Time Matters And Billing Matters Administration Guide - LexisNexis

LexisNexis Time Matters and Billing Matters 16 Administration Guide Import Data from a Previous Version of Time Matters The first time you start the Time Matters or Billing Matters 16 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. 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. Note: If you upgraded from Time Matters 11 or higher, you do not need to import your data, as Time Matters 16 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. Caution: 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 data: 1. If the Import wizard is not already open, in Time Matters or Billing Matters 16, 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, and then click Next. 3. Select the configuration file associated with the data you want to import. l 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. l 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. 4. Click Next to continue to the Time Matters Backup page. The wizard verifies that there is sufficient hard drive space to import the data. 5. Select one of the following options, and then click Next: 2016 LexisNexis All rights reserved. 13

LexisNexis Time Matters and Billing Matters 16 l l Administration Guide Select No if your version 16 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 16 and entered any new data before this import procedure. 6. Select one of the following: l l Select Imported Data replaces Time Matters 16 Data if your version 16 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 16 Data if you opened Time Matters/Billing Matters 16 and entered any new data before this import procedure. 7. Click Next. 8. 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. 9. When the backup completes, click Next. 10. Review the import settings., and then click Next to begin importing data. 11. When the import process is completed, click Next. The final page of the wizard provides the location of the installation program that users in your firm should run to install the version 16 client on their computers. When this installation program is used, the client will be automatically configured to connect to your version 16 database. Copy the information on this screen and send it to each user in your firm. 12. Close and restart the application. 2016 LexisNexis All rights reserved. 14

LexisNexis Time Matters and Billing Matters 16 Administration Guide Create a Security Profile When many users will share the same level of access to program features and data, it is far more efficient to create a security profile and assign it to a set of users instead of configuring each user's security settings individually. To create a security profile: 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 from the menu. 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 any of the following options: Window Element Description Normal Records without Access Select whether restricted normal records appear on lists (with the label "Restricted") or do not appear. Private Records without Access Select whether restricted private records appear on lists (with the label "Private") or do not appear. Default Staff Records Select whether to create a security exception and grant full rights to records assigned to the user's Staff. Creator Rights Select whether to create a security exception and grant full rights to records created by the user. 2016 LexisNexis All rights reserved. 15

LexisNexis Time Matters and Billing Matters 16 Administration Guide 6. On the Overall Program Access tab, set user access to Yes ("Y") or No ("N") for each program area. 7. Typically, you do not need to configure settings on the Special Exceptions tab when setting up a profile. 8. Click OK. RELATED TOPICS 2016 LexisNexis All rights reserved. 16

LexisNexis Time Matters and Billing Matters 16 n Security Profiles Overview n Security Profile Wizard 2016 LexisNexis All rights reserved. Administration Guide 17

LexisNexis Time Matters and Billing Matters 16 Administration Guide 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 Description First/ MI/ Last The user's first name, middle initial, and last name. User ID The ID (up to ten characters) this user enters to log in to Time Matters. Default Staff/ Group 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.) Email Address The user's email address. A valid email address is required for features like Mobility and secure document sharing. Maintenance Administrator If selected, this user has full security rights to set up other users and define their security settings. 2016 LexisNexis All rights reserved. 18

LexisNexis Time Matters and Billing Matters 16 Administration Guide Window Element Description Mobility User If selected, this user has access to Time Matters Mobility. (Mobility must also be enabled on the General tab of Program Level Setup.) 4. Make selections in the Password Settings area: Window Element Description Password The password used to log in to Time Matters. If the Mobility User option is enabled, the password must meet strong password requirements. Confirm Re-type the password to ensure it is entered correctly. Expires Select the date or frequency at which the password expires. A new password must be created whenever the current one expires. Warn Before Expiration When selected, upon login the user is notified of when the current password will expire. User can change password 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. Require password change at next login 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. 5. Make selections in the Login Access area: Window Element Description Login at any time When selected, the user can always log in. Login disabled 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. Restrict login during specified times of the day 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. Use security profile login access 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: 2016 LexisNexis All rights reserved. 19

LexisNexis Time Matters and Billing Matters 16 Administration Guide Window Element Description Individual security settings When selected, the settings on this form are used. Use settings from the following user When selected, select the user whose security settings you want to apply to this user. Use settings from the following profile When selected, select the security profile whose settings you want to apply to this user. 7. Make selections in the Normal Records without Access and Private Records without Access areas: Window Element Description Show records as. 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. Do not show records 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: 2016 LexisNexis All rights reserved. 20

LexisNexis Time Matters and Billing Matters 16 Administration Guide Window Element Description User has full rights to Normal records for the assigned default Staff 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. User has full rights to Private records for the assigned default Staff 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 Description User has full rights to Normal records they create 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. User has full rights to Private records they create 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). 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 2016 LexisNexis All rights reserved. 21

LexisNexis Time Matters and Billing Matters 16 Administration Guide 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. 13. Click OK when you are finished to save your changes and close the window. 2016 LexisNexis All rights reserved. 22

LexisNexis Time Matters and Billing Matters 16 Administration Guide Set up Active Directory Integration Microsoft Active Directory includes password policies and organizational features for managing users. If your company utilizes Active Directory to manage user accounts, you can match the Active Directory accounts to Time Matters users. This provides a single sign on for Time Matters using their Active Directory credentials. To use Microsoft Active Directory, first set up users in Active Directory and then map those users to Time Matters users. After mapping a Time Matters user to Active Directory, Time Matters uses the authentication credentials of Active Directory to determine the user's database rights and privileges. If the user's external authentication log on name is not mapped to a Time Matters user and database, the user will not have access to the database. Note: It is recommended that a minimum of two Time Matters Maintenance Administrators (MA) are mapped to Active Directory accounts. To set up Active Directory and Time Matters users: 1. From the File menu, click Setup User and Security Active Directory Setup. The Active Directory Integration Setup dialog box is displayed. 2. Select the Turn on Active Directory Integration check box. All Time Matters users are listed in the left column. All available Active Directory users are listed in the last column on the right. 3. In the Time Matters User list, select a user you want to match to an Active Directory user. 4. In the Active Directory User list, select a user to match to the selected Time Matters user. 5. Click the Match button. The selected Time Matters user appears in the Matched Time Matters User list. The users are now matched. 6. Repeat step 3-5 for each Time Matters user you want to match to an Active Directory account. 7. When finished, click OK. The mappings are saved to the Time Matters database. When an update is needed, the Active Directory Integration Setup dialog box displays the previously mapped account in the matched columns. 2016 LexisNexis All rights reserved. 23

LexisNexis Time Matters and Billing Matters 16 Administration Guide Set Up Synchronization with Microsoft Outlook After upgrading to version 16, you must set up Microsoft Outlook to synchronize with the new version 16 database. This task consists of two parts: n Setting up synchronization with Microsoft Outlook n 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. l l 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. 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. 2016 LexisNexis All rights reserved. 24

LexisNexis Time Matters and Billing Matters 16 Administration Guide 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: 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. 2016 LexisNexis All rights reserved. 25

LexisNexis Time Matters and Billing Matters 16 Administration Guide 10. Click Next to continue. The Synchronize Deletes window opens. 11. Select the options you want for synchronizing records deleted in each application. 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. 2016 LexisNexis All rights reserved. 26

LexisNexis Time Matters and Billing Matters 16 Administration Guide 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. 2016 LexisNexis All rights reserved. 27

LexisNexis Time Matters and Billing Matters 16 Administration Guide Set Up Synchronization with Microsoft Exchange Note: Starting with the release of Time Matters and Billing Matters 14, 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. To download the Exchange Server Synchronization Utility: 1. Locate the email you received that contains your Time Matters Product Key. Open the email on the computer where your Time Matters database is hosted. 2. In the Product Purchases section of the email, clic

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 TimeMattersandBillingMatters16 AdministrationGuide 2016LexisNexis Allrightsreserved. 5