How to Use Orion Legal Software in the Cloud in 2024

This guide will illustrate how to run Orion in the cloud. For all those who run Orion Legal Software for their firm (or will), we will help you understand why and how Orion is better when operated in the cloud.

People who can benefit from this article include:

In our ultimate guide to Orion cloud hosting and moving Orion to the cloud, we’ll bring you up to speed on every aspect to consider when thinking about and operating Orion in the cloud.

If you’re already knowledgeable on the history and functionality of Orion, you’re welcome to skip ahead to the main courses of this article. If you’re new to Orion, or considering it for your firm, this brief overview may benefit you with a better understanding of Orion Legal Software.

Orion’s story begins in 1985. Since then, Orion Law Management Systems has offered powerful firm management software built to provide solutions to various needs of law firms.

Orion is a server/on-premise software, which means it can run on-premise, on your firm’s in-house servers, or hosted in Private Cloud (which we’ll cover shortly).

Looking at Orion from a bird’s view, it provides some great features.

Here’s a few:

As with many of the server-based software offered to law firms, Orion is no outlier when it comes to the features they offer.

In fact, platforms like Orion often offer significantly more than what law firms require (especially if you’re running a solo/small operation). Larger firms are better suited for these types of software because they require high functionality and scalable tools.

Considering that, small law firms may opt for web-based management tools to better fit their needs and financial limitations.

Yet, it could add another step when you find that the web-based solutions are limiting your growth, so going with the more fleshed out, server-based software may sound like the better option for you.

While there are a substantial number of common needs across law firms, the desire for tailored solutions never ceases to exist.

Each law firm has enough variation that the need for a customizable software solution is always valued greatly.

Orion Legal Software has taken this into account when developing their platforms for law firms, so let’s look at some of the key ways they’ve incorporated this mentality.

Orion is used to its full potential when utilized in larger firms.

While smaller firms and solo ventures can use Orion Legal Software, they may find that its cost and functionality exceed what they’re looking for.

The cloud has fantastic benefits for law firms.

Aware of this, some law firms that value the convenience and versatility of the cloud feel as though they need to give up the software that they love for the cloud, so they leave their beloved software for a web-based software application.

Orion Legal Software is very functional and efficient. And, it’s even better in the cloud.

Most law firms have a better time when they’re in the cloud. With the various benefits that come with setting yourself up in the cloud, it’s no wonder why law firms such as yours are considering ways to take advantage.

Well, while you once had to decide between using your favorite tools and being in the cloud, you now have the option of doing both. We’ll explain how, but first, let’s talk about why you would want to in the first place.

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Orion has been designed as a premise-based software. This means that Orion was created and intended to run on a server that’s housed within a law firm’s physical office. The typical alternative is a software that’s natively cloud-based and accessed through a web browser from any computer.

However, you can still run Orion Legal Software in the Cloud by running it as a cloud app. There are some ways to accomplish this, so let’s cover that.

The first, and simplest, way to make this happen is to “Cloudify” Orion by running with a simple cloud platform such as Practice Go. With a cloud platform like Practice Go, you can run it as a published application or as a web application – both results in Orion essentially turning into an app you can access from anywhere.

With all this being said, this particular solution, and others like it, work best when a law firm only needs to access Orion in the cloud. Meaning, you already have a cloud strategy for any other systems and software your firm may employ.

On the contrary, if your firm is looking for a more holistic solution to your cloud-hosting needs, perhaps you should consider a Private Cloud or Virtual Desktop Solution.

We’ve covered why having Orion in the cloud gives you a leg up.

How about we discuss how Orion functions in the Cloud? To accomplish this, we’ll need to take a small step back to outline the differences between cloud-based (web-based) software and desktop (server-based) software.

Cloud computing wasn’t always mainstream. In fact, most of the software used, including practice/firm management software such as Orion, was installed on the on-premise servers located in firms’ closets.

Then, the software could be run from each one of the desktop computers in the office. Everything, including the software’s engine and core components, lived on these servers. In short, using this software meant you had no choice but to host your own servers.

It was just the way it was, and law firms accepted it as such.

They simply had to overlook or factor in the ownership, maintenance, and inevitable problems if they wanted to be able to use these applications. Of course, it’s not like the alternative of not using the software was any more appealing than just dealing with the servers.

But, that’s no longer the case. Now, we have the Private Cloud.

A private cloud is an IT platform that is hosted and managed in order to function the same as, or better than, a server could.

The private cloud can host law firms’ legal software, store documents, emails, etc., and provide greater mobility, reliability, and security in the process of doing so.

Server-based applications, such as Orion, need a server to operate – that part hasn’t changed.

What has changed is that we now have the option of a private cloud, where the private cloud is the server.

To be more detailed, law firms using a private cloud built for them, such as Uptime Practice Foundation, will often include:

Private Clouds are named as such because every law firm (generally referred to as a “tenant” in cloud computing) has their own segregated, dedicated working environment.

This usually entails:

If these technologies don’t sound familiar to you, this is what it means in a nutshell.

Your law firm has its very own private space. You don’t share it with anyone.

On this private space, you store your software, documents, and data separately from others. Therefore, your firm is granted an extra level of data security and privacy.

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Now that we’ve covered the back-end, or behind the scenes, of Orion Cloud-Based, let’s look at the front-end.

This is what you and the team will interact with.

This is what we call a Virtual Desktop.

So, we have talked about what makes running Orion in the cloud worthwhile.

We’ve talked about how a Private Cloud is a great solution to making that happen.

Are you curious to learn what working in a Private Cloud will look like? How about understanding how each person in your firm is going to use it?

The answer: a Virtual Desktop.

Like the desktop that you log into every time you get onto a computer, a Virtual Desktop is a desktop that looks the same but can be accessed from anywhere, at any time, and on any computer.

Also similar to your typical desktop, your Virtual Desktop will provide access to the apps you’re using every day (i.e., Microsoft word, Excel, Outlook, the various practice management software your firm uses, the accounting software, and even your document management software).

One of the best parts is that a Virtual Desktop provides an environment for your law firm’s software, which would otherwise only be available in the office, to be available from any computer in the world.

Virtual Desktop solutions such as Uptime Practice Foundation are sometimes also referred to as “Desktop-as-a-Service,” or DaaS (analogous to “Software-as-a-Service, or SaaS).

Traditionally, you would be working from a computer that is communicating with the servers that you keep on-premise.

Whatever software that your law firm uses will be downloaded on each computer – specifically, on each local desktop.

This will be the computer that you use in the office. This will be the only computer you can use because everything runs locally, and therefore, each application must be installed on each computer.

Alternatively, we have our Virtual Desktops.

This different option provides an environment with very few, if any, applications that are actually installed on your computer’s drive. More often, the only real application on your local desktop will be a shortcut that logs you into your virtual desktop – where the real business begins.

When you, or anyone on your team, logs into the virtual desktop, you’ll find an environment built to give you access to all of your firm’s software, documents, and data.

Some of these include:

By adopting the Virtual Desktop model, you can easily provide your entire firm with access to Orion (plus all of your other applications, files, and data) from anywhere and on any device.

Give up the days of installing, updating, and maintaining each of your applications on each computer within your firm. Instead, allow a Cloud Service Provider, like Uptime Practice, keep all your software up to date and ready to use.

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The short answer is that under most circumstances, yes.

Yes, Virtual Desktops are probably right for you, and your law firm would be better off adopting this model.

They bring a multitude of benefits for your law firm, and they are the best route you can take in any of the following scenarios:

Further down the article, we’ll cover selecting the best Virtual Desktop provider for you, and how you can do your due diligence in this process.

For an example of working in a Virtual Desktop, watch our demonstration of Uptime Practice.

We’ve talked about how Orion in the Cloud works, the benefits that come with it, and the functions that you should care about as a law firm. Let’s say for the moment that you’re ready to make the switch.

Good choice! Now we can talk about what it looks like to move Orion to the cloud.

This should be typically administered and handled by your chosen Cloud Service Provider, but you could also do this with a combination of IT consultants, software consultants, and cloud hosting providers.

Either way, let’s talk steps.

As with any well-managed project, your Orion cloud migration will be most successful if you have a single point of contact.

We call this person an Onboarding Manager but could also be referred to as a project manager.

This point of contact is responsible for setting clear expectations and concisely communicating each of the steps.

Uncertainty has no place here.

Essentially, your Onboarding Project Manager should outline specific timelines, expectations, and what they need from you to complete the migration of Orion.

Good services providers will have some well-defined and documented processes for onboarding your law firm.

Nonetheless, the process is never cookie-cutter and shouldn’t be treated as such. It’s important to tailor the Orion cloud migration to exactly fit the needs of the client (you).

This process involves a deep investigation and assessment of your law firm’s current environment, including:

Following discovery, it’s time to start building.

Your Orion hosting provider will begin by developing your private cloud environment. A good provider should have a well-developed process that they’ve used for other law firms and can probably build your private cloud rather quickly.

The Onboarding Manager and engineering team will install your software, provision your email accounts, and generally build the “shell” of your complete IT platform.

This process includes:

After building, your Orion cloud software provider will start collecting data and information from the current environment.

Each part of your law firm’s software and technology will be moved over, piece-by-piece.

The migration process includes:

The transfer itself should be thorough and harmonious.

All data will be safely transferred to the cloud. Post-transfer of your data, your onboarding manager should guide their team through the testing of every application, computer, and any other related components.

To avoid or minimize any downtime that your law firm could experience, your Orion hosting provider should prioritize efficiency by scheduling and carrying out the migration during an off time. This could be at night, on the weekend, or any other time that would ensure the process is quick and painless.

For the last step, it’s important that your Orion hosting provider doesn’t skip town the second after the migration is complete.

Leading transformation of any kind, size, and importance can be difficult for a company.

Employees will almost inevitably have questions or run into issues.

Therefore, expect your cloud provider to be prepared from the get-go with an extensive training strategy for the full staff. Plus, it doesn’t hurt to receive some handholding for anyone confused or reluctant to this change.

You and the onboarding manager will work together to train the employees and set the seal on the new, better way of working in your new cloud environment.

However, be mindful that this carefully planned and executed process should not end after the last file has been transferred over.

Please remember – a scrupulous onboarding process is not only important but essential. It is the difference between a seamless transition into a better environment and an immediate or eventual failure.

If you follow the guidelines we have laid out here, you’ll be accessing Orion Legal Software from the cloud in no time.

We already know hosting your software on the cloud means better functionality, the ability to work from anywhere, security outsourced to your cloud provider, and the reliability you need.

With that being said, when you’re considering your options, it’s always important to consider the financial aspect.

In this regard, operating Orion with on-premise servers will likely cost more than you expect.

The illusive costs include buying servers and the ancillary IT infrastructure (backup systems, battery backups, etc.).

Plus, don’t forget that you’ll need to get a knowledgeable IT consultant to initially set up the servers and manage/maintain them.

Despite the budget planning we’re doing, the yearly costs will always be higher than what you expect them to be.

For a better understanding of the Economics of Orion in the Cloud, we’ll need to directly compare private cloud solutions to the on-premise and IT route.

Watch the video below to learn more about the Financial Case for Cloud Computing:

Servers usually last about 3-5 years before the risk of server failure increases past comfort.

So, to measure your upfront costs, we’ll need to account for all costs generated during each server cycle. These costs are buying and implementing server infrastructure.

Including:

The best way to create a budget and understand these costs is to get each one priced and record them in a spreadsheet. This will help ensure that you are not missing anything while providing a way for you to easily add up the costs.

On another related note, it’s pertinent to factor in the software that your law firm uses when determining these costs.

Consider the following: What caliber of servers does your law firm require to run your software correctly and without fail? Does your law firm require numerous, dedicated servers? Will you need VMWare virtualization?

For these questions and more, the answer lies in the software that you use.

Particularly, it’s decided by your Practice Management and Document Management Software. Different applications have different demands to be met.

Try our Cloud Cost Calculator to estimate the relevant upfront costs for your law firm.

We can’t quite end the conversation with upfront costs. We’ll also need to cover ongoing costs because they add up – very quickly.

You will need to analyze the costs generated both monthly and annually (renewals, maintenance, etc.).

Then, you can determine your average costs by month or year.

For most law firms, these costs often include:

When you add up these ongoing expenses, be sure to include fixed monthly costs (like a Managed IT Provider contract) and the costs that are a bit more unpredictable (like hourly IT support).

For the more sporadic costs, you may be uncertain about how to estimate a reasonable budget for something you can’t foresee. In this case, I recommend averaging the past 2-3 years of this expense to get some idea of what you can expect down the line.

After you find the total of these costs, you’ll have your average monthly IT spend.

Unfortunately, you can’t always know what the future holds for IT expenses.

Identifying and budgeting for these costs can save you from some real trouble later on. Of course, you will want to be proactive about IT whenever possible, for it considerably lowers the possibility of IT problems impacting your business heavily.

However, it is nearly impossible to prevent all unforeseen problems, so it’s important to be wary of the forms these may take.

For example, you may encounter:

Essentially, some costs you can predict and plan for because they’re consistent. For others, you still need to plan and budget for, but it becomes increasingly difficult when they’re unpredictable.

With all that considered, adding your upfront costs, monthly costs, and spontaneous costs leaves you with your Totally Cost of Ownership for On-Premise IT.

Now that we’ve detailed the costs of server ownership, the next logical step is to compare them to the alternative – a Private Cloud.

Hopefully you understand and align with our demonstration of the Private Cloud as an objectively better option than keeping it all in-house. In terms of mobility, advanced security, and dependability, the Private Cloud takes the cake.

Still… a solution is better understood and adopted when the bottom line is also considered. So, this leads us to asking, is in-house IT more affordable than cloud-based IT?

The simple answer? No.

A Private Cloud’s costs usually include:

It’s noteworthy that, with a good fit Private Cloud provider, these figures include all technology that you alternatively need to purchase and maintain. On-Premise IT is, as we’ve shown, difficult to budget for due to its hidden and unexpected costs.

Fully-managed Private Cloud have simple, clear, and predictable costs that you can budget for and more easily afford.

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With your understanding of Orion in the cloud functionally, and the benefits of migrating to the cloud, let’s talk about the need to do your due diligence.

With the various methods for migrating Orion to the cloud, it is up to you to decide what is the best way for you to accomplish the transition carefully and efficiently.

As migrating to the cloud has risen in effectiveness and popularity, law firms are faced with the problem of increasingly more companies wanting to serve as their cloud server providers.

While it’s great to have options, it’s important to distinguish those who claim they can handle your cloud migration and maintenance and those who can actually do it.

Just saying “Hey, we offer Orion Cloud Hosting!” isn’t enough to make them qualified to do so. Why?

Migrating, operating, and maintaining Orion in the cloud is not a simple feat.

Hosting Orion requires enough knowledge to ensure that it migrates properly and continues to function as needed.

We could write an entire article on how to be diligent about finding the correct cloud provider, but here are a few key points to consider as you’re comparing providers:

This narrows down a large list into a short list.

From here, do your own homework for each contender.

Here are some ways to accomplish that:

Quick tip:

If you want to see the Google reviews for any company you’re considering, all you need to do is perform a Google search for that company. If you don’t see anything, that company may not be reputable enough to have gained a Google presence.

Otherwise, the Google listing and reviews will show up in the search results sidebar, like so:

Learn more about doing your due diligence:

At Uptime Legal, we host Orion and other legal software for hundreds of law firms across North America.

Get in touch with our team to learn more about Orion in the cloud for your law firm.

Learn More about running Orion in the Cloud.