Upgrading from Prevail 3 to Prevail 7
Contents
1. Outlook Sync Prevail 7 offers two options for running the Outlook Sync If you are running Microsoft Exchange the Server Sync gives you the ability to set up the Outlook Sync to sync on the server for specific users that you select This will constantly sync to Exchange allowing appointments to show up quickly on the device you re syncing with your calendar If you are not running Exchange you can still run the Outlook Sync locally on your computer We have enhanced the local version to compare Prevail user name computer name and network login improving the speed of the local sync Prevail QuickBooks Transfer Wizard Prevail 7 now integrates with QuickBooks eliminating dual data entry The Setup Wizards allow you to match Customers and Vendors as well as Items and Expense Accounts between Prevail and QuickBooks and the Transfer Wizards allow you to transfer items to be invoiced from Prevail to QuickBooks as well as transfer check requests from Prevail to QuickBooks and Upgrading from Prevail 3 to Prevail 7 Page 6 of 12 transfer payment information for both from QuickBooks to Prevail The Prevail QuickBooks Transfer Wizard is available at an additional one time cost of 695 00 plus technical support Server Lead Import If you are set up to import leads with any of our lead marketing partners www prevail net partners you can now have it continuously run on the server importing leads as soon as they are transferred from the lea2. a dramatically improved calendar It is fully graphical can display multiple user calendars side by side and can sync directly with Microsoft Outlook Now you can sync your PDA or smart phone with Prevail by using Outlook as the go between Merge Documents Prevail 7 has a new vastly improved merge engine which can merge the same document to multiple Rolodex entries within a case e g request medical records from all providers simultaneously or send a letter to all counsel of record simultaneously It now uses plain language field codes and the documents are much easier to set up Creating Merge Document Templates from Adobe PDF Documents In Prevail 7 if you have Adobe Acrobat 9 0 or later Standard or Professional or Adobe Acrobat 7 0 8 0 or later Professional software installed on your computer you can create merge document templates from Adobe PDF documents Previously you were only able to create templates from Microsoft Word or Corel WordPerfect files Note In order for a user to be able to merge using the Acrobat templates that user s PC must also have Adobe Acrobat 9 0 Standard or Professional or Adobe Acrobat 7 0 8 0 Professional software installed Appearance If you don t like the way Prevail looks change it Prevail 7 allows users to customize their Prevail with preset skins You can choose a single skin or set Prevail to choose a different skin at random each time you log in Prevail 7 also allows users to change
3. ability to create Work Groups with their own security settings You have the ability to limit access to specific areas of Prevail based on Employee type as well as grant access to Questionnaire Process Ledger Document Merge and Reports based on the Employee type Passwords are now mandatory for all users We ve also added a Login Time Out that closes the login screen if you don t enter a username and password within one minute and a Prevail Lock that locks Prevail if you ve been idle for 15 minutes and requires you to re enter your password when you return Enhanced Control Panel The Prevail Control Panel has been updated to include the ability to disconnect users from Prevail and the Advantage Database Server directly through the Control Panel saving you time when you want to run an update and realize users have left themselves logged in The Control Panel also now shows you when your users logged into Prevail how long they ve been logged in and which Prevail programs they re running Help About Clicking on Help About in Prevail 7 will now display pertinent information about your database including number of open and closed Matters and Prospects number of Advantage Database Server licenses and when your last Pack and Reindex was performed Data Archive The Data Archive feature removes Matters from the database that have been closed for a selected amount of time to an archived location Archived Matters can be reactivated as needed
4. apply Upgrading to v 7 will not automatically add any new law types into your system However we have a number of pre defined layouts available for a fee of 75 00 per law type that can be imported into Prevail 7 at the time of your conversion Available Law Type Layouts are Bankruptcy Credit Side Bankruptcy Debtor Side Collections Criminal Defense Estate Planning Family Law Loan Modification Foreclosure Defense Long Term Disability Social Security Veterans Administration Workers Compensation Immigration Miscellaneous Personal Injury and Probate Home Tab Prevail 7 includes a Home tab which contains the following features e My Statute List a list of upcoming statute of limitations dates on matters in which you are the case manager or lead attorney e My Messages a message center that allows Prevail users in your firm to send messages to each other e My Upcoming Appointments 7 Days a chronological list of your upcoming appointments for the next seven days e My Upcoming Tasks 7 Days a chronological by due date list of your upcoming tasks where the start date is within the next seven days No more Update button The Update button is no longer necessary so we got rid of it If you want to change something on a page simply start typing in the desired field You will be placed in the update mode automatically and the screen color will change to make it obvious To save your changes click on Sa
5. ll be converted into the New Merge in Prevail 7 However they will most likely need some manual fine tuning Prevail 7 contains a separate newer merge engine that is faster and easier and has increased functionality over the old merge If you are using WordPerfect you must have at least v 10 x or higher with all service packs installed Also with WordPerfect keyboard prompts that are in your documents will not convert Therefore you may need to modify some of your New Merge documents and add our new Insert feature Instructions for setting up your documents for use in the New Merge are included in the Prevail User Manual Q What happens to my Prevail 3 data when I upgrade A It will be converted into Prevail 7 format It ll look different and be arranged a little differently but everything will be there The data conversion isn t magic it s a program which must be set up and run at a time when nobody is in Prevail It takes about 1 minute per case for the program to run THIS IS IMPORTANT If you ve got 1000 cases in Prevail the program could take as much as 1000 minutes about 16 hours It probably won t take nearly that long but a lot of things affect the speed at which it runs so you have to think in terms of worst case scenario when scheduling your conversion If your caseload is large it makes the most sense to schedule your upgrade over a weekend If it s very large you can ONLY run the conversion over a weekend s
6. UPGRADING FROM PREVAIL 3 TO PREVAIL 7 Prevail 7 is a completely new version of Prevail It has been re written from the ground up so it IS NOT an update to Prevail 3 it is a completely different program Prevail 7 does everything version 3 does and more but it doesn t necessarily do things the same way Below is a partial list of the differences between the two programs Please use this information to help you make the decision whether or not converting to Prevail 7 is the right choice for your firm Matter Based Prevail 3 is Client based That is you put a client into the system and everything you do with that client is self contained You are also limited to a single plaintiff in a case so if you have more than one plaintiff in a case you have to create multiple cases Prevail 7 is Matter based Once a matter i e a single case has been created any number of parties of any type can be attached to it from the Rolodex This allows you to attach multiple plaintiffs to a single matter Centralized Rolodex The Rolodex is now the backbone of Prevail The Rolodex in Prevail 3 was designed for additional non case specific names and numbers and information contained in that Rolodex could not be included in cases or merged into documents therefore most users never bothered with it at all In Prevail 7 ALL related parties for each matter are attached from the Rolodex Once a party has been entered into the Rolodex it can be a
7. aining requirement is twelve 12 hours online training at a cost of 1500 00 four 4 hours to be used for pre training and eight 8 hours immediately following the upgrade Unless your staff is very computer savvy or if you have a large number of users you may well need more than that Additional online training can be purchased for 125 per hour If you have more than 10 Prevail users you ll want to strongly consider onsite training 1 500 00 per day plus travel expenses Q Do I need anything else to upgrade A Possibly If you re not already running the Advantage Database Server ADS which was strongly recommended in version 3 for 10 users and above you ll need to purchase it before upgrading to Prevail 7 If you are running ADS v 5 x 6 x or 7 x you ll need to purchase an upgrade to ADS v 11 x ADS is a 3 party product which enhances database speed and data integrity It was optional for version 3 installations but is MANDATORY for all multi user network installations of Prevail 7 it s still not required for single user single computer installations It may also be necessary to update some or all of your hardware Please review the System Requirements page at the end of this document to determine if your current hardware meets the minimum specifications for running Prevail 7 Upgrading from Prevail 3 to Prevail 7 Page 8 of 12 Q What will happen to the merge documents I already set up in Prevail 3 A They
8. d marketing program Upgrading from Prevail 3 to Prevail 7 Page 7 of 12 FREQUENTLY ASKED QUESTIONS Q Do I have to upgrade A No The upgrade is completely optional You only upgrade if you want to If you re averse to change in love with version 3 or can t think of anything else you want it to do feel free to stay put with what you ve got We plan on continuing support of Prevail 3 for as long as we have clients using it Q Why would I want to upgrade then A Because of improved functionality and continued development Prevail 7 is much more powerful than version 3 It is also being continually upgraded Version 3 is no longer being updated for any reason If you re running version 3 the only updates you can get are new forms and reports Prevail 7 on the other hand is being constantly updated and improved Q Do I need a support agreement in place to upgrade A YES The upgrade is included with all Premium support agreements If you don t have a Premium support agreement currently in place you re not entitled to upgrade If your support agreement has lapsed now is a good time to renew it If you don t know the status of your support agreement contact PTI at 407 228 4400 Q Will I need training A YES Training is mandatory Prevail 7 is a whole new program and is considerably more sophisticated and complex than version 3 YOU WILL NEED TO BUY SOME TRAINING OR YOU LL BE COMPLETELY LOST The minimum tr
9. e or view any case where that entry is already attached Assignment of SSA Offices In Prevail 3 SSA Offices ALJ s etc were automatically assigned from a pre defined database from the SSA Since that database has not been kept current our users were frequently running into problems with offices having incorrect addresses or not existing in the database at all In Prevail 7 the office assignment function learns from the user Instead of pulling from an outdated database offices must be attached manually by the user once per zip code and after that Prevail will automatically attach that office to any additional Claimants entered with the same zip code User Settings When checked the Button Tips feature allows you to hover over any button in Prevail to display the button s use A Spell Check feature has been added for all note fields within Prevail 7 We ve also added the ability to set Appointment Reminders and even 2nd Appointment Reminders Just select your default reminder time s in your User Settings You can also control Upgrading from Prevail 3 to Prevail 7 Page 5 of 12 how your Messages appear in Prevail from where on the screen they pop up to how long they appear All messages appear on your Home tab until you delete them Prevail 7 also allows users to set up their own Prevail shortcuts Security Setup In Prevail 7 we ve encrypted the database and significantly beefed up the security settings We ve also added the
10. e to do any necessary clean up on them before your go live date More information about the Test Upgrade will be provided to you at such time as you decide to proceed with a 3 to 7 conversion CONVERTING FROM PREVAIL 3 TO VERSION 7 IS A DECISION THAT SHOULD NOT BE TAKEN LIGHTLY If after reading this document you are interested in learning more about Prevail 7 you should take advantage of our remote demo server The demo version is a fully functioning copy of Prevail 7 and is available 24 7 for your convenience To access the demo server Go to your Windows Start Menu and select Run Enter mstsc which will activate Remote Desktop Connection When prompted to enter the computer name enter demo prevail net When prompted enter User Name prevail7 When prompted enter Password tryprevail When the Prevail 7 login screen appears select the user SAMPLE from the drop down list and enter password Prevail1234 Click on the arrow to the right of the password field to load Prevail Please take all the time you need to thoroughly explore Prevail 7 If you have any questions or would like to take the next step towards upgrading your Prevail system please contact Ginger Shoemate at 407 367 7912 or by email at upgrades prevail net Upgrading from Prevail 3 to Prevail 7 Page 11 of 12 PREVAIL 7 SYSTEM REQUIREMENTS The minimum requirements shown below are the bare minimum specifications to run Prevail Depending on your particular speed pref
11. erences these requirements may not produce the most sufficient working environment for you The recommended requirements are what we recommend as proficient for running Prevail If the performance under any of these conditions is not to your liking consider upgrading your hardware The following are the minimum and recommended specifications for server and workstations on which you plan to install Prevail Minimum Specification Recommended Specification Windows 2003 Novell 4 xx A virtualized server is not recommended to ensure a maximum level of performance Windows 2003 2008 family of server operating systems 32 bit or 64 bit x Pentium 4 or higher 1 GHz or higher Dual or Quad Core 1 GB RAM 2 GB RAM or higher 64 bit O S compatibility gt 4gb limit aa ea dah ack aE 80 GB available space usage varies considerably by the size of the W e oe available space law office w disk fault tolerance RAID 5 or 6 IP v4 Standard Windows network file sharing IP v4 Standard Windows network file sharing 100MBit NIC 1GBit NIC Windows Vista 7 8 32 bit or 64 bit Windows Vista 7 8 Fully service packed DN A Pentium 4 Pentium 4 Xeon i3 i5 i7 Dual Quad Core or better 1 GB RAM 1 GB RAM s lgb free Disk Space Greater than 10gb Disk Space 2 Application must run in at least 16 bit High Color mode 32 bit Highest Quality color mode a4 i Fi ire 5 100MBit NIC WiFi ne
12. forms or other applications we recommend for optimum performance that a dedicated Prevail server is introduced Upgrading from Prevail 3 to Prevail 7 Page 12 of 12
13. go A The Chat feature has been replaced by the Message Center This will be beneficial for those clients that use Prevail through Terminal Server The Message Center is fully functional through Terminal Server whereas the Chat was not Q If I have two separate Prevail databases can I convert them both A If you have purchased two separate installations of Prevail then yes those databases can both be upgraded They will remain separate databases However if you have purchased only one copy of the Prevail software the act of running multiple databases is a clear violation of your software licensing agreement If you are illegally running more than one installation of Prevail and would like to upgrade to Prevail 7 you will be required to choose ONE database to upgrade PTI will not be held responsible for any data from additional databases And under no circumstances will we append multiple databases together that are being run in violation of your software licensing agreement Q What is my responsibility during the conversion process A Your primary responsibility during your conversion will be to install the Prevail 7 Client on all of your workstations Because we run the conversion remotely we do not have access to each of your workstations More information about this will be provided after your conversion is scheduled During the upgrade we will share out your data folder but it will be up to your Network Administrator to verify tha
14. how buttons and toolbars are displayed Searching Prevail 7 has a built in Power Search feature which allows you to search across the entire database for any given text string and date range as well as a Combined Search that allows you to search Matters and the Rolodex at the same time Intake Questionnaires Prevail 7 allows you to create custom intake questionnaires After you ve set up your script of questions your staff can initiate the questionnaire any time a new prospect calls your office When the questionnaire is completed Prevail will automatically create a new prospect or active matter for you create all necessary Rolodex entries attach parties to the prospect matter where appropriate and populate fields as directed in the questionnaire setup The entire questionnaire including all questions and the caller s responses are saved as a text file on the History tab Upgrading from Prevail 3 to Prevail 7 Page 4 of 12 You may set up a questionnaire for each of your case types within Prevail Or you can set up a generic questionnaire to use for all cases of a certain law type for example you could have an intake questionnaire that applies to all Personal Injury matters or have a separate questionnaire to use in motor vehicle accident cases dog bite cases etc Time Date Stamp of Creation and Modifications On many windows within Prevail 7 you will now see when an entry was created and when it was last modified and
15. ical bills In Prevail 7 we ve added automatic summation of all damages as well as the ability to track payment history and calculate the outstanding balance of each bill automatically Combined Time Costs amp Fees In Prevail 3 Time Costs and Fees are on separate tabs In Prevail 7 they re combined on a single page called Ledger You can instantly separate them out if you want or you can print reports that include time and costs on a single printout for billing purposes The Ledger also gives you a place to track Fees Scanning Files and Folders Directly to the Medical and Ledger Tabs In Prevail 3 you are only able to scan documents into Prevail via the History tab With Prevail 7 you can scan files or entire folders directly to the Medical and Ledger entries and view those attachments directly from the Medical or Ledger tabs Photo Tab The Photo tab makes it easy for you to attach as many photos as you like to a matter as well as add notes to each photo Notes Tab The Notes tab holds all notes that have been entered on the History tab This makes it easier to see just notes entered all in one location instead of having to filter through the other History types History Page The History page in Prevail 3 is strictly for documents sent and received You can if desired configure the Case Notes feature to be a catch all that automatically captures time and document entries In Prevail 7 it s the History page that can be c
16. ince the conversion may take more than 24 hours to run Once it starts you can t get into EITHER version of Prevail until it finishes Plan your upgrade accordingly Rule 1 Garbage in garbage out It is extremely important to understand that the conversion is not magic If you ve misspelled your client s name in Prevail 3 it will be misspelled in Prevail 7 If you ve got the wrong address for a given party in Prevail 3 it will be wrong in Prevail 7 If you are misusing fields in Prevail 3 e g using the address line two field to store additional phone numbers for your client the conversion will not magically put the information in the correct field in Prevail 7 The conversion program will put the data into the same respective place it was at in Prevail 3 The responsibility for correcting errors in your data or in the way you re entering the data into Prevail is yours Q Will I lose anything in the transition A Yes If you have custom designed reports in Prevail 3 they will no longer work Prevail 7 has its own reporter program with a completely different set of reports For the most part any report that existed for Prevail 3 will have something roughly the same in Prevail 7 There are over a hundred reports already included in Prevail 7 If you want something we don t already have you get five free custom designed reports with your Premium support renewal You can use those for any reports you had for Prevail 3 which might n
17. onfigured to be the catch all journal of EVERYTHING that s ever occurred in a case documents time entries appointments tasks scheduled tasks completed reviews etc These entries can now be sorted filtered searched or grouped by any criteria The History category list and about a dozen others is Administrator definable This allows you to easily categorize your data using your preferred terminology Prevail 7 also has the ability to use your network scanner to scan documents directly to History You can attach entire folders of files to a single History entry including multiple documents to the same entry If you re using Microsoft Outlook or any other MAPI compliant email program you can attach sent or received emails directly to Matter History Upgrading from Prevail 3 to Prevail 7 Page 3 of 12 Client Package The Prevail Client Package is a feature that was developed to allow you to export all the information from a single matter into a self contained PDF file With Client Package PDFs there is no internet connection needed or the need to have Prevail installed to be able to view a Client s Matter Once a Client s Matter has been created into PDF you gain all of the access and freedom that comes with having this format Save the PDF to a portable storage device and take it with you to a hearing Email the PDF to a consulting expert or attorney for quick correspondence or quick comparisons Calendar Prevail 7 has
18. ot be in Prevail 7 User passwords do not convert Most of our Prevail 3 users don t even bother with passwords but passwords are mandatory in Prevail 7 so whether you had them or not in Prevail 3 you will need to create new ones in Prevail 7 Also all users will convert with Administrator level security You should strongly consider restricting administrator access to just a select few users Q Where did the option to Clone go A The Clone button is not used in Prevail 7 If you have multiple cases for a client they only need to be in the rolodex once Once a party is in the rolodex you can create as many matters are Upgrading from Prevail 3 to Prevail 7 Page 9 of 12 you need for that party Medical and Employment information follow the person so all matters you create for the same person will display those items Q Where did the Notes button go A The Notes button is not used in Prevail 7 Your notes will be converted to a history entry and going forward you will enter all notes as individual entries on the history tab Your notes currently are stored in a text file with formatting that is not seen in Prevail When the notes are converted to Prevail 7 you will see those formatting codes The only way to remove those formatting codes is to have someone from your office remove them out of the history entry after the upgrade You will no longer have the ability to change the font or to bold in Notes Q Where did the Chat feature
19. t users have the proper permissions to the data folder If your office is installing a new server it is YOUR responsibility to move the data either prior or after the upgrade PTI is not responsible for any type of data move Remote access to your server is required for the conversion We will need to have administrative permissions on the server We will also need to have the word processor that is used in Prevail installed on the server for the document conversion The remote access information needs to be provided to us one week prior to the conversion date or the conversion will be rescheduled Most importantly your staff will need to remember that once the conversion process has begun no one will be permitted to access either version of Prevail under ANY circumstances until instructed to do so by PTI Once the conversion process has completed you will no longer have access to your previous installation of Prevail Upgrading from Prevail 3 to Prevail 7 Page 10 of 12 Test Upgrade A test upgrade will be run on a copy of your Prevail 3 data a minimum of one 1 month prior to your live upgrade To assist with this you or your IT person will need to make a copy of your entire Prevail database and allow us remote access to its location Running a test conversion not only helps us discover any issues we may encounter with the live conversion but also allows us to convert your existing documents ahead of the live conversion giving you ample tim
20. ttached to any number of matters in any capacity without being re entered You can change Rolodex information anywhere you see it on the screen and instantly update all matters to which that Rolodex record is attached Speed Because of the dramatic increases in functionality and number of fields of information stored within Prevail 7 will run slower than Prevail 3 when saving searching or moving between screens To offset this loss of speed we have added a number of productivity tools to help you move around the system more efficiently and do less searching The Matters search allows you to search all Matters amp Prospects Open amp Closed and use multiple filters The Rolodex search lets you quickly find anyone in your database amp instantly see a list of all matters to which that person is attached You can jump directly to the matter from there if you wish The Most Recent Used list displays the eight most recently viewed matters so you can jump quickly between them without having to take time out to search There is also a Go to Matter button in every appointment or task that allows the user to jump straight from the calendar to the matter an item is associated with Upgrading from Prevail 3 to Prevail 7 Page 1 of 12 Definability Older versions of Prevail had fixed fields and fixed pages Prevail 7 can be customized by PTI to handle any type of law each with its own personalized screens and fields some development costs may
21. tworks are not recommended to ensure a 100MBit NIC Gigabit wired maximum level of performance Microsoft Word 2003 2007 2010 Microsoft Office 2010 32 bit only or Corel WordPerfect 10 X5 Microsoft Word 2007 2010 Office 2010 32 bit only or Corel WordPerfect x3 x5 Fully service packed Screen Resolution 1024 x 768 Screen Resolution 1024 x 768 or higher REQUIREMENTS FOR DOCUMENT MERGE Corel Word Perfect Version 10x or Higher Microsoft Word 2003 or later Microsoft Office 2010 2013 Full install only Click to Run edition NOT supported REQUIREMENTS FOR EMAIL INTEGRATION Microsoft Outlook 2003 2007 2010 2013 32 bit only In order to be able to scan directly into Prevail you will need a scanner that is TWAIN compatible with the appropriate drivers installed Please contact your Network Administrator for assistance to confirm compatibility For remote access to Prevail we recommend using a Terminal Server connection Due to network latency issues a VPN connection is not acceptable for providing adequate remote access Microsoft Outlook 2003 2007 2010 32 bit is required for providing full email functionality within Prevail The Click To Run edition of Microsoft Office is not compatible and must be replaced with the full retail version of the product usually at no additional charge from Microsoft x Whereas the Prevail Server components can co exist with other database plat
22. ve If no change is desired just click the Cancel button Events Page Prevail now has an Events page for each of your matters This page lists all appointments scheduled for the current case Any appointment scheduled for a case on anybody s calendar gets copied onto the events page automatically The events page also shows all outstanding tasks and approaching deadlines for the case regardless of which user in the firm is responsible for them Definable Processes Prevail 3 has a definable claims tracking process for Social Security cases that allows the end user to track case related events and automatically set reminders according to rules defined by the end user In Prevail 7 ALL law types have that capability You can display the current Claim Process Step on the Matter screen and if you have multiple claims processes running concurrently you ll see the current step for each on the Matter screen Upgrading from Prevail 3 to Prevail 7 Page 2 of 12 New Negotiations Page with Liens Prevail 3 only includes single fields for last demand and last offer information Prevail 7 has an entire Negotiations page that lets you keep a complete chronology of all demands and offers with unlimited notes on each entry It also contains a separate section to enter liens Enhanced Damages Page The Damages page in Prevail 3 is somewhat limited it lacks the ability to do real time calculations and track insurance payments against outstanding med
23. who modified it Connector The Connector allows for faster more efficient data entry and retrieval You can record multiple actions from one entry window and the items will remain connected For example create an appointment add a time record add a task make a note attach a document Now all of those items remain connected So if you open any one of them you see and have direct access to the others Email The e mail tool in Prevail allows you to initiate an e mail to any other user in your firm who has an e mail address entered in the Employee Setup or to any contact attached to a Prospect or Matter who has an e mail address entered in his or her Rolodex E Mail field via a drop down list or to free type an email address that is not stored in Prevail The e mail feature also allows you to scan for replies to e mails you previously generated through Prevail If any replies are found Prevail can automatically attach them to the History tab for the matter to which they are related You can also determine the default font font color and font size for your email as well as include an Email Signature Multiple Sticky Notes Prevail 3 only allows you to attach a single Sticky Note to a case Prevail 7 allows you to attach as many Sticky Notes as you like to any given matter You can also add them to Rolodex entries in general so that other users will see your sticky note if they attempt to view edit or attach that Rolodex entry to any cas
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