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Planning a Seamless ProLaw Upgrade: A Guide to the Latest Version

Upgrading your law firm’s core business management software is a significant undertaking. While the promise of new features, enhanced security, and streamlined workflows is exciting, a successful ProLaw upgrade requires careful planning and a strategic approach. Skipping these crucial steps can lead to unexpected downtime, data inconsistencies, and a frustrating experience for your team.

If you’re considering moving to the latest version of ProLaw, here’s a blog to help you plan your next steps and ensure a smooth transition.

  • The Server Question: To Buy or Not to Buy?
    This is often the first and most critical decision. Your current server infrastructure might be sufficient, but a jump to a new ProLaw version often comes with updated hardware and software requirements.

    • Assess your current server: Is it aging? Does it meet the minimum specifications for the new ProLaw version, including processor speed, RAM, and disk space? The latest versions of ProLaw will likely be more demanding on resources than a version from several years ago.
    • Consider your firm’s growth: If you plan to add more users or handle a higher volume of data in the coming years, a server upgrade now might save you from another costly overhaul down the road.
    • The cloud option: An upgrade is the perfect time to evaluate a move to the cloud. Cloud-hosted ProLaw environments can eliminate the need for on-premise server maintenance, offering greater scalability and remote access for your team.
  • The Foundation: SQL and Microsoft Server
    ProLaw is built on the Microsoft stack, and the version of your SQL Server and Windows Server is a major factor in a successful upgrade.

    • Check compatibility: The latest ProLaw versions will have specific compatibility requirements for SQL Server and Windows Server. For example, a version from 2017.1 may run on older server and SQL versions, but the newest version will likely require a newer Windows Server (e.g., Server 2022 or newer) and a recent SQL Server (e.g., SQL Server 2019 or 2022).
    • Plan your upgrade path: You may need to upgrade your SQL and Windows servers before you can install the new ProLaw version. This requires a separate project plan, which should be done in conjunction with your ProLaw upgrade.
    • Licensing: Be sure to account for new licensing costs associated with any required server or SQL upgrades.
  • Testing, Testing, Testing: Don’t Go Live Without It
    A ProLaw upgrade is not just a simple installation; it’s a complete change to your firm’s business management platform. A robust testing plan is non-negotiable.

    • Create a test environment: You need a dedicated environment that mirrors your live ProLaw setup. This allows you to perform the upgrade without disrupting your daily operations.
    • Functionality testing: Once the upgrade is complete in your test environment, a group of key users from each department (front office, back office, administration) should test critical functions. This includes:
      • Time and cost entry
      • Billing and accounting processes
      • Document management and assembly
      • Conflict checking
      • Docketing and calendaring
      • Integrations: Test all integrations with third-party software, such as Outlook, Microsoft Word, and any other systems your firm relies on.
      • Performance testing: A new ProLaw version might be more demanding. Test for speed and responsiveness, especially during high-traffic times like month-end or year-end.
  • The Report Challenge: Version 11 and Beyond
    If your firm is on ProLaw 2017.1 or a prior version, you’re likely running custom reports created with the older, now-deprecated, Version 11 reports engine. These reports will be broken after the upgrade.

    • Take inventory: Before you do anything, create a comprehensive list of every Version 11 report your firm uses. Don’t forget statement formats, check templates, ebills, and other custom reports.
    • Prioritize and recreate: Not all reports will be needed. Use this opportunity to cull unused or redundant reports. Then, prioritize the critical ones that must be recreated using the current reporting platform, SQL Server Reporting Services (SSRS).
    • Engage an expert: Recreating complex reports in SSRS can be challenging and time-consuming. You may want to work with us at NextPro, who specializes in SSRS report development, to ensure your critical financial and management reports are ready for the new system.
  • Integrations: The Unsung Heroes of Your Firm’s Workflow
    ProLaw’s value is multiplied by its integrations. If you are using any of the following modules or add-ons, you must verify their compatibility and plan for their upgrade or re-configuration. Ignoring these could cause major disruptions to your firm’s daily operations.

    • Pro Filing (Outlook, Word, Excel, and Adobe Integration): The Pro Filing add-in for Outlook is a cornerstone for many firms, allowing for the easy saving of emails to a matter. New ProLaw versions often have updated versions of this add-in to ensure compatibility with the latest Microsoft Office suites. You’ll need to roll out the new Pro Filing installer to all users and verify that the integration works as expected.
    • The Groupware Agent (Docketing integration with Outlook): If your firm relies on the Groupware Agent for synchronizing dockets, tasks, and contacts between ProLaw and Outlook/Exchange, you need to be aware of the version requirements. The Groupware Agent must be compatible with both your new ProLaw version and your Exchange environment (whether on-premise or Office 365).
    • ProLaw Mobile: The mobile app for ProLaw is an essential tool for timekeepers on the go. As with the desktop applications, the mobile app often has its own set of compatibility requirements. Ensure that your firm’s mobile devices and operating systems are supported by the latest version and plan for the new app to be deployed to your team.
    • ProLaw Workspace: This web-based interface provides a simplified user experience for ProLaw. If your firm uses Workspace, the upgrade will involve updating this component to ensure it aligns with the core ProLaw application and database changes. Test for performance and functionality in a browser-based environment.
    • ProLaw Paperless Proforma: For firms that leverage this module to streamline the billing and proforma process, you’ll need to confirm that it’s compatible with the new version. The data structures behind billing can change, and this module must be updated to handle them correctly.
    • ProLaw’s 1099 Generator: For the finance team, the 1099 Generator is critical for year-end reporting. This is a module that must be verified for compatibility with the new ProLaw version to ensure accurate reporting to the IRS and your vendors.
    • Data Portal: This is used to import data into ProLaw, like Contacts and Matters.
    • Matters View: This provides folders in Outlook to drag and drop emails into ProLaw. It also provides for a place to see matters information including information found on the General tab, Events tab, and Custom tabs.

By thinking through these key areas in advance, your firm can move forward with a ProLaw upgrade with confidence, minimizing risks and maximizing the benefits of the new version. Contact us at NextPro to get your upgrade started. We’ll be here to help you every step of the way.

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