Work from Home Resources

Last reviewed: 12/15/2023
Article ID: R11851

Summary

Increasingly, many law firms have employees working from home. This article can be used to get ideas for completing tasks you regularly do in the office while working remotely.

Note: When deciding to work remotely, it's important to make sure you have access to all of your existing applications, including Tabs3 Software. See KB Article R11844, "Using Tabs3 Software from Home," for information on how to remotely access your applications.

A series of training videos provide information helpful for using the Tabs3 Software remotely.

More Information

The resources in this article are categorized by the position most likely affected.

Additionally, there are some Best Practices for working remotely.

Billing Clerk

Every month, we print out statements and mail them to our clients. How can we move to a paperless system?
Tabs3 Billing includes the ability to create Email Statements, which generates an email to your client, attaches a PDF copy of their statement, and optionally includes a link to pay online.

To get started with Email Statements, first make sure you have an email address for each of your clients. Then, create an Email Template and configure your clients' Bill To address to use the email. Detailed instructions and answers to common questions can be found in KB Article R11338, "Emailing Tabs3 Statements."
A few of our clients still require a paper statement. How can we print our letterhead if the office is closed?
Using pre-printed letterhead paper is common, but can present a challenge when working remotely. You have a few options:

Print Locally
If you can bring the pre-printed letterhead paper with you, many remote access applications (such as Microsoft's Remote Desktop) allow you to use your local printer with applications you are connecting to remotely. This way, you can generate statements as usual and send them to the printer at your home.

Tip: Many home printers do not have multiple trays. When only the first page of your statement includes letterhead, print each statement separately. Then you can simply place one sheet of letterhead at the top of your paper tray before each statement is printed.

Note: You may need to configure the "new" printer to correctly align your statement. Open Printer Setup (In the Quick Launch, search for and select "Print Setup") and select your local printer. Press F1 in the Printer Setup window for additional information about available options.

Use Statement Designer
Tabs3 Billing has a fully featured Statement Designer, allowing you to recreate your letterhead digitally. You can even scan your letterhead image and use it as part of your layout. Once you've created the Statement Designer layout, your statements can print on plain paper and still include your letterhead. See the following KB Articles for additional information:
  • KB Article R10944 - Printing Statements with Statement Designer Page Layouts
  • KB Article R10923 - Frequently Asked Questions About Statement Designer
  • KB Article R11829 - Adding a Letterhead Image to Tabs3 Billing Statements

Limited Office Visit
If taking the letterhead with you isn't an option, but you will have staff in the office occasionally, you have two choices:

  • Wait to print statements until you are in the office. Remember that you can change the statement date and transaction cutoff dates as necessary.
       ...or...
  • Generate statements to a digital file. An office user can then open the file and print onto the letterhead paper when they get to the office.

These options ensure that sensitive information isn't sitting on the printer for a long time, yet you can continue generating statements.

Tip: We recommend using a PDF printer to print to a digital file, such as Microsoft Print to PDF that is included in Windows 10 and later, and select the Output To option of Printer/Email Statements Window so that all statements are correctly generated and available. Then, save the PDF file to a secure location on your office network, so only the users who need to print them have access. Note that when printing from PDF, you will most likely not have the option to use a second printer tray for letterhead; therefore, save each statement separately. Then the office user can simply place one sheet of letterhead at the top of the white paper tray before each statement is printed.
When we generate pre-bills, we print them out and give them to each attorney to review. How can we do this by email instead?
When generating pre-bills, using either the Generate Statements or Detail Work-in-Process Report, most firms will print all clients, possibly filtered to open matters, specific billing categories, and possibly using a transaction date range. They then sort the output by timekeeper, so when they sort the printouts they can easily distribute these to the correct attorneys.

You can do this electronically by slightly modifying the process. Instead of printing all of the attorneys at once, you'll generate a separate output for each timekeeper, and save these to a PDF file that can be sent to the attorney. To do this, use the following steps:
  1. Open Generate Statements (In the Quick Launch, search for and select "Generate Statements") or Detail Work-in-Process Report (In the Quick Launch, search for and select "Detail Work-in-Process Report").
  2. On the Client tab, specify the timekeeper who will receive the report. Most firms distribute these to the Primary Timekeeper, so enter the timekeeper number in that field.
    • Optionally specify additional criteria, such as Billing Frequency (Monthly, Quarterly, etc.) and Open/Close Date (exclude clients with a close date).
  3. On the Transactions tab, optionally specify the transaction date range. Some firms will only include transactions through the billing date (e.g., end of the month).
  4. On the Options tab, specify the options you use for your pre-bills. For example:
    • In Generate Statements, select the Draft Statement Type.
      • To help locate transactions, select the Print Reference Numbers check box.
      • If you use Pre-Bill Tracking, select Update Pre-Bill Tracking.
      • Specify the Statement Date.
      • Make sure the Individual PDF for each Statement checkbox (or in Version 20.1 and prior, the PDFs as Individual Statements check box) is cleared to include all pre-bills in a single document.
    • In the Detail Work-in-Process Report, select the Include options you use for your billing.
      • If you use Pre-Bill Tracking, select Update Pre-Bill Tracking.
      • To help locate transactions, on the Format tab select the Reference Number check box. (Note: You can exclude any columns you don't need for review.)
  5. Click Save to create a report definition for this timekeeper. This allows you to easily load the definition and run the same report again when you receive reviewed statements back. (Note: Do not select Make this definition the default when saving the report definition.)
  6. Click OK.
    1. In the Output To section, select DropBox and click OK.
    2. When the DropBox is shown, you can optionally rename the file and then click the Email button to start an email to the attorney.
  7. Repeat steps 2-6 for each attorney who you need to route pre-bills to for review.

Attorneys can markup their review comments in Adobe Acrobat Reader or similar programs, then email them back to you.

Tip: When you get the file back from an attorney, you can run the statement or report again (using the Load button to select the saved report definition) and preview on-screen. Then, simply drill down to the record(s) that need modification and make any edits. Alternatively, open the editor window (Fee Entry, Cost Entry, Payment Entry, or Client Funds Entry), enter the Client ID and use the Reference Number from the report to load the transaction.

Office Manager

We generally have a staff meeting every week. What options are available to do this remotely?
Several virtual conference applications are available. Many have a free, but limited, version available, and most offer different tiers of service depending on your needs. The following are some popular choices:
How can we share our documents that we have in the office with our staff at home?
Using PracticeMaster's Document Management feature allows all of your digital documents to be linked to and searched within PracticeMaster. Additionally, users accessing Tabs3 Connect can optionally be allowed to download managed documents to review locally. This requires the Download Files via Tabs3 Connect right to be enabled for the user's Access Profile (in the File Information section of the PM tab), and for them to have Tabs3 Connect access. Additional information about Document Management can be found in the Document Management Guide and in KB Article R11571, "Document Management Frequently Asked Questions." Details on Tabs3 Connect can be found in KB Article R11480, "All About Tabs3 Connect."

Other document management software, including NetDocuments, which integrates with PracticeMaster, allow your staff to extract documents from the cloud to their local computers, make changes, and check in new versions. Information on NetDocuments, and how it works with Tabs3 Software, can be found in KB Article R11786, "NetDocuments Integration."

Alternatively, you can provide remote access to the folder where your documents are stored through a file sharing service, such as Dropbox (dropbox.com), OneDrive/SharePoint, Google Drive (drive.google.com), Box (box.com), or Amazon Drive (amazon.com/drive). You can generally share PracticeMaster's Document Store (In the Quick Launch, search for and select "Customization," then click the Documents tab), where managed files are saved for Document Management; however, you must make sure ONLY those files are shared. File sharing services are not designed to handle database applications that update multiple files at the same time for a single transaction. Storing application files in a file sharing service folder will cause issues. See the Cloud Synchronization Service section of R11722, "Tabs3 Cloud Options," for details.
How can we make the PracticeMaster Calendar accessible to our employees working from home?
In the Platinum edition of PracticeMaster, Tabs3 Connect allows access to your firm's calendar anywhere your users can access the internet. Details on Tabs3 Connect can be found in KB Article R11480, "All About Tabs3 Connect."

Another easy way to share your PracticeMaster Calendar across remote devices is to synchronize with Microsoft Exchange via Outlook. Many devices and services can synchronize with Exchange, allowing your users to access your firm's calendar (and contacts) seamlessly.

In non-Platinum edition of PracticeMaster, you will need at least one user with access to all users' calendars to be signed into PracticeMaster to synchronize changes with Outlook. However, in PracticeMaster Platinum, the Exchange Connector can be used to maintain your firm's calendar seamlessly. For additional information, see KB Articles R11373, "Microsoft Exchange Server Overview," and R11596, "Configuring the PracticeMaster Platinum Exchange Connector."
Is there a way we can easily notify users when we add records to their calendar?
Absolutely! In PracticeMaster, select the Calendar menu, and then make sure Auto Email Notification is selected (with a check mark next to the option). When a calendar record is added or modified, an email will be started with the information about the record. Simply click Send to notify the user. Note that this requires each user to have an email address assigned to their User record in System Configuration, and that each user have Auto Email Notification enabled.

Alternatively, if you have the Platinum edition of PracticeMaster, you can create a WorkFlow that automatically sends an eNote to a user when they are included on a new calendar record. This way, the notification is seamless, you don't have to wait for the email to be delivered, and you can also include a link to the calendar record (if eNotify is selected).
Can we notify users when adding other records they need to be aware of?
Using PracticeMaster Platinum, you can use the eNotify button in the toolbar of any entry window to send a link to the current record to another user. This makes it easy for you to notify users of new information, and include a message with the link. Additional information about eNotes can be found in KB Article R11246, "PracticeMaster eNote Frequently Asked Questions."

Alternatively, PracticeMaster WorkFlows can run when saving records, and you can create a WorkFlow to notify a user when their User ID is associated with that record. For example, you could start an email when a new journal record, fee, cost, or any other record is started, and address it to the user(s) assigned to that record. Simply click Send to notify the user. Note that this requires each user to have an email address assigned to their User record in System Configuration.

If you have the Platinum edition of PracticeMaster, you can create a WorkFlow that automatically sends an eNote when a new journal record, fee, cost, calendar, or any other record is started, and address it to the user(s) assigned to that record. This way, the notification is seamless, you don't have to wait for the email to be delivered, and you can also include a link to the record (if eNotify is selected).

For additional information about WorkFlows, see KB Article R11307, "All About WorkFlows."
There are so many reports that we run regularly. How can we go paperless?
When running reports, you can select the DropBox option in the Print window and click OK to save the report as a PDF. The DropBox is a temporary holding area for any type of file on your computer. Files in the DropBox can be emailed, saved, or renamed. You can also drag and drop files to or from the DropBox like any Windows folder. Additional information about DropBox can be found by pressing F1 in the DropBox, or in KB Article R10992, "DropBox Error Messages and Frequently Asked Questions."

Back Office

We receive checks from our clients every week, and take them to the bank for deposit. Is there a way to do this remotely?
Depending on your banking institution, there are ways to process paper checks electronically.

Many banks allow you to deposit checks by taking a photograph of the front and back of the check. This is generally called Mobile Deposit or Photo Check Deposit, and requires you to use a mobile application on your smart phone. Note that this service is not available with all banks, and may require a certain tier of account or an additional monthly service fee.

You can also request that your clients pay electronically instead of sending a check. If you already have a Tabs3Pay, LawPay, or LexCharge account for accepting credit cards in Tabs3 Software, your clients can send you an eCheck (electronic check) using the routing information from their check. See KB Article R11873, "Electronic Payment Resources," for more information regarding these services.

Additionally, you can minimize the number of paper checks you receive by accepting online payments. Including a payment link on your Email Statements allows your clients to pay online by credit card, debit card, or eCheck. These payments will also import to Tabs3 Billing and integrate to GLS seamlessly, which minimizes data entry. KB Article R11767, "Using the Tabs3 Payment Link," includes details on how to include an online payment link.
There are invoices that we need to pay, but I can't print checks in our office. What options do we have to pay these?
There are a few methods for handling invoice payments:

EFTs
Many vendors accept electronic fund transfers (EFTs), so you may be able to pay them using a bank transfer or ACH payment. Most financial institutions allow you to make these types of transactions online. Once the transaction is processed, you must enter those payments into Accounts Payable manually as EFTs.

Bill Pay Service
Some banks offer a service to send out printed checks on your behalf. This is generally known as a Bill Pay Service. Note that this service is not available with all banks, and may require a certain tier of account or an additional monthly service fee. After checks are sent, you must enter those payments into Accounts Payable manually as either manual checks or EFTs, depending on if they utilize your check number sequence or not.

Paper Check/Limited Office Visit
If you have a set of paper checks, you can simply use these to pay the invoices, then enter the payment as a manual check in Accounts Payable. However, if you will have staff in the office occasionally, you can print checks as usual to the office printer when those users are available. They can then pick up the checks immediately. This way, printed checks are not sitting on the printer for a long time.
We received a paycheck protection loan which we need to record in GL but we want to be able to run separate financial statements for the entries associated with the loan. How can we do this without maintaining a separate chart of accounts?
You can create a new department and new accounts for that department where those loans will be maintained. This allows you to easily record journal entries and run reports using your existing chart of accounts. Financial statements can then be printed for separate departments, or combined into ranges of departments, allowing you to run a separate statement just for these loan transactions, while still allowing you to generate reports for the entire chart of accounts as necessary. Additional information on creating and using departments can be found in the Help included with General Ledger.

Attorney

How can I enter my fees, costs, and calendar records while I'm away from the office?
The easiest way to do all of this from your computer, tablet, or smartphone is to use Tabs3 Connect. Tabs3 Connect is a Web-based application that allows users of Tabs3 Platinum Software to access their data from anywhere they can access the internet. Tabs3 Connect provides an interface for viewing client, contact, calendar, journal, and other transaction records, and adding or editing transactions on-the-go. Additionally, Tabs3 Connect provides access to the Matter Manager, Alarms, and eNote functions of PracticeMaster, even while away from the office. More information about Tabs3 Connect can be found in KB Article R11480, "All About Tabs3 Connect."

Alternatively, you can access the Tabs3 Software on your office workstation by connecting to it remotely. For additional information, see KB Article R11844, "Using Tabs3 Software from Home."
Is there a way to communicate with our team faster than sending an email?
In PracticeMaster Platinum, the eNote function allows you to quickly send messages to other users. Additionally, you can send a link to any record in the system as part of an eNote by clicking the eNotify button while viewing the record. Additional information about eNote can be found in KB Article R11246, "PracticeMaster eNote Frequently Asked Questions."

Alternatively, messaging services allow you to communicate with your team quickly and easily. They maintain conversations, allowing you to easily manage communication between multiple people, and can be split into channels for separate groups, teams, or departments. Here are some of the most common messaging services:
We need to review our statements, which we are now receiving as PDFs instead of printed copies. How can I mark these up and return them?
Most PDF reader software includes collaboration features, including the free Adobe Reader (get.adobe.com/reader).

To mark up a statement in Adobe Reader, open the Comment toolbar (View | Tools | Comment | Open). There are several tools for making comments:
Inserts a sticky note, allowing you to add a comment at a particular spot on the page. The comment will be noted with your name, as well as the date and time. You can change the color of the sticky note to more easily distinguish between users or revisions.
Highlights the selected text. You can change the color of the highlight to more easily distinguish between users or revisions. Click on the highlight to add an additional comment.
Underlines the selected text. Click on the underlined text to add an additional comment.
Strikes out the selected text to be deleted. Click on the struck out text to add an additional comment.
Strikes out the selected text to be replaced and displays a comment for the replacement text.
Displays a cursor where text is to be inserted and displays a comment for the additional text.
Adds text at a particular spot on the page.
Allows you to draw a box to a particular spot on the page that can contain text and displays a comment for the additional text.
Allows you to draw using a pencil tool. Click on the drawing to add an additional comment.
Allows you to erase drawings made with the pencil tool.
Adds a stamp at a particular spot on the page. A number of standard stamps are included, but you can create additional ones if necessary.
Adds an attachment to the document. Either a file attachment or a sound recording can be pinned at a particular spot on the page. Click on the attachment to add an additional comment.
Adds a drawing shape to the document. A number of standard shapes are included. Click on the drawing to add an additional comment.
When finished, save the PDF file (File | Save). Note that if Adobe Reader is in Protected Mode (Edit | Preferences | Security (Enhanced) | Enabled Protected Mode at Startup), you will not be able to save the file over the existing filename and will instead have to provide a new filename.

Then, simply return the marked up statement.
We often do quick, face-to-face meetings with our clients to update them on their matter's status. How can we do this virtually?
Many of the virtual conference applications that are used for larger meetings can be used for a one-on-one meeting. However, there are other video phone applications that are more individual focused, and may suit your client's better.
We have clients who need to sign documents, but our office is closed. Is there a way to do this digitally?
Absolutely. Using DocuSign (docusign.com) or similar applications allow users to securely receive documents, review them, and digitally sign them. The clients' electronic signatures are validated and then act just like a physical signature.
How can we send an email to all of our clients letting them know we are working remotely?
It is occasionally necessary to send an email to all of your clients, either directly or using a third-party communication system. Instructions for creating a list of clients' email addresses can be found in KB Article R11845, "Exporting Email Addresses from Tabs3 Software."

Best Practices

Every firm is different, so the different options provided above may work better for some than for others. However, here are some things to keep in mind when working remotely:

Be aware of sensitive information
In the office, you probably have secure folders for storing documents that contain contact information, financial data, and correspondence. If you are sending these to remote users via email, this security is lost. Instead, you can make sure to secure these using another method. For example:
  • PDF files can be password protected using Adobe Acrobat or similar PDF editing software
  • encrypted email clients, such as ProtonMail, are available for securely handling transmission of correspondence
  • local computer folders can be secured using BitLocker or similar encryption applications
  • always use a virtual private network (VPN) when opening a remote connection to your office
Limit access
If you meet in person, you likely put away sensitive documents and make sure visitors only see the documents you are preparing for them. However, it's easy to overlook this type of thing when working from home.
  • make sure files are put away before joining video conferences
  • only share pertinent documents with third parties, and make sure to note who had access and when
Mind the remote connection
When first using remote access, it is easy to fall into the thought that it replaces your local desktop. However, everything you see had to be sent across the internet, so watching videos, joining conference calls, or using processor-intensive applications will have a noticeable lag. Consider running these types of things from your local desktop instead, if possible. Note that some applications will provide licenses that allow you to install them on a second computer for the same user. If you have questions, check with your network administrator.

Additional resources for securing your information, in and out of the Tabs3 Software, can be found in KB Article R11717, "Security Resources."

Resources

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