Add Intelligent Time Entries

Intelligent Time (IT) can only be created in the Time Pad after the IT settings have been defined in: Tools > Intelligent Time.

Once IT has been enabled and defined, the narrativeThe narrative is a text field that will allow you to enter details about the time entry. This field will accept alpha, numeric ansd some special characters, as well as applying Glossary terms and the spell-check function. It may be that the firm has set this as a compulsory field. field in the Time Pad will be enabled.

Depending on how the you have configured the IT settings will depict how you can enter the time entry details.

To add an intelligent time entry, do the following:

  1. From the Navigation menu select: Time > Time Pad.

  1. This will display the Time Pad form.
  1. Complete the steps below to create a time entry.

The TimePad field : Time can be entered by the use of trigger words which are either:

    1. Define by NicknameNicknames are configured in Tools > Nicknames. They allow you to pre-populate a client matter for regularly used time recording entries. They can be fully or partially populated, though there is no narritive defined so you can do this at the point of recording time. You can also use a nickname item to create a Worklist item.
    2. Define by MatterThis is the type of engagement that the client has agreed for you to complete for them. Such as Family matters, Conveyancing, Wills, Deeds and Trusts etc.

Once the trigger word and either the nickname / matter code in the correct order, you can then add a date, duration and use keywords to define the UDFUser Defined Fields. These are the fields that are defined by the firm and are configured in AdminWeb by the system administrator.'s.

In addition, multiple entries can be created, as long as each entry starts on a new line in the TimePadThis view allows you to create time entries using plain text and trigger words that are defined in Settings > Intelligent time. You can create multiple time entries at once and review them before saving them to the timesheet..

ClosedExamples

There is an exact method that must be applied according to the IT settings. See the following examples:

Let us assume that the Settings are defined as:

  • Trigger words entered:beforethe Nickname
  • Trigger words are: NN / Nickname / Nick
  • Trigger words entered:beforethe Matter
  • Trigger words are: Client / Matter / Code
  • UDF is a Phase:Funding.
  • Phase Keyword is: FUND
  • UDF is an Activity:Communication (with client)
  • Activity Keyword is: Com_cli

AndToday is the: 2nd March 2019

In addition to these details, you will need to know the exact nickname or MatterID/ClientThis is the person for whom you are working on behalf of and has agreed to your terms of engagement. ID, use a specified date, time and duration format that have been configured in the database.

ClosedExample of entering Intelligent Time based on a Nickname

In this instance the user could enter the following:

  • NN JohnSmithWillat 9AM on the 2nd March 2019 for 2 hoursFUND and Com_cli.
  • Trigger + Nickname + start time + Date + Duration + Phase + Activity

In this instance the time entry that is displayed below the Time Pad should display for:

  • Date = 2nd March 2019
  • Time = 9am to 11am
  • The trigger word + the nickname would resolve to be client matter = John Smith & Draft Will.
  • Phase = Funding
  • Activity = Communication (with client).

ClosedExample of entering Intelligent Time base on a Matter

In this instance the user could enter the following:

  • Code 2/0000202 March 2019@09:00:00 for 1hr, FUND and Com_cli.
  • Trigger + MatterID/ClientID + Date + start time + Duration + Phase + Activity

Notice that the Matter is entered as Matter ID / Client ID as they would appear in the data base. It is very important that this is entered correctly else the validation will fail, the client matter will not be resolved, leaving the time entry set for Unknown Client / Unknown Matter.

In this instance the time entry that is displayed below the Time Pad should display for:

  • Date = 2nd March 2019
  • Time = 9am to 10am
  • The trigger word + MatterID/ClientID should resolve to be: client matter = John Smith - Draft Will
  • Phase = Funding
  • Activity = Communication (with client).

REFRESH button : Clicking the REFRESH button will preview the resolved entry and show it below the TimePad. If there are any issues at this point, the TimePad entry can be edited and the REFRESH button clicked again to review the entry until it is correct. Where multiple entries have been added in the TimePad at the same time, each entry will be displayed.

CREATE ENTRY button : Click the CREATE ENTRY button to add the entry to the Timesheet. The TimePad will clear to allow further entries to be created.

CLEAR PAD button : The CLEAR PAD button will simply clear all of the entries from the TimePad window.