for iphone® and android® smartphones · time from anywhere in the world, capturing time that...

Bellefield Systems

www.bellefield.com 888-333-2281

Bellefield Systems LLC All Rights Reserved www.bellefield.com

[email protected] 888.333.2281

iTimeKeep® 1.9

For iPhone® and Android® Smartphones

i T i m e K e e p U s e r G u i d e 1 . 9 f o r S m a r t p h o n e s

Copyright © 2013-2014 Bellefield System, LLC, All Rights Reserved 2 | P a g e

Table of Contents

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

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

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

Installing iTimeKeep on your iPhone ................................................................................... 5

Installing iTimeKeep on your Android ................................................................................. 6

Logging in to iTimeKeep ...................................................................................................... 7

Forgot your password? ........................................................................................................ 7

My Time Dashboard ............................................................................................................ 9

Viewing Un-submitted Timecards ..................................................................................... 10

Viewing Submitted Timecards ........................................................................................... 11

Using Filters ....................................................................................................................... 11

Adding Time ....................................................................................................................... 13

Choosing a Matter ............................................................................................................. 14

Selecting the Timecard Date ............................................................................................. 15

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......................................................................... 19

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

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

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

How to Create Your Own Abbreviations (iPhone only) ..................................................... 28

FAQ .................................................................................................................................... 28

Need more information? ................................................................................................... 30



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 1.9 for iPhone requires iOS 5 and up or for Android 2.3.3 and up.

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 smartphone.

Install Bellefield Connect service at the firm.

Receive your User ID and Password to login in to iTimeKeep.

Installing iTimeKeep on your iPhone

Go to the App Store, search “iTimeKeep” and click on Install (first time) 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 already installed.)



Installing iTimeKeep on your Android

Go to the GooglePlay Store, search “iTimeKeep” and click on Install (first time) or

Upgrade (if you have the previous version already installed).

Go to the GooglePlay Store, search “iTimeKeep” and choose install.



Logging in to iTimeKeep

The first time you login to iTimeKeep, you will need to provide 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 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 touch “Reset My Password.” A NEW password will be sent 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 it 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 Timecards

Un-submitted Timecards

Un-submitted timecards are those you have just entered but 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 those in iTimeKeep; however, you can always change the timecards directly from your Time & Billing System.

Using Filters

Main Filter

On the left side of your 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 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 the past 60 days and your favorite matters in your Time & Billing System. Suggested Matters are sorted by the most recently accessed first.

Searching for a Matter

If the matter you are looking for is not in “Suggested Matters,” type the Matter Name or Matter Number, Client Name or Client Number and select “Continue Search or Server.” This will access real-time 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 and Tomorrow.

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 from the Settings screen.



Using Task Codes

Matter Requires Task Codes

If the matter you chose requires Task Codes or Task Codes are optional, 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 will depend on how we setup iTimeKeep 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, iPhone 4S or iPhone 5, 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 entered 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 your 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 2 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 bottom

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 iPad 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 a 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 and your matter requires task codes, iTimeKeep will not let you save the entry until you have entered those. 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 it depends on your Time & Billing System. It can be used for location, for timecard activity code or any other supported code 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 (iPhone only)

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 to 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 on your mobile

device.

How long do I have my timecards on my smartphone?

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” (iPhone devices only)

Can I dictate my time if I don’t have an iPhone 4S or 5?

No, Unfortunately. Dictation is only available for the iPad 3, iPad 4th Gen, and iPhone 4S

& 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 in all devices you want: iPhone, iPad, iPod

Touch, Android, Kindle Fire and Web Browsers.

How do I see only unsubmitted 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.

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.

mailto:[email protected]



Need more information?

If you want to learn more about iTimeKeep and how it can help attorneys to efficiently enter time from 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 iphone® and android® smartphones · time from anywhere in the world, capturing time that...

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