Introduction 

The purpose of this document it to outline the Client’s responsibility around upgrading and to set the expectation for upgrade requirements.

Technical Considerations changes between 5.0 and 5.4 have been noted, these changes are important to review as it will highlight minimum server and workstation specification (Server specification and .NET framework bring are key).   

The full PracticeEvolve system requirements which are located on the following link System Requirements - 5.3 : (practiceevolve.com) are intended as a guide, the manner in which the system is used in balance with the expected system performance will determine the resources that are required.

Release notes for Practice Evolve are located within the Support Ticket Logging and Knowledge Base System – Freshdesk - Technical Documentation : (practiceevolve.com), these can be used to assist clients with user acceptance testing to ensure your firm is ready to update Production.

Summary of Technical Considerations changes

Hosting sites at PracticeEvolve fall outside of the upgrade consideration scope in relation to server specifications and database size.  

5.3 System Requirement Considerations

RAM - recommended specification 16 GB allocated to run PracticeEvolve on the server and workstation

Workstation Operating System - Windows 10 and Windows 11
Client Portal per 100 users

5.3 Upgrade Requirement Considerations - Revision R8 (5.3.2209.1403)

Firms will need to allow additional time for the re-indexing of entities in relation to the following change CRE-804 | Update Directory search to use index.

It is to be specifically noted that the directory search will not be fully functional until the index rebuild has been completed.   Upon upgrade to the staging system, the engineer will supply timings of the process from the Staging system.

5.3 Upgrade Requirement Considerations - Revision R4 (5.3.2212.703)

Firms will need to allow additional time for the document VarChar columns to NVARChar to be run in relation to the following change CRE-2558 | Added Unicode support across the system for special characters such as macrons. 

It is to be noted that this change will increase the database size, mainly on the doc db by a minimum of 50%, and depending on your usage of your system, could cause this to be less or more.  Once the staging upgrade is completed the engineer will be able to give a better indication. 

If you are running SQL express which has a database limit of 10 GB and your database is currently at 7 GB, you will need to consider upgrading SQL Server or contact PracticeEvolve for hosting.

5.3 Upgrade Requirement Considerations - Revision R1

System Requirements Microsoft.Net Framework 4.8 as a minimum on Sever and Workstations.

5.1 Upgrade Consideration

Microsoft have ceased extended support for SQL Server 2008 R2 and Windows Server 2008 R2. As such, we no longer support this version in its Express and Standard editions. This will cause certain reports to not run correctly.

5.0 Upgrade Consideration 

Microsoft have ceased extended support for SQL Server 2008 R2 and Windows Server 2008 R2. As such, we no longer support this version in its Express and Standard editions.

Additional Considerations 

If you are on a version lower that 5.0 please raise a support ticket and we can arrange for an engineer to call you.

Before we can proceed with the update, please ensure that all the requirements noted above for the relevant versions are addressed. Confirmation must be provided prior to upgrade process by your IT.  Please contact us at support@practiceevolve.com if you require further assistance or clarification.

Preparation for Upgrade 

Once you are able to take the upgrade from a systems specifications point of view, the next step would be how to carry out the review of the new software and validating your business-critical processes.

Your Firm will require an environment where you can carry out user acceptance testing (UAT).  As part of the upgrade process your Staging system will be overwritten, with a copy of Production. Please ensure that any changes to the Staging environment, that have not been applied to Production are considered first (eg amendments to documents / forms and workflow). 

PracticeEvolve will only upgrade the Production system once the new system has been approved in Staging. Once the new software is available to use, we move onto user acceptance testing (UAT).  A recommended approach to this would be to have key personnel (Accounts team, admin and system design specialists) in your firm reviewing business critical processes and new features contained within the upgrade.  Training all staff may need to be considered and if so, please contact your assigned Client Success Consultant.

All this must be signed off before upgrading your Production system.

Release notes for Practice Evolve are located within the Support Ticket Logging and Knowledge Base System – Freshdesk - Technical Documentation : (practiceevolve.com).  All user guides for new features are also accessible on Freshdesk.

User Acceptance Testing on the new software

User Acceptance Testing (UAT) will allow your firm to validate all the key business-critical functions of the software.  This is the Firm’s responsibility.

If any queries arise whilst reviewing the Staging system, these can be addressed with PracticeEvolve support and reduces any potential issues upon upgrade to your Production system.

Business critical functions will differ from Client to Client and areas may cover:

Client and Matter creation / updating

Document creation and emailing

Electronic Payments export to the bank.

Cheque Printing

Billing

Specific 3^rd party integration / API

Custom Reporting

Bespoke utilities

Bundle Generation

Workflow process