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Time Entry Tool

This topic applies to TeamConnect®Legal Matter Management only. This section describes how to set up and use the Time Entry Tool for administrators.

Time Entry Tool Setup

This topic applies to TeamConnect®Legal Matter Management only. The Time Entry Tool comes with default settings that allow you to use it out of the box. You will need to configure rights for Users/User Groups and Contacts to enable rights to perform Time Entry Tool Administrator and User functions.

Important: You must set a default rate for each timekeeper or errors will occur when using the Time Entry Tool

This section describes:

  • Out-of-the-box default settings for the Time Entry Tool.
  • How to set up and customize the tool.

Editing Time Entry Tool Settings

This topic applies to TeamConnect®Legal Matter Management only. You can customize the Time Entry Tool by changing the default settings that determine:

  • Billing Period definition
  • Daily Billable hours
  • Timekeeper required categories
  • Task Category


Time Entry Settings Details Section

To edit Time Entry Tool Settings

You can edit the default settings that affect billing Time Period organization, the Time Entry Tool Available Hours value, that determine who can use the Time Entry Tool, and available Task Categories from the Time Entry Tool.

  1. Click the Time Entry Settings link under the All tab in the upper-right of TeamConnect.
  2. Click the Edit Record icon . The following fields are on the General page, Details section.
  3. To change the Time Period, click the drop-down list and select Daily, Weekly (default), or Monthly. The period determines the time span for which Legal Administrators can define billing Time Periods and time spans for which users can enter time entries.
  4. If you selected Weekly for the Time Period above, type the billable Days per week.
    Days per week only displays if the Time Period was set to Weekly.
  5. Type the Total Billable Hours per day (default - 8). On the Time Entry Tool, this value is used to calculate the total Available Hours for a Time Period.
    For weekly time periods, the Total Billable Hours per day value is multiplied by the Days per week value (described above) to produce the Available Hours (displayed on the Time Entry Tool). For example, for one week's time period, the default Available Hours could be (6 Days per week * 8 Total Billable Hours per day) = 48 hours.
    For monthly time periods, Monday through Friday are considered billable (or there are 5 billable days per week). For example, Available Hours for the month of June (21 weekdays) would be (21 Days per month * 8 Total Billable Hours per day) = 168 hours.
  6. Select one or more Timekeeper Categories. These values determine the default category required for a TeamConnect®Legal Matter Management contact to be authorized as a timekeeper (prerequisite to using the Time Entry Tool).
  7. To restrict the Task Category to describe a new record, click the drop-down list and select a category. In the Time Entry Tool, this value (and child categories) displays as an option from the Category drop-down list when adding time entries.
    In the Time Entry Tool, only tasks (created from Disputes or Transaction Matter records) with the Default Category that is specified in the drop-down list as the current Task Category will display. For example, if a new task record with Default Category of Internal Tasks (default Task Category value in Time Entry Settings) is saved, then that task will display as a time entry in the Time Entry Tool.
  8. Click a save option.

Editing Default Time Entry Tool Fields

This topic applies to TeamConnect®Legal Matter Management only. The Time Entry Tool has been created with default fields and field settings. For all fields, you can change the following settings:

  • Column Label
  • Column Order
  • Column Display Width
  • Required

By default, one field, Task Activity is hidden. You can activate this field or later hide it again. The existing default fields cannot be hidden.


Time Entry Settings, Time Entry Tool Setting Section

To edit default Time Entry Tool fields

You can change how Time Entry Tool fields display and whether the fields are required by users.

  1. Click the Time Entry Settings link under the All tab in the upper-right of TeamConnect.

Click the Edit Record icon . The following fields are on the General page, Time Entry Tool Setting section.

  1. To change the text that displays for default fields on the Time Entry Tool:
    1. Select the check-box(es) next to the existing Field Name and click edit.
    2. Type the new text to identify the field in the Column Label box.
    3. Click ok on that field row.
  2. To change the position of a Time Entry Tool field from left to right:
    1. Select the check-box(es) next to the existing Field Name and click edit.
    2. Type a numeric value in the Column Order box, where the lowest value displays furthest to the left and the highest value displays furthest to the right on the screen.
    3. Click ok on that field row.
  3. To change the maximum length for displaying the field's Column Label:
    1. Select the check-box(es) next to the existing Field Name and click edit.
    2. Type a numeric value in the Column Display Width box. This value determines the length of space allotted to display the corresponding Time Entry Tool field value. For example, for the actualHours field, the default Column Display Width of 6 would allow a Time Entry Tool user to enter a value like 100.25
    3. Click ok on that field row.
  4. To set whether an existing Time Entry Tool field is required by users to complete:
    1. Select the check-box(es) next to the existing Field Name and click edit.
    2. Clear the Required check-box to display the field but allow blank values, or select the Required check-box to prevent saving this field with blank values.
      1. Click ok on that field row.
  5. To display the activityItem field on the Time Entry Tool:
    1. From the Number of entries you would like to add: drop-down list, select 1.
    2. From the Field Name drop-down list, select activityItem.
    3. Type a descriptive field label in Column Label box (for example, Task Activity).
    4. Type the field's Column Order (number).
    5. Type the Column Display Width.
    6. Select the Required check-box. See field explanations above for more information.
  6. Click a save option.

Creating Billing Time Periods

This topic applies to TeamConnect®Legal Matter Management only. You can define Time Periods to organize billing periods in which timekeepers enter records for the Time Entry Tool. There are two sections from which you can create a Time Period. You can use the Create Next Fiscal Budget tool, to create Billing Time Periods that match corresponding budgets (for example, yearly periods) or you can define independent Time Periods from the Time Entry Settings area (for example, on a daily, weekly, or monthly basis).


Time Entry Settings, Time Periods Page

You can create Time Periods to match corresponding budgets (using the Fiscal Year tool), or you can create autonomous time periods using the date fields in the Time Entry Settings. For more details, see Create New Fiscal Year Budgets.

To create Time Periods from Time Entry Settings

If you have already created billing Time Periods from the Create Next Fiscal Budget tool, you can skip this procedure. The Generate Time Periods section allows quick creation of multiple Time Periods. The Time Periods section allows creation of individual Time Periods and overriding the default Available Hours calculation.

  1. Click the Time Entry Settings link under the All tab in the upper-right of TeamConnect.
  2. Click the Edit Record icon .
    The Time Entry Settings - General page opens.
  3. Click the Time Periods link from the left pane.
  4. To create multiple Time Periods quickly, from the Generate Time Periods section, click the Calendar icon for Start Date and select a date. Click the Calendar icon for End Date and select a date.
    If the date range spans multiple time periods, then multiple time periods will be created. For example, if the time period is monthly and the start date is 06/01/2007 and the end date is 08/31/2007, then three time periods will be created. Click Generate.
    Click a save option (for the Time Entry Setting Record).
    It is recommended to create Time Periods from the Generate Time Periods section because the Time Entry Tool Available Hours will be automatically calculated based on the Billable Hours Per Day * (billable) Days in the Time Period.
  5. To create individual Time Periods, from the Time Periods section, click New.
    Click the Calendar icon for End Date and select a date.
    Click the Calendar icon for Start Date and select a date.
    Type a number in Total Billable Hours (sets the Available Hours in the Time Entry Tool).
    Click a save option.
    The default naming convention for new Time Periods is "Start Date"-"End Date". For example, 06/01/2007 - 06/30/07.

Creating Individual Billing Time Periods

This topic applies to TeamConnect®Legal Matter Management only. This topic describes how to create an individual Billing Time Period from a Time Period record. For more information about Billing Time Periods, see Creating Billing Time Periods.

To create individual Time Periods from Time Entry Settings

If you have already created billing Time Periods from the Create Next Fiscal Budget tool, you can skip this procedure. The Time Periods section allows creation of individual Time Periods and overriding the default Available Hours calculation.

  1. Click the Time Entry Settings link under the All tab in the upper-right of TeamConnect.
  2. Click the Edit Record icon .
    The Time Entry Settings - General page opens.
  3. Click the Time Periods link from the left pane.
  4. To create individual Time Periods, from the Time Periods section, click New.
  5. Click the Calendar icon for End Date and select a date.
  6. Click the Calendar icon for Start Date and select a date.
  7. Type a number in Total Billable Hours (sets the Available Hours in the Time Entry Tool).
  8. Click a save option
    The default naming convention for new Time Periods is "Start Date"-"End Date". For example, 06/01/2007 - 06/30/07.
    Only the fields on the General page are required. Additional pages display for a Time Period record (Categories, Phases, Assignees, Relations, Documents, Security, Tasks, Appointments, History, Expenses, Accounts, Workflow pages) but they are generally not used.

Managing Timekeepers

This topic applies to TeamConnect®Legal Matter Management only. Members of the System Administrator group have the authority to set up designated timekeepers, which give one timekeeper the authority to enter another timekeeper's time entries.

Important: You must set a default rate in the contact record of each timekeeper or errors will occur when using the Time Entry Tool

To delegate Timekeeping duties

You can delegate timekeepers to enter time for another timekeeper. For example, if Ralph and Tim are timekeepers, a Timekeeper (Tim) can have the ability to enter time for a Designated Timekeeper (Ralph's time entries) in the Time Entry Tool.

  1. Click the Time Entry Settings link under the All tab in the upper-right of TeamConnect.
  2. If the Time Entry Settings record does not display, click the All Time Entry Settings link from the left pane.
  3. Click the Edit Record icon .
  4. Click the Designated Timekeepers link from the left pane.
  5. From the Timekeeper drop-down list, select the timekeeper you are designating to enter time for another timekeeper. For example, if you want Tim to enter Ralph's time entries, select Tim.
  6. From the Designated Timekeeper drop-down list, select the actual timekeeper. For example, if Tim enters Ralph's time entries, select Ralph.
  7. Click Add to add the designated timekeeper entry to the table.
  8. Click a save option (for the Time Entry Setting record).

To update the designated Timekeepers list

You can edit delegated timekeepers on the Designated Timekeepers list.

  1. Click the Time Entry Settings link under the All tab in the upper-right of TeamConnect.
  2. If the Time Entry Settings record does not display, click the All Time Entry Settings link from the left pane.
  3. Click the Edit Record icon .
  4. Click the Designated Timekeepers link from the left pane.
  5. Click the icon in the Action column of the row to update.
  6. Make changes to the Designated Timekeeper entry.
  7. Click Ok to save your changes.
  8. Click a save option (for the Time Entry Setting record).

To delete the designated Timekeeper-Delegate combinations

You can remove designated timekeeper combinations.

  1. Click the Time Entry Settings link under the All tab in the upper-right of TeamConnect.
  2. If the Time Entry Settings record does not display, click the All Time Entry Settings link from the left pane.
  3. Click the Edit Record icon .
  4. Click the Designated Timekeepers link from the left pane.
  5. Select the check-boxes next to existing rows you want to delete.
  6. Click Remove.
  7. Click a save option (for the Time Entry Setting record). 
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