Time Matters and Billing Matters Administration Guide

Transcription

2 Copyright and Trademark LexisNexis, Lexis, and the Knowledge Burst logo are registered trademarks of Reed Elsevier Properties Inc., used under license. Time Matters and Billing Matters are registered trademarks of LexisNexis, a division of Reed Elsevier, Inc. Other products and services may be trademarks or registered trademarks of their respective companies. Copyright 2015 LexisNexis. All rights reserved. Revision Date 3/11/2015 2:24 PM LexisNexis 1801 Varsity Drive Raleigh, North Carolina United States of America North America: Outside North America: Fax: About This Guide The Administration Guide provides a list of tasks for managing data and security in LexisNexis Time Matters and Billing Matters Practice Management Software. If you need additional information, please refer to the online Support Center LexisNexis. All rights reserved. 2 of 49

3 Table of Contents Back Up Time Matters Data 4 Create a Manual Backup in Time Matters 4 Create a Scheduled Backup in Time Matters 6 Additional Scheduled Backups 8 Notes 12 Import Data from a Previous Version of Time Matters 14 Create a Security Profile 16 Configure User Permissions 19 Set Up Synchronization with Microsoft Outlook 26 Setting Up Synchronization with Microsoft Outlook 26 Performing an Initial Synchronization with Microsoft Outlook 30 Set Up Synchronization with Microsoft Exchange 31 Download the Exchange Server Synchronization Utility 31 Install the Exchange Server Synchronization Utility 31 Set Up Synchronization with Microsoft Exchange 32 Add a User Account Using the New User Wizard 36 Create New Staff with the New Staff Wizard 39 Document Sharing Overview 43 Client Portal Online Document Sharing 43 Document Sharing General Questions 44 What are the online file-sharing capabilities? 44 What is my storage limit as a firm or a user? 44 What web site do I use to access shared documents away from the office? 44 Document Sharing Administration Questions 45 Who needs to be an administrator and who doesn't? 45 What rights does an administrator have beyond normal users? 46 Do I have to manually create a WatchDox account for each Time Matters user? 47 How do I modify a user's roles on the document sharing portal? 48 What happens to files when a user account is re-created or has an address change? LexisNexis. All rights reserved. 3 of 49

4 Back Up Time Matters Data It is recommended that you schedule backups to occur automatically on a regular basis. You can also perform backups manually as needed, such as before upgrading the software. There are different kinds of data involved in a backup: Data in the SQL database Files in the Shared Files folder attachments Create a Manual Backup in Time Matters To start a manual backup: 1. Select File > Backup Time Matters Data in the Time Matters Data menu. The Time Matters Backup window opens. 2. (Optional) In the Shared Files Backup box, type or select a different backup file name LexisNexis. All rights reserved. 4 of 49

5 3. (Optional) Select the types of files (documents and/or attachments) that you want the backup to skip. 4. Select the Backup now option from the Backup Options... area. 5. Click OK. The Begin Server Backup Now window opens. 6. Click Yes. When the SQL database backup is complete, the Server Backup Completed window opens. 7. Click OK. The Begin Backup Now window opens. 8. Click Yes. 9. When the process is complete, click OK to close the window. Note Time Matters SQL database backups are stored in a different location than backups of Time Matters document and files. The default location of SQL backup data is: C:\Program Files\Microsoft SQL Server\MSSQL.1\MSSQL\Backup or C:\Program Files(x86) \Microsoft SQL Server\MSSQL.1\MSSQL\Backup 2015 LexisNexis. All rights reserved. 5 of 49

6 Create a Scheduled Backup in Time Matters Time Matters lets you schedule and automate backups of your Time Matters database and Time Matters shared file directory to help protect you from the unexpected. You can specify a time of day for the backup that s convenient for firm members, and the backup frequency. You can also perform a manual backup at any time. For more information on automating backups please see "Backup Time Matters Data" in the Administration Guide, the product Help, or the Online Help. To create a scheduled backup in Time Matters: Note You must run Time Matters as an "Administrator" in order to schedule a backup. 1. Select File > Backup Time Matters Data from the Time Matters menu. The Time Matters Backup window opens LexisNexis. All rights reserved. 6 of 49

7 2. In the Shared Files Backup box, type or select a backup file name. 3. (Optional) Select the types of files (documents and attachments) that you want the backup to skip. 4. Select Scheduled Backup from the Backup Options... area. 5. In the Backup at box, select the time you want the automated backup to run. 6. Check the box(es) that corresponds with the day(s) you want this backup to run. 7. Click OK. The backup automatically starts on the day and time you selected for the schedule. Note The machine must be powered on (turned on) in order for the scheduled backup to rune LexisNexis. All rights reserved. 7 of 49

8 Additional Scheduled Backups The Backup utility in Time Matters stores one scheduled backup configuration. If you need to create additional backup schedules, such as scheduling backups to occur at different times on different days, you can use the Windows Task Scheduler. To create additional scheduled backups in Windows Vista, Windows 7, or Windows 8: 1. Click the Windows Start button. 2. Select Control Panel > Administrative Tools > Task Scheduler. The Task Scheduler opens. 3. On the main menu, click Action > Create Basic Task. The Create Basic Task wizard opens LexisNexis. All rights reserved. 8 of 49

10 6. Select a date and time that the backup processes will begin. Click Next. The Action screen opens. 7. Select Start a program under the "What action do you want to take?" heading. Click Next. The Start a Program screen opens LexisNexis. All rights reserved. 10 of 49

11 8. Click Browse. The Open Dialog screen opens. 9. Select Program Files > LexisNexis > Time Matters > TMWE.exe. 10. Enter /backup in the Add Arguments field. 11. Enter the path to the program files (for example, C:\Program Files\LexisNexis\Time Matters) in the Start in field. 12. Click Next LexisNexis. All rights reserved. 11 of 49

12 13. Click Finish. Note Please ensure that all Time Matters applications are closed prior to this scheduled task being executed. The backup will not run with the application open. Notes If default backup file names are used, each Shared Files backup that occurs on a particular day of the week overwrites the file created by the previous backup on the same day. For example, a Shared Files backup file created on Monday (TMMON.zip) would be overwritten by a backup created the following Monday unless a different file name is specified. Each SQL backup is given a file name based on the day of the week when the backup is created. (Examples: AutomatedBackupMonday.bak, AutomatedBackupTuesday.bak, etc.) Thus, the next time a SQL backup occurs on the same day of the week as a previous backup, the previous backup file is overwritten by a new one with the same file name. You can view a log of previous backup attempts by clicking the View Backup Log button at the bottom of the Time Matters Backup window. You can also run the backup process from the command line by using the main Time Matters executable (tmwe.exe) with the /backup parameter and other parameters listed below LexisNexis. All rights reserved. 12 of 49

13 Command-line parameter /backup /backup /no /backup /nodocs /backup /nosql /backup /no /nodocs /backup /U=xxxx /backup /zipdest=xxxx Description A full backup ( s, attachments, and documents) is performed A backup not including attachments is performed A backup not including documents and files is performed A full backup is performed, but does not include SQL back up activities A database backup only is performed Allows you to identify which database is backed up, where xxxx is the name of the configuration file. Allows you to use a custom description/file name, where xxxx is the name of the file, to a maximum of 80 characters LexisNexis. All rights reserved. 13 of 49

14 Import Data from a Previous Version of Time Matters The first time you start the Time Matters or Billing Matters 14.1 client, it will attempt to detect previous versions of the software. If a previous version is detected, the Import wizard will open and prompt you to import data. Note When importing data from any version of TM to another version of TM, the previous version must be present on the computer where the import is performed. Important: Before you import data, do the following: 1. Synchronize all handheld devices and third party applications with your previous version of Time Matters (the Time Matters version whose data you are about to import). 2. Create a backup for your previous version of Time Matters. 3. If you are using Microsoft Exchange Synchronization, stop the Exchange Synchronization service on your server. 4. Ensure that all Time Matters users have logged out of the application. Important Note If you upgraded from Time Matters 11 or higher, you do not need to import your data, as Time Matters 14.1 uses the same database as Time Matters 11 or higher. However, if you upgraded from Time Matters 10 or lower, you will still need to import your data. Warning If you use multiple databases, the wizard will import data from whichever database the previous client is configured to open. Ensure that the client is configured to open the database you want to import. To import your data: 1. If the Import wizard is not already open, in Time Matters or Billing Matters 14.1, click the File menu, point to Import/Export, and then the version of the Time Matters software or LexisNexis Total Practice Advantage that you want to import data from to open the Before Importing window. 2. Select Yes if you have completed the Before Importing steps. 3. Click Next. 4. Select the configuration file associated with the data you want to import. If you are importing from Time Matters 10.0, do the following: a. Select the configuration file for your previous version of Time Matters. b. Click Next to continue to the Import Details page LexisNexis. All rights reserved. 14 of 49

15 If you are importing from Time Matters 9.0 or lower, do the following: a. Click Browse to open the Browse for Folder window. b. Click to highlight the data folder of your previous Time Matters version. c. Click OK to close the Browse for Folder window. d. Click Next to continue to the Import Details page. 5. Click Next to continue to the Time Matters Backup page. The wizard verifies that there is sufficient hard drive space to import the data. 6. Select one of the following options: Select No if your version 14.1 database is empty (i.e., you have not opened Time Matters/Billing Matters and entered data prior to this import procedure). Select Yes if you opened Time Matters/Billing Matters 14.1 and entered any new data before this import procedure. 7. Click Next. 8. Select one of the following: Select Imported Data replaces Time Matters 14.1 Data if your version 14.1 database is empty (i.e., you have not opened Time Matters/Billing Matters and entered data prior to this import procedure). Select Imported Data is ADDED to Time Matters 14.1 Data if you opened Time Matters/Billing Matters 14.1 and entered any new data before this import procedure. 9. Click Next. 10. If you chose to create a backup, click Yes to begin the backup, and then follow the on-screen instructions until the backup is complete. 11. When the backup completes, click Next. 12. Review the import settings. 13. Click Next to begin importing data. Wait until the import process is complete. 14. Click Next to continue. The final page of the wizard provides the location of the installation program that users in your firm should run to install the version 14.1 client on their computers. When this installation program is used, the client will be automatically configured to connect to your version 14.1 database. Copy the information on this screen and send it to each user in your firm. 15. Close and restart Time Matters/Billing Matters LexisNexis. All rights reserved. 15 of 49

16 Create a Security Profile When many users will share the same level of access to program features and data, instead of configuring each user's security settings individually, you can create a security profile and assign it to the users. 1. Disable the security profile wizard: a. Select File > Setup > General> User Level from the menu. b. Clear the Security check box in the Wizard Defaults area of the General tab. c. Click OK. 2. Select File > Setup > User and Security > Security Profiles. The Security Setup - Security Profiles window opens. 3. Click the Add button. The Security Profile Setup window opens. 4. On the Profile tab, enter a name and description of the profile. 5. On the Access tab, set the following options: Window Element Normal Records without Access Private Records without Access Default Staff Records Creator Rights Description Select whether restricted normal records appear on lists (with the label "Restricted") or do not appear. Select whether restricted private records appear on lists (with the label "Private") or do not appear. Select whether to create a security exception and grant full rights to records assigned to the user's Staff. Select whether to create a security exception and grant full rights to records created by the user LexisNexis. All rights reserved. 16 of 49

19 Configure User Permissions To configure user permissions: 1. Select File > Setup > User and Security > Users from the menu. The Security Setup - List of Users window opens. 2. Double-click the user whose permissions you want to configure. The Security Setup - User Form window opens. 3. On the General tab, make selections in the User Identification and Settings area: Window Element First/MI/Last User ID Default Staff/Group Address Maintenance Administrator Mobility User Description The user's first name, middle initial, and last name. The ID (up to ten characters) this user enters to log in to Time Matters. The default Staff whose records are shown when the user opens the Calendar, and the Staff entered automatically on records this user creates. (The user can specify a different Staff when creating records.) The user's address. A valid address is required for features like Mobility and secure document sharing. If selected, this user has full security rights to set up other users and define their security settings. If selected, this user has access to Time Matters Mobility. (Mobility must also be enabled on the General tab of Program Level Setup.) 2015 LexisNexis. All rights reserved. 19 of 49

20 4. Make selections in the Password Settings area: Window Element Password Confirm Expires Warn Before Expiration User can change password Require password change at next login Description The password used to log in to Time Matters. If the Mobility User option is enabled, the password must meet strong password requirements. Re-type the password to ensure it is entered correctly. Select the date or frequency at which the password expires. A new password must be created whenever the current one expires. When selected, upon login the user is notified of when the current password will expire. This option is available when the user's password is set to expire every x number of days. If this option is selected, the user will be given the option to enter a new password. If this option is cleared, an administrator must change the user's password when it expires. If selected, the user will be prompted to enter a new password the next time the user logs in. This option lets an administrator send the user a one-time-use password that must be changed to maintain security LexisNexis. All rights reserved. 20 of 49

21 5. Make selections in the Login Access area: Window Element Login at any time Login disabled Restrict login during specified times of the day Use security profile login access Description When selected, the user can always log in. The user cannot log in even with a valid password. This option is selected automatically when a user fails to log in with the correct password more than five times consecutively. When selected, click the Specify Login Times button and select "Y" for hours when login is allowed, and "N" for hours when login is not allowed. A security profile can be selected on the Access tab in the Security Settings area. 6. Click the Access tab and make selections in the Security Settings area: Window Element Individual security settings Use settings from the following user Use settings from the following profile Description When selected, the settings on this form are used. When selected, select the user whose security settings you want to apply to this user. When selected, select the security profile whose settings you want to apply to this user LexisNexis. All rights reserved. 21 of 49

22 7. Make selections in the Normal Records without Access and Private Records without Access areas: Window Element Show records as... Do not show records Description When selected, records to which the user has no access appear on lists and calendars, but no information is visible and the records cannot be opened. The label "Restricted" or "Private" appears on the record listing. When selected, records to which the user has no access do not appear on lists and calendars. 8. Make selections in the Default Staff Records area: Window Element User has full rights to Normal records for the assigned default Staff Description When selected, the user can always view, add, change, and delete Normal records (those not marked as "Private") assigned to their Staff, even if they would otherwise not have full permissions for that kind of record LexisNexis. All rights reserved. 22 of 49

23 Window Element User has full rights to Private records for the assigned default Staff Description When selected, the user can always view, add, change, and delete Private records assigned to their Staff, even if they would otherwise not have full permissions for that kind of record. 9. Make selections in the Creator Rights area: Window Element User has full rights to Normal records they create User has full rights to Private records they create Description When selected, the user can always view, add, change, and delete Normal records (those not marked as "Private") that they create, even if they would otherwise not have full permissions for that kind of record. When selected, the user can always view, add, change, and delete Private records that they create, even if they would otherwise not have full permissions for that kind of record. 10. Click the Overall Program Access tab and make selections on the Access Only Program Areas sub-tab. For each Program Area, click the letter in the Access column to toggle between "Y" (Yes - the user can access this feature) and "N" (No - the user cannot access this feature) LexisNexis. All rights reserved. 23 of 49

24 11. Click the Fully Controlled Program Areas sub-tab and make selections. In the columns beside each record type, click the letter to toggle between "Y" (Yes - the user can perform this action) and "N" (No - the user cannot perform this action). You can create different access settings for Normal records (those not marked as "Private") and Private records of each type. 12. Click the Special Exceptions tab. If you need to grant or deny access to particular records or record fields, use the options on these sub-tabs to do so. On the Record Based Exceptions sub-tab, you can control access to records with a particular assigned Staff, a particular Contact or Matter on the Regarding line, or a particular Code. On the Field Based Exceptions sub-tab, you can control access to individual fields on record forms of all types LexisNexis. All rights reserved. 24 of 49

26 Set Up Synchronization with Microsoft Outlook After upgrading to version 14.1, you must set up Microsoft Outlook to synchronize with the new version 14.1 database. This task consists of two parts: Setting up synchronization with Microsoft Outlook Performing an initial synchronization with Microsoft Outlook Before setting up Outlook synchronization, make sure that Microsoft Outlook is properly installed on your workstation. Setting Up Synchronization with Microsoft Outlook 1. In Time Matters, go to File > Synchronize > Outlook. The Outlook Synchronization window opens. 2. Select Set up the Outlook Synchronization. 3. Click the Test Outlook Link button to confirm that the appropriate version of Outlook is installed and is communicating properly. If the link fails, a message is displayed indicating that Outlook software was not found. Follow the instructions on the screen display to correct the failure. Click OK to continue LexisNexis. All rights reserved. 26 of 49

27 If the link test is successful, click Next to continue. The Outlook Synchronization Setup window opens. 4. Click Next. The Configuration File Location window opens. 5. In the Configuration File Path box, type the full path to the folder on your computer where you want to store the Outlook Synchronization configuration file. If the folder does not already exist, you will be asked to allow Time Matters to create the folder. Note If this is an upgrade from a previous version of Time Matters, then a new Configuration File Path must be created. 6. Click Next to continue. The Specify Record Types to Synchronize window opens. 7. Click to place a check mark beside each record type you want to synchronize. 8. Set options for synchronizing each selected record type: a. Click the Options button. b. Make your selections on each tab of the Outlook Link Options window. c. Click OK to close the Outlook Link Options window and save your settings. 9. Set options for synchronizing Staff: 2015 LexisNexis. All rights reserved. 27 of 49

28 a. Click the Staff Options button. The Outlook Link Options - Staff Options window opens. b. Click to highlight an entry in the Outlook Address Book(s) list. c. Click to highlight the Time Matters Staff that you want to match with the selected Outlook entry. d. Click the Match button. e. Repeat steps b-d to match the remaining Time Matters Staff. f. Click OK to close the Outlook Link Options - Staff Options window. 10. Click Next to continue. The Synchronize Deletes window opens. 11. Select the options you want for synchronizing records deleted in each application LexisNexis. All rights reserved. 28 of 49

29 12. Click Next. The Confirm Before Making Changes window opens. 13. Select the options you want for requiring confirmation before changes are made as a result of synchronization LexisNexis. All rights reserved. 29 of 49

30 14. Click Next to continue. The Outlook Sync - Setup Complete window opens. 15. If you want to perform a synchronization at this time using your current settings, click the Sync Now button. 16. Click OK to close the window. Performing an Initial Synchronization with Microsoft Outlook Complete this procedure only if the Outlook and Time Matters databases were not synchronized when the Outlook Synchronization process was initially set up. 1. In Time Matters or Billing Matters, go to File > Synchronize > Outlook. 2. Select Run the Outlook Synchronization Now. Note: This check box will be selected by default if Outlook Synchronization was previously set up, but not synchronized. 3. Click Begin Sync LexisNexis. All rights reserved. 30 of 49

31 Set Up Synchronization with Microsoft Exchange Important Note With the release of Time Matters and Billing Matters 14.1, you are no longer prompted to provide your Exchange Server version. If upgrading from Time Matters and Billing Matters 11 or higher, you are also not required to import your prior Exchange version configuration settings. However, if you are upgrading from Time Matters and Billing Matters 10 or lower, you still need to import your prior version Exchange configuration settings. Setting up Microsoft Exchange synchronization involves these procedures: A. Download the Exchange Server Synchronization utility B. Install the Exchange Server Synchronization utility C. Set up synchronization with Microsoft Exchange Each procedure is described below. Download the Exchange Server Synchronization Utility 1. Locate the you received that contains your Time Matters Product Key. Open the on the computer where your Time Matters database is hosted. 2. In the Product Purchases section of the , click the link below the heading "Download your software from the link below." The Time Matters download page opens. 3. Click Download and Installation Instructions. 4. Click New Installation. 5. On the Welcome page, click the link to download the Exchange Synchronization Server setup program (setupex.exe). 6. Specify a location to save the downloaded file. 7. When the download is complete, browse to the folder containing the setup program. Install the Exchange Server Synchronization Utility 1. Run the program setupex.exe. The installation wizard opens. 2. The wizard reminds you to create backups of your Exchange data and Time Matters data before proceeding. If you have backed up this data, click Yes to continue. Otherwise, click No and close the wizard. When you have backed up your Exchange and Time Matters data, run setupex.exe again. 3. If you are asked to install required items, click Install LexisNexis. All rights reserved. 31 of 49

32 4. Review the license agreement. Select I accept the terms in the license agreement and click Next. 5. Click Next to continue. 6. Enter information about the Time Matters SQL database to which Microsoft Exchange data will be synchronized. a. Type the name of the server running the Time Matters SQL database, or click the arrow to select a server from the list of SQL Servers detected on your computer. You can also click Browse and browse to the server computer. b. Type the name of the Time Matters SQL Database, or click Browse and browse to the database. 7. Click Install to begin the installation. 8. Click Finish. Note The Exchange sync service automatically restarts after the installation has completed. Set Up Synchronization with Microsoft Exchange Note If you have upgraded from Time Matters 11 or higher, you can skip this section. 1. Open the Microsoft Exchange Synchronization Utility: Time Matters 10 or lower: On the Windows Start menu,go to All Programs > LexisNexis > Time Matters xx Exchange Synchronization Configuration (where xx is your Time Matters version). The Exchange Synchronization Configuration wizard opens. 2. Review the requirements on the initial screen. If you have not uninstalled all previous versions of the Time Matters Exchange Synchronization Server, click Cancel. 3. Type the name of your Exchange Server in the Server Name box. 4. Click Next to continue. 5. If you have Exchange Sync data to import from a previous installation, import it now. If you do not want to import data, click Next. To import Exchange Sync data, do the following: a. Click the Import button. The Time Matters Exchange Synchronization Import screen opens. b. Enter the Time Matters version, the SQL Server name, SQL Database name, SQL User name, and password LexisNexis. All rights reserved. 32 of 49

33 c. Click the Test Connection button. A Test Succeeded message is displayed. Click OK. d. Click the Import button on the Time Matters Exchange Synchronization Import screen to complete the import process. 6. Set up options for synchronizing Contacts: a. Determine whether Time Matters and Exchange are permitted to add, change, or delete Contacts in each other's databases, and select the corresponding check boxes to permit those actions. Warning Data conflicts can result from changing these default settings, which allow both applications to make additions, changes, and deletions in order to keep data synchronized. Using the default settings is recommended. b. For the initial synchronization, select the option to Synchronize no Contacts or Synchronize all Contacts. c. Click the Contact Field Matching button to open a new window in which you can select fields on the Time Matters Contact form and match them to Exchange Contact fields. Click OK to continue. d. Click the Filter tab to define search criteria for Contacts using an Advanced Search. Only Contacts that match these search criteria will be synchronized. e. When you are finished setting up Contact synchronization, click Next. The Event Synchronization Options screen is displayed. 7. Set up options for synchronizing Events and Appointments: a. Determine whether Time Matters and Exchange are permitted to add, change, or delete Events in each other's databases, and select the corresponding check boxes to permit those actions. Warning Data conflicts can result from changing these default settings, which allow both applications to make additions, changes, and deletions in order to keep data synchronized. Using the default settings is recommended. b. In the Exchange Settings area, select the number of minutes before an Appointment reminder is displayed. c. Click the Event Field Matching button to open a new window in which you can select fields on the Time Matters Event form and match them to Exchange Appointment fields. d. Click the Filter tab to define search criteria for Events using an Advanced Search. Only Events that match these search criteria will be synchronized. e. When you are finished setting up Event synchronization, click Next. The ToDo Synchronization Options screen is displayed. 8. Set up options for synchronizing ToDo's and Tasks: 2015 LexisNexis. All rights reserved. 33 of 49

34 a. Determine whether Time Matters and Exchange are permitted to add, change, or delete ToDo's in each other's databases, and select the corresponding check boxes to permit those actions. Warning Data conflicts can result from changing these default settings, which allow both applications to make additions, changes, and deletions in order to keep data synchronized. Using the default settings is recommended. b. Click the ToDo Field Matching button to open a new window in which you can select fields on the Time Matters ToDo form and match them to Exchange Task fields. c. Click the Filter tab to define search criteria for ToDo's using an Advanced Search. Only ToDo's that match these search criteria will be synchronized. d. When you are finished setting up ToDo synchronization, click Next. The Match Time Matters Users to Exchange Mailboxes screen is displayed. 9. Set up synchronization options for each Time Matters user: a. Click the Add button. The User Mailbox Synchronization Form window opens. b. Select a user from the drop-down list in the User ID box. The Staff box will automatically update to display the Staff associated with the selected user. Note Each Time Matters user can only be linked to one Exchange mailbox. c. Enter the user's Exchange account information in the Username and Password boxes. (The Server Name and Domain fields are shown for information only and cannot be changed on this screen.) Tip If you leave the Password box empty, Time Matters will prompt the user to enter the password the next time Time Matters attempts to connect to Exchange. d. Click Test Connection to ensure that Time Matters can access the user's Exchange account. e. Select the types of records you want to synchronize for this user, and clear the record types you do not want to synchronize. You can opt to mark as "Private" the user's records that are added to Time Matters via synchronization with Exchange. f. Click OK to save the synchronization settings for this user. g. Repeat steps a - f for each Time Matters user you want to add. h. When you are finished setting up synchronization settings for all users, click Next. The Conflict Resolution screen is displayed LexisNexis. All rights reserved. 34 of 49

35 10. Select whether to use the Time Matters version of a record or the Exchange version when there is a conflict between data entered in Time Matters and data entered in Exchange. (For example, different phone numbers might be entered for the same Contact record in the two applications.) 11. Click Next to continue. The Exchange Sync - Setup Complete screen is displayed. 12. Click Finish to close the configuration program. 13. An initial synchronization is automatically performed for any users you added during this use of the configuration wizard. When the initial synchronization is complete, click OK. 14. If your Time Matters Exchange Synchronization service is not running, a message window will open prompting you to start the service. Click Yes if you want to start the service at this time; otherwise, click No LexisNexis. All rights reserved. 35 of 49

36 Add a User Account Using the New User Wizard 1. Enable the wizard: a. Click the File menu, point to Setup, point to General, and then click User Level. b. Select the Security check box in the Wizard Defaults area. c. Click OK. 2. Click the File menu, point to Setup, point to User and Security, and then click Users. The Security Setup - List of Users window opens. 3. Click the Add button. The New User wizard opens. 4. Enter a first and last name and middle initial for the user. 5. Enter the user's ID (up to 10 characters). The ID must be unique to this user. 6. Enter a password (up to 16 characters). If this will be a Mobility user, the password must meet the following criteria: At least eight characters long Contains both uppercase and lowercase letters Contains at least one numeric or special character Is not the same as the user ID 7. Select the Mobility User check box if this user will use Time Matters Mobility. 8. Enter an address for the user LexisNexis. All rights reserved. 36 of 49

37 9. Click Next to continue to the Staff/Security page. 10. Select whether to create a new Staff for this user or to use an existing Staff. 11. Select whether to create individual security settings for this user or to use the settings from an existing user or a security profile LexisNexis. All rights reserved. 37 of 49

38 12. Click Next. If you chose to apply the security settings of an existing user or a security profile, the Finish page opens. Skip to step 18. If you chose to create individual security settings, the Access page opens. Continue to step For records that the user cannot access, choose whether a placeholder entry (marked Restricted or Private) will be shown on lists and calendars, or whether the records will not be shown. 14. Select whether the user will be required to enter a new password the first time they log in. 15. Click Next to continue to the Rights page. 16. Select whether to give the user full rights to view, change, and delete records assigned to their Staff or records that the user creates. These rights apply even when the user's permissions would otherwise restrict rights to a record LexisNexis. All rights reserved. 38 of 49

39 17. Click Next to continue to the Finish page. 18. Click Finish to close the wizard. Create New Staff with the New Staff Wizard The New Staff wizard steps you through the process of creating staff. Like many wizards, the New Staff wizard can be enabled or disabled in the User Level Setup window. These steps assume that the wizard has been enabled for your user account. If the wizard is disabled for your account, you can enable it, or use the Staff Form to create new Staff entries. The steps below assume that the New Staff wizard has been enabled for your user account. To add Staff using the New Staff wizard: 1. Select Database > Staff from the menu. The Staff Resource List window opens LexisNexis. All rights reserved. 39 of 49

41 3. Enter a first, last, and middle name for the Staff. 4. Enter the Staff's initials (2-4 letters or numbers). The initials must be unique to this Staff. 5. Click Next to continue to the Address/Phone Numbers page. 6. Enter the Staff's address and telephone contact information. 7. Click Next to continue to the Custom page. 8. Enter the Staff's billing information, Bar number, and position at the firm. 9. If you want records assigned to this Staff to appear with a particular color on lists and calendars, click the Color button and select the desired color. 10. Click Next to continue to the Billing Options page. 11. Select whether the Staff will use an hourly rate or a rate table: If you selected Use Rate Table, select a rate table in the list and the rate table level to use by default. If you selected Hourly Rate, enter the amount to charge per hour. 12. Click Next to continue to the Finish page. 13. Click Finish to close the wizard LexisNexis. All rights reserved. 41 of 49

43 Document Sharing Overview Client Portal Online Document Sharing An integrated client portal, powered by technology from WatchDox, lets you share your Time Matters documents online with clients, experts, and other third parties. It provides access to an online portal in which you and your clients can upload and retrieve documents. This file-sharing portal helps you control and protect your shared files by allowing you to: Define who can access the file only the contact(s) associated with the matter, anyone with the same domain as the contact(s) or everyone Determine what they can do with the document view, print or download Prevent screen captures of the file by displaying only small areas at a time Identify the time frame that they can access the document Track the file s whereabouts at all times and maintain an audit trail for compliance purposes Revoke access to files anytime Contacts are notified of shared files by and can view the files from any Internet-connected computer, smartphone, or tablet. Please see the "Document sharing" section of this help system, for more details on sharing files with your clients. Document sharing is performed on the Documents tab of the Matter form. From the list of files related to the Matter, you select the ones you want to share and the clients (or other recipients) to whom you want to provide access. Clients are notified by when documents are shared with them, and can log in to the secure portal, view shared documents, and upload documents of their own to share with users at your firm. You can set user permissions for each document you share, including permission to view, print, or edit the file. Using the administrative tools on the portal, you can also change or revoke user access to documents at any time. For more information on document sharing, view the related topic links below. Note Your firm must have an active Annual Maintenance Plan (AMP) to enable the Document Sharing feature LexisNexis. All rights reserved. 43 of 49

44 Document Sharing General Questions What are the online file-sharing capabilities? Time Matters includes an integrated online document-sharing service powered by secure file-sharing technology from WatchDox so you can share Time Matters documents directly with clients, experts, and other third parties. The online file-sharing service in Time Matters offers you tight control over and protection of shared files. You can: Define who can access the file only the contact(s) associated with the matter, anyone with the same domain as the contact(s) or everyone Determine what they can do with the document view, print or download Prevent screen captures of the file by displaying only small areas at a time Identify the time frame that they can access the document Track the file s whereabouts at all times and maintain an audit trail for compliance purposes Revoke access to files anytime Your contacts are notified of shared files by and can view the files from any Internet-connected computer, smartphone or tablet. What is my storage limit as a firm or a user? The online storage limit is on a firm basis and allots up to 5 GBs of data (per firm) to be shared and available online at one time. LexisNexis reserves the right to modify this limit at any time. What web site do I use to access shared documents away from the office? Use the following web site address to access shared documents when you are away from the office LexisNexis. All rights reserved. 44 of 49

45 Document Sharing Administration Questions Who needs to be an administrator and who doesn't? At least one Time Matters user must be designated as an Administrator for the online document-sharing service. Document sharing administrators should be trustworthy individuals within your firm because they will have the ability to add or change user rights within WatchDox (someone like your firm IT administrator or maintenance administrator in Time Matters). TM users who are specified as maintenance administrators and have an address are by default designated as document sharing administrators. Note Administrators are required to have an address entered on their user form LexisNexis. All rights reserved. 45 of 49

46 What rights does an administrator have beyond normal users? Document sharing administrators have the ability to: Manage users and their roles on WatchDox Export logs of user activity Set policies for protecting documents Set the document watermarks Generate reports on storage usage Upload a brand logo that will appear on the web site For more information regarding WatchDox administrator rights, please refer to WatchDox Help at the following web site address: LexisNexis. All rights reserved. 46 of 49

47 Do I have to manually create a WatchDox account for each Time Matters user? No. When document sharing is enabled, all Time Matters users who have an address entered on their user form are automatically provisioned as a WatchDox user. If errors occur while provisioning users, a list is displayed that includes each user who wasn't provisioned, and why. In addition, all contacts who have files shared with them are also automatically provisioned as WatchDox users LexisNexis. All rights reserved. 47 of 49

48 How do I modify a user's roles on the document sharing portal? User roles determine the permissions users have and the features available to them. Normally, you would modify a user to make them an administrator (by adding the Admin role) or to give them permission to send documents (by adding the Exchange Sender role), or to revoke either of those roles. 1. Log in to the document sharing portal as an administrative user. 2. Click the Administration tab at the top of the window. 3. Select Central Management below the Management header in the left area. 4. On the Users tab, locate the user you want to modify. You can find a user by typing the user's name or address in the search box above the list of users and pressing ENTER. 5. Select the check box beside the user and click the Edit button on the toolbar. 6. Add a role by selecting it in the left box and clicking the right arrow button to move it to the right box. 7. Remove a role by selecting it in the right box and clicking the left arrow to move it to the left box. 8. Click Save Changes when you are finished LexisNexis. All rights reserved. 48 of 49

49 What happens to files when a user account is re-created or has an address change? When a user s account is deleted on WatchDox, the files can either be transferred to another user s account/ address or deleted. If the user account is recreated (even with the same address), the deleted or transferred files will need to be re-associated with the recreated account. When a user s address in Time Matters is either changed or deleted, the user is warned that their WatchDox account and all files associated with it will be deleted. At that point they can decide whether or not they want to proceed LexisNexis. All rights reserved. 49 of 49