This is a Chrome browser issue. Not a HoudiniEsq issue.

Cause If you ever told the browser to save your HoudiniEsq login credentials Chrome will autofill the Global Search field and the Contact search field on the Contact tab with your user name. This is obviously unwanted behavior.

Solution Under Chrome autofill settings – remove any HoudinEsq passwords you may have saved. Close the HoudiniEsq tab completely then log back in. Chrome will no longer try to auto-populate fields in HoudiniEsq. As an alternative, you can run the HoudiniEsq tab in incognito mode. This mode prevents Chrome from auto-filling any fields.

If you are getting a spinning wheel either when generating documents or printing invoices it may be due to your operating system, primarily Windows 11 Pro. This may also be true for Windows systems that are newer.

The reason this occurs is that two DLLs are missing from the distribution. One way to check if this is the case is to try running Soffice.exe in the following location to c:\Program Files\HoudiniEsq\oo4\soffice.exe, take note if OpenOffice or LibreOffice launches. We distribute either with HoudiniEsq for convenience. If you get an error indicating that one or more DLLs can not be found follow these instructions for a quick fix.

1. Stop the HoudiniEsq service from Windows Services.

2. Download the following DLLs.

vcruntime140.dll
msvcp140.dll

3. Drop the two DLLs into the c:\Windows\System32\ folder.

4. Start the HoudiniEsq service from Windows Services.

5. Log back into HoudiniEsq.

You should be able to print or generate documents once again.

HoudiniEsq Data Merge Tokens hold more information than typical data merge tokens you might use in MS Word such as {{contact_last_name}} versus HoudiniEsq’s <<Lastname57493>.

First, you may notice HoudiniEsq uses << >> instead of {{ }}. This means you can use both standard data merge tokens and HoudiniEsq data merge tokens in the same document. Lastly, you may notice that HoudiniEsq data merge tokens contain numerals.

HoudiniEsq data merge tokens are a Hashed value. A hash is a fixed-length string of characters, generated by a mathematical function. For example take the following information I want to be merged. I want the last_name of the contact record linked to this matter that is the witness. That is pretty long. HoudiniEsq solves this issue by converting all that info into a mathematical hash string that represents the required merge criteria.

Take for example a matter with multiple parties. For example, does the token refer to the contact with a relationship to the matter as the Client, Witness, Attorney, or Judge? HoudiniEsq hashed data merge tokens contain this information in a short hash string like so <<Lastname57493> and are distinct from any other token. Also, this compact notation makes it easy to fit the token string into dense forms and document templates.

If you have an ODT file and would like to convert it to a HoudiniEsq DOCX template download and open LibreOffice. We prefer you use version 24 or above but you can use an older version if you wish. Using the latest ensures proper conversion of ODT to newer and future formats of the DOCX file format.

In LibreOffice open the ODT template file. Click File and then Save As. Optionally rename your document so there won’t be any conflicts in HoudiniEsq with another template.  Select Word 2010, as the format. Make sure the extension is docx, and save the file.

From within HoudiniEsq click the Config tab, then click Document Templates on the left. Next, click Upload and upload the docx template to Houdini.

You can now use the docx formatted template in HoudiniEsq instead of the ODT formatted version.

It is important to note that MS Word supports the ODT format. You can open an ODT file in MS Word and save the file in the docx format. It is our experience that LibreOffice does a better job of converting ODT files to the DOCX format than MS Word does.

Technical Advisory: Zero-day exploit vulnerability in the Java Spring Framework.

HoudiniEsq does not use the the Java Spring Framework and is not affected by this important security issue CVE-2022-22965. 

A zero-day exploit affecting the Java Spring Framework was disclosed on March 31, 2022. We continue to analyze this vulnerability and its potential impact on our services. At this time, we are not aware of any issue for our customers or services, and all services continue to operate as expected.

Our team of security professionals continues to monitor the overall impact of the Java Spring Framework vulnerability (CVE-2022-22965). We will provide new information as it becomes available.

The client side files are automatocally updated. From time-to-time you do have to update the server component that runs as a service on the host machine. The good news is that HoudiniEsq will inform you when there is a crtitical update avialable. You can download the latest version of the software from our downloads page.

To view the product revision information navigate to Config–Administrator. The license will display both the client and server version numbers as depicted in the image below.

Yes. In fact, you can switch from On-premise to the Cloud as well. The product is identical regardless of how it is deployed so no learning curve to move. If you decide to make a change it is as easy as zipping up your data and dropping it into the new deployment.

If you locked yourself out of the system you can set a temporary password. For security reasons, you must have access to the host machine and have Administrator rights. Log onto the HoudiniEsq host machine and perform the following VERBATIM.

1. Stop the HoudiniEsq Service. You can choose to do this from Windows Services or by using the HoudiniEsqMgr.exe located in the /Program Files/HoudiniEsq folder. If you are using OSX you can stop the service by using the HoudiniEsqStop.app located under /Applications/HoudiniEsq or simply kill the Java service under Activity Monitor.

2. Locate your HoudiniEsq User Profile file (hup file extension). The name of the file corresponds with your login name, the email you use to login. HUP files are located in the /Applications or Program Files/HoudiniEsq/webapps/houdini/esb/config/users folder, e.g. admin@esq.com.hup is the default for solo users.

3. Open the file with a text editor. If you are on windows you must first run the text editor as an Administrator by Right-clicking and selecting “Run as Administrator” then open the HUP file. Not doing so will prevent you from saving the HUP file after you edit it.
WARNING do not change the user name. You can not change a user name in this way. Doing so will lock you out of the system.

4. Find the section in the HUP file that contains the following line: PWD=”gibberish“. If you have previously logged into HoudiniEsq successfully and saved your password the text between the quotes is encrypted. In this example, we use the word gibberish between the quotes to represent this fact.

5. Change the value between the quotes to an easy to remember password and save the HUP file. This is only temporary.

6. Start the HoudiniEsq service and log in with the temporary password. If you get a weak password message that is expected, proceed.

7. After logging in successfully click your name in the upper left-hand corner of the app and change your password. The HUP file will be encrypted with your secure password.

NOTE: If you are using TextEdit for OSX, please make sure that Smart Quotes are disabled. You can change this in the Preferences menu under the File dropdown or set the format to plain text. The latter is the preferred method.

If you are getting a login window when you try to print, run a report or view a document you must provide your IRIS password. This is expected and a security feature. Documents and Reports contain some of the most sensitive information so an additional security step is required. The good news is your browser will save this information and only ask you once.

IRIS is your organization’s file cabinet or file vault key. During installation, you were asked to provide an iris password. If you forgot, you can view what this value is set to under Config-Administrator see the Private Iris Password entry. The default user is iris all lowercase. Use these values when asked.

IMPORTANT
The iris password is valid only after you have successfully logged in. Like any file cabinet. You must first enter the building to gain access to its contents.

Moving your data to a new host machine involves a few steps. When you move any HoudiniEsq database it becomes inactive. You will be required to relicense the database. The steps below include re-licensing your database. For the best results please follow the instructions below verbatim.

IMPORTANT Do not proceed without a recent backup of your data. This is the best practice.

REQUIREMENTS To move your HoudiniEsq database to a new host machine you must have administrator rights to both the current and target host computers.

INSTRUCTIONS

on the HOST machine

1. Log into your current HoudiniEsq instance and navigate to Config-Administrator. Click the Delete-Renew icon to request a new license. Select a Standard License and click submit. Do not fill out the registration, log out by clicking your browser’s refresh icon. The purpose of this step is to deactivate the database so it can be moved to a new host machine. This is the only way to move a HoudiniEsq database.

Not performing the above step will prevent your database from being licensed on the new host computer. Please follow the remaining directions verbatim for a painless move.

2. Stop the HoudiniEsq service on the current host machine. On windows, this is performed under Services. On OSX run the HoudiniEsqStop.app. Please be sure to close the app window before trying to start the service once again.

3. Zip up the esb folder on the current host machine. /Program Files or Applications/HoudiniEsq/webapps/houdini/esb
The esb folder is your data folder and contains all of your data including your configuration, templates, reports, and documents. Do not include anything else in the zip.

on the TARGET machine

4. On the target machine download the latest HoudiniEsq installer and run the installer. When the install completes and a login screen is displayed in the browser on the target machine stop, do not log in. Bookmark the URL. We will return to it momentarily.

5. Stop the HoudiniEsq service on the target machine as you did in step 2 above. On windows, this is performed under Services. On OSX run the HoudiniEsqStop.app. Please be sure to close this utility app window before trying to start the service once again.

6. On the target machine rename the esb folder to esb_bak. Rename to /Program Files or Applications/HoudiniEsq/webapps/houdini/esb_bak.

7. Drop the zip file created in step 3 above into the following location and unzip it on the target machine to replace the esb folder with your data from the current host machine. Unzip the file in this location /Program Files or Applications/HoudiniEsq/webapps/houdini/

8. Start the HoudiniEsq service on the target machine. On windows, this is performed under Services. On OSX run the HoudiniEsqStart.app. Please be sure to close any HoudiniEsq utility app windows before trying to start the service once again.

9. Using the bookmark you created in step 4 above launch the HoudiniEsq login window with your browser.

10. Log in to the new target machine using the password you used on the old host machine. If your login is successful you will be presented with the registration form. Fill it out and click submit. You will receive a new license for the new host machine via the email provided. If you are presented with a paste license screen click the number in the upper right-hand corner of the window to toggle between the paste license and registration screens.

No. This is not the best practice. The host machine HoudiniEsq is installed onto should only be used to secure your data nothing more. If you don’t have enough space to store your data on the device’s primary drive then the host machine is obviously being used for another purpose other than securely hosting your data.

Installing onto an external or network drive poses a potential security risk. The host machine should have limited access to your network, Internet, staff, and generally the outside world. Most security issues arise from unnecessary complexity. Keep things simple and maintainable.

Yes. HoudiniEsq is 100% web-based so access across a wide variety of devices and platforms is supported. Remote access is a choice you make as an organization. You can choose to allow your staff to work on-the-go with an iPad or phone from home, a courtroom, or the beach. Your very own private Cloud.

You can access HoudiniEsq over a local network, a wide-area network, and the Internet. However, security is paramount.

Requirements
Secure remote and private cloud access will require a static IP address which you can obtain from your Internet Service Provider. Think of an IP address as a phone number to a computer on the Internet. A nonstatic IP address changes from time-to-time. You will also need a Domain Name and a 256Bit SSL Certificate. Think of a Domain name as the speed dial name of the phone number you want to call. It is easier to remember a name such as mylawfirm.com. The SSL Certificate is required to secure the connection from a man in the middle attack (encrypts your data between browser and server). All of the above is the best practice.

Too much of a hassle?
You can forgo all the hassles and sign-up for a HoudiniEsq Cloud account and start today. With a Cloud account we manage everything for you including tiers of backups, security, hardware, and all software updates and you always have secure 24/7 access from just about anywhere in the world.

This is most likely caused by HoudiniEsq’s default security constraint. The default is as follows; Users can only see matters they are privy to. In order for a staff member to have access to a matter and its associated records, the user must be added to the matter as a Matter Member under the matter’s Persons tab.

The only exception to this rule are users who are members of either the Admin or Super-user groups. These users can see all matters in the system but only when using the application. Users can only access matters that they are physically granted access to when accessing data outside the application. Such is the case with plug-ins and add-ins.

If you find that the matter exists and you can see it when logged into HoudiniEsq but not when using a plug-in you need to be added as a Matter Member under the Persons tab of the Matter.

HoudiniEsq uses standards so most email providers such as Google Gmail, Exchange, Yahoo, etc. are supported. The only requirement is that your email provider supports TLS or SSL. 

HoudiniEsq currently uses the old username-password scheme to link your email accounts. Today this is not the best practice but a necessary one due to the large number of email providers that only support this scheme. If you can connect your email accounts in HoudiniEsq but can’t seem to send or receive email or you get an error message the issue most likely is that your email provider requires that you allow this old login method to be used. Below are the most common providers and how to enable this old login scheme.

IMPORTANT When providing access to third parties to your data OAuth2 is best practice. We are currently supporting the old username-password method as a courtesy to our users. This method will no longer be available on August 1st, 2022. You will only be allowed to sync email with providers who support Oauth2 on this date. You should be sure that your email provider uses OAuth2 before this date or move to a provider that does.

Google Gmail
Using a Username and Password combination is considered less secure today. For this reason, you must tell Google that access to your email account is permitted using just your username and password. To do so log into your Google Admin Console e.g. https://admin.google.com. Navigate to Security > Less Secure apps, select Allow users to manage their access to less secure apps and click Save. Double-check your HoudiniEsq email settings as directed by your email provider, save and test.

Microsoft Office 365 Business Edition
If you are using MS Office 365 Business edition you must inform Microsoft that you want to allow access from a third-party app such as HoudiniEsq. To do so log into your Office 365 Admin Console e.g. https://portal.azure.com/#allservices. Navigate to Azure Active Directory > Properties, turn off Manage Security Defaults. Double-check your HoudiniEsq email settings as directed by your email provider, save and test.

Document templates are managed under Config-Document Templates. Please note, you must be a member of the Admin group to have access to config settings.

To upload or replace existing templates use the upload button.

To view the available field tokens click the Fields button above the document template list to open the Field Token Reference window as depicted in the screengrab below. These tokens can be manually placed within your document templates such as invoices, statements, motions, pleadings, and general correspondence. You can also access these tokens via our free Word plug-in so make sure you check that out under the Downloads page Plug-ins tab.

IMPORTANT

Use descriptive names so your templates are easy to find and quickly identifiable. Make sure all field tokens are complete e.g. <<Matterref0885016997>>. If your template has any errors no document will be produced so if your document template does not work check your token syntax.

Although many office applications including MS Word support the OpenDocument format we highly suggest using LibreOffice to edit these templates as they were created in LibreOffice. Only edit templates in Word that were created in Word. Simply put, adhering to standards is not Microsoft’s forte. So avoid the headaches and use LibreOffice for creating your templates. LibreOffice does support doc and Docx files so you can open existing templates in LibreOffice, insert HoudiniEsq data tokens, save the template with an ODT extension, and then upload them for use in HoudiniEsq.

LibreOffice is free and widely supported. You can download it here.

HoudiniEsq Document Templates are created in the OpenDocument format.

The OpenDocument format is a ZIP-compressed XML-based file format for spreadsheets, charts, presentations, and word processing documents. It was developed with the aim of providing an open, XML-based file format specification for all office applications.

Below you will find the default Document Templates used in HoudiniEsq. You can download and edit these templates to your liking and then upload them into HoudiniEsq.

Invoice Templates

Default Invoice Template
With all tokens, totals, balances, etc.
Revision 2.0.890 Feb 2022

Default Invoice Excludes Item Memos

Default Invoice, no. 9 Envelope

Default Statement

Default Statement, Invoice

Default Statement, Invoice, no. 9 Envelope

Sample Templates

Sample docs with matter and client tokens, etc.

Sample Letter

Sample Solicitation 

The following sample templates demonstrate how to generate a document that includes a particular note, todo, custom form, or event record. Upload any of these templates and click the Gen Docs button from any note, todo, event, or custom form.

Sample Note 

Sample Todo 

Sample Event 

IMPORTANT

Use descriptive names so your templates are easy to find and quickly identifiable. Make sure all field tokens are complete e.g. <<Matterref0885016997>>. If your template has any errors no document will be produced so if your document template does not work check your token syntax.

Although many office applications including MS Word support the OpenDocument format we highly suggest using LibreOffice to edit these templates as they were created in LibreOffice. Only edit templates in Word that were created in Word. Simply put, adhering to standards is not Microsoft’s forte. So avoid the headaches and use LibreOffice for creating your templates. LibreOffice does support doc and Docx files so you can open existing templates in LibreOffice, insert HoudiniEsq data tokens, save the template with an ODT extension, and then upload them for use in HoudiniEsq.

LibreOffice is free and widely supported. You can download it here.

Managing Templates

Document templates are managed under Config-Document Templates. Please note, you must be a member of the Admin group to have access to config settings.

To upload or replace existing templates use the upload button.

To view the available field tokens click the Fields button above the document template list to open the Field Token Reference window as depicted in the screengrab below. These tokens can be manually placed within your document templates such as invoices, statements, motions, pleadings, and general correspondence. You can also access these tokens via our free Word plug-in so make sure you check that out under the Plug-ins tab above.

BIRT (Business Intelligence Reporting Tools) is an open-source technology platform sponsored by the Eclipse Foundation that consists of a visual report designer. These tools are used to create reports, data visualizations, and charts that can be uploaded into HoudiniEsq. Examples of BIRT reports that can be designed include lists, charts, and compound reports with multiple features.

BIRT reports installed into HoudiniEsq can be visualized as PDF, HTML, Excel, Word, and Open Doc formats.

Below you will find supplemental BIRT Reports for use in HoudiniEsq. You can download and upload these reports into HoudiniEsq.

Downloads

Matter Events
Revision 2.0.896 Aug 2022(Add total columns)
Parameters (parameters are case sensitive)
1. Name: matterParam Label: Matter Control Type: Matter (required)
2. Name: startDate Label: Start Date Control Type: Date
3. Name: endDate Label: End Date Control Type: Date

Matter Todos
Revision 2.0.890 Feb 2022
Parameters (parameters are case sensitive)
1. Name: matterParam Label: Matter Control Type: Matter

Matter Notes
Revision 2.0.890 Feb 2022
Parameters (parameters are case sensitive)
1. Name: matterParam Label: Matter Control Type: Matter

Matter Expenses
Revision 2.0.896 Aug 2022
Parameters (parameters are case sensitive)
1. Name: matterParam Label: Matter Control Type: Matter
2. Name: startDate Label: Start Date Control Type: Date
3. Name: endDate Label: End Date Control Type: Date

Contact List
Revision 2.0.896 Aug 2022
Parameters (parameters are case sensitive)
1. Name: conType Label: Contact Type Control Type: Type

If you can’t find the report you need in HoudiniEsq or here, send a request to support@houdiniesq.com.
We can create the report for you, or you can download the free BIRT Builder tool and create your own reports for use in HudiniEsq. Here is the BIRT Builder docs.

Tutorial

How to install a BIRT Report

IMPORTANT You may be asked to provide a username and password. It is asking you for the IRIS File Vault Credentials. Anytime you access a document, invoice, or report you are required to provide the IRIS Credentials. This is a security measure because documents contain very sensitive information. This info can be found under Config – Administrator – Private Iris Password.

Read the tooltip for a complete description.

The good news is once you enter these credentials into the browser, your browser will remember it as long as you don’t clear the browser’s cache.

Step 1.
Click the Reports Tab then the BIRT tab

Step 2.
Click the New button. You will be presented with the 1st phase of the config screen. Upload and Name your report. Select the report to upload by dragging the file over the Upload Area or select it by using the Add File button then click the Upload button. Phase 1 is done.

Step 3.
Click the Show Param button. You will be presented with the 2nd phase of the config screen. Adding the required parameters the user must use to run the report. Enter the Report Parameter Name, Label, and Control Type for each parameter. Click Save.

Step 4.
Test your report. Search for your report and select it. You will be presented with a panel displaying the parameters of the report and a Run Report button.

Step 5.
Fill out the parameters and click the Run Report button. Your report is installed and ready for use.

For more info on HoudiniEsq’s powerful search features please see our Search Documentation.