Time Entry Tool

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, as well as how to set up and customize the tool
• Administrator's usage of the Time Entry Tool

For more information, see information about using the Time Entry Tool from a user's point of view.

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. From the Main menu, click the Go to drop-down list and select Time Entry Settings.
2. Click the Time Entry Settings link.
3. Click Edit. The following fields are on the General tab, Details block.
4. (optional) 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.
5. (optional) 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.
6. (optional) 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.
7. (optional) Select one or more Timekeeper Categories. These values determine the default category required for a Matter Management contact to be authorized as a timekeeper (prerequisite to using the Time Entry Tool).
8. 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.
9. Click Save.

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. From the Main menu, click the Go to drop-down list and select Time Entry Settings.
2. Click the Time Entry Settings link.
3. Click Edit. The following fields are on the General tab, Time Entry Tool Setting Block.
4. To change the text that displays for default fields on the Time Entry Tool:
   1. Check the 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.
5. To change the position of a Time Entry Tool field from left to right:
   1. Check the 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.
6. To change the maximum length for displaying the field's Column Label:
   1. Check the 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.
7. To set whether an existing Time Entry Tool field is required by users to complete:
   1. Check the box(es) next to the existing Field Name and click edit.
   2. Clear the Required box to display the field but allow blank values, or check the Required box prevent saving this field with blank values.
   3. Click ok on that field row.
8. 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. Set the Required check box. See field explanations above for more information.
9. Click Save.

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. From the Main menu, click the Go to drop-down list and select Time Entry Settings.
2. Click the Time Entry Settings link.
3. Click Edit.
4. Select the Time Periods tab.
5. 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.
   1. Click Generate.
   2. Click Save (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.
6. 6. To create individual Time Periods, from the Time Periods section, click New.
   1. Click the Calendar icon for End Date and select a date.
   2. Click the Calendar icon for Start Date and select a date.
   3. Type a number in Total Billable Hours (sets the Available Hours in the Time Entry Tool).
   4. Click Save.

Note: The default naming convention for new Time Periods is "Start Date"-"End Date". For example, 06/01/2007 - 06/30/07.

To delegate Timekeeping duties

Members of the Legal Administrator group can set up designated timekeepers. For example, if Ralph and Tim are timekeepers, Tim can be designated with the ability to enter Ralph's time entries in the Time Entry Tool.

1. From the Main menu, click the Go to drop-down list and select Time Entry Settings.
2. Click the Time Entry Settings link.
3. Click Edit.
4. Select the Designated Timekeepers tab.
5. From the Number of entries you would like to add: drop-down list, select the number of timekeepers for which you want to delegate time entry actions.
6. From the Timekeeper drop-down list, select the timekeeper to delegate time entry actions for. For example, if you would like Tim to be able to enter Ralph's time entries, select Ralph.
7. From the Designated Timekeeper drop-down list, select one or more timekeeper delegates. The maximum number of designated timekeepers for a single Timekeeper is 3.
   For example, if you would like Susan, Tim, and George to be able to enter Ralph's time entries, select Susan. Click the CTRL key and select Tim. Click the CTRL key and select George.
8. Click ok for new timekeeper-delegates rows.
9. Click Save (for the Time Entry Setting record).

To update the designated Timekeepers list

You can add or remove delegated timekeepers to a Designated Timekeepers list.

1. From the Main menu, click the Go to drop-down list and select Time Entry Settings.
2. Click the Time Entry Settings link.
3. Click Edit.
4. Select the Designated Timekeepers tab.
5. Check the box next to existing Timekeeper-Delegates rows to update.
6. Select or deselect Timekeeper delegates.
7. Click ok for updated Timekeeper-Delegates rows.
8. Click Save (for the Time Entry Setting record).

To delete the designated Timekeeper-Delegate combinations

You can remove designated timekeeper combinations.

1. From the Main menu, click the Go to drop-down list and select Time Entry Settings.
2. Click the Time Entry Settings link.
3. Click Edit.
4. Select the Designated Timekeepers tab.
5. Check the box next to existing timekeeper-delegates rows to delete.
6. Click delete.
7. Click Save (for the Time Entry Setting record).

Reviewing Time Entries

While reviewing timekeepers' entries in the Time Entry Tool or after the time period has ended, you can lock the corresponding time period. If the time period phase is locked, timekeepers will be prevented from entering, changing, posting, voiding, or deleting time entries from the Time Entry Tool.

To verify time entries for a Time Period

1. From the Main menu, Tools drop-down list, select Time Entry Tool.
2. For the Task For, select the time period to view by clicking the Calendar icon to select a date.
   • If the time period is weekly, the corresponding week's time period is displayed.
   • If the time period is monthly, the corresponding month's time period is displayed.
3. From the Timekeepers drop-down list, select the timekeeper whose time entries to view.

To change a Time Period's phase

1. From the Main menu, click the Go to drop-down list and select Time Entry Settings.
2. Click the Time Entry Settings link.
3. Click Edit.
4. Select the Time Periods tab.
5. From the Time Periods section Filter tab, search for a Time Period.
6. From the Results tab, click a Time Period name.
7. From the (actions) drop-down list, select one of the following:
   • Un-Lock—Only displays if the current phase is Lock
   • Lock—Only displays if the current phase is Unlocked
   • Processed
8. From the confirmation dialog, click OK.