Time Matters 12 Endorsement Training for Certified Independent Consultants Business of Law Software Solutions Practice Management Copyright 2013 LexisNexis, a division of Reed Elsevier Inc. All rights reserved.
LexisNexis, Lexis, PCLaw, and Time Matters are registered trademarks of LexisNexis, Inc. Microsoft, Microsoft Office, Internet Explorer, Outlook, Excel, PowerPoint and Word are registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. Corel WordPerfect is a registered trademark or trademark of Corel Corporation and/or its subsidiaries in Canada, the United States and/or other countries. HotDocs is a registered trademark of HotDocs Limited in the United States, Scotland and/or other countries. PaperPort is a registered trademark of Nuance Communications in the United States, and/or other countries. Copyright 2013 LexisNexis, a division of Reed Elsevier Inc. All rights reserved. Updated 1/18/2013
Table of Contents Introduction... 1 What s New In Time Matters 12...1 Time Enhancements...1 Outlook Enhancements...1 PCLaw Integration Enhancements...2 TM Save Enhancements...2 Time Enhancements... 3 Time Entry Advisor...4 Access Time Entry Advisor...4 Navigating Time Entry Advisor...4 Uncharged Time Tab...5 Awaiting Billing Tab...9 Ignored Items Tab...11 Outlook Enhancements... 13 Time Matters for Microsoft Outlook...14 Requirements...14 Enable Time Matters for Microsoft Outlook...15 Log in from Outlook...17 View Time Matters Contacts and Matters...18 Search for Time Matters Contacts and Matters...20 Enter Time and Expense...22 Hide the Time Matters Pane...23 Troubleshooting...24 TM Connect...26 Enable TM Connect...26 Connect an Outlook Email to Time Matters...27 Connect Multiple Outlook Emails to Time Matters...28 Document Storage with TM Connect...30 PCLaw Integration Enhancements... 33 The PCLaw Link for Time Matters...34 PCLaw Configuration...34 Time Matters Program Level Configuration...35 Time Matters User Level Configuration...38 PCLaw Remote Client Option...40 Upgrade the PCLaw Link...43 Time Matters 12 i
Using the PCLaw Link...44 TM Save Enhancements... 49 Automatic TM Save...50 Configure Automatic TM Save for Microsoft Word...50 Configure Automatic TM Save for Microsoft Excel and PowerPoint...51 Enable/Disable TM Save from within Microsoft Office...52 Using Automatic TM Save...53 Saving Documents Outside of Time Matters...53 ii CIC Endorsement Training
Introduction Welcome to Time Matters 12 Endorsement Training. This course provides you, as a Time Matters Certified Independent Consultant (CIC), with the information you need to prepare for the Time Matters 12 Endorsement exam and to help your clients properly implement Time Matters 12. We focus here on solution-oriented training that aligns with the LexisNexis Practice Management customer focus goals, which include: Net Promoter Score improvement Absence of major software defects Increased customer support satisfaction More first call resolutions by Technical Support. To achieve these goals, the LexisNexis Product Management group continues to provide customer-focused solutions, while the Product Development team focuses on stability and innovation. As part of the CIC community, you play an integral role in the customer s level of satisfaction. It is our goal to provide you with the training and support resources you need to deliver practice management solutions that exceed customer expectations. What s New In Time Matters 12? This training is divided into 4 sections that introduce you to the new features and enhancements contained in Time Matters 12. Time Enhancements Time Entry Advisor is a new feature that helps firms capture more billable time, streamlines the billing process, and increases firm revenues and profitability by reducing the amount of lost billable time. Outlook Enhancements Time Matters for Microsoft Outlook is a new software add-in that displays relevant Time Matters data in Outlook, based on information contained in Outlook emails and the calendar. Time Matters data can be viewed, entered, and edited securely from Microsoft Outlook, helping staff work more efficiently across programs. Time Matters 12 1
Enhancements to TM Connect now allow users to save Microsoft Outlook emails to Time Matters in either an Outlook message (*.msg) or Document record format. Email attachments can be saved as related Document records. PCLaw Integration Enhancements With Time Matters 12, the PCLaw software can now be used with greater ease as a billing solution alongside Time Matters. Enhanced integration between the two applications displays the PCLaw billing entries and reports within Time Matters. TM Save Enhancements Improved TM Save capabilities in Time Matters 12 ease the process of saving information directly into the Time Matters software. 2 CIC Endorsement Training
Time Enhancements Time Entry Advisor is now part of Time Matters 12. This feature enables firms to capture more billable time by searching Time Matters for unbilled documents, events, tasks and other items and presenting them in an easy-to-use spreadsheet view. Once an item is reviewed, it can be posted to Time Matters as a time entry or removed from the Uncharged Time list. Objectives: Upon completion of this section you will be able to: Access Time Entry Advisor from within Time Matters Navigate within each of the Time Entry Advisor tabs. Time Matters 12 3
Time Entry Advisor Note: Time entries added through Time Matters for Outlook or from Mobility are shown in Time Entry Advisor, if they have not been processed completely through to Billing. Time Entry Advisor allows users to efficiently identify and eliminate leakage of billable time. It monitors all work performed in Time Matters and reminds users to enter time entries for activities. Records identified as billable and without corresponding time entries are displayed in the Time Entry Advisor. Time Entry Advisor is a benefit to both the front and back office. Attorneys, paralegals, and other timekeepers will appreciate the convenience of being able to easily monitor and assign billable hours for completed work, while bookkeepers, billing staff, and accountants may see a decrease in last minute time entries going into Time Matters at period end. Access Time Entry Advisor To view all unbilled records: 1. Go to the Billing menu. 2. Select Time Entry Advisor. To view unbilled records for a specific Contact or Matter record: 1. Access the Contact or Matter modules. 2. Right-click on a record. 3. Choose Time Entry Advisor from the menu. Navigating Time Entry Advisor Records are presented in three easy to navigate tabs: Uncharged Time - Used to review billable records for which no time entry has been entered. Awaiting Billing - Used to view billable records that are on hold or have not been sent to a linked billing software. Ignored Items - Used to view records where a decision was made not to bill. Time Entry Advisor tabs 4 Time Enhancements
Each Time Entry Advisor tab is divided into three main areas: 1. The left panel contains fields for filtering the contents of the Time Entry Advisor list. The filters vary depending on the tab selected. 2. The grid, appearing in the top-right section, displays all qualifying entries, and allows items to be sorted and selected. 3. The bottom area contains function buttons and summary information. Uncharged Time tab This tab shows records for which no billing records have been created. Time Entry Advisor - Uncharged Time tab Date Range A drop-down list provides a preset list of date ranges. The predefined ranges include those with a set length (e.g. Last Quarter) and some with non-specific time frames (e.g. Quarter to Date). Pick Custom from the drop-down menu to enable the From and To date fields to enter a specific date range. Time Matters 12 5
Record Types The listed types, including Events, Custom Forms, Documents, Phone Calls, LexisNexis, ToDo s,, Emails, Mail, and Outline, are the Time Matters records that can be converted into time entries. At least one record type must be checked for any items to display in the grid. Contact/Matter/Staff Apply additional filters to restrict the records displayed to only those for the specified matter reference or number, contact, client number, and staff. Either type in the filter criteria or use the Lookup icons to the right of a fields to search for a parameter. Update List Click the button after changing the filter criteria to update the list of records in the grid. Grid Items previously converted into time entries are not listed. Records must have the Billable box checked to be included. Click a column heading to sort the list in ascending or descending order by that column. To remove fields from the grid, right-click the column heading and select Edit Columns from the menu. Use the check box column to select items for action. At least one item must be checked for function buttons to be utilized. Highlighting an entry is not sufficient. 6 Time Enhancements
Send to Billing Click this button to create a billing entry for selected record(s). Choose the option to Confirm Each Record Before Taking Any Billing Action to allow review and edits to the billing entry during the processing. Send to Billing Processing Options prompt The remaining steps in the process depend on the billing system in use by the firm. After an entry is posted, the item is removed from the Time Entry Advisor grid. Move to Ignored Items Click this button to move the selected items to the Ignored Items tab. Users can only move records associated with their own assigned staff. Time Matters displays a confirmation prompt before performing the action. Move to Ignored Items Prompt The item remains on the Ignored Items tab in case a time entry needs to be created for this Billable record at a later time. Time Matters 12 7
Change Record Click this button to open the Change Form for the highlighted record in the grid. Remove the Billable check mark and click Save & Close, to remove a record from Time Entry Advisor that should not be billed. Send to Excel Exports all selected items into a Microsoft Excel spreadsheet. If no items are selected, all entries on the grid are exported. Totals from this session Located at the bottom of the window, this section displays the combined Duration and Amount from all the records sent to billing from Time Entry Advisor. The totals reset to zero each time the Time Entry Advisor window is closed. Options Allows users to adjust which columns display in the grid and in which order. Each tab s grid layout can be adjusted independent of the others. Time Entry Advisor Options window 8 Time Enhancements
Awaiting Billing tab This tab shows records for which either of the following are true: The record has been sent to billing with the Hold check box selected. The record has been sent to billing, but not yet exported to a linked 3rd-party billing software. Awaiting Billing tab Filters Contains the same Date Range and Contact/Matter/Staff filters as found on the Unbilled Time tab. The available record type filters are Time and Expense. Change Record Click this button to open the Change Form for the highlighted record in the grid. Remove the Hold check mark and click Save & Close to proceed with the billing process. Time Matters 12 9
Billing Form - Change window After a Hold is removed from a record, click the Update List button at the bottom of the Filter by: pane to refresh the list and remove the item from the grid. Send to Billing This button only appears on this tab when a linked 3rd-party billing software is configured. Click this button to continue the billing process for the selected records. 10 Time Enhancements
Ignored Items tab This tab shows records that were removed from the Uncharged Time tab without being sent to billing. Ignored Items tab Filters Contains the same Record Type and Contact/Matter/Staff filters as found on the Unbilled Time tab. The Date Range filters include options to locate records by Record Date and/or by Ignored Date. Grid Contains two additional columns to display Date Ignored and Ignored By, which identify the Time Matters User ID of the person who ignored the item. Move to Uncharged Time Click this button to move the selected record(s) back to the Uncharged Time tab to be processed for billing. Users can only move records associated with their own assigned Staff. Time Matters 12 11
What You Have Learned Now that you have completed this module, you should be able to access Time Entry Advisor to see all unbilled records, or to see records specific to certain matters or contacts. You can also navigate within each of the Time Entry Advisor tabs and have a working knowledge of the functions and options available on each tab. 12 Time Enhancements
Outlook Integration Time Matters for Microsoft Outlook provides access to information from Time Matters Contacts and Matters while working in Outlook. Users can perform contact and matter management tasks in a single location without needing to switch between separate applications. Changes to the TM Connect feature now allow users to save Microsoft Outlook emails to Time Matters in the Outlook *.msg format or as Document records. Email attachments can be saved within Time Matters as attached records or as separate documents. Objectives: Upon completion of this section you will be able to: Enable the Time Matters for Microsoft Outlook feature View Time Matters Contacts and Matters from Outlook Enter Time and Expense records from Outlook Troubleshoot Time Matters for Microsoft Outlook Enable TM Connect Connect Microsoft Outlook emails to Time Matters Time Matters 12 13
Time Matters for Microsoft Outlook When this feature is enabled, users can use the Time Matters pane from Outlook to: View summary information about the Contacts and Matters related to an Outlook email or appointment Search for Contacts and Matters in the Time Matters database Open a full Contact or Matter form for editing Enter time and expense Create a new email to send to a Contact After confirming the minimum requirements are met, check to see if the module was enabled as part of the Time Matters installation process, or if it still needs to be activated for the firm and enabled for each workstation. Requirements To use Time Matters for Microsoft Outlook, firms must have the following: Microsoft Outlook 2007 with Service Pack 3 or Microsoft Outlook 2010 (32-bit version). The Starter, Student, Trial, non-commercial, or Click-to-Run versions of Microsoft Outlook are not supported. Microsoft Windows XP (32-bit only), Windows Vista, Windows 7, Windows Server 2003, or Windows Server 2008 R1/R2 A current Annual Maintenance Plan (AMP) for LexisNexis Time Matters 14 Outlook Integration
Enable Time Matters for Microsoft Outlook Time Matters for Microsoft Outlook may have been enabled during the installation of the Time Matters client. If it is enabled, the TM for Outlook tab on the Outlook ribbon includes a Show/Hide Pane button. Time Matters for Outlook ribbon If not already enabled for the firm, perform the following steps within Time Matters: 1. Click the File menu, point to Setup, point to General, and click Program Level. You are taken to the General tab of Program Level Setup. 2. Select the Enable Web Access check box. 3. Click OK. Program Level Setup window Time Matters 12 15
To enabled the feature for each user, perform the following steps within Time Matters at the workstation: 1. Select the File menu, point to Setup, point to General, and click Workstation Level to view the Workstation Level Setup window. 2. Click the Additional Program Setup button to open the Additional Integration Setup window. 3. Confirm the Outlook 2003 and Later option is checked. 4. Select the Time Matters for Microsoft Outlook check box. 5. Click OK. Additional Integrations Setup window 6. Click OK to close the Workstation Level Setup window. 16 Outlook Integration
Log in from Outlook The Time Matters pane should appear on the right side of the Outlook window. Time Matters for Microsoft Outlook pane 1. Click the Time Matters header or the Login button to expand the pane. 2. Enter the Time Matters User ID and Password. Time Matters 12 17
3. Click the Login button. Note: For security purposes, users must log in each time Microsoft Outlook is closed and reopened. Time Matters for Microsoft Outlook Login screen View Time Matters Contacts and Matters In Outlook, select an email or calendar appointment. The Time Matters pane displays the number of Outlook Contacts related to the selected item. Outlook Contacts appear as the sender or recipient of an email or as the organizer or attendee of an appointment. Outlook Contacts identified on the selected email 18 Outlook Integration
The number of Time Matters contacts and matters related to the active Outlook contact, identified by similar name and email address, is also listed. Typically, an Outlook contact is related to only one Time Matters contact. That Time Matters contact may be related to one or more matters. It is not unusual to see one related Time Matters contact and one or more related matters for the selected Outlook contact. Contact in Time Matters pane Select the drop-down menu to view other contacts identified on the selected Outlook record. By default, the pane displays Time Matters information about the current contact, including Staff, Classification Codes, Phone Numbers, Email, Address, and Memo. The following actions can be performed: Click the contact name to open the Time Matters Contact Form to view the full record and make edits, as needed. Select the email address to begin a new message from Microsoft Outlook. Choose an icon to enter time and expense, copy the contact data, or refresh the view. Enter a memo regarding the contact. Time Matters 12 19
Select the Matter tab to view the matters related to the selected Outlook contact. Matter in Time Matters pane The pane displays Time Matters information about the matter, including Matter Reference and Number, Classification Codes, Staff, Client Reference and Number, and Memo. The following actions can be performed: Click the matter name to open the Time Matters Matter Form to view the full record and make edits, as needed. Choose an icon to enter time and expense, copy the contact data, or refresh the view. Enter a memo regarding the matter. 20 Outlook Integration
Search for Time Matters Contacts and Matters Use the Search feature to locate other contacts or matters in Time Matters, unrelated to the selected Outlook email or appointment. This feature allows a user to view any active or archived contact or matter from Time Matters, directly from the Time Matters for Microsoft Outlook pane. To perform a search: 1. Enter a portion of the contact or matter name in the Search box. Search Field on Time Matters pane By default, the search looks at Time Matters Contacts. Use the drop-down menu to select Matter, if a matter needs to be located instead. Search Options on Time Matters pane 2. Click the Search icon or press the Enter key to begin the search. All relevant search results are displayed in the pane. Search Results List 3. Click the item in the list to open the record for further review. Time Matters 12 21
Enter Time and Expense Time and expense entries can be added directly from Microsoft Outlook for Time Matters contacts and matters. This feature adds efficiency to a work day by not requiring users to switch between applications to perform the task. To enter time and expense from a contact or matter displayed in the Time Matters pane: 1. Select the Time and Expense icon located below the Search field. 2. Indicate if the entry is for Time or Expense. 3. Mark the entry Private if it should only be viewable to staff assigned to the contact or matter. 4. Enter a Description for the entry, containing no more than 100 characters. The current Date displays in that field. Select another date, if needed. 5. When adding time, enter the Start and End times. The Duration is automatically calculated. 6. When adding expense, enter the Quantity and Price. Note: Other than indicating the entry is to Add Time or Add Expense, the only other required fields are Description and Date 7. Enter a Classification Code or select the icon to select one from a list. 8. Add a Memo containing no more than 5001 characters. 9. Click the Save button to save the new entry in Time Matters. 22 Outlook Integration
Time and Expense window Hide the Time Matters Pane When not in use, the Time Matters for Microsoft Office pane can be hidden: Select the TM for Outlook ribbon and click the Hide Pane button; or Click the X in the top right corner of the Time Matters pane to close it. Time Matters 12 23
Warning: Microsoft Office 2010 64-bit is not yet supported for Time Matters Integration. Troubleshooting If the Time Matters pane does not appear in Outlook, troubleshoot in the following order: 1. Confirm that all the system requirements have been met, as outlined in the Requirements section of this module. Refer to Requirements on page 14 for more details. 2. Verify that the feature has been enabled in Time Matters at both the Program and Workstation levels. Refer to Enable Time Matters for Microsoft Outlook on page 15 for more details. 3. From Outlook, access the TM for Outlook ribbon and click the Show Pane button. TM for Outlook Ribbon with Show Pane button 4. Check the Outlook Add-Ins settings to confirm that LexisNexis Time Matters for Outlook Add-In appears in the list. If it is inactive or disabled, use Outlook s add-in management tools to make it active. Microsoft Office Add-ins window 24 Outlook Integration
5. Ensure that the LexisNexis Practice Management Common API service is installed and running on the computer. Windows 7 Services Time Matters 12 25
TM Connect Time Matters (TM) Connect now provides an easier way to link Microsoft Outlook email and attachments to Time Matters, directly from Outlook. Enable TM Connect If not already enabled on a workstation, perform the following steps in Time Matters: 1. Click the File menu, point to Setup, point to General, and click Workstation Level to open the Workstation Level Setup window. 2. Click the Additional Program Setup button to open the Additional Integration Setup window. 3. Select the Outlook 2003 and Later check box. 4. Optionally, select the TM Connect transfers regarding information to Outlook check box. 5. Click OK to close the Additional Integration Setup window. 6. Click OK to close the Workstation Level Setup window. Additional Integration Setup window 26 Outlook Integration
Connect an Outlook Email to Time Matters Users can select emails in Microsoft Outlook and import them to Time Matters, specifying related contacts, matters, and staff, and set rules for handling files attached to the email. To save a single email from Outlook to Time Matters, complete the following steps: 1. Select the email in the Outlook list. 2. Click the Time Matters ribbon. 3. Select the Connect as Email button to save the record as an Email in Time Matters, or click the Connect as Document button to save the record as a Document in Time Matters. Time Matters Ribbon 4. If the email has attachments and the Connect as Email button is selected, the Attachment Handling window opens with options to save the attachments as part of the email, as documents related to the email, or not to save the attachments from the email. Attachment Handling Prompt for the Connect as Email Option 5. If the email has attachments and the Connect as Document button is selected, the Attachment Handling window opens with Time Matters 12 27
option to save the attachments as Email attachments, or to save them as related Document records. Attachment Handling Prompt for the Connect as Document Option 6. Choose the appropriate action for handling the attachments and click OK. The Time Matters Email or Document form opens, depending on the button selected from the Time Matters ribbon. 7. Complete the required fields and enter additional information on the form. 8. Click the Save & Close button. Connect Multiple Outlook Emails to Time Matters Users can also select multiple email items in Microsoft Outlook and import them to Time Matters as a group, specify a related contact, matter, and staff, and set rules for handling files attached to the emails. To import multiple emails into Time Matters, complete the following steps: 1. Select more than one email in the Outlook list. 2. Click the Time Matters ribbon. 3. Select the Connect as Email button. Note: The Connect as Document option is not supported when multiple emails are selected. 28 Outlook Integration
4. The Multiple Item Import window opens. Complete the Regarding Information to apply to all of the selected emails, and choose how to handle attachments. Multiple Item Import Prompt 5. Click OK. The Time Matters Email Import form displays the status of the process. Time Matters Email Import window 6. Click the OK button to close the window. Time Matters 12 29
Document Storage with TM Connect TM Connect saves all documents to the root shared folder. Auto naming is not implemented when using TM Connect, even if it has been configured by the firm. To view the file location where the documents are saved: 1. Go to the File menu, point to Utilities, and select File Locations. 2. On the List of File Locations window, double-click the record showing <Default> as part of the name. List of File Locations window 30 Outlook Integration
3. The file storage location is listed in the Shared Files Directory field. Set File Locations window What You Have Learned Now that you have completed this module, you can enable the Time Matters for Microsoft Outlook feature. Within Time Matters for Microsoft Outlook, you can view contacts and matters and add required time and expense records. You have a list of troubleshooting procedures to use if the Time Matters for Microsoft Outlook ribbon not appear in Outlook after being configured. You also know how to enable TM Connect and save Outlook emails and their attached documents to Time Matters. Time Matters 12 31
32 Outlook Integration
PCLaw Integration Enhancements Time Matters 12 improves the integration of PCLaw with Time Matters, ensuring more accurate data transfer and synchronization between the two products. Objectives: Upon completion of this section you will be able to: Install and configure the PCLaw Link for Time Matters. Install and configure the PCLaw Remote Client option. Identify the steps required for upgrading Time Matters for firms using prior versions of the PCLaw Link. Navigate the PCLaw Link changes implemented on the Contact and Matter forms. Time Matters 12 33
PCLaw Link for Time Matters If you are setting up the PCLaw Link for Time Matters for the first time, perform the following steps. PCLaw Configuration 1. In PCLaw, open the set of books you want to use when linking with Time Matters. 2. Select the Options menu, then click Connection Settings. 3. On the Connection Settings tab, select the check box labeled Use This Set of Books when Connecting with Other Programs. 4. In the Login as box, type the PCLaw ID to use with the link. 5. Select the Store Password check box and type the password to use for the link. 6. Select the Disable Time Matters Notifications check box. 7. In the Close connections after seconds of no activity box, type 180. PCLaw Connection Settings Window 8. Click OK to close the window, then exit PCLaw. 34 PCLaw Link Enhancements
Time Matters Program Level Configuration 1. In Time Matters, select the File menu, point to Setup, point to General, and then click Program Level. 2. Select the Links tab, which opens to the Billing subtab. 3. Click the Activate Billing check box. 4. Pick PCLaw from the Select Billing Link drop-down menu. 5. When prompted, click Yes to save the change and restart Time Matters. Time Matters Program Level Setup Window with prompt to restart program 6. Repeat steps 1 & 2 to return to the Billing subtab, then click the Set Billing Options button. Time Matters 12 35
7. Select the PCLaw Link Setup options to use from the General tab. PCLaw Link Setup General tab 8. Click the Matching button. 9. Select the Auto Match button on each tab to automatically match the PCLaw and Time Matters fields for Staff, Matter, Codes, and Templates, then click OK. Matching for Time Matters Entries window 36 PCLaw Link Enhancements
10.Click the Billing Options tab and select the Program Level billing defaults to use. PCLaw Link Setup Billing Options 11. Click OK to save the selections. Time Matters 12 37
Time Matters User Level Configuration 1. Go to the File menu, point to Setup, then select General, and then click User Level. 2. Select the user from the drop-down list in the Select A User box. User Level Setup - General tab 3. Click the Links tab and the Billing subtab. User Level Setup - Billing subtab 38 PCLaw Link Enhancements
4. Select the Activate Billing check box and then click the Set Billing Options button. 5. Specify user level settings or choose Use Program Settings to apply the program level defaults, then click OK. PCLaw User Level Billing Options window 6. Select OK to save the settings and close the User Level Setup window. Time Matters 12 39
PCLaw Remote Client Option If the PCLaw client is not detected on a computer running Time Matters, a prompt to install the PCLaw Remote Client will display automatically when a user attempts to perform any of the following operations: Create a new Contact or Matter that is being sent to PCLaw. Access the PCLaw worksheet or Billing form. Preview a PCLaw report. Set PCLaw Billing options at either the Program Level or User Level. The Remote Client allows users to: Simultaneously send multiple billing items to PCLaw without having PCLaw locally installed on the computer. Create Matters in Time Matters and send them to PCLaw. To install the Remote Client, two computers must be set up. One computer must act as a server Another separate computer must act as the client Two distinct procedures must be completed to set up these two computers. Install PCLaw Remote Client Server 1. Ensure that the computer acting as the server has both Time Matters 9.0 SR-3 or later and PCLaw 9.3 or later installed. 2. Create a shared folder on the server that the Remote Client can use to send requests to PCLaw. 3. Close all open applications and/or programs before proceeding. 4. In PCLaw, go to Options, then select Connection Settings. The Connections Settings screen opens. 5. Select the Use This Set of Books when Connecting with Other Programs check box. 6. Click Configure Remote Server Settings. The PCLaw Remote Client Server Configuration Utility screen opens. 7. Confirm that the PCLaw Data folder is shared, then enter the path/directory that will be used by the Remote Client. Use the universal naming convention (UNC) syntax. 40 PCLaw Link Enhancements
8. Click Next. The PCLaw Link Service: Log on As screen opens. 9. Enter the Domain\User name, Password, and confirmation Password. The PCLaw Link Service Installed screen opens. 10.Click OK. A second PCLaw Link Service: Log on As screen opens. 11. Enter the Domain\User name, Password, and confirmation Password again. The PCLaw Log Service Installed screen opens. 12.Click OK. A third PCLaw Link Service: Log on As screen opens. 13.Enter the Domain\User name, Password, and confirmation Password for the third time. The PCLaw Time Matters Service is Running screen opens. 14.Click OK. 15.The Action Complete screen opens to confirm registration. Click Done. 16.Open Time Matters and complete the PCLaw Link Setup at both the Program Level and User Level to re-initialize the PCLaw Link. 17.Reboot the server to restart the services and to load the link from the Client after the PCLaw Link has been re-initialized. Install PCLaw Remote Client 1. Ensure that the computer acting as the remote client has Time Matters 9.0 SR-3 or later installed. 2. Confirm the PLSVCLNK.exe file is running on the PCLaw Remote Client Server machine. 3. Know the name and location of the shared folder, setup during the Remote Client Server installation, that the Remote Client will use to send requests to PCLaw. The universal naming convention syntax must be used to reference this shared folder. 4. Ensure that PCLaw is not installed on this computer. Delete the PCLaw program directory and all applicable files, if found. 5. Complete the PCLaw Link Setup at both the Program Level and User Level, if not already done, before proceeding to the next step. 6. Go to the File menu, point to Setup, select General, then click Workstation Level. Time Matters 12 41
7. Click the Install PCLaw Remote Client button. The PCLaw Remote Client Welcome screen opens. 8. Review the End User License Agreement information and select Accept to accept the conditions. The Destination Directories screen opens. 9. Enter the Shared Data folder information using the universal naming convention syntax. 10. Click Next to continue. 11. Click Start on the Ready to Install screen. 12.On the Successful Installation screen, click Done. 42 PCLaw Link Enhancements
Upgrade the PCLaw Link If a firm has a previous version of Time Matters linked to PCLaw, some steps are necessary to ensure a seamless and successful transition to Time Matters 12. Do the following before upgrading to Time Matters 12: 1. Ensure that the PCLaw link is correctly set up and functioning with the current version of Time Matters. Access the LexisNexis Support Center documentation for detailed instructions. 2. Make a complete backup of both the PCLaw and Time Matters databases. Then carefully follow the instructions in the Time Matters 12 Upgrade Guide to successfully install the new version of Time Matters. Import PCLaw Link Data After upgrading to Time Matters 12, the import wizard opens and prompts you to import data from the previous version. When the import process is complete, the import wizard informs that the PCLaw link data will be converted to the format used in Time Matters 12. The conversion process might take some time, depending on the amount of data. When the conversion is finished, close the wizard. If you imported and converted the PCLaw link data from an earlier version of Time Matters, no further setup is required. Warning: Restoring from a backup is the only way to reverse the outcome of a synchronization. Time Matters 12 43
Note: The Send to PCLaw button is disabled, if the contact was previously linked to a PCLaw client. Using the PCLaw link After the PCLaw link has been setup, you can begin using its new features. Contact Form Open the Contact record for a client in Time Matters. If the contact is not already linked to a PCLaw client, a Send to PCLaw button appears on the record s toolbar. Contact Form toolbar Clicking the Send to PCLaw button opens the New Client form. New Client Form Some fields on the form are populated with information from the Time Matters contact. Fields that are matched to PCLaw fields are indicated with a superscript M ( M ). These fields are synchronized whenever the form is saved. Required fields are highlighted. Complete the form, then click Save. When the form is saved, Time Matters checks for duplicate clients already in the PCLaw database. Potential duplicates are displayed, when found. If the client already exists in PCLaw, you have the option to import it into Time Matters, which overwrites conflicting information previously entered for the contact in Time Matters. After a contact has been linked to PCLaw, click the PCLaw tab on the Contact form to view all the information that is synchronized ( M ) between PCLaw and Time Matters. 44 PCLaw Link Enhancements
Contact Form - Change window Behind the Scenes Changing the Client ID on the PCLaw tab of a Contact record does not change the ID in PCLaw. Instead, it indicates that you want to change the link to another PCLaw client. You are asked to confirm the change and choose how to reconcile the conflicting data. Linked Client Warning Time Matters 12 45
Clearing the Client ID indicates that you want to unlink the Contact altogether. You are prompted to confirm the action before it is completed. Unlink Record Warning Matter Form As with the Contact form, the Matter form features a Send to PCLaw button on the toolbar. Matter Form toolbar Clicking the button opens a Matter Intake form. This form includes a primary client information section as well as several tabs. Warning: No duplicate check is performed when information on the Matter Intake form is saved and sent to PCLaw. New Matter Form Some fields on the form are populated with information from the Time Matters matter. Fields that are matched to PCLaw fields are indicated with a superscript M ( M ). These fields are synchronized whenever the form is saved. Required fields are highlighted. Complete the form, then click Save. 46 PCLaw Link Enhancements
After a matter is linked to PCLaw, you can click the PCLaw tab on the Matter form to view all the information that is synchronized ( M ) between PCLaw and Time Matters. Matter Form - Change window The PCLaw tab includes a PCLaw Balances sub-tab. From here, you can view AR balances and PCLaw billing reports. Matter Form with PCLaw Balances tab Time Matters 12 47
When you save changes on the PCLaw tab, the information is updated in both PCLaw and Time Matters. Behind the Scenes The Send to PCLaw button and the PCLaw tab are now used to link the applications. Area 5 is no longer used for this purpose. Creating duplicate records in Time Matters is prevented when PCLaw clients and matters are renumbered. Flat-fee time entries can now be sent from Time Matters to PCLaw for billing. Matching of Time Matters Staff, Code, Contact, and Matter fields to PCLaw data has been improved. The Additional Name and Category fields introduced in PCLaw 12 are now supported in Time Matters. A troubleshooting tool has been included for use as needed. What You Have Learned Now that you have completed this module, you should be able to install and configure the PCLaw Link and the PCLaw Remote Client. You can identify the steps required to upgrade Time Matters for firms using prior versions of the PCLaw Link. And you can navigate the PCLaw Link changes implemented on the Contact and Matter forms. 48 PCLaw Link Enhancements
TM Save Enhancements The Time Matters Save (TM Save) feature provides an easy way to save documents directly into Time Matters, using a TM Save button located on the toolbar or ribbon of supported 3rd-party applications, including Microsoft Office products, Internet Explorer, Mozilla Firefox, Adobe Acrobat, and Acrobat Reader. With Time Matters 12, you can now configure Microsoft Word, Excel, and PowerPoint to perform an automatic TM Save whenever the normal Save button is selected in those applications. Objectives: Upon completion of this section you will be able to: Configure the automatic TM Save options from Time Matters for Microsoft Word, Excel, and PowerPoint. Enable/Disable the Automatic TM Save from the Time Matters ribbon. Save a file both within and outside of Time Matters with the Automatic TM Save feature enabled. Time Matters 12 49
Automatic TM Save Configure Automatic TM Save for Microsoft Word Note: To configure this option, Microsoft Word must be closed, and you must run Time Matters as a Windows Administrator. 1. Go to the File menu, point to Setup, select General, then click Workstation Level. 2. Select the Word Processor Setup button. Workstation Level Setup window 3. Check the Perform a TM Save when a file is saved in Microsoft Word option. Word Processor Setup window 4. Click OK. 50 TM Save Enhancements
Configure Automatic TM Save for Microsoft Excel and PowerPoint 1. Go to the File menu, point to Setup, select General, then click Workstation Level. 2. Select the Additional Program Setup button. Note: To configure this option, Microsoft Excel and PowerPoint must be closed, and you must run Time Matters as a Windows Administrator. Workstation Level Setup window 3. Check both the Perform a TM Save when a file is saved in Microsoft Excel option and the Perform a TM Save when a file is saved in Microsoft PowerPoint option. Additional Integration Setup window 4. Click OK. Time Matters 12 51
Enable/Disable TM Save from within Microsoft Office To enable the Automatic TM Save feature from within Microsoft Word, Excel, or PowerPoint. 1. Run the application as Administrator. 2. Select the Time Matters ribbon. Time Matters Ribbon from Microsoft Word with Automatic TM Save Disabled 3. Click the Enable Automatic TM Save button. Note: If you select the button without Administrator privileges, an error message displays. No Administrator Privileges Error Message To disable the Automatic TM Save feature from within Microsoft Word, Excel, or PowerPoint. 1. Run the application as Administrator. 2. Select the Time Matters ribbon. 3. Click the Disable Automatic TM Save button. Time Matters Ribbon from Microsoft Word with Automatic TM Save Enabled 52 TM Save Enhancements
Using Automatic TM Save After preparing a document in Microsoft Word, Excel, or PowerPoint: 1. Click the regular Save icon on the application s toolbar. 2. If the workstation is configured to require login to Time Matters and the application is not currently running, you are prompted to log in before continuing. 3. A blank Document Form opens. Complete the form, including the File Name field. 4. Click the Save & Close button. Saving Document Outside of Time Matters When the Automatic TM Save option is enabled, clicking the Save icon always opens a new Time Matters Document form. To save a document to another file location, not within Time Matters: 1. Go to the File menu. 2. Select the Save As option. 3. Browse to the location where the file should be saved. 4. Enter a File Name. 5. Click the Save button. What You Have Learned Now that you have completed this module, you should be able to configure the automatic TM Save options from Time Matters for Microsoft Word, Excel, and PowerPoint. You know how to enable and disable the Automatic TM Save option from the Time Matters ribbon. And you can save a file both from within and outside of Time Matters with the Automatic TM Save feature enabled. Time Matters 12 53
54 TM Save Enhancements