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Product Updates

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Updates to Native Desktop App

Updates to Native Desktop App  Back in August, we made some changes to the Smokeball native desktop app to boost performance.  Based on user feedback, we’ve implemented additional improvements and introduced new features.  What’s changed  Matter list and contact list pagination:  Users can now choose to view 50, 100, or 200 matters in a matter list before pagination occurs. This change benefits firms that prefer to scroll through more matters per page. The feature will be gradually rolled out to users over the coming weeks.  Improvements to search logic:  We’ve enhanced the search logic to allow partial matches for internal matter reference numbers, making it easier to find relevant matters.    Automated signatures and firm logos:  Users can now upload their firm’s logo or staff signatures to be used as automation fields within Word or PDF document templates, making it easier to create templates without the use of ‘if-then’ statements.        Workflow trigger: Automatically trigger a workflow when transitioning a matter from one stage to another.  A new checkbox in stage set configuration allows workflows to be automatically displayed when a stage transition occurs. This eliminates the need to manually trigger workflow prompts and enables users to create stage-specific workflows.    Task priorities:  Tasks can now be categorized by priority, including: Urgent, High, Medium, Low, No Priority.  These priorities will appear next to the task name wherever tasks are displayed, including the task list, tasks tab in a matter, daily digest email, and widget.    New file browsing experience:  Instead of viewing files in the document pane of Smokeball there’s now a pop out button (see below)  which triggers a new window to pop out, allowing users to manage their folders and files easier in a larger full screen.        Kanban board widget: This new widget helps users visualize their matters grouped by matter stage. Additional filters include staff member tags or roles, giving a clearer overview of team progress.    Assigned Matters widget:  This widget helps users see how many matters a staff member is involved in. It offers two views: a numbers view that shows how many matters and leads are assigned to a staff member, and a list view with a clickable list of matters.    Improved online publishing feature:  Users can now upload files directly from a matter to frequently visited websites (such as court form submission sites) quickly and easily. This feature removes the need to save files locally before uploading them. It supports uploading both single and multiple files at once.   Why does it matter? These enhancements are designed to streamline your team's Smokeball workflow, helping you complete daily tasks more efficiently.  Who gets it? These updates are available to users of Smokeball's native desktop app version 9.3 or higher. Be sure to update to access these new features. 

Related:Communication & CollaborationMatter ManagementDocuments & Emails
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Intake & AI: Faster & Even More Accurate

AI to make intake faster and more accurate  Online intake forms have transformed the way firms get vital information from prospects and clients quickly and easily - no more emailing files or interpreting handwritten forms.  Back in July, we made building intake forms easier and quicker with the help of Smokeball AI.  Now we’re taking it a step further with a brand new autofill feature (currently in BETA).  What is it?With Smokeball AI, the intake process is now even smoother with the introduction of our Autofill Assistant. This feature offers two powerful ways to streamline information exchange between you and your clients.   Autofill Assistant for Your Clients  A simple toggle will allow your clients to upload relevant documents for Smokeball AI to scan and automatically pre-populate their intake form with relevant information.  Clients just need to review the form, confirm the prefilled details, and fill in any missing information     Autofill Assistant with Archie The Autofill Assistant streamlines the process for firms using Archie by allowing you to send partially populated forms to clients, significantly reducing manual data entry. This feature ensures that clients don’t have to provide information that you already possess.  Simply navigate to the client's matter, click intake then share form then select internal use.  In the window, select the form you’d like to share and activate the Autofill with Archie toggle.     Why does it matter? These enhancements will significantly reduce the time it takes for your clients to provide the information you need, speeding up the intake process so you can get to work sooner.  Who gets it? Autofill Assistant for clients is available with the LeadPro and MatterFlow add-ons or on Prosper+ plan. Autofill Assistant with Archie is available to firms with Archie enabled and have LeadPro and MatterFlow add-ons or on the Prosper+ plan. 

Related:Communication & CollaborationSmokeball AI
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September Product Round-Up

September Product Round-Up for Grow & Prosper+  We’re excited to share September’s updates for Grow and Prosper+. These new features are all about helping you work efficiently, improve your productivity and streamline your workflows.    1. Tag emails with Smokeball in Outlook   Region: Global What’s new: You can now see a dedicated "Smokeball" category when tagging emails in Outlook to a Smokeball matter. This feature is enabled by default but can be disabled in the settings. Why it matters: This feature helps you quickly identify which emails have been assigned to Smokeball matters. By utilizing this tagging option, at a glance, you’ll easily be able to see which emails have yet to be assigned – making email management a breeze.    How it works: When composing or reviewing emails in Outlook, assign an email to a Smokeball matter. This will add the "Smokeball" category tag to that email, making it easier to identify later. If you prefer not to use this feature, it can be turned off in the settings under e-mail Preferences. Learn more: Discover how to identify emails in Outlook assigned to a matter.    2. Easily know your billed and unbilled time    Region: Global What’s new: Performance reporting has become much easier and more accurate. You’re now able to view the hours you’re billing against the actual hours worked on the job. Why it matters: By splitting out time worked versus time billed you can now accurately report on staff productivity and client billing. It helps streamline financial reporting and performance analysis for law firms. How it works: In the time recording interface, you’ll now see two fields: one for “Working Hours" and one for “Billing Hours”. Enter the time spent in the appropriate fields, and the system will automatically split them into reports, allowing for better tracking and billing. Learn more: More details coming soon on the Support Hub.   3. Create file notes in a template  Region: Australia and UKWhat’s new: File notes are now created in a pre-populated template with a simple click. When you create a file note after a client meeting, the date, time, file number, and matter details are automatically filled in, leaving you to simply input your notes. Why it matters: This update saves time by eliminating repetitive manual data entry, allowing lawyers to quickly document meeting outcomes or case progress. It improves accuracy and keeps all relevant information organized, contributing to a more efficient workflow. How it works: In the action bar click New Document and select file note.  A template will open with the date, time, and matter details prepopulated. All you need to do is add your notes. Once saved, the file note is automatically stored in the All Documents section. Learn more: Find out how to create a file note.  4. Add an intake form link to a precedent template   Region: Global Who’s it for?: Grow (with LeadPro and/or MatterFlow add-ons), all Prosper+ clientsWhat’s new: Firms can now link an intake form directly to a template, removing the extra steps of manually adding intake links to generated documents. Why it matters: This feature reduces the manual workload when generating documents that require an intake form link. It allows firms to automate the process, reducing errors and speeding up document preparation, ultimately leading to more efficient client onboarding and case management. How it works: When setting up a document, you can now attach an intake link directly to the template. This eliminates the need for post-generation edits and ensures the form is ready when the document is created. Simply choose the appropriate template, and the intake form link will be pre-included. Learn more:  Find out how to add an intake form link to a template.    We’re here to help  We hope these updates help improve your workflow, and we look forward to delivering more enhancements next month! If you need assistance, feel free to reach out to our support team.   At Smokeball, we continuously work to make Grow and Prosper+ the productivity powerhouse for law firms. These updates were designed to increase efficiency, improve accuracy, and reduce manual work in daily tasks. By streamlining tasks like email management, time tracking, and document creation, your team can focus more on client work and less on administrative tasks.           

Related:Billing & Trust AccountingCommunication & CollaborationMatter ManagementDocuments & EmailsReporting & InsightsSmokeball AI
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New Intake Calendar Booking Feature: Streamline Client Appointments

We’re excited to announce a new feature that enhances your client intake process: the ability to book appointments directly through your custom intake forms. This update is now live on the Smokeball platform, and it’s designed to save you and your clients valuable time. What is it?You can now add an Appointment component to your custom intake forms, allowing clients to schedule appointments with specific staff members at pre-designated times. This feature not only helps prevent double bookings but also ensures that all scheduled appointments sync seamlessly with your staff members' Smokeball calendars for easy tracking.  Why does it matter?Time is one of your most valuable resources, and even the simple act of scheduling an appointment can be time-consuming. With this new feature, both you and your clients can quickly and easily find a mutually convenient time, reducing the back-and-forth typically involved in scheduling.  How does it work?Integrating the Appointment component into your custom intake form is simple. When building or modifying a custom intake form, just drag and drop the Appointment component into place.  Here’s some of the things you can do with the component: Select staff members clients can book to see  Set the booking duration  Set a ‘buffer time’ before and after the meetings  Set a minimum notice period so clients can’t book meetings with less than the set time  Select days and hours available for booking  Set the time zone  Select the type of meeting (in person or telephone)  Once a client books an appointment, it automatically syncs to your Smokeball calendar, making it easy to keep track of your schedule. Who gets it?The Appointment component is available to firms using LeadPro or MatterFlow add-ons, or with Prosper. Start using this feature today to enhance your client intake process and make scheduling more efficient for everyone involved. 

Related:Matter Management
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Smokeball AI is here!

What is it?Smokeball AI is a suite of powerful AI tools integrated into familiar features you already know and love. In this first release, you can now experience:Archie - the hero of Smokeball AI is available as an add-on for Grow and Prosper+ clients. This AI-powered matter assistant enhances matter productivity by answering queries and drafting correspondence and legal documents in real time. For example, Archie can draft an email response to a document from the other party highlighting specific challenges or scenarios. Intake - Now powered by Smokeball AI, this tool helps you build intake forms in moments so you can get the information you need more efficiently. Communicate - Now powered by Smokeball AI, you can get an instant summary of correspondence with clients and between staff. Get up to speed with any case in seconds. Why does it matter?Generative AI will revolutionize the legal profession. Smokeball AI helps you securely and easily adopt AI and embrace its benefits. By using these integrated tools, you can quickly gather information to help you get started on matters faster, get up to speed with any case in seconds, get answers to matter queries, draft correspondence, and create custom intake forms.By automating routine tasks and providing intelligent insights, Smokeball AI allows you to focus on high-value work and firm profitability. How does it work?Smokeball AI is seamlessly and securely integrated into the Smokeball platform. No third party integrations or changes to your existing workflows required! The AI tools are sitting right in Smokeball where you need them. Who gets it?Smokeball AI can be found throughout Grow and Prosper+ for clients with LeadPro and MatterFlow. Archie is available as an add-on and can be easily requested via the orange Archie button in product, or by contacting your Client Services Manager. 

Related:Communication & CollaborationMatter ManagementDocuments & Emails
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Get conversation summaries in a click with Smokeball AI

Firms are managing more matters than we've ever seen before. With that comes the challenge of getting back up to speed as you dive into the next matter on your list. Smokeball AI is here to help, producing a quick summary of your client conversations and lists next steps. It will save you time trying to reconstruct the conversation so you can get to helping your clients. Here's How It Works Locate the Conversation: Jump into your matter and locate the conversation you would like to see a summary of in your Messages tab. Click “Summarize this conversation” Watch the magic happen: Smokeball AI will then securely and privately review the conversation and produce a summary to help you get up to speed. That's it.Private and SecureWe've built the Smokeball AI integration in-house with your and your clients' privacy in mind. Unlike other off-the-shelf products, your data will never be used to train other models and cannot leak.For Your Eyes OnlySummaries are only visible to staff who can access the messages you're summarizing. Your client won't see these summaries, allowing you to decide what to do next and how to communicate it.That's all there is to this update. Stay tuned for more updates on how we're integrating AI smartly and securely into Smokeball.Read more about this integration in our support hub. Sign in and click reply below if you have questions, feedback, or ideas. We're here to help and learn how to improve this to make it as useful as possible for you and your firm.

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Create custom Intake forms easily with our new form builder

I’m excited to introduce our latest update to our Intake tools. An effortless form builder that’s designed to streamline client onboarding. With an easy drag-and-drop form builder, smart conditional logic, direct lead intake, and the ability to duplicate and customize, gathering client information has never been easier.  Easy and intuitive form builder A straightforward, drag-and-drop form builder that anyone can use. No more fuss or complications when creating forms to gather client information. Smart conditional logic Forms now ask only what’s necessary, adjusting based on previous answers. This means less work for your clients and more relevant information for you. Direct intake from leads Ready to take someone on straight away? You can now send matter intake forms straight to potential clients. Just look them up in your Leads records and start getting details for your matter straight away. Just click Share Form to get started.  Duplicate and customize Save time by copying any existing form, whether your own or Smokeball's, then tweak it to fit your needs. No need to start from scratch every time.  Can you repeat the question? Use grouped fields when you need answers to the same questions multiple times for family members, property or anything else. Your client just clicks “add” to share as much or as little as needed.  Everything’s connectedAs always, our goal is to keep the information flowing so you can get your matters going. Data goes right into Smokeball, the moment it’s entered into a form, letting you take action right away. If you send a form to a contact that has details on record already, then that information will be pre-filled for them in the form. Questions or feedback? Click ‘Reply’ below and ask or share what’s on your mind. You can also check out our detailed guides on all things intake or go through it step by step by with an on demand course in the Smokeball Academy. 

Related:Communication & CollaborationMatter Management
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What's New: Rate Sets, Save (Almost) Anything to Smokeball, Instant Insights and Incoming Intake Improvements

We’re back with another recap of Smokeball feature updates! Read and watch below to see a recap of  big features, as well as some smaller enhancements that you really shouldn’t miss out on.We’re introducing rate sets, accelerating document storage, providing instant firm insights, and refining our intake processes. Keep scrolling for links to help documents, guides and a place where you can reply with feedback or follow up questions!  Smart Rate Sets: Effortlessly customize and manage billing rates across your firm for precise, flexible charging. Simplify rate adjustments and schedule changes with a few clicks, enhancing efficiency and accuracy. Learn how to charge more in less time. Save (Almost) Anything To Smokeball: Effortlessly save documents, webpages, or images directly to your matters, eliminating the need for double handling. This minor tweak to your Print settings can lead to major time savings. Instant Firm Insights: As a firm owner, get instant insights into your firm's performance with our updated dashboard. Access real-time data on financials and case progress, empowering you to make quick, informed decisions. Keep your firm on the path to success and learn more about Firm Insights Reporting. Improvements to Intake: We now have more than 1600 tailored forms built in LeadPro and MatterFlow to help your firm with lead and matter intake. See the seamless transition from contact to case in our latest update. Get started with intake in our starter guide.Last but not least, stay tuned for a deep dive into our upcoming intake releases! Share Your Feedback and Ask Questions BelowYour input is crucial to our continuous improvement. We're eager to hear how these new features enhance your Smokeball experience and welcome any questions you might have. Share your thoughts and ask questions in the comments below; let's make the most of these exciting updates together.

Related:Billing & Trust AccountingCommunication & CollaborationMatter ManagementReporting & Insights
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What's New: Smokeball's Notification Centre, Third-Party File Sharing, Zapier Integration, & More

We're back with some handy new updates that we've been working on. We've added a bunch of new features that we think you're going to like. Watch the video to see some of the highlights in action or keep scrolling to get all the details.  Notification Centre: Our new Notification Centre, found at the top-right corner of your Smokeball desktop app, is here to keep you in the loop. You'll easily see what's new and what needs your attention. Check it out in the video and read more about it here.Third-Party File Sharing: Sharing documents with clients just got a whole lot easier. With our updated Communicate feature, your clients will always have the latest versions of shared documents. See it in action and learn more here.Zapier Integration: We're happy to announce our integration with Zapier, a tool that connects Smokeball to a wide array of apps. Automate tasks and boost your productivity. Discover more and learn more here.Rate Sets for Staff: Our new Rate Sets feature makes managing firm rates a breeze. You can easily organize and attach staff rates to matters, and set dates for rate set updates. Learn more here.Out of Office Message in Communicate: Our new Out of Office feature in Smokeball Settings lets your clients and staff know when you're not available. Learn more here.InfoTrack Process Serving (Australia Only): Our InfoTrack integration now supports Process Serving. Access it from the matter tab or by right-clicking on a document. If you have CourtSync enabled, Process Serving will be available under the Litigation Services menu. Learn more here.Share your feedback and get help belowWe've designed these updates with you in mind, and we hope they make your Smokeball experience even better. Feel free to share your thoughts and ask questions in the comments below. 

Related:Billing & Trust AccountingCommunication & CollaborationMatter Management
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What's New: Custom Billing Increments, Detailed Fee Summaries, 'Pay Now' Buttons in Reminder Emails, and Much More

I’m back to show you some of my favorite features that we’ve been working on here at Smokeball.   Enhanced Billing Increments We’re making it easier to accommodate different billing increments that your clients might request. You can now customize billing increments at a matter level down to the minute. Jump to this feature in the videoClick to enlargeBillable vs Non-Billable Amounts WidgetTime is money, so we’ve added a billable vs non-billable widget to our dashboard that lets you check how much of your work can be directly billed to a client vs how much isn’t. Armed with that information you can start to close the gaps and make sure everything that can be billed, is billed. Jump to this feature in the videoClick to enlargeInvite clients and third-parties to events Whether it's a court hearing or a client meeting - it’s now easy to invite not only internal staff but also clients and other parties to attend. Event invites land in your client’s portal with the option to easily add the event to any personal calendar apps they might use to organize their time. Jump to this feature in the videoClick to enlarge Professional Fee SummaryDesigned to cut down on Invoice queries - our update to the professional fee summary makes it easy for your client to see exactly who worked on their matter. Visit your invoice template settings to switch the summary on.  Click to enlarge Invoice Reminder Emails with Pay Now LinksOur Invoice reminder emails automatically alert clients of payments that are overdue. You can now embed a pay now  button in these reminder emails to quickly move your clients to the payment step.  Tell us what you thinkThese updates are for you. If you’d like more detail, different features built, or just need help setting these features up we’re here for it. Jump into the replies below and share your thoughts.  

Related:Billing & Trust AccountingCommunication & CollaborationMatter ManagementDocuments & EmailsReporting & Insights
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What's new: Signatures, auto address lookup, safe custody documents and evergreen retainer invoicing

We’re just putting the finishing touches on our latest update to Smokeball. Watch the video to learn what’s new and click the “subscribe” button at the bottom of this post to be the first to know when these features are live!  We’ve built more than we could cover in our video this month! Here’s the highlights and links to find out more:  Now available in Smokeball Billing Streamline compliance and invoicing with embedded signaturesYou can now embed signatures in invoices automatically. Add the signatures you need in settings then customise as much as you want to by choosing which signatures are needed for each matter and invoice type.[US only] Automate evergreen retainer top-ups Quickly update invoices to include retainer to top-up requests. This feature works well with the existing ability to set an alert when your retainer balance drops below a preset amount. Learn more about what we’ve recently released in Smokeball Billing. Coming soon in Smokeball desktopImportant - these features are scheduled to be released soon and are not yet live in Smokeball desktop. We’ll let you know when they’re ready to go right here.  [AU only] Store files with your contact for safe custodyDigital safe custody documents such as wills, certificates or title and assets are now easy to link to a contact for use across multiple matters.Click to zoom in Create a new Lead or Matter from a contactWord of mouth recommendations are still a major source of new clients. Because of these connections - you will often find the details you need are already stored in your contacts in Smokeball. Right clicking on an existing contact now lets you create a lead or matter that is already linked up to the contact in your records. Click to zoom in  You auto-complete me. Autocomplete addresses in contact cards. Get some extra peace of mind that your address is correct with our autocomplete function. As you enter in details, we’ll search for matching street addresses. Just click the right one to automatically update the rest of your contact’s details. Click to zoom in  Keep what matters in your matter view Sub-items give you space to record as much or as little detail as you need for each matter that you create for your clients. Declutter your view by hiding the items you don’t need. Click to zoom in  For the full list of what’s to come in Smokeball, visit our release notes page.That's all for now! Let us know what you think or ask questions by replying below.

Related:Billing & Trust AccountingMatter Management
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Introducing our new marketplace for high quality Australian legal precedents

As a lawyer in a small firm; ensuring your precedents are always up to date and covering best practice approaches can consume time we don’t always have. Not everyone has the luxury of larger firms where it’s easy to tap a specialist on the shoulder for some advice and the peace of mind that you’ve covered everything.  Introducing Marketplace Precedents for Australian firmsThat’s why we’ve launched Marketplace Precedents. It’s a new subscription service that connects you with professionally crafted precedents that are written and maintained by your industry peers.  Save hours and leverage the legal IP and experience​Save yourself hours of drafting documents from scratch and leverage the legal IP built into this new library of precedents from those who have being doing it for decades.​​Peace of mind with always up to date precedents​Starting with Precedents Online, we are actively partnering with specialist legal firms to bring you high quality and up-to-date precedents each month, ranging from Commercial Law to Family to Conveyancing. ​​How it works (Precedents Online Pricing)​Precedents Online is an optional add on to your existing Smokeball subscription at $99 + GST a month, per firm.* Introducing our first partnersWe’ll be adding new partners offering precedents in other areas of law all the time. Here’s what’s live now: Commercial Law PrecedentsPrecedents Online has partnered with us to offer a range of Commercial Law precedents.  Family Law Precedents (and more)The Family Law Education Network of Australia (FLENA) has joined us to offer a comprehensive array of family law focused precedents that are FCFCOA amalgamation compliant.  Subscribing to FLENA precedents also gives you access to a FLENA specific community, wellness support and a range of CPD training opportunities.  We are always on the lookout for more partners​Have something unique to offer, or precedents we don’t have? We’d love to talk.  Want to know more? It’s easy to get in touch. Reach out to your customer success manager, send me a message or reply below. *Terms and conditions apply: Pricing is subject to change and your Subscription will be coterminous with your Smokeball Subscription Term.​

Related:Document Automation
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