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Time Matters 10.0 - New User GuideCopyright and Trademark NoticeLexisNexis, the Knowledge Burst logo, Lexis, lexis.com, Shepard's, Shepardize, martindale.com and Martindale-Hubbellare registered trademarks and Shepard's Link is a trademark of Reed Elsevier Properties Inc., used under license. TimeMatters 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 registeredtrademark 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 LexisNexisCanada Inc. PCLaw is a trademark of LexisNexis Practice Management Systems Inc. NetDocuments is a registeredtrademark of NetVoyage Corporation. Other products or services may be trademarks or registered trademarks of theirrespective companies. Copyright 2009 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 anyretrieval system, or translated into any language by any means without prior written permission of LexisNexis. Further, allusers of the Application are governed by the License Agreement and Limited Warranty. Use of the Applicationacknowledges acceptance of License Agreement and Limited Warranty.LexisNexis215 Commonwealth Court,Cary, North Carolina USA 27511North America: 800-328-2898Outside North America: 919-467-1221 Fax: 919-467-7181http://www.timematters.comPrinted in the United States of AmericaRev.1349.2205092
Table of ContentsGetting Started . 7What’s in this Guide? . 7Overview of Time Matters . 7Starting the Application . 8Getting Around in the Application . 9Entering Initial Data . 10Shortcuts and Hot Keys . 10Common Tasks . 13Creating Contacts . 13Creating Matters . 15Creating Events . 16Creating ToDo’s . 17Creating Phone Records . 18Creating Documents . 19Viewing Information in Your Database . 21Record Lists . 21Record Forms . 24Searching for the Information You Need . 29Managing Your Schedule . 33Events and ToDo’s . 33Calendar Overview . 33Alerts, Reminders, Watches . 35Journals . 36Document Management . 37Overview of Documents . 37Creating New Documents . 40Document Versions . 43Importing Documents . 44Document Searches . 45Table of Contents 3
Time Matters 10.0 - New User GuideCommunications . 47Messenger . 47Email . 48Phone Calls . 50Mail . 51In/Out List . 51News Reader . 51Online Research . 53Conducting LexisNexis Research . 53Billing . 57Activating Basic Billing . 57Rates and Rate Tables . 58Program Level Billing Options . 59Payment Terms . 59Bill Messages . 59Billing Preferences . 60Using Basic Billing . 60Reports . 63Reports . 63Print to PDF & RTF . 65Glossary . 67Appendix A—Putting It All Together . 75Appendix B—Fillable Forms . 79Fillable Microsoft Word Documents . 79Navigating Quickly Through a Document . 79Removing Advisory Text . 80Resetting the Form . 80Fillable PDF-Based Forms . 80Appendix C—Guided Search Forms and Checklists . 81Guided Search Forms . 81Checklists . 824 Table of Contents
Time Matters 10.0 - New User GuideAppendix D—Completing HotDocs Automated Forms . 83Using Automated Forms . 83Appendix E—Practice Area Customization . 87Bankruptcy . 87Estates Practice . 88Family Law . 88Litigation . 88General Practice . 89Personal Injury . 89Social Security . 90Worker’s Compensation . 90Index . 91Table of Contents 5
Time Matters 10.0 - New User Guide6 Table of Contents
This chapter introduces LexisNexis Time Matters and describes how to start the application andnavigate its features.What’s in this Guide?For information on customizing the application andusing advanced features, please refer to the TimeMatters online Help. You can open the Help byor), or byclicking the Help buttons (pressing F1 on any screen.Time Matters helps you manage and organize yourday-to-day information and documents. It featurescentralized scheduling, document management,global search capability, and more.Time Matters consists of one or more computersrunning the application and connecting to a shareddatabase on your network.What’s in this Guide?. 7Overview of Time Matters . 7Using Training Mode to Practice. 8Getting Around in the Application . 9Screen Elements . 9Navigators . 10Entering Initial Data . 10Shortcuts and Hot Keys . 10What’s in this Guide? 7Getting StartedStarting the Application. 8Getting StartedIn This ChapterYou can also use Time Matters on laptopcomputers. The application uses a database storedlocally on the laptop whenever the laptop is notconnected to your firm’s network. Periodically, youwill connect the laptop to your firm’s network andsynchronize the information you have entered inthe laptop’s database with the information in themain Time Matters database that is shared by allusers. This ensures that all users of Time Mattershave access to up-to-date information.Getting StartedOverview of Time MattersGetting StartedThe New User Guide introduces you to basicfeatures of Time Matters and explains how toperform common everyday tasks. This is a goodplace to start if you haven’t used Time Mattersbefore.Getting StartedGetting Started
Starting the ApplicationUsing Training Mode to PracticeUse either of the following methods to start TimeMatters:You can use Time Matters in either Normal mode orTraining mode. Training mode uses a separatedatabase and lets you practice using the programwithout affecting your real data. On the Windows Start menu, go to All Programs LexisNexis Time Matters 10.0. Double-click the Time Matters 10.0 shortcuticon on your Windows desktop.When the Time Matters login screen opens, typeyour user ID and password in the correspondingfields and click OK.Normal ModeTraining Mode Accesses your maindatabase containingreal data Accesses a tutorialdatabase withsample data Is used for dailywork, entering andmodifying real data,and makingcustomizations Is used to train newusers and try outapplication featuresand settings withoutaffecting real dataAlways use Normal Mode to enter real dataor to make customizations that will be used.Do not enter real data in Training Mode.Getting StartedGetting StartedGetting StartedTime Matters 10.0 - New User GuideTo Start the Application in Training Mode On the Windows Start menu, go to All Programs LexisNexis Training Mode - Time Matters10.0.Getting StartedGetting StartedThere is a default login used for Training Mode:The application will open, displaying the initialscreens that are selected for your user account.These may include a Tips screen, a screen of Alertsand Reminders about upcoming events and tasks,and the Navigator window. (These elements aredescribed in later sections of this guide.)The screens that appear when you start TimeMatters are customizable. For instructions oncustomizing these and other options for your useraccount, refer to the Time Matters Help file.8 Starting the Application TM is the user name TM is the passwordAfter you enter this login, you will be askedwhether you want to update the sample data. Thisoption simply adjusts the dates of many samplerecords so that they reflect the current date.It is a good idea to log in using Training Mode asyou go through this guide, and practice using thefeatures described in it.
Time Matters 10.0 - New User GuideWhen you start the application, the screen will look similar to the following:Program Title BarMain Menu BarMain ToolbarNavigator WindowGetting StartedGetting Around in the ApplicationGetting StartedGetting StartedScreen ElementsMain Toolbar—Below the main menu bar is thethe application version you are using and thedescription of the File Locations file. The title baralso shows which database you are using, such asthe tutorial database used in Training Mode or yourMain Office database.main toolbar. The toolbar buttons open applicationfeatures directly without the need to navigatethrough menus.Main Menu Bar—The main menu bar is locatedimmediately below the program title bar, at the topof the screen. Some menus are only available whena list is open.Status Line—At the bottom of the screen is thestatus line. It displays the open database, thecurrent user, and the time and date. It also showsthe number of records displaying on lists whenrecords are tagged.Getting Around in the Application 9Getting StartedProgram Title Bar—The program title bar showsGetting StartedStatus Line
Getting StartedTime Matters 10.0 - New User GuideNavigatorsEntering Initial DataUse navigators to access many application featuresfrom one convenient location. Each navigatorincludes a set of buttons connected to related tasks.Multiple navigators for different sets of tasks areaccessible from the main Navigator screen.Your Time Matters administrator should set up useraccounts, Staff members, and security settingsbefore the application comes into general use atyour firm.Getting StartedTo Display the Navigator Screen On the View menu, click Navigator-or Press the hot key CTRL NAfter those administrative settings are made, youshould begin entering data into the program. Thefollowing is the recommended order for doing so.Following this order can save you some time.Recommended Order For Initial Data Entry1. Create Classification Codes: go to File Setup Codes Classification Codes.(Classification Codes are optional, but useful forcategorizing your records. See the applicationHelp file for instructions on setting them up.)Getting Started2. Create Contacts: click Contact or go toDatabase Contact List All Contacts.Entering Contacts before Matters makes it easierto create Matters later on, because much of theMatter form can be completed automatically byselecting an existing Contact.3. Create Matters: click Matter or go to Database Matter List All Matters.Getting Started4. Create Events and ToDo’s: go to Calendar Event List All Events; go to Calendar ToDoList All ToDo’s.Shortcuts and Hot KeysGetting StartedTime Matters uses standard shortcut keys forWindows-based applications, such as CTRL C andCTRL V to copy and paste in text fields. TABadvances the cursor to the next position, andSHIFT TAB returns to the previous position.Time Matters also has its own shortcut keys toallow fast keystroke-based navigation.10 Entering Initial Data
Time Matters 10.0 - New User GuideALT SHIFT PALT SHIFT UALT SHIFT WCTRL NF1F2CTRL CALT SHIFT NCTRL VCTRL FSHIFT F2ALT F10CTRL MCTRL SHIFT MALT SHIFT LALT NALT CALT F4Shortcuts and Hot Keys 11Getting StartedOther Hot KeysProgram Level SetupUser Level SetupWorkstation Level SetupNavigatorHelpCombined Search (in a List)Copy to ClipboardRSS News ReaderPaste from ClipboardFind (search Calendar and List text)Date CalculatorTimer ControlMessenger WindowSend MessageIn / Out ListTip of the Day (next tip)Tip of the Day (close screen)ExitGetting StartedCTRL F3ALT F3CTRL JSHIFT F5SHIFT F6ALT F2CTRL ECTRL HCTRL ACTRL SHIFT CCTRL SHIFT ACTRL SHIFT VCTRL SHIFT TCTRL SHIFT FCTRL SHIFT NCTRL SHIFT PCTRL SHIFT DCTRL SHIFT ECTRL SHIFT LCTRL SHIFT WCTRL SHIFT OCTRL SHIFT BCTRL KCTRL CTRL CTRL DCTRL ACTRL GCTRL PF2Getting StartedCalendar Hot KeysDaily (open)Weekly (open)Personal Journal (open)Contact Journal (open)Matter Journal (open)Reference Calendar (open)Expanded ModeShow HiddenAlarmMove to the end of the ListRecord Hot KeysContact (open)Matter (open)Event (open)ToDo (open)Custom Form (open)Note (open)Phone Call (open)Document (open)Email (open)Mail (open)Web (open)Outline (open)Billing (open)Spell CheckNext RecordPrevious RecordDial PhoneAutoEntry FormTriggersPrintLookup (in a field)Getting StartedAlarm (Event or ToDo List)Event (open)ToDo (open)Contact (open)Matter (open)Note (open)Phone Call (open)Document (open)Email (open)Personal InboxBilling (open)Invoice ListReview List (open)TriggersCTRL KCTRL FSHIFT TTSHIFT UUCTRL TCTRL UINSERTDELETEENTERHomeEndPage DownPage UpCTRL Page UpCTRL PageDownCTRL AF3F4F5F6F7F8F9F11CTRL IF12ALT F12ALT SHIFT RCTRL SHIFT GGetting StartedList Hot KeysKeywordFind (search Calendar and List text)Tag highlighted recordTag record (QuickPik disabled)Untag highlighted recordUntag record (QuickPik disabled)Tag all records in ListUntag all records in ListAdd RecordDelete currentChange currentMove highlight bar to top of ListMove highlight bar to bottom of ListMove to next page of records on ListMove to the previous page on a ListMove to the beginning of the List
Getting StartedGetting StartedGetting StartedGetting StartedGetting StartedTime Matters 10.0 - New User Guide12 Shortcuts and Hot Keys
This section provides quick instructions on how toperform some of the most common tasks in TimeMatters, such as creating Contacts and Matters.The Contact record stores addresses, phonenumbers and other contact information, as well aslisting other records in your database that arelinked to the Contact.Create a Contact record for any organization orperson you have information about, such as clients,attorneys, judges, and businesses. Your Contact listis like an electronic address book or card index.You can create a new Contact record using any ofthe following methods: Click the File menu, point to New Record, andclick Contact. Press the hot key CTRL SHIFT C.In This ChapterCreating Matters. 15Creating Events. 16Creating ToDo’s . 17Creating Phone Records . 18Creating Documents. 19Creating Contacts 13Common TasksThe New Contact Intake wizardCommon TasksCreating Contacts . 13By default, the New Contact Intake wizard appearswhenever you perform one of these actions. Thewizard presents several of the most commonly useddata fields on the Contact form. If the wizard hasbeen disabled, then performing one of theseactions opens the full Contact form instead.Common Tasks Click the Add button on the Contact list toolbar.Common TasksNote: Some of these procedures assume that yourTime Matters administrator has set up certainfeatures of the product, such as integration withyour office telephone system and FormattableClipboard templates.Creating ContactsCommon TasksCommon Tasks
Common TasksCommon TasksTime Matters 10.0 - New User GuideClassification CodeTabbedpagesFull Name/Org NameTop section of the Contact formCommon TasksCommon TasksCommon TasksThe first thing is to decide whether the Contact is aperson or an organization. If you are in the New Contact Intake wizard,select the Person or Organization option button. If you are on the Contact form, click the buttonbeside the top left field to toggle the labelbetween Full Name (for a person) and Org Name(for an organization).You do not need to enter any informationother than the Contact’s name before youcomplete the wizard or save and close theContact form. You can open the Contactagain later to add more information.The next step is to complete the Code field bychoosing a Classification Code for the Contact.These codes describe different categories ofContacts, such as clients, attorneys, accountants, orcorporations. If the Contact is a client, for example,you would select “Client” in the Code field.Depending on how Time Matters is customized foryour office, the Classification Code you selectmight change the labels of data fields or even makea different selection of fields available. This is whyit is best to select a Classification Code beforecompleting the rest of the New Contact Intakewizard or the Contact form.14 Creating ContactsEnter the information you have for the Contact onthe remaining screens of the New Contact Intakewizard or on the Primary, Secondary andAdditional tabs of the Contact form. Most of thetime, you only need to use fields on the Primary tabof the form.Some fields have Lookup buttons () besidethem. You can click the button to open a list ofpossible field values. For example, you can clickthe Lookup button beside the Staff field to view alist of Staff members. You can also use this featureto select more than one Staff for the record.When you are finished entering information, clickthe Save button to close the wizard, or click theSave & Close button to close the Contact form.
Time Matters 10.0 - New User GuideCreate a Matter record whenever you need tocollect and record information about a new case,project, or job that you perform for a client. TheMatter record stores information about all theparties involved in the Matter and provides lists ofother records linked to the Matter.You can create a new Matter record using any ofthe following methods: Click the Add button on the Matter list toolbar. Press the hot key CTRL SHIFT A.By default, the New Matter Intake wizard appearswhenever you perform one of these actions. Thewizard presents several of the most commonly useddata fields on the Matter form. If the wizard hasbeen disabled, then performing one of theseactions opens the full Matter form instead.Depending on your office’s customizations, theClassification Code you select might change thelabels of data fields or make a different selection offields available. This is why it is best to select aClassification Code before completing the rest ofthe New Matter Intake wizard or the Matter form.Complete as many fields as possible on theremaining screens of the New Matter Intake wizardor on the Matter form. Most of the time, you onlyneed to use fields on the Primary tab of the form.You can save and close the Matter formwithout completing it. You can open theMatter again later to add more information.The New Matter Intake wizardWhen you are finished entering information, clickthe Save button to close the wizard, or click theSave & Close button to close the Matter form.Creating Matters 15Common TasksIf a field asks for the name of a person involved inthe Matter, click the Lookup button beside the fieldto select that person from your Contact list. Often,this completes other fields with information aboutthe selected Contact. The Lookup button changesits appearance to a double arrow () to indicatethat the Contact in the field is related to the Matter.Common TasksSome fields have Lookup buttons () besidethem. You can click the button to open a list ofpossible field values. For example, you can clickthe Lookup button beside the Staff field to view alist of Staff members. You can also use this featureto select more than one Staff for the record.Common Tasks Click the File menu, point to New Record, andclick Matter.The next step is to complete the Code field bychoosing a Classification Code for the Matter.These codes describe different categories ofMatters, such as civil cases, bankruptcy cases, andreal estate cases. If you are representing the plaintiffin a personal injury case, for example, you wouldselect “PI Plaintiff” in the Code field.Common TasksBecause a majority of the information in aMatter record is about the parties involvedin the Matter, it is often easiest to createContact records for those people andorganizations before creating the Matter.The only field you are required to complete whencreating a new Matter is the MatterRef field. Type aname for the Matter in this field. Your office mighthave a standard naming convention for Matters,which you should follow whenever applicable.Common TasksCreating Matters
Common TasksCommon TasksTime Matters 10.0 - New User GuideCreating EventsYou can create and manage Events on the Calendarjust as you can on a record list. Changes to Eventsthat you make on the Calendar are reflected on theEvent record list, and vice versa.Quick EntryThe Quick Entry feature is a convenient way to addsimple appointments to the Daily Calendar. To addan appointment using Quick Entry, just click a timeslot on the Daily Calendar and begin typing a shortdescription of the appointment. The Quick Entryscreen opens to allow you to add a memo andselect a Classification Code that describes theappointment. Click OK when you are finished.The only fields you are required to complete on theEvent form are the Date, Time, and Descriptionfields. The Duration field (to the right of the Timefield) automatically displays the number of hoursrepresented by the start and end time you enter.The Time field accepts abbreviations. Forexample, you can type 11a-130p andwhen you leave the field, it will change todisplay 11:00am-1:30pm.Often, an Event will be related to a Contact orMatter in your database. Click the Lookup buttonbeside the Regarding fields to select from a list ofContacts or Matters.When you are finished entering information, clickSave & Close to close the Event form. The EventCommon TasksCommon TasksCommon Tasksappears on the Calendar and the Events list.After creating an appointment, you can modify theEvent’s time or duration on the Daily Calendar. To change an Event’s time, place the cursor overthe bar on the left edge of the Event, click andhold the mouse button, and drag the Event to thedesired time slot.The Quick Entry screenQuick Entry creates an Event record on theCalendar. You can double-click this Event to open itand add more information if you need to. To change an Event’s duration, place the cursorover the lower edge of the Event, click and holdthe mouse button, and drag the edge to thedesired end time for the Event.Event FormFor most appointments, you need to fill out anEvent form with details on the purpose of theappointment and its participants.To open an Event form from the Calendar, firstdisplay the date of the appointment on theCalendar by selecting that date on the ReferenceCalendar or the GoTo field. Then click the day (andtime, if using the Daily Calendar) and press INSERTor click the Add button on the Calendar toolbar. Ifyou are on the Weekly or Monthly Calendar, youwill be asked whether you want to create an Eventor a ToDo. Select Event and click OK.16 Creating EventsAn Event on the Daily Calendar
Time Matters 10.0 - New User GuideCommon TasksCreating ToDo’sToDo's and Events are similar. The main differenceis that ToDo's are Date specific, whereas Events areDate and Time specific. Typically, ToDo's are tasksthat must be completed on or by a specific date butnot by a particul
Time Matters 10.0 - New User Guide 8 Starting the Application Getting Started Getting Started Getting Started Getting Started
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