Smokeball Q&A

Not sure how to do something in Smokeball? Just ask! Here you'll find answers from Smokeball users and learn best practice tips & tricks from the experts.

120 Topics

LaurenAcquaviva
LaurenAcquavivaRegular
posted in General Q&A

Remote Desktop

Does anyone use a Remote Desktop program to allow contract staff to access Smokeball on your office computer? If so, which one(s) worked the best? I’m having a difficult time finding a contract paralegal with a computer that meets Smokeball’s minimum requirements, so I would like to try using a Remote Desktop so I can get some help with legal work. 

2
E
Smokeball Team
2 hours ago
G
George MylneBeginner
posted in General Q&A

What is the largest file size that can be sent through communicate?

The largest file size that I have been able to send through communicate was 3.99 gig. I was unable to attach an attachment that was larger than 4.0 gig. I hope this will help someone out there. Kind regardsGeorge

1
Sara Sultan
Community Manager
3 days ago
A
abanders01Contributor
asked in General Q&A

Emailing Memos

Is there a way to email memos directly from the memo tab without printing them as a pdf and saving them first?

8
Josh Park
Smokeball Team
3 days ago
johnpmontoya
johnpmontoyaContributor
asked in General Q&A

Archiving Templates

For me, this question primarily relates to Estate Planning matter types (could be others), but is there a streamlined process that exists or anyone otherwise employs to save a historical version of a model/template document so that it can be accessed later (whether as a template or not). Each year or throughout a year our office will make changes to a template and in some cases it is beneficial to still have access to the old version, but otherwise use the new version on a daily basis.For one individual template document, I’ve considered a number of ways to do it (saving it to a Smokeball Matter for firm operations or duplicating the template and renaming the new one within the Forms/Templates interface), but in this instance I’d like to be able to efficiently export dozens of documents that currently exist as a Form/Template. I haven’t seen an easy way to do this.Thanks!John

2
johnpmontoya
3 days ago
D
DelFosterContributor
asked in General Q&A

Clause Library

We are an estate planning firm and we often come up with very specific clauses that we may want to use in the future.  One idea that I have had is to create a form folder in SB and put the clauses there to pull in as needed.  Does anybody else have another idea?I know that some like to use Quickparts in Word - but so far as I can find, there is no way to create a common place for those clauses.

2
D
3 days ago
J
JThieryContributor
asked in General Q&A

Phone Message to Lead

I was just wondering if there is a way to create a Lead from a phone message.  Thank you.

1
Sara Sultan
Community Manager
6 days ago
atharkhan
atharkhanContributor
asked in General Q&A

Family Law Workflows

Has anyone set up workflows for Family Law similar to the ones shown here: Family Workflows – Smokeball Support Hub?  If so, would you be willing to share your best practices, or maybe a screenshot of your workflow with the rest of us?  I am not sure if it is possible to export a workflow.  If it is, I would be happy to share mine with the rest of the community. 

5
CarsenTazi
11 days ago
Z
ZoeAdriannaContributor
asked in General Q&A

Precedent - File Cover Sheet (detailed version)

Hi All,I noticed this afternoon, I tried to populate a Purchaser File Cover Sheet (detailed version) and it appears to be removed from the Precedents list.Does anyone else use this precedent? I filtered in the precedents to show deleted incase I mistakenly deleted it, however it’s not showing up as deleted? Thought I would see if anyone else that uses this precedent has also noticed it was removed?ThanksZoe

2
Z
12 days ago
Sara Sultan
Community Manager
Sara SultanCommunity Manager
posted in General Q&A

Pop-up Communicate Notifications for new messages!!!!!

Hello all!Communicate just got even better!  You can now see new Communicate messages in your Windows notifications.  Just have your notification setting turned on in Windows and Focus Assist off to see them.Check out this support article for more information.

2
Sara Sultan
Community Manager
13 days ago
CarsenTazi
CarsenTaziRegular
asked in General Q&A

Can I have the address on forms change by assigned lead attorney?

We have multiple office addresses and the automation will list the assigned attorney’s name, but then the firm name and primary address. I can’t figure out how to have it fill in the address in the pleadings captions to the specific address being used by THAT attorney…  help?Is that an option? If not, can it be…?

1
zac.meyer
Community Manager
16 days ago
Z
ZoeAndersonContributor
asked in General Q&A

Medical Provider's Balances/Liens

I am in the process of entering our client’s medical providers and their charges and balances. I have several providers that have balances for our client. However, when I go into the liens and balances screen, all the providers are listed as having a 0 balance. Why is the balance not pulling over to the second screen? What am I doing wrong? I’ve submitted two tickets this morning and have received no response. In reviewing the support hub, it appears that I am supposed to manually enter these balances again into the lien and balances screen. What is the point of entering these balances on the medical provider’s screen if they do not carry over? This is a complete waste of my time. 

1
Sara Sultan
Community Manager
17 days ago
P
Paige_MContributor
asked in General Q&A

Word document

How do you unlink a word document with a Smokeball matter?  For example -- my current issue is that I am exporting word documents from Smokeball to save on my local network, and the exported version still has the matter linked to it.  Even if I try to save a copy of the document, the original matter is still linked, and I cannot figure out how to (1) remove the link to the original matter and/or (2) change the original matter to a different matter.  

1
Sara Sultan
Community Manager
17 days ago
P
Paige_MContributor
asked in General Q&A

Tasks

Is there a way to prioritize tasks? Other than setting reminders and/or due dates.

2
magort
17 days ago
S
Smokeball Team
Sam KingSmokeball Team
posted in General Q&A

possible addition to the Asset Tracking Details layout: Intellectual Property assets

Smokeball’s Product team is considering adding a new tab to the existing Asset Tracking Details layout already available on our Estate Planning and Probate matters. The tab would enable the inclusion of Intellectual Property assets, and could be used to track and store information relating to IP held by your client. Our team has come up with a mock-up for such a tab addition, and would love your feedback!Some things to consider:placement of the tab - does its placement in the row of tabs make logical sense to you? fields included - are there any fields glaringly missing? should ones currently included be removed? IP Type field - an editable dropdown with Copyright, Trademark, and Patent optionsNote 1: the Value, Valuation Date, Ownership, Beneficiary, and Note fields are mandatory and consistent throughout the layout, so they will be included on the addition should we move forwardNote 2: visibility controls and conditional logic are not available in collection grid layouts (such as Ass

1
B
17 days ago
zac.meyer
Community Manager
zac.meyerCommunity Manager
asked in General Q&A

Smokeball Trivia November 2022

End the Week on a High Note with some Smokeball Trivia. Answer for some Smokeball Swag sent straight to you. The question this week is…….I saved a document to a matter three weeks ago in word format. I’ve probably have had 10 versions of it since then that I have saved as a separate document and just saved the original document with changes. My client came back and said they liked the original document after all. Is there a way I can view this without having to recreate it? Does Smokeball also have the ability to compare two documents?

1
B
17 days ago
User44000
User44000Contributor
asked in General Q&A

Email Storage Folder

Emails are currently saved into the main “Documents” folder. This creates a long list of emails within the folder.Is there a way to have emails save into another folder? For example, is it possible to have emails that save into a single user-created “email” folder within the main “Document” folder?

2
zac.meyer
Community Manager
19 days ago
C
CarolTobLawContributor
asked in General Q&A

Contacts

Our practice is limited to personal injury law. We have several medical experts and need to save their CV with their contact. Any suggestions on how to accomplish this?

5
zac.meyer
Community Manager
19 days ago
sgereszek
sgereszekContributor
asked in General Q&A

Color Coding calendar

Has anyone ever been able to color code your smokeball calendar

1
zac.meyer
Community Manager
19 days ago
A
AndreaPContributor
asked in General Q&A

are bulk emails possible?

Is there a way to send one email to all clients? For example a newsletter or Christmas wishes etcI want to be able to do this without going into individual matters and utilise the contact/client area if possible.

1
Sam Bain
Smokeball Team
25 days ago
Jessica
Smokeball Team
JessicaSmokeball Team
posted in General Q&A

California Forms Suite

Attention California clients: At approximately 8:30 a.m. Central Time tomorrow Thursday, November 10, 2022, we will be releasing the new folder structure for the Court & Authority section of the Forms & Templates Library.This structure offers a more streamlined approach that will be easier to navigate:   If you are having trouble locating a particular form, simply type the form name or number in the search box highlighted below. This will open the location of the form for you:   Once the search returns the results, you may right click on the relevant form to “Open item location” which will take you to the newly designated folder:    Due to the folder movements required in the restructure, any shortcuts to entire folders may have become unlinked. If you find this scenario to be true for your firm, simply delete the old shortcut and create a new shortcut by holding down right click on your mouse and drag and drop the folder to the desired location. If you use this method, always

0
Jessica
Smokeball Team
26 days ago
J
JKiblerContributor
asked in General Q&A

Do you use the RingCentral integration?

I am re-evaluating our VOIP provider. I am aware that Smokeball provides a RingCentral integration. However the support article suggests that there may be some downsides to this offering for us. If you use the RingCentral / Smokeball integration can you tell me:Are phone calls initiated from a traditional VOIP handset (as opposed to RingCentral Cell Phone App or Desktop Ringcentral click-to-call solutions) tracked to Smokeball? If you receive a phone call how do you associate it to a matter? If you initiate a phone call from a hand set then can you associate it to a matter? Are internal phone calls between RingCentral/smokeball users tracked? Example: Attorney conference calls staff for 5-10 minutes to discuss work to be performed on case. Is there a method to report phone call volume and time by user which are not tracked to matters? Billable v. non-billable phone calls? Phone calls tracked to leads?Thank you.

9
Sara Sultan
Community Manager
27 days ago
mallorylarkby
mallorylarkbyContributor
asked in General Q&A

Co-Counsel

Is there a place to add a Co-Counsel’s bar #?

1
Sara Sultan
Community Manager
27 days ago
S
StephenContributor
asked in General Q&A

Have any precedents been moved to market place precedents once the addon service was introduced?

Have any precedents been moved to market place precedents once the addon service was introduced? 

1
Emma
Smokeball Team
1 month ago
SallyBergman
SallyBergmanContributor
asked in General Q&A

RingCentral vs. Zoom Phone

I’m a long-time RingCentral user, but am considering switching to Zoom Phone.  I would appreciate hearing of anyone’s experiences with Zoom, especially those who may have already made that switch.Thanks!Sally

1
Melania
Smokeball Team
1 month ago
N
nicknorrisContributor
asked in General Q&A

Field Insertion for multiple clients

I have a case where I will have over 50 clients in the same case, and I need a contract for each one.  I have an automated form for individual cases that automatically puts in the client name, address, phone and e-mail address in the contract.  This works great for 1 plaintiff cases, but I can’t figure out an efficient way to do the automation for individual contracts for cases with more than 1 client.  Is there a way to do this?

2
N
1 month ago

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