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Authorizing or Unauthorizing Timekeepers

From the Timekeepers page for a vendor account, you can use the Timekeeper Authorization Wizard or change the default Timekeeper contact records for your Timekeepers. For more information, see Changing Default Timekeeper Contacts.

From the Timekeeper Authorization Wizard, you can do the following:

  • Authorize new Collaborati Timekeepers or previously unauthorized Timekeepers
  • Reject new, pending Collaborati Timekeepers. Afterward these Timekeepers will be unauthorized for e-billing invoices. Rejected timekeepers will not display in the new Timekeepers list (to be authorized) which will keep the list shorter and more relevant.

Note: You do not need to configure this setting if you have selected the Automatically create new contact records with Collaborati timekeeper information check box from the CSM Settings General page.

To use the Timekeeper Authorization Wizard

  1. Click the Vendor link from the left pane.
  2. Click a vendor's Company Name link.
  3. From the Vendor record, click the Timekeepers link from the left pane. The Timekeepers page opens.
  4. Click New Timekeeper Authorization from the New drop-down.

Note: Based on the current status of the CSM-Collaborati synchronization, a warning message may appear to remind you that you must wait until synchronization is stopped before you can use the New Timekeeper Authorization Wizard. Click the Stop synchronization now link on the warning message to stop synchronization. While synchronization is stopping, all fields are unavailable to edit. When synchronization is stopped, all fields become available and you can continue.

The Timekeeper Authorization Wizard opens.

Under the Contact column, you will see suggested contact cards for each timekeeper. If more than one match is found, the message, Other matches exist, displays to the far right.

To ensure that you map the appropriate Timekeeper contact to the new Collaborati Timekeeper, it is highly recommended that you carefully review the suggested contact before proceeding. The accuracy of the suggested Timekeeper contact is the highest if you store both the vendor company name and a unique Timekeeper ID in your TeamConnect Timekeeper contact records. For more information about setting the Timekeeper ID field mapping, see Defining Global Billing Code, Vendor, and Timekeeper Settings.

  1. From the Wizard - Step 1 of 3 page, you can do the following:
    • To authorize pending Timekeepers, select the check box under the Authorize column
    • To reject pending Timekeepers, select the check box under the Reject column
  2. (Optional) You can also do the following (from the Wizard - Step 1 of 3 page)
    • If your vendors have many timekeepers and you want to authorize them according to some criteria (for example all paralegals), click Show Search to expand the search fields on the screen. Using the search fields, enter information about the timekeeper you want to authorize and click View. The application filters results based on your criteria.
    • If you did not locate a matching contact record for a Timekeeper under the Contact column, you can create a new contact record by starting the search module, then clicking New from within that page.
    • If you would like to edit a suggested timekeeper Contact, use the Search Module to find another Contact:
      1. Click the search button.
      2. Enter search criteria to find the correct timekeeper contact. You can search by Name and Timekeeper ID.
      3. Once you locate the correct contact record, click OK.
  3. If you want to authorize or review the list of previously unauthorized Timekeepers, select the View previously unauthorized Timekeepers on the next step check box. Otherwise, skip to step 11.
  4. Click Next.
  5. If you are on the Wizard - Step 2 of 3 page, the page displays Timekeepers that were automatically rejected or manually rejected.
    To authorize Timekeepers, select the check box under the Authorize column, and select a contact card for mapping (or verify it if one is auto-suggested).
    The contents of this page originate from Collaborati so if you just rejected a Timekeeper from the previous wizard page, the Timekeeper will not display on this page yet. This page will display Timekeepers which were previously unauthorized, either individually or through unauthorizing a specific category, e.g. Secretary or Clerk.
  6. Click Next.
  7. If you are on the Wizard - Step 3 of 3 page, the page displays a summary of Timekeepers you have authorized and rejected.
    If you want to make changes, click Back to the appropriate page to make edits.
    To confirm and save changes, click Finish.

Notes

  • As discussed in Setup Overview, you cannot authorize timekeepers until vendors complete their setup requirements in Collaborati--including defining or uploading a list of timekeepers that are assigned to do work on behalf of your legal department. Once a vendor has completed Collaborati setup, you will be notified and you can then map timekeepers or confirm the automated timekeeper mapping from CSM Settings in the vendor's record.
  •  The Timekeeper Authorization Wizard Step 1 of 3 page lists all of your vendor's timekeepers that have been added to Collaborati but have not been mapped to their corresponding TeamConnect contact card.
  • Mistakes may not be easy to identify after you confirm this mapping, especially if you selected the option to Automatically update contact records with latest Collaborati Timekeeper Information on the CSM Settings General page (see Defining Global Billing Code, Vendor, and Timekeeper Settings for details).

Changing Default Timekeeper Contacts

Use the Timekeepers page on the Vendor record to view a list of mapped timekeepers for this vendor, as well as to optionally change the vendor-level generic contact reference for timekeepers that you do not wish to maintain in your system. For more information, see Defining Global Billing Code, Vendor, and Timekeeper Settings.

For each timekeeper category where the corresponding check box for Maintain Contact Records? is cleared (from the CSM Settings General page), a generic contact card is created per vendor to allow automatic mapping of new Collaborati timekeepers of specified categories to the generic TeamConnect contact card. The generic contact card will use the naming format "<vendor name> + Other Timekeeper".

To Change Default Timekeeper Contacts

  1. Before you begin, stop CSM-Collaborati synchronization. From the CSM Settings area, Connection page, click Stop.
  2. Click the Vendor link from the left pane.
  3. Click a vendor's Company Name link.
  4. From the Vendor record, click the Timekeepers link from the left pane.
  5. The Timekeepers page opens.
  6. Click Edit (at the top of the screen).
  7. From the Default Contact Records section, check the Timekeeper Category (or categories) whose contact you want to update.
  8. Click edit (at the bottom of the screen).
  9. Click the magnifying glass icon to search and select a different contact to map to Timekeepers with the selected category.
  10. Afterwards the Use Default Contact Record box should be populated with the selected contact.
  11. Click ok (next to the updated contact). Repeat steps 4-8 if necessary.
  12. Click a save option.

Editing Timekeeper Contact Information

From CSM Settings, you can view an authorized timekeeper's information and edit the contact information if the synchronization status is Stopped.

Note: If you edit or delete the contact name, you remove the current connection between the records for the same timekeeper in TeamConnect and Collaborati.

To edit a timekeeper's contact information

  1. From CSM Settings, click the Vendors link from the left pane.
  2. Click an existing vendor's Company Name link from the resulting table. The vendor record opens.
  3. Click the Timekeepers link from the left pane.

Note: Based on the current status of the CSM-Collaborati synchronization, a warning message may appear to remind you that you must wait until synchronization is stopped before making any changes. Click the Stop synchronization now link on the warning message to stop synchronization without leaving edit mode. When synchronization stops, you can continue.

  1. Click an existing timekeeper's Name link from the top table. The timekeeper record's General page opens.
  2. Click the Edit button.
  3. Edit the Contact field.
  4. Click a save option.

Setting Timekeeper Rates

From a Timekeeper record, you can use the Default Rates page to review the timekeeper's rates, including:

  • Timekeeper Task Rates—Rates for a specific task rate. You can edit these rates from the timekeeper's Contact record, on the Rates page, under the Invoice Task Rates section.
  •  Timekeeper Default Rates—Rates used when a specific task rate is not found. You can edit these rates from the timekeeper's Contact record, on the Rates page, under the Default Rates section.
  • Vendor Rates—Rates the timekeeper inherits from his or her vendor. You can edit these rates on the Rates page of a vendor's record.
  • Default Rates—Rates inherited by the timekeeper from the CSM Settings, Default Rates. You can edit these rates from the Default Rates page of the CSM Settings.

For more information, see Getting Started, Setting Default Rates, and Setting Vendor Rates.


Timekeeper Record - Default Rates Page

To set timekeeper rates

  1. From CSM Settings, click Edit.
  2. Click the Vendors link from the left pane.
  3. Click an existing vendor's Company Name link from the resulting table.
    The vendor record opens.
  4. Click the Timekeepers link from the left pane.
  5. Click an existing timekeeper's Name link from the top table.
    The timekeeper record's General page opens.
  6. Click the Default Rates link from the left pane.
  7. To edit the timekeeper-specific rates per task code, click the timekeeper's contact link under the Timekeeper Task Rates section.
    The timekeeper's contact record opens at the General page.
    1. Click the Rates link from the left pane.
    2. Click Edit.
    3. For each invoice task rate to add, do the following (from the Invoice Task Rates section):
      1. From the Task column, select an invoice task/fee code.
      2. From the Rate column, type a rate.
      3. Under the Start Date and End Date columns, select a date range for the rate.
        You can leave the Start Date and End Date fields empty if the rate should apply indefinitely.
      4. Click Add.
        For more information about editing contact rates, see Setting Contact Rates.
  8.  To edit the timekeeper-specific Default Rates, click the timekeeper's contact link under the Timekeeper Default Rates section.
    The timekeeper's contact record opens at the General page.
    1. Click the Rates link from the left pane.
    2. Click Edit.
    3. For each default rate to add, do the following (from the Default Rates section):
      1. Type a rate. This rate will apply across task codes and timekeeper categories.
      2. Under the Start Date and End Date columns, select a date range for the rate.
        You can leave the Start Date and End Date fields empty if the rate should apply indefinitely.
      3. Click Add.
  9. (optional) To edit the rates that this timekeeper inherits from its Vendor, from the Vendor Rates section, click the vendor link. For more information, see Setting Vendor Rates.
  10. (optional) To edit the default rates that this timekeeper inherits from CSM Settings Default Rates, from the CSM Settings Default Rates section, click the CSM Settings link. For more information, see Setting Default Rates.
  11. If you edited any information, click a save option. If you click Save & Close, you will return to the CSM Settings Timekeeper account.
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