN ELEMENTS

Your consultant will review the following concepts with you:

• FlexBases
• Tab Types: screen, grid, repeatable
• Field Types – for a description of these see the next section
• Common Tabs, such as notes and calendar
• Caselinks
• Launch fields don't store data just the path

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FIELD TYPES

The most common field types are described here.

Label: Use this field type to create a standalone label.

Text or Edit Field: This field type accepts numbers or text in any combination.

Calculator field: This field type only accepts numbers. It also provides a pop up calculator where math functions can be performed. The underlying field in the database is created as a numeric field.

Pick List: This field is a drop down table. Picklists are named and can be used in more than one location in the same LawBase system. For example, you could have a staff table which lists all your staff. And this table could be in multiple tabs as well as in the header.

Active picklist: Use the same picklist widget, but fill in picklist name field with a sql statement to do the lookup.
Example: sql(select login from user_profile)

Dependent picklist: The choices depend on another field. For example, you could have two fields, make and model. The models available to select vary depending on the make. In this case, for the model field, fill in the picklist name field as follows: tablename=make

Spin Edit: This field type accepts integers. Use the up and down arrows to increment the value by 1

Date: This field accepts a date in an mm/dd/yyyy format. The field in the underlying database is stored as a date.

Launch: Use this field type to link a document, image or object. LawBase will accept any format where a relationship has been established in Microsoft windows explorer. When a user clicks on the launch button, it launches the associated application and open the linked item.

Checkbox: This field is a box which can be selected (y) or deselected (n).

Mail Field: This field accepts email addresses. When a user clicks on the envelope button, it launches the email application and creates a message addressed to the email in the field

Phone field: This field type accepts phone numbers. If your system is configured with a tapi connection, you can click on the phone button to automatically dial the phone with the selected number.

Case Link: This field allows you to link another field. Typically this is a link to a contact, but can be to another field in the same FlexBase or another FlexBase.

Plain text memo: This field type accepts a large amount of text in a single field if the text entered into the field exceeds the space on the screen, a scroll bar will appear.

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SCREEN REVIEW GUIDE

You will receive several iterations of screen design; the number can vary depending on how many practice groups/functional areas you have. Typically, your LawBase consultant will load screen changes on to your system for your review.

You should also receive a set of screen prints to make it easy for you to review and indicate any changes you need.

This guide describes how you can access your system and review the screens.

ACCESSING THE TEST CASE FILE

1. Launch LawBase. Double-click the lawbase.exe application file or the shortcut on your desktop.
2. Log in as DREW with no password (proper user accounts will be added later).
   If user accounts have been added, use them.
3. The entry screen should look similar to the screen show below.. If not, click on SmartFolders. Click on the + beside Case Files to expand the tree, and click on the All Cases folder.

NOTE: your FlexBases may have different names and you may find that you have more than just contacts and cases.

4. To open any case, double-click on the case name in the results pane. You should see something like the screenshot below.
5. Unlock the case.
   Click the Edit button at the top of the screen (or press the F3 button on your keyboard). This will put the case file into EDIT mode.
6. To move from tab to tab, simply use your left mouse button to click on the tab labels.

You are now ready to go through your screens. Please enter information into the fields (don't worry about the existing information, delete and write over it).

Make sure to look at the contact screens as well.
If you have multiple FlexBases, be sure to review all of them

HINTS

The blue splitter bar in the middle of your screen moves up and down. Hover the mouse over the bar until you see a double-headed black arrow. Click and drag the splitter bar up or down to display more or less of the header (the top portion of the case file).

To maximize any window - double-click the title bar (this works for both the program and the case file).

Repeatable tabs such as the one seen in the screen shot above can have more than one copy of the tab; to select a different record click on the table of contents on the right hand side of your case file window.

To create a new record in a repeatable tab, click the plus in the button bar at the bottom of the screen. You can also use these buttons to move through the records.

SCREEN DESIGN CHECKLIST

At this stage, please focus on screens and fields. Other items, such as case and contact searches and SmartFolders can change as screens and fields change, so we build those after the screens and fields are stable.

When reviewing your screen prototype, it is best to type information into every single field on each tab. Please consider the following as a checklist for the Header and each tab:

1. Make sure that information that relates to all types of cases appears in the Header.
2. Evaluate the overall aesthetics of screen layout on each screen.
3. Does each Screen have all the fields that you need?
4. Is the label for each field correct?
5. Does the name of the screen on the tab make sense?
6. Does each field have the correct widget? (e.g. calendar on date fields, calculator on number fields, etc.)
7. Make sure that each field is long enough to contain the necessary information.
8. Is the order correct when you tab from field to field using the tab key? Or does it jump from the top to bottom or some other unexpected sequence?
9. On any fields that link to the Contact Database, it is important that you try to add a contact. To add a contact or case to a case link field (these fields are identified by a chain link), type an asterisk (*) in the field and press enter. The possible links will appear.

Typically, caselinks link to the Company/Name field on the contact header. If you want to change the fields that are used to generate your matches, indicate the contact tab name and field name.

10. On any field that links to the Contact Database, it is also necessary to make sure that all the information that you want to display form the Contact entry appears in that field. Please note the contact name and field name that you would like to be displayed.

Typically, the field that is displayed is the Company/Name field in the contact header. If you would like other or multiple fields displayed please indicate the contact name and field name/s that you would like to be displayed once the contact is linked.

11. Repeatable tabs: indicate which of the fields on that tab should appear on the right hand side grid, and how you would like these fields sorted.
12. If a page is a grid, please indicate if any of the fields (if they contain monetary values) should be totaled on the bottom of the page.
13. Are there any screens or data fields missing?

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DEBUNKING COMMON ASSUMPTIONS

Assumption: Anything entered into a date field automatically ends up in the calendar
The truth: dates tracked in fields can be added to the calendar with a workflow.

Assumption: There's an audit trail on every change
The truth: By default, LawBase only keeps a record of who last edited a case file. But you can use workflows to track critical fields.

Assumption: Documents are stored in LawBase
The truth: LawBase stores paths to documents in launch fields, but the documents remain outside LawBase.

Assumption: Outlook contacts will automatically show up in LawBase.
The truth: Contacts can be imported, but LawBase contacts and Outlook Contacts are not inherently related.
But … if you use the integration LBExchange, you can sync LawBase contacts to Exchange (so they can appear in Outlook).

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TEST AND PRODUCTION ENVIRONMENTS

After Synaptec Software completes your initial installation, we recommend having both test and production environments for LawBase. A test environment allows you to test any screen design changes, WorkFlows and program file updates before implementing to a live end user environment.

This section assumes that you are familiar with using LBAdmin and LBDesign.

SUGGESTED METHOD

There are different ways of setting up these environments and rolling out changes from test to production. However, the most popular way of doing this is to create two program file directories.

• One directory intended for LawBase TEST.
• The other intended for LawBase PRODUCTION (aka PROD). This is the environment your users work in.

SET UP THE DATABASES

On the SQL server, backup and restore a copy of your current production database. Name this LawBase_test

You should have 3 databases total:

1. LawBase_prod
2. LawBase_test
3. LawBase_design

SET UP THE WINDOWS DIRECTORIES

1. Copy your main LawBase directory to create the Test directory. What was the main directory will now act as the Production Environment. Rename the copied directory "LawBase Test".
2. Run LBDBConfig.exe in each directory to set the appropriate connections.

Typically, the connections are set as follows:

Test Environment:

• Production Database name: LawBase_Test
• Design Database name: LawBase_Design

Production Environment:

• Production Database name: LawBase_Prod
• Design Database name: LawBase_Design

NOTE: SA login not required, however the user must have DBO rights to all the databases

Feel free to contact LawBase support with questions or to get assistance.

USING THESE ENVIRONMENTS

NEW DESIGN WORK

• Make new design changes using the LBDesign.exe in the TEST directory. When you run LBsync.exe in this environment, sync from design to prod and changes sync to the to the test SQL database.
• Once thoroughly tested, initiate LBSync from the PROD directory to sync the changes to the production environment.

SOFTWARE UPDATES

• To update the TEST environment, run LBAdmin.exe in the TEST directory and apply the updates there. This gives you an opportunity to test the software updates before updating your production environment. Once you have tested the changes you can update PROD as well.
• To update PROD, run LBAdmin.exe in the PROD directory

WORKFLOW

Any time you create a new WorkFlow, we recommend that you create it first in TEST. Once the functionality has been tested, you can export the new workflow from TEST and import it into PROD.

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DATA MIGRATION

MIGRATING DATA INTO LAWBASE

Some of our customers have data to migrate from another system(s) into LawBase. This may be from another case management system, from an access database or excel spreadsheets.

Data migration work is billable; if it has not been included with your original statement of work, talk to us about what you need.

THE KEY IS MAPPING

A successful data migration depends on good mapping. Simply put, mapping is like connecting plumbing. To get the client name from your existing spreadsheet into the place where it goes in your LawBase screens, we need to establish a connection between the old and the new. If we don't know where the information should go in LawBase, we run the risk of putting the wrong information in the field.

MIGRATION PROCESS OVERVIEW

The following is a typical model of how data migrations work.

1. Client provides
   • Sample export of data from existing software program in a flat file format
   • Data mapping.
2. Synaptec migrates test data into LawBase database (test 1)
3. Client reviews data after test migration, provides feedback, corrections.
4. Synaptec migrates data again, with corrections (test 2)
5. Client reviews test 2. Signoff.
6. Final Migration
7. Go-live

For complex situations, we may adjust the above as needed.

MAPPING STANDARDS

In order for Synaptec Software to accurately and efficiently migrate your current data into a compatible format for LawBase, we'll provide you with a mapping document to record all mapping for the conversion.

To find out the LawBase field name:

1. select the field,
2. right-click and choose Show Field Name
3. A dialog will appear
4. Record the Database Field Name as your LawBase field name.

THINGS TO BE AWARE OF WHEN MAPPING DATA

• If you do not provide a LawBase field for each of your old fields, data will not be converted.
• Make notations in the Comments section of the mapping document regarding formatting.
• Pay special attention to dates, phone numbers and other data that may be affected by spreadsheet field format.

We realize that mapping and migration may be new for you; should you have any questions, please contact your consultant.

No one knows your data better than you do; and so while we may assist with some mapping questions, you are responsible for completing the mapping document.

Otherwise we might end up with some questionable data plumbing.

And then we'll have to get the plunger.

DATA CLEANUP

Synaptec is not responsible for cleaning up the data you provide before bringing it into LawBase. Here are few examples of common cleanup needs:

STANDARDIZATION

If your previous system was not relational, you may have listing like these:

• Acme Inc.
• Acme, Inc.
• Acme, Incorporated
• Acme CO
• Acme St Louis

While you may understand that these are all the same entity, we cannot make such assumptions and each of these five entries would get its own contact in LawBase.

PARSING CONCATENATED NAMES

Your spreadsheet may include records with a single record like the name here (1), but your new design may be set up for first name, last name and so on (2).

(1)
Name
Smith, John

(2)
Prefix / Fname / Lname
Mr. / John / Smith

Synaptec is not responsible for parsing this kind of data into separate fields. If you are unfamiliar with this kind of data manipulation, we can recommend excel formulas that may help.

CLEANUP REFERENCE

Here is a good reference from Microsoft on how to use Excel to ensure you have clean, consistent data:
http://office.microsoft.com/en-us/excel-help/top-ten-ways-to-clean-your-dataHA010221840.aspx

TESTING THE MIGRATION

Below are some things to consider when reviewing data:

• Select a small set of records to test.
• Verify that data come across to the correct fields
• Verify whether all data came across. Is anything cut off?
• Is formatting of data correct?

Most often affects phone number fields, dates, social security numbers.

Record any discrepancies with the data migration on the spreadsheet provided by your consultant. Synaptec will make corrections accordingly and run a second test conversion for your review. When test conversions are complete, you will need to sign the Data Conversion Agreement (Appendix A) in this guide and fax it to Synaptec at 303-320-4860. This will prompt us to schedule a final conversion with you.

Synaptec will perform 2 test conversions. Any test conversions over and above this will be considered billable at a rate of $225.00 per hour.

FINAL CONVERSION

The final conversion is part of the last steps before going live. Typically, it is a time to transition from your old system to LawBase. Before scheduling the final conversion and go-live, make sure that

• LBAdmin setup is complete
• Users have been created and appropriate security put in place
• Any HotDocs and Reports required for go-live are complete and have been tested.

We suggest planning the final/live data migration towards the end of the week, along with your onsite End User Training. Synaptec does not perform final conversions on weekends.

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INTEGRATIONS

ABOUT INTEGRATIONS

You may have purchased integrations to third-party software. Integrations will be implemented after screen design is complete and data migration is in process.

We have created interfaces with many different applications such as:

Calendaring/Email: LawBase functions with Microsoft Outlook calendar and email. **This requires impersonation on Outlook Exchange Server, which is the responsibility of the client to set up and configure, not Synaptec Software, Inc.

Document Management: LawBase offers interfaces to market leaders such as iManage, OpenText, Worldox, KnowledgeLake, and Trim. Just click in the case header to access all related documents.

Litigation Support: LawBase interfaces with both Summation and Concordance litigation support applications, giving you quick access to deposition transcripts, exhibits, etc.

Time and Billing: LawBase works with scores of different time and billing applications to make transfer of information easy between applications.

Document Assembly: As mentioned above, LawBase works with Hot Docs from Lexis-Nexis, the market leader in document assembly for the legal profession. Included in the LawBase package are sufficient copies of HotDocs so you can create and run different templates for each user in the system.

Because integrations vary widely, we can't address the specifics of yours. Specific integration functionality is outlined in your contract.

Your consultant will work with you to configure the integration.

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OTHER FUNCTIONALITY

REPORTS

LawBase has created multiple ways to create reports based upon your exact requirements. Discuss with your consultant whether you need certain reports to be functional before go-live.

SmartFolders™ - SmartFolders help you find the files you need. Use them to find: open cases, cases with statutes of limitation in the next 30 days, intakes versus actives, clients with birthdays this month, and so on. Print the SmartFolder results, send them to excel, or work the results list as a punch list for your staff to process.

LawBase Query Builder – This tool makes creating ad hoc reports a snap. We've built it so users can get the data they need without having to know a complicated query language. Output can be sent to Excel or a simple printout format.

LawBase Report Writer – For reports that will be run regularly and by users who just want to click and print, LawBase uses HotDocs as its report writer. This leverages your users' HotDocs skills and gives them a powerful reporting tool with an easy-to-use interface. And since the report output is in Microsoft Word or Word Perfect format, the report can be printed, emailed, or further edited.

Dashboards – Dashboards provide visual summaries of your key data, either in graphical chart or pivot table format. Dashboards are useful in gathering business intelligence, giving managers instant access to live data to help them measure efficiencies, and quickly identify and correct negative trends.

Third Party Report Writer Options – We recognize that many offices have already invested both the human and financial resources in a third-party report writer such as Crystal Reports®, SQL Reporting Services®, Microsoft Access Report Writer® or many others. You can also use these report options with LawBase.

HOTDOCS

Most LawBase contracts include HotDocs® document assembly software.

HotDocs is linked from every contact and case in LawBase – just click the HotDocs icon in the Glueware ribbon and a list of templates displays. Training on how to create these templates is included with the Remote Admin Training. If you do not have a HotDocs icon in the Glueware ribbon, then HotDocs has not been installed on your machine.

EXAMPLE OF HOW HOTDOCS WORKS WITH LAWBASE

1. In the case, click the HotDocs button
2. Select the appropriate template
3. Answer interview questions
4. HotDocs outputs document to word processor
5. HotDocs adds note to case in LawBase
6. HotDocs adds appointment to LawBase calendar.

WORKFLOW

LawBase's Graphical WorkFlow makes it easy for you to automate various repeated tasks:

• Status Updates
• Emailing the team
• Calculating values
• Adding appointments to the calendar and more.

RESPONSIBLE ATTORNEY WORKFLOW EXAMPLE

This sample workflow is triggered when an attorney is assigned to a case.

Step 1: From within a case file, the user selects the responsible attorney.

Step 2: LawBase displays a message to the user, telling them that an email will be sent.

Step 3: LawBase mails the newly assigned attorney, letting them know that they have a new case.

Step 4: LawBase makes a note entry, recording who the new responsible attorney is, and if it is not a new case, who the previous attorney was.

Step 5: LawBase makes a calendar entry, to remind the attorney about this new case.

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REMOTE ADMINISTRATIVE TRAINING

OVERVIEW

As part of your implementation, you can attend the full set of remote classes for LawBase administrators. This entitles your organization to attend the set of classes once. You may have multiple attendees at each session; please coordinate this with your consultant.

We understand that as time goes on you may need to repeat some of the training, especially due to staff changes. We offer the same sessions most months and will let you know the schedule through our yahoo distribution list. Training beyond the initial set of classes is billable.

The classes are conducted using GoToMeeting. For details about this software, see GoToMeeting for Remote Access on page 60.

Each session is scheduled for two hours.

LBADMIN TRAINING

LBAdmin is the program through which most administrative functions are performed. Topics include:

• Adding Users
• Adding Groups (departments, practice groups)
• Creating Security profiles for users and groups
• FlexBase properties
• Adding tabs to case types
• Updating Program files
• SQL Runner and Database Explorer options
• How to recover files that users have deleted
• Admin functions in LawBase
• Setting up SmartFolders
• Setting up Searches
• Editing Picklists

LAWBASE DESIGN

LawBase gives you control over the structure of the data that you track in LawBase and the ability to modify the data as your needs change. If you would like to learn how to modify your LawBase screens, then this is a course is for you. Topics covered:

• Adding Tabs
• Adding/Modifying fields.
  • The various fields available in LawBase and how they work
• Repeatable tabs, Grids and plain screens.
• How to make changes in LawBase without affecting logged in users.

HOT DOCS FOR LAWBASE

In this course, you will learn how to use the Hot Docs program that comes bundled with LawBase. Topics covered:

• Hot Docs template creation
• The different types of variables available in Hot Docs
• How to include linked LawBase information such as contact information to a template
• How to use IF Statements and REPEAT variables
• How to use computation variables to add notes, critical dates and history items automatically when a template is run.

LAWBASE REPORTS

Getting information out of LawBase easily is one of the key elements of using LawBase fully and efficiently. If you are responsible for creating reports in LawBase and haven't received this training, then you will find this course to be extremely useful.

Prerequisite: proficiency with HotDocs

Topics to be covered include:

• Step by step report building, from template to output.
• Adding prompts to reports
• SQL statement creation, using Query Wizard
• Ad Hoc report creation using the Query Wizard
• SmartFolders reports using Excel and Quick Print.

LAWBASE WORKFLOW CREATION

WorkFlow is a powerful feature of LawBase. Using WorkFlow, LawBase can automatically add notes, create calendar entries, update fields or even send emails when users enter/edit data.

Topics covered:

• Creating simple WorkFlow events
• Merge scripts; how to create them and reuse them in multiple events
• How to use workflows to:
  • update fields
  • create notes, calendar and history items
  • add or complete calendar items
  • add history items
  • automatically generate emails

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END USER TRAINING

OVERVIEW

End user training is the last step before going live. How we organize the training is flexible; we work with you to set the schedule and the number of people in the room.

Typically, we train small groups. Whether on-site or remote, we generally limit sessions to 2-hour chunks. Groups may be organized by team (e.g. attorney, paralegal and secretary who work together) or by role (attorneys in one class, secretaries in another and so on). The grouping is up to you.

Because every LawBase implementation is a bit different, the end user training may vary a bit too. This training is intended for all of your users who will be using LawBase as part of their jobs.

Once your screens are established, we can talk more specifically about what emphasis different users may need.

SAMPLE AGENDA

Some basics are always included:

• Finding files
• Adding new files
• Editing files
• How to use specific fields such as date calculators, launch buttons and caselinks
• How to add, edit and use the notes, critical dates, case history, office link and timeline features
• How to use the LawBase calendar and other calendar options

Please see the appendix for the standard outline we provide.

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POST-IMPLEMENTATION SUPPORT

POST-IMPLEMENTATION

So when is an implementation done?

• When screens have been developed and you've completed the screen design agreement
• When any other pieces you deem necessary for go-live are done.

Each situation is different, depending on whether there's a data migration, reports, templates or workflows to develop. Discuss this with your consultant so there is a clear understanding of what you need before go-live.

Once you have gone live, your consultant will stay with you for approximately two weeks for assistance post go-live. After this time period, your consultant will encourage you to contact our Support team for your LawBase questions.

EMAIL QUESTIONS

Ask questions and receive detailed answers from the Technical Support Department by sending an email message to the address listed below. You will receive a reply either by email or by phone.

[email protected]

TELEPHONE

You can reach Synaptec Software Technical Support by phone Monday through Friday from 6:00 a.m. to 6:00 p.m. Mountain time. When you call, please be at your computer, and be prepared to provide the following information:

• LawBase version number
• Operating system
• Exact wording of any messages that may appear on your screen
• What you were doing when the problem occurred
• How you tried to solve the problem
• Synaptec Software Technical Support phone: 303-320-4420 ext. 12

It is best to call the support line and leave one message or send one email message to [email protected]. Support mail is checked many times a day and almost always you will get a response that same day. If you do not hear back from a technician within 24 hours regarding support issues, please feel free to contact us again. Generally, we deal with clients in the order calls are received. However, if we receive a call that we feel is critical it becomes top priority and a technician will call immediately.

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OTHER REFERENCE MATERIALS

GOTOMEETING FOR REMOTE ACCESS

Synaptec uses GoToMeeting as an alternative to traditional remote access. GoToMeeting is a simple way for us to gain temporary access to a workstation to provide LawBase support. We also used it for remote training sessions. This guide will help you get familiar with how the GoToMeeting software works.

JOINING A GOTOMEETING

There are several ways to gain access to a GoToMeeting meeting: By email invitation and through the web.

• By Email Invitation
• From the Web
• From within LawBase
• From www.lawbase.com

BY EMAIL INVITATION

The email invitation contains a link to the GoToMeeting as well as conference call information.

Click the meeting link. You'll be connected to www.gotomeeting.com. If you have not joined a meeting before, you'll be required you to download files to run GoToMeeting software on your workstation. This should only take a few minutes.

Once the download has completed, it will take you into the meeting.

If you are attending a training session held by Synaptec Software, the meeting Presenter will be the trainer. You will view the workstation desktop of the trainer in this scenario.

FROM THE WEB

You can also join a meeting from the web. Point your web browser (e.g. Internet Explorer) at:
www.joingotomeeting.com/

Enter the meeting ID provided by the Synaptec rep and press Continue. You may be prompted to download the current software to run GoToMeeting on your workstation.

FROM WITHIN LAWBASE

You can join from inside LawBase. On the User Options ribbon in LawBase locate the Join a Support Meeting button and click. You'll be prompted to enter the meeting ID which your Synaptec consultant will provide.

FROM WWW.LAWBASE.COM

Drill down to the Contact page. You'll find a large entry area to key in the meeting ID (provided by your consultant). Make sure to click the Meet Now button; pressing enter does not work here.

SIGNING IN

After entering the meeting ID you'll need to sign in.

SUPPORT CALLS

In a support situation, a Synaptec Software support representative may need to access your keyboard and mouse.

1. Once you join the meeting, you will be made the Presenter of the meeting. Once you are ready, click on "Show My Screen" to share your workstation desktop.
2. Typically we'll request keyboard and mouse control.
3. And even when you give the Synaptec presenter control, you always have priority.
4. GoToMeeting gives you a chance to hide confidential windows before showing your screen.
5. Lastly, to minimize the GoToMeeting control panel, click on the arrow button at the top of the vertical toolbar.

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APPENDIX

We have attached some of our forms as independent documents to make it easier for you to edit and save them:

• Process Questionnaire
• Pre-Training Questions
• End User Training Handout
• User Acceptance Agreement

These documents are available from the attachments paperclip at the bottom left of the Adobe reader.