A Comprehensive Guide to Using Time Matters Software

By Wells H. Anderson, J.D.

I. Introduction to Time Matters
II. Getting Started with Time Matters
III. Managing Client Matters
IV. Calendar and Scheduling
V. Document Management
VI. Billing and Invoicing
VII. Report Generation
VIII. Contact Management
IX. Task Delegation
X. Customizing Views
XI. Troubleshooting Common Issues
XII. General Usage Tips and Tricks
XIII. Conclusion

I. Introduction to Time Matters

Time Matters stands as a robust practice management software solution designed to optimize the workflows and enhance the productivity of legal professionals. This comprehensive platform integrates a suite of functionalities essential for the efficient operation of a modern legal practice. At its core, Time Matters provides tools for meticulous client and matter management, comprehensive calendaring and scheduling, organized document management, streamlined billing and invoicing, insightful reporting, effective contact management, and efficient task delegation. The primary aim of Time Matters, as highlighted by experts in the field, is to alleviate the burden of administrative tasks, thereby allowing legal professionals to dedicate more time to billable activities and superior client service. This guide is specifically crafted to provide a thorough understanding of how to utilize these features effectively. It is important to note that the focus of this document is solely on the operational aspects of using Time Matters. Topics such as the initial installation of the software, the process of upgrading to newer versions, or the procedures for converting data from previous systems fall outside the scope of this guide, as per the user's request.

II. Getting Started with Time Matters

Navigating the Time Matters interface effectively is the first step towards maximizing its potential. The software presents a user-friendly environment comprised of several key elements. The Main Menu serves as the central access point to all of Time Matters' modules and functionalities. Lists, such as Contacts, Matters, Calendar, and Documents, provide organized views of different types of records within the system. Individual Forms are used to enter, view, and edit the details of specific records. Notably, Quick Tabs are a significant feature that allows users to create customized views of their lists, displaying only the most relevant information. These tabs enable a personalized experience, making it easier to focus on specific sets of data within the various lists. For example, a user can create a Quick Tab in the ToDo list to show only tasks assigned to them. The consistent emphasis on Quick Tabs across various resources underscores their fundamental role in user interaction and efficient navigation within Time Matters.

While this guide does not cover the initial installation process, understanding the initial setup of user-level preferences is crucial for a personalized experience. Time Matters allows individual users to configure certain aspects of the software to better suit their working habits. For instance, users can set the default starting time that appears when they open their calendars. To configure this, a user would typically navigate to the Main Menu, then to File, Setup, General, User Level, and finally to the Starting time of Calendars when opened. This level of customization ensures that the calendar view aligns with the user's typical workday. Similarly, users can customize form options, such as setting the default file extension for saving documents. This can usually be found under File, Setup, General, User Level, and then by clicking the Forms button and selecting Documents. Setting a default extension like '.docx' can streamline the document saving process, preventing the need to manually select the file type each time a document is saved. Therefore, even without delving into installation, the initial setup focuses on personalizing the user experience through various user-specific settings that impact daily workflows.

III. Managing Client Matters

Effective management of client matters is a cornerstone of any legal practice, and Time Matters provides a robust system for organizing all case-related information. The ability to keep all vital case details, including contacts, emails, notes, documents, appointments, and tasks, in a centralized location prevents information overload and allows for quick retrieval of necessary data. This central repository ensures that all members of a firm have access to the relevant information, fostering better collaboration and reducing the risk of overlooking critical details.

Accessing and navigating matter records within Time Matters is facilitated by efficient search functionalities. Users can typically search for specific matters using various criteria, such as the client name, matter number, or keywords. This capability is essential for quickly locating the required information, especially in a busy legal practice where time is of the essence. The ability to rapidly retrieve matter-related data contributes significantly to overall efficiency.

A key aspect of matter management is the ability to link various records to the relevant client matters. This includes associating contacts, documents, emails, calendar events, and tasks with the specific case they pertain to. By linking these records, Time Matters provides a holistic view of each case. Users can easily see the complete history and current status of a matter without having to search through different modules. For example, all emails, documents, and appointments related to a particular client matter can be accessed directly from the matter's record.

Time Matters also allows for the customization of matter forms to track specific matter-related data. Firms can add custom fields to these forms to capture information unique to their practice areas or specific client needs. This customization ensures that the software can be tailored to track the precise details that are important to the firm's operations. For example, a firm specializing in real estate law might add custom fields to track property addresses or closing dates. The flexibility to adapt Time Matters to these unique requirements makes it a versatile tool for various legal practices. In essence, managing client matters effectively within Time Matters relies on the ability to centralize, readily access, seamlessly link, and fully customize information, forming the foundation of efficient case management.

IV. Calendar and Scheduling

The calendar and scheduling features in Time Matters offer a comprehensive system for managing appointments, deadlines, and events. The software typically provides different calendar views, including Daily, Work Week, and Monthly, allowing users to visualize their schedules in a way that best suits their needs. These multiple perspectives offer flexibility in how users plan and review their time commitments.

Navigating the calendar efficiently is enhanced by several useful features. Time Matters 14 introduced a Six-Day Sliding View, an undocumented feature that allows users to view and work with any six consecutive days starting from the Work Week view. This is particularly helpful for seeing weekend events and planning for the upcoming week. To access this view, users can click anywhere on the last visible day of the Work Week view and press the right-arrow key. Additionally, in the Monthly Calendar view, users can scroll through weeks by clicking anywhere in the calendar and pressing the Up or Down Arrow keys. The Magic Tab Key provides another navigation shortcut: by clicking on any event in any calendar view and pressing the Tab key, users can jump to the next event. Pressing Enter then opens the selected event. These less obvious features can significantly improve the speed and efficiency of calendar navigation. Users can also navigate to future and past weeks using the arrow keys or the Reference Calendar, and while a specific shortcut for returning to today isn't always explicitly mentioned, most calendar applications include a "Today" button or similar option.

Managing events within the calendar is made easier with features like pop-up descriptions. In the Work Week view, hovering the mouse over an event typically displays a pop-up with the event's description and other details. Time Matters also provides ways to view events that are not immediately visible on the screen. If events are off the top or bottom of the calendar, small triangle icons usually appear in the day cells; clicking these icons reveals the off-screen events. Alternatively, users can click on a day and use the Up or Down Arrow keys to scroll through the times. Rescheduling events is intuitive with the drag-and-drop functionality. Users can click and drag an event to a new time or day. If an event is dragged onto a time slot that is already occupied, Time Matters will often automatically adjust the existing event to make room. Creating new events can also be done by clicking and dragging across a block of time and then pressing the Insert key or right-clicking and choosing "Add Event".

Users can also set their calendar preferences to tailor the view to their work habits. This includes setting the starting time that appears at the top of the calendar days and choosing which days of the week are displayed in the Work Week view. These settings can usually be found under the File, Setup, General, User Level, and Calendar sections of the Main Menu.

Scheduling client appointments can be done directly within the Time Matters calendar by creating new events. Additionally, Time Matters can integrate with online scheduling tools, offering clients a convenient way to book appointments. If Time Matters is integrated with a billing program, users can often save time by directly entering time records from the calendar when scheduling appointments. This feature links scheduling with timekeeping, ensuring that all billable activities are accurately recorded without the need to enter the information separately. While the research material doesn't explicitly detail how to make deadlines stand out on the calendar, this is a common feature in calendar applications, often involving color-coding or visual alerts. Overall, the calendar in Time Matters serves as a central hub for managing time, appointments, and deadlines, offering a variety of features to enhance navigation and efficiency.

V. Document Management

Time Matters provides a robust document management system that acts as a central repository for storing and organizing all legal documents. This centralized system significantly reduces paper clutter and enhances the accessibility of important files, making it easier to locate information and collaborate on documents.

To effectively utilize the document management system, setting up the document search functionality is crucial. This involves configuring the document indexer, which catalogs the content of documents, and then setting up the document search for each user. The Time Matters documentation provides detailed instructions on creating and building a document index. It is also recommended to specify file extension exclusions for the indexer. Excluding irrelevant file types can improve the performance of the search function by reducing the amount of data that needs to be indexed.

Organizing documents within Time Matters involves associating them with the relevant matters and contacts. This linking ensures that documents are easily accessible within the context of a specific case or client. Additionally, users can customize the document form folder fields to align the system with their firm's specific terminology. This customization allows for specifying Client and Matter field names that differ from the default options.

For collaborative document editing, Time Matters offers a document check-out and check-in feature. This functionality prevents conflicts that might arise when multiple users attempt to edit the same document simultaneously. When a user checks out a document, it is locked for editing by others until it is checked back in. For searching through a large volume of older electronic documents, external searching utilities might be necessary, as suggested by some experts.

Occasionally, users may need to move documents to the correct folder within Time Matters. The system offers several methods for achieving this, including using cut-and-paste in Windows File Explorer, dragging and dropping files directly into Time Matters, or using the "Save As" functionality within the document record. Each method provides flexibility in rectifying document organization errors.

To enhance efficiency in document creation, Time Matters allows users to utilize existing documents as templates. This feature saves time and improves accuracy by providing a pre-formatted structure for frequently used documents. Users can also set the default file extension for saving documents, such as '.docx' for Microsoft Word files. This user-level setting streamlines the saving process. In summary, effective document management in Time Matters relies on a combination of organized storage, robust search capabilities, features for collaborative editing, and the use of templates to maximize efficiency.

VI. Billing and Invoicing

Time Matters includes features to streamline the billing and invoicing processes for legal practices. While more advanced billing functionalities might be available in the separate Billing Matters software, Time Matters offers core capabilities for creating and managing client invoices.

A significant time-saving feature is the ability to send invoices to clients via email. Users can create standard email templates containing payment instructions and thank you messages. These templates can be set up under the Billing Options in the File, Setup menu. In the billing preferences for each matter, users can specify the email address and subject line for sending invoices. After invoices are posted, those with the email option selected will appear in the Time Matters Personal Inbox Outbox, ready to be sent.

Time Matters also allows for the application of discounts to invoices, whether it's a discount on a single invoice or a recurring discount on multiple future invoices. These discounts can be applied as a flat amount or as a percentage of the total bill. For clients who have overdue balances, Time Matters provides the functionality to send statements showing any unpaid invoices and the total amount due. This feature is crucial for managing accounts receivable and ensuring timely payments.

A common issue that users may encounter is the inability to save invoices and reports to PDF files. This problem can sometimes occur in Time Matters and Billing Matters. A common fix involves closing Time Matters, opening Windows File Explorer, navigating to the Time Matters installation directory (usually C:\Program Files (x86)\LexisNexis\Time Matters), and running the Install.exe file as an administrator. This process often resolves issues with the PDF generation capabilities. In essence, billing and invoicing within Time Matters are designed to simplify the financial administration of a legal practice, from generating and sending invoices to managing payments and troubleshooting common technical difficulties.

VII. Report Generation

Time Matters offers a variety of report generation capabilities, allowing firms to track and analyze key aspects of their practice. Generating these reports provides valuable insights into the firm's performance and helps in making informed business decisions.

Several specific report examples are noteworthy. The software can generate an Accounts Receivable or Aging report, which is essential for monitoring outstanding client balances. Additionally, reports on Total Fees Billed and Fees Received provide a clear picture of the firm's revenue generation over specific periods. For firms using Billing Matters, a Revenue by Staff report can be generated, detailing the revenue brought in by each timekeeper within a specified date range. This report can be subtotaled by staff, offering valuable insights into individual contributions.

Beyond the built-in reporting features, Time Matters allows users to send lists to Microsoft Excel for further analysis and the creation of custom reports 15. After filtering the desired records in a Time Matters list, users can typically find a "Send to Excel" button that copies all the information into an Excel spreadsheet. This flexibility allows firms to leverage Excel's powerful data manipulation and visualization tools. As discussed in the Billing and Invoicing section, saving reports to PDF is also a common requirement, and the troubleshooting steps mentioned earlier apply to general report generation as well 9, 11, 14,. Overall, Time Matters provides a range of reporting options, both built-in and through data export, enabling legal practices to effectively monitor their performance from various perspectives.

VIII. Contact Management

The contact management features in Time Matters provide a centralized system for managing information related to clients, prospects, vendors, and other important contacts. This central database improves communication and helps in building strong relationships with all stakeholders. Time Matters allows users to track a wide range of information for each contact, including addresses, phone numbers, email addresses, and even personal details if needed.

Similar to matter forms, contact records can be customized by adding custom fields to track specific information relevant to the firm's needs. This flexibility ensures that the software can capture all the unique details about each contact that a legal professional might require. Linking contacts to relevant client matters is another crucial aspect of contact management in Time Matters. This association provides context and facilitates communication within specific cases, making it easy to identify all parties involved in a particular matter.

To help users focus on specific groups of contacts, Time Matters allows for the creation of filters for contact lists. By setting criteria, users can display only the contacts that meet those conditions, such as clients in a specific practice area or contacts associated with a particular matter type. Additionally, the Matter Monitor feature can be used to display pop-up warnings whenever a specific client or matter record is opened. This can serve as a reminder of important information or specific instructions related to that contact or case. In conclusion, effective contact management in Time Matters goes beyond simply storing information; it involves organizing, linking, and customizing contact data to enhance communication and streamline workflows.

IX. Task Delegation

Time Matters includes a task delegation system that allows users to assign and track tasks within the software, primarily through the ToDo list. This feature is designed to improve team collaboration and ensure that work is distributed effectively.

Delegating a task, or ToDo, in Time Matters involves several steps. Typically, a user would go to the Matter list, highlight the relevant matter, and then add a new ToDo. When creating the ToDo, the delegator can set a due date, assign a priority level, write a description of the task, and specify the staff member to whom the task is being delegated. The system often automatically records who delegated the task. Clear delegation features ensure that tasks are assigned with all the necessary details for the assignee to understand and complete the work.

Once a delegated ToDo is completed, the assignee can return it to the delegator for review. The process usually involves changing the status of the ToDo to "Returned," which then moves it to the delegator's "From Others" tab in their ToDo list. This workflow allows the delegator to review the completed work and provide feedback or mark the task as done. Marking a ToDo as "Done" is the final step in the process. This can often be done by right-clicking on the ToDo in the list and selecting "Mark Done" or by opening the ToDo record and checking a "Done" checkbox. This allows for easy tracking of which tasks have been completed.

Effective task delegation also requires follow-up. Delegators should regularly monitor the progress of the tasks they have assigned to ensure they are on track and to address any potential issues that may arise. Some firms schedule regular meetings to review delegated ToDos and discuss any challenges or new tasks. The task delegation system in Time Matters is therefore a valuable tool for streamlining workflow, improving efficiency, and ensuring accountability within a legal team.

X. Customizing Views

Time Matters offers several ways for users to customize how they view information within the software, enhancing productivity by allowing them to focus on the data that is most relevant to their current tasks. Two primary methods for customizing views are using Quick Tabs and creating Filters.

Quick Tabs are a powerful feature that allows users to select specific fields and filter records in any of the Main Lists, including Contacts, Matters, Events, ToDo's, Documents, Billing, Email, and Outlines. When a Quick Tab is clicked, it displays the records with the chosen fields as columns. Users can create, edit, and manage Quick Tabs to tailor their view of the data. This involves selecting which fields to display as columns and defining the criteria for filtering the records. For example, a user might create a Quick Tab in the Contact list to show only active clients with their primary phone number and email address. Time Matters distinguishes between User Level Quick Tabs, which are visible only to the user who created them, and Program Level Quick Tabs, which are accessible to all users in the system. User Level Quick Tabs can often be copied to other users if desired.

Filters provide another way to customize data views. Instead of creating a Quick Tab, users can create an Advanced Search and save it as a Filter. This allows them to show specific subsets of data without the need to customize the columns displayed. For instance, a user might create a filter in the Matter list to show only open cases related to a specific client. Creating and using filters can be a quicker alternative for simpler filtering needs.

Beyond Quick Tabs and Filters, Time Matters also allows for the customization of individual field properties. Users can change the labels that appear for fields, add tool tips to provide more information about a field, and even modify the underlying field names in some cases. This level of customization allows firms to align the software's terminology with their own internal language and specific data tracking requirements. By empowering users to customize their views through Quick Tabs, Filters, and field property adjustments, Time Matters enhances productivity and reduces information overload, making it more adaptable to individual user needs and workflows.

XI. Troubleshooting Common Issues

Users of Time Matters may occasionally encounter issues that require troubleshooting. Fortunately, a variety of resources address common problems. One frequent issue is Time Matters crashing or freezing. This can stem from various causes, including an unprotected computer lacking an uninterruptible power supply (UPS), outdated Microsoft Windows software, overloading the system with too many open programs, or poor network connections. Performance settings in Windows can also contribute to silent freezes. Solutions often involve ensuring the computer is protected by a UPS, keeping Windows updated, closing unnecessary programs, checking network connections, and adjusting Windows performance settings. For example, adjusting visual effects in Windows to "Adjust for performance" and then selectively enabling certain features like "Smooth edges of screen fonts" can help. Additionally, setting the power management for network adapters to prevent the computer from turning off the device to save power can be beneficial. Adjusting real-time antivirus software to exclude the Time Matters application and data folders is also a recommended step. Finally, ensuring that hardware drivers for the monitor, video card, and mouse are up to date can resolve some intermittent crashes.

Another common error is the "Unable to Connect to SQL Server" message. This often occurs when multiple instances of the Time Matters process (tmwe.exe) are running in the background. The solution involves closing Time Matters, opening the Windows Task Manager (by right-clicking on the taskbar), going to the Details tab, finding any instances of tmwe.exe, and clicking "End Task" for each one.

Issues with creating Acrobat PDF files from Time Matters can also arise. This might manifest as the software prompting for a folder when it should save automatically or simply failing to create the PDF. A common fix is to remove the Time Matters Private Driver. This can be done by going to the Devices and Printers window (accessible via the Control Panel), right-clicking on "Time Matters Private Driver," and selecting "Remove." Additionally, closing any invisible instances of the Time Matters program by ending all tmwe.exe processes in the Task Manager (as described above) can also resolve this issue.

Users may also need to manage messages within Time Matters Messenger. To delete a message, highlight it in the TM Messenger window and click the "Delete" button. Multiple messages can be deleted by checking the boxes next to them and then going to "TM Messenger Window Menu | Process | Delete Records". To undelete a message, navigate to "Main Menu | File | Recycle Bin," locate the message, check the box next to it, and click "Undelete".

When using Time Matters Exchange Sync, users might need to clear their Outlook calendar before synchronization under specific conditions. A step-by-step guide for deleting all events from the Outlook Calendar is often provided in a PDF format, emphasizing the importance of backing up both the Outlook Calendar and the Time Matters database beforehand, 10].

Finally, issues with Desktop Extensions, which integrate Time Matters with other applications, can sometimes occur. Troubleshooting these issues often involves resetting the Desktop Extensions configuration by deleting the contents of the LexisNexis folder in the local application data directory (for Windows XP) or the AppData\Local directory (for Windows 7). This action will typically cause the Extensions to re-request the Time Matters user ID and password. The emphasis on troubleshooting across numerous resources highlights its importance for ensuring a smooth user experience with Time Matters.

XII. General Usage Tips and Tricks

Beyond the core functionalities, Time Matters offers several general usage tips and tricks that can enhance efficiency. For instance, when the cursor is in most date fields, users can utilize simple shortcuts to enter dates quickly. Pressing the Up arrow advances to the next day, while the Down arrow goes to the previous day. Typing 'T' will enter today's date. Users can also type a month and day (e.g., '6/15' for June 15th of the current year) or the first letter of the month followed by the day (e.g., 'd7' for December 7th).

While not explicitly detailed in the research material, the ability to quickly check a ToDo as done is likely available through a right-click option or a simple checkbox within the ToDo record. Similarly, making deadlines stand out on the calendar is a common feature in scheduling software, often achieved through color-coding or alerts. The research material does not provide specific details on backfilling in merge templates or creating a file of all emails on a matter.

However, there are shortcuts for firing triggers within Time Matters. Users can go to the Time Matters menu on a Form and select Edit, then Triggers. Alternatively, they can press Alt-E R or Ctrl-G on a Form, or Ctrl-Shift-G on a List. These shortcuts can save time for users who frequently use triggers to automate actions. Time Matters also allows users to control the display of archived records on a form. This setting can usually be found within the properties of a list or tab, allowing users to show or hide archived items as needed.

Customizing a Time Matters field is also possible. Users can navigate to File, Setup, Templates, Form Styles, select the desired form, choose a field, right-click on it, and then enter a custom label, tool tip, and field name, as well as choose a field type. For users who integrate scanning into their workflow, recommended ScanSnap settings include Auto Color, Best quality, PDF, Auto Size, Skip Blank Page, Rotation, Deskew, Continue, and Compression 3. These settings aim to optimize the scanning process for use with Time Matters. These general usage tips and tricks can collectively contribute to a more efficient and streamlined experience with Time Matters.

XIII. Conclusion

This guide has provided a comprehensive overview of the key functionalities and usage aspects of Time Matters software, drawing upon a wealth of information from expert resources. By understanding and implementing the strategies outlined in this document, users can effectively leverage Time Matters for managing client matters, scheduling appointments, organizing documents, handling billing and invoicing, generating reports, managing contacts, delegating tasks, and customizing their software experience. The emphasis on troubleshooting common issues further equips users with the knowledge to resolve potential problems and maintain a productive workflow. Time Matters, when utilized to its full potential, offers significant benefits in terms of organization, productivity, and overall efficiency in managing a legal practice. Its integrated features are designed to streamline daily operations, allowing legal professionals to focus on delivering high-quality legal services and achieving success for their clients.