Time Matters and Billing Matters Administration Guide · 2016-10-25 · n The name of the book or...

Time Matters® and Billing Matters®Administration GuideVersion 16.0

© 2016 LexisNexis All rights reserved.

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Copyright 2016 LexisNexis. All rights reserved.

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Time Matters® and Billing Matters® version 16

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LexisNexis® TimeMatters and BillingMatters 16 Administration Guide

© 2016 LexisNexis All rights reserved. 2

About This Guide

The Administration Guide provides a list of tasks for managing data and security in LexisNexis Time Matters® and Billing Matters® Practice Management Software. If you need additional information, please refer to the online Support Center.

Giving Feedback on Time Matters Documentation

We welcome feedback on our documentation! If you find any errors or have comments or suggestions, please send us an email. You can contact us at: [email protected]

Note: Please use the above email address solely for comments and feedback on Time Matters documentation. For technical questions and issues, contact either your organization’s help desk or Time Matters customer support.

Please include as much detail as possible, such as the following:

n The name of the book or online guide you are using. n The page number (for printed books) or topic title. n The version of Time Matters and of the documentation. In the printed books, you can find the version number on

the title page. In online help and online books, the version is at the bottom of every topic.



https://support2.lexisnexis.com/timematters

CONTENTS

Giving Feedback on Time Matters Documentation 3

Back Up Time Matters Data 5Create a Manual Backup in Time Matters 5Create a Scheduled Backup in Time Matters 6Additional Scheduled Backups 8

Notes 11

Import Data from a Previous Version of Time Matters 13

Create a Security Profile 15

Configure User Permissions 18

Set up Active Directory Integration 23

Set Up Synchronization with Microsoft Outlook 24Setting Up Synchronization with Microsoft Outlook 24Performing an Initial Synchronization with Microsoft Outlook 27

Set Up Synchronization with Microsoft Exchange 28

Add a User Account Using the New User Wizard 32

Create New Staff with the New Staff Wizard 34



Back Up Time Matters Data

It is recommended that you schedule backups to occur automatically on a regular basis. You can also perform backups manually as needed, such as before upgrading the software.

There are different kinds of data involved in a backup:

n Data in the SQL database n Files in the Shared Files folder n Email attachments

Create a Manual Backup in Time MattersTo start a manual backup:

1. Select File > Backup Time Matters Data in the Time Matters Data menu.The Time Matters Backup window opens.

2. (Optional) In the Shared Files Backup box, type or select a different backup file name.



3. (Optional) Select the types of files (documents and/ or email attachments) that you want the backup to skip. 4. Select the Backup now option from the Backup Options... area. 5. Click OK.

The Begin Server Backup Now window opens.

6. Click Yes.When the SQL database backup is complete, the Server Backup Completed window opens.

7. Click OK. The Begin Backup Now window opens.

8. Click Yes. 9. When the process is complete, click OK to close the window.

Note: Time Matters SQL database backups are stored in a different location than backups of Time Matters document and email files. The default location of SQL backup data is: C:\Program Files\Microsoft SQL Server\MSSQL.1\MSSQL\Backup or C:\Program Files(x86)\Microsoft SQL Server\MSSQL.1\MSSQL\Backup

Create a Scheduled Backup in Time MattersTime Matters lets you schedule and automate backups of your Time Matters database and Time Matters shared file directory to help protect you from the unexpected. You can specify a time of day for the backup that’s convenient for firm members, and the backup frequency. You can also perform a manual backup at any time. For more information on automating backups please see "Backup Time Matters Data" in the Administration Guide, the product Help, or the Online Help.

To create a scheduled backup in Time Matters:

Note: You must run Time Matters as an "Administrator" in order to schedule a backup.

1. Select File > Backup Time Matters Data from the Time Matters menu.

The Time Matters Backup window opens.



2. In the Shared Files Backup box, type or select a backup file name. 3. (Optional) Select the types of files (documents and email attachments) that you want the backup to skip. 4. Select Scheduled Backup from the Backup Options... area. 5. In the Backup at box, select the time you want the automated backup to run. 6. Check the box(es) that corresponds with the day(s) you want this backup to run. 7. Click OK.

The backup automatically starts on the day and time you selected for the schedule.

Note: The machine must be powered on (turned on) in order for the scheduled backup to rune.



Additional Scheduled BackupsThe Backup utility in Time Matters stores one scheduled backup configuration. If you need to create additional backup schedules, such as scheduling backups to occur at different times on different days, you can use the Windows Task Scheduler.

To create additional scheduled backups in Windows Vista, Windows 7, Windows 8, or Windows 10:

1. Click the Windows Start button.

2. Select Control Panel > Administrative Tools > Task Scheduler.

The Task Scheduler opens.

3. On the main menu, click Action > Create Basic Task.

The Create Basic Task wizard opens.

4. Enter a task name and a brief description. Click Next.

The Task Trigger page opens.



5. Select Daily and click Next.

The Daily page opens.

6. Select a date and time that the backup processes will begin. Click Next.

The Action screen opens.



7. Select Start a program under the "What action do you want to take?" heading. Click Next.

The Start a Program screen opens.

8. Click Browse.

The Open Dialog screen opens.

9. Select Program Files > LexisNexis > Time Matters > TMWE.exe. 10. Enter /backup in the Add Arguments field. 11. Enter the path to the program files (for example, C:\Program Files\LexisNexis\Time Matters) in the Start in

field. 12. Click Next.



13. Click Finish.

Note: Please ensure that all Time Matters applications are closed prior to this scheduled task being executed. The backup will not run with the application open.

Notes

n If default backup file names are used, each Shared Files backup that occurs on a particular day of the week overwrites the file created by the previous backup on the same day. For example, a Shared Files backup file created on Monday (TMMON.zip) would be overwritten by a backup created the following Monday unless a different file name is specified.

n Each SQL backup is given a file name based on the day of the week when the backup is created. (Examples: AutomatedBackupMonday.bak, AutomatedBackupTuesday.bak, etc.) Thus, the next time a SQL backup occurs on the same day of the week as a previous backup, the previous backup file is overwritten by a new one with the same file name.

n You can view a log of previous backup attempts by clicking the View Backup Log button at the bottom of the Time Matters Backup window.

n You can also run the backup process from the command line by using the main Time Matters executable (tmwe.exe) with the /backup parameter and other parameters listed below.

Command-line parameter Description

/backup A full backup (emails, attachments, and documents) is performed

/backup /noemail A backup not including email attachments is performed

/backup /nodocs A backup not including documents and files is performed

/backup /nosql A full backup is performed, but does not include SQL back up activities



Command-line parameter Description

/backup /noemail /nodocs A database backup only is performed

/backup /U=xxxx Allows you to identify which database is backed up, where xxxx is the name of the configuration file.

/backup /zipdest=xxxx Allows you to use a custom description/file name, where xxxx is the name of the file, to a maximum of 80 characters.



Import Data from a Previous Version of Time Matters

The first time you start the Time Matters or Billing Matters 16 client, it will attempt to detect previous versions of the software. If a previous version is detected, the Import wizard will open and prompt you to import data.

When importing data from any version of TM to another version of TM, the previous version must be present on the computer where the import is performed.

Important: Before you import data, do the following:

1. Synchronize all handheld devices and third party applications with your previous version of Time Matters (the Time Matters version whose data you are about to import).

2. Create a backup for your previous version of Time Matters. 3. If you are using Microsoft Exchange Synchronization, stop the Exchange Synchronization service on your

server. 4. Ensure that all Time Matters users have logged out of the application.

Note: If you upgraded from Time Matters 11 or higher, you do not need to import your data, as Time Matters 16 uses the same database as Time Matters 11 or higher. However, if you upgraded from Time Matters 10 or lower, you will still need to import your data.

Caution: If you use multiple databases, the wizard will import data from whichever database the previous client is configured to open. Ensure that the client is configured to open the database you want to import.

To import data:

1. If the Import wizard is not already open, in Time Matters or Billing Matters 16, click the File menu, point to Import/Export, and then the version of the Time Matters software or LexisNexis Total Practice Advantage that you want to import data from to open the Before Importing window.

2. Select Yes if you have completed the Before Importing steps, and then click Next. 3. Select the configuration file associated with the data you want to import.

l If you are importing from Time Matters 10.0, do the following: a. Select the configuration file for your previous version of Time Matters. b. Click Next to continue to the Import Details page.

l If you are importing from Time Matters 9.0 or lower, do the following: a. Click Browse to open the Browse for Folder window. b. Click to highlight the data folder of your previous Time Matters version. c. Click OK to close the Browse for Folder window. d. Click Next to continue to the Import Details page.

4. Click Next to continue to the Time Matters Backup page.The wizard verifies that there is sufficient hard drive space to import the data.

5. Select one of the following options, and then click Next:



l Select No if your version 16 database is empty (i.e., you have not opened Time Matters/Billing Matters and entered data prior to this import procedure).

l Select Yes if you opened Time Matters/Billing Matters 16 and entered any new data before this import procedure.

6. Select one of the following:

l Select Imported Data replaces Time Matters 16 Data if your version 16 database is empty (i.e., you have not opened Time Matters/Billing Matters and entered data prior to this import procedure).

l Select Imported Data is ADDED to Time Matters 16 Data if you opened Time Matters/Billing Matters 16 and entered any new data before this import procedure.

7. Click Next. 8. If you chose to create a backup, click Yes to begin the backup, and then follow the on-screen instructions

until the backup is complete. 9. When the backup completes, click Next. 10. Review the import settings., and then click Next to begin importing data. 11. When the import process is completed, click Next.

The final page of the wizard provides the location of the installation program that users in your firm should run to install the version 16 client on their computers.

When this installation program is used, the client will be automatically configured to connect to your version 16 database. Copy the information on this screen and send it to each user in your firm.

12. Close and restart the application.



Create a Security Profile

When many users will share the same level of access to program features and data, it is far more efficient to create a security profile and assign it to a set of users instead of configuring each user's security settings individually.

To create a security profile:

1. Disable the security profile wizard: a. Select File > Setup > General> User Level from the menu. b. Clear the Security check box in the Wizard Defaults area of the General tab. c. Click OK.

2. Select File > Setup > User and Security > Security Profiles from the menu.The Security Setup - Security Profiles window opens.

3. Click the Add button.The Security Profile Setup window opens.

4. On the Profile tab, enter a name and description of the profile. 5. On the Access tab, set any of the following options:

Window Element Description

Normal Records without Access Select whether restricted normal records appear on lists (with the label "Restricted") or do not appear.

Private Records without Access Select whether restricted private records appear on lists (with the label "Private") or do not appear.

Default Staff Records Select whether to create a security exception and grant full rights to records assigned to the user's Staff.

Creator Rights Select whether to create a security exception and grant full rights to records created by the user.



6. On the Overall Program Access tab, set user access to Yes ("Y") or No ("N") for each program area.

7. Typically, you do not need to configure settings on the Special Exceptions tab when setting up a profile. 8. Click OK.

RELATED TOPICS



n Security Profiles Overview n Security Profile Wizard



Configure User Permissions

To configure user permissions:

1. Select File > Setup > User and Security > Users from the menu.The Security Setup - List of Users window opens.

2. Double-click the user whose permissions you want to configure.

The Security Setup - User Form window opens.

3. On the General tab, make selections in the User Identification and Settings area:


First/ MI/ Last The user's first name, middle initial, and last name.

User ID The ID (up to ten characters) this user enters to log in to Time Matters.

Default Staff/ Group The default Staff whose records are shown when the user opens the Calendar, and the Staff entered automatically on records this user creates. (The user can specify a different Staff when creating records.)

Email Address The user's email address. A valid email address is required for features like Mobility and secure document sharing.

Maintenance Administrator If selected, this user has full security rights to set up other users and define their security settings.




Mobility User If selected, this user has access to Time Matters Mobility. (Mobility must also be enabled on the General tab of Program Level Setup.)

4. Make selections in the Password Settings area:


Password The password used to log in to Time Matters. If the Mobility User option is enabled, the password must meet strong password requirements.

Confirm Re-type the password to ensure it is entered correctly.

Expires Select the date or frequency at which the password expires. A new password must be created whenever the current one expires.

Warn Before Expiration When selected, upon login the user is notified of when the current password will expire.

User can change password This option is available when the user's password is set to expire every x number of days. If this option is selected, the user will be given the option to enter a new password. If this option is cleared, an administrator must change the user's password when it expires.

Require password change at next login

If selected, the user will be prompted to enter a new password the next time the user logs in. This option lets an administrator send the user a one-time-use password that must be changed to maintain security.

5. Make selections in the Login Access area:


Login at any time When selected, the user can always log in.

Login disabled The user cannot log in even with a valid password. This option is selected automatically when a user fails to log in with the correct password more than five times consecutively.

Restrict login during specified times of the day

When selected, click the Specify Login Times button and select "Y" for hours when login is allowed, and "N" for hours when login is not allowed.

Use security profile login access A security profile can be selected on the Access tab in the Security Settings area.

6. Click the Access tab and make selections in the Security Settings area:




Individual security settings When selected, the settings on this form are used.

Use settings from the following user

When selected, select the user whose security settings you want to apply to this user.

Use settings from the following profile

When selected, select the security profile whose settings you want to apply to this user.

7. Make selections in the Normal Records without Access and Private Records without Access areas:


Show records as... When selected, records to which the user has no access appear on lists and calendars, but no information is visible and the records cannot be opened. The label "Restricted" or "Private" appears on the record listing.

Do not show records When selected, records to which the user has no access do not appear on lists and calendars.

8. Make selections in the Default Staff Records area:




User has full rights to Normal records for the assigned default Staff

When selected, the user can always view, add, change, and delete Normal records (those not marked as "Private") assigned to their Staff, even if they would otherwise not have full permissions for that kind of record.

User has full rights to Private records for the assigned default Staff

When selected, the user can always view, add, change, and delete Private records assigned to their Staff, even if they would otherwise not have full permissions for that kind of record.

9. Make selections in the Creator Rights area:


User has full rights to Normal records they create

When selected, the user can always view, add, change, and delete Normal records (those not marked as "Private") that they create, even if they would otherwise not have full permissions for that kind of record.

User has full rights to Private records they create

When selected, the user can always view, add, change, and delete Private records that they create, even if they would otherwise not have full permissions for that kind of record.

10. Click the Overall Program Access tab and make selections on the Access Only Program Areas sub-tab. For each Program Area, click the letter in the Access column to toggle between "Y" (Yes - the user can access this feature) and "N" (No - the user cannot access this feature).

11. Click the Fully Controlled Program Areas sub-tab and make selections. In the columns beside each record type, click the letter to toggle between "Y" (Yes - the user can perform this action) and "N" (No - the user



cannot perform this action). You can create different access settings for Normal records (those not marked as "Private") and Private records of each type.

12. Click the Special Exceptions tab. If you need to grant or deny access to particular records or record fields, use the options on these sub-tabs to do so. On the Record Based Exceptions sub-tab, you can control access to records with a particular assigned Staff, a particular Contact or Matter on the Regarding line, or a particular Code. On the Field Based Exceptions sub-tab, you can control access to individual fields on record forms of all types.

13. Click OK when you are finished to save your changes and close the window.



Set up Active Directory Integration

Microsoft® Active Directory® includes password policies and organizational features for managing users. If your company utilizes Active Directory to manage user accounts, you can match the Active Directory accounts to Time Matters users. This provides a single sign on for Time Matters using their Active Directory credentials. To use Microsoft Active Directory, first set up users in Active Directory and then map those users to Time Matters users.

After mapping a Time Matters user to Active Directory, Time Matters uses the authentication credentials of Active Directory to determine the user's database rights and privileges. If the user's external authentication log on name is not mapped to a Time Matters user and database, the user will not have access to the database.

Note: It is recommended that a minimum of two Time Matters Maintenance Administrators (MA) are mapped to Active Directory accounts.

To set up Active Directory and Time Matters users:

1. From the File menu, click Setup > User and Security > Active Directory Setup.The Active Directory Integration Setup dialog box is displayed.

2. Select the Turn on Active Directory Integration check box.All Time Matters users are listed in the left column. All available Active Directory users are listed in the last column on the right.

3. In the Time Matters User list, select a user you want to match to an Active Directory user. 4. In the Active Directory User list, select a user to match to the selected Time Matters user. 5. Click the Match button. The selected Time Matters user appears in the Matched Time Matters User list. The

users are now matched. 6. Repeat step 3-5 for each Time Matters user you want to match to an Active Directory account.

7. When finished, click OK.The mappings are saved to the Time Matters database. When an update is needed, the Active Directory Integration Setup dialog box displays the previously mapped account in the matched columns.



Set Up Synchronization with Microsoft Outlook

After upgrading to version 16, you must set up Microsoft Outlook to synchronize with the new version 16 database.

This task consists of two parts:

n Setting up synchronization with Microsoft Outlook n Performing an initial synchronization with Microsoft Outlook

Before setting up Outlook synchronization, make sure that Microsoft Outlook is properly installed on your workstation.

Setting Up Synchronization with Microsoft Outlook 1. In Time Matters, go to File > Synchronize > Outlook.

The Outlook Synchronization window opens.

2. Select Set up the Outlook Synchronization.

3. Click the Test Outlook Link button to confirm that the appropriate version of Outlook is installed and is communicating properly. l If the link fails, a message is displayed indicating that Outlook software was not found. Follow the

instructions on the screen display to correct the failure. Click OK to continue. l If the link test is successful, click Next to continue. The Outlook Synchronization Setup window opens.

4. Click Next. The Configuration File Location window opens. 5. In the Configuration File Path box, type the full path to the folder on your computer where you want to store

the Outlook Synchronization configuration file. If the folder does not already exist, you will be asked to allow Time Matters to create the folder.

Note: If this is an upgrade from a previous version of Time Matters, then a new Configuration File Path must be created.



6. Click Next to continue.

The Specify Record Types to Synchronize window opens.

7. Click to place a check mark beside each record type you want to synchronize. 8. Set options for synchronizing each selected record type:

a. Click the Options button. b. Make your selections on each tab of the Outlook Link Options window. c. Click OK to close the Outlook Link Options window and save your settings.

9. Set options for synchronizing Staff: a. Click the Staff Options button.

The Outlook Link Options - Staff Options window opens.

b. Click to highlight an entry in the Outlook Address Book(s) list. c. Click to highlight the Time Matters Staff that you want to match with the selected Outlook entry. d. Click the Match button. e. Repeat steps b-d to match the remaining Time Matters Staff. f. Click OK to close the Outlook Link Options - Staff Options window.




The Synchronize Deletes window opens.

11. Select the options you want for synchronizing records deleted in each application.

12. Click Next.

The Confirm Before Making Changes window opens.

13. Select the options you want for requiring confirmation before changes are made as a result of synchronization.




The Outlook Sync - Setup Complete window opens.

15. If you want to perform a synchronization at this time using your current settings, click the Sync Now button. 16. Click OK to close the window.

Performing an Initial Synchronization with Microsoft OutlookComplete this procedure only if the Outlook and Time Matters databases were not synchronized when the Outlook Synchronization process was initially set up.

1. In Time Matters or Billing Matters, go to File > Synchronize > Outlook. 2. Select Run the Outlook Synchronization Now.

Note: This check box will be selected by default if Outlook Synchronization was previously set up, but not synchronized.

3. Click Begin Sync.



Set Up Synchronization with Microsoft Exchange

Note: Starting with the release of Time Matters and Billing Matters 14, you are no longer prompted to provide your Exchange Server version. If upgrading from Time Matters and Billing Matters 11 or higher, you are also not required to import your prior Exchange version configuration settings. However, if you are upgrading from Time Matters and Billing Matters 10 or lower, you still need to import your prior version Exchange configuration settings.

Setting up Microsoft Exchange synchronization involves these procedures:

A. Download the Exchange Server Synchronization utility B. Install the Exchange Server Synchronization utility C. Set up synchronization with Microsoft Exchange

Each procedure is described below.

To download the Exchange Server Synchronization Utility:

1. Locate the email you received that contains your Time Matters Product Key. Open the email on the computer where your Time Matters database is hosted.

2. In the Product Purchases section of the email, click the link below the heading "Download your software from the link below."

The Time Matters download page opens.

3. Click Download and Installation Instructions. 4. Click New Installation. 5. On the Welcome page, click the link to download the Exchange Synchronization Server setup program

(setupex.exe). 6. Specify a location to save the downloaded file. 7. When the download is complete, browse to the folder containing the setup program.

To install the Exchange Server Synchronization Utility:

1. Run the program setupex.exe.The installation wizard opens.

2. The wizard reminds you to create backups of your Exchange data and Time Matters data before proceeding. If you have backed up this data, click Yes to continue. Otherwise, click No and close the wizard. When you have backed up your Exchange and Time Matters data, run setupex.exe again.

3. If you are asked to install required items, click Install. 4. Review the license agreement. Select I accept the terms in the license agreement and click Next. 5. Click Next to continue. 6. Enter information about the Time Matters SQL database to which Microsoft Exchange data will be

synchronized. a. Type the name of the server running the Time Matters SQL database, or click the arrow to select a

server from the list of SQL Servers detected on your computer. You can also click Browse and



browse to the server computer. b. Type the name of the Time Matters SQL Database, or click Browse and browse to the database.

7. Click Install to begin the installation. 8. Click Finish.

Note: The Exchange sync service automatically restarts after the installation has completed.

To set up synchronization with Microsoft Exchange:

Note: If you have upgraded from Time Matters 11 or higher, you can skip this section.

1. Open the Microsoft Exchange Synchronization Utility: l Time Matters 10 or lower: On the Windows Start menu,go to All Programs > LexisNexis > Time Matters

xx Exchange Synchronization Configuration (where xx is your Time Matters version).

The Exchange Synchronization Configuration wizard opens.

2. Review the requirements on the initial screen. If you have not uninstalled all previous versions of the Time Matters Exchange Synchronization Server, click Cancel.

3. Type the name of your Exchange Server in the Server Name box. 4. Click Next to continue. 5. If you have Exchange Sync data to import from a previous installation, import it now. If you do not want to

import data, click Next.

To import Exchange Sync data, do the following:

a. Click the Import button. The Time Matters Exchange Synchronization Import screen opens. b. Enter the Time Matters version, the SQL Server name, SQL Database name, SQL User name, and

password. c. Click the Test Connection button. A Test Succeeded message is displayed. Click OK. d. Click the Import button on the Time Matters Exchange Synchronization Import screen to complete

the import process. 6. Set up options for synchronizing Contacts:

a. Determine whether Time Matters and Exchange are permitted to add, change, or delete Contacts in each other's databases, and select the corresponding check boxes to permit those actions.

Warning

Data conflicts can result from changing these default settings, which allow both applications to make additions, changes, and deletions in order to keep data synchronized. Using the default settings is recommended.

b. For the initial synchronization, select the option to Synchronize no Contacts or Synchronize all Contacts.

c. Click the Contact Field Matching button to open a new window in which you can select fields on the Time Matters Contact form and match them to Exchange Contact fields. Click OK to continue.



d. Click the Filter tab to define search criteria for Contacts using an Advanced Search. Only Contacts that match these search criteria will be synchronized.

e. When you are finished setting up Contact synchronization, click Next. The Event Synchronization Options screen is displayed.

7. Set up options for synchronizing Events and Appointments: a. Determine whether Time Matters and Exchange are permitted to add, change, or delete Events in

each other's databases, and select the corresponding check boxes to permit those actions.

Warning


b. In the Exchange Settings area, select the number of minutes before an Appointment reminder is displayed.

c. Click the Event Field Matching button to open a new window in which you can select fields on the Time Matters Event form and match them to Exchange Appointment fields.

d. Click the Filter tab to define search criteria for Events using an Advanced Search. Only Events that match these search criteria will be synchronized.

e. When you are finished setting up Event synchronization, click Next. The ToDo Synchronization Options screen is displayed.

8. Set up options for synchronizing ToDo's and Tasks: a. Determine whether Time Matters and Exchange are permitted to add, change, or delete ToDo's in

each other's databases, and select the corresponding check boxes to permit those actions.

Warning


b. Click the ToDo Field Matching button to open a new window in which you can select fields on the Time Matters ToDo form and match them to Exchange Task fields.

c. Click the Filter tab to define search criteria for ToDo's using an Advanced Search. Only ToDo's that match these search criteria will be synchronized.

d. When you are finished setting up ToDo synchronization, click Next. The Match Time Matters Users to Exchange Mailboxes screen is displayed.

9. Set up synchronization options for each Time Matters user: a. Click the Add button. The User Mailbox Synchronization Form window opens. b. Select a user from the drop-down list in the User ID box. The Staff box will automatically update to

display the Staff associated with the selected user.

Note: Each Time Matters user can only be linked to one Exchange mailbox.

c. Enter the user's Exchange account information in the Username and Password boxes. (The Server Name and Domain fields are shown for information only and cannot be changed on this screen.)



Tip: If you leave the Password box empty, Time Matters will prompt the user to enter the password the next time Time Matters attempts to connect to Exchange.

d. Click Test Connection to ensure that Time Matters can access the user's Exchange account. e. Select the types of records you want to synchronize for this user, and clear the record types you do

not want to synchronize. You can opt to mark as "Private" the user's records that are added to Time Matters via synchronization with Exchange.

f. Click OK to save the synchronization settings for this user. g. Repeat steps a - f for each Time Matters user you want to add. h. When you are finished setting up synchronization settings for all users, click Next. The Conflict

Resolution screen is displayed. 10. Select whether to use the Time Matters version of a record or the Exchange version when there is a conflict

between data entered in Time Matters and data entered in Exchange. (For example, different phone numbers might be entered for the same Contact record in the two applications.)

11. Click Next to continue. The Exchange Sync - Setup Complete screen is displayed. 12. Click Finish to close the configuration program. 13. An initial synchronization is automatically performed for any users you added during this use of the

configuration wizard. When the initial synchronization is complete, click OK. 14. If your Time Matters Exchange Synchronization service is not running, a message window will open

prompting you to start the service. Click Yes if you want to start the service at this time; otherwise, click No.



Add a User Account Using the New User Wizard

1. Enable the wizard: a. Click the File menu, point to Setup, point to General, and then click User Level. b. Select the Security check box in the Wizard Defaults area. c. Click OK.

2. Click the File menu, point to Setup, point to User and Security, and then click Users.

The Security Setup - List of Users window opens.

3. Click the Add button.

The New User wizard opens.

4. Enter a first and last name and middle initial for the user. 5. Enter the user's ID (up to 10 characters). The ID must be unique to this user. 6. Enter a password (up to 16 characters). If this will be a Mobility user, the password must meet the following

criteria: l At least eight characters long l Contains both uppercase and lowercase letters l Contains at least one numeric or special character l Is not the same as the user ID

7. Select the Mobility User check box if this user will use Time Matters Mobility. 8. Enter an email address for the user.

9. Click Next to continue to the Staff/Security page. 10. Select whether to create a new Staff for this user or to use an existing Staff. 11. Select whether to create individual security settings for this user or to use the settings from an existing user

or a security profile.



12. Click Next. l If you chose to apply the security settings of an existing user or a security profile, the Finish page opens.

Skip to step 18. l If you chose to create individual security settings, the Access page opens. Continue to step 13.

13. For records that the user cannot access, choose whether a placeholder entry (marked Restricted or Private) will be shown on lists and calendars, or whether the records will not be shown.

14. Select whether the user will be required to enter a new password the first time they log in.

15. Click Next to continue to the Rights page. 16. Select whether to give the user full rights to view, change, and delete records assigned to their Staff or

records that the user creates. These rights apply even when the user's permissions would otherwise restrict rights to a record.



17. Click Next to continue to the Finish page. 18. Click Finish to close the wizard.

Create New Staff with the New Staff Wizard

The New Staff wizard steps you through the process of creating staff.

Like many wizards, the New Staff wizard can be enabled or disabled in the User Level Setup window. These steps assume that the wizard has been enabled for your user account.

If the wizard is disabled for your account, you can enable it, or use the Staff Form to create new Staff entries. The steps below assume that the New Staff wizard has been enabled for your user account.

To add Staff using the New Staff wizard:

1. Select Database > Staff from the menu.

The Staff Resource List window opens.



2. Click the Add button.

The New Staff wizard window opens.

The New Staff wizard opens.

3. Enter a first, last, and middle name for the Staff. 4. Enter the Staff's initials (2-4 letters or numbers). The initials must be unique to this Staff. 5. Click Next to continue to the Address/Phone Numbers page. 6. Enter the Staff's address and telephone contact information. 7. Click Next to continue to the Custom page. 8. Enter the Staff's billing information, Bar number, and position at the firm. 9. If you want records assigned to this Staff to appear with a particular color on lists and calendars, click the

Color button and select the desired color. 10. Click Next to continue to the Billing Options page.



11. Select whether the Staff will use an hourly rate or a rate table: l If you selected Use Rate Table, select a rate table in the list and the rate table level to use by default. l If you selected Hourly Rate, enter the amount to charge per hour.

12. Click Next to continue to the Finish page. 13. Click Finish to close the wizard.

RELATED TOPICS

n Staff Overview n New Staff Wizard Fields and Window Elements n Enable/ Disable the New Staff Wizard n Add Staff Using the Staff Form n Staff List Overview n Groups Overview n Inactive Staff



Time Matters and Billing Matters Administration Guide · 2016-10-25 · n The name of the book or...

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