Tip #276 - Set Automatic Reminder To Prompt User For Time Tracking Entries

Most law firms using SmartAdvocate operate on a contingency basis where time tracking is not normally documented. Many firms, however, need to document the time spent on a matter because they have hourly billing or their practice area requires time tracking (e.g., some Mass Torts cases).

There is a dedicated Time Tracking Page in SmartAdvocate where entries can be entered manually.

You can configure the system to automatically trigger a popup reminder for you to make a time tracking entry whenever you exit a case. This is a great convenience since you do not need to remember to start the time when you access a case and then remember to stop the clock upon leaving the case. Furthermore, you can set the configuration to be applicable to only certain Case Group(s). So, if your firm practices in different areas, the feature can be made to apply to only certain matter types (e.g., not applicable to Auto Accident Cases but applicable to Defective Pharmaceutical cases).

Note: The settings must first be configured by your SmartAdvocate Systems Administrator, but once done, the functionality will be available to all users.

Here’s How:

1. Go to Admin > System Parameters

2. In the Group Description column filter for Time Tracking and in the Parameter Description column locate “Case groups with automatic time tracking”

3. Edit the Time Tracking item to include the Case Group(s) for which you want to activate the Automatic Time Tracking feature

4. Save your selections
   
   

Going forward, when a user accesses a case in the selected group, the time tracking feature will be automatically activated. When the user exits the case, a popup will appear reminding them to make the appropriate time entry in the case. The amount of time spent in the case will be automatically filled in (and the amount in dollars, based on the user’s billing profile, will also be calculated automatically).

If the user chooses the “Add Record” Option, the Edit Time Tracking Page will appear and they can make an appropriate entry for the associated activity.

If the “Dismiss” option is selected the popup disappears but the clock keeps running.