Overview of Notifications

Notifications provide a way for the firm to communicate with staff members as well as with their clients through email and/or text messaging.

Click here for a video demonstration.

For Notifications, Abacus customers can:

• Enable the Notifications feature
• Configure email settings for notifications
• Configure text messaging settings for notifications
• Configure staff notifications
• Configure client notifications
• Enable/disable notifications for Clients

Enabling Notifications

To enable the Notifications feature follow these steps. Note that notifications will NOT be sent if the feature is not enabled.

1. Select File > Setup > System Options.
   
   
2. The System Options window appears. Select the Features tab and click the Settings button for Notifications.
   
   
3. The Notifications Center Settings window appears. Under General, check Enable Notification System.
   
   
4. For Log activity, select how you want log activity for notifications to be recorded (Normal or With debug info [recommended]). If you do not want log activity to be recorded, select None.
   
   
5. Click Done to save your changes and close the window.

Configuring Email Settings for Notifications

On the Notifications Center Settings window, locate the Email Settings section.

How you configure email settings depends on what type of email your firm uses: Microsoft Exchange, Google Gmail, Yahoo, or Microsoft Outlook (formerly Hotmail). Use the Email Settings Guide to appropriately configure the Email Settings section. Remember to click Done when you are finished to save your changes.

To test email settings, click Test Email Settings in the Email Settings section. This will not send out any notifications; rather, it only tests your settings. If this test is successful, you are set up properly.

Configuring Text Messaging Settings for Notifications

Text messaging requires a Twilio account. Click here for help setting up an account.

On the Notifications Center Settings window, locate the Text Messaging (SMS) section.

Do one of the following:

• Select Send text messages using the same settings specified for sending emails if you want to send user notifications via text messaging but NOT client notifications. User text message notifications can be sent out using email settings, but client text message notifications require a Twilio account.
• Select Twilio if you want to send both user notifications and client notifications via text messaging. This method requires the firm to have a paid Twilio account. After selecting this option, enter the account information you recorded when setting up your Twilio account.

To test text message notifications:

1. Click User Manager.
   
   
2. The User Manager window appears. Highlight your name and click Notifications.
   
   
3. The Notifications Settings for [User] window appears. In the General section, enter your cell phone number and your carrier and select your Who code.
   
   
4. Click Done to save your changes and close the window.
   
   
5. Back in the Notification Center Settings window, Click Test SMS in the Text Messaging (SMS) section. During testing, only you will receive a text message to the number you entered for staff notifications.

Configuring Staff Notifications

Notifications for staff (AbacusLaw by CARET users in the firm) are configured at the firm level and at the individual user level. The Notifications feature must be turned on at the firm level (on the Notification Settings Center window). Once it is turned on, users have the ability to choose how they would like to receive notifications in their individual user settings.

Individual user notifications settings override the firm notifications settings, so notifications can be customized for each staff member.

Configuring Staff Notifications at Firm Level

1. On the Notifications Center Settings window, in the General section, configure the settings you would like to implement for all staff:
   • Check Notify users when their calendar changes if you want an AbacusLaw by CARET user notified when an event on his or her calendar is added, modified, reassigned to another user, or deleted. Note that users will not be notified about changes to their calendar if the user made the change himself/herself.
   • Check Notify users about calendar alarms for notifications when a calendar alarm is triggered (like for an upcoming appointment).
   • Change Check every to set the time interval Abacus checks for calendar changes and alarms.
   • Check Email Daily Agendas to users to have each user's calendar for the next day emailed to him/her. Enter the designated time in the Every day at box provided.
     
     
2. Configure the Email settings you would like to implement for staff.
   
   
3. Configure the text messaging settings you would like to implement for staff. Note that staff notifications can be sent using the email settings, but a Twilio account will need to be set up and used if client notifications are also being sent.
   
   
4. Click Test All Notifications in the General section. This will not send out any notifications; rather, it only tests your settings. If this test is successful, you are set up properly.
   
   
5. In the Notification Center Settings window, click Done to save your changes.

Configuring Staff Notifications on the Individual User Level

NOTE: Users can manage their own notification settings by going to File > Setup > User Preferences. On the User Preferences page’s Queries & Misc tab, go to the Notifications section and click Set up Email and SMS Alerts.

NOTE: Users not wanting to receive notifications should not complete this procedure.

1. On the Notifications Center Settings window, click User Manager.
   
   
2. The User Manager window appears. Highlight the user you want to set notifications for and click Notifications. The Notification Settings for [User] window appears. On this window, you configure notification settings for the selected user. Note that these settings will override any notification settings you have selected for the firm (on the Notification Settings window).
   
   
3. In the General section, do the following:
   • For Mobile number, enter the selected user's mobile number.
   • For Carrier, select the user's mobile carrier.
   • Click Who to open the “Who” Setup for Notifications window. Check the IDs for the people that the user would like to receive notifications about calendar changes. For example, if you check HG, SHH, and BTB for user HG, HG will receive notifications about calendar changes for himself, SHH, and BTB. To receive notifications for all users listed, check Set to All People.
     
     
4. In the Calendar Changes section, do the following:
   • Check Send messages when someone changes my events if you want the user to receive notifications when his/her calendar is modified by a different user.
   • For Notify me via, select whether you want the user to receive calendar change notifications by Email, SMS (text), or Both. Note that this field is not active unless Send messages when someone changes my events is checked.
   • For Query, select a query to include or exclude calendar events for the notification. For example, the default query selected (NOT_DONE) excludes any "Done" events from triggering user notifications.
   • For Within the next, set a time frame for how far out to include events. For example, if you select 14 days, notifications will only be sent for changed events happening within the next 14 days. If you want the user to receive calendar change notifications for all events in the future, enter 0 (zero).
   • For SMS Form and Email Form, click the button to select a Quick Form to use for a SMS (text) template or an email template to use for the notifications. Note that Professional Services can create or change these Quick Forms for you if you need customization.
     
     
5. In the Calendar Alarms section, do the following:
   • Check Send me appointments reminders if you want the user to receive notifications for his/her calendar alarms. Remember that checking this option will override your firm notification settings.
   • For Notify me via, select whether you want the user to receive calendar alarm notifications by Email, SMS (text), or Both. Note that this field is not active unless Send me appointments reminders is checked.
   • For Query, select a query to include or exclude calendar alarms for the notification. For example, the default query selected (NOT_DONE) excludes any calendar alarms for "Done" events from triggering user notifications.
     
     
6. In the Daily Agenda section, do the following:
   • Check Email me a calendar each week day if you want the user to be sent his/her calendar every week day.
   • Check Include weekends if you want the user to be sent his/her calendar every day, including weekends. Note that this option is not active unless Email me a calendar each week day is checked.
   • Click Report and select the type of format you want for the calendars.
   • For Days to Include, select the number of days out for the calendar. For example, if you select 1 (default), then just tomorrow's daily agenda will be sent. If you select 7, then the calendar for the next 7 days will be sent.
     
     
7. Click Done to save your changes.

Configuring Client Notifications

Client notifications can be sent via email or text messaging.

1. On the Notifications Center Settings window appears, configure the email settings you would like to implement.
   
   
2. Configure the text messaging settings. Note that you must use Twilio to send client notifications via text messaging.
   
   
3. In the General section, check Notify clients about upcoming appointments to enable client notifications for the firm. Then, in the Every day at field, enter when you want client notifications to be sent every day (for example, 7:00 p). Note that client notifications are sent for appointments on the following day.
   
   
4. Click Advanced for advanced client notification settings. The Notification Center Settings - Client Reminders window appears. Do the following:
   • Check New Events: Prompt for reminders upon saving to receive a message in AbacusLaw by CARET after saving a new event that asks you if you want to remind the client about the new event.
   • Click What codes for client reminders to limit client notifications to events with specific What codes. The Valid WHAT Entries window appears. Check the What codes you want to trigger a client reminder. For example, you will probably want to trigger client reminders for APPT (Appointment) events, but not for internal events such as BDAY (Birthday) or BEGDISC (Begin Discovery) events. Click Done to save your changes and close the window.
   • For SMS Form and Email Form, click the button to select a Quick Form to use for a SMS (text) template or an email template to use for the notifications. Note that Professional Services can create or change these Quick Forms for you if you need customization.
   • Click the Phone number field to use for SMS button. The Phone number to use for SMS window appears. Select the field in the client's name record that should be used to send text messages. Click Done to save your changes and close the window.
   • Back in the Notification Center Settings - Client Reminders window, click Done to save your settings and close the window.
     
     
5. On the Notification Center Settings window, click What codes for client reminders (if you did not already do this in the previous step). The Valid WHAT Entries window appears. Check the What codes you want to trigger a client reminder. For example, you will probably want to trigger client reminders for APPT (Appointment) events, but not for internal events such as BDAY (Birthday) or BEGDISC (Begin Discovery) events. Click Done to save your changes and close the window.
   
   
6. Do one of the following:
   • If you want to select the clients who will get reminders, select Select who gets Reminders. This is the best option for a firm that wants to send notifications to select clients.
   • If you want notifications to be sent to all clients except for ones that have been configured not to receive notifications, select High Touch. This is the best option for a firm that wants to send notifications to all or most of their clients.
     
     
7. Click Test All Notifications in the General section. This will not send out any notifications; rather, it only tests your settings. If this test is successful, you are set up properly. You can create test events for tomorrow and link them to test names to ensure that client notifications are going out.
   
   
8. Click Done to save your changes and close the window.
   
   
9. Enable/disable notifications for each individual client as necessary.

Enabling/Disabling Client Notifications

If your firm is using client notifications, then client notifications need to be enabled or disabled for each client individually.

When configuring client notifications for the firm:

• If you selected Select who gets reminders, then client notifications need to be enabled or disabled for each client individually.
• If you selected High Touch, then client notifications only need to be disabled for each client individually as needed.

Follow these steps to enable or disable clients on an individual basis:

1. Open the client in the Name window.
   
   
2. If the client wants to receive notifications via email, ensure that the Email field for the name record is populated correctly. If the client wants to receive notifications via text messaging, ensure that the appropriate phone number field for the name record is populated correctly. (This field is selected during configuration.)
   
   
3. Click the Name Actions button.
   
   
4. Click Send Reminders and then click the menu option to configure the selected client:
   
   • Select Default to System Setting to use the firm level settings. If both email and Twilio are configured at the firm level, it will send notifications via email and text message. If only one is configured, it will only send notifications via that one.
   • Select Text Message (SMS) if you want the client to receive notifications by text messaging only.
   • Select Email if you want the client to receive notifications by email only.
   • Select Both (SMS and Email) if you want the client to receive notifications by both text messaging and email.
   • Select Never (Opt out) if you do NOT want the client to receive notifications at all. This disables client notifications for the selected client.
     
     
5. Click Done on the Name window to save your changes.