Kleos 6.5 (March 2019) New & improved featuresknowledgecenter.kleos.wolterskluwer.com/wp-content/...Kleos 6.5 comes with a brand new version of the KFO including exciting improvements

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Version of this document : 1.04 (RBI) Date : Feb. 15th 2019

Kleos 6.5 (March 2019)

New & improved features

Contents

1 EMAILS: New version of Kleos for Outlook plugin (KFO) 3

2 EMAILS: Use Outlook as email editor inside Kleos 17

3 EMAILS: preference: show/don’t show the list of templates 18

4 EMAILS : show recently used templates 19

5 EMAILS: use a template inside the Kleos email editor 20

6 BILLING: Create a rollback credit note on a provision 21

7 EXPORT LISTS TO EXCEL: limit is now set to 350.000 lines in Kleos 6.5 24

Kleos accounting - CHAPTER 2 – Using the Office Accounting Page 3

1 EMAILS: New version of Kleos for Outlook plugin (KFO)

Context: the Kleos for Outlook plugin (KFO) is a free Outlook add-in that allows you to store incoming/outgoing emails directly from Outlook into Kleos. Kleos 6.5 comes with a brand new version of the KFO including exciting improvements and new features.

KFO : installation and launch (even if Kleos not launched) If you already used the previous version of the KFO on your PC : when you will upgrade to Kleos 6.5, the installer will automatically uninstall the old version and install the new version of the KFO. If you need to (re)install the KFO on another PC, you can download it here : https://kleos.wolterskluwer.com/world

GOOD TO KNOW :

- KFO is compatible with Outlook 2013-2013-2016-2019 - KFO is also compatible with Outlook 365 (but only the desktop application, not the web version)

When launching Outlook, KFO plugin will automatically be launched and appear as a panel on the right side in Outlook At the first launch : you may select your country :

https://kleos.wolterskluwer.com/world

To log in the KFO : use the same credentials used in Kleos. To make it simpler, KFO is able to automatically log in when starting Outlook, by selecting the “Automatic login at start up” option :

If selected , KFO will be automatically launched and connected when launching Outlook…. …unless you explicitly logout from the KFO To logout from the KFO : click on you name (bottom left of the KFO panel) and Logout


KFO : destination case : automatic proposal , recent cases or manual search This is one of the biggest evolution: each time you select an email in Outlook, the KFO automatically tries to find a relevant destination case. To do that, several information are searched and one (ore several) case is proposed if: For incoming & outgoing emails:

- The email is part of a thread => the thread is identified and the same case is proposed - Your Kleos case reference is mentioned in the subject of the email - The reference of a party is mentioned in the subject of the email

For incoming emails only:

- If the sender is a party in a case, KFO will check its email address and in which cases it is found - If the recipients are involved as parties in cases, KFO will check the email address and will propose

the cases where they are found

For outgoing emails only:

- Sender as internal parties of a case. KFO checks if the sender’s email address matches the email

addresses of an office member involved in a case.

- Recipients as external party of a case. KFO checks if the recipients email addresses match the email

addresses of a party of a case in Kleos.

If no matching case(s) is found (or the “score” is too low) :

- KFO proposes to file the email in one of the “recent cases” - You can also search a case manually

KFO : destination folder : automatic proposal After a destination case is selected for the email (automatically or manually), KFO always propose a destination folder to store the email/attachment(s), with the following rules:

1. Selected email in a thread already stored in Kleos. If the selected email is part of a thread, KFO will

propose the folder of the last email stored in Kleos of the same thread.

2. In the selected/proposed case there is at least one email stored but not in the same thread of the

selected email.

a. The selected email in Outlook is a sent email. KFO will propose the last folder used to store

a sent email in the proposed case.

b. The selected email in Outlook is a received email. KFO will propose the last folder used to

store a received email in the proposed case.

3. In the proposed case, there is no email stored. In this scenario, KFO will propose the default folder

configured by the user in the Kleos configuration. For this purpose, 2 new configurations have been

added in the document section of user’s preferences (for incoming and outgoing emails).

If the proposed folder does not meet the needs, you can select another folder, clicking on the Change button on the right of the folder name :

You will then browse the existing folders of the case to select one (and even create a new folder in the case).

KFO : create a new folder in destination case The new KFO offers the possibility to create “on the fly” a new folder in a case. After selecting a case, click on Change after the name of the proposed folder. By doing this you may browse the existing folders of the case, but also Create new folder

An empty placeholder will appear

Type the name of the new folder and then or click outside to save it. Then move the new folder to the desired location: just drag and drop it at the relevant location inside the folders tree view. The new folder can now be used to file emails/attachments inside the case.

KFO : file an incoming email


Simply click in Outlook on an existing email. KFO will automatically try to find a matching case according to the rules described above in this document. If a matching case is found it will be shown in KFO panel:

If the case proposed by KFO is not the one you expect, you can click on Change and select another one. If no matching case is found: you may select one of the recent cases or search one (type at least 3 characters to search)

When finally a case is selected, 2 situations are possible: SITUATION 1 : the email has no attachment OR you want to file the email + attachments as a single file Optionally change the destination folder, and then click on File now

The KFO panel will show confirmation…

…and you may execute additional steps (Add task…) as described below in this document SITUATION 2 : the email has attachment(s) and you want to store them as separate files in Kleos Select File attachments as separated documents Then for the email itself and for each attachments you can:

- Uncheck the item(s) that you don’t want to file - Change the proposed folder - Rename the attachments (click in the name and you may edit it)

Then click on File now The KFO panel will show confirmation…


…and you may execute additional steps (Add task…) as described below in this document

KFO : select multiples email at a time Simply select several emails in Outlook. KFO will then show the recent cases, the search field and the number of selected emails:

Select a case or search one (type at least 3 characters to search) After selecting a case, you may change the destination folder Then click on File now The KFO panel will show confirmation…

…and you may execute additional steps (Add a task…) as described below in this document GOOD TO KNOW: when selecting multiple emails

- no automatic case matching is launched - you cannot save attachments as separate files

KFO : create a new email (optionally using a template) To create a new email, click on the usual button in Outlook (“New message”) An empty email will appear; the KFO will show the recent cases and propose to search one.

Select among the recent cases, or search one by typing at least 3 characters in the search field. After a case has been selected, KFO shows a screen to help composing the email:

The selected case appears, click on < to select another one KFO proposes a folder where the email will be filed on the Kleos case (click on Change if needed, you may even create a new folder). Click on Use a template from Kleos to browse the list of 5 recently used email templates, or search one. The template is then “executed” and will fill (depending on the template) : the recipients, the subject and the body. GOOD TO KNOW:


- If you entered manually recipient(s) (To, Cc or BCc) before executing the template, no recipients will be added from template - If you entered manually a subject before executing the template, the subject will not be updated by the template - If you entered manually a body, the body of the template will be added to it Click on Add recipients to select recipients coming from the case. Simply click on the email address to select a direct recipient, or CC BCC that will appear when you’ll mouse over the email address.

If needed, click on Add attachments You will then browse the documents of the case.

You can select one (or several, but one at a time) A progression bar will appear, then the document will be added to the attachments in Outlook (a green check in the KFO indicates that the download from the server is successful). GOOD TO KNOW: to simplify the selection of attachments you can filter the types of documents to show:

After selecting the attachments, you may then type the body of the email You are then almost ready to file the email! IMPORTANT: BEFORE FILING : if you intend to add a calendar or an activity : select Additional steps after filing

Then click on Send and file If you checked Additional steps after filing you’ll be proposed to create a calendar, a task , an activity or a follow up, this is described just below

KFO : additional steps after filing a mail (calendar, task…) After filing an existing or new email, you may optionally add: an appointment / task / follow up / activity. These “next steps” are proposed in different ways, depending on the scenario.

Scenario 1: filing an incoming or already sent email

The next steps are systematically available, can be executed several times if needed, and the email can also

be filed again in another case:


Scenario2: creating and filing a new email :

In this case, you should explicitly choose to perform additional actions, selecting Additional steps after filing

If the option is selected, KFO opens a window that includes:

• On the left side: a summary of the sent email.

• On the right side: the possible next steps.

Screen KLS-BI-1126. 1

The method to register the next steps is common to both scenarios. Adding an appointment (automatically linked to the case where the email has been filed)

When saved, a feedback will appear (“Appointment added”).

GOOD TO KNOW :

- Type of the event: Kleos proposes by default the relevant preference which has been set in the

configuration of Kleos (one for Document import and one for Document creation)

- The appointment is systematically assigned to you.

Adding a task (automatically linked to the case where the email has been filed)


When saved, a feedback will appear (“Task added”).

GOOD TO KNOW:

- Type of task: Kleos proposes by default the relevant preference which has been set in the configuration of

Kleos (one for Document import and one for Document creation)

- The task is assigned to you (logged user) by default but can be assigned to another member

Adding an activity (automatically linked to the case where the email has been filed)

When saved, a feedback will appear (“Activity booked”).

GOOD TO KNOW:

- Only time-based of “flat” activity types are available here

- Activity type: Kleos proposes by default the preference which has been set in the configuration of Kleos

(one for Document import and one for Document creation)

- The owner of the activity is yourself (the logged user)

Adding follow-up

When saved, a feedback will appear (“Follow up created”).

KFO : reply or forward an already filed email The features related to the creation of a new email are also available when you reply to an email or forward it. In addition, if the mail you are replying to was already filed in Kleos, the plugin will automatically propose to store the reply in the case where the original mail was filed (but you can change it).


2 EMAILS: Use Outlook as email editor inside Kleos

Context: until now, Kleos only proposed an internal editor to create new emails. Kleos 6.5 allows you to set Outlook as the default email editor. To activate this feature for yourself to send emails using the Outlook editor you will have to configure it in the preferences (it will not affect other users in your law firm). To do that: access the configuration by clicking on the icon located at the right side of Kleos.

Then General, My preferences, and check the option Use Microsoft Outlook to send a new email and click Ok

You do not need to logout for changes to be applied. From this moment, when creating a new email from Kleos, Outlook will instantly appear as email editor. GOOD TO KNOW: activating this option only makes sense if you also use the new KFO plugin (Kleos For Outlook) which is described above. If you use the KFO: information coming from Kleos will be transmitted to Outlook (the related case and/or the document from a case to be attached to the email…). In addition, you’ll be able to select an email template, select recipients from the case etc… If you do not use the KFO, a blank email will be opened in Outlook, without inheriting any information coming from Kleos.

3 EMAILS: preference: show/don’t show the list of

templates

Context: until now, when creating a new email Kleos systematically proposed to choose a template among a list, even if you did not want to use a template. With Kleos 6.5, the default behaviour has changed: the list of templates does not appear and an empty email is proposed. You can then select a template by clicking on the Use template button in the email editor:

If you would like to get back to the previous behaviour (meaning that the list of templates is systematically proposed when creating an email), change the configuration as follow : To access the configuration, you have to click on the icon that’s at the right side of Kleos main menu.

Then General, My preferences, check the option Force templates selection when creating new emails and click Ok

And Ok (you don’t need to logout for changes to be applied). From this moment, when creating new emails from Kleos, the list of templates will be proposed as previously. GOOD TO KNOW : activating this option will have no effect it you also set Outlook as your default email editor inside Kleos. Indeed, if you set Outlook as your email editor, you’ll have to use the KFO plugin (Kleos For Outlook) to select a template.


4 EMAILS : show recently used templates

Context: So far, heavy users of email templates had to choose among the list of templates defined for the whole law firm. Kleos 6.5 brings the possibility to select, in one click, among the templates that YOU used recently. When the template selection windows is shown, clicking on Recent will just show this list, allowing a much faster selection.

5 EMAILS: use a template inside the Kleos email editor

Context: Before Kleos 6.5, the window allowing selection of an email was always shown (even if you did not need a template) and appeared before the email editor itself appeared. This was a disadvantage for users who did not use email templates. The default behaviour of Kleos 6.5 is to open an empty email and allow the user to select e template, optionally and at any moment. Once a new email is opened in Kleos, a new button “Use Template” is available to allow you to select and apply a template to the email.

GOOD TO KNOW : if you want to get back to the previous behaviour (meaning that the list of templates is systematically proposed before entering a new email, please refer to the item show/don’t show automatically the list of templates in this document.


6 BILLING: Create a rollback credit note on a provision

Context: rollback credit notes are a very convenient and quick way to cancel (totally reverse) a billing document, linking automatically the billing document and the credit note, also limiting the risk of errors. Until now, only sales invoices could be rolled back. Kleos 6.5 brings the possibility to rollback a provision. There are 3 entry points to create a Rollback Credit Note for a provision note (the same used to roll back a sales invoice). 1-FROM THE GENERAL BILLING TAB

2-IN THE MENU OF THE BILLING SECTION OF A CASE

3-DIRECTY RIGHT-CLICKING ON A PROVISION NOTE

GOOD TO KNOW : When trying to create a roll-back credit note on a provision note Kleos checks if the provision note has been deducted or partially deducted in an invoice.

If so, the roll-back is not possible and the user is informed with the following message:

If the provision has not been deducted, Kleos opens the roll-back credit note window.

On top of the window Kleos shows the information about the original provision note. All the amounts and

accounts are inherited from the original provision note and the user can only edit:

a. The date

b. The accounts of each line (if the accounting module is active)

c. Client information in the tab “Client”

Then Save as Final : both the provision note and the related roll-back credit note are identified with a specific icon :

GOOD TO KNOW : when a roll-back credit note is created on a provision note, all the billing items of the original provision note are locked, becoming non-billable and non-deductible on an invoice. The following screens shows an example of the status of a provisional billing item before the roll-backing and after BEFORE ROLL-BACK :

AFTER ROLL-BACK :

7 EXPORT LISTS TO EXCEL: limit is now set to 350.000 lines

in Kleos 6.5

Context: you probably know the Print list feature that appears on bottom right of most grids in Kleos:

This feature allows you to arrange, hide columns, group, save the result as a layout, and also print or export to Excel. Until now, the maximum number of lines that could be exported to Excel was set to 8,000 6. Kleos 6.5 now allows you to export up to 350,000 lines. GOOD TO KNOW : If the export contains more than 65,000 lines, you’ll be warned that the export may take a while and you can confirm or cancel :

After a few seconds, Kleos will a progression bar during the export of the data into Excel :

End of document.

Kleos 6.5 (March 2019) New & improved featuresknowledgecenter.kleos.wolterskluwer.com/wp-content/...Kleos 6.5 comes with a brand new version of the KFO including exciting improvements

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