Version 14.3 Update Procedures

Last reviewed: 05/14/2009
Article ID: R11195

The information in this article applies to:

Summary

The Version 14.3 update is provided as a downloadable update at www.tabs3.com/support/update/v143update.html. This document includes information regarding the Version 14.3 update that will be helpful when beginning to use Version 14.3. Various procedures are included to help familiarize you with the features you may need to know about, thus providing a quick introduction to Version 14.3. Although the Version 14.3 What's New List itemizes all of the features added to the software, this document helps you identify the features you may need to be aware of in order to take advantage of the improved functionality.

Contents

Starting Tabs3 the First Time

Printable Entry Lists

PracticeMaster Considerations

New Columns in Outlook

E-mail Enhancements

STI Server & Client Server Versions

HotBackup

Frequently Asked Questions

Starting Tabs3 the First Time

When updating from Version 14.1 (as opposed to Version 14.2), after downloading and installing Version 14.3, the file structure for the new GLS configuration options needs to be updated. When Tabs3 is started for the first time, a manager must log in and the following message will be displayed indicating the System Files need to be updated.

Tabs3 System Files need to be updated before continuing. 
System files can only be updated by a manager. 
Update files at this time?

Clicking Yes will update the files. However, if Tabs3 is started by a non-manager, clicking Yes will display the following message. 

Access Denied.

Once the update has completed, the following message will be displayed. 

Update completed successfully.

Printable Entry Lists

You can now print data entry lists shown at the bottom of the following data entry windows:

To view a Tabs3 Fee Entry List

  1. Start Tabs3.
  2. From the File menu, point to Open and select Fee.
  3. If the Fee Entry List is not shown at the bottom of the window, press Alt+G.
  4. Press Alt+O to open the Fee View Options window.
  5. Select the desired options to populate the list and click OK.
  6. Click the Print List button shown at the top of the Fee Entry List.
  7. A Print dialog box will be displayed allowing you to print, preview, or save the list to a file or the DropBox.

PracticeMaster E-Mail Considerations

As shown in the Version 14.3 What's New List, several enhancements have been made to PracticeMaster e-mail integration. The following items require some configuration before they can be used.

New Columns in Outlook

Each user that uses the Outlook Plug-In or integrates with PracticeMaster E-Mail via Outlook will want to add the new user-defined columns to Outlook.

To display the columns in Outlook
  1. Before you can add the columns to Outlook, you must first convert any e-mail message to a journal, calendar, or fee record using Version 14.3. This step must be performed in order for the user-defined fields to be available in Outlook.
  2. From Outlook open your Inbox (or other folder).
  3. Use one of the following methods to open the Customize View window:
  4. From the Customize View window, click Fields.
  5. Under Select available fields from, click the drop-down button and select User-defined fields in Inbox. (Note: The text "Inbox" will be different when customizing a folder other than the Inbox.)
  6. In the Available fields list, double-click JournalPM, CalendarPM, and FeePM (or any combination thereof) to move the fields to the Show these fields in this order list.
    (Note: If the JournalPM, CalendarPM, and FeePM fields are not shown in the list, you must cancel out of the Customize View process. You must then use the Create Journal Record, Create Calendar Record, or Create Fee Record option once in order for PracticeMaster to add the user-defined fields to the Outlook e-mail data structure. After you have done this, you can restart this procedure and the fields will be in the list.
  7. Arrange these fields as desired by selecting the field in the Show these fields in this order list and using the Move Up and Move Down buttons. We recommend the fields be positioned after the Attachment field and before the From field. (Tip: Although the fields can be placed in any order, if using PracticeMaster E-Mail, you may want to order the columns as J, C, F to mirror the column order in PracticeMaster.)
  8. Click OK to close the Show Fields window.
  9. Click OK to close the Customize View window.
  10. You will now see these columns in the folder. We recommend resizing the columns so that only the first letter of the column is displayed. This minimizes the amount of horizontal space used, yet retains the functionality of the fields.
  11. Repeat steps 1 through 10 for any other E-mail folder in which you want the columns shown, such as Sent Items.

Version 14.2 and Earlier Note: E-mail messages for which journal, calendar, or fee records were created in Version 14.2 or earlier will not show the associated indicators.

New Default for Converting E-mail to Calendar Records

When converting e-mail messages to calendar records, you can now define a default calendar code. For example, you may want the majority of the calendar records created from e-mail messages to be saved as events instead of tasks. By specifying a default calendar code that is an event, this will automatically be set. Some firms will define a special calendar code for converting e-mail records. This default setting can be defined in E-mail Preferences.

To Specify a Default Calendar Code

  1. From the PracticeMaster Maintenance menu:
  2. Point to Integration and select Toolbar Plug-Ins.
       ...or...
    Point to Preferences and select E-mail Preferences.  
  3. Under Creating Records, specify the desired Default Calendar Code.

Client Server Version & STI Server

Client Server Version software has several new features available including HotBackup and Accelerators for Tabs3 & PracticeMaster. A QuickStart instruction sheet is included with all Client Server Version updates and can be used for installation procedures. Once installed, we recommend that your network administrator configure the following:

HotBackup Configuration

To configure HotBackup

  1. Start System Configuration.
  2. From the Client/Server menu, select Client Server Configuration.
  3. From the HotBackup Schedule tab, click the Schedule Recurring HotBackups button to add scheduled backups as desired. This schedule can be modified at any time.
  4. After the desired HotBackups have been scheduled, click HotBackup Notification. We recommend that you configure the HotBackup Notification to send an e-mail to the appropriate personnel in the event a HotBackup fails. If you want e-mails sent when a HotBackup has failed and/or succeeded, do the following:
    1. Select the Enable HotBackup E-mail Notification check box.
    2. Click the Configure E-mail Server button. The settings in the Configure E-mail Server window will be similar to the settings found in PracticeMaster in Maintenance | Preferences | E-mail Preferences | SMTP. KB Article R11032 includes additional details that you may find useful regarding how to configure an SMTP server.
    3. Click the Add New Message button.
    4. In the Message Type field, select Failure or Success to indicate the type of notification message you are adding.
    5. Specify the desired recipients in the To: field and make any other desired changes.
    6. Click OK.
    7. Repeat steps c through f for each e-mail notification you want sent.
  5. Click the HotBackup Folder tab.
  6. Specify the desired location for your HotBackups in the HotBackup Folder field.
  7. Next, specify the number of HotBackups to keep. Keep in mind that each HotBackup retained takes up the same amount of disk space required for all data files.
  8. Click Director Configuration.
  9. Make note of the ports specified. You will need to verify that these ports are not blocked by a firewall. If the ports are blocked, they must be opened to permit communications between server and client software. KB Article R11197, Opening Ports in Windows Firewall, will be helpful for firms whose servers use Windows Firewall.

Knowledge Base Article R11213, Backup Strategy, includes information regarding strategies for HotBackup as well as third-party backups.

Frequently Asked Questions

Where can I enable the Outlook Toolbar in PracticeMaster Version 14.3?
From the Maintenance menu, point to Integration and then select ToolBar Plug-ins. In the Toolbar Plug-ins window, select the Outlook tab, and then click Install Outlook Plug-in. You will receive a message to restart Outlook for the changes to take effect. Close Outlook and restart it, and the Outlook toolbar will appear.


How do I make the new Fee, Journal, and Calendar columns appear in Outlook's Inbox pane?
Accomplishing this is a fairly simple process once you know where to look. For step by step procedures instructions on how to display these columns, see the New Columns in Outlook section.


How do I use the new Print Entry Lists feature?
From any of the data entry windows (i.e., Fee, Cost or Payment), press Ctrl+E. There is also a Print Entry List icon near the view options icon in the Entry list pane that will allow you to print the entry list.
For step by step procedures, see the Printable Entry Lists section.

Where is my HotBackup?
HotBackup functionality is only provided in the Version 14.3 Client Server Version (CSV). If you are using a Single or Multi-User license, HotBackup is not an included feature and the back up and restore data file functionality is the same as version 14.2.
Client Server Versions of Tabs3, Tabs3 financials, and PracticeMaster will find HotBackup by clicking on the File menu option and selecting HotBackup. The Task Folder's Back Up and Restore Data Files icons have not changed, but they now start and restore HotBackups in Version 14.3 CSV.


Version 14.1 Users

If updating from Version 14.1, we recommend also reviewing the information in R11173 - Version 14.2 Update Procedures. This article introduces new features that were added in Version 14.2.

Reference

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