Instructions

Mitratech appreciates that this is a work that we are asking firms to do. We have tried to make this process as simplified as possible for firms. We recommend you delegate one person to this job or share this work with one other person at your firm.

Please begin the TimeKeeper Merge process by following the directions outlined below:

1) Please make sure you have read the TimeKeeper Merge FAQ and watched the TimeKeeper Merge Instructional Video.

The FAQ and the instructional video is intended to offer an expanded understanding of the TimeKeeper Merge process & define frequently referred to questions and terminology.

2) Review the Summary page on Tab 2

This tab shows your firm’s timekeeper data breakdown.

●      Firm Name: Name of your firm as it is registered in Collaborati

●      Firm ID: Internal ID of your Firm in Collaborati

●      Tab Name: Name of the tab

●      # of Timekeepers: Number of timekeepers present on the named tab

●      # of Groups: Number of groupings of timekeepers

●      # of Rows: Number of Excel rows defined on that tab

●      Row of last verified: Placeholder to keep track of your progress

This tab also offers an area where you can track where you left off on the work. Mark where you or your colleagues have left off in the “rows last verified” area for both the “grouped” and “outlier” Timekeeper tabs.

3) Begin your work on the Grouped data on Tab 3

This tab shows your firm’s assumed duplicate Timekeepers.

Here is how the information is presented:

●      Each “group” of Timekeepers is buffered by a blank line

●      The “Default Timekeeper PK” (column A) is used to specify the timekeeper profile information that will be kept.

●      For each group of timekeepers, Mitratech is suggesting the best timekeeper profile to keep. This suggestion is visually identified by the row highlighted in grey and bold.

●      For the timekeepers matching by “Timekeeper ID”(column C), the column “Default Timekeeper PK” (column A) is populated with the “primary key” (column B) of the suggested Default Timekeeper.

●      For the timekeeper matching by first name, last name and city, “Default Timekeeper PK” is left blank.

What I need to do on this Tab?

a) Suggested Default Timekeeper

●      Please review each grouping of Timekeepers to verify that the suggested Default TimeKeeper is consistent with the TimeKeeper Profile you would like to make your default.

●      IF the suggested Default TimeKeeper IS NOT consistent with the TimeKeeper Profile you would like to make your default THEN Identify the new active Default Timekeeper you would like to select

b) “Default Timekeeper PK”

●      For all timekeepers in a group WHERE “Default Timekeeper PK” is either blank or not the “Primary Key” of the desired Default Timekeeper copy and paste the value “Primary Key” column of the desired Default Timekeeper into the “Default Timekeeper PK”

●      For all timekeepers in a group that you would NOT like to be merged, make sure the value of “Default Timekeeper PK” is blank

c) Timekeeper profile information of Default Timekeeper

Please review all the information of the Default Timekeeper:

●      IF all the information is correct THEN no further action is necessary

●      IF you would like to change any of the information, update the corresponding cell.

d) Timekeeper profile information of Timekeepers not merged

Please review all the information of the Timekeepers where you have decided to leave “Primary Key of Default Timekeeper” blank:

●      IF all the information is correct THEN no further action is necessary

●      IF you would like to change any of the information, update the corresponding cell

e) Client Specific Timekeeper Profile Data[1] 

Merging the timekeeper profiles will not affect the existing client connections for each timekeeper, if you choose to merge the timekeeper profiles - the new timekeeper profile will remain connected with the same clients as before.

●      IF you  would like to edit/update client specific data, THEN do so in the chosen default timekeeper row.

●      IF you would  like to merge client profile details into your chosen default timekeeper profile, THEN copy and paste the timekeeper details into the default timekeeper row.

●      Merging the timekeeper profiles will not affect the existing client connections for each timekeeper, if you choose to merge the timekeeper profiles - the new timekeeper profile will remain connected with the same clients as before.

NOTE: Client Specific Fields found in the column to the right of Client are Classification, Clerkships, First Year In Current Category, Permitted to Practice Year, Primary Expertise, Secondary Expertise, and Timekeeper ID.

4) Finish your work with the Outliers data on Tab 4 

This tab shows all Timekeeper records that match none of the other timekeepers.

Here is how the information is presented:

●        An Outlier Timekeeper is a unique Timekeeper profile that did not match with any other Timekeeper profile.

●        All  information associated with a timekeeper is populated on a row and each outlier timekeeper is buffered by a blank line.

What I need to do on this Tab?

a) Default Timekeeper PK

If an outlier timekeeper should be merged with another timekeeper (present on the Grouped or another timekeeper in the Outliers tab), copy and paste the value of “Primary Key” of that other timekeeper into the “Default Timekeeper PK” cell of this timekeeper

b) Timekeeper profile information of Outlier Timekeeper

Please review all the information if you decide to leave the timekeeper as outlier:

●        IF all the information is correct THEN no further action is necessary

●        IF you would like to change any of the information, update the corresponding cell

Note: Primary key, email address, account status, offices and clients are properties that cannot be changed.