Copyright©2017–Kemp’sCaseWorks,Inc.

Kemp’sCaseWorks,Inc.

PBIEmailNoticeSystemVersion2

Overview........................................................................................................................................3Setup..............................................................................................................................................4PBIWebPortalSetup.................................................................................................................4PBIEmailNoticeSystemSetup...................................................................................................4Development/ProductionSettings.........................................................................................5Test.........................................................................................................................................5Standard/DigestEmailSettings..............................................................................................6CaseSpecific/Out-of-bandEmailSettings..............................................................................7

UpdateNoticeSettings..............................................................................................................7WaitingCasesEmailProcessing...................................................................................................11Out-of-bandEmailProcessing......................................................................................................11Emails...........................................................................................................................................12Requirements...............................................................................................................................14ChangeList...................................................................................................................................15

OverviewThe PBI Email Notice System is an optional, automated system that sends emails to PBIattorneys. The firstpartof the systemnotifies attorneysof casesawaitingassignment. Thesecondpartofthesystemnotifiesattorneysoftheneedforupdatestocases.In the first portion, the system sends emails notifying the attorneys of cases waiting foracceptanceonthePBIWebPortal.Itsendsadigestemail—anemailthathasalistofcasesthatareselectedusingtheattorney’spreferredgeographicalareaandlegalsubjects.The attorney may choose the frequency of those emails using preferences in the PBI WebPortal. Emailscanbesentdaily,weekly,ormonthly. Thesystemtracksthe lastdigestemailsent to the attorney anddoes not send another until the selected time. The email only liststhosecasesavailableatthetimetheemailissent.Relatedtothewaitingcasesemail, thesystemcanalsosend“out-of-band”emails. Inaclientrecordthathasapressingdeadlineorareanemergency,staffcanchoosetosendan“out-of-band”emailrelatedtothatsingleclientrecord.Thesespecialemailsareonlysenttoattorneyswhohavepreferencesmatchingthecase’s typeand location.Theyaresent regardlessof thelawyer’s preferences for receiving digest emails. So, even though an attorney should notreceiveadigestemailuntilthefollowingmonth,thisemailwillstillbesentimmediately.Thesecondpartofthesystemsendsemailstoattorneyswhenacasehasnotreceivedupdateinformationforaperiodoftime. Mostorganizationshavepoliciesthatrequiresomeformofcaseupdateonaschedule,forexampleevery60days.Thishelpskeepacasefrombecomingstale and also ensures timely closure. Some organizations use PBI Time, Case Notes, orCompensated Slips to track the last update. The system may be set to send emails asfrequentlyasweekly.Emails frombothportionsof thesystemare tracked in twoways. First, the lawyer’scontactinformationgetsanentryshowingthatthelawyerwassentanemailaboutthecase.Second,within thecase itself,anentry ismade in theemail table showing theemailwas sent to theattorneyaboutthecase.Eachportionof the systemhas a “test”mode. This allows you to setup and test the systemwithout generating a large number of emails to attorneys. You can also completely disableeitherorbothportionsofthesystemfromwithinPrime.

SetupPBIWebPortalSetupThe systemworkswith the PBIWeb Portal. That portalmust have the appropriate settingsmade,especiallywithregardtotheemailfacilityusedtosendnotificationemails:

Theemail settingshereareused to sendemail toPBI lawyersaswell as sendnotification tostaffintheeventofaproblem.Thesesettingsmustbecorrectandworkingforthesystemtobeabletosendemail.PBIEmailNoticeSystemSetupThe PBI Email Notice System has a separate set of settings. These include the informationaboutthePBIportallocationandname:

Thebaseaddressshouldpointtotheplainwebaddressthatusersuseoutsidetheorganization.So,ifyouwouldtellthemtogoto“https://pbiportal.organization.org”,that’stheaddressthatshouldbeenteredhere.Thenameoftheportalshouldincludeyourorganization’snameand“PBIEmailNoticePortal”,orsomethinglikethat.Thisinformationisusedtosendnotifications

of problems in the system. This immediately informs you which system has experienced aproblem.Development/ProductionSettingsYou can disable the case email feature by checking the “Disable the Email Case Notices”checkbox.Thisdisablesthenormalemailstoattorneysaswellasthetestsystem.Noemailswillbesentout.Youhavetheabilitytoputthesystemintotest/developmentmode:

Whenchecked,thesystemwillonlysendemailtothetestlawyeremailaddressshown.Thatmeans the attorney in the systemwith that email address (hopefully a test lawyer account)mustmeetalltherequirementstobesentanemail:

onpanel,anemailaddress,subjectsandcountiesentered,usernameforthePBIWebPortal,notoptedoutfromanyemails,andthecountyandsubjectmustmatchacasethatiswaitingforassignment.

TestTestemails(eitherstandard/digestorcasespecific/out-of-band)maybesent:

Thewebaddressesallow the frontend to trigger theautomated system. Fora case-specificemail, you must enter a valid case number. Again, that case must fit the appropriaterequirements:waitingcasetype,open,etc.Testemailsareonlysenttothetestemailaddress.Standard/DigestEmailSettingsYoucanchangethewordingusedinthedigestemail:

The standard email setup is shown, starting with the email subject. Items that are notchangeableareshowninsquarebrackets.EmailsaresentinHTMLformatandshouldincludeappropriateHTMLformattingmarks(e.g.,<p>).CaseSpecific/Out-of-bandEmailSettingsYoucanchangethewordingusedintheout-of-bandemails:

Thestandardemailmessagesetupisshown,startingwiththeemailsubject.Itemsthatarenotchangeableareshowninsquarebrackets.EmailsaresentinHTMLformatandshouldincludeappropriateHTMLformattingmarks(e.g.,<p>).UpdateNoticeSettingsTheUpdateNoticeportionofthesystemhasaseparatesetofsettings.GeneralSettingsWithinthe“UpdateNoticeSettings”tab,youmayselectwhethertodisabletheupdateemails.Whenthesystemistriggered,ifitissettodisabled,noemailswillbesent.Youmayalsoselectwhether the update emails adhere to the attorney’s decision to opt-out of emails. If thischeckbox is leftblank, attorneyswill receiveupdatenoticeswhether theyhaveoptedoutofemailsornot.Yourorganizationmaychoosewhatcliententriestousetodeterminethelasttimeacasewasupdated.Youroptionsare(1)PBITimeSlipentries,(2)Compensatedentries,or(3)Casenoteentriesmadebyaparticular staffnumber. When thesystemruns, itwill compare the items

selectedagainstthedaterangeenteredtodeterminewhetheranupdateemailshouldbesent.Anyoneormoreofthesethreeitemsmaybeselectedforuse.Therearethreereminderperiodsthatmaybeset. Eachsuccessiveremindershouldhave itsperiodsettoahighernumberofdaysthentheprior.So,forexample,thefirstremindermightbe sentwhen a case hasn’t been updated for 60 days. A casemight fallwithin the secondreminder set when it hasn’t been updated for 90 days. Then it would fall into the thirdremindersetwhenithadn’tbeenupdatedfor120days.An organization might also decide to only have one reminder group. In that case the firstreminder notice might be sent after 90 days, and the second and third groups would bedisabled by setting them to zero days. Every case over 90 days without an update wouldreceiveanotice.Finally,thesystemtracksthelasttimeupdateemailsweresentandshowsthatdate.Youcanchoosethenumberofweekstowaitbetweenemailupdates.

UpdateNoticeTestSettheupdatenoticesystemtorun intestmodebyselectingthecheckbox. Whenselected,onlyanemailthatwouldgotothetestlawyeremailaddresswillbesent.Again,thecaseandattorneysettingsmustbesuchthattheemailwouldotherwisenormallybegenerated(e.g.,thecasehasnothadupdatesforaperiodoftime).Thewebaddressiswhatisusedtotriggeratestof the system and to run immediately, instead of waiting for the normal daily trigger fromwithinVenture.Clickthe“TriggerReminder”torunthetestimmediately.

Finally,set thetext toshowupwithintheemail. Youcandeterminehowmuchof theclientnametoshowintheemailbyputtingnumbersinthecorrespondingboxes.Rememberthatanattorneyshouldonlyreceiveoneemailwithalistofcasesthatfitwithinthefirstremindergroup,anotherlistofcaseswithinthesecondremindergroup,andathirdlistofcaseswithin the third reminder group. Emails are sent in HTML format, so feel free to useHTMLcodestoformattheemail(e.g.,<br/>forhardreturns,<b></b>forbolding,etc.)

WaitingCasesEmailProcessingWhen hosted by Venture, the PBIWeb Portal begins the automated process of sending outemails.Onceeachday,thesystemlookstoseeiftherearewaitingcases(casetype=“W”)thatarenotclosed.Ifthereare,thesystemattemptstomatchtheirsubjectandproblemlocationwithanattorneywhosesubjectandcountyselectionsmatch.Theattorney’semailaddressischecked tomake sure it is a valid email address. If it is not a valid email address, an emailnotifyingstaffofthaterrorissent.Where there arematches, the attorney’s history of receiving emails andpreference for howoftentheywanttoreceivethesesnotificationsareexamined.Iftheattorneyhasalreadybeensent an email within the frequency (for example, the attorney’s selection was weekly, theyreceivedanemailonMonday,anditisWednesday),theywillnotreceiveanotheremail.Iftheattorney has not been sent an email within the frequency, an email is generated for thatattorneywithallthewaitingcasesmatchingtheirsubjectandcountypreferences.Whentheemailissuccessfullysent,entriesaremadebothinthelawyercontacttableandthecaseemailtablesindicatingtheemailwassent.Iftheemailsendfails,duetosetupproblems,anemail issentfromtheVenturesystemtothedesignatedstaffmembernotifyingthemofaproblem.ThisnotificationisalsosenttotheKCWsupportgroupformonitoringandseparatenotification. Thisemailprocessutilizesaseparateemailsystemoutsideof theorganization’ssetup,tobypassanyinternalissuesthatmaybecausingproblemswithsendingemail.[Thesefeaturesarenotavailableinaself-hostedsystem.]

Out-of-bandEmailProcessingTheseemailsarepromptedbyastaffpersonwhile inaparticularcase.Greatcareshouldbetakeninprovidingguidancewhensuchanemailshouldbesent.ThemostcommoncomplaintwehearfromPBIAttorneyssurroundthesheernumberofemailstheygetonadailybasis.Wewouldsuggestthatanorganization’sguidelinesprovidethattheseemailsonlybesentwhereapotential casehasapendingdeadlineor is anemergency. Aprotocol requiringamanager’sapprovalmaybeappropriate.Whenastaffisinanappropriatecase,theycanclickonthe“SendCaseSpecificEmail”button(thebuttontextmaybedifferentinyoursystem).ThatcausestheEmailNoticeSystemtosendacase-specific,out-of-bandemailforthatcase.Onlyattorneyswhohave

1. notoptedoutofout-of-bandemails,and2. whoseselectionsinsubjectsandcountiesmatchthatcase,

willreceiveanemail. Whenthebuttonispressed,thesystemlogsthatanout-of-bandemailhasbeensentforthatcase.Futureattemptstosendout-of-bandemailsforthatcasewillbeignored.Thishelpstolessenthelikelihoodof

1. Attorneysreceivingtoomanyemails,and

2. Erroneouslysendingadditionalemailsbydoubleortripleclickingonthebutton.

EmailsWaitingCasesEmailssenttoattorneyslooklikethis:

Anattorneyreceivingthisemailcanclickonthe“Clickhere”linksintheemailand(iftheyareloggedontothePBIWebPortal)betakenstraighttothecasereviewtoacceptthecase.IftheyarenotloggedontothePBIWebPortal,theyaretakentothelogonpage,andthentothecasereview.CaseUpdateEmailslooklikethis:

Again,theattorneymayclickonthecasenumberlinktoproceedtothePBIWebPortaltomakeanewcasenoteentry,timeentry,orcompensatedentrytoupdatethecase.

RequirementsThePBIEmailNoticeSystemworks intandemwithandasasubpartofthehostedversionofPrime16andthePBIWebPortal.BecauseitisbuiltforthehostedversionofPrime16system,itutilizesmanyfeaturesonlyavailablewithinVentureTechnologies.Thesefeaturesincludetheautomatednatureofthesystemaswellasmaintenance,management,monitoring,andfailurenotification. In the hosted environment, all requirements are met by the Venture system.OutsideoftheoptionsavailablewithinthePrimefrontend,thesystemisNOTmodifiablebytheorganization.ModificationstoitsoperationmustbeprovidedbyKCWstaff.OrganizationswantingtohostthissystemoutsideofVenturewillberesponsibleforsetupandautomationofthissystem.Again,outsideoftheoptionsavailablewithinthePrimefrontend,the system is NOT modifiable by the organization. Modifications to its operation must beprovidedbyKCWstaff.Inaself-hostedenvironment,inadditiontotherequirementsofPrime16andthePBIWebPortal,thefollowingadditionalrequirementsmustbemet:

• Access2010,2013or2016• SQL2008R2orSQL2014• Server2012R2with:

o IISo ASPo .NET4properlyinstalledandregistered

AfewadditionalhoursofinstallationarerequiredtoreconfigurethesystemtoworkoutsideofVenture.Thesemodificationswillbemadebeforethesystemisprovidedtoyourorganization.

ChangeList08-17-2017–Modificationofrequirements forself-hostedsystems,removingtheSMTPrelay

serversystem;updatedinformationwiththenewupdateportionofthesystem.08-08-2017–DocumentationfornewVersion2started;addedinformationaboutdisablingthe

emailcasenoticefeature.