itimekeep 1.8 for ipad

Transcription

1 itimekeep 1.8 for ipad

2 Table of Contents About itimekeep... 3 What Is New in itimekeep 1.8?... 3 Getting Started... 6 Installing itimekeep... 6 Logging into itimekeep... 7 My Time Dashboard... 9 Viewing Submitted Timecards Using Filters Adding Time Choosing a Matter Selecting the Timecard Date Entering the Number of Hours Using Task Codes Entering the Timecard Description Saving a Timecard Editing, Copying and Deleting a Timecard Submitting your Time itimekeep Settings How to Create Your Own Abbreviations FAQ Need more information?... 28

3 About itimekeep itimekeep is the mobile Time Entry solution for Attorneys on the Go! Attorneys enter time from anywhere in the world, capturing time that otherwise would not be recorded. itimekeep integrates seamlessly with your Time & Billing System. Matters and task codes are retrieved in real time on your ipad, iphone or Android. As soon as you submit your time from your smartphone, it will be synced with your Time & Billing System. IMPORTANT: itimekeep 1.8 requires IOS 5 or later. What Is New in itimekeep 1.8? Simplified Matter Search There is one single place to look for a matter. Tap on the matter selection, enter the search criteria and press the "search" button to perform a full search on your firm's database. The other option is to simply pick a matter from the suggestions offered under the search box. These suggestions provide quick and easy access to your most recently used matters.

4 Improved Password Management You can reset your password from itimekeep. This was our number one customer request! Support for Location Codes or Time Activity In addition to UTBMS Task and Activity codes, you can now select a location code or time activity whenever appropriate.* (*) Requires support from your Time and Billing System. Please contact support@bellefield.com for more information.

5 Embedded App Rating Please take a minute to rate itimekeep! It is very easy to do, and it will only take few minutes. Click here to review itimekeep now! Bigger Text Experience better reading capabilities on smaller devices. Faster Time Entry & Improved Loading Performance Data fields that are not required or not appropriate will be hidden, helping you focus on the required data fields only.

6 Getting Started Before you start using itimekeep, please make sure you have completed the following prerequisites: Download and install itimekeep on your ipad. Install Bellefield Connect service at the firm. Receive your User ID and Password to login to itimekeep. Installing itimekeep Go to the App Store, search itimekeep and click on Install or Upgrade (if you have the previous version already installed). Go to the App Store, search itimekeep. Select Install or Upgrade (if you have the previous version installed).

7 Logging into itimekeep The first time you login to itimekeep you will need your User ID and Password. You can click the Remember me option to save your login credentials. Forgot your password? If you forget your password, you can quickly reset it. A new password will be sent out to you via , including a link to change it.

8 Select Reset it From the main itimekeep login screen, select Reset it. Enter Enter your address and click on Reset My Password. At this point a NEW password will be send to you. Your old password will be replaced. Change your Password After you have requested a new password you will receive an with a randomly generated password. Click on the link provided in the to change to something that is familiar to you.

9 My Time Dashboard When you login to itimekeep, you will land on the My Matters Dashboard. Here you will see both un-submitted timecards and the timecards that you already submitted to your Time & Billing System. My Time will display only the timecards that you have entered in itimekeep via any mobile device.

10 Viewing Un-submitted Time Cards Un-submitted Timecards Un-submitted timecards are those you have just entered and have not been sent to your firm s Time & Billing System. They have a blue dot next to them. Pending to Submit The total of unsubmitted timecards will show up at the bottom of the screen. Confirm Select Yes or No to submit your timecards. Once you have done that, you cannot edit the timecards in itimekeep.

11 Viewing Submitted Timecards Submitted Timecards Submitted timecards are those you released to be sent to your Time & Billing System. Once they are submitted, you cannot edit them in itimekeep; however, you can always change the timecards directly from your Time & Billing System. Using Filters Main Filter On the left side of you screen, you can filter your timecards by time period, submitted time entries, unsubmitted time entries or matter.

12 Filter by Time Period You can see only timecards created within a period of time. Filter by Status You can see timecards by status submitted or unsubmitted. Filter by Matter The matter filter shows only the matters for which you have entered time. Just tap on the matter, and it will show only timecards for that matter.

13 Adding Time Add a New Timecard To enter a new timecard, tap the plus sign located at the top right of My Time. Time Entry Screen The new timecard screen will appear. You must complete the information on the screen before you can save your timecard.

14 Choosing a Matter Suggested Matters When you tap on the Matter field, the Search Matter pop-up appears. itimekeep will show Suggested Matters. These are matters that you have entered time for in past 60 days and your favorite matters in your Time & Billing System. Searching for a Matter If the matter you are looking for is not in Suggested Matters, type Matter Name or Matter Number, Client Name or Client Number and select Search. This will access real-time the matters in your Time & Billing System.

15 Selecting the Timecard Date Select Date By default the date is set to Today. If you need to change it, tap on the Date field and the calendar will appear. You have buttons for Today, Tomorrow and Yesterday.

16 Entering the Number of Hours Select Hours To enter the number of hours for your timecard, select the Hours Field. There are defined buttons for tenth of an hour or quarter of an hour. If your firm does not enter time in quarters of an hour, you can change that in Settings.

17 Using Task Codes Matter Requires Task Codes If the matter you chose requires Task Codes, you will see those fields on the Add Time screen. You need to select a value in order to save the timecard. Matter Does Not Require Task Codes If the matter you are entering time for does not require Task Codes, those fields will not be visible in the Add Time screen. Third Code itimekeep has a timecard code that depends on how itimekeep is set up, based on your Time & Billing System. For some systems it can be Location Code or Time Activity Code. If you need more information please contact support@bellefield.com

18 Entering the Timecard Description Typing Timecard Description This is a free-text field for you to enter the description of your work. As soon you start typing, the keyboard will appear for you to type the timecard s description. Dictating Timecard Description Dictation is the new typing. If you have an ipad 3 or ipad 4 th generation, you can use Siri to dictate your work description. Touch the microphone button on the keyboard and dictate your time. When complete, touch Done. It works well!

19 Saving a Timecard After you enter the timecard information, touch the Save button on the top right of your screen. After the timecard has been saved, you will be on the My Time dashboard screen, and your newly entered timecard will show up as un-submitted (blue dot) and the total number of hours un-submitted will increase. Editing, Copying and Deleting a Timecard Deleting a Timecard You can only delete unsubmitted timecards. Timecards already submitted to your Time & Billing System will remain read-only.

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21 Editing a Timecard You can only edit unsubmitted timecards. Timecards already submitted to your Time & Billing System will remain read-only. To edit a Timecard, go to the My Time dashboard, select the entry you want to edit, and you will see the Time Entry screen. After you make changes, tap Save. Copying a Timecard If you want to copy an existing timecard and create a new one based on that, go to the My Time dashboard, select the timecard you want to duplicate, tap and hold for two seconds. Select the option Duplicate & Edit. A new timecard will be created with the exact same information as the copied timecard. Make your changes, and save the timecard.

22 Submitting your Time New timecards are created as un-submitted timecards. You can identify them by the blue dot. Un-submitted timecards will stay in that status until you submit them to your Time & Billing System. In the My Time dashboard, you will see (at the bottom of the screen) the total count of timecards that are un-submitted and waiting to be sent to your firm s Time & Billing System. There is no limit for how long you can maintain timecards in un-submitted status, however it is a good practice to release those at least once a day. When you are ready to submit your timecards, touch the Submit button at the top right of the My Time screen and confirm. As soon as your timecards are submitted to your firm s Time & Billing System, they will be created as un-finalized timecards. You can modify timecards, only while they are in the un-submitted status, once they have been submitted, you cannot change them from your mobile device.

23 itimekeep Settings The new itimekeep Settings offers users more control on how they want to enter time. Settings are located at the bottom of your screen.

24 The following is the list of settings available in this version: Database Cached Application Data Login Information Clear Zero-hour Time Entries Validate 1 st Code The name of the server at your firm where itimekeep is connected. Use this setting to refresh and update your itimekeep information. For example, if you entered time from your iphone and want all of your timecards refreshed, select this option. Use this setting to wipe out your credentials from the itimekeep login screen. You typically want to do this in case you need to hand your device to someone else and want your credentials to be removed. Turn on/off to allow/not allow entering timecards with zero hour value. The default is set to not allow zero time. This field is typically the UTBMS Task Code. The setting is "on" by default. When the setting is on, if your matter requires task codes, itimekeep will not let you save the entry until you have entered them. If codes are not required, you will not be prompted. We recommend that you always have this option on.

25 Validate 2 nd Code Validate 3 rd Code Time Increments Future Work Dates This field is typically the UTBMS Activity Code. The setting is "on" by default. When the setting is on and your matter requires task codes, itimekeep will not let you save the entry until you have entered them. If the codes are not required, you will not be prompted. We recommend that you always have this option on. This field is configurable and depends on your Time & Billing System. It can be used for location, for timecard activity code or any other code supported by your Time & Billing System. For more information please contact support@bellefield.com. You may select time increments when entering time. If you firm works with 1/10 of an hour, select 1/10. If your firm works only with 1/4 of an hour, select 1/4. Select both if your firm allows for both. If this setting is enabled, you will not be able to enter a timecard for a future date.

26 How to Create Your Own Abbreviations Abbreviations are helpful when entering timecard descriptions. You may create and maintain your own abbreviations by following these steps. When you are typing a description, enter the shortcut code you created. itimekeep will immediately convert the abbreviation to the full phrase. From your iphone/ipad desktop, select the Settings App and then select General Settings / Keyboard / Shortcuts. Select Add New Shortcut. Type the Phrase and Shortcut code.

27 FAQ Can I use itimekeep if I m not connected to Wi-Fi or 3G? No. You need have connectivity in order to enter timecards and submit them to your firm. I cannot connect to itimekeep even though I m connected to the Wi -Fi and 3G. What do I do? It is likely that the service running itimekeep at your firm is down. Please contact your IT administrator. Can I modify a submitted timecard through itimekeep? No. Once they are submitted to your firm they cannot be changed. How long do I have my timecards on my ipad or iphone? Entries are kept for approximately six months. Who should I contact for technical support? You should contact your IT department or contact Bellefield Support support@bellefield.com My firm only bills in 10 th of an hour. Can this be setup? Yes, go to the About menu at the bottom of the screen and under Settings/Time Increments choose the 1/10 option. Can I access my abbreviations while typing my timecard description? Yes. You can create your own by following the steps explained in this user guide How to Create Your Own Abbreviations. Can I dictate my time if I don t have an iphone 4S? No, Unfortunately. Dictation is only available for the ipad 3, ipad 4 th generation, iphone 4S and iphone 5. Can I delete a timecard after I submitted it to my Time & Billing System? No. Once you have submitted your time to your Time & Billing System, you cannot edit or delete a timecard. You will need to do that from your Time & Billing System. Can I use itimekeep from multiple devices? Yes, your itimekeep license can be used on as many devices you want: iphone, ipad, ipod Touch, Android, Kindle Fire and Web Browsers. How do I see only un-submitted entries in My Time Dashboard? From My Time, under the filter area at the left of My Time, tap on the Status box and select Un-submitted.

28 Need more information? If you want to learn more about our itimekeep mobile solution and how it can help attorneys to efficiently enter time anywhere, we will be delighted to assist you. General Enquiries Phone: Customer Support Phone: then Select 0