BUSINESS DEVELOPMENT SUITE. EXPERIENCE MANAGEMENT USER GUIDE a Hubbard One Product

Transcription

1 BUSINESS DEVELOPMENT SUITE EXPERIENCE MANAGEMENT USER GUIDE a Hubbard One Product

2 NOTICES Copyright Copyright 2011: Thomson Reuters. All Rights Reserved. Proprietary and Confidential information of Thomson Reuters. Disclosure, Use or Reproduction without the written authorization of Thomson Reuters is prohibited. Trademark Elite and the Thomson Elite logo are registered trademarks of Thomson Elite. All other company and product names are the trademarks or registered trademarks of their respective companies. Disclaimer This document is provided "AS IS" without warranty of any kind. Thomson Elite further disclaims all implied warranties including, without limitation, any implied warranties of merchantability or of fitness for a particular purpose. The entire risk arising out of the use or performance of this document remains with you. In no event shall Thomson Elite, its authors, or anyone else involved in the creation, production, or delivery of the document be liable for any damages whatsoever (including, without limitation, damages for loss of business profits, business interruption, loss of business information, or other pecuniary loss) arising out of the use of or inability to follow the procedures described in this document, even if Thomson Elite has been advised of the possibility of such damages. Hubbard One, a Thomson Reuters Business 1 N. Dearborn St. Suite 500 Chicago, IL

3 Table of Contents EXPERIENCE MANAGER... 1 How to Use This Documentation... 2 PROFESSIONALS... 3 Search Results... 4 View Profile... 5 SEARCH... 8 Quick Search... 9 Search By Date History Fields Advanced Search Profile Search Search Results Professionals Tab Experience Tab Experience Details View Proposal Usage and Related Opportunities Search Builder Creating a Custom Search Second Level Searching Edit Field Operators Logical Operators for Multiple Search Elements Sub-Groups Saved Searches View Saved Searches Execute a Saved Search Modify a Saved Search Edit Saved Search s Information Delete a Saved Search a Saved Search Export View Graphs Bulk Edit Bulk Delete Configure Search Results Screen Revert to Default Search Results Settings MANAGING EXPERIENCE Add Experience Record Import From Elite Edit Experience Record View History Delete Experience Record Add Profile to Experience Record Remove Profile from Experience Record Create Marketing Profile Experience Record to Representative Experience Field Mapping View Marketing Profile Synchronizing Experience Records with Marketing Database Representative Experience Automatic Synchronization On Demand Synchronization No Synchronization ADMINISTRATION Manage Profiles and Fields Add Experience Profile Edit Experience Profile Delete Experience Profile i

4 Table Of Contents Add Fields to Profile Field Level Security Edit Fields in Profile Delete Fields from an Experience Profile Manage Screens Managing the Add/Edit Screen Managing the Search Screen Managing the View Details Screen Hide/Show Fields on Add/Edit and View Details Screens Manage Field Security for Users and Groups Enable Field Level Security Manage Default Results View Manage Currency Types Edit Currency Type Delete Currency Type Change Display Order Rights to Delete Experience Records Manage Roles INDEX DOCUMENTATION REVISION HISTORY ii

5 EXPERIENCE MANAGER Experience Manager, a BDS Marketing Center module, helps your firm market itself more efficiently. By providing easy access to integrated client, contact, matter, and attorney information in a single place, the firm can: Respond quickly to RFPs and media requests Connect attorneys across the country to build the most effective client pursuit team Identify cross selling opportunities Analyze firm strengths and recognize growth opportunities More efficiently staff and manage practice resources The major functions of Experience Manager are: Experience Professionals Admin This feature allows your firm to find and view experience records. Three search mechanisms, each with different search criteria that you can customize, are included in this feature. They include quick search, advanced search, and profile search, as well as customized search via the Search Builder function. You can also add, edit, and delete experience records from this function. This feature allows you to find and view a specific attorney's experience and profile. This feature allows you to create and manage customized experience profiles that are used to capture data for experience records. Additionally, administrators can customize add/edit screens, search screens, and detail screens, as well as manage fields within experience profiles. The opening page of the Experience Manager is shown below. Remember, your firm's opening page may look different if Experience Manager has been customized. 1

6 Experience Manager HOW TO USE THIS DOCUMENTATION This guide provides information for Guests, Users, and Administrators. Action Guest User Admin Page Search for experience, and view experience records X X X 8 Create, save and re-use customized searches X X X 19 Customize the Search Results display X X X 45 Export search results X X X 33 Search for an attorney's experience records, and view X X X 3 the attorney's experience profile Add an experience record to Experience Manager X X 48 Edit an experience record X X 54 Delete an experience record X X 55 Import client/matter records from Elite software X X 51 Create a Representative Experience record in the X 58 Marketing Database from a record in Experience Manager Create, edit or delete an experience profile; add fields X 64 to, delete fields from, or edit fields in experience profile Manage screens X 73 Manage Field level security for users and groups X 76 Manage Currency Types X 80 Manage Roles X 82 Manage the default Search Results view X 79 2

7 PROFESSIONALS Professionals is a search page that allows you to search for professionals with specific experience. Select Professionals from the navigation. Use the alphabetic index links to view a list of attorneys whose last name begins with the same letter, or specify search criteria in the available fields. 3

8 Professionals Step 3 Click <Search>, or <Clear> to clear the search form. NOTE: The actual contents of each search criteria area, i.e., Level, Offices, Bar Admissions, depends on the contents of your Marketing Database. Refer to the Marketing Database guide for more information. SEARCH RESULTS Matched records are displayed on the Results tab, as shown below. By default, the list of matches are displayed in alphabetic order by last name. You can re-sort the results by clicking on any of the list headings. You can view a profile by selecting the professional from the search results list. 4

9 Professionals VIEW PROFILE The professional's profile is displayed when you select the professional s name from the search results list. You can view the professional s contact profile by selecting View Contact Profile or return to the search results list by selecting View Results, or print this profile by selecting Print. The Professional Bio is a multi-tabbed page that is comprised of data from the professional record in the Marketing Database, a list of the cases and transactions from Experience Manager and lists of publications and speaking engagements from the Marketing Database. Language versions of the bio can also be viewed if the Globalization license has been activated. This page can also be customized, contact your Services Representative if you would like custom fields to display on this page. NOTE: If there is no related information, the tab, i.e. Narrative Bios, Experience, Publications, or Speaking Engagements will be hidden. 5

10 Professionals Bio Tab The Bio tab includes information from the Attorney/Lawyer or Other Professional record in the Marketing Database. Narrative Bios Tab The Narrative Bios tab lists the multiple biographies entered for this attorney. You can view the details of a bio by clicking the biography name 6

11 Professionals Experience Tab The Experience tab lists the transactions and cases from Experience Manager that match your search criteria. You can view the details of a record in the list by clicking the record name. Publications Tab The Publications tab lists the publications associated to the lawyer via the Publications in the Marketing Database. Speaking Engagements Tab The Speaking Engagements tab lists speaking engagements associated to the lawyer via the Events in the Marketing Database. NOTE: If there is no data for a specific tab on the profile, the tab is not displayed. For instance, the Speaking Engagements tab will not be displayed for a lawyer that does not have an Event record in the Marketing Database. 7

12 Search SEARCH The search function allows you to search the for experience records through 3 different search screens, Search Builder where you customize and save search criteria, and already saved searches. You can access the search screens through the navigation by selecting Experience, or through the Search Options area at the right side of the page. Simply click a link to display the search page of your choosing. Directly below the search links are more search options: Published - This criteria relates to whether or not the experience record is Published. By default, experience records are published. To search for all records, Published and Unpublished, select Published & Unpublished. You can also search only Published experience records by selecting Published Only, or just unpublished records by selecting Unpublished Only. This option is not available to Guests. Marketing Profile - This criteria relates to whether or not a Representative Experience record for the Marketing Database has been created from an experience record. To search through records with and without Representative Experience records, select Include All Records. To search through records that do not have a Representative Experience record, select Records with No Profile. To search through only records that have a profile, select Only Records with a Profile. This option is not available to Guests and Users. You can construct custom searches and specify the format of the returned search results through the Search Builder link in Search Options. Refer to page 13 for more information on custom searches. 8

13 Search QUICK SEARCH Quick Search lets you search Experience Manager for records that match a keyword or date range you specify. You can also tell the system to search only the Experience Profiles you select. To conduct a quick search: Step 3 NOTE: Select Experience from the navigation. Specify your search criteria in the Keyword, Date Range, and Experience Profile fields. Keyword - Specify all or part of a word or phrase. The Experience Record Name, Summary, and Detailed Description fields in the experience record are searched for a match. Date Range - Specify an open date, a close date, or a date range. Experience Profile - To limit the records searched to records that use the experience profile, select this drop down. Specify search criteria customized for this search screen in the fields below Experience Profile. Search screens are customized by administrators. Refer to page 74 for more information on managing search screens. 9

14 Search SEARCH BY DATE HISTORY FIELDS You can search for experience records that have been created or updated recently or during a specific period of time. In addition, you can search for experience records where a particular user created or updated the record recently or during a specific period of time. Date Created searches for records created on the dates entered Created By searches for records created by the user entered Last Edited searches for records last edited on the dates entered Last Edited By searches for records last edited by the user entered Date Edited searches the history record by edit date Edited By searches the history record by user 10

15 Search ADVANCED SEARCH Advanced Search allows you to search Experience Manager using fields customized for one or more experience profiles at the same time. For instance, you can specify a keyword, as well as patent number or judge if those fields have been specified for a profile. To conduct an Advanced Search: Select Experience from the navigation, then select Advanced Search from Search Options. Specify your search criteria. Step 3 Click <Search> to start the search, or <Clear> to clear the screen and specify different criteria. NOTE: The search fields that are displayed for each Experience Profile are set up in the administrator Manage screens function. Refer to page 74 for more information on managing search screens. 11

16 Search PROFILE SEARCH Profile Search allows you to select a single profile type and search only within records that use that profile. To conduct a profile search of the Experience Manager: Select Search Experience from the navigation. Select a profile from the drop down in the Profile Search field on the Search Options at the right side of the page. 12

17 Search Step 3 Specify the search criteria. Step 4 Click <Search> to start the search, or click <Clear> to clear the screen and specify new search criteria. NOTE: The search fields that are displayed for each Experience Profile are set up in the administrator Manage Screens function. Refer to page 74 for more information on managing search screens. 13

18 Search SEARCH RESULTS When you conduct a Quick, Advanced, or Profile search, the results are always displayed on the Search Results page. This page has 2 tabs - Experience and Professionals. PROFESSIONALS TAB The Professionals tab, shown below, lists the professionals who have experience records that match your criteria. The number of matching experience records and total number of experience records is displayed for each professional. The results on the professionals tab can be displayed in order of the most matching records, professional's last name, alphabetically by job level, or alphabetically by firm office. The default is most matching records. 14

19 Search Professional Experience Profile The Professional Experience Profile is displayed when you select a professional from the Professionals tab from Search Results. This page lists data from the marketing database related with the professional. Also included is a list of the professional's experience records that matched the search criteria. 15

20 Search EXPERIENCE TAB The Experience tab lists your search results according to the sort order selected. From this page you can: View the search criteria or start a new search by clicking the Modify Search link. Add a new experience record. Export the search results. Change the display by clicking on one of the sort order links directly below the Professionals tab. The results can be sorted by Professional, Level, Office, or # of Matches which is the default sort order. Save this search. View searches that have already been saved. Bulk edit fields on all or selected records. 16

21 Search Bulk delete selected records. Configure the search results page. Change the display by clicking on one of the sort order links directly below the Experience tab. The results can be sorted by Client - the default sort order, Profile Type, Open Date, or experience record Name. View Experience Details of an experience record by clicking a record's name. View the search results as graphs EXPERIENCE DETAILS You can view the details of an experience record by selecting a record from the Search Results page. From the Experience Details page you can: View when the record was published, the record status and when it was updated. View the search results by clicking the View Search Results link. View the record's history by clicking the View History link. Edit the experience record. Delete the experience record. Print a copy of the record. Create a Marketing Profile for this experience record or view an existing Marketing Profile. 17

22 Search View contact, company, or professional biography informatoin by selecting a link on the Experience Details page. View Proposal Usage View Related Opportunities VIEW PROPOSAL USAGE AND RELATED OPPORTUNITIES Click on View Related Opportunities or View Proposal Usage from the experience detail page. View Related Opportunities shows a list of opportunities having matter numbers that match both the opportunity and the experience record. View Proposal Usage shows a list of proposals where synched representative experience records are being used (Marketing Profiles). 18

23 Search SEARCH BUILDER Use the Search Builder function to customize a search. Select Experience from the navigation. Select Search Builder from Search Options at the right side of the page. Step 3 Use the Search Builder page to create a custom search. Continue at Step 4 on page

24 Search CREATING A CUSTOM SEARCH You create custom searches one field at a time by dragging and dropping fields into the search details panel. The Search Builder page consists of 4 main areas: Profile Display Field List Search Details Area Select a profile from the drop down list. The default selection is General Profile. After you select a profile, a list of the profile s fields is displayed in the field list. The order in which profile fields are displayed. The Default View lists fields in the order in which they appear on the detail page for the selected profile. The Alpha View lists all the fields for the selected profile in alphabetical order. This is the list of fields for the selected profile that you can use in the search. Fields can be used more than once in a search. The area where the search is built by dragging and dropping fields from the Field List to the search details area and specifying a value and/or condition for each selected field. Step 4 To display a field list, select a profile from the drop down profile list. 20

25 Search Step 5 Select a field from the Field List and drag and drop it into the search details area. Second Level Searching Second level searching allows user to search for experience records using Company-related fields that are also in Experience Manager. An example of second level searching in Search Builder is shown below. NOTE: If you do not have access to Companies in Contact Manager, these fields are not visible to you. Experience Manager fields that are related to Companies are: Experience Manager Field Name Additional Related Client Numbers Parties Prior Firm Related Client Description This is a relationship field to Billing System Client Numbers in Marketing Database. Companies can be related to more than one client number. This is Parties Involved in Experience Manager and can be related to a Company or Contact in Experience Manager. This Experience Manager field relates to a Company name in Contact Manager. This field in Experience Manager is related to an existing Company in Contact Manager. 21

26 Search Company fields must be marked as searchable in order to use second level searching. Step 6 When the Edit Field window is displayed, specify the criteria for the selected field. Edit Field Operators All searchable fields are available for inclusion in the custom search. NOTE: Only fields that are visible to the current user appear in the field list. Refer to page 70 for more information on field level security. Field types have different criteria that you specify on the Edit Field page. Field Type Criteria Operator Notes Date Range Equals If only the opening date is specified, search is conducted for dates that are equal to or later than the specified date. If only the ending date is specified, search is conducted for dates that are equal to or earlier than the specified date. If both are specified, a search is conducted for dates that are within the specified date range. Amount Range, Currency Equals If only the lower amount of the range is specified, search is conducted for amounts that are equal to or greater than the specified amount. If only the highest amount in the range is specified, search is conducted for amounts that are equal to or less than the specified amount. If both are specified, a search is conducted for amounts that are within the specified range. Number Range Equals If only the lowest number range is specified, search is conducted for matches that are equal to or greater than the specified number. If only the highest number in the range is specified, search is conducted for a match that is equal to or less than the specified number. If both are specified, a search is conducted for numbers that are within the specified range. Multi-select Text Selected Value Specified Value Equals or Does Not Equal Contains When more than one value is selected, search is conducted for matches with any one of the selected values. If more than one word or phrase is specified, search is conducted for words or 22

27 Search Field Type Criteria Operator Notes phrases that match any of the specified text. All Field Types All Field Types Radio button Radio button Is Blank Is Not Blank If this is option is selected, only records that contain no data in the selected field are returned. If this option is selected, only records that contain some data in the selected field are returned. Step 7 After you specify the field s criteria on the Edit Field page, select <Submit> to add this field s criteria to the search, or <Cancel> to return to the search details area without modifying the criteria for this field. Step 8 Add more search fields to the search by repeating steps 5 and 6 on page 21. Logical Operators for Multiple Search Elements When you build a search with more than one search field, BDS automatically inserts a logical operator that defines the relationship between the fields. The available operators are: And A record that meets the specified criteria for all of the search fields is included in the search results Or A record that meets the specified criteria for one or more of the search fields is included in the search results After you ve added a second field to the search, you can change the operator. Click the operator to display the pulldown menu and select the other operator. The same operator applies to all fields within a group. NOTE: The default operator, AND, is selected the first time you use the search builder. For each subsequent field added to the search, the AND operator is used. If you change to the OR operator, it is used until you change back to AND or submit the current search and start a new one. 23

28 Search Sub-Groups You can build sub-groups of fields into the search by selecting Drag and Drop New Sub-Group into the search area then dragging and dropping fields into the sub-group as described in steps 5 8 beginning on page 21. Sub-groups are surrounded by a dashed-line box in the search area. By grouping fields and applying AND/OR conditional operators between the fields, advanced searches can be constructed to return just the desired records. 24

29 Search Step 9 When you ve finished constructing your custom search, select <Submit> to run the search, or <Clear> to remove the selected fields from search details area and rebuild the search from scratch. To return to the main search page, select Experience from the navigation. 25

30 Search SAVED SEARCHES You can save search criteria and reuse the search, as well as share the search with specific groups. From the Search Results page, select the Save Search link. Complete the Add/Edit Search page. 26

31 Search Field Name Update existing search Save as new search Name Description Do not share this search Share this search with the following groups Description Select this option and select an existing saved search that you want to update. Select this option to save this search as a new search. Required when you are saving a new search. Type an optional description of this search. Select this option if you do not want to share this search. Select this option to share this search with all members of groups to which you are a member. Step 3 Click <Submit> to save the search and return to the search results page, or <Cancel> to abandon this process and return to the search results page. VIEW SAVED SEARCHES You can view a list of saved searches: From a Search Results page, select View Saved Searches, or Select Saved Searches from Search Options. 27

32 Search The Saved Searches listing page is displayed. When the Saved Searches page is displayed, you can further filter the list of searches by selecting one of the options in the Show drop-down. EXECUTE A SAVED SEARCH Select Saved Searches. 28

33 Search When the Saved Searches page is displayed, select the search you want to run by clicking its Details link. Step 3 From the menu, select Run Search. MODIFY A SAVED SEARCH Select Saved Searches. Step 3 When the Saved Searches page is displayed; select the search you want to modify by clicking its Details link. From the menu, select Modify Search. 29

34 Search Step 4 When Search Builder is displayed, add search criteria for this search. Note that you are adding criteria to the search criteria already saved for this search. Step 5 Click <Submit> to save the modified search, or <Cancel> to abandon the changes. EDIT SAVED SEARCH S INFORMATION Step 3 Select Saved Searches. When the Saved Searches page is displayed; select the search whose information you want to edit by clicking its Details link. From the menu, select Edit Information. 30

35 Search Step 4 When the detail page for the saved search is displayed, edit the record information. You can change the search record name, description, shared status and the groups the search is shared with. NOTE: When you change the sharing options from share to do not share, group members with whom you previously shared the search can no longer access it. Step 5 Click <Submit> to save the changes, or <Cancel> to abandon the changes. DELETE A SAVED SEARCH Select Saved Searches. When the Saved Searches page is displayed, select the search whose information you want to edit by clicking its Details link. 31

36 Search Step 3 Step 4 From the menu, select Delete. When you see the following message, click <OK> to delete the saved search, or <Cancel> to retain it. NOTE: When you delete a shared search, group members with whom you previously shared the search can no longer access it. If a user attempts to execute a search via URL and the search has been deleted, the search cannot be executed. A SAVED SEARCH Step 3 Select Saved Searches. Select the search you want to to one or more users by clicking its Details link. From the search s detail page, click the Send as link. Step 4 When your mail client opens up, address the and send it. 32

37 Search EXPORT Search results can be exported as an XML file or to a worksheet in Excel. You can export all of the records returned from the search, or you can select records. Note that you can only export from the Experience tab. To export search results records, click the Export link. When the Export page is displayed, select the export method. The default is all records. If you selected Export all records from search results, continue at step 5. If you selected Export specific records, click the Choose records link and continue at Step 3. 33

38 Search Step 3 Select the records you want to export. If you want to select all records from the search results, select the check box to the left of the Name column in the heading row. Similarly, you can unselect one, many, or all records by deselecting the appropriate check box. Click <Continue> to move to the next step or Cancel to abandon this process. You can resort the list by clicking a heading column. Step 4 Step 5 Click <Continue> to proceed, or <Cancel> to abandon this process. Select the template to which you want to export the selected records. Continue at step 8 if you are exporting all fields in either format. If you want to export specific fields, select the (edit fields) link after you ve selected the template. Continue at step 6. 34

39 Search Step 6 When the Add & Reorder Column page is displayed; select the fields you want included in the exported file. Repeat this step for each field you want to include. Step 7 Choose the default sort order and select <Submit> to continue, or <Cancel> to abandon this process. Step 8 Click <Export>. 35

40 Search Step 9 When you see the File Download window, click <Open> to open the file, <Cancel> to abandon this process, or <Save> to save the search results exported file to a location you specify. VIEW GRAPHS You can view the search results as a pie chart or a bar graph. One graph is displayed for each field on the Search Results page. Additional fields that can be displayed on pie charts or bar graphs include: Relationship Data Numeric Data Date Data Select Graphs from the Search Results menu. 36

41 Search Search Results are displayed as individual graphs. Each segment of the graph is related to a search result field. A legend is displayed to the right of the graph. Change the number of results that are displayed on a graph by selecting a different number from the dropdown to the right of the graph. 37

42 Search Switch between pie chart and bar graph by selecting one or the other above the graph. The X in the upper right corner hides the graph in the current view. When you redisplay the search results and select Graphs a second time, the formerly hidden graph is redisplayed. View fields that are currently not on the Search Results page by selecting the field from the Add a new graph drop-down list and clicking Add. NOTE: Numeric and Date/Time fields can be further defined using the Advanced link. For Numeric fields, select a numeric range size. For Date field, select Years or Months. 38

43 Search A graph is displayed for the newly selected field at the bottom of the screen. Step 3 Select Print from the menu to print the displayed graphs. When the Graphs window is displayed, select Print to print the graphs or Close to close the window. Step 4 To exit the Graphs page, select View Search Results from the menu, or select Experience from the navigation. 39

44 Search BULK EDIT You can use the Bulk Edit function to clean up data for selected records. To change all records at one time, conduct a search using your own search criteria. NOTE: You cannot Bulk Edit more than 50,000 records at a time. Select Bulk Edit from the drop-down on the Search Results menu. The search results are displayed on the Bulk Edit page. Select the records you want to bulk edit by selecting the check box to the left of the record s name. If you want to select all records from the search results, select the check box to the left of the Name column in the heading row. Similarly, you can unselect one, many, or all records by deselecting the appropriate check box. Click <Continue> to move to the next step. 40

45 Search Step 3 Select the fields you would like to edit and make your changes. Single select list fields are overwritten with the new value. To make this type of field, as well as multi-select list fields, blank, select the blank value from the list. Checkbox fields are overwritten with the new value. To make a text field blank, insert blanks into the field. If you don t change the value of a text field, it retains its current value. If you add test to the field, it will overwrite what currently exists. Required fields cannot be set to blank. Protected Fields and Fields Marked not to show on Bulk Edit will not appear on this page. Images and Attachments cannot be bulk edited. Bulk updates will apply to synchronized Representative Experience records. For custom fields, refer to the following table for actions that can occur on these types of fields: Field Type Edit Append Overwrite Delete Plain text, single line, less than 255 characters Yes Yes Yes No Plain text, multi-line, unlimited length Yes Yes Yes No Rich text Yes Yes Yes No Integer (number field) Yes No No No Currency Yes No No No Date/Time Yes No No No Checkbox Yes No No No Multi-select list Yes Yes Yes Yes Single select list Yes No No No 41

46 Search Step 4 Select Submit to process the modifications to all selected records. NOTE: Any and all changes you make during the Bulk Edit process will affect all the records you selected. Bulk Edit generates a history record for the edited contact records. Add/Remove Profile via Bulk Edit During the Bulk Edit process, you can add or remove a profile to all the selected records. This is particularly useful when you want to add data captured by an existing profile to the selected records. After selecting the records for Bulk Edit, select Add/Remove Profiles from the Choose the Fields to be Edited page. Select a profile from the list of existing profiles and click Continue. 42

47 Search Step 3 Select the profile from the Experience Details area and complete the profile fields. When using Bulk Edit to add or remove profiles, you must choose one option for all selected records. Option Add this profile to the selected records that do not already have this profile. Update the profile fields for the selected records. Update the selected profile fields for the selected records that have this profile. Delete this profile and its data from the selected records. Result Adds the profile to selected records. Updates profile fields for all selected records that have the profile. Updates the profile fields for selected records that already have the profile. Does not add the profile to records that don t already have it. The profile and profile data is removed from the selected records. NOTE: Profile fields you leave blank will overwrite existing data within the context of the selected option. Step 4 Step 5 Complete the fields associated with this profile. Refer to the table on pages 41 for information regarding custom fields. Select Submit to process the modifications to all selected records. 43

48 Search BULK DELETE You can use the Bulk Delete function to remove records from the database. For example, you may want to remove all the experience records related to a company. To delete these all at once, conduct a search using your own search criteria. NOTE: You cannot bulk delete more than 5,000 records at a time. Select Bulk Delete from the drop-down on the Search Results menu. Select the records to be deleted. If you want to select all records from the search results, select the check box to the left of the Name column in the heading row. Similarly, you can unselect one, many, or all records by deselecting the appropriate check box. Click Delete to proceed to delete these records, or < Cancel> to abandon this process. 44

49 Search Step 3 When the confirmation window is displayed, select OK to permanently delete the selected records, or Cancel to abandon this process. CONFIGURE SEARCH RESULTS SCREEN You can customize the search results page using the Configure Screen link. Each user can modify his/her own search results screen or use the default search results screen as modified by the system administrator. For more information on the administrator aspect of this function, refer to page 79. To configure your search results screen: Select Configure Screen from the Search Results page. 45

50 Search To return to the Search Results page, without customizing the search results screen, select <Cancel>. When the Configure Screen page is expanded; begin customizing your search results by adding, removing or reordering columns in the Add & Reorder Columns section of the page. To add a column, select a field name from the Add column drop down and click <Add>. The drop down displays an alphabetical list of fields in each profile. The field is added to the page as the last column at the right side of the page. You can move an added column by dragging it to the desired position. 46

51 Search Step 4 Remove a column by selecting Remove directly below the column you want to eliminate from the screen. NOTE: You cannot remove the Experience Record Name column. Step 5 Specify the primary and/or secondary sort fields, as well as the sort order ascending or descending. Only fields included in the search results display are available in the drop down. The default sort order is alphabetical by Record Name. The default secondary sort is also Record Name. Step 6 Select <Submit> to save these screen settings and display the search results using your customized settings, or <Cancel> to return to the Search Results page without saving your changes. REVERT TO DEFAULT SEARCH RESULTS SETTINGS After you ve customized the Search Results page, you can revert to the default settings. From the Search Results page, select Configure Screen. On the Search Results Screen Settings page, select the Use default settings option and click <Submit>. When the Search Results are redisplayed, the out of the box default settings, or those established by your system administrator, are used. 47

52 Managing Experience MANAGING EXPERIENCE Experience records are the data component of the Experience Manager database. An experience record is comprised of data from the General Default profile, and, optionally, may include additional data for that record from a customized Experience Profile. Customized profiles are templates for additional data. You can create Experience Profiles for types of experience records or practice/industry types, for instance Corporate Transactions, Litigation, Intellectual Property, and the like. You manage experience records through the following tasks: Add New Experience Record Edit Experience Record Delete Experience Record Add/Remove Profiles in Experience Record Other tasks are limited to Administrators only: Refer to the section beginning on page 63 for more information on administrator functions in Experience Manager. ADD EXPERIENCE RECORD You add a new experience record each time you want to record and store case and transaction information. Select Experience from the navigation. Select the Add new link from a search page, or Select the Add New Experience Record link from the Admin page. 48

53 Managing Experience Step 3 Type data into the appropriate fields. 49

54 Managing Experience Step 4 To add an Experience Profile to this record, select the Add/Remove Profiles link from the Experience Details area. Select the profile from the list and click <Continue> to specify data in the profile fields, or <Cancel> to abandon this process. 50

55 Managing Experience The experience record is redisplayed with the name of the profile you selected in the Experience Details area. Select the profile from Experience Details and complete the data it requires. Click Back to Top to return to the top of the page at any time. Repeat this step for each profile you selected for this record. Step 5 When you've finished, click <Submit> to save the record, or <Cancel> to abandon it. IMPORT FROM ELITE Experience Manager users with Administrator and User-level access can use this function to import financial data, as well as matter name and description information, from the firm's Elite financial software. You import records one at a time. Step 3 Select Experience from the navigation. Select Add New. Select the Import from Elite link in the area below Experience Details. 51

56 Managing Experience Step 4 Type the matter number you want to import from Elite in the Matter Number field. As you type the matter number, matching matter numbers are displayed in a list. Select the matter number that matches, or continue typing the matter number in the matter number field. Click <Import> to continue, or <Cancel> to abandon this process. Step 5 If there is no matching matter number in the Marketing Database, a message is displayed. Click <OK> to return to the Add New Record page. Step 6 When a match is found, the matched matter is retrieved from the Elite system when you click <Import>. 52

57 Managing Experience Step 7 If you canceled, you see the Manage Experience page. If you imported the record, you see the detail page for the experience record. Step 8 Click <Submit> to save this record or <Cancel> to abandon this process and cancel the record import. 53

58 EDIT EXPERIENCE RECORD You can edit an experience record from the record's detail page. Select the record from the Search Results page, then select Edit from the menu. Step 3 Make your modifications to the experience record. If the record uses several experience profiles, click the profile's name in the quick link at the right side of the page and modify data for that profile. Repeat this step for each profile in the record that you want to edit. Step 4 Click <Submit> to save the record, or <Cancel> to abandon the modifications. VIEW HISTORY You can view the history of any experience record from the record's detail page. Locate the record you want to edit using the quick search, advanced search or profile search, and select the record from the Search Results page. On the experience record detail page, click the View History link to see the history of this record. 54

59 Managing Experience Step 3 Print the history report by clicking the Print link and selecting a printer, or close the window. DELETE EXPERIENCE RECORD You can delete an experience record from the record's detail page. Unless otherwise specified in Modify Settings, Rights to Delete Experience Records, both Administrators and Users can delete experience Records. See page 5 for more information on modifying deletion rights. Step 3 Locate the record you want to delete using the quick search, advanced search or profile search. Select the record from the Search Results page. Select Delete from the menu. Step 4 Click <OK> to delete the record, or <Cancel> to retain it. NOTE: Once you delete a record, it is not recoverable. 55

60 Managing Experience ADD PROFILE TO EXPERIENCE RECORD You add profiles to an existing experience record when you want to include the attributes of the profile in the experience record. For instance, a record that uses the Corporate Transactions profile might also use the Intellectual Properties profile. Locate the experience record to which you want to add a profile, select the record and select Edit from the menu. Select Add/Remove Profiles from the Experience Details area. Step 3 To add an experience profile to this experience record, select one from the Choose Experience Profiles list and click <Continue> to proceed to the next step, or <Cancel> to abandon this process. 56

61 Managing Experience Step 4 Click the name of the profile you added in the Experience Details area and complete the data for the new profile. Repeat this step for each profile you added to this record. Step 5 When you've finished, click <Submit> to save the record, or <Cancel> to abandon it. REMOVE PROFILE FROM EXPERIENCE RECORD You can remove an experience profile from an experience record. Remember that the data stored in the experience record is lost when the profile is removed from the experience record. Step 3 Step 4 Locate and select the experience record that contains the profile you want to remove. Select Edit from the record menu. Select Add/Remove Profiles from the Experience Details area. Remove a profile from a record by clearing the profile's check box. 57

62 Managing Experience Step 5 Step 6 Click <Continue> to remove the profile from this record, or <Cancel> to abandon this process. On the Edit Record page, click <Submit> to save the changes to this record, or <Cancel> to abandon them. CREATE MARKETING PROFILE You can create a new Representative Experience record in the Marketing Database, using the information from an Experience record. This process retains the Experience record as it creates a Representative Experience record in the Marketing Database. Only Administrators have access to this function. NOTE: If synchronization has been configured to Automatic, the View Marketing Profile and Create Marketing Profile links are not available. Refer to page 62 for more information on synchronization modes. Step 3 Locate the record in Experience Manager and select it. Select the experience record and select Create Marketing Profile from the Experience Details area. When the Representative Experience Add New Record page is displayed, modify the new representative experience record as needed. Step 4 When you've finished editing the Representative Experience record, click <Publish> to save the changes and make the Representative Experience record available to other users, <Assign> to assign this record to yourself or another user, <Save Draft> to save this record as a draft and assign it to yourself, <Apply> to apply the changes to the Representative Experience record without closing the record, or <Cancel> to abandon this process. NOTE: Each time you create a Representative Experience record, the system creates a History Comment in the Representative Experience record, "Exported from Experience Management". 58

63 Managing Experience Refer to the Representative Experience section of the Marketing Database guide for more information on Representative Experience records. EXPERIENCE RECORD TO REPRESENTATIVE EXPERIENCE FIELD MAPPING When a Marketing Profile is created from an Experience record, the following fields are mapped between Experience Manager and the Marketing Database Representative Experience record. Experience Manager Record Field Representative Experience Record Field (Marketing Database) Experience Record Name Name Not mapped Category 1 Summary Abstract Detailed Description Description Related Client ID Clients 2 3 Related Matter ID Matters 2 Open Date Open Date Close Date Close Date Value Value Client Role Client Role 4 Firm Role Firm Role 4 Parties Involved/Role Parties File Attachment File Name Not mapped Image Image Industry Codes Industry Codes Attorneys (Related Attorneys Aggregate) Attorneys (Related Attorney) 2 Attorney Role Attorney Role (Related Attorney) 7 Order (position in list) Order (Related Attorney) Related Services Related Services Related Offices Related Offices 1 Case or Transaction. 2 The order from the Experience Manager record is maintained. 3 Duplicate Client Numbers are not saved in the Representative Experience record. 4 Role Name is populated as text in the Representative Experience record. 5 Party names are save in the Representative Experience record as text, one per line. 6 The Role is displayed after the name of the Party Involved, separated by a comma. 7 This field only maps when the Attorney Role in Experience Manager matches a Role type record in Marketing Database Lists and Types. 59

64 Managing Experience Experience Manager Record Field Related Regions Published Other Related Client (company/contact) Prior Firm Experience Prior Firm Not mapped Not mapped Not mapped Not mapped Not mapped Not mapped Country Not mapped Not mapped Not mapped Not mapped Not mapped Not mapped Not mapped Not mapped Not mapped Not mapped Not mapped Not mapped Fees Billed to Date Costs Billed to Date Other Billed to Date Unbilled Fees Unbilled Costs Total Accounts Receivable Representative Experience Record Field (Marketing Database) Related Regions Not mapped Not mapped Not mapped Not mapped Client Name Sub Type Outcome Patent Number City State/Province Country Outcome Issues Judges Courts Friendly URL Restricted Use Flag Restricted Use Description Treat as Anonymous Anonymous Name Anonymous Abstract Anonymous Description Anonymous Client Name Not mapped Not mapped Not mapped Not mapped Not mapped Not mapped VIEW MARKETING PROFILE If a Marketing Profile record has been created for an experience record, you can view the marketing profile from the experience record s detail page. NOTE: If synchronization has been configured to Automatic, the Create Marketing Profile link is not available. Refer to page 62 for more information on synchronization modes. 60

65 Managing Experience Use Search Experience to locate the record in Experience Manager. Select the experience record and select View Marketing Profile from below Experience Details. Step 3 When the View Representative Experience window is displayed, you can print the record by select <Print> and specifying a printer location, or close the window by selecting <Close>. If synchronization has been configured to Automatic, or if synchronization has been configured to No Synchronization, only the Print and Close links are displayed in the menu. If synchronization has been configured to On Demand but this experience record has not been synchronized, Enable Synchronization is displayed in the menu. You can select the Enable Synchronization link to synchronize this record. 61

66 Managing Experience If synchronization has been configured to On Demand and this experience record has been synchronized, Disable Synchronization is displayed in the menu. You can select Disable Synchronization to stop a record from being synchronized. SYNCHRONIZING EXPERIENCE RECORDS WITH MARKETING DATABASE REPRESENTATIVE EXPERIENCE In order to make the most current experience records available in Proposal Generator, experience records can be linked to and synchronized with Representative Experience records in Marketing Database. Synchronization between the Experience Manager and Marketing Database can be automatic, on demand, or no synchronization. Consult your BDS services representative regarding Experience Manager Marketing Database synchronization. AUTOMATIC SYNCHRONIZATION Every time an experience record is created or modified, a representative experience record is generated or modified in Marketing Database. When automatic synchronization is set up, a new representative experience record is created in Marketing Database each time a new experience record is created in Experience Manager. Similarly, when an experience management record is modified, the corresponding representative experience record is modified. Experience Manager is the authoritative source for synchronized records. Once automatic synchronization is set up, it can only be stopped by modifying the configuration file. ON DEMAND SYNCHRONIZATION Users decide which records to synchronize with Marketing Database via the Create Marketing Profile link. Experience Manager is the authoritative source for synchronized records. On demand synchronization can be started or stopped on a record by record basis via the Enable/Disable Synchronization link on the record s View Marketing Profile page. NO SYNCHRONIZATION Users create a representative experience record via the Create Marketing Profile link. The representative experience record in Marketing Database is a copy of the experience record in Experience Manager. Records are not synchronized between the two applications. 62

67 ADMINISTRATION Administrators, in general, are responsible for the following tasks in Experience Manager. Creating and Managing Profiles and Fields Managing Screens Manage Field Security for Users and Groups Manage Default Results View Manage Currency Types Manage Roles The Admin functions of Experience Manager allow administrators to customize and create experience profiles, create and add custom fields to profiles, and design input, search, and display screens to fit your firm's needs. Select Experience from the navigation, then select Admin. 63

68 Administration Select Manage Profiles and Fields to customize fields in new or existing profiles. Select Manage Screens to customize the Add/Edit, Search, or View Details screen. Select Manage Field Security For Users and Groups to set field level security Select Manage Default Results View to add or remove fields to and from the Search Results page Select Manage Currency Types to add a new currency type, or edit or delete an existing currency type. Select a Role to add, edit or remove a role. NOTE: Customized Experience Profiles should be well planned and thought out before you attempt to create customized fields and screens. Certain decisions you make when you define field attributes, for instance whether or not a field is searchable, cannot be changed at a later date. MANAGE PROFILES AND FIELDS You use the Manage Profiles and Fields function to create and customize experience profiles and fields. You can create both the input and display fields, as well as assign attributes to each field, for use with custom screens, or with the General Default profile. Select Manage Profiles and Fields from the Admin section of the Experience Admin page. Select the profile in which you want to customize fields by clicking the profile's link. From this page you can: Add a field to this profile Modify the field name, field label, field description, field restrictions, or security for an existing field Delete a field from this profile Experience profiles are templates that define data to be stored in the database. You can create Experience Profiles for types of experience records, for instance Corporate Transactions, Litigation, Intellectual Property, and the like. Profiles make it easier to collect and store data. Each experience record uses the General Default profile for basic information. ADD EXPERIENCE PROFILE When you create a customized experience profile, it is added to the Choose Experience Profiles list and is available to all users who can add experience records. Step 3 Begin by selecting Experience from the navigation. Select Manage Profiles and Fields from the Admin section of the Experience Admin page. Click the Add New Experience Profile link. 64

69 Administration Step 4 Type a name for this profile in the Name field. An entry in this field is required. You can also specify descriptive text in the Description field. Step 5 Click <Submit> to save this record, or <Cancel> to abandon it. EDIT EXPERIENCE PROFILE You can modify the name and description of an experience profile as well as adding/editing or delete fields on the profile. Step 3 Step 4 Select Manage Profiles and Fields from the Admin section of the Experience Admin page. Select the profile you want to modify. Make your modifications. Click <Submit> to save your changes or <Cancel> to abandon this process. Edit Profile Name & Description You can modify the name and description of an experience profile. Step 3 Select Manage Profiles and Fields from the Admin section of Manage Experience. Select the profile whose name and/or description you want to modify. Select the Edit link next to the profile name and description. 65

70 Administration Step 4 Step 5 Modify the profile name in the Name field, and/or the profile description in the Description field. Click <Submit> to save your changes, or <Cancel> to abandon this process. DELETE EXPERIENCE PROFILE You can delete an experience profile from the list of profiles. When you delete a profile, the data captured by that profile no longer exists in experience records. Step 3 Select Manage Profiles and Fields from the Admin section of Manage Experience. Select the profile you want to delete from the list of profiles. Click the Delete link next to the profile name and description. Step 4 When the confirmation message is displayed, click <OK> to delete the profile or <Cancel> to abandon this process. NOTE: You can only delete a profile after all of its fields have been deleted first. ADD FIELDS TO PROFILE You can add custom fields to any existing experience profile, except the default General Profile. Step 3 Select Manage Profiles and Fields from the Admin section of Manage Experience. Select the profile to which you want to add fields. If you are creating a new profile, follow the instructions in Add Experience Profile, then return here to add fields. Select Add a New (profile name) Field from the menu. 66

71 Administration Step 4 Define the attributes for the field you are adding. Field Name and Field Label are required for each field you define. Name Field Name Field Label This field is searchable Allow bulk edit for this field Field Description Description The name of the field. This is required. The label you want associated with this field when it is displayed in the record. Uncheck this option if you do not want this field to be available for searching. By default, this option is selected. Once you save the record, this option cannot be changed. Check this option if you would like this field to be available on the bulk edit screen. A description of this field. Field Restrictions No Restrictions Users and Administrators can view and edit the field. Guests can view the field. Required An entry is required for this field. Users and Administrators can edit and view, guests can view. Protected This field cannot be edited by any BDS user. Administrator Only This field can be edited by Administrators only. It can be viewed by Guests and Users. NOTE: If you select the field type Section Heading, the required and protected radio buttons will become grayed out. 67

72 Administration Select the field type. Field Type Section Heading Plain Text single line field Plain Text multi-line field Rich Text Integer Currency Date/Time Check box Description Organize sets of fields under a custom heading. Plain text, up to 255 characters in length. Plain text, unlimited length. Rich text, unlimited length. Rich Text fields are opened in the BDS Text Editor. Number field. When this field type is specified, you must also specify a default currency. Currency types are defined in Contacts and Companies Admin. You must also specify whether or not users can change the currency type on the list record. By default users can change the currency type. Uses a calendar date-picker. The default is unchecked (No). 68

73 Administration Field Type Description Single Select List Contacts Displays only Contact records. A single record can be selected. Company Displays only Company records. A single record can be selected. Attorneys Displays records that have a value of Attorney or Alumni in the Employment Status field. A single record can be selected. Other Professionals Displays records that have a value of Other Professional in the Employment Status field. A single record can be selected. Staff Displays records that have a value or Staff in the Employment Status. A single record can be selected. Marketing Database Business Entity Displays records for the selected entity. A single record can be selected. Valid entities are Case Studies, Clients, Events, Firm News, Matters, Offices, Publications, Regions, and Services. Marketing Database List Displays records for the selected list. A single record can be selected. Valid lists are Bar Admission States, Countries, Courts, Industry Codes, Judges, Languages Spoken, and States. Marketing Database Custom List Displays records for the selected custom list. A single record can be selected. Multi Select List Contacts Displays only Contact records. Multiple records can be selected. Company Displays only Company records. Multiple records can be selected. Attorneys Displays records that have a value of Attorney or Alumni in the Employment Status field. Multiple records can be selected. Other Professionals Displays records that have a value of Other Professional in the Employment Status field. Multiple records can be selected. Staff Displays records that have a value or Staff in the Employment Status. Multiple records can be selected. Marketing Database Business Entity Marketing Database List Marketing Database Custom List Displays records for the selected entity. Multiple records can be selected. Valid entities are Case Studies, Clients, Events, Firm News, Matters, Offices, Publications, Regions, and Services. Displays records for the selected list. Multiple records can be selected. Valid lists are Bar Admission States, Countries, Courts, Industry Codes, Judges, Languages Spoken, and States. Displays records for the selected custom list. Multiple records can be selected. 69

74 Administration Step 5 If you are not enabling security for this field, click <Submit> to proceed, or <Cancel> to abandon this process. NOTE: If you select <Cancel> the attributes you assigned to the field in step 4 are not saved and you will have to add the field again. When all the fields are defined you can customize the Add/Edit, Search, and View Details screens for the profile. FIELD LEVEL SECURITY Field level security can be set for each field individually. Once enabled for a field, you can set the field s security. If you do not select a security level for each user/group other than administrators, the field remains hidden. Field level security for users and groups is managed through Experience Admin. Refer to page 76 for more information on user and group field level security. To enable security for this field, select the Edit Field Security link. Select the Enable field level security option. 70

75 Administration Step 3 Set the field level security for each user and group and <Submit> to save or <Cancel> to abandon. NOTE: If you select <Cancel> the attributes you assigned to the field in step 3 are not saved and you will have to edit the field again. Fields for which security has been enabled are displayed with Yes in the Field Security On? column on the Manage Experience Manager Profile Fields list. NOTE: Field level security can be enabled for screen section headings. 71

76 Administration EDIT FIELDS IN PROFILE Step 3 Step 4 Select Manage Experience from Search Experience in the Navigation. Select Manage Profiles and Fields. Select the profile you want to view. Click the Edit link for the field you want to edit. NOTE: You can sort this list by clicking on a column heading. Step 5 You can modify the field name, field label, field description, field restrictions, and default currency. Step 6 To change the field level security, follow the instructions on page 70 and continue at Step 7. Step 7 Click <Submit> to save the changes to this field, or <Cancel> to abandon this record. NOTE: Remember that changes made to fields in an existing profile will affect existing Experience records that use that profile. DELETE FIELDS FROM AN EXPERIENCE PROFILE You can delete fields from the Search screen for a profile. Step 3 Step 4 Select Manage Profiles and Fields from the Admin section of Experience Admin page. Select the profile from which you want to delete a field. Locate the field you want to remove and click the Delete link for that field. When you see the confirmation message, click <OK> to delete the field from the profile, or <Cancel> to abandon this process. 72

77 Administration NOTE: Remember that fields deleted in an existing profile will remove the data from existing Experience records that use that profile. MANAGE SCREENS The Manage Screens function allows you to arrange the order of fields on the Add/Edit Screen, Search Screens, and View Details Screen for experience profiles. Select Manage Screens from the Admin section of the Experience Admin page. Select the experience profile for the screen you want to manage by clicking the profile name. 73

78 Administration MANAGING THE ADD/EDIT SCREEN You can rearrange the order in which fields appear on the add/edit screen. From the Manage Screens page, select the profile whose add/edit screen you want to customize. Select the Remove link to the right of a field to remove it from the screen. NOTE: You cannot remove fields that have an attribute of required. Step 3 Click the of a field in the Available Fields list to add it to the screen.. Step 4 Change the order in which the selected fields appear on the detail screen by moving your mouse over a selected field until you see this icon. Move the selected field up or down in the list. Step 5 Click <Submit> to save the add/edit screen, or <Cancel> to abandon the process. MANAGING THE SEARCH SCREEN You can specify which fields appear on a search screen. From the Manage Screens page, select the profile whose search screen you want to customize. Select fields by clicking next to the field you want included on the search screen. The selected fields are moved to the right side of the page. Step 3 Select the Remove link to the right of a field to remove it from the screen. NOTE: You cannot remove fields that have an attribute of required. 74

79 Administration Step 4 Change the order in which the selected fields appear on the search screen by moving your mouse over a selected field until you see this icon. Move the selected field up or down in the list. Step 5 Click <Submit> to save the search list, or <Cancel> to abandon the process. View the new search screen for the profile by selecting Profile Search from the Search Options section of the page. The fields you added to the search screen are displayed below the keyword and date fields. MANAGING THE VIEW DETAILS SCREEN You can rearrange the order in which fields appear on the details screen. From the View Details Screen area of the Manage Screens page, select the profile whose detail screen you want to customize. Select the Remove link to the right of a field to remove it from the screen. NOTE: You cannot remove fields that have an attribute of required. Step 3 Click the of a field in the Available Fields list to add it to the screen.. Step 4 Change the order in which the selected fields appear on the detail screen by moving your mouse over a selected field until you see this icon. Move the selected field up or down in the list. Step 5 Click <Submit> to save the detail screen, or <Cancel> to abandon the process. HIDE/SHOW FIELDS ON ADD/EDIT AND VIEW DETAILS SCREENS You can hide or show fields on the add/edit and view details screens. Step 3 Step 4 Select Manage Screens from the Admin section of the Manage Experience page. Select the experience profile for the screen you want to manage by clicking the profile name. To hide a field, click the remove link for that field. When the field you selected is moved to the Available Fields column, click <Submit> to save the changes to the screen. Step 5 To show a previously hidden field, find the field in the Available Fields list and click the icon. Step 6 When the field you selected is moved from the Available Fields column to the right side, click <Submit> to save the changes to the screen. 75

80 Administration MANAGE FIELD SECURITY FOR USERS AND GROUPS This administrative function allows you to manage fields for which field level security has been enabled. Security for Experience Manager is administered via the modify settings link on the Experience Quick Search page. Refer to the Administrative Guide for more information on assigning access to a feature or module. Field level security is administered through the Field Security link for each field on a profile. Refer to page 70 for more information on Enabling Field Level Security. Step 3 Select Experience from the navigation. Select Manage Field Security For Users and Groups from the Admin section of the Experience Admin page. Select the user/group name for whom you want to manage field level security. 76

81 Administration Step 4 The Field Security Details page displays all of the fields for the selected profile for the user you selected in step 3. Fields that are security-enabled are marked Yes in the Field Security On? column. Additionally, the security level set for the field is indicated by a check mark in the Edit and View, View Only, or Hidden column. Select the Back link to return to the Manage Field Security for Users and Groups page. Select the Print link to print the Details page to a printer you specify. Select the Edit link to change the security rights for this user or group. ENABLE FIELD LEVEL SECURITY You can change the security level of fields from the Field Security Details page. Access the Field Security Details page for the user/group and profile whose security level you want to modify. Select the field. 77

82 Administration Step 3 Select Edit from the Manage Profiles menu. Step 4 When the Manage Experience Edit Field page is displayed; select the Edit Field Security link. 78

83 Administration Step 5 Change the security rights for the field you selected in step 2 by selecting one of the 3 security rights options Edit and View, View Only, or Hidden and clicking <Submit> to save the change. NOTE: You can disable security for this field by clearing the Enable field level security check box and selecting <Submit>. MANAGE DEFAULT RESULTS VIEW You can manage the fields that are displayed by default on the Search Results page through the Manage Default Results View function in Manage Experience. This function is only available to users with Administrator-level access. Step 3 Select Experience from the navigation. Select Manage Default Results View from the Admin section of the Experience Admin page. When the Manage Default Results View page is expanded, begin customizing search results by adding, removing or reordering columns in the Add & Reorder Columns section of the page. 79

84 Administration To add a column, select a field name from the Add column drop down and click <Add>. The drop down displays an alphabetical list of fields in each profile. The field is added to the page as the last column at the right side of the page. You can move an added column by dragging it to the desired position. Step 4 Remove a column by selecting Remove directly below the column you want to eliminate from the screen. NOTE: You cannot remove the Experience Record Name column. Step 5 Step 6 Specify the primary and/or secondary sort fields, as well as the sort order ascending or descending. Only fields included in the search results display are available in the drop down. The default sort order is alphabetical by Record Name. The default secondary sort is also Record Name. Select <Submit> to save these screen settings and display the search results using your customized settings, or <Cancel> to return to the Search Results page without saving your changes. MANAGE CURRENCY TYPES Administrators can manage currency types. You can create as many currency types as you need. On the Add/Edit screens, Currency Types are displayed as a drop-down list with the values you ve created. Currency Types can be added to any search screen following the procedures on page 74. When creating or modifying an experience record, negative amounts are allowed in the currency field. Step 3 Select Experience from the navigation, then select Admin. Select Manage Currency Types from the Experience Lists and Types area of the Experience Admin page. To add a currency type, select Add New from the menu. Step 4 Specify the display name and the currency code. Both are required. Select <Save> to add this currency type, or <Cancel> to abandon it. NOTE: The Currency Types you add through this function appear in the drop-down Default Currency field on the Add/Edit Profile Fields page. 80

85 Administration EDIT CURRENCY TYPE Navigate to the currency type you want to modify and select its edit link from the Manage Experience Manage Currency Types list. Modify the Display Name, the Code, or both. Click <Save> to retain your changes, or <Cancel> to abandon this process. DELETE CURRENCY TYPE Navigate to the currency type you want to delete and select its delete link from the Manage Experience Manage Currency Types list.. When you see the confirmation, click <OK> to delete the record, or <Cancel> to abandon this process. NOTE: You cannot delete a currency type as long as it is the default currency type for any record. CHANGE DISPLAY ORDER Select Edit Display Order from the Manage Currency Types menu.. Change the order in which the selected fields appear on the detail screen by moving your mouse over a selected field until you see this icon. Move the selected field up or down in the list. Step 3 Click <Save> to retain the new order or <Cancel> to abandon this process. 81

86 Administration RIGHTS TO DELETE EXPERIENCE RECORDS You can specify whether or not Administrators or Administrators and Users can delete experience records. Select Experience from the navigation. Select Modify Settings. Step 3 Select Rights to Delete Experience Records. Step 4 When the Edit Experience Center Content page is displayed, select False if Administrators only should have the ability to delete experience records and click <Submit>. NOTE: The default, Yes, allows both Administrators and Users to delete experience records. MANAGE ROLES The Manage Roles function allows Administrators to manage the roles that appear in the Attorney, Client, Firm, Parties (Parties Involved), and Prior Firm roles in experience records and search experience pages. 82

87 Administration Select Experience from the navigation, then select Admin. Select the Role type you want to manage from the Experience Lists and Types area of the Experience Admin page. You can manage Attorney Roles, Client Roles, Firm Roles, Party Roles, and Prior Firm Roles. Step 3 When the Manage Roles page is displayed, select Add New to add a new role, Edit Display Order to change the order in which existing roles are displayed in the drop-down field and on the add/edit and search screens, Edit to change the name of the role, or Delete to remove the role from the list. Only the Name is required when adding a new role. NOTE: You cannot delete a role that is already in use. 83