Time Matters and Billing Matters Administration Guide

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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 Matters

To start a manual backup:

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

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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

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Create a Scheduled Backup in Time Matters

Time 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.

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Additional Scheduled Backups

The 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, or Windows 8: 1. Click the Windows Start button.

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

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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.

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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

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Import Data from a Previous Version of Time Matters

The first time you start the Time Matters or Billing Matters 14.1 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. Note 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. Important Note

If you upgraded from Time Matters 11 or higher, you do not need to import your data, as Time Matters 14.1 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. Warning 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 your data: 1. If the Import wizard is not already open, in Time Matters or Billing Matters 14.1, 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. 3. Click Next. 4. Select the configuration file associated with the data you want to import. n If you are importing from Time Matters 10.0, do the following:

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n 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. 5. Click Next to continue to the Time Matters Backup page. The wizard verifies that there is sufficient hard drive space to import the data. 6. Select one of the following options: n Select No if your version 14.1 database is empty (i.e., you have not opened Time Matters/Billing Matters and entered data prior to this import procedure). n Select Yes if you opened Time Matters/Billing Matters 14.1 and entered any new data before this import procedure. 7. Click Next. 8. Select one of the following:

n Select Imported Data replaces Time Matters 14.1 Data if your version 14.1 database is

empty (i.e., you have not opened Time Matters/Billing Matters and entered data prior to this import procedure).

n Select Imported Data is ADDED to Time Matters 14.1 Data if you opened Time

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Create a Security Profile

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

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. 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 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.

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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

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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

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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

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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

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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

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

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Set Up Synchronization with Microsoft Outlook

After upgrading to version 14.1, you must set up Microsoft Outlook to synchronize with the new version 14.1 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.

n If the link fails, a message is displayed indicating that Outlook software was not found. Follow the

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n 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.

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12. Click Next.

The Confirm Before Making Changes window opens.

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14. Click Next to continue. 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 Outlook

Complete 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.

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Set Up Synchronization with Microsoft Exchange

Important Note With the release of Time Matters and Billing Matters 14.1, 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.

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.

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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.

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:

n Time Matters 10 or lower: On the Windows Start menu,go to All Programs > LexisNexis >

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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 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. 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.

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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 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.

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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.

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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.

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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:

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2. Click the Add button.

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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:

n If you selected Use Rate Table, select a rate table in the list and the rate table level to use by

default.

n If you selected Hourly Rate, enter the amount to charge per hour.

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