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Connection Vol. 6 - September / October 2019

Julie Stoltz
Updated

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Vol.6 - September / October 2019

 

In this issue:

 

 

 

 

Enhancements

Two recent enhancements are highlighted below.

 

Visual warning for matter outside a statute of limitation

In version 1.4460, we added a visual cue to help distinguish the time lapse between filing and incident dates. The background color of the incident date will display as red if the lapse is greater than the Max Number of Allowable Days set by the System Administrator for the Category of the matter. This is an optional feature that is available in Litigation, Claims, Labor Relations, and Workers Comp modules.

 

 

Validate Exchange email credentials

In version 1.4591, we added automatic validation of Outlook Exchange email credentials on CityLaw / CountyLaw login or when changing the email password. If a user changes their Outlook Exchange email password but has not updated the credentials in CityLaw / CountyLaw, or if they enter invalid credentials, a prompt alerts to reset email credentials. This feature is most helpful for sites that require users to frequently change passwords for added security.

 

 

An easier way to import to CityLaw / CountyLaw

Would you like to be able to click on any file in your system, no matter the location, and import it directly to CityLaw / CountyLaw? A new article has been added to the Help Center detailing the instructions to Add CityLaw / CountyLaw to Send To Menu. This uses the CyImportFile application, but does not require that the files be located on your desktop.

 

 

Enhancement Lists

You can view all the latest enhancements to CityLaw / CountyLaw in the following article in our Help Center:

 

 

On the Horizon

Expanding the Real Estate Section

The Real Estate section will be expanding to include two new features. The first will be Geographic Information System (GIS) links to Google maps. The second will be a grid for managing Entitlements.

 

Tips from Support

In this issue we will look at some of the security features of CityLaw / CountyLaw Web.

 

Website Security

CityLaw / CountyLaw Web provides your office with a secure, browser-based case management solution. Due to the sensitive nature of case data, many of you are appropriately interested in maintaining security best practices. To help you make informed decisions, we’ve included information on how to manage access to your system in this issue.

On-Premise Solution

When it comes to access, the first thing to understand about CityLaw / CountyLaw Web is that it is an on-premise solution. That means that the application and data reside on your organization’s servers. This gives your IT department full control over who has access to the application.

Username and Password

If your IT department has granted you access to CityLaw / CountyLaw, then you will need to log in with your user ID and password provided by your System Administrator.

Security Profiles

As a System Administrator, you can define very specific access permissions for your CityLaw / CountyLaw users via Security Profiles. Every user in your system should be assigned a Security Profile.

Inactive users

Employee IDs can be made inactive in CityLaw / CountyLaw so that they cannot be used to gain access again. All privileges are removed when the ID is made inactive.

 

The following points should help alleviate concerns about website security:

  • The URL to the CityLaw / CountyLaw website is known only to your organization.

 

  • The URL is not a public domain that anyone can find by doing a google search. Most sites set the URL up so the user must already be logged into the network to gain access.

 

  • Access to the URL is by permission only. Even if someone has a link to the URL or the website address they would still need permission from the IT Group Policy to be allowed access. This means that those who work from an outside location need special permission to gain access to the organization's network and then get access to the URL for CityLaw / CountyLaw.

 

  • Once you gain access (by permission) then you need a recognized ID and password to enter CityLaw / CountyLaw.

 

  • If an employee leaves the organization, the group policy can be updated with new access requirements to keep the former employee from gaining access.

 

 

Security Measures for Sites

Sites can increase security by doing the following:

  • Add firewalls to a network in the organization. These are set up and maintained by your IT Security group and can greatly enhance the security of the entire organization’s network including the CityLaw / CountyLaw URL.

 

  • Establish policies regarding employee activities in the organization's network. For example, the following policies would increase security:
    • Employess should never click links in email from an unknown sender. Such links could be a virus attack.
    • Employees should not visit websites that are not needed for business. Some websites may be “Trojan Horses” promising services but concealing codes that are designed to harm a network by highjacking data (such as Ransomware) or just causing destruction to the system.

 

More Security Tips

Here are some additional suggestions to improve security:

  • Virus protections should be installed on each PC in the network and regular updates and scans should be performed.

 

  • Data should be backed up on a regular basis. Some sites may choose weekly backups and some daily. A good backup plan is a good defense against Ransomware and other potential hacks.

 

  • IT should monitor server usage and be concerned if the activity seems unusually high. This could be the sign of an attack in progress.

 

  • Passwords can be changed on a regular basis and made as secure as possible. CityLaw / CountyLaw also has the ability to require a password to log in, if desired.

 

New Help Center Articles

We are continually adding articles to the Help Center to help you find the information you need. A few of our latest additions on templates include:

 

 

Support Q & A

Q – It sounds like each person who logs in should have their own ID to access CityLaw / CountyLaw. Is that correct?

  • A – Yes, we recommend that each user have their own login ID. Some sites have temporary employees, or interns, who only work for a short period of time. A staff record can be set up for them and then made inactive once they leave. It will not cost the site any more money to add a few temporary employees. As an alternative, you can set up temp IDs for staff to use that have minimal access. Some sites add IDs such as Temp1, Temp2 and Temp3. Each has minimal access and does not have to be changed when a temp leaves the site. Passwords can be assigned to each ID and changed in User Setup and Security, if desired. For more information about this, contact Cycom Support.

Q – Does CityLaw / CountyLaw have any way of limiting access to a matter?

  • A – Yes, it does. We refer to it as Deny File Access. The steps for setting this up were covered in a previous newsletter, Connection Vol. 3 - March / April 2019. File access can be limited so it doesn't appear on a search list unless the user is authorized to view the matter.

Q – Is there a way to restrict changes to documents?

  • A – Documents can be marked as Private or Read only preventing anyone except the creator from making changes to them. This is done at the time the document is imported into CityLaw / CountyLaw.

Q - How is tech support provided by Cycom when a remote connection is required?

  • A - Cycom Support prefers to use GoToAssist (also known as RescueAssist) for remote connections. It is a browser-based, remote support tool. It employs Secure Socket Layer (SSL) technology and 128-bit Advanced Encryption Standard (AES) encryption, along with Secure Remote Password (SRP) authentication to ensure a safe connection. It is easy to use and enables Support to quickly resolve most issues with little or no assistance from you. Oftentimes, in fact, you are free to do other work in your office while Support does theirs.

 

Support Topic Suggestions

We would love to hear from you with your suggestions for Support Topics to be put in our newsletter. If you have any suggestions, send them to support@cycominc.com with "Newsletter Topic Suggestion" in the subject line.

 

 

Upcoming Webinars

Security Tools

Friday, September 13, 2019 10:00 AM – 10:30 AM CDT

Sign up

 

Setting Up a New User

Friday, October 11, 2019 10:00 AM – 10:30 AM CDT

Sign up

 

Contacting Cycom Support

Cycom Support can be reached in the following ways:

  1. Phone call to 1-800-292-6688
  2. Email to support@cycominc.com

Whether calling or emailing please describe the issue as clearly and succinctly as you can. This will help us respond in an appropriate amount of time and with the tools needed.

When leaving a voice message, please include your name, phone number, your organization, and a brief description of the issue.

 

Observed Holidays

Cycom Support will be closed the following days.

  1. September 2, 2019: Labor Day
  2. November 11, 2019: Veteran’s Day
  3. November 28 and 29, 2019: Thanksgiving Day
  4. December 25, 2019: Christmas Day

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