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Mitratech Success Center

Collaborati: The Timekeeper Upload File Explained

A guide to walk you step by step through the upload file and its fields. The Timekeeper upload file CollaboratiTimekeepers-2.0 is a Comma Separated Values (CSV) formatted file.

The Timekeeper upload file CollaboratiTimekeepers-2.0 is a Comma Separated Values (CSV) formatted file. CSV files can be opened and edited easily with Excel.

Header

The first line of the file should be the header. It should read CollaboratiTimekeepers-2.0 (as seen below)

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Fields

There are 23 fields in the Timekeeper upload file. Only 6 are required by all of our clients. These six are Email, First Name, Last Name, Display Code, Timekeeper ID, and Classification. Please see your client’s billing guidelines to determine if any other fields are required for that specific Client.

displayCode

The displayCode is a unique identifier for the timekeeper. In Collaborati this field is used and displayed whenever there is a drop down list of the timekeepers. This value should be unique to the timekeeper and easily associated with the timekeeper as to quickly choose from a drop down menu. The displayCode can be the same as your Timekeeper ID.

classification

The classification of the timekeeper can be one of the following (use the 2 letter Code):

PT - Partner

AS - Associate

OC - Of Counsel

LA - Legal Assistant

OT - Other Timekeeper

email

Collaborati requires that each timekeeper have a unique email address assigned to them. No emails are ever sent to the timekeeper, this field is used just as an identifier in the database for the timekeeper. This means that if your timekeepers do not have unique emails you can use fake emails for each timekeeper as long as they are unique. Example tk1@yourfirm.com, tk2@yourfirm.com, and so on.

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firstName, middleName, lastName

These are text fields and only First and Last name are required.

phone

Also a text field as to allow multiple formats for telephone numbers.

vendorTimekeeperId

The Timekeeper ID should match your Timekeeper ID in your own billing software. This code is matched with the Timekeeper ID field in any LEDES formatted invoices you submit. This is also unique to each timekeeper.

salutation/suffix

These are text fields and neither is required.

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permittedToPracticeYear

This field is optional and should be in the YYYY format.

primaryExpertise/secondaryExpertise

Field is not required. However if used, the field must match exactly one of the following selections:

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clerkships

This field is a text field and has a character limit of 40 characters.

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city/state/postalcode

Optional fields, city is a text field, State should be two-letter code for state, and postal/zip code is a text field.

country

Not required but if used, you must use the 2-letter country code. You can find a list of all 2-letter country codes at the end of this document. You can also find an updated list of 2-letter country code by searching for “2 letter country codes” in your favorite internet search engine.

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mobilePhone/fax

Not required also allows multiple phone formats for international numbers.

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licenseToPracticeLawIn

Not required needs to be the name of the state spelled out, multiple selections can be selected using a comma to separate. Can be one of the 50 US states, 13 Canadian Provinces, or the full country name except US and Canada.

languagesSpoken

Not required, needs to be one of the following selections. You can also have multiple selections, separated by commas.

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firstYearinCurrentCategory

Not required field. Utilizes the YYYY format.