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| [[PBI Web Portal 16 FAQ Videos]]
| | Use the following links to find out more information about the Volunteer (PBI) Web Portal version 16. For ease, we have broken down the information on the Portal into easy to understand sections. If you want to find out how staff interacts with the Portal, look at the section 'How staff interact with the web portal'. If you are interested in how Volunteers (PBI attorneys) interact with the Portal, look at the section 'How Volunteers (PBI attorneys) interact with the web portal'. |
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| [[PBI Web Portal 16 Introduction]] | | [[PBI Web Portal 16 Introduction|Introduction]] |
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| [[How staff interact with the web portal|PBI Web Portal 16 Staff Interaction]] | | [[PBI Web Portal 16 Staff Interaction|How staff interact with the Web Portal]] |
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| [[How PBI attorneys interact with the web portal|PBI Web Portal 16 PBI Attorney Interaction]] | | [[PBI Web Portal 16 PBI Attorney Interaction|How Volunteers (PBI attorneys) interact with the Web Portal]] |
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| ==PBI Lawyer Interaction==
| | [[PBI Web Portal 16 Enhancements|New Features]] |
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| ==Staff Interaction==
| | [[PBI Web Portal 16 Setup|Initial Volunteer (PBI) Web Portal Setup]] |
| ===Log In and Registration===
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| ====New Attorney====
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| When an attorney who is not in the lawyers system registers to be on panel, staff receives an email. That email looks something like Figure 42.
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| [[File:PBI16V2image074.png|thumb|none|frame|Figure 42 - Brand New Registration Email Notification]]
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| Within Prime, navigate to Search-->PBI-->Lawyers Web Registration. This opens the Lawyers Web Registration search screen, shown in Figure 43.
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| [[File:PBI16V2image076.png|thumb|none|frame|Figure 43 - Lawyers Website Registration Search Page]]
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| When the Website Registration Search Page opens, it defaults to showing pending registrations. You may use the search features, like other search pages in Prime, to find particular registrations. Use the “Pending” button to return to showing pending web registrations. Double-click on an entry (or single click and choose the “Open Form” button, to open the web registration data page, shown in Figure 44.
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| [[File:PBI16V2image078.png|thumb|none|frame|Figure 44 - Lawyers Website Registration Page]]
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| You can use search screens, queries or reports to determine if the attorney is already if the system. If so, choose the Ignore button. If the attorney is not in the Lawyers table, choose the “Add to Lawyers” button to copy this information to a lawyer form, shown in Figure 45. Please note that clicking the ignore or add button on the website registration page will remove that entry from the pending status in the search screen.
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| [[File:PBI16V2image080.png|thumb|none|frame|Figure 45 - Data Transferred From Lawyers Website Registration to New Lawyers Form]]
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| Enter any additional information required by the organization. Make sure you enter an attorney number (Atnum) for this attorney. This attorney is now in your Lawyers table.
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| ====Website Registration====
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| To register to use the website, an attorney must be in your Lawyers table. There are two options available to create a new website registration: (1) the organization creates the username and password and provides it to the attorney or (2) the organization provides the attorney number, and first and last name as entered in the system. The attorney uses that to create their own user name and password in the website.
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| To manually create the website registration for the attorney, open that lawyer’s record. Navigate to the “PBI Portal Registration” tab, shown in Figure 46.
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| [[File:PBI16V2image082.png|thumb|none|frame|Figure 46 - PBI Portal Registration Tab]]
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| In the PBI Portal Registration tab, fill out the information. The username and password must be provided to the attorney. He can then use that information to log on to the system. Ensure there is a password question and answer entered as well. Enter the current date and time into the “Last Activity Date” and “Last Password Changed Date” fields.
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| To approve the attorney to log on to the Portal, check the box next to “Is Approved”. If you want to lock the attorney out of the website, remove the checkmark.
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| If you want the attorney to create his own website registration (including selecting his own username, password, password question, and password answer), you merely need to provide the attorney with his attorney number from the lawyer record, together with the exact spelling of his first and last name in the system. He will use these to verify his identity in the system and create his own website registration.
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| ====Forgot Password====
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| An attorney can use the password retrieval system in the website to retrieve a forgotten password. The attorney may also call the organization for that information. The lawyer’s form does not display the password in a clear text format; however, staff can reset that password by deleting the information in the password box and typing in a new password for the attorney.
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| Log In
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| Other than providing the username and password, or giving the attorney sufficient information to create his own website registration, there isn’t much to be done by the organization regarding log in.
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| ===Case Management===
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| ====List a Case as Waiting====
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| To place a case on the waiting case list in the Portal, change the case type to “W” for Waiting, as shown in Figure 47. Ensure there is no closure date in the case as well. Closed cases, regardless of their case type, are not shown in the waiting case list.
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| [[File:PBI16V2image084.png|thumb|none|frame|Figure 47 - Case Type]]
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| Several things happen when an attorney accepts the case on the Portal. First, the case type of the case is changed from “W” to “P” for “PBI”. Second, a PBI record entry is created if one doesn’t already exist. Third, a PBI Lawyer entry is created for the attorney. This is equivalent to your assigning an attorney to a case as shown in Figure 48.
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| [[File:PBI16V2image086.png|thumb|none|frame|Figure 48 - Assign a Lawyer - PBI Tab]]
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| Finally, an email is sent to the organization notifying staff of the fact that the attorney took the case, as shown in Figure 49.
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| [[File:PBI16V2image088.png|thumb|none|frame|Figure 49 - Email Regarding Case Assignment]]
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| ====View Open Cases====
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| If you want to see what cases are shown as waiting on the Portal, open the Client Search Screen (Menu: Search->Client->Clients). In the “Search Field” dropdown box, select “Case Type”. In the “Word or #” box, type in “W” (obviously without the quotes). Review the list. For any item in the list that does not have a date closed, the case should be shown on the Portal. An example of such a list is shown in Figure 50.
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| [[File:PBI16V2image090.png|thumb|none|frame|Figure 50 - Search Screen Showing Waiting Cases]]
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| ====Case Information====
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| The case information that is displayed to the attorney (client name, contact information, conflict information) comes from the Client record. Changes to the client record, when saved, would be immediately reflected in the Portal the next time the case information is displayed. Case information cannot be updated or changed by the attorney using the portal.
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| ====Case Documents====
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| If you wish to place a document in document tracking in a case and also have it displayed in the Portal for that case, simply right-click on the document in Document Tracking (page 2 of the Client record) and choose Properties, as shown in Figure 51.
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| [[File:PBI16V2image092.png|thumb|none|frame|Figure 51 - Right-click a Document in Document Tracking]]
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| In the Document Information box, shown in Figure 52, check the box next to “Available to PBI Attorneys on the PBI Website”. The document would now be available to the attorney on the website. Please note, the document must be saved in the SQL Server to be available to the attorney. Documents that only have their link stored in Prime are not capable of being downloaded from the Portal.
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| [[File:PBI16V2image094.png|thumb|none|frame|Figure 52 - Document Information Page]]
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| If the attorney uploads a document to the case, an email is sent to staff notifying them of the new document, as shown in Figure 53.
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| [[File:PBI16V2image096.png|thumb|none|frame|Figure 53 - Email Notification of a New Document]]
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| ====Time====
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| When an attorney adds either Compensated or PBI Time to a case, staff will receive an email much like that shown in Figure 54 (for Compensated Time) and Figure 55 (for PBI Time).
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| [[File:PBI16V2image098.png|thumb|none|frame|Figure 54 - Email Notification of Compensated Time Entry]]
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| [[File:PBI16V2image100.png|thumb|none|frame|Figure 55 - Email Notification of PBI Time Entry]]
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| You may use normal procedures in Prime to review those time entries, including reviewing them in the case, or searching for the entry.
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| ====Case Notes====
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| When an attorney enters a case note in a case, staff will receive an email notice of that, as shown in Figure 56. In newer versions of the PBI Portal, the email includes the case note that has been entered. The case notes for the client file will also display the newly entered case note. These notes will typically have the special "Web" staff number (default is 9999) and a type of "PBI Website Note".
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| [[File:PBI16V2image102.png|thumb|none|frame|Figure 56 - Email Notification of a New Case Note]]
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| If you want a case note to be available to the PBI Attorney, add a new case note with a casenote type set to “PBI Website Note” as shown in Figure 57. The PBI Attorney will be able to view these case notes by going into the Client's case and selecting "View Case Notes".
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| [[File:PBI16V2image104.png|thumb|none|frame|Figure 57 - PBI Website Note Type]]
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| ====Close A Case====
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| When an attorney closes a case using the Portal, staff will receive an email, as shown in Figure 58.
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| [[File:PBI16V2image106.png|thumb|none|frame|Figure 58 - Email Notification of Case Closure]]
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| The closing information noted by the attorney is entered into the case record, and the case’s date closed is entered with the day the attorney closed it.
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| ===Non-Case Documents===
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| If the organization desires to make non-case specific documents available to their PBI attorneys, those documents may be added to the non-case document system. To access that system, in the menu, navigate to Add-->Other-->Document Noncase. The non-case document system screen will look like that shown in Figure 59.
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| [[File:PBI16V2image108.png|thumb|none|frame|Figure 59 - Non-case Document System Screen]]
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| Add a document to this system as you normally would. To make the document available on the Portal, right-click on the document and choose properties. Check the box next to “Available to PBI Attorneys on the PBI Website”.
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| Attorneys cannot add non-case documents to the system.
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| ===Account/Profile===
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| ====Edit Profile====
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| When an attorney edits his profile on the Portal, those changes are immediately made to his lawyer record in Prime. Notification of the change to the profile is sent by email to staff. Of course, staff may also edit an attorney’s profile by editing the information in the lawyer record.
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| ====Counties====
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| Changes by an attorney to counties result in an immediate change to the lawyer record in Prime, in addition to an email being sent to staff notifying them of the change to the attorney’s counties. Of course, staff may also edit this information in the lawyer record.
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| ====Subjects====
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| Changes by an attorney to subjects result in an immediate change to the lawyer record in Prime, in addition to an email being sent to staff notifying them of the change to the attorney’s subjects. Of course, staff may also edit this information in the lawyer record.
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| ====Change Password====
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| Staff may change the password for the attorney by opening the lawyer record, going to PBI Website Information tab and changing the password entered into the password field. The field does not show up in plain text, so staff cannot read existing passwords from within the lawyer record.
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| ====Change Security Question and Answer====
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| Staff may change the Security Question and Answer for the attorney by opening the lawyer record, going to the PBI Website Information tab and changing the Security Question and Answers entered into the corresponding fields.
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| ===Work Summary===
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| You may produce a list of the attorney time entered by running the appropriate reports corresponding to the type of time entered. Many of these reports may be found by going to the menu and navigating to ReportsReport Selector.
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| For compensated time entries, in the Report Selector, in the lower left corner under “Other Tables, Lawyers, Oservice, etc.”, use the dropdown to choose “Compens” for compensated time. Choose one of the reports in the Choose Report dropdown. Enter the criteria and run the report.
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| For PBI time entries, in the Report Selector, in the left column, in the middle of the page, use the PBI Time dropdown to choose a report. Enter the criteria and run the report.
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| ==Enhancements==
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| ===Video Help System===
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| Within the menu of the Portal, attorneys have the ability to access a new video-based help system. The menu item is shown in Figure 1 and the actual web help system page is shown in Figure 2.
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| [[File:PBI16V2image001.png|thumb|none|frame|Figure 1 - Help Menu Item]]
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| [[File:PBI16V2image002.png|thumb|none|frame|Figure 2 - PBI Lawyer Video Help System]]
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| When an attorney clicks on a link in the Portal Help System, a video shows them how to use the feature.
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| Staff have a similar video help system available to them, shown in Figure 3.
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| [[File:PBI16V2image004.png|thumb|none|frame|Figure 3 - Staff Video Help System]]
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| ===Dashboard===
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| Once an attorney logs on, they are taken to the main menu page. This enhanced page has a dashboard showing various charts relating to the past cases they’ve taken, as well as information on the organization itself. An example dashboard is shown in Figure 4.
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| [[File:PBI16V2image006.png|thumb|none|frame|Figure 4 - Dashboard]]
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| Graphs across the top of the dashboard apply only to the attorney. From the left, (1) the number of cases accepted, by month, for the last six months, (2) the total hours provided, by month, for the last six months, and (3) the total number of cases taken.
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| Graphs along the bottom of the dashboard apply to the whole organization. From the left, (1) the number of accepted cases, by month, for the last six months, (2) the total hours provided, by month, for the last six months, and (3) the total number of cases that are waiting assignment.
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| ===Redesigned Menu Interface===
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| The menu interface in version 16, has moved from the middle to the top of the screen. The menu shows additional choices when a mouse is placed over it, as shown in Figure 5.
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| [[File:PBI16V2image008.png|thumb|none|frame|Figure 5 - Redesigned Menu Interface]]
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| ===File Upload===
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| In previous versions, an attorney was limited to uploading one document at a time. Additionally, that document had to be 4 megabytes or smaller. Version 16 allows the selection of multiple files for upload. Additionally, those file are no longer subject to the 4-megabyte file size limitation. Figure 6 shows this new interface.
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| [[File:PBI16V2image010.png|thumb|none|frame|Figure 6 - New File Upload Capability]]
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| ===Email Notifications===
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| Email notifications are enhanced. They now contain additional, helpful information, such as the name of the attorney involved, and the name and case number of the client.
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| ==Enhancements in Private Bar Portal 16 version 2==
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| ===Mobile-friendly Responsiveness===
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| Several new enhancements have been made in version 2. The first, major enhancement is a redesign of the website for responsiveness. Every page in the website has been modified to enhance user viewing whether in a desktop or mobile environment. Each web page will change its layout depending on the size of the screen available. Although there are some controls in some pages that cannot be adequately displayed in very small screens, the responsive design makes the use of those controls easier in smaller screens.
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| Please note that as a result of its responsiveness, the images of web pages shown herein are representative only. Each page may appear slightly different based on the dimensions of the screen available. A page viewed on a small mobile device will look remarkably different from the same page viewed on a full-sized, desktop monitor.
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| ===Waiting Case Screening===
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| Waiting cases were previously screened using a three-phase process (review of a basic note about the case, review of conflict information, review of client information) with each phase being displayed in a separate web page. Each phase is now taken care of in a single, responsive page, making the process simpler to manage with fewer web pages.
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| ===Document Download MIME Mapping===
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| Downloaded documents are now put through a MIME mapping system. This helps the receiving device know the type of the document and what program or interface it should provide to open or display that document. On mobile devices, this can help by displaying the document within the web interface for easy use.
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| ==Email Setup==
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| The web system uses email settings to send email notices to you as well as to the attorney (for example, in the event the attorney forgets his password). Since the system will send email, an email account for sending email is necessary. We suggest that this be a “send only” email account. In other words, the email should not be someone’s live account. You may still want to have someone monitor that account occasionally.
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| Some organizations have chosen to establish an account called “DoNotReply”, with a name of “Do Not Reply”, so that the person receiving the email is notified by the name of the sender that they should not reply. So, for example, an email might come from the email address:
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| DoNotReply@YourOrganizationDomain.com
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| For system notifications, for example a new attorney registration or an attorney adding time to a case, we suggest that a group email be established to receive those notifications with more than one staff person being members of that group. Some organizations have chosen to establish a group email called “PBI Website Group”, with email being sent from the Portal to an email address something like:
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| PBIWebsiteGroup@YourOrganizationDomain.com
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| We suggest a group email instead of a single staff person for a reason: if email is sent to a single staff person and that staff person leaves, email notifications may not be received by anyone. With a group, there is the hope that remaining staff people would realize that one staff leaving would necessitate another being added to the group.
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| ==System Setup==
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| Some settings are necessary for the setup and use of the system. These settings are stored in a new table called PBIWebPortalSettings using a form named fPBIWebPortalSettings, shown in Figure 60.
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| [[File:PBI16V2image110.png|thumb|none|frame|Figure 60 - PBI Web Portal Settings Form]]
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| The settings shown include the email server settings (address, port, security), credentials of the email “user” that will be sending the email (username, password), the email address that will receive notification emails (address), whether the organization uses PBI Time Slips or Compensated Time Slips, whether the organization wants to track changes to cases in the case notes, what staff number should be used to make entries in the system, and the office number that should be used in entries in the system. The final box must always be TRUE, and it notes that it allows only one row in the table. If you try to add more than one row, you will receive an error.
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| Additionally, the staff number and office number must exist in the system. You cannot use a nonsensical number for either. Generally, these are set to 9999 and entered in the SMEMBER and SUBOFFICE tables.
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| These settings were, in previous versions, stored in the website itself. However, they have been moved to the database to make them easier to change.
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| For testing purposes, to ensure your site is working properly, you may have to either (1) hijack an existing volunteer lawyer in your system and use his/her credentials in the website, or (2) create a dummy volunteer lawyer entry (e.g., first name: Test and last name: Test) and use it for your testing. We would suggest a dummy lawyer entry, as it is easiest to recognize entries with a dummy lawyer. The same thing is true for cases, you may want to enter a test client/case in Prime, then use it for testing purposes in the website.
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