Supplemental Guide for Time Matters 9.0 and Billing Matters 9.0. Includes features for: SR-3

Transcription

1 Supplemental Guide for Time Matters 9.0 and Billing Matters 9.0 Includes features for: SR-3

2 Copyright and Trademark Notice LexisNexis, the Knowledge Burst logo, Lexis, lexis.com, Shepard's, Shepardize, martindale.com and Martindale-Hubbell are registered trademarks, and LexisNexis Total Practice Advantage and Shepard's Link are trademarks of Reed Elsevier Properties Inc., used under license. Time Matters and Billing Matters are registered trademarks and Formattable Clipboard, HelpCam, QuickPik, Quick Tabs, Backfill, Insider and BillFlow are trademarks of LexisNexis, a division of Reed Elsevier Inc. Matthew Bender is a registered trademark of Matthew Bender Properties Inc. HotDocs is a registered trademark of Matthew Bender & Company, Inc. CourtLink and CaseMap are registered trademarks of LexisNexis CourtLink, Inc. QuickLaw is a trademark of LexisNexis Canada Inc. PCLaw is a trademark of LexisNexis Practice Management Systems Inc. NetDocuments is a registered trademark of NetVoyage Corporation. Other products or services may be trademarks or registered trademarks of their respective companies. Copyright 2008 LexisNexis, a division of Reed Elsevier Inc. All rights reserved. No part of this Application, Help Systems, Manuals, or related materials may be reproduced, transcribed, stored in any retrieval system, or translated into any language by any means without prior written permission of LexisNexis. Further, all users of the Application are governed by the License Agreement and Limited Warranty. Use of the Application acknowledges acceptance of License Agreement and Limited Warranty. LexisNexis 2000 Regency Parkway, Suite 600 Cary, North Carolina USA North America: Outside North America: Fax: Printed in the United States of America Rev

3 Table of Contents Time Matters and Billing Matters Supplemental Documentation for SR-1 through SR Enhancements...6 Supplemental Documentation for SR Weekly Calendar Display Options... 7 PCLaw Matching Wizard... 8 Bills Summary by Bill Code... 9 Interwoven 8.0 Support... 9 Juris Sending Contacts and Matters Juris Billing Form PCLaw Tasked-Based Billing Support PCLaw Reports Access From the Main Menu PCLaw Billing Form Task Panel Setup Redesign PCLaw Reports Word Processor Setup Enhancements Supplemental Documentation for SR-1A Amicus Attorney 7 Import PCLaw Functions on Time Matters Navigators Juris Link Setup - Billing Options Tab Update Main Title Bar Shows Program Level Firm Name Reports Footer Shows Program Level Firm Name SR-1B New Enhancements Supplemental Documentation for SR-1B Enhancements Supplemental Documentation for SR Create Bills Include Bills in Final Review Juris Link Support Juris Link Contact and Matter Field Mapping Juris Link Setup Rounding Option PCLaw Link Enhancements PCLaw Link Setup Rounding Option

4 Exchange Server Synchronization Password Change Exchange Server Synchronization Log File Receiving ical into the Time Matters Inbox ical Send to External Account WordPerfect X4 Support Billing and Detailed Billing Power Views Tip of the Day...46 Show Private Records on a Conflict Search Document Form Tab Check Out Status Automatic Relations Form Tab Settings LexisNexis Quicklaw Enhancements Supplemental Documentation for SR Adobe Acrobat 9 Pro Enhanced Conflict of Interest Report - List Format Only Merge Selecting Document File Extensions Synchronization Enhancements Storing Attachments Managing Legacy Attachments Multiple Items Using TM Connect in Outlook PCLaw Remote Client PCLaw Worksheet Improved Form Tab Response Time Firefox 3 Support BlackBerry OS 4.5 and Lexis Front Office powered by Time Matters Name Change Lexis Back Office powered by Billing Matters Name Change Third Party Application Support

5 Time Matters and Billing Matters 9.0 Supplemental Documentation for SR-1 through SR-3 This document provides an overview of the more significant features and enhancements Service Release 1 (SR-1) through SR-3 brings to: Time Matters 9.0 Billing Matters 9.0 You must install the appropriate SR (i.e., SR-3) on all workstations that are using Time Matters 9.0 or Billing Matters 9.0. Once the installation process has begun, only workstations with the appropriate SR installed should open the 9.0 database. A mix of workstations - some with the appropriate SR (i.e., SR-3) installed and some without, can cause data corruption. Time Matters and Billing Time Matters and Billing Time Matters and Billing Time Matters and Billing Time Matters and Billing Supplemental Documentation for SR-1 through SR-3 5

6 Enhancements Supplemental Documentation for SR-1 The following table lists SR-1 new features (NF) and feature enhancements (FE) for Time Matters 9.0 and Billing Matters 9.0, and also identifies the products to which they apply. Note: These features and enhancements are also applicable to LexisNexis Total Practice Advantage 9.0. New Enhancements for 9.0 (SR-1) NF/FE Time Matters Billing Matters Weekly Calendar Display Options FE Yes Yes PCLaw Matching Wizard NF Yes No Bills Summary by Bill Code FE No Yes Interwoven 8.0 Support (Enterprise Edition Only) FE Yes No Juris Sending Contacts and Matters FE Yes No Juris Billing Form FE Yes No PCLaw Tasked-Based Billing Support FE Yes No PCLaw Report Access From Main Menu FE Yes No PCLaw Billing Form FE Yes No Task Panel Setup Redesign FE Yes Yes PCLaw Reports FE Yes No Word Processor Setup FE Yes Yes Each feature and/or enhancement is described in more detail in later portions of this manual. 6 Supplemental Documentation for SR-1

7 Weekly Calendar Display Options The Calendar Display Options screen now provide users with the option to display calendar dates in a Top to Bottom or a Left to Right view. To Change the Display Order of the Weekly Calendar 1 On the main menu bar, go to Calendar > Weekly Calendar. The display screen opens. 2 Click the Options button. The Calendar Display Options screen opens. 3 Select Top To Bottom to view the Weekly calendar dates and information vertically for a Top to Bottom display on the screen. -or- Select Left To Right to view the Weekly calendar dates and information horizontally for a Left to Right display on the screen. 4 Click OK. Weekly Calendar Display Options 7

8 PCLaw Matching Wizard The PCLaw Matching Wizard matches PCLaw Lawyers and Types of Law with Time Matters Staff and Matter Classification Codes. When setting up the billing link between PCLaw and Time Matters, you must match Time Matters Staff with PCLaw Lawyers, and Time Matters Classification Codes with PCLaw Types of Law. You can do so manually using the options on the Matching tab of the PCLaw Link Setup screen, or you can use the Matching wizard to match entries between the two applications automatically. When you start the Matching wizard, the wizard attempts to match entries that have identical names in the two applications. (Existing matches are preserved.) For unmatched entries, complete the wizard without importing, and go to the Matching tab on the PCLaw Link Setup screen to match the entries manually. To Access the PCLaw Matching Wizard 1 Go to File > Setup > General > Program Level. The Program Level Setup screen opens. 2 On the Billing tab, ensure that the Activate Billing Matters check box is cleared. 3 On the Links tab, select the Billing subtab. 4 Select the Activate Billing check box. 5 Select PCLaw from the drop-down list in the Select Billing Link field. 6 Click the Set Billing Options button. The PCLaw Link Setup screen opens. 7 On the Book Set Settings tab, click the Lookup button beside the PCLaw Book Set field to automatically locate your PCLaw book set. Note: Time Matters requires access to PCLaw to identify the Book Set. If you do not have an automatic PCLaw login set up on the computer, you must enter your PCLaw user name and password at this time. 8 Click the Match Staff/Codes button. The PCLaw/Time Matters Matching wizard opens. 8 PCLaw Matching Wizard

9 Bills Summary by Bill Code Billing Codes identify and categorize both time and expense billing entries. For Expense Billing Types only, a new Always summarize on bill check box has been added to the Billing Codes Form. When this check box is selected, billing items will be summarized on the bill. To Access the Billing Codes Form 1 Go to File > Setup > Codes > Billing Codes. The List of Billing Codes screen opens. 2 Click the Expense button. The list of Expense codes are displayed. 3 Click the Add button. The Billing Code Form opens. 4 On the Code tab, complete the Billing Code, Description, and other fields as applicable. 5 Click the Options tab. 6 Select the Always summarize on bill check box, and complete other fields as applicable. 7 Click OK. 8 Click Close to close the List of Billing Codes screen. Interwoven 8.0 Support Lexis Front Office powered by Time Matters 9.0 now supports Interwoven 8.0 (previously known as imanage) and integrates with InfoWrite 5.0, Desksite 6.0 through DeskSite 8.0, and Mailsite 8.0. Bills Summary by Bill Code 9

10 Juris Sending Contacts and Matters The Juris TM link works with Juris Version to 2.1 and later. The link can be set up so a Contact or Matter added in Time Matters will be added to Juris, and vice versa. If you change a Client s address, etc. in Time Matters, it will be changed in Juris. Deletions made in one application are not transferred to the other application for security reasons. To use the Juris link, the ODBC driver for Juris must be installed. This is how Time Matters communicates with Juris. Follow the Juris Link Setup instructions below to set up the link. You must have Juris Version to 2.1 or later. The setup procedure for Juris to 1.42e is different from the procedure for Juris 2.0 to 2.1 and later. Be sure to follow the appropriate instructions for your version. Setting Up the Juris Link To Install the ODBC Driver for Juris Versions E 1 The ODBC driver is provided by Juris. Open the control panel by going to Start > Control Panel and select ODBC Data Sources (32-BIT). 2 Click Add Data Source and select Microsoft Access Driver (*.mdb). Make sure that you have the correct version of Access installed. 3 In the Data Source Name field, type NXGS. In the Description field, type Next Generation Data Source. 4 Click Select and locate and select the juris.mdb file located in the \juris\mdb directory. 5 Click OK and type login name = JurisRO, and for the password enter Juris Click Options and make sure that the Page Timeout = 600 and the Buffer Size = Click System Database. You will need to change the List Files of Types to All files. Locate the jsecure.mdw, which will be located in your \juris\mdb directory. Click OK. To Install the ODBC Driver for Juris Versions 2.0 to 2.1 and Later. 1 The ODBC driver is provided by Juris. Open the control panel by going to Start > Control Panel (in Windows 2000, select Start > Settings > Control Panel > Administrative Tools). 2 Select Data Sources (ODBC). 3 While on the User DNS tab click Add. 4 Select the SQL Server driver from the menu that appears and click Finish. 5 Assign a unique Data Source name and give a description of the Data Source. Select the SQL server where the database is located and click Next. The How should SQL Server verify the authenticity of the login ID? screen opens. 10 Juris Sending Contacts and Matters

11 6 Select With SQL Server authentication using a login ID and password entered by the User. 7 Select the check box next to Connect to SQL Server to obtain default settings for the additional configuration options check box. 8 Type the Login as JurisRO, and for the password enter Juris Click Next. 9 Select the default database check box. Not JurisBills is selected as the default. Click Next. 10 Leave the defaults and click Finish. 11 A screen opens that shows the data source set up. Confirm the set up and check your results by clicking Test Data Source. 12 The Test Results screen opens. The message Tests Completed Successfully appears if your ODBC driver has been configured properly. Click OK. To Set Up the Juris Link at Program Level 1 Once you have properly installed the ODBC driver, open Time Matters and go to File > Setup > General > Program Level > Links > Billing. Click the Activate Billing option, and select Juris from the drop-down menu. Click Set Billing Options. Note: If the Billing tab is not visible, go to File > Setup > General > Program Level Setup > Billing, and ensure that the Activate Billing Matters check box is not selected. 2 General Tab: Enter the ODBC Username and password. 3 Next to the Juris Data Name field, click the Lookup button. Select the ODBC deriver, and click Test Link. The Juris Test Successful message is displayed. 4 Client/Matter Options Tab: Ensure that the Time Matters Client/Matter Changes Updated to Juris check box is selected. 5 Enter the Juris Client Template that was set up in the Juris application. If you have not set up the template, go to To Create a Juris Client Template on page Ensure that the Juris Client/Matter Changes Updated to Time Matters check box is selected. Juris Sending Contacts and Matters 11

12 7 Billing Options Tab: Use the default settings for Default Billing Options, Narrative, and Sort Order, or select other settings applicable to your use. Note: The Juris Narrative comes from the Description or Memo area of the Time Matters Billing Form. 8 Click the Matching tab. 12 Juris Sending Contacts and Matters

13 9 Staff Tab: Import Juris Staff codes into Time Matters, or match Juris Staff to Time Matters by highlighting the applicable Juris Staff on the left list, and then highlighting the applicable Time Staff. Click Match when the two Staff codes to be matched are highlighted. 10 Codes Tab: Select the applicable record type tab (i.e., Events). Match the Juris codes into Time Matters, or match the Juris codes with Time Matters codes by highlighting the applicable Juris Code on the left list, and then highlighting the applicable Time Matters code. Click Match when the two codes to be matched are highlighted. Note: You must import or match Contact and Matter codes before synchronization. 11 Templates Tab: Default Juris fields are mapped to Time Matters fields. If you do not want the default fields, then you must Add or Change the Default Templates before synchronization. To enable the Juris fields in Time Matters as shown in the illustration below, there must be a Time Matters field matched to the corresponding Juris field. Note: Time Matters does not have the same field names as in Juris. Time Matters has Custom Fields that can be customized on a Contact or Matter form to represent a date, text, / other. Matching can occur here or at the setup for Staff and Classification Codes. 12 Click OK as applicable to close all associated screens. To Set Up the Juris Link at User Level 1 Go to File > Setup > General > User Level > Links > Billing, and select the Activate Billing option check box. 2 Use the Select A User drop-down menu to select the user to use these settings. 3 Click Set Billing Options. The Juris Billing Setup screen opens. 4 Once the link is verified, confirm that the Billing Options settings meet your requirements. Set options to use a User ID and Password, or to prompt you when sending transactions. 5 Once within Juris Billing Setup, select the Synchronization options that apply to this User. Click OK as applicable to close all associated screens. Juris Sending Contacts and Matters 13

14 Client Templates Client Templates are created in Juris and are designed to complete the bridge between Time Matters and Juris. In order to add a new Client or Matter in Juris, certain information is required (i.e., Billing, Timekeeper, Bill Format, Pre-Bill Format, Fee Schedule, or other). The Client Template determines default field values that may not be supplied by Time Matters. Note: If Contacts and Matters are not being sent from Time Matters to Juris, then Client Templates are not required. A Client Template must be setup and entered in order to send Clients and Matters from Time Matters to Juris. Once a Juris Client Template is created, it can then be used to automatically complete the empty fields on a Time Matters Contact or Matter form. To Create a Juris Client Template 1 Open Juris and go to Setup and Manage > Change mode > Change mode to Maintenance > Client Templates. 2 Double-click Client Template. The Setup and Manage\Client Template screen opens. 3 Perform one of the following: Enter a Client Code and complete the required fields Use the Lookup button to choose a Client to use as a template. 4 Save the items by using one of the following options: Click the Save icon On the toolbar, select Form > Save Use the Keystroke shortcut CTRL+S. 5 Close the Setup and Manage\Client Template screen. 6 Go to Juris > Setup and Manage > Change Mode > Change mode to Normal. The Setup and Manage list closes. 14 Juris Sending Contacts and Matters

15 Adding, Changing, or Deleting Contacts and Matters When you add or change a Contact or Matter in the Juris database, the same additions/changes are added or changed in the Time Matters database. Use the Client Number, Matter Number fields, Client, or Matter Code to match records between the applications. Note: Deletions are not transferred to the other application for security reasons. To Create or Change a Contact Record 1 Open a new/existing Contact record. 2 Complete/change the Name, ClientNo, Code, Staff, MatterRef, and all other field information as applicable. 3 In Area 5 of the form, use the Client Code Lookup button to select a Juris Client. Note: To add a new Client Code, enter the new/unique number in this field. 4 Click Save and Close. Note: If the advisory screen opens, click Yes to add the Client to the Juris Database. To Create or Change a Matter Record 1 Open a new/existing Matter record. 2 Complete the MatterRef, MatterNo, Code, Staff, Client, and other fields as applicable. 3 In Area 5 of the form, use the Matter Code Lookup button to select a Juris Matter. Note: To add a new Matter Code, enter the new/unique number in this field. 4 Click Save and Close. Note: If the advisory screen opens, click Yes to add the Matter to the Juris Database. Synchronizing Changes From Juris When you add/change a Contact or Matter in the Juris database, those additions/changes to Clients, Addresses, and/or Matters can be synchronized to the Contact and Cases database in Time Matters. Time Matters may be set at the program level to check for Juris changes in one of three ways: Manually, using the procedure identified in this manual At login to Time Matters Automatically, every 30 minutes (default), or as defined by the user. Juris Sending Contacts and Matters 15

16 For Juris Contact/Matter form changes to be synchronized with Time Matters, you must have performed the following: At the Program Level select the method (manually, at login, or automatically) that will be used to check for Juris changes. At the User Level ensure that the Allow Synchronization check box is selected on the Juris Billing Setup screen. To Manually Check for Juris Changes 1 From within Time Matters go to File > Synchronize > Juris. The Synchronize Juris Changes to Time Matters window opens. Click Next. 2 When the Transfer to Time Matters Complete screen displays, click OK. Using the Juris Link To generate a bill and have it sent to Juris, use the following steps as a guideline. To Send a Billing Item to Juris 1 Open a contact record for which you will generate a bill. In area 5 you will notice that the Custom4 field has been renamed to Client Code. Click the Client Code Lookup button to the right of the Client Code field and select the Juris client from the list. 2 Once the Juris client has been selected from the list, open the Billing tab to add a new billing record. While on the Billing tab complete the form as normal, however, you must pay special attention to area 2 (Time Matters/Juris Matching). Area 2 should have all drop-down and Lookup selections made to complete the information needed by Juris (Code, Staff, Bill to, Task, Timekeeper, and Client/Matter). 3 After completing the Time Matters/Juris Matching area, complete Area 3 (Billing Details). This area is used to enter the rate, bill date, duration, and Juris activity. After entering the information in this area, the bill must be sent to Juris. 4 To send the bill, click Send to Billing. An advisory screen shows the bill was sent to Juris. 5 To ensure the bill was sent properly, open Juris and open the Transactions area. Double-click Transactions. Select either Time Entries or Expense Entries, then select SMGR > YYYY-Q (YYYY = Year & Q = Quarter.) Billing Items received from Time Matters will be stored in this area, with a separate batch for each day. 6 Locate the batch for today s Billing Items. Double-click to open it. Within the located batch are separate entries for each bill received by Juris. Double-click an entry to see the bill details. 7 After a bill is sent, go to the Transactions section of Juris to see what was received from Time Matters. 16 Juris Sending Contacts and Matters

17 Juris Billing Form The Billing form is used to collect information about Expenses or Time spent for the Contact or Matter indicated in the form. Specific fields in the Matching area (Area 2), and the Billing Details area (Area 3) of the form now use the new Lookup button. Lookup Buttons (Areas 2 and 3). PCLaw Tasked-Based Billing Support Previously, when the Billing Type on the PCLaw Billing Form was equal to Time, users could use only the Task code. Now, users have the ability to send another code to PCLaw. When the Billing Type on the Billing Form is equal to Time, users may send both, the Task and the Expl (Explanation) codes which are used to identify commonly performed activities. PCLaw Reports Access From the Main Menu Time Matters now provide users with access to the PCLaw Reports from the main menu. With PCLaw installed, and other settings properly selected (i.e., Billing Link set to PCLaw), click Report on the main menu. Juris Billing Form 17

18 PCLaw Billing Form The Billing form is used to collect information about Expenses or Time spent for the Contact or Matter indicated in the form. When the Billing Type equals Time, the Matching area (Area 2) of the form now uses the new Lookup buttons in many fields. These buttons increase performance by not having to initialize the link every time to get static codes (Task, Explanation, Lawyer, Vendor) from PCLaw. The lookup utilizes Refresh capabilities so that Time Matters does not have to be closed to get static codes that were just added in PCLaw. Previously, when Time Matters was open and you added a code to PCLaw, it had to be closed and reopened to get the code. Lookup Buttons Time Bill Type When the Billing Type on the form equals Expense, the Task Code in Area 2 of the form now changes to read Explanation Code (Expl Code) and uses the new Lookup buttons. In Area 3, the form has been modified to remove and/or add the new Lookup button to the Vendor field. Explanation Code Lookup Buttons Expense Bill Type 18 PCLaw Billing Form

19 Task Panel Setup Redesign The Task Panel displays on the left side of main record lists and provides convenient one-click access to various program features. It provides access to Quick Tabs, Power Views, the Navigate function, Processes, and Searches for the current list and allow quick access to other Lists, Calendars, record types, etc. Clicking an item on the Task Panel opens the related feature. The Task Panel Setup screen has been enhanced using bold text to readily distinguish key program feature headings such as Quick Tabs, Power Views, the Navigate function, Processes, and Searches from other functions/buttons on the screen. When buttons from the Available Buttons list (i.e., calendars, journals, lists, Add Matter) are added to the Show on Task Panel list, they are only added under the Navigate heading. All other headings (Create New Record, Quick Tabs, Power Views, Process, and Search) are fixed. To Access the Task Panel Setup Screen 1 Open a list and click the Options button. The User List Options opens. 2 Click the Task Panel tab. 3 Double-click an item on the Available Buttons list, or select an item from the list and use the Add button to move it to the Show on Task Panel list. Note: Select an item and use the Remove button to move items from the Show on Task Panel list to the Available Buttons list. 4 To adjust the order in which controls appear on the Task Panel, select an item in the Show on Toolbar list and click Up or Down to move it higher or lower on the Task Panel. 5 Click OK. Task Panel Setup Redesign 19

20 PCLaw Reports If you have PCLaw 8.10 or later, to access PCLaw reports in Time Matters, on the main menu, click Report > PCLaw Reports. Select PCLaw reports provide information such as the time worked or expenses incurred on behalf of clients, identify which clients have outstanding bills, and how much income your firm has earned in a specific period. New PCLaw reports have been added to Time Matters which include: Fee Allocation Summary lists the fees billed, collected and written off by a lawyer on Matter records where they are set as the responsible lawyer Client Costs Journal list expenses incurred on behalf of clients Client Trust Ledger lists all trust transactions allocated to a Matter Client WIP, Billing and Collection Summary lists work-in-progress, billed amounts, collected amounts and write-off amounts by client Billing Realization lists billed hours, billed fees, and fee write-offs by Matter and calculates the actual billed fees and hourly rate after write-offs Billable Time Summary by Working Lawyer shows a comparison of hours and amounts for the month and year by matter for each working lawyer by responsible lawyer Unbilled Time and A/R Summary by Working Lawyer lists matters with unbilled time and billed by uncollected fees, by client. 20 PCLaw Reports

21 Word Processor Setup Word processors are used in to create documents from existing information in the Time Matters and/or Billing Matters databases. The WP Startup button which is used to start your word processor has been added to Workstation Level Setup. To access the Word Processor Setup option, go to File > Setup > General > Workstation Level > Word Processor Setup. Word Processor Setup 21

22 Enhancements Supplemental Documentation for SR-1A The following table lists SR-1A new features (NF) and feature enhancements (FE) for Time Matters 9.0 and Billing Matters 9.0, and also identifies the products to which they apply. Note: These features and enhancements are also applicable to LexisNexis Total Practice Advantage 9.0. New Enhancements for 9.0 (SR-1A) NF/FE Time Matters Billing Matters Amicus Attorney 7 Import NF Yes Yes PCLaw Functions on Time Matters Navigators NF Yes No Juris Link Setup - Billing Options Tab Update FE Yes No Firm Name - Main Title Bar Shows Program Level Firm Name FE Yes Yes Firm Name - Reports Footer Shows Program Level Firm Name FE Yes Yes Each feature and/or enhancement is described in more detail on the following pages. 22 Supplemental Documentation for SR-1A

23 Amicus Attorney 7 Import As outlined in the following procedure, Attorneys/Staff, Users, Event and ToDo codes, Contact Groups, and File Type information from Amicus Attorney version 7 can be imported/matched with corresponding data types in Time Matters. To Import Data from Amicus Attorney 7 1 On the main menu bar, go to File > Import/Export > Import Records > Amicus Attorney 7. 2 The Amicus Attorney Import Wizard opens. Click Next. 3 Enter your Amicus Database information. Click Next. 4 To match Attorneys, highlight the Amicus Attorney code on the left, and click Match. Click Next to continue. Note: If there are multiple Time Matters Attorneys/Staff, you must highlight the appropriate Attorney/Staff to be matched. Amicus Attorney 7 Import 23

24 5 To match Users, highlight the Amicus Attorney code on the left, and click Match. Click Next to continue. Note: If there are multiple Time Matters Users, you must highlight the appropriate User to be matched. 6 To match Event codes, highlight the Amicus Event code on the left, and click Match. Highlight the appropriate Time Matters Event code on the right, and click Match. Click Next. 7 To match ToDo codes, highlight the Amicus Event code on the left, and click Match. Highlight the appropriate Time Matters Event code on the right, and click Match. Click Next. 24 Amicus Attorney 7 Import

25 8 To match Contact Groups, highlight the Amicus Group code on the left, and click Match. Highlight the appropriate Time Matters Contact code on the right, and click Match. Click Next. 9 The Contact Form opens showing default field matches. If you choose to use default settings, click Next to continue. 10 To match File Types, highlight the Amicus File Type code on the left, and click Match. Highlight the appropriate Time Matters Matter code on the right, and click Match. Click Next. 11 On the Start Conversion and Import screen, click Next to continue. 12 The progress of the Import is displayed. When completed, the Import Complete screen opens. Click OK. Amicus Attorney 7 Import 25

26 PCLaw Functions on Time Matters Navigators Time Matters allows a user to access certain PCLaw features using two different navigators. Using the navigator, the following PCLaw features may be accessed: PCLaw Billing navigator features Time Sheet Expense Recovery Create Pre-Bill and Create Bill Quick Bill PCLaw Reports PCLaw Accounting navigator features Trust Receipt Trust and General Checks Receive Payment Firm Receipts General Retainer PCLaw Reports Requirements To access these features and the associated navigator(s), the following requirements must be met: the PCLaw Link in Time Matters is turned on Lexis Back Office powered by PCLaw V9.1 must be installed For information regarding the PCLaw Link, refer the Time Matters Online Help Tool. To Access PCLaw Features Using the Navigator 1 On the View menu, click Navigator -or- Click Navigator on the main menu. The Navigator screen opens. 2 Perform one of the following: - Click PCLaw Billing to access the PCLaw Billing features. - Click PCLaw Accounting to access the PCLaw Accounting features. 26 PCLaw Functions on Time Matters Navigators

27 Juris Link Setup - Billing Options Tab Update The Juris TM link works with Juris Version to 2.1 and later. The link can be set up so a Contact or Matter added in Time Matters will be added to Juris, and vice versa. The Billing Options Tab has been updated to include the Get Narrative From options. These options (Description, Memo, or Both), are used in the Narrative field of the Time and Fee Expense forms to provide a description/purpose of the Time/Expense activity. To Access the Juris Link Billing Options Tab 1 Go to File > Setup > General > Program Level > Links > Billing. Click the Activate Billing option, and select Juris from the drop-down menu. Click Set Billing Options. Note: If the Billing tab is not visible, go to File > Setup > General > Program Level Setup > Billing, and ensure that the Activate Billing Matters check box is not selected. 2 Click the Billing Options tab. For the Billing Options, Narrative, and Sort Order, use the default settings, or select other settings applicable to your use. New options added on Billing Tab Juris Link Setup - Billing Options Tab Update 27

28 Main Title Bar Shows Program Level Firm Name The Firm Name is often entered during the Initial User Information setup phase, and is displayed on the main title bar of the application. In Time Matters, information about your firm can be displayed on bills, invoices, and Calendar reports. If the Firm Name is not entered during initial setup of the application, it can be entered by going to File > Setup > General > Program Level > Firm tab. Program Level Firm Name Setting The Program Level Firm Name entered on the Firm tab is displayed on the main title bar of the application as shown in the illustration below. If the Program Level setting is left blank, then the Activation Firm Name is displayed instead. Firm Name 28 Main Title Bar Shows Program Level Firm Name

29 Reports Footer Shows Program Level Firm Name Reports are divided into three sections: (1) Header, (2) Detail, and (3) Footer. The Reports Footer by default is set to display the Program Level Firm name as entered on the Firm tab. The Footer displays/prints at the bottom of each Calendar Reports page. Note: If the Program Level setting is left blank, then the Calendar Reports Footer will display the Activation Firm Name. To Display the Firm Name as a Calendar Reports Footer 1 Go to File > Setup > General > Program Level > Firm tab. If blank, enter the Firm name and other information as applicable, and click OK. 2 On the main toolbar, click Calendars. The default Calendars window (i.e, Daily) opens. 3 On the List toolbar, click the Print Records icon. The Reports Specification screen opens. 4 Ensure that Ad Hoc Report is selected on the Report tab. Select the desired Calendar format (i.e., Daily) on the Format tab, and click Preview. The Report Preview screen opens. Reports Footer Reports Footer Shows Program Level Firm Name 29

30 SR-1B New SR-1B New Enhancements Supplemental Documentation for SR-1B Time Matters SR-1B implements fixes for some known minor issues. There are no new features or significant enhancements included in the release of SR-1B. SR-1B New SR-1B New SR-1B New SR-1B New 30 Supplemental Documentation for SR-1B

31 Enhancements Supplemental Documentation for SR-2 The following table lists SR-2 new features (NF) and feature enhancements (FE) for Time Matters 9.0 and Billing Matters 9.0, and also identifies the products to which they apply. Note: These features and enhancements are also applicable to LexisNexis Total Practice Advantage 9.0. New Enhancements for 9.0 (SR-2) NF/FE Time Matters Billing Matters Create Bills Include Bills in Final Review FE Yes Yes Juris Link Support FE Yes No Juris Link Contact and Matter Field Mapping FE Yes No Juris Link Setup Rounding Option FE Yes No PCLaw Link Enhancements FE Yes No PCLaw Link Setup Rounding Option FE Yes No Exchange Server Synchronization Password Change FE Yes Yes Exchange Server Synchronization Log File FE Yes Yes Receiving ical into the Time Matters Inbox FE Yes No ical Send to External Account FE Yes No WordPerfect X4 Support NF Yes No Billing and Detailed Billing Power Views FE Yes Yes Tip of the Day FE Yes Yes Security Settings Show Private Records on a Conflict Search FE Yes Yes Document Form Tab Check Out Status FE Yes Yes Automatic Relations Form Tab Settings FE Yes Yes Support for updated LexisNexis Quicklaw FE Yes No Each feature and/or enhancement is described in more detail on the following pages. Supplemental Documentation for SR-2 31

32 Create Bills Include Bills in Final Review To open the Create Bills screen, on the main menu bar click Billing > Create Bills. Prior to the release of Time Matters 9.0 (SR-2), the Include Bills in Final Review check box on the Options tab was checked by default. Now, to process the bill, this check box is not checked by default and must be manually checked by the user. 32 Create Bills Include Bills in Final Review

33 Juris Link Support In Time Matters, Juris TM link previously worked with Juris Version to 2.1 and later. With the release of SR-2, Time Matters only supports Juris Version 2.1 and later as shown in the illustration below. Juris Link Support 33

34 Juris Link Contact and Matter Field Mapping Time Matters 9.0 (SR-2) has enhanced the Program Level Juris Link setup option to: Give users the option of allowing Closed Juris Matter records to be added to Time Matters. Allow Juris Clients that are not marked as Individual to be added to the Time Matters database as either a Person or as an Organization. The Juris Synchronization Template has been enhanced to allow more flexibility in mapping Juris fields to corresponding Time Matters fields using default Contact and Matter fields. Time Matters does not have the same field names as in Juris. To enable the Juris fields in Time Matters, Juris fields must be matched to a corresponding Time Matters field. In the following tables, default Juris Contact and Matter fields are mapped to Time Matters fields. 34 Juris Link Contact and Matter Field Mapping

35 The following tables list the default Juris Contact and Matter fields that are mapped to corresponding Time Matters fields:. Juris Fields Contact Form Reporting Name Client Code Practice Class Billing Timekeeper Phone Number Fax Number Nick Name Billing Address - Address 1 Billing Address - Address 2 Billing Address City Billing Address State Billing Address Zip Juris Field Matter Form Nick Name Practice Class Matter Code Billing Timekeeper Description Time Matters Fields Contact Form Contact Name ClientNo Class Code Staff Main Tel Fax Tel Firm Main Address1 Main Address1 Main City Main State Main Zip Time Matters Fields Matter Form MatRef Class Code MatNo Staff Memo Juris Link Contact and Matter Field Mapping 35

36 Juris Link Setup Rounding Option The Round time entries up to the next multiple of minutes option allow users to specify an incremental number of minutes that can be used to round up time entries. For example if your time entry is three minutes, and you set this option to round up to the next multiple of six minutes, then any entry less than six minutes is automatically set to six minutes. Entries that are more than six minutes, but less than 12 would be rounded up to 12 minutes, and so on up to a maximum of 60 minutes. To Select the Juris Link Rounding Option at the Program Level 1 On the main menu bar click File > Setup > General > Program Level > Links > Billing. 2 Select Activate Billing. 3 Select Juris from the Select Billing Link drop-down menu. 4 Click Set Billing Options. 5 Click the Billing Options tab. 6 Select Round time entries up to the next multiple of minutes. 7 Identify the next multiple of minutes that will be used to round up all time entries. 8 Click Ok as applicable to exit the Juris Link setup screens. 9 Restart the Time Matters application for changes to take effect. 36 Juris Link Setup Rounding Option

37 To Select the Juris Link Rounding Option at the User Level 1 On the main menu bar click File > Setup > General > User Level > Links > Billing. 2 Select Activate Billing. 3 Click Set Billing Options. The Juris Billing Setup screen opens. 4 If Specify is selected, you can select other PCLaw Billing Options (i.e., Round time entries up to the next multiple of minutes) if not selected by default. Note: If you choose to use the default setting Use Program Level Settings, then no other Billing Options can be selected. Click OK to close the PCLaw Billing Options screen. 5 Click OK as applicable to exit the PCLaw Link setup screens. 6 Restart the Time Matters application for changes to take effect. Juris Link Setup Rounding Option 37

38 PCLaw Link Enhancements With SR-2, field-level matching is available when synchronizing Client and Matter forms between PCLaw and Time Matters. Previously, a limited ability to configure field matching was available using some options on the Client/Matter Options tab of the PCLaw Link Setup screen. Those options have been removed and their functionality has been transferred to a field matching template feature that provides a much finer level of control. On the Matching tab of the PCLaw Link Setup screen, a Templates subtab has been added. This tab contains two tertiary tabs: Contacts and Matters. Click a tab and select a template (currently only the default template is available). Click Change to open the field matching template screen. Matching tab of the PCLaw Link Setup screen Field Matching Template Setup screen The following table describes the options removed from the Client/Matter Options tab of the PCLaw Link Setup screen. Option Create Time Matters Contact Full Name PCLaw Matter ID Updates to Time Matters Matter Number Field Disable Extended Field Mapping Disable Matching to PCLaw Attention Field Reason for removal The PCLaw Client Name field is now matched to the Ref Name field. The existing Client name order ( first last or last, first ) is preserved. You now use the field matching template screen to determine which Time Matters Matter field is matched to the PCLaw Matter ID field. You now use the field matching template screen to determine whether PCLaw extended fields are matched or unmatched. You now use the field matching template screen to determine which Time Matters field is matched to the PCLaw Billing Attention field. 38 PCLaw Link Enhancements

39 PCLaw Link Setup Rounding Option The Round time entries up to the next multiple of minutes option allow users to specify an incremental number of minutes that can be used to round up time entries. For example if your time entry is three minutes, and you set this option to round up to the next multiple of six minutes, then any entry less than six minutes is automatically set to six minutes. Entries that are more than six minutes, but less than 12 would be rounded up to 12 minutes, and so on up to a maximum of 60 minutes. To Select the PCLaw Link Rounding Option at the Program Level 1 On the main menu bar click File > Setup > General > Program Level > Links > Billing. 2 Select Activate Billing. 3 Select PCLaw from the Select Billing Link drop-down menu. 4 Click Set Billing Options. 5 Click the Billing Options tab. 6 Select Round time entries up to the next multiple of minutes. 7 Identify the next multiple of minutes that will be used to round up all time entries. 8 Click OK as applicable to exit the PCLaw Link setup screens. 9 Restart the Time Matters application for changes to take effect. PCLaw Link Setup Rounding Option 39

40 To Select the PCLaw Link Rounding Option at the User Level 1 On the main menu bar click File > Setup > General > User Level > Links > Billing. 2 Select Activate Billing. 3 Click Set Billing Options. The PCLaw Billing Options screen opens. 4 If you choose to use the default setting Use Program Level Settings, then no other Billing Options can be selected. Click OK to close the PCLaw Billing Options screen. 5 If you select Specify Settings, you can select other PCLaw Billing Options (i.e., Round time entries up to the next multiple of minutes) if not selected by default. 6 Click Ok as applicable to exit the PCLaw Link setup screens. 7 Restart the Time Matters application for changes to take effect. 40 PCLaw Link Setup Rounding Option

41 Exchange Server Synchronization Password Change The Cannot connect to Exchange Server screen appears when Time Matters (Enterprise Edition Only) cannot log in to your Microsoft Exchange server using your stored Exchange account name and password. Usually this indicates that the password for your Exchange account has changed. For example, this might happen if your Windows login is used to access Microsoft Exchange, and you have recently changed your Windows password. You must manually update the password stored in Time Matters so that Time Matters can log in to your Exchange account. While Time Matters is unable to log in to Exchange, your Time Matters Inbox and Calendar will not be updated with information from Exchange. To Change Your Microsoft Exchange Password 1 If you attempted to log into Time Matters and the Cannot connect to Exchange Server screen appeared to indicate that you cannot connect to Time Matters, perform the following steps. 2 On the Exchange Sync screen (shown below), enter your new Exchange password. 3 Click Test. A message box opens to confirm that the login to Exchange was successful. 4 Click OK. Exchange Server Synchronization Password Change 41

42 Exchange Server Synchronization Log File When Exchange Server Synchronization is run as a service, a log file named ExSync.txt is generated. The log file contains synchronization information and/or errors and is stored in the Logs folder (i.e., C:\Program Files\LexisNexis\Front Office Exchange Synchronization\Logs) as shown in the illustration below. Note: By default, there can be ten files with a size of 1Mb each. A number will be appended to each file (e.g., ExSync.txt, ExSync.txt.1, ExSync.2) up to a maximum of ten. 42 Exchange Server Synchronization Log File

43 Receiving ical into the Time Matters Inbox With the release of SR-2 for Time Matters 9.0, you can now receive ical messages into the Time Matters Personal Inbox. When you receive a new calendar message, the Personal Inbox list pane displays a new Calendar Message icon ( ) as shown in the illustration below. A Calendar Message is a specially formatted message from an external mail client such as Microsoft Office Outlook where the calendar event s details are embedded in the message s contents rather than sent as an attachment. When previewing a message in the preview panel, the Add to Calendar button ( ) is displayed in the lower right-hand corner of the list if it s a Calendar Message, or an ICS file attached. Clicking the Add to Calendar button opens a new Event record with either the contents of the Calendar Message, or the contents of the first attached ICS file. If you click the Attachment button ( ) on an open record, the Add to Calendar button is displayed on the Attachments list at the bottom of the window. Clicking the Add to Calendar button opens a ToDo form, which when it is completed, is added to your calendar. Receiving ical into the Time Matters Inbox 43

44 ical Send to External Account Event and ToDo records can be via as an ical using either of the following methods: Right-click on a highlighted record and select Send to External Account (as ical) from the process list. Complete the form and click Send. Open an Event or ToDo record and go to File > Send To > External Account (as ical). Complete the form and click Send. In addition to highlighting or opening a record to send it as an ical, the Send to Ext. Acct. button can be added to the Event Records Form toolbar. To Add ical Capabilities to the Events Form Toolbar 1 Open an Event record. 2 Go to Edit > Toolbar. The User Form Options screen opens. 3 On the Toolbar tab, double-click Send to Ext. Acct. to move it to the "Show On Toolbar" list. Send to Ext. Acct. is added to the bottom of the list and will display on the toolbar following the last item in the list (i.e., Help). 4 To change the order/placement of the button, highlight Send to Ext. Acct. and use the Up and/or Down buttons to place it accordingly in the list. 5 Click OK to close the User Form Options screen. The Send icon ( ) is added to the Event toolbar. 6 Click Send. The Time Matters from opens. 7 Complete the form as applicable. Click Send. 8 Close the Event form. WordPerfect X4 Support Lexis Front Office powered by Time Matters 9.0 now supports WordPerfect X4. Therefore, WordPerfect versions 10, 11, 12, X3, and X4 are all supported. 44 ical Send to External Account

45 Billing and Detailed Billing Power Views Power View is a preview pane used to see the details of a record on a list without opening the record. For Contact and Matter records the Summary View is set by default, but additional Power Views are also available to include: Billing and Detailed Billing Side and Bottom View Lexis Note Phone The "Billing View" and "Detailed Billing View" for Contacts and Matters include a "Totals" line that indicates the sum of hours and amounts billed. The illustration below is a representation using the Billing View. Note: To view records using the Detailed Billing View, Billing Matters must be enabled. Billing and Detailed Billing Power Views 45

46 Tip of the Day The Tip of the Day screen will automatically open each time Time Matters is opened. To Manually Open and Use the Tip of the Day: 1 On the main menu bar, click Help > Tip of the Day. The Tip of the Day screen opens. 2 Perform one of the following to move from one tip to the next: Click Next Tip. Press ALT+N (new in SR-2). 3 Close the Tip of the Day screen using one of the following methods: Click Close. Press ALT+C (new in SR-2). 46 Tip of the Day

47 Show Private Records on a Conflict Search A Conflict Search is used to search the entire Time Matters database for records meeting a specified criteria. The main toolbar includes a search box by default. Text entered into this box is used to perform a Global Search on the records in the database. When you use the Global Search feature on the main toolbar, the search wizard (or search form, depending on user settings) is not displayed. Security settings for a user s login may restrict access to some areas of the application. These settings can restrict access to entire program features, to all records of a particular type, to individual record fields, or to records and fields that meet certain criteria, such as records marked Private or records with a particular Staff or Classification Code. Users now have the option to configure search parameters to allow Restricted and/or other private records to be included in a search. Go to File > Setup > User and Security > Security Settings and select the Allow Restricted Records in a Conflict Search option on the Security Settings screen. Show Private Records on a Conflict Search 47

48 Document Form Tab Check Out Status The Document form contains information about a document and a path to that document. A Document record allows you to relate a file to Contacts and/or Matters, and perform management functions such as tracking multiple file versions. Document version control prevents documents from being modified by more than one person at the same time. Checking out a document marks it as checked out, which prevents others from changing the it while it s checked out. Time Matters alerts users that the document is checked out and shows which user checked it out. The document remains available for viewing and printing. The Document Form tab has been enhanced to display the document check out status by default when a document is checked out. By default, when a document is checked out, the Document List now displays the document status to indicate that the document is checked out. It also displays the initials of the person who has it checked out. 48 Document Form Tab Check Out Status

49 Automatic Relations Form Tab Settings The Form Tabs on main record forms (Contacts, Matters, Events and ToDo s) display sublists of other records related to the open record. Using the Automatic Relations setting on the sublist properties screen, you can select the criteria to determine if a record should be considered an automatic relation of the open record and displayed on the sublist. The Automatic Relations criteria you select can be applied in one or two ways by using the Program Level Setup Form Tab settings as shown below. Automatic Relations Settings Use the Form Tab settings as applicable: Select Apply only to that Form Tab across all Main Record types if the Automatic Relations settings on a Form Tab should apply to all Form Tabs of the same type (such as Documents tab) on any main record. This means that Automatic Relations can be determined separately for each type of Form Tab, but the setting for each Form Tab type is used across all main records (all Contacts, Matters, Events, and ToDo s). All Documents tabs, for example, would use the same automatic relations criteria regardless of whether the Document tab appeared on a Contact, Matter, Event, or ToDo. Select Apply to all Form Tabs on the current Main Record types if the Automatic Relations settings on a Form Tab should apply to all Form Tabs for one type of main record (Contacts, Matters, Events, and ToDo s). This means that Automatic Relations can be determined separately for Contacts, Matters, Events, and ToDo s, but the setting for each type of main record is used for all Form Tabs on that type of main record. All Form Tabs on any Contact record, for example, would use the same criteria to determine which records appear as automatic relations. Automatic Relations Form Tab Settings 49

50 LexisNexis Quicklaw LexisNexis Quicklaw, hereafter referred to as Quicklaw, is seamlessly integrated with Time Matters and is the online research service for Canadian legal information. Time Matters adds links to Quicklaw and other powerful LexisNexis services. Features include: One-search capability across internal Documents and LexisNexis. Save excerpts (cite lists, opinions, etc.) from research sessions along with comments/notes within an electronic case file. Share research and case files with remote-office colleagues. Run automatic conflict checks and client background checks as new prospects are entered. View your record of legal research (including time spent conducting research) alongside your calendar, docket, tickler, case notes, documents, phone calls, , billing and expense entries. Setting Up the LexisNexis Link To activate the LexisNexis link, go to File > Setup > General > Program Level > LexisNexis. Select Activate LexisNexis Research. The additional LexisNexis features become available and no additional software or installation is required. After activation, go to Program Level and User Level Setup to set up features. Note: For Program Level and User Level Setup changes to take effect, you must log out and restart the application. Program Level Setup Program Level Setup is available by going to File > Setup > General > Program Level > LexisNexis. Selections made in Program Level Setup apply to all users. Activate LexisNexis Research Clearing the check box makes LexisNexis features unavailable for all users. To disable LexisNexis Research for specific users, use User Level Setup. Research Library Specify the Research Library (i.e., Quicklaw) that you want to use to perform searches. LexisNexis Client Specify the field(s) to use to determine the client in LexisNexis. This appears on your firm s monthly statement from LexisNexis. Contact Field Available only if a LexisNexis Client option is a Contact. Specify the Contact field to use in LexisNexis as the LexisNexis Client for a search. 50 LexisNexis Quicklaw

51 Matter Field Available only if a LexisNexis Client option above is a Matter. Specify the Matter field to use in LexisNexis as the LexisNexis Client for a search. Default LexisNexis Client Specify the text to use as the LexisNexis Client for research when no other information is available. For example, you could use General Firm Research as the client when performing research from outside of a Matter or Contact record. This is the Program Level default. A unique identifier for each user can be specified at User Level Setup. User Level Setup User Level Setup is available by going to File > Setup > General > User Level > LexisNexis. Selections made in User Level Setup apply to individual users. Activate LexisNexis Research for this User Makes LexisNexis Research available for the selected user. Clearing the check box disables LexisNexis features for that user. To disable LexisNexis Research for all users, use the LexisNexis tab at Program Level Setup. Research Library Use system level settings, or specify the Research Library (i.e., Quicklaw) that you want to use to perform searches. Default Client Specify the text to pass on to LexisNexis as the LexisNexis Client for research when no other information is available. For example, you could use General Research:RSB as the client when performing research from outside of a Matter or Contact record. This identifies the search by users initials. If you do not want a unique LexisNexis Client identifier for each user, leave this blank and the Program Level default is used. Show Navigation/Pagination on LexisNexis Research Display the standard LexisNexis browser features inside the Time Matters LexisNexis Search window. The display includes the LexisNexis Explore button, Company Dossier and Practice Area Pages links, and other standard LexisNexis display features. LexisNexis Quicklaw 51

52 Quicklaw Menu When you choose Quicklaw as your Research Library, the Quicklaw menu appears on the main menu bar of the application. Menu options are available from the drop-down list on the right side of the Quicklaw icon, and are tied directly to standard Quicklaw search features. Note: If you selected Both, default to Quicklaw on the LexisNexis Research screen for the Program Level Setup setting, the Quicklaw icon is replaced with the Research icon. The menu options as listed are the same. Quicklaw Opens the Quicklaw list of records. Open lexis.com Opens the lexis.com research library. Feedback Opens a form in your Web browser to provide feedback regarding the LexisNexis features in Time Matters. Options Opens a form in your Web browser where you can configure your LexisNexis account options, including security options, sorting options, retrieval limits, and pagination options. Sign Off lexis.com Logs out of the lexis.com research system. Conducting Research using Quicklaw The LexisNexis form transfers data over the Internet between Time Matters and Quicklaw. Quicklaw can be accessed in the following ways: Open the Quicklaw list and click the Add button to add a record. From a record, select the Quicklaw tab, and click the Add button to add a record. With a Contact, Event, Matter, or ToDo highlighted, go to File > New Record > Quicklaw (or press CTRL+SHIFT+W). Include Quicklaw Search in a Global Search. Note: Once the record is open, click the Open Quicklaw icon and begin you research. in Area 4 to access Quicklaw Although these methods provide similar results, the first two methods automatically complete the Client and Matter Reference fields (if that data is available and that option is selected in Program Level Setup). Also, this information is passed along to Quicklaw as the Client ID (if selected in the set up). The other methods pass the User Level Client ID (if provided) or the Program Level Client ID (if the User Level Quicklaw Client ID is blank). 52 LexisNexis Quicklaw

53 Saving Research Results in PDF Format After you have completed your research, to save the results as a PDF: Right-click on the research record to be save as a PDF Right-click in open area of Area 4 of the Research Form Click the Create PDF button on the Sublist menu To Save the Current Web Page as a PDF 1 From the LexisNexis Research list, open the record to be save as a PDF. 2 In the open area of Area 4, right-click. The Process Menu list is displayed. 3 Click Create PDF. The Document Form - Add screen opens. 4 Enter an appropriate Classification Code, Description, File Name, and other fields as required. 5 Click Save and Close, to save the PDF to the Documents list. 6 On the main menu, go to Database > Documents List > All Documents. The Documents list opens. 7 Double-click on the applicable Document to open it. Including Quicklaw Search in a Global Search Time Matters includes the option to add Quicklaw Search to a Global Search. The Global Search - Other Search Types screen in the Global Search wizard is similar to the LexisNexis Research screens. For complete information on Global Searches (Conflict of Interest searches), refer to the online Help system. Search LexisNexis Where LexisNexis records have been added to the Time Matters database and related to a Contact or Matter, these records can be used to launch LexisNexis to the correct URL in the LexisNexis database. This provides a quick view of your LexisNexis references, displaying them on the LexisNexis Research screen. LexisNexis Quicklaw 53

54 Enhancements Supplemental Documentation for SR-3 The following table lists SR-3 new features (NF) and feature enhancements (FE) for Time Matters 9.0 and Billing Matters 9.0, and also identifies the products to which they apply. Note: These features and enhancements are also applicable to LexisNexis Total Practice Advantage 9.0. New Enhancements for 9.0 (SR-3) NF/FE Time Matters Billing Matters Adobe Acrobat 9 Pro FE Yes No Enhanced Conflict of Interest Report - List Format Only FE Yes Yes Merge Selecting Document File Extensions FE Yes No Synchronization Enhancements FE Yes No Storing Attachments FE Yes No Managing Legacy Attachments FE Yes No Support for Multiple Items Using TM Connect in Outlook FE Yes No PCLaw Remote Client FE Yes No PCLaw Worksheet NF Yes No Improved Form Tab Response Time - Enterprise Edition Only FE Yes Yes Firefox 3 Support FE Yes No BlackBerry Operating System 4.5 and 4.6 FE Yes Yes Lexis Front Office powered by Time Matters Name Change FE Yes No Lexis Back Office powered by Billing Matters Name Change FE No Yes Microsoft SQL Server 2008 and Microsoft Windows Server 2008 FE Yes No Each feature and/or enhancement is described in more detail on the following pages. 54 Supplemental Documentation for SR-3

55 Adobe Acrobat 9 Pro Time Matters 9.0 now supports Adobe Acrobat 9 Pro. See the Time Matter Program Link Requirements at for additional information. On the main menu bar click File > Setup > General > Workstation Level. Click Additional Integration Setup. The Additional Integration Setup screen opens. Adobe Acrobat 9.0 Listing Note: Although all versions of the software listed on this screen are supported by Time Matters, only the version that is detected on your computer is checked. Adobe Acrobat 9 Pro 55

56 Enhanced Conflict of Interest Report - List Format Only When you print or preview a Conflict of Interest report in the List Format, the report now uses a landscape orientation instead of a portrait orientation. Additionally, the report columns remain separated and no longer concatenate when the report is saved as an XLS (Microsoft Excel) file. To Print/Preview a Conflict of Interest Report - List Format Only 1 On the main menu, go to Search > Global Search. The Conflict of Interest - Global Search wizard opens. 2 Complete the Conflict of Interest - Global Search wizard as applicable to perform the Conflict of Interest check. The Conflict of Interest - Global Search results screen opens. 3 Click the Print icon. The Conflict Search screen opens. 4 Highlight List Format. Click Preview. The Report Preview screen opens. 5 Perform one of the following: Use the Save drop-down menu to save the file to PDF, RTF,XLS, or HMTL. Click the Print icon to print the report. 6 Close the report and click OK as applicable to close all associated screens. 56 Enhanced Conflict of Interest Report - List Format Only

57 Merge Selecting Document File Extensions With prior versions of Time Matters, when users created new documents using the Merge function, the extension (i.e.,.doc) used to save documents was not definable, but instead, it was a default value. With SR-3 release of Time Matters 9.0, users now have the ability to set a default extension (i.e.,.doc,.docx) that will be used to identify the document type. Time Matters allow users to use various word processors to include Microsoft Word 2000, 2003, XP, and Microsoft Word 2003 and others commonly uses the.doc file extension, whereas Microsoft Word 2007 uses.docx as its default file extension setting. When installing Word 2007 as your word processor, and to ensure that errors are not encountered when performing document merges, it is important to ensure that all file extension settings are the same whether you are using the.doc or the.docx file extension. Therefore, please ensure the following: the document extension which is set up at the User Level Setup is set to a specified file extension type. See "To Set Document Extensions" for additional information. when saving files, ensure that Microsoft Word is set to save files using the same file extension used at the User Level Setup. when performing a Document Merge, ensure that the output is set the same as the preceding items in this list (User Level Setup and Word file save settings). To Set Document Extensions 1 Go to File > Setup > General > User Level. The User Level Setup screen opens. Click the Forms button. 2 Select Documents from the "Select Form Type" drop-down menu, and click the Set Form Options button. The User Form Options - Document Form screen opens. Merge Selecting Document File Extensions 57

58 3 Under the General tab, in the "Set default extension for saving Documents" field, enter the applicable document extension (i.e.,.docx,.doc). Click OK to close all associated windows. To Validate the Document Extension Settings 1 From an open Document Form, click the Merge button. The Data Source and Template buttons are displayed. 2 Data Source: Use the Select Record Type drop-down menu to determine the record type for the data. Click the Add button and select the records you want. Click OK. 3 Click the Template tab. Select the Merge Template to be used to create the document. 4 Once the Data Source and the Template is selected, click the Merge button. The merge creates your document using the associated file extension (i.e.,.docx). 5 View the information in the File Name field to verify the document extension. 58 Merge Selecting Document File Extensions

59 Synchronization Enhancements Synchronization between Time Matters and the applications and/or databases listed below have been enhanced to add additional options for Event, ToDo, and Contact records. When the Outlook, Pocket Outlook, and Microsoft Exchange applications and/or databases are synchronized with Time Matters, Regarding Field information can be sent to the Notes area for the applicable record type(s). The Regarding Field information includes the: Matter Reference Matter Name Client Name Client Number As shown below, the Matter and Client information is formatted to include a set of three colons and a space, and should not be changed by the user. Note: Although users can make changes to the Matter and Client information, those changes will not be reflected in Time Matters. Staff Initials Matter Reference & Name Client Name & Number The Synchronization Options for Event and ToDo records can be used to display the Matter and Client information in the Notes area of applicable record types. When the Synchronization Option for Contacts is selected, it is important to note that only the Matter information is displayed in the Notes area. Although the procedures employed to synchronize Microsoft Exchange, Outlook, and Pocket Outlook with Time Matters are different, users can select the applicable options needed to display the Regarding Field information in the Notes area of applicable records. Synchronization Enhancements 59

60 The procedures specific to Microsoft Exchange, Outlook, and Pocket Outlook are: To Synchronize Microsoft Exchange with Time Matters Using the Regarding Field Options To Synchronize Outlook with Time Matters Using the Regarding Field Options To Synchronize Pocket Outlook with Time Matters Using the Regarding Field Options Microsoft Exchange Synchronization Regarding Field Options With Microsoft Exchange, only personal Contacts, Events, and ToDo s are synchronized with Time Matters. Although the following procedure details the basic steps required to synchronize Microsoft Exchange with Time Matters, please refer to the Time Matters Online Help System for additional information. To Synchronize Microsoft Exchange with Time Matters Using the Regarding Field Options 1 Go to Start > All Programs > LexisNexis > Time Matters - Exchange Synchronization Configuration. The login screen opens. 2 After you have successfully logged in, the Exchange Synchronization Setup screen opens. Click Next. The Contact Synchronization Options screen opens. 3 Select all applicable Contact options. Select Insert Matter Information to display Matter information in the Notes area of applicable records when synchronized with Time Matters. Note: For Contacts, only Matter information from the regarding fields are warranted. 4 Click Next. The Event Synchronization Options screen opens. 5 Select all applicable Events options. Select Insert Client/Matter Information to display Client and Matter information in the Notes area of applicable records when synchronized with Time Matters. 6 Click Next. The ToDo Synchronization Options screen opens. 7 Select all applicable ToDo options. Select Insert Client/Matter Information to display Client and Matter information in the Notes area of applicable records when synchronized with Time Matters. 8 Click Next. The Match Users to Exchange Mailbox screen opens. 9 Complete the Exchange Synchronization Setup wizard as applicable. Click Finish. Important Note: Options selected here are firm wide, and those selected at the record/user level are overridden. 60 Synchronization Enhancements

61 Outlook Synchronization Regarding Field Options The databases supported by the Time Matters Outlook Synchronization are Events (Calendar/ Appointments in Outlook), ToDo s (Tasks in Outlook) and Contacts. Although the following procedure details the basic steps required to synchronize Outlook with Time Matters, please refer to the Time Matters Online Help System for additional information. To Synchronize Outlook with Time Matters Using the Regarding Field Options 1 Go to File > Synchronize > Outlook. The Outlook Synchronization Activity screen opens. 2 Select Setup the Outlook Synchronization. Click Next. The Outlook Synchronization Setup screen opens. 3 Click Next. The Configuration File Location screen opens. 4 Use the default file path, or use the Lookup button to enter another file path. Click Next. 5 From the Specify Record Types to Synchronize screen, select Options for each record type to be synchronized with Time Matters. After the Outlook folders are loaded, the Outlook Link Options screen opens. 6 Select all applicable Events options. Select Include Time Matters Matter and Client Reference fields in Outlook Notes field to display Client and Matter information in the Outlook Notes field. 7 Click OK. The Specify Record Types to Synchronize screen reopens. 8 Repeat Step 5 through Step 7 for each applicable record type (Event, ToDo, and Contact). 9 Optionally, click the Staff Options button to select applicable Staff Matching options. Click Next. 10 Complete the Outlook Synchronization Setup wizard as applicable. 11 Click Sync Now. The Sync Complete screen opens. 12 Click OK to close the setup wizard. Synchronization Enhancements 61

62 Pocket Outlook Synchronization Regarding Field Options The databases supported by the Time Matters Pocket Outlook Synchronization are Events (Calendar/Appointments in Pocket Outlook), ToDo s (Tasks in Pocket Outlook) and Contacts. Although the following procedure details the basic steps required to synchronize Outlook with Time Matters, please refer to the Time Matters Online Help System for additional information. To Synchronize Pocket Outlook with Time Matters Using the Regarding Field Options 1 Go to File > Synchronize > Pocket Outlook. The Pocket Outlook Synchronization screen opens. 2 Select Setup the Pocket Outlook Synchronization. Click Next. The Pocket Outlook Synchronization Setup screen opens. 3 Click Next. The Configuration File Location screen opens. 4 Use the default file path, or use the Lookup button to enter another file path. Click Next. 5 From the Specify Record Types to Synchronize screen, select Options for each record type to be synchronized with Time Matters. The Pocket Outlook Link Options screen opens. 6 Select all applicable Events options. Select Include Time Matters Matter and Client Reference fields in Pocket Outlook Notes field to display Client and Matter information in the Pocket Outlook Notes field. 7 Click OK. The Specify Record Types to Synchronize screen reopens. 8 Repeat Step 5 through Step 7 for each applicable record type (Event, ToDo, and Contact). 9 Complete the Pocket Outlook Synchronization Setup wizard as applicable. 10 Click Sync Now. The Sync Complete screen opens. 11 Click OK to close the setup wizard. 62 Synchronization Enhancements

63 Storing Attachments The tables where attachments are stored can grow very large over time. Often, it is desirable to delete attachments that are out dated or no longer necessary, but keep the message. Attachments can also be stored outside of the Time Matters database to minimize the database size. To Store Attachments Outside of the Database 1 Go to File > Setup > General > Program Level. The Program Level Setup screen opens. 2 Under the section, select the Store attachments outside of database check box. 3 Use the default directory, or use the Lookup button to select a new location for the shared directory. Note: The directory must be a shared directory for access by other computers or users. 4 To encrypt an attachment, select the Encrypt externally stored attachments check box. Click OK. Once you have elected to store attachments outside of the database, it is important to note that attachments received prior to electing to store them outside of the database will continue to be stored within the database. Attachments received after you have elected to store them in a directory outside of the Time Matters database are stored as such. Although attachments are named differently when stored outside of the database, within Time Matters, they are accessed using the original attachment file name. Storing Attachments 63

64 Managing Legacy Attachments Tables where attachments are stored can grow very large over time. When users opt to store s outside of the Time Matters database as discussed in Storing Attachments on page 63, any attachment(s) received prior to electing to store them outside of the database will continue to be stored in the database. Attachments received after the user have elected to store them in a directory or file system outside of the Time Matters database are stored as such. Users can now move legacy attachments from a file system to the Time Matters database, or from the database to a file system to minimize the database size. To Move Attachments To and From the Time Matters Database 1 On the main menu bar click File > Utilities > Manage Attachments. The Attachment Search window opens. 2 Complete this screen as applicable, and click OK. The Manage Attachment screen opens. 3 Click the Tag All Records icon to tag all records, or tag selected records as applicable. 64 Managing Legacy Attachments

65 4 Perform one of the following: Click the Move From Database to File System icon to move attachments from the Time Matters Database to a file system. Note: To view attachments stored outside of the database, refer to the directory identified when you elected to store attachments outside of the database during Program Level Setup (i.e., C:\TMW9\Data\files\ ). See Storing Attachments on page 63 for additional information. Click the Move From File System to Database icon to move attachments from the file system to the Time Matters Database. 5 Click Close to close the Manage Attachments screen. Managing Legacy Attachments 65

66 Multiple Items Using TM Connect in Outlook Using TM Connect, you can select multiple items in Microsoft Outlook and import them to Time Matters as a group. You can specify a Contact and Matter to associate with all the s and a Classification Code to apply to them, and set rules for handling files attached to the s. To Import Multiple Items From Outlook 1 In Outlook, select two or more items so that all the items are highlighted. 2 Click the TM Connect button on the Outlook toolbar. The Multiple Item Import screen opens. Note: If the button is not present on the toolbar, check the Outlook View menu and make sure that the Time Matters toolbar is enabled. If no TM toolbar is available, you must install the Outlook integration from Workstation Level Setup. 3 Complete the fields on the Multiple Item Import screen and click OK to import the items. The Time Matters Import screen opens. 4 Click OK to close the Time Matters Import screen. 66 Multiple Items Using TM Connect in Outlook

67 The following fields and options are available on the Multiple Item Import screen: Screen Element Contact Matter Matter No. Code Save Attachments As Description The Time Matters Contact to associate with all the records you are creating. Click the Lookup button beside this field to select from a list of Contacts in your database. This Contact will appear on the Regarding line of the record form. The Time Matters Matter to associate with all the records you are creating. Click the Lookup button beside this field to select from a list of Matters in your database. This Matter will appear on the Regarding line of the record form. The Matter number of the Matter you entered. If you used the Lookup button to select the Matter from a list, this field is populated automatically. The Classification Code to apply to all the records you are creating. Decide how to handle files attached to the imported Outlook items. You can save attached files as attachments to the individual records in Time Matters or as Document records related to the individual records, or you can choose not to save the attachments. PCLaw Remote Client The PCLaw Remote Client is only available with PCLaw version At this time, PCLaw 9.30 is not available, and when it becomes available, this document and information will be updated and accessible from the Time Matters Service Center. PCLaw Remote Client 67

68 PCLaw Worksheet The PCLaw Worksheet is used to record billing information and/or time spent on matters. It loads only the records for the assigned/default staff, and is also used to: display a limited number of Billing records based on filters of Week and Staff applied by the user offer an easy way to see Work-in-Progress display the individual Billing records created for a Contact or Matter. To access and use the PCLaw Worksheet, you must have selected the Use the PClaw Worksheet option when you completed the PCLaw Link Setup at the Program Level. Alternatively, you can select this option from the User Level Setup screen by going to File > Setup > General > User Level > Links > Set Billing Options. Click Specify Settings, and select Use the PClaw Worksheet. Click OK to close all associated screens. Once you have selected the Use the PCLaw Worksheet option, you can access the Worksheet using any of the following methods: on the main menu bar, click Billing > Worksheet ALT+F6 from the Navigator, click Navigator > PCLaw Billing > PCLaw Worksheet Note: The PCLaw Navigator is not accessible when using the PCLaw Remote Client. All Time Matters and PCLaw matching (i.e., Staff, Classification Codes, Lawyers) must be completed before attempting to using the PCLaw Worksheet. Refer to the Online Help System for additional information regarding PCLaw matching. 68 PCLaw Worksheet

69 PCLaw Worksheet Screen Elements Option Description Gives the user the ability to add/create new records, edit records, and/or delete records as applicable. Activate the Spell checker Print the record(s) Date Range Date Matter Ref Staff Lawyer Bill Code Hours Use Defaults Rate Amount Expl. Code Description Non-Billable/Billable Total Hours Amount Other Fields Sends all records in the Worksheet list to Billing Closes the Worksheet list Records within the selected date range are displayed on the list. Select a predefined date range from the drop-down list, or specify a date range using the From and To fields. Date of the record. The name by which this Matter will be referred to throughout the application. By default, this is a required field. The responsible staff person to which the record is assigned. The responsible staff person to which the record is assigned. Used to categorize the Billing records. The client associated with the Matter. The default PCLaw billing rate for this Matter. The rate to be charged for the Time entry. The charge for this time entry. Explanation Code. A description of the work to which the record applies. Time based on the Task Code for the records being displayed. Total Duration for all records on the Worksheet List. Total charge for all records on the worksheet. Accounts Receivable (AR) information for this matter, and is only visible if the Allow viewing of AR Balances from PCLaw is checked at the Program Level and User Level Link Setup. PCLaw Worksheet 69

70 Improved Form Tab Response Time A new option Display records before loading the sublist in the background has been added to the Forms tab of Program Level Setup. To access this option go to File > Setup > General > Program Level > Forms. New Forms tab option This option is available in Enterprise Edition only. The number in the field indicates the number of records to display initially on record sublists using the Quick Load option (minimum 100). When a sublist contains more records than this number, the remaining records are loaded in the background. When all the records have been loaded (usually within a few seconds), the sublist is refreshed so that it displays all the records. If you do not want to use this option, type a large number, such as 99999, in this field. 70 Improved Form Tab Response Time

71 Firefox 3 Support Time Matters 9.0 supports Firefox 3. There are no documentation updates required to reflect this support. BlackBerry OS 4.5 and 4.6 Time Matters 9.0 supports the BlackBerry Operating Systems 4.5 and 4.6. There are no documentation updates required to reflect this support. For a complete listing of all supported operating systems, please see Lexis Front Office powered by Time Matters Name Change With the release of SR-3 for Time Matters 9.0, Lexis Front Office powered by Time Matters has been renamed, and is now officially called Time Matters. Lexis Back Office powered by Billing Matters Name Change With the release of SR-3 for Time Matters 9.0, Lexis Back Office powered by Billing Matters has been renamed and is now officially called Billing Matters. Firefox 3 Support 71

72 Third Party Application Support Time Matters 9.0 now supports Microsoft SQL Server Microsoft SQL Server 2008 Time Matters 9.0 now supports: Microsoft SQL Server 2008 for use with the Enterprise Edition only Microsoft SQL Server 2008 Express Microsoft Windows Server 2008 for operating system use Contact Microsoft support or an SQL Certified Technician if you need assistance with Microsoft SQL. 72 Third Party Application Support