Time Matters And Billing Matters

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Time Matters and Billing Matters User GuideVersion 13Company Confidential.Copyright 2013 LexisNexis.All rights reserved.

LexisNexis Time Matters and Billing Matters User GuideCopyright and TrademarkLexisNexis, 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 2013 LexisNexis. All rights reserved.Revision Date 10/17/2013 1:13 PMLexisNexis Practice Management Systems, Inc.2000 Regency ParkwaySuite 500Cary, North Carolina USA 27518North America: 800.387.9785Outside North America: 919.467.1221Fax: 919.467.7181About this guideThe User Guide provides instructions for performing common, daily tasks in LexisNexis Time Matters andBilling Matters Practice Management Software. If you need additional information, please refer to the onlineSupport Center.Company Confidential.Copyright 2013 LexisNexis.All rights reserved.2 of 102

LexisNexis Time Matters and Billing Matters User GuideTable of ContentsGetting Started8Log in8Start the application in Training Mode9Change your password10Change your password when not required11Use the Navigator to open program features12View a list of records13Locate a record on a list14To use QuickPik:14To use the Search box:14Open a record for viewing or editing15New features16Client Portal online document sharing16Automatic data backup16Sort records by column headers17Color-code matters in the calendar18Set the Header Color option for matters18Color code a matter20Clients and Matters22View a Contact22Add a Contact23Add a Contact using the New Contact Intake wizard23Add a Contact using the Contact form24Add a Contact related to a specific Matter25View a Matter26Add a Matter27Add a Matter using the New Matter Intake wizard27Add a Matter using the Matter form28Associate a Contact with a Matter29Calendar30View the calendar30Events and ToDo's31Add an Event to the calendar32Company Confidential.Copyright 2013 LexisNexis.All rights reserved.3 of 102

LexisNexis Time Matters and Billing Matters User GuideUse Quick Entry to add an event32Add a ToDo33Mark a ToDo as "done"34Documents35Document records35Create a document by merging Time Matters record information36Create a merge template36Merge Time Matters information into a document39Add an existing document to Time Matters40Save a document to Time Matters from your word processor41Save a document to Time Matters41Drag and drop documents into Time Matters42Send files to Time Matters from Windows Explorer43Import a document using the Document form44Create a document using information copied from a record45Create a new document using the Formattable Clipboard45Create a new version of an existing document46Document sharing overview47Document sharing general questions48What are the online file-sharing capabilities in Time Matters 13?48What is my storage limit as a firm or a user?48What web site do I use to access shared documents away from the office?48Document sharing Time Matters user questions49How do I share documents securely with my clients?49Document Sharing window49Documents Selected area49Select Recipients area50Sharing Options area50How long can I share files?51What type of Time Matters documents can I share?51What Time Matters security applies to sharing documents?52How do I remove document access from clients I've already shared with?52How do I change the sharing options after they are initially set?54What happens when a document expires?55Company Confidential.Copyright 2013 LexisNexis.All rights reserved.4 of 102

LexisNexis Time Matters and Billing Matters User GuideIf I delete files from WatchDox online, will it delete them in Time Matters?55If I update a shared file, is it automatically updated on the sharing portal?55How do I get a shared file from a client back into Time Matters?55When logging into WatchDox for the first time, what do I need to do?55Document sharing client user questions56How do I create a user account on the document sharing portal?56How do I log in and log off of the document sharing portal?57Log in to the portal:57Log off of the portal:58How do I restore access when my password is lost?58How do I change my password on the document sharing portal?58How do I view and edit my account info on the document sharing portal?59How do I view documents on the document sharing portal?59How do I download documents on the document sharing portal?60How do I send a document using the document sharing portal?61How do I search for a document on the document sharing portal?63How do I mark a document as read or unread on the document sharing portal?64How do I delete a document on the document sharing portal?64Communications65View your email65Create and send email66Send instant messages to other Time Matters users67Create a Phone record68Reports69Print a standard report69Export a record list as an Excel spreadsheet71Time and billing72Create a timesheet72Set up basic billing73Create an invoice74Print a prebill76Create a bill77Post or undo a bill78PCLaw linkCompany Confidential.79Copyright 2013 LexisNexis.All rights reserved.5 of 102

LexisNexis Time Matters and Billing Matters User GuidePCLaw link overview79Before you install79Back up your Time Matters database80Back up your PCLaw database81Set up the PCLaw Remote Client Server81Set up the link in PCLaw83Set up the link in Time Matters83Set up the PCLaw billing link with Time Matters85Time Entry Advisor86Time Entry Advisor overview86View records on the Time Entry Advisor87View uncharged time87View records awaiting billing88View ignored records89Other Time Entry Advisor tasks90Filter the list of records shown on the Uncharged Time tab90Change records on the Time Entry Advisor91Send records to Microsoft Excel91View uncharged time for a specific Matter or Contact91Bill uncharged time discovered by the Time Entry Advisor92Time Matters for Microsoft Office93Overview of Time Matters for Microsoft Outlook93Overview of the Time Matters pane in Outlook94Install Time Matters for Microsoft Outlook95Requirements95How to enable Time Matters for Microsoft Outlook95Enable the feature95If the Time Matters pane does not appear in Outlook96Log in to Time Matters for Microsoft Outlook97View Contacts and Matters in Time Matters for Microsoft Outlook98Outlook Contacts versus Time Matters Contacts98View Contacts and Matters98When the Time Matters pane is collapsed98When the Time Matters pane is expanded99Company Confidential.Copyright 2013 LexisNexis.All rights reserved.6 of 102

LexisNexis Time Matters and Billing Matters User GuideSearch for Contacts and Matters in Time Matters for Microsoft Outlook100Enter time and expense using Time Matters for Microsoft Outlook101Company Confidential.Copyright 2013 LexisNexis.All rights reserved.7 of 102

LexisNexis Time Matters and Billing Matters User GuideGetting StartedLog in1. Start Time Matters using one of the following methods:nDouble-click the Time Matters 13.0 icon on your desktop.nOn the Windows Start menu, click All Programs, then click LexisNexis, and then click TimeMatters 13.0.The Welcome screen opens.NoteIf Time Matters opens without displaying the Welcome screen, the login information of the previoususer was saved.2. Enter your Time Matters user ID and password.3. Optionally, click the Options button to show additional options on the Welcome screen.ScreenelementDescriptionSelect the Staff you want to use in this session. The selected Staff's records will appearby default on the Calendar and "My [record type]" lists.StaffIf a default Staff is assigned to your user ID, you do not need to select a Staff hereunless you want to change the Staff whose records appear by default on the Calendar.DateSave ThisLoginThe current date. By default, this date is entered on new records and displayed on theCalendar. Normally, there is no reason to specify a different date than the current date.Saves your user ID and password and uses them automatically the next time you startTime Matters. If a different user needs to log in, click the File menu and then click ReLogin to display the login window.Time Matters for Microsoft Outlook will use your saved login by default.This check box is automatically cleared if the Require Program Login Screen optionis selected in Workstation Level Setup.ShowRemindersOpens the Alerts and Reminders window after you log in.4. Click OK.Company Confidential.Copyright 2013 LexisNexis.All rights reserved.8 of 102

LexisNexis Time Matters and Billing Matters User GuideStart the application in Training ModeTraining Mode provides sample data that you can use to practice using Time Matters features. This data isseparate from your working database, so you can make any changes you like without affecting real data.WarningIt is advisable not to enter real data while in Training Mode, unless you have also changed the default userID and password and set up security features to prevent unauthorized users from using Training Mode to viewreal data.1. Start Time Matters using one of the following methods:nDouble-click the Training Mode - Time Matters 13.0 icon on your desktop.nOn the Windows Start menu, click All Programs, then click LexisNexis, and thenclick Training Mode - Time Matters 13.0.2. On the Welcome screen, enter TM as the user ID and TM as the password.3. Click OK.Company Confidential.Copyright 2013 LexisNexis.All rights reserved.9 of 102

LexisNexis Time Matters and Billing Matters User GuideChange your passwordSecurity settings might require you to change your password the next time you log in, by a particular date, oron a recurring basis.If you need to change your password, a window will open to ask for the new password.1. Enter your old password and new password in the corresponding boxes. Type your new password asecond time in the Confirm Password box.2. On the Next Login Password Change window, click OK.-orOn the Password Expiration window, click Change.Company Confidential.Copyright 2013 LexisNexis.All rights reserved.10 of 102

LexisNexis Time Matters and Billing Matters User GuideChange your password when not requiredIf security settings allow you access to the User Form, you can change your password at any time.1. Select File Setup User and Security Users.The Security Setup - List of Users window opens.2. Double-click your user ID on the Security Setup - List of Users window that opens.The Security Setup - User Form window opens.3. In the Password box, type your new password.4. In the Confirm box re-type your new password.5. Click OK.Company Confidential.Copyright 2013 LexisNexis.All rights reserved.11 of 102

LexisNexis Time Matters and Billing Matters User GuideUse the Navigator to open program featuresUse the Navigator window to access many application features from one location.Each tab along the left side of the window provides buttons for a collection of related tasks.Do one of the following to display the Navigator window:nOn the View menu, click NavigatornPress CTRL NCompany Confidential.Copyright 2013 LexisNexis.All rights reserved.12 of 102

LexisNexis Time Matters and Billing Matters User GuideView a list of recordsEach record type (such as Contacts, Matters, and Documents) has a main record list. The list is often themost convenient place to locate specific records and view summary information about them.Although most types of record lists can be accessed from the Database menu, others are accessed fromother menus.To view a list of.nContacts: Click the Database menu, point to Contact List, and click All Contacts.nMatters: Click the Database menu, point to Matter List, and click All Matters.nEvents: Click the Calendar menu, point to Event List, and click All Events.nToDo’s: Click the Calendar menu, point to ToDo List, and click All ToDo’s.nDocuments: Click the Database menu, point to Document List, and click All Documents.nNotes: Click the Database menu, point to Note List, and click All Notes.nEmail: Click the Mail menu, point to Email List, and click All Email.nMail: Click the Mail menu, point to Mail List, and click All Mail.nPhone Calls: Click the Database menu, point to Phone Call List, and click All Phone Calls.nBilling Items: Click the Billing menu, point to Billing Item List, and click All Billing Items.nCustom Forms: Click the Database menu, point to Custom Form List, and click All Custom Forms.nLexis Research Records: Click the Database menu, point to Lexis Research, and click All LexisResearch.nOutlines: Click the Database menu, point to Outline List, and click All Outlines.nUser Defined Records: Click the Database menu, point to user defined name List, and click All user defined name Types.Company Confidential.Copyright 2013 LexisNexis.All rights reserved.13 of 102

LexisNexis Time Matters and Billing Matters User GuideLocate a record on a listTime Matters provides several ways to locate a specific entry on a record list. Two simple methods areusing QuickPik and the Search box on the list toolbar.To use QuickPik:1. Click the header of the column you want to search on.2. Type the first few characters of the word or number you want to find.The record that most closely matches what you are typing will be highlighted in the list.To use the Search box:1. Click inside the Search box on the list toolbar.2. Type a word, name, or number associated with the record you want to find.3. Press ENTER.The list will be filtered to display only records that match the text you typed.Company Confidential.Copyright 2013 LexisNexis.All rights reserved.14 of 102

LexisNexis Time Matters and Billing Matters User GuideOpen a record for viewing or editing1. Open the list of the record type you want to view.2. Double-click the record you want to view or edit.The record form opens.3. Click the tab corresponding to the type of information you want to view or edit.Company Confidential.Copyright 2013 LexisNexis.All rights reserved.15 of 102

LexisNexis Time Matters and Billing Matters User GuideNew featuresClient Portal online document sharingA new, integrated client portal, powered by technology from WatchDox , lets you share your Time Mattersdocuments online with clients, experts, and other third parties. This file-sharing portal helps you control andprotect your shared files by allowing you to:nDefine who can access the file—only the contact(s) associated with the matter, anyone with the same emaildomain as the contact(s) or everyonenDetermine what they can do with the document—view, print or downloadnPrevent screen captures of the file by displaying only small areas at a timenIdentify the timeframe that they can access the documentnTrack the file’s whereabouts at all times and maintain an audit trail for compliance purposesnRevoke access to files anytimeContacts are notified of shared files by email and can view the files from any Internet-connected computer,smartphone, or tablet. Please see the "Document sharing" section of this guide, and your Time Matters Help orOnline Help for more details on sharing files with your clients.Automatic data backupTime Matters 13 lets you schedule and automate backups of your Time Matters database and Time Mattersshared file directory to help protect you from the unexpected. You can specify a time of day for the backup that’sconvenient 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 AdministrationGuide or in this Time Matters Help or Online Help.Company Confidential.Copyright 2013 LexisNexis.All rights reserved.16 of 102

LexisNexis Time Matters and Billing Matters User GuideSort records by column headersA new sort feature has been added to the Contact Timeline, Matter Timeline, and the Attachments List thatallows you to sort records by the column headers, in ascending or descending order. By using this sort feature,the information you are looking for can be more readily accessible. Below are example sorts from theAttachments List. The first is an example of the records sorted by Date, the second is an example of those samerecords sorted by Time.To sort the records, simply click on the column header of the column you wish to sort by. You can togglebetween ascending and descending order by clicking on the header again.Company Confidential.Copyright 2013 LexisNexis.All rights reserved.17 of 102

LexisNexis Time Matters and Billing Matters User GuideColor-code matters in the calendarThere is a new feature in the calendar that lets you color code matters to easily identify related tasks andevents, as well as visually remind you about the billable time you’ve worked throughout the day.Before you can select colors for matters, you need to change the “Header Color” in the Calendar Display Optionswindow. When that is done, then you can open each matter you want to color code, and select the color for thatmatter. Once a color is selected the color is displayed on all events and todo's associated with that matter. Thecolor is also applied to all staff members who are selected to show on the calendar.Set the Header Color option for mattersTo set the header color option for matters:1. Click the Calendars button on the toolbar, to open the Calendar window.2. Select Edit Display Options from the menu bar.The Calendar Display Options window opens.Company Confidential.Copyright 2013 LexisNexis.All rights reserved.18 of 102

LexisNexis Time Matters and Billing Matters User Guide3. Click the Daily/Multi-Day tab, if not already selected.4. Click the Header Color arrow, and select Matter.5. Click OK.You are now ready to color code as many matters as you want.Company Confidential.Copyright 2013 LexisNexis.All rights reserved.19 of 102

LexisNexis Time Matters and Billing Matters User GuideColor code a matterTo color code a matter:1. Click the Matters button on the toolbar, to open the Matters window.2. Double-click on the matter you want to color code.The Matter Form – Change window opens.Company Confidential.Copyright 2013 LexisNexis.All rights reserved.20 of 102

LexisNexis Time Matters and Billing Matters User Guide3. Click the Select Color button on the toolbar to display the Select Matter Color pallet.4. Click on the color you want to use, or create a custom color using the Define Custom Colors button.5. Click OK to select the color and close the Select Matter Color pallet.You are returned to the Matter Form – Change window.6. Click the Save & Close button on the toolbar to close the matter.Now, all events and todo's that are associated with the matter (via the regarding line) display the samecolor. The color is also applied to all staff members who are selected to show on the calendar.7. Repeat steps 2 through 6 for each matter you want to color code.Company Confidential.Copyright 2013 LexisNexis.All rights reserved.21 of 102

LexisNexis Time Matters and Billing Matters User GuideClients and MattersView a Contact1. Do one of the following to open the Contact list:nClick the Contacts button on the main toolbar.nClick the Database menu, point to Contact List, and then click All Contacts.nPress F5.2. Highlight the Contact you want to view.Summary information about the Contact appears in the Power View area of the list.3. To open the full Contact record, double-click the Contact in the list.Company Confidential.Copyright 2013 LexisNexis.All rights reserved.22 of 102

LexisNexis Time Matters and Billing Matters User GuideAdd a ContactYou can add a Contact using the New Contact Intake wizard or using the Contact form.Add a Contact using the New Contact Intake wizard1. Do one of the following:nPress Ctrl Shift C.nOn the

Set up the PCLaw billing link with Time Matters 85 Time Entry Advisor 86 Time Entry Advisor overview 86 View records on the Time Entry Advisor 87 View uncharged time 87 View records awaiting billing 88 View ignored records 89 Other Time Entry Advisor tasks 90 Filter the list of records shown on the Uncharged Time tab 90 .

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