May 2018 – OnPoint Legal Blog

HarmonIE should be updated at least monthly

OnPoint Legal and Harmon.ie are an aggregator of Microsoft Services such as Exchange Online, Office 365 Groups, and SharePoint. These services are great in isolation, but need some help to work in a way that is beneficial to law firms.

Unfortunately, with Microsoft’s regular updates, aggregators like Symbioshare and HarmonIE require frequent upgrades to ensure compatibility with Microsoft’s products.

Symbioshare pushes changes to clients so no action is required; however, HarmonIE does not.

Consequently, to ensure that your version of HarmonIE is compatible, Symbioshare recommends updating HarmonIE monthly.

Remember, if you have fewer than 15 users, you cannot purchase HarmonIE and must use the Personal Download link. If you have more than 15 users, then you must purchase HarmonIE and use the Enterprise link.

Document Templates In a nutshell

Document templates are an important feature of any Legal Document Management system. OnPoint Legal provides document template capabilities through a Document Library and its word add-in.

Document templates are an important feature of any Legal Document Management system. OnPoint Legal provides document template capabilities through a Document Library and its Microsoft Word add-in.

Software pre-requisites:

Microsoft Word 2010 or Greater
OnPoint Word Add-In from your OnPoint Home Page

Typical Document Creation Flow:

Create a New Word Document with your letterhead.
Create your content template and save to your “Document Templates” library.
Merge your letterhead and content into a single new document.
Fill placeholders with data stored in SharePoint.
Modify remaining portion of document.
Save to SharePoint.

Access Denied Error When Adding New List Item

Some users are reporting that when they try to add a new list item, they are directed to a modern list form, then redirected to a page saying that they don’t have permissions to view a page.

Some users are reporting that when they try to add a new list item, they are sent to a modern list form, then redirected to a page saying that they don’t have permissions to view a page.

Symptom: After a modern list form is opened, the user is not given an opportunity to fill out the form because the user is redirected to a page requiring that the user request access.

Cause: The user’s stored credentials have expired for a downstream service whose credentials are cached in the browser.

Discussion: This error is not related to OnPoint Legal. Office 365 is a collection of services. Each service requires credentials. These credentials can be passively obtained from cached credentials, or directly obtained by logging in. Pages in one service that access data in another service rely solely upon passive credentials. If passive credentials are present but expired, then Sharepoint assumes the user does not have access and redirects to a screen allowing the user to request access.

For example, modern Sharepoint list forms can either be Out of the Box list forms, or they can be modified by Microsoft Flow. Microsoft Flow is a downstream service. When a modern list form is opened, Microsoft Flow is queried to determine if a custom form is available. If the user’s credentials for Microsoft Flow are present but have expired, an error occurs and the user is redirected to a page to request access.

Fix: The easiest fix is to clear your browser’s cache on the list form. That is accomplished by quickly typing ctrl+F5 before the redirection occurs. Ctrl+F5 clears the cache and reloads the page from the browser rather then using stored credentials. This will also force obtaining new credentials for the downstream service which are good for 30 days.

A more direct method is to log out of Sharepoint and then log back in.

Announcing Improved Technical Support

Our customers demand world class support. To maintain this level of quality, we have expanded our technical support system by partnering with Univirtual Solutions and its 24 x 7 support team.

Our customers demand world class support. Previously, we have emphasized speed over knowledge; however, in tracking our support requests, the vast majority of questions actually are related to Microsoft products. Although Symbioshare is not an expert on these products, we have provided support where possible. Many times this only complicated or extend the time to resolution.

As a result, we have expanded our technical support system by partnering with Univirtual Solutions. Univirtual Solutions is a Georgia based IT firm that operates a 24 x 7 call center staffed with employees knowledgeable on all Microsoft products. Consequently, our customers will now get tier 1 support from experts on Microsoft products with the ability to quickly resolve or escalate any issue to the subject matter expert for that issue. Of course, if a technical support issue related to OnPoint Legal, Symbioshare’s team will serve as tier 2 support to help Univirtual resolve any issues. This arrangement is necessary to give you the same level of attention that you have grown accustomed to.

As before, Technical Support contact information will be on your OnPoint Legal home page in the bottom right corner. Univirtual can be reach by phone, email, or live chat.

We welcome Univirtual Solutions to the Symbioshare team and look forward to improving what is clearly one of the best features of OnPoint Legal…technical support.

Beware of the Microsoft Word AutoSave Feature

The AutoSave feature was conceived to make it less likely that a user will loose data by saving each change immediately to SharePoint. But there’s a catch.
If you use existing documents as templates, you may accidentally modify the wrong document.

The AutoSave feature was conceived to make it less likely that a user will loose data by saving each change immediately to SharePoint.

PROBLEM: If you sometimes use existing files as templates by modifying and then saving the modified file to a new location, you will find that you have actually changed the original file. This is usually not a desirable outcome.

Currently, there is no way to disable the AutoSave Feature. It can be turned off for a single session, but it will be active on any future document opened.

RECOMMENDATIONS:

Change your practice to copy files before modification.
For all files that are of historical value, always mark them as final under File => Info => Protect Document. This will prevent accidentally changing the document.
Digitally sign files rather than manually signing. This marks them as final.

HOW TO FIX A MODIFIED DOCUMENT:

Even if you accidentally modified a document, all previous version of the document are still available. Just roll back to a previous version. This can be done with the version option in SharePoint, or by clicking the “Version History” icon on the top right of Word 2016.