for ipad - aderant · 2017. 9. 10. · 3 | p a g e about itimekeep itimekeep is the mobile time...

Bellefield Systems

www.bellefield.com 888-333-2281

Copyright © 2013-2014 Bellefield System, LLC, All Rights Reserved 1 | P a g e

iTimeKeep® 1.9

for iPad

i T i m e K e e p U s e r G u i d e 1 . 9 f o r i P a d


Table of Contents

About iTimeKeep ...................................................................................................... 3

What Is New in iTimeKeep 1.9? ............................................................................... 3

Getting Started ......................................................................................................... 5

Installing iTimeKeep ................................................................................................. 5

Logging into iTimeKeep ............................................................................................ 6

My Time Dashboard ................................................................................................. 8

Viewing Submitted Timecards ............................................................................... 10

Using Filters ............................................................................................................ 10

Adding Time ........................................................................................................... 12

Choosing a Matter .................................................................................................. 13

Selecting the Timecard Date .................................................................................. 14

Entering the Number of Hours............................................................................... 15

Using Task Codes .................................................................................................... 16

Entering the Timecard Description ........................................................................ 17

Saving a Timecard .................................................................................................. 18

Editing, Copying and Deleting a Timecard ............................................................. 18

Submitting your Time ............................................................................................. 20

Working with Timers .............................................................................................. 21

iTimeKeep Settings ................................................................................................. 26

How to Create Your Own Abbreviations ................................................................ 29

FAQ ......................................................................................................................... 30

Need more information? ....................................................................................... 31



About iTimeKeep

iTimeKeep is the mobile Time Entry solution for Attorneys on the Go! Attorneys enter time from anywhere in the world, capturing time that otherwise would not be recorded. iTimeKeep integrates seamlessly with your Time & Billing System. Matters and task codes are retrieved in real time on your iPad, iPhone or Android. As soon as you submit your time from your smartphone, it will be synced with your Time & Billing System.

IMPORTANT: iTimeKeep 1.8 requires IOS 5 or later.

What Is New in iTimeKeep 1.9?

Timers (Start/Stop Watch)

Track your time with iTimeKeep’s

straightforward “Timers” interface. You will

never lose a bill- able minute.

You can start and stop timers on multiple

matters. When the task at hand is complete,

touch “Finalize” to submit the entry to the “My

Time” dashboard.

By default, the Timers feature is turned off. You

may turn it on in “Settings.”



Search Results Can be Sorted in Different Ways

You can now choose how you want to sort the

results of your matter search. You have multiple

options to choose from.

To access this feature, go to Settings / Matter

Search Sort, and touch on the sorting option

that best fit your needs. By default, search

results will be sorted by Client Name, Matter

Name.

Improved Suggested Matters Sort

Order

The most recently accessed matter appears first on the list. In other words, the matter you used last will be the first on the list and so on. Many iTimeKeep users suggested that matters should be sorted in this manner. Thanks for your great feedback and keep it coming!



Getting Started

Before you start using iTimeKeep, please make sure you have completed the

following prerequisites:

Download and install iTimeKeep on your iPad.

Install Bellefield Connect service at the firm.

Receive your User ID and Password to login to iTimeKeep.

Installing iTimeKeep

Go to the App Store, search “iTimeKeep” and click on Install or Upgrade (if you

have the previous version already installed).

Go to the App

Store, search

“iTimeKeep.”

Select Install or

Upgrade (if you

have the previous

version installed).



Logging into iTimeKeep

The first time you login to iTimeKeep you will need your User ID and Password.

You can click the “Remember me” option to save your login credentials.

Forgot your password? If you forget your password, you can quickly reset it. A new password will be sent

out to you via email, including a link to change it.



Select “Reset it”

From the main iTimeKeep

login screen, select “Reset

it.”

Enter Email

Enter your email address

and click on “Reset My

Password.” At this point a

NEW password will be send

to you. Your old password

will be replaced.

Change your Password After you have requested a

new password you will

receive an email with a

randomly generated

password. Click on the link

provided in the email to

change to something that is

familiar to you.



My Time Dashboard

When you login to iTimeKeep, you will land on the “My Matters Dashboard.”

Here you will see both un-submitted timecards and the timecards that you

already submitted to your Time & Billing System.

“My Time” will display only the timecards that you have entered in iTimeKeep via

any mobile device.



Viewing Un-submitted Time Cards

Un-submitted Timecards

Un-submitted

timecards are those

you have just entered

and have not been sent

to your firm’s Time &

Billing System. They

have a blue dot next to

them.

Pending to Submit

The total of un-

submitted timecards

will show up at the

bottom of the screen.

Confirm

Select Yes or No to

submit your timecards.

Once you have done

that, you cannot edit

the timecards in

iTimeKeep.



Viewing Submitted Timecards

Submitted Timecards

Submitted timecards are

those you released to be

sent to your Time &

Billing System. Once they

are submitted, you

cannot edit them in

iTimeKeep; however,

you can always change

the timecards directly

from your Time & Billing

System.

Using Filters

Main Filter

On the left side of you

screen, you can filter your

timecards by time period,

submitted time entries, un-

submitted time entries or

matter.



Filter by Time Period

You can see only timecards

created within a period of

time.

Filter by Status

You can see timecards by

status submitted or un-

submitted.

Filter by Matter

The matter filter shows

only the matters for which

you have entered time. Just

tap on the matter, and it

will show only timecards

for that matter.



Adding Time

Add a New Timecard

To enter a new timecard,

tap the plus sign located at

the top right of “My Time.”

Time Entry Screen

The new timecard screen

will appear.

You must complete the

information on the screen

before you can save your

timecard.



Choosing a Matter

Suggested Matters

When you tap on the

Matter field, the Search

Matter pop-up appears.

iTimeKeep will show

“Suggested Matters.”

These are matters that you

have entered time for in

past 60 days and your

favorite matters in your

Time & Billing System.

Searching for a Matter

If the matter you are

looking for is not in

“Suggested Matters,” type

Matter Name or Matter

Number, Client Name or

Client Number and select

“Search.”

This will access real-time

the matters in your Time &

Billing System.



Selecting the Timecard Date

Select Date

By default the date is set to

“Today.”

If you need to change it,

tap on the Date field and

the calendar will appear.

You have buttons for

Today, Tomorrow and

Yesterday.



Entering the Number of Hours

Select Hours

To enter the number of

hours for your timecard,

select the “Hours Field.”

There are defined buttons

for tenth of an hour or

quarter of an hour.

If your firm does not enter

time in quarters of an hour,

you can change that in

Settings.



Using Task Codes

Matter Requires Task Codes

If the matter you chose

requires Task Codes, you

will see those fields on the

“Add Time” screen. You

need to select a value in

order to save the timecard.

Matter Does Not Require Task Codes

If the matter you are

entering time for does not

require Task Codes, those

fields will not be visible in

the “Add Time” screen.

Third Code

iTimeKeep has a timecard

code that depends on how

iTimeKeep is set up, based

on your Time & Billing

System. For some systems

it can be Location Code or

Time Activity Code. If you

need more information

please contact

[email protected]



Entering the Timecard Description

Typing Timecard Description

This is a free-text field for

you to enter the

description of your work.

As soon you start typing,

the keyboard will appear

for you to type the

timecard’s description.

Dictating Timecard Description

Dictation is the new typing.

If you have an iPad 3 or

iPad 4th generation, you can

use Siri to dictate your

work description.

Touch the microphone

button on the keyboard

and dictate your time.

When complete, touch

“Done.” It works well!



Saving a Timecard

After you enter the timecard information, touch the “Save” button on the top

right of your screen.

After the timecard has been saved, you will be on the “My Time” dashboard

screen, and your newly entered timecard will show up as un-submitted (blue dot)

and the total number of hours un-submitted will increase.

Editing, Copying and Deleting a Timecard

Deleting a Timecard

You can only delete “un-

submitted” timecards.

Timecards already

submitted to your Time &

Billing System will remain

read-only.



Editing a Timecard

You can only edit “un-

submitted” timecards.

Timecards already

submitted to your Time &

Billing System will remain

read-only.

To edit a Timecard, go to

the “My Time” dashboard,

select the entry you want

to edit, and you will see the

“Time Entry” screen. After

you make changes, tap

“Save.”

Copying a Timecard

If you want to copy an

existing timecard and

create a new one based on

that, go to the “My Time”

dashboard, select the

timecard you want to

duplicate, tap and hold for

two seconds. Select the

option Duplicate & Edit.

A new timecard will be

created with the exact

same information as the

copied timecard. Make

your changes, and save the

timecard.



Submitting your Time

New timecards are created as un-submitted timecards. You can identify them by

the blue dot. Un-submitted timecards will stay in that status until you submit

them to your Time & Billing System.

In the “My Time” dashboard, you will see (at the bottom of the screen) the total

count of timecards that are un-submitted and waiting to be sent to your firm’s

Time & Billing System. There is no limit for how long you can maintain timecards

in un-submitted status, however it is a good practice to release those at least

once a day.

When you are ready to submit your timecards, touch the Submit button at the

top right of the “My Time” screen and confirm.

As soon as your timecards are submitted to your firm’s Time & Billing System,

they will be created as un-finalized timecards.

You can modify timecards, only while they are in the un-submitted status, once

they have been submitted, you cannot change them from your mobile device.



Working with Timers

Timers work well for attorneys who want to automatically record how much time

they spend on a specific task. Timers are turned off by default. If you want to use

them, go to “Settings” and turn them on (see below for more detail).

Turning On Timers

Go to Settings and turn on the switch. After Timers are on, you will see the “My Timers” menu

option at the bottom of the screen.



Create a New Timer

To create a new timer, go to the “My Timers” screen and touch the + sign at the top right.

Start a Timer

Choose a matter and touch “Start.” As soon as you start the timer, time elapsed (in seconds)

will be displayed on the screen. Enter a description of your time activity, which you can edit

and complete later. You can stay on the “Timer” screen or choose “Save.” You may continue

with other tasks in iTimeKeep or on your smartphone.



Stop a Timer

Once you complete your time activity, touch “Stop,” then “Save.”

My Timers

After you save a timer, you will remain on the “My Timers” screen. From “My Timers” you can

resume a timer or start a new one.



Multiple Timers

From the “My Timers” screen, you can create as many timers as you wish. Only one timer can

be running at a time. You can stop the current running timer and switch to another one.

If a timer is running, and you start a previous timer, the former timer will stop.

Finalize a Timer

When you are finished with a timer, touch “Finalize,” and the “Add Time” screen will appear

so you can complete the required fields for your time entry.

Finalize a Timer and Complete Time Entry

After you finalize your timer, you must complete the required time entry fields. Touch “Save,”

and your entry will be available on the “My Time” dashboard. You may now submit it to your

Time & Billing System.



Delete a Timer

To delete a timer, go to the “My Timers” screen.

Choose the timer you want to delete. Tap and hold for three seconds. Touch “Delete,” and

then touch “Yes.”



iTimeKeep Settings

The new iTimeKeep Settings offers users more control on how they want to enter

time. Settings are located at the bottom of your screen.



The following is the list of settings available in this version:

Database The name of the server at your firm where

iTimeKeep is connected.

Cached Application Data Use this setting to refresh and update your

iTimeKeep information. For example, if you

entered time from your iPhone and want all of

your timecards refreshed, select this option.

Login Information “Clear” Use this setting to wipe out your credentials

from the iTimeKeep login screen. You typically

want to do this in case you need to hand your

device to someone else and want your

credentials to be removed.

Zero-hour Time Entries Turn on/off to allow/not allow entering

timecards with zero hour value. The default is

set to not allow zero time.

Validate 1st Code This field is typically the UTBMS Task Code.

The setting is "on" by default. When the

setting is on, if your matter requires task

codes, iTimeKeep will not let you save the

entry until you have entered them. If codes

are not required, you will not be prompted.

We recommend that you always have this

option on.



Validate 2nd Code This field is typically the UTBMS Activity Code.

The setting is "on" by default. When the

setting is on and your matter requires task

codes, iTimeKeep will not let you save the

entry until you have entered them. If the

codes are not required, you will not be

prompted. We recommend that you always

have this option on.

Validate 3rd Code This field is configurable and depends on your

Time & Billing System. It can be used for

location, for timecard activity code or any

other code supported by your Time & Billing

System. For more information please contact

[email protected].

Time Increments You may select time increments when

entering time. If you firm works with 1/10 of

an hour, select 1/10. If your firm works only

with 1/4 of an hour, select 1/4. Select both if

your firm allows for both.

Future Work Dates If this setting is enabled, you will not be able

to enter a timecard for a future date.

Timers By default Timers are turned off. Once you

turn the switch on, the My Timers menu will

show up at the bottom of the screen.

Matter Search Sort Select how you want the results of your

matter search be ordered. Choose from one

of the options there.



How to Create Your Own Abbreviations

Abbreviations are helpful when entering timecard descriptions. You may create

and maintain your own abbreviations by following these steps. When you are

typing a description, enter the shortcut code you created. iTimeKeep will

immediately convert the abbreviation to the full phrase.

From your iPhone/iPad desktop, select the Settings App and then select

“General” Settings / Keyboard / Shortcuts. Select “Add New Shortcut.” Type the

Phrase and Shortcut code.



FAQ

Can I use iTimeKeep if I’m not connected to Wi -Fi or 3G?

No. You need have connectivity in order to enter timecards and submit them to

your firm.

I cannot connect to iTimeKeep even though I’m connected to the Wi-Fi and

3G. What do I do?

It is likely that the service running iTimeKeep at your firm is down. Please contact

your IT administrator.

Can I modify a submitted timecard through iTimeKeep?

No. Once they are submitted to your firm they cannot be changed.

How long do I have my timecards on my iPad or iPhone?

Entries are kept for approximately six months.

Who should I contact for technical support?

You should contact your IT department or contact Bellefield Support

[email protected]

My firm only bills in 10 th of an hour. Can this be setup?

Yes, go to the “About” menu at the bottom of the screen and under

“Settings/Time Increments” choose the 1/10 option.

Can I access my abbreviations while typing my timecard description?

Yes. You can create your own by following the steps explained in this user guide

“How to Create Your Own Abbreviations.”

Can I dictate my time if I don’t have an iPhone 4S?

No, Unfortunately. Dictation is only available for the iPad 3, iPad 4th generation,

iPhone 4S and iPhone 5.

Can I delete a timecard after I submitted it to my Time & Billing System?

No. Once you have submitted your time to your Time & Billing System, you

cannot edit or delete a timecard. You will need to do that from your Time &

Billing System.

Can I use iTimeKeep from multiple devices?

Yes, your iTimeKeep license can be used on as many devices you want: iPhone,

iPad, iPod Touch, Android, Kindle Fire and Web Browsers.

How do I see only un-submitted entries in “My Time Dashboard?”

From “My Time,” under the filter area at the left of “My Time,” tap on the

“Status” box and select “Un-submitted”.

My Timers are not showing at the bottom menu.

mailto:[email protected]



Go to “Settings,” and switch the Timers option on.

Can I change the order in which Matter Search Results are displayed?

Yes. Go to setting and tap on the option “Matter Search Sort”. Choose the sort

order that better fit your needs. The default sort order is by Client Name/Matter

Name.

Can I have more than one timer running at the same time?

No. Only one timer can be running at a time. You can have multiple timer activity,

but only one can be running. When you switch to a timer from another, if there

was one timer running, it will stop and start running the one you just activated.

Need more information?

If you want to learn more about our iTimeKeep mobile solution and how it can

help attorneys to efficiently enter time anywhere, we will be delighted to assist

you.

General Enquiries

Email: [email protected]

Phone: 1-888-333-2281

Customer Support

Email: [email protected]

Phone: 1-888-333-2281 then Select 0

for ipad - aderant · 2017. 9. 10. · 3 | p a g e about itimekeep itimekeep is the mobile time...

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