Implementation Timeline SaaS

File Server

To be provided by SmartAdvocate

SMTP Connection Information

To be provided by Licensee/IT Professional to be shared with SmartAdvocate

1. SMTP Server Address (IP) or SMTP Host Name

2. SMTP Password

3. SMTP Server Port

4. SMTP user or email address created (SmartAdvocate@hostserver.com)

5. https://smartadvocate.atlassian.net/l/c/ZYyXfg11

6. For MS Office 365:

   The SmartAdvocate account needs to be able to send as each other user in Office 365. The users do not need to be able to send as the SmartAdvocate user. The SmartAdvocate@hostname.com address should be added in the Send As list in each individual user’s Mailbox Permissions. You may be able to do this in bulk from the Exchange Admin Center by doing the following: 

   Go to the Exchange Admin Center, then Recipients, then Mailboxes. Use Shift-click and/or Ctrl-click to select all of the active users in the firm, then go to Mailbox Delegation near the bottom of the panel on the right and click Add. That will take you to “Bulk add delegation,” where you can add SmartAdvocate@hostname.com to the Send As list.

   You can also edit the user’s Mailbox Permissions individually. In the Mailbox Permissions, go to the list of accounts that “are permitted to Send As this user.” Add the account SmartAdvocate uses to this list. Save changes if prompted, and repeat for the next user. Every time a new user is added to the system, it will be necessary to add the SmartAdvocate account to the Send As permissions for the new user as detailed above.

   If you have authentication disabled, in office365 make below changes for  SmartAdvocate account

   1. Open the Microsoft 365 admin center and go to Users > Active users.

   2. Select the user, and in the flyout that appears, click Mail.

   3. In the Email apps section, click Manage email apps.

   4. Verify the Authenticated SMTP setting: checked = enabled.

   5. When you're finished, click 

   6. Save changes.

   SmartAdvocate is fully compatible with Office 365 and after the installation there will be additional reconfiguration to be performed if your office uses Office 365. There are several parameters in the System Parameters (Internal) administrative page with the Group Description “Email Settings.” These list the email account and credentials used to send email from SmartAdvocate. The “EmailServer for emails” parameter will definitely need to be updated to reflect the Office 365 SMTP server; the others (in particular the port) may also need to be changed as appropriate.

Microsoft Office

To be provided by Licensee/IT Professional

• Microsoft Word and Excel 2010 or better needs to be installed on server and user workstations

Database Conversion

To be provided by Licensee/IT Professional

• Data conversion must be purchased on work order to perform

• To be shared with SmartAdvocate

Case Data Spreadsheet

To be provided by Licensee/IT Professional

• Spreadsheet import must be purchased on work order to perform

• To be shared with SmartAdvocate

Document Templates

To be provided by Licensee/IT Professional

• Template conversion must be purchased on work order to perform

• To be shared with SmartAdvocate

Document Files

To be provided by Licensee/IT Professional

• Document linking must be purchased on work order to perform

• Files to be shared with SmartAdvocate

Client Workstations Configuration

To be performed by Licensee/IT Professional

1. IE 11 or better Installed with compatibility settings and trusted sites configured

2. Chrome installed with SmartAdvocate document extension added and document
   launcher installed

3. SmartAdvocate Registry file run

4. SmartAdvocate Outlook Plug-In installed

5. SmartAdvocate Word Merge Plug-In installed

6. SmartAdvocate Word Template Editor installed (Administrative users)

7. Pop-up blocker disabled for SmartAdvocate site

8. SmartAdvocate Workstation Configuration Instructions https://smartadvocate.atlassian.net/l/c/ePdbZh1j

Scanner Configuration (scan to network drive)

To be performed by Licensee/IT Professional

• Configure folder option on your scanner with a destination folder for
  scanned documents labelled “Scan To SA” and point that destination to a shared
  public folder on your network drive labelled “ScanToSA”

• Scanner Barcode Instructions https://smartadvocate.atlassian.net/l/c/RiCfhh1f

Data Verification

To be performed by Licensee/IT Professional

• Once conversion is completed by our programmers, we will schedule a remote
  online session with client to walk them through the converted data (approximately
  30 minutes)

• Only if data conversion/spreadsheet import, document linking or template
  conversion purchased on work order to perform

Documents and folder structure moved from server to new SmartAdvocate server

To be provided by Licensee/IT Professional

• Needs to be shared with SmartAdvocate

• Only if data conversion, spreadsheet import, document linking or template
  conversion purchased on work order to perform

SmartAdvocate Administrative Training

To be performed by SmartAdvocate via online or onsite

• Pursuant to time purchased on work order

• Onsite travel and expenses to be quoted separately

SmartAdvocate Acceptance of Conversion

To be provided by Licensee

• SmartAdvocate will schedule training for staff and Live/Cutover date once executed
  acceptance of conversion received

• Mandatory if data conversion, spreadsheet import, document linking or template
  conversion purchased on work order

SmartAdvocate User Training

To be performed by SmartAdvocate via online or onsite

• Pursuant to time purchased on work order

• Onsite travel and expenses to be quoted separately

Final conversion – Final Backup of Database

To be provided by Licensee/IT Professional

• Data conversion/Spreadsheet Import must be purchased on work order to perform

• To be shared with SmartAdvocate clearly labeled with date of backup

• Latest back-up of database to be provided no later than 09:00 am EST one or two business day prior to scheduled live date depending on system size

• For example, we will need the latest database backup Friday at 09:00 am EST clearly labeled with date of backup for final conversion to be available for Monday live date

• Please be advised that once we have the database backup no new information will be transferred from this point.  Please have your staff not enter new information into system as it will not appear in the final conversion.

Live/Cutover Date

To be performed by SmartAdvocate via online or onsite

• Pursuant to time purchased on work order

• Onsite travel and expenses to be quoted separately

• Confirm system configurations https://smartadvocate.atlassian.net/l/c/FFrqMaNy