Time Tracking - Other

The Time Tracking page allows you to view and record the details of activity for which you need to track your time spent. Note: this page does not itself track the time spent on an activity. Use the Time Tracking icon to actually track time. However, the system will automatically take you to this page at the end of a session of time tracking in order to save the record in the system.

The Structure of This Page

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1. Summary table. Displays the total monetary values (billable, non-billable, and overall) of the tracked time spent on behalf of each plaintiff. See Summary Table.

2. Add Time Tracking button. Used to add a new span of tracked time to the case file. See Adding Tracked Time.

3. Time Tracking table. Contains the time tracking details and allows various actions to be performed on them. See Time Tracking Table.

Summary Table

The Summary table totals the billing amounts in the Time Tracking table. It is updated automatically when changes are made to the Time Tracking table; no changes may be made to the Summary table directly. Each row of the table represents an individual plaintiff. See Tables for general information about table structure and usage, including all buttons and other tools in this table that are not mentioned below.

Columns in the Table

The Summary table contains the following columns:

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1. Client: The plaintiff whose time tracking totals are listed.

2. Total: The total value of all tracked time spent on the plaintiff's behalf. The sum of this column across all rows in the table appears below the last row of the column.

3. Billable No Status: The total value of all tracked time spent on the plaintiff's behalf that does not have a status attached to it. The sum of this column across all rows in the table appears below the last row of the column.

4. Billable Invoiced: The total value of all tracked time spent on the plaintiff's behalf which has been included on an invoice. The sum of this column across all rows in the table appears below the last row of the column.

5. Billable Paid: The total value of all tracked time spent on the plaintiff's behalf for which your firm has been paid. The sum of this column across all rows in the table appears below the last row of the column.

6. Billable Performed: The total value of all tracked time spent on the plaintiff's behalf for which the status is Performed.. The sum of this column across all rows in the table appears below the last row of the column.

7. Billable Total: The total value of all billable tracked time spent on the plaintiff's behalf. The sum of this column across all rows in the table appears below the last row of the column.

8. Non-Billable Amount: The total value of all non-billable tracked time spent on the plaintiff's behalf. The sum of this column across all rows in the table appears below the last row of the column.

Time Tracking Table

The Time Tracking table is where the details of spans of tracked time are stored. Each row of the table represents an individual span of time. See Tables for general information about table structure and usage, including all buttons and other tools in this table that are not mentioned below.

Columns in the Table

The Time Tracking table contains the following available columns:

1. Activity: The type of activity being performed during the span of time.

2. Status: The status of the activity.

3. Staff: The staff member performing the activity.

4. Clients: The plaintiffs on whose behalf the activity was performed.

5. Tracking Date: The date the activity was performed.

6. Start Time: The start of the span of time.

7. End Time: The end of the span of time.

8. Duration: The length of the span of time, expressed in hours and minutes.

9. Billing Rate: The amount billed for the activity, per hour.

10. Billable Amount: The total value of the activity over the span of time.

11. Billable?: Whether the span of time represents billable hours.

12. Shared Expenses: Whether the total value of the activity should be split equally among all plaintiffs.

13. Comments: Any comments about the span of time.

14. Action: Right-click icon; right-click menu contains Edit and Delete.

Additional columns are available for the Time Tracking table, which can be added by clicking on the Show/Hide Columns button. Columns can also be hidden using the Show/Hide Columns button. See Tables for general information about table structure and usage. The additional available columns are: Duration (hours), Invoice #, Invoice Date, Status Date.

Editing Tracked Time

To edit a span of tracked time:

1. Click the right-click icon in the Action column of the row representing the span of time you wish to edit, or right-click anywhere in that row. This will bring up a menu of options.

   • Alternatively, you can click the Edit icon in the Actions column of the row representing the span of time you wish to edit. This will bring up an Add/Edit panel for tracked time, with the existing information filled in. Skip to step 3.

2. Click the Edit option in the menu. This will bring up an Add/Edit panel for tracked time, with the existing information filled in.

3. Fill the fields in with your desired information. See The Add/Edit Time Tracking Panel for details about the fields.

4. Click Save to save the changes and close the panel.

   • If you decide you do not wish to save the changes, click Cancel instead of clicking Save to undo the changes and close the panel. You can also click the white X at the upper right of the panel to do the same thing.

Deleting Tracked Time

To delete a span of tracked time:

1. Click the right-click icon in the Action column of the row representing the span of time you wish to delete, or right-click anywhere in that row. This will bring up a menu of options.

   • Alternatively, you can click the Delete icon in the Actions column of the row representing the span of time you wish to delete. This will bring up a confirmation message (to avoid accidental deletions). Skip to step 3.

2. Click the Delete option in the menu. This will bring up a confirmation message (to avoid accidental deletions).

3. Click the OK button in the message to confirm the deletion.

   • If you decide you do not wish to delete the span of time, click Cancel instead of clicking OK to cancel the deletion. You can also click the black X at the upper right of the message to do the same thing.

   • Until you either confirm or cancel the deletion, you may not be able to visit any other tab in your browser.

Adding Tracked Time

To add a new span of tracked time:

1. Click the Add Time Tracking button. This will bring up an Add/Edit panel for tracked time, blank except for defaults.

2. Fill the fields in with your desired information. See The Add/Edit Time Tracking Panel for details about the fields.

3. Click Save to save the span of time and close the panel.

   • If you decide you do not wish to save the span of time, click Cancel instead of clicking Save to undo the changes and close the panel. You can also click the white X at the upper right of the panel to do the same thing.

The Add/Edit Time Tracking Panel

The Add/Edit Time Tracking Panel allows you to fill in the details of a span of tracked time. See Add/Edit Panels for general information about panel structure and usage. This panel contains the following fields:

1. Staff: The staff member performing the activity.

2. Activity: The type of activity being performed during the span of time.

3. Status: The status of the activity being performed.

4. Status Date: The date on which the current status was set for the activity.

5. Invoice #: The identification number of the invoice on which the activity was billed.

6. Invoice Date: The date on which the invoice on which the activity was bill was issued.

7. Tracking Date: The date the activity was performed.

8. Start Time: The start of the span of time. If the End Time field is not blank, changing the time in this field will automatically set the Duration and Duration (hours) fields to reflect the time difference between this field and the End Time field. If the End Time field is blank, changing the time in this field will automatically set the Duration and Duration (hours) fields to zero, and set the End Time field to the time in this field.

9. End Time: The end of the span of time. If the End Time field is not blank, changing the time in this field will automatically set the Duration and Duration (hours) fields to reflect the time difference between the Start Time field and this field. If the End Time field is blank, changing the time in this field will automatically set the Duration and Duration (hours) fields to zero, and set the End Time field to the time in this field.

10. Duration: The length of the span of time, expressed in hours and minutes. Changing this field will automatically set the Duration (hours) field to the equivalent of this field in hours with decimal points. If the Start Time field is not blank, changing this field will automatically set the End Time field to the time in the Start Time field plus the length of time in this field. If the Start Time field is blank, changing this field will automatically set the Start Time field to the current time, and set the End Time field to the current time plus the length of time in this field.

11. Duration (hours): The length of the span of time, expressed in hours, with two decimal points. Changing this field will automatically set the Duration field to the equivalent of this field in hours and minutes. If the Start Time field is not blank, changing this field will automatically set the End Time field to the time in the Start Time field plus the length of time in this field. If the Start Time field is blank, changing this field will automatically set the Start Time field to the current time, and set the End Time field to the current time plus the length of time in this field.

12. Billing Rate: The amount billed for the activity, per hour. If this field is not blank, clicking the Auto Calculate button next to it will automatically set the Billable Amount field to the amount in this field times the number of hours in the Duration field, counting minutes as 1/60 of an hour.

13. Billable Amount: The total value of the activity over the span of time.

14. Billable?: Whether the span of time represents billable hours.

15. Shared Expenses: Whether the total value of the activity should be split equally among all plaintiffs. If neither this field nor any of the checkboxes in the Plaintiffs field is selected, the record will not save.

16. Plaintiffs: The plaintiffs on whose behalf the activity was performed. This field is uneditable if Shared Expenses is selected. If neither Shared Expenses nor any of the checkboxes in this field is selected, the record will not save.

17. Comments: Any comments about the span of time.