Time Matters - Accellis Technology Group

 Time Matters® A Guide to Quick Tabs, Searches & Sorting Materials by: Maria T. Morales Accellis Technology Group, Inc. LexisNexis Certified Independent Consultant {File Number: 00023739} Table of Contents INTRODUCTION ..................................................................................................................... 3 ADVANCED SEARCHING ......................................................................................................... 4 SAVING YOUR SEARCH ........................................................................................................... 7 QUICK TABS ........................................................................................................................... 9 CREATING QUICK TABS ........................................................................................................ 10 CREATE USER LEVEL QUICK TABS ........................................................................................................................ 10 CREATE PROGRAM LEVEL QUICK TABS ............................................................................................................... 19 SENDING TO EXCEL .............................................................................................................. 29 COMPARISON FIELDS ON ADVANCED SEARCH ..................................................................... 30 DATE RANGES AVAILABLE .................................................................................................... 31 ADDITIONAL “BACKEND” FIELDS .......................................................................................... 32 Page 2 of 33 Time Matters: A Guide to Quick Tabs, Searches & Sorting {File Number: 00023739} Accellis Technology Group, Inc. INTRODUCTION
In Time Matters, you can perform many different kinds of searches from many different places. The type of search that we are going to talk about today is the “Advanced Search”. In order to properly perform an advanced search, you must be familiar with the setup of your database. The first difference to become familiar with is the “default form style” in your database. If your database is customized, you will have different fields of information that you may very well want to create Saved Searches and Quick Tabs for. First, we will talk about the default form style. These are the database fields that stay consistent across all of the “form styles”. For instance, each MATTER has fields for the following information: Client, Code, Status, Staff Name, etc. If you have customized a form style – you should STILL have the same information (in the same fields) for Client, Code, Status, Staff Name, etc., on the Matter. The customized fields such as “Date of Incident” will be on the customized form style – but should NOT be on the default form style. So – when you are doing advanced searches, you need to be able to think about the fields that you want to pull information from. If you want to search the Matter List for all of the Matters with a particular status – you would make sure that you are creating the search based on the default fields. Page 3 of 33 Time Matters: A Guide to Quick Tabs, Searches & Sorting {File Number: 00023739} Accellis Technology Group, Inc. ADVANCEDSEARCHING
Like all of the searches in Time Matters (with the only exception being the Conflict/Global Search) – you can only search one ONE record type at a time. One list. So, you need to think about what type of information you need to pull out of the database first – before you can even start an advanced search. As an example – I want to find out how many Matters are currently PENDING. There is a “Status” field on each matter. Everyone uses it in the Firm regardless of the type of Matter it is. I need to go to the Matter list to start the search. Next, you will see the following “Advanced Search” screen: Page 4 of 33 Time Matters: A Guide to Quick Tabs, Searches & Sorting {File Number: 00023739} Accellis Technology Group, Inc. If this is a field that is NOT a customized field, leave the “Use Form Style” on Default. Choose the Field. Here, in this example – we are looking for the field named “Status”: Next, you have to tell the search when you would like to know about Matters with the status field. You can do many things here. We are keeping it simple. We just want to see the Matters that have the Status of Pending. The criterion for the search is “Is Equal to”: Page 5 of 33 Time Matters: A Guide to Quick Tabs, Searches & Sorting {File Number: 00023739} Accellis Technology Group, Inc. Next, you have to tell the search one more piece of information. What the status should be equal to. In this case, we want all of the Matters that have the status of “Pending”. So, in the next field simply type that in: Page 6 of 33 Time Matters: A Guide to Quick Tabs, Searches & Sorting {File Number: 00023739} Accellis Technology Group, Inc. SAVINGYOURSEARCH
There are many reasons why you would want to save a search. You may need to run the same search every day, week, month or year. You may want to create a Quick Tab from a search that you want to save. You may want to later filter an entire list based on a saved search. There are many uses for saved searches and we will get into what some of them are a little later, but for now we will just show you how to save them. If you are testing – you may want to get your search perfect before you save it. But once you do, just re‐create the search and click on: Give your search a name. Make sure that the name is descriptive. Hit Ok. Page 7 of 33 Time Matters: A Guide to Quick Tabs, Searches & Sorting {File Number: 00023739} Accellis Technology Group, Inc. Now, any time you need to get back to that search. You can open the advanced search screen and it will show in the dropdown list of existing filters. Choosing your saved search will place the criteria into the box. Hit “ok” once the criteria pops in to perform the search. Choose it and hit ok: Page 8 of 33 Time Matters: A Guide to Quick Tabs, Searches & Sorting {File Number: 00023739} Accellis Technology Group, Inc. QUICKTABS
Quick Tabs can be created on any list. They are a very quick way to easily get to information out of your system. Quick Tabs can be used to run “reports” out of Time Matters. Quick Tabs – in earlier versions of Time Matters were found to be tabs across the top of the lists. (See below) They are now found on the “Navigation Pane” on the left‐hand side of the list. If you would like to see the quick Tabs in that “Tab” format, you can click on OPTIONS on that list, and select “Show Quick Tabs on Top of Main List”: Page 9 of 33 Time Matters: A Guide to Quick Tabs, Searches & Sorting {File Number: 00023739} Accellis Technology Group, Inc. CREATINGQUICKTABS
You can create Quick Tabs in several different places. Click on Options (on the list that you want to create or view the quick tabs from) and then select the Quick Tabs/Quick Menu tab: On this screen, you can also control – for this USER – which Quick Tabs are shown first (User Level or Program Level) and also how they should be sorted. If there are the following Quick Tabs : Account Status, Matters Created This Month, and Matters to Close, you may want them in a different order than alphabetical (so that Matters Created This Month – for Example – falls first). You can do this by switching to sort by “Specified” and use the “Up” and “Down” controls to the right to move them in the desired order. If you need to delete someone’s User Level Quick Tab, you can highlight it in the list here and then click “delete”. You can also “Change” a Quick Tab from here by highlighting it in the list and selecting change. Page 10 of 33 Time Matters: A Guide to Quick Tabs, Searches & Sorting {File Number: 00023739} Accellis Technology Group, Inc. Adding a New Quick Tab To Add a User Level Quick Tab here, click on “ADD”. You will likely see the following screen, which is the “Wizard”. For this class, we are going to turn the wizard OFF. Select “Do not use this wizard again” and then hit cancel: You will get a confirmation asking if you do NOT want to use the wizard the next time you add a Quick Tab. Select “NO”: Page 11 of 33 Time Matters: A Guide to Quick Tabs, Searches & Sorting {File Number: 00023739} Accellis Technology Group, Inc. When you hit “Add” again, you will be shown the first screen on the Adding a Quick Tab screen: The first thing you need to do is NAME the Quick Tab. While you have a lot of space, I encourage you to keep the name short and sweet. Once you enter the name in the name fields, when you get out of that field it will copy your text to all of the other list names. Unless you have a specific reason for changing a name on the list, keep the Quick Tab names all the same for consistency. For this example, we will name it “Pending Matters”. Page 12 of 33 Time Matters: A Guide to Quick Tabs, Searches & Sorting {File Number: 00023739} Accellis Technology Group, Inc. Choosing “Color” at the top‐right hand side of this screen colors the TAB if you are viewing the tabs across the top of the list. There is an additional choice on this list – it is to designate a “Powerview” that automatically comes up with you select this Quick Tab. By default – there is a program level default Powerview. For this Quick Tab we are going to choose a different Powerview named “Summary”. Also, there are 2 other choices that you may want to try changing if you so desire, those are the “Show Color Lines” and “Customize List Font”. This is just if you want to give the list a different look and feel. Switching to the “Fields” section of the Quick Tab setup will show the fields that will show up on the list. There 10 fields that will be here by default. They will likely need to be changed. You can change them by selecting them on either side (selecting on the “Available” side and choosing to “Add” them to the “In List” side, and also selecting on the “In List” side and choosing to “Remove” them from that List. **IF YOU HAVE CUSTOMIZED FIELDS, change the “Field Label Options” at the bottom to the FORM STYLE that has the customized field information in it. You will then get to choose the customized fields on the list. Page 13 of 33 Time Matters: A Guide to Quick Tabs, Searches & Sorting {File Number: 00023739} Accellis Technology Group, Inc. For this example we will remove the MatterNo, ClientNo, Tel/Fax, Status, Plaintiff and Defendant fields to look like this: Now that we have set up the name of the Quick Tab, and the Fields that will show up on the list, it’s time to choose the SEARCH that we created earlier. Select the “Filter and Sort” tab and it will take you here: Page 14 of 33 Time Matters: A Guide to Quick Tabs, Searches & Sorting {File Number: 00023739} Accellis Technology Group, Inc. The FIRST way that we will add the search criteria is by selecting the “Use Saved Search” box and selecting your saved search from the dropdown list: The other area to be concerned with is the “Record Sort” area. This is especially important if you REMOVE the MatterRef field from the Quick Tab Fields on the “Fields” tab. As an example, we may want to put this in Ascending Order by CLIENT, and not MatterRef. Change the MatRef field to Client by using the dropdown list. The Quick Tab will now put the list in Client order, Ascending: Page 15 of 33 Time Matters: A Guide to Quick Tabs, Searches & Sorting {File Number: 00023739} Accellis Technology Group, Inc. Once you are finished, hit “OK”. Your new Quick Tab will be in the User List. Hit “OK” here: Page 16 of 33 Time Matters: A Guide to Quick Tabs, Searches & Sorting {File Number: 00023739} Accellis Technology Group, Inc. Once you hit “OK”, you are returned to the Matter List and you should (within a few seconds) see your new Quick Tab appear: To test it out, simply click on it. Our test Quick Tab has a different font, line colors, and PowerView than the other lists. It also SORTS BY CLIENT. Page 17 of 33 Time Matters: A Guide to Quick Tabs, Searches & Sorting {File Number: 00023739} Accellis Technology Group, Inc. If you want to double‐check your sort, add the “Status” field to the list. You can do this on the “Fly” by right‐
clicking on the Column headers and adding “Status” to the list: Page 18 of 33 Time Matters: A Guide to Quick Tabs, Searches & Sorting {File Number: 00023739} Accellis Technology Group, Inc. Go to File (up at the top list), select “Setup” then “General” then “Program Level”: Once there, you will see the following screen. The Program Level settings open to the “General” tab: Page 19 of 33 Time Matters: A Guide to Quick Tabs, Searches & Sorting {File Number: 00023739} Accellis Technology Group, Inc. Time Matters comes with several Quick Tabs already set up in the system. They are Program Level tabs and some are based on the user who is logged in, or staff assigned to the user, so that while they are Program Level, they are still different based on the STAFF as logged in the system. If you open your Matters list, there should be one of these Quick Tabs created already for the STAFF logged into Time Matters. It should look like this: STAFF INITIALS – Matters Page 20 of 33 Time Matters: A Guide to Quick Tabs, Searches & Sorting {File Number: 00023739} Accellis Technology Group, Inc. You will need to go to the “Lists” tab to choose what list you would like to add/change or delete a Program Level Quick Tab: For this example, we will add a Program Level Quick Tab to show people the Matters that have been created in the last 90 days. For this Quick Tab select “Matter” from the select list type, and then click on “Set List Options”: The “Set List Options” page will open to the “General” tab, and you will need to select the “Quick Tabs/Quick Menu” tab: Page 21 of 33 Time Matters: A Guide to Quick Tabs, Searches & Sorting {File Number: 00023739} Accellis Technology Group, Inc. The Quick Tab section already has a Program Quick Tab called “My Matters”. It shows the Matters assigned to the Staff Member logged in. Here we are going to “Add” a new one, so click on add: We are going to name this “Created in Last 90”: Page 22 of 33 Time Matters: A Guide to Quick Tabs, Searches & Sorting {File Number: 00023739} Accellis Technology Group, Inc. On the “Fields” tab, we can remove all but the MatterRef, Staff, Client and Code. We also want to move the Client field “Up” so that it is first in the list: Next, on the “Filter and Sort” tab, we will be using the “Use Custom Search” option, and also changing the Record Sort to “Client”: Page 23 of 33 Time Matters: A Guide to Quick Tabs, Searches & Sorting {File Number: 00023739} Accellis Technology Group, Inc. Once we do that, hit the “Advanced” button under the “Use Custom Search” option. Here we will put in the following criteria to show the Matters created in the last 90 days. The field that we are basing our search on is a “back end” field. This field does not live on the Matter Form Style, but rather a field that is tracked on the back end of the database. It is called “Create Date” and falls to the BOTTOM of the list of fields. There is a list of these “back end” fields later in this manual. For the Comparison, choose “Date in Range”. This will give you a list in the “Compare to” section which allows you to choose a date range defined by Time Matters. In this case, we will choose “Last 90 Days”. So, your criteria for the search will look like this: Once you hit “OK”, you will be put back to the prior screen, hit “OK”. Then you will be back to the “Program List Settings” and you should see the “Created in Last 90 days” Quick Tab in the list. Hit “OK”. Page 24 of 33 Time Matters: A Guide to Quick Tabs, Searches & Sorting {File Number: 00023739} Accellis Technology Group, Inc. You can now hit “OK” once again and go to the Matter List to make sure that the Quick Tab is working as designed: Now, let’s say that you wanted to add a tab with 2 layers. This time you want to create a Quick Tab that shows you the Matters that were created in the Last 90 days that are also Bankruptcy Matters. You would go through the same process as before – to add a Quick Tab. This time the search criteria will look like this. You will use the “AND” command to build on your search. Page 25 of 33 Time Matters: A Guide to Quick Tabs, Searches & Sorting {File Number: 00023739} Accellis Technology Group, Inc. The area where Quick Tabs can really come in handy – and Quick Tabs that have detailed search criteria – is the ToDo List. The Program Level Quick Tabs that come with Time Matters for ToDos are the following: Very few Firms use the “Priority” field on the ToDos. If your Firm uses them – you can keep the Quick Tabs. If your Firm does not use the priority field, you can delete them here making way for more Firm customized Quick Tabs. The other Quick Tabs are designed to pull in the Staff member who is logged in. They also pull in the ToDo regardless if it has been completed (marked as “Done”) or not. There are ways to customize these Quick Tabs to further benefit your Firm. If you want to see the ToDos regardless of if they are marked done or not – that is fine. I would then suggest adding one Program Level Quick Tab based on the Staff logged in to simply show the ToDos (regardless of date) that have not yet been marked completed. I will start by when I am naming the Quick Tab I will put in a “Token” that will bring in the initials of the Staff member logged into Time Matters. This token is “{STAFF}” This will add an element of personalized (staff/user based) customization while keeping this Quick Tab a Program Level Tab: Page 26 of 33 Time Matters: A Guide to Quick Tabs, Searches & Sorting {File Number: 00023739} Accellis Technology Group, Inc. On the Filter and Sort Tab, the “Use Custom Search” criteria will be: You can always “Build” on the search criteria to add more detail. For example, if you want to create a Program Level Quick Tab for the Staff Member logged in that shows to ToDos that have not yet been marked done that are specifically Discovery ToDos, your search criteria would look like this: Page 27 of 33 Time Matters: A Guide to Quick Tabs, Searches & Sorting {File Number: 00023739} Accellis Technology Group, Inc. Now, for legal assistants working with Attorneys who both use ToDos, you may want to create a Quick Tab on a CERTAIN USERS list for another Staff Member. To Add a User‐Level Quick Tab from your computer for another user, select File, Setup, General, then User Level: You will see a screen similar to the Program Level Setup, but on the top left‐hand corner of the screen, you will see a dropdown to select a user (it will always default to the staff you are logged in as). Choose the Assistant who you want to have the Attorney’s ToDo List on, or vice versa) and then select the “Lists” tab. You will see the same setup as you did with Program Level, but these are all of the User Level Settings. Once you are on the list (in this case ToDo list) that you want to add the Quick Tab on – the procedure is the same. Add a new Quick Tab here and use the following search criteria: Page 28 of 33 Time Matters: A Guide to Quick Tabs, Searches & Sorting {File Number: 00023739} Accellis Technology Group, Inc. SENDINGTOEXCEL
Any Quick Tab can be easily “Sent to Excel”, making it easy to print the records, manipulate the columns, etc. When you are on a Quick Tab, hit “CTRL + T” to “tag” all of the records in the list (or only those records you want to send to Excel”. Locate the “Send to Excel” button on the list toolbar: Once you use that button, Excel will automatically open filling in the spreadsheet with 1) the records you have tagged in the list, and 2) the columns and sorting order of the list: Page 29 of 33 Time Matters: A Guide to Quick Tabs, Searches & Sorting {File Number: 00023739} Accellis Technology Group, Inc. COMPARISONFIELDSONADVANCEDSEARCH
Is Equal To For “lookup” fields, this will allow you to select from a list. Staff, MatterRef, Client – those are some of the fields with lookup lists. Is Less Than Date and Money Fields Is Less Than or Equal To Date and Money Fields Is Greater Than Date and Money Fields Is Greater Than or Equal To Date and Money Fields Has Can be any field. Has is important to use for records that can have more than one Staff – for instance, and you want to see all records with that Staff member, regardless of anyone else who could be assigned to that record as well Starts With Text search Is Not Equal To Yes and no fields should use this – Such as a ToDo is done, the criteria would be “is not equal to “Y”. Is In Similar to “Has”, can be used with Code and you can enter multiple codes, separated by a “,” Does Not Have Opposite of “Has” Day Is Equal To Date Fields Month Is Equal To Date Fields Day of Week is Equal To Date Fields Has Keyword Only used with Keyword feature Keyword Starts With Only used with Keyword feature Is Bank Any field, to look for field with no data Not Blank Any field, to look for field with data Date in Range Date fields Page 30 of 33 Time Matters: A Guide to Quick Tabs, Searches & Sorting {File Number: 00023739} Accellis Technology Group, Inc. DATERANGESAVAILABLE
All to Date Current Fiscal Year Current Month Current Quarter Current Week Current Year Fiscal Year to Date Last 7 Days Last 30 Days Last 60 Days Last 90 Days Last Fiscal Year Last Month Last Quarter Last Week Last Year Month to Date Next 7 Days Next 30 Days Next 60 Days Next 90 Days Next Month Next Week Next Year Quarter to Date Through Last Month Through Last Month (FY) Through Last Quarter Through Last Quarter (FY) Through Last Week Through Last Week (FY) Through Last Year Through Next Month Through Next Month (FY) Through Next Week Through Next Week (FY) Through This Month Through This Month (FY) Through This Quarter Through This Quarter (FY) Through This Week Through This Week (FY) Through This Year Today Tomorrow Week to Date Yesterday Page 31 of 33 Time Matters: A Guide to Quick Tabs, Searches & Sorting {File Number: 00023739} Accellis Technology Group, Inc. ADDITIONAL“BACKEND”FIELDS
Bill Date Linked Record ID Created By Create Date Create Time Modify Date Modify Time Page 32 of 33 Time Matters: A Guide to Quick Tabs, Searches & Sorting {File Number: 00023739} Accellis Technology Group, Inc. Warning: © Copyright 2010, Accellis Technology Group. All Rights Reserved. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic or otherwise, including photocopying. This manual is intended for use in a classroom environment, and is provided to you as part of your registration fee. You may not resell, nor reproduce this manual or the content within for any reason. Unauthorized reproduction or transmission, including any part of this manual is a violation of Federal law. Copyright and Trademark Notice: LexisNexis is a registered trademark of Reed Elsevier Properties Inc., used under license. Time Matters is a registered trademark of LexisNexis, a division of Reed Elsevier Inc. Other products or services may be trademarks or registered trademarks of their respective companies. © 2010 LexisNexis, a division of Reed Elsevier Inc. All rights reserved. This manual prepared and distributed by: Accellis Technology Group 216‐662‐3200 5350 Transportation Blvd. Suite 1 Cleveland, Ohio 44125 Page 33 of 33 Time Matters: A Guide to Quick Tabs, Searches & Sorting {File Number: 00023739} Accellis Technology Group, Inc.