Download v4 - Prevail

employees as you want in this section, even if you don’t have prevail licenses for all of them.
Prevail’s licensing structure doesn’t care how many employees you have entered into the system,
it cares how many you have logged in at any given time, so go ahead and add everybody. The
only required fields on this screen are employee type, login name and security level – but the
more information you have in here, the better. Remember that Prevail can merge just about
anything into documents, so if you want it to merge information about your employees (e.g.
doing a letter for a case manager’s signature) it has to have the information in there to merge.
Note: if the “employee is active” box isn’t checked in this setup screen, the employee’s name will
not show up as an option on login, calendar or task screens. Enter all required information for
the new user and click ‘Save’. To delete a user, highlight the user name in the list and click
‘Delete’. The employee types are up to you, but if you want a particular employee to be eligible
to receive automatic task and statute reminders, make sure the type includes the word “case
manager” (e.g. Attorney/Case Manager, Paralegal/Case Manager, Secretary/Case Manager).
Employee Preferences
When adding an employee you can set up their user preferences by clicking on the Employee
Preferences tab. Here you can define your calendar settings, specify your email client, and
choose a theme for your Prevail. The default preferences will generally do fine, but here you can
fine-tune things like calendar preferences (whose calendar to view as a default, time blocks,
auto-loading, etc.) on an employee-by-employee basis.
Removing Demo Data
Prevail comes pre-loaded with several sample, or test, matters in the system. You can use these
to learn your way around the system, and then close them after entering a few of your own.
Deleting matters from the Prevail system is a two-step process. You must first close a matter
before you can permanently delete it. This protects against matters being deleted accidentally.
DELETED MATTERS CANNOT BE RECOVERED.
To close a matter, first select the matter you wish to close, either by using the Search feature to
pull up the matter or by using the ‘Prev’ and ‘Next’ buttons to scroll through your open matters.
When you are in the matter to be closed, click on ‘File | Close Matter…’ You will be prompted to
confirm that you want to close the matter. Click ‘Yes’ at the prompt and you will then be asked
for the physical location of the file. This location refers to where you’ll be storing the actual
paper file associated with the matter, for example, “Box 11 in store room G”. For the purposes
of closing out our sample cases, you will leave this blank. Once you click ‘OK’ the matter will be
moved into the closed matters and you’ll be returned to Prevail.
The next step is to delete the matter you just closed from your closed matters database. To do
this, click on ‘File’ again, and then ‘Load Closed Matters…’ Prevail’s closed matter database looks
and acts almost identically to the open matters, except that the page headings now appear in red
and the title bar shows the date that the current matter was closed. Locate the file that you
want to delete and click on ‘File | Delete Matter…’ You will be asked to confirm that you want to
permanently delete the file. Click ‘Yes’ and the file will be deleted. When you are finished
working with your closed matters, select ‘File | Load Open Matters…’ to return to your open
matter database.
Configuring Email
Prevail will interface directly with any MAPI-compliant email program. There’s generally nothing
to configure – simply enter the email address under ‘Options & Settings | Email | Email Address’
and Prevail will find the appropriate MAPI profile and use it automatically. In this section you can
also configure your default email signature. If there is more than 1 MAPI profile installed on the
computer, you can choose from among them using the pull-down arrow. Note that OutlookExpress, AOL or any other web-based email client (e.g. Gmail, Yahoo, etc.) is NOT a MAPI-
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