Time Matters And Billing Matters User Guide

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Time Matters and Billing Matters User GuideVersion 15.0 2015 LexisNexis.All rights reserved.

LexisNexis Time Matters and Billing Matters User GuideRelease 15.0Copyright 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 2015 LexisNexis. All rights reserved.Revision Date 9/28/2015 3:24 PMLexisNexis1801 Varsity DriveRaleigh, North Carolina 27606United States of AmericaNorth 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. 2015 LexisNexis.All rights reserved.2 of 107

LexisNexis Time Matters and Billing Matters User GuideRelease 15.0Giving Feedback on Time Matters DocumentationWe welcome feedback on our documentation! If you find any errors or have comments or suggestions, pleasesend us an email. You can contact us at: documentation@lexisnexis.comImportant Note: Please use the above email address solely for comments and feedback on Time Mattersdocumentation. For technical questions and issues, contact either your organization’s help desk or TimeMatters customer support.Please include as much detail as possible, such as the following:nThe name of the book or online guide you are using.nThe page number (for printed books) or topic title.nThe version of Time Matters and of the documentation. In the printed books, you can find the versionnumber on the title page. In online help and online books, the version is at the bottom of every topic. 2015 LexisNexis.All rights reserved.3 of 107

LexisNexis Time Matters and Billing Matters User GuideRelease 15.0Table of ContentsGiving Feedback on Time Matters DocumentationGetting StartedApplication Log In399Start the Application in Training Mode11Password Change12Changing Your Password When Required12First Time Password Change12Close to Expiration Password Change12Changing Your Password At Any TimeUse the Navigator to Open Program Features1315Using Navigators15View a List of Records16Sort Records by Column Headers17Locate a Record on a List18QuickPik18Search Box18Open a Record for Viewing or Editing19Enhancements and New Features20Adjustable Font Sizes20External Application Support20Clients and Matters21View a Contact21Add a Contact22Add a Contact Using the New Contact Intake Wizard22Add a Contact Using the Contact Form23Add a Contact Related to a Specific Matter23View a Matter25Add a Matter26Add a Matter Using the New Matter Intake Wizard26Add a Matter Using the Matter Form27Associate a Contact with a MatterCalendar29New Calendar Design 2015 LexisNexis.28All rights reserved.294 of 107

LexisNexis Time Matters and Billing Matters User GuideRelease 15.0Set Up Your Work Week Calendar Days29Set up your Daily or Work Week Calendar in Parallel View31Color Code Matters in the Calendar34Set the Header Color Option for Matters34Color Code a Matter35Tag or Select Multiple Records in the Calendar37Events and ToDo's39Add an Event to the Calendar40Documents41Document Records41Save a Document to Time Matters from Your Word Processor42Save a Document to Time MattersCreate a Document by Merging Time Matters Record Information4243View a List of Merge Templates43Create a Merge Template43Merge Time Matters Information into a Document47Add an Existing Document to Time Matters48Save a Document to Time Matters from Your Word Processor49Save a Document to Time Matters49Drag and Drop Documents into Time Matters50Send Files to Time Matters from Windows Explorer51Import a Document Using the Document Form52Create a Document Using Information Copied from a Record53Create a New Document Using the Formattable Clipboard53Document Sharing OverviewClient Portal Online Document SharingGeneral Questions545455What are the online file-sharing capabilities?55What is my storage limit as a firm or a user?55What web site do I use to access shared documents away from the office?55Time Matters User QuestionsHow do I share documents securely with my clients?5656Document Sharing window56Documents Selected area56 2015 LexisNexis.All rights reserved.5 of 107

LexisNexis Time Matters and Billing Matters User GuideRelease 15.0Select Recipients area57Sharing Options area57How do I view documents on the document sharing portal?58How long can I share files?59What type of documents can I share?59What security applies to sharing documents?59How do I remove document access from clients I've already shared with?59How do I change the sharing options after they are initially set?61What happens when a document expires?61If I delete files from WatchDox online, will it delete them in Time Matters?62If I update a shared file, is it automatically updated on the sharing portal?62How do I get a shared file from a client back into Time Matters?62When logging into WatchDox for the first time, what do I need to do?62Client User Questions63How do I create a user account on the document sharing portal?63How do I log in and log off of the document sharing portal?64Log In to the Portal64Log Off of the Portal65How do I restore access when my password is lost?65How do I change my password on the document sharing portal?65How do I view and edit my account info on the document sharing portal?66How do I view documents on the document sharing portal?66How do I download documents on the document sharing portal?67How do I send a document using the document sharing portal?68How do I delete a document on the document sharing portal?70Communications71View Your Email71Create and Send Email72Send Instant Messages to Other Time Matters Users73How Do I Create a New Phone Record?74Reports75Print a Standard Report75Export a Record List as an Excel Spreadsheet77Time and Billing 2015 LexisNexis.All rights reserved.786 of 107

LexisNexis Time Matters and Billing Matters User GuideRelease 15.0Create a Timesheet78Set up Basic Billing80Create an Invoice with Billing Matters81Print a Prebill83Create a Bill83Post or Undo a Bill85Juris Link86Integration with Juris SoftwarePCLaw Link8687PCLaw Link Overview87Before you Install87Back Up your Time Matters Database87Back Up your PCLaw Database89Set Up the PCLaw Remote Client Server89Set Up the Link in PCLaw91Set Up the Link in Time Matters91Set up the PCLaw Billing Link with Time MattersTime Entry Advisor9394Time Entry Advisor Overview94View Records on the Time Entry Advisor95View Uncharged Time95View Records Awaiting Billing95View Ignored Records96Other Time Entry Advisor Tasks97Filter the list of records shown on the Uncharged Time tab97Change Records on the Time Entry Advisor99Send Records to Microsoft Excel99View Uncharged Time for a specific Matter or Contact99Bill Uncharged Time Discovered by the Time Entry Advisor99Time Matters for Microsoft OfficeOverview of Time Matters for Microsoft OutlookOverview of the Time Matters Pane in Outlook100100100Log in to Time Matters for Microsoft Outlook102View Contacts and Matterin Time Matters for Microsoft Outlook103 2015 LexisNexis.All rights reserved.7 of 107

LexisNexis Time Matters and Billing Matters User GuideRelease 15.0Outlook Contacts versus Time Matters Contacts103View Contacts and Matter103When the Time Matters Pane is Collapsed103When the Time Matters Pane is Expanded103Search for Contacts and Matters in Time Matters for Microsoft Outlook104Enter Time and Expense Using Time Matters for Microsoft Outlook105Giving Feedback on Time Matters Documentation107 2015 LexisNexis.All rights reserved.8 of 107

LexisNexis Time Matters and Billing Matters User GuideRelease 15.0Getting StartedApplication Log In1. Start Time Matters using one of the following methods:nTo log in to the application in Normal Mode, on the Windows Start menu select All Programs LexisNexis Time Matters.nTo log in to the application in Training Mode, on the Windows Start menu select All Programs LexisNexis Training Mode - Time Matters.nFrom within the application, to re-login as a different user select File Re-Login from the menu.The Welcome window opens.NoteIf Time Matters opens without displaying the Welcome window, the log in information of the previoususer was saved.2. Enter your Time Matters user ID and password. 2015 LexisNexis.All rights reserved.9 of 107

LexisNexis Time Matters and Billing Matters User GuideRelease 15.03. Optionally, click the Options button to show additional options in the Welcome window.Window ElementDescriptionSelect the Staff you want to use in this session. The selected Staff's recordswill appear by 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 aStaff here unless you want to change the Staff whose records appear bydefault on the Calendar.The current date. By default, this date is entered on new records anddisplayed on the Calendar. Normally, there is no reason to specify adifferent date than the current date.DateSaves your user ID and password and uses them automatically the nexttime you start Time Matters. If a different user needs to log in, click theFile menu and then click Re-Login to display the login window.Time Matters for Microsoft Outlook will use your saved login by default.Save This LoginThis check box is automatically cleared if the Require Program LoginScreen option is selected in Workstation Level Setup.CautionAnyone starting Time Matters on your computer will not be prompted fora user ID or password. The program will start and the user will haveaccess to any part of the program to which you have access.Show RemindersOpens the Alerts and Reminders window after you log in.4. Click OK. 2015 LexisNexis.All rights reserved.10 of 107

LexisNexis Time Matters and Billing Matters User GuideRelease 15.0Start 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.CautionIt 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 toview real data.1. Start Time Matters using one of the following methods:nDouble-click the Training Mode - Time Matters icon on your desktop.nOn the Windows Start menu, click All Programs, then click LexisNexis, and thenclick Training Mode - Time Matters.2. In the Welcome window, enter TM as the user ID and tm as the password.3. Click OK. 2015 LexisNexis.All rights reserved.11 of 107

LexisNexis Time Matters and Billing Matters User GuideRelease 15.0Password ChangeThis window opens when you are required to change your password upon login.Security settings might require you to change your password the next time you log in, by a particular date, oron a recurring basis.Changing Your Password When RequiredFirst Time Password ChangeWhen you log into the Time Matters application for the very first time, you may be asked to change thepassword that the administrator had setup for you.To change your password on your initial log in:1. In the Old Password box, type the password that your administrator setup for you.2. In the New Password box, type the password that you want to use from this point forward.3. In the Confirm Password box, type your new password a second time .4. Click OK to save your new password and close the window.The next time you log into Time Matters, you need to enter your new password.Close to Expiration Password ChangeWhen your password is getting close to expiring, you are prompted to change it when you log into Time Matters. 2015 LexisNexis.All rights reserved.12 of 107

LexisNexis Time Matters and Billing Matters User GuideRelease 15.01. In the Old Password box, type the password that your administrator setup for you.2. In the New Password box, type the password that you want to use from this point forward.3. In the Confirm Password box, type your new password a second time .4. Click the Change button to save the new password and close the window.The next time you log into Time Matters, you need to enter your new password.Changing Your Password At Any TimeIf security settings allow you access to the User Form, you can change your password at any time.To change your password when not required to do so:1. Select File Setup User and Security Users from the Time Matters menu.The Security Setup - List of Users window opens. 2015 LexisNexis.All rights reserved.13 of 107

LexisNexis Time Matters and Billing Matters User GuideRelease 15.02. Double-click your user ID in the list.The Security Setup - User Form window opens.3. Type your new password in the Password and Confirm boxes.4. Click OK. 2015 LexisNexis.All rights reserved.14 of 107

LexisNexis Time Matters and Billing Matters User GuideRelease 15.0Use the Navigator to Open Program FeaturesThe main Navigator window displays a customizable list of navigators available to the current user. Navigatorsare a convenient way to group sets of commonly used application features and access them all from a singlelocation. Navigators can also be designed to show processes and workflows for your organization.Use 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.Using NavigatorsTo use Navigators:1. Select View Navigator from the menu, or press CTRL N.The Navigator opens.2. Click a navigator button to go directly to the program feature associated with that button.3. Click the tabs on the left side of the Navigator window to view different navigators.4. (Optional) To customize the list of tabbed navigators available in the Navigator window, click the Optionsbutton on the top of the Navigator title bar. 2015 LexisNexis.All rights reserved.15 of 107

LexisNexis Time Matters and Billing Matters User GuideRelease 15.0View 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. 2015 LexisNexis.All rights reserved.16 of 107

LexisNexis Time Matters and Billing Matters User GuideRelease 15.0Sort Records by Column HeadersA sort feature has been added to the Contact Timeline, Matter Timeline, and the Attachments List that allowsyou to sort records by the column headers, in ascending or descending order. By using this sort feature, theinformation you are looking for can be more readily accessible. Below are example sorts from the AttachmentsList. The first is an example of the records sorted by Date, the second is an example of those same recordssorted 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. 2015 LexisNexis.All rights reserved.17 of 107

LexisNexis Time Matters and Billing Matters User GuideRelease 15.0Locate 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.QuickPikTo 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.Search BoxTo 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. 2015 LexisNexis.All rights reserved.18 of 107

LexisNexis Time Matters and Billing Matters User GuideRelease 15.0Open 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. 2015 LexisNexis.All rights reserved.19 of 107

LexisNexis Time Matters and Billing Matters User GuideRelease 15.0Enhancements and New FeaturesBelow is a summary of the enhanced and new features in Time Matters version 15.0.Adjustable Font SizesAn option to change font sizes has been added to User Level Program Settings. This option allows each user todecide whether to use the "Regular" or "Large" font sizes as default. "Regular" font is the current 8pt font,while "Large" is the same font in 12pt size. The font size affects the Calendar, the list and forms for the mainand supporting record types, as well as the Transaction list and form.External Application SupportWith this release, Time Matters 15 now supports the following external applications:nWindows 10nTimeslips 2016 2015 LexisNexis.All rights reserved.20 of 107

LexisNexis Time Matters and Billing Matters User GuideRelease 15.0Clients and MattersView a Contact1. Do one of the following to open the Contact list:nClick the Contacts button on the main toolbar.nSelect Database Contact List All Contacts from the menu.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. 2015 LexisNexis.All rights reserved.21 of 107

LexisNexis Time Matters and Billing Matters User GuideRelease 15.0Add 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.nSelect File New Record Contact from the menu.nOn the Contacts list, click the Add button.The New Contact Intake Wizard opens.NoteIf the wizard is disabled, the Contact form opens instead.2. Select Person if the Contact is an individual person, or select Organization if the Contact is a group,organization, business, etc.This selection determines which options appear on the second page of the wizard. 2015 LexisNexis.All rights reserved.22 of 107

LexisNexis Time Matters and Billing Matters User Gu

Set up the PCLaw Billing Link with Time Matters 93 Time Entry Advisor 94 Time Entry Advisor Overview 94 View Records on the Time Entry Advisor 95 View Uncharged Time 95 View Records Awaiting Billing 95 View Ignored Records 96 Other Time Entry Advisor Tasks 97 Filter the list

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