Below you will find the recommended steps a system admin will take for configuring the Time & Billing application. Please follow the steps as they are listed to ensure the best outcome for you and your organization. 

If you are upgrading to a newer version of Time & Billing, you do not need to follow these steps. Instead, head over to our list of latest releases to learn what you need to do to seamlessly transition to a newer version. 

Install and Permissions

Install for Specific Profiles 

You should be provided with a link to a Time & Billing install package (likely from your CSM, Litify Account Manager, or Sys Admin) prior to starting this process. After clicking this link, it should direct you to the install/upgrade page for the Litify Time & Billing package. Once on this page, follow the steps below to install the package.

  1. Select the 3rd option, Install for Specific Profiles.
    • The reason we do this is to ensure that only those that need access to the app have it. This helps end-users by restricting them from places they don’t need to be (and where they could cause harm).

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  2. Check the acknowledgement box next to “I acknowledge that I’m installing a Non-Salesforce Application...”.
  3. Set the Access Level for the System Administrator to Full Access
    • This might already be done. 
  4. Ensure that the Access Level for all other profiles is set to No Access
  5. Click Upgrade.
  6. The package installation process will begin.
    • This process can take some time—usually several minutes. As a courtesy, the system will let you know if the package is taking more than a couple of minutes to install, and will let you know that you will be notified via email once the installation completes. 

Uncheck "Grant Access Using Hierarchies"

  1. Click the Setup Cog near the top of the page and click Setup.
  2. On the Setup page type "Sharing Settings" into the Quick Find bar and click Sharing Settings.
  3. Click Edit.
  4. Scroll down to Time Entry and uncheck the box next to it. 
  5. Do the same for Time Rate.

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  6. Click Save.

Revealing the Time Tracking Object

  1. Click the Setup Cog and click Setup.
  2. Type "Profiles" into the Quick Find bar and click it. This should appear under the Users heading.
  3. Navigate to System Admin
    • This may be on page 2, depending on how many profiles your Org uses.
  4. Click Edit.
  5. Check the box next to Time Tracking under the Visible column. Not the radio button under the Default column.

    unnamed__43_.png

  6. Click Save.
  7. Navigate to Standard User under Profiles
  8. Click Edit
  9. Check the box next to Time Tracking. Not the radio button under the Default column.
  10. Click Save. 

Assign System Admin to the Time Tracking Admin Permission Set

  1. Click the Setup Cog and click Setup.
  2. Then type "Permission Sets" into the Quick Find bar and click it.
  3. Scroll to Time Admin and click it

    Annotation_on_2021-04-20_at_13-38-49.png

  4. Click Manage Assignments.

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  5. Click Add Assignments.
  6. Check the box next to your System Administrator.
  7. Click Assign
  8. Click Done.

Adding Individuals to Billing Permission Sets

To take full advantage of the Billing application, add individuals within your organization to the correct Billing-specific permission set. 

  1. Click the Setup Cog and click Setup.
  2. Then type "Permission Sets" into the Quick Find bar and click it.
  3. Scroll to the billing permission set you would like to add users to and click it. The four Billing-specific permission sets are listed below. For more information on these permission sets, please see our related article
    • Billing Setup: Intended for users who are setting up Matters.
    • Billing User: Intended for users who will be interacting with bill records, managing WIP and prebills, and working on Matters.
    • Billing Admin: Admin level permission set for all billing records. 
    • Delete Costs: Specific permission set that allows members to delete cost entries.
  4. Click Manage Assignments
  5. Click Add Assignments.
  6. Check the box next to your System Administrator.
  7. Click Assign
  8. Click Done.

Removing Old Items

Remove the Old Time Entries Component from Matter Layout

  1. Open any Matter page.
  2. Click the Setup Cog and click Edit Page.
  3. Click the Time Entries component on the right.
  4. Click the trash icon.
  5. Click Save.
  6. Activate for Desktop and phone.
  7. Click Save
  8. Click Back to exit out of the Edit Page view.

TK_post_install_3.gif

Click the gif above to expand. 

Remove the Old Time Entries Related List from Matter layout

  1. Click the Setup Cog
  2. Type "Object Manager" in the Quick Find bar. 
  3. Click Object Manager. 
  4. In Object Manager, search for the Matter object and click it. 
  5. Click Page Layouts
  6. Click Page Layout Assignment. 
    • This will allow you to see which page layouts are in use.
  7. Once you know which page layouts need to be changed, return to Page Layouts > [Matter Layout in Use].
  8. Scroll to Time Entries.
  9. Click the remove icon.
  10. Click Save.

TK_post_install_4a.gif

Click the gif above to expand. 

Adding New Components

Add Time Tracking to Matter Layout

  1. Open any Matter page.
  2. Click the Setup Cog and click Edit Page.
  3. Click the Matter Component.

    Screen_Shot_2021-04-04_at_9.12.32_PM.png

  4. On the right, click Add Tab. This will create a new tab, at the bottom of the list of tabs, named Details.

    Screen_Shot_2021-04-04_at_9.12.42_PM.png

  5. Click on the new tab—the Tab Label window will appear—and click Custom at the top of the picklist.

    Screen_Shot_2021-04-04_at_9.12.51_PM.png

  6. Label the new tab "Time & Billing" and click Done.
    • You can drag the new tab anywhere you’d like within the list (often to the top).
  7. Click the new Time & Billing tab within the Matter Component. 
  8. Type "Time Entries" into the search bar on the left.
  9. Drag and drop the Time Entries component into the Time tab on the Matter Component.
    • Don’t worry if you drag the component into the new tab and it says that it’s not configured. We will configure this tab in a later step.

      Screen_Shot_2021-04-04_at_9.13.03_PM.png

  10. Click Save
  11. Activate for Desktop and phone and click Save.

Add Client Matter Billing component to the Matter Layout

  1. Open any Matter page.
  2. Click the Setup Cog and click Edit Page.
  3. Click the Matter Component
  4. On the right, click Add Tab. This will create a new tab, at the bottom of the list of tabs, named Details.
  5. Click on the new tab—the Tab Label window will appear—and click Custom at the top of the picklist. 
  6. Label the new tab "Client Matter Billing" and click Done.
    • You can drag the new tab anywhere you’d like within the list (often to the top).
  7. Click the new Client Matter Billing tab within the Matter Component. 
  8. Type "Client Matter Billing" into the search bar on the left.
  9. Drag and drop the Client Matter Billing component into the Client Matter Billing tab on the Matter Component.

    Annotation_on_2021-11-22_at_10-14-05.png

  10. Click Save
  11. Activate for Desktop and phone and click Save.

Add Timer to the Utility Bar in the Matters + Intakes App

This flow is going to be different depending on whether you use a custom utility bar, or one managed by Litify.

If Your Org Uses a Custom Utility Bar: 

  1. Click the Setup Cog and click Setup.
  2. Type "app manager" into the Quick Find Bar and click App Manager.
  3. Scroll until you see the app name for your custom utility bar. 
  4. Click the down arrow to the far right of that entry.   
  5. Click Edit.
  6. Click Utility Navigation in the left panel. 
  7. Click Add Utility Item
  8. Type "Utility Bar Timer App" and click to add it. 
  9. Use the arrows to control its position in your Utility Bar. 
  10. Set Width to "400" and set Height to "680"
  11. Check the box for Start Automatically
  12. In another tab, refresh your Matter page to ensure the Utility Bar has updated. 
    • If your custom Utility Bar contains the old Stopwatch, make sure to remove it by clicking Remove in the upper right corner. 

If Your Org Uses a Litify-Managed Utility Bar (like Litify Matters):

  1. Click the Setup Cog and click Setup.
  2. Type "app manager" into the Quick Find Bar and click App Manager.
  3. Click New Lightning App.

    Screen_Shot_2021-04-04_at_9.16.06_PM.png

  4. Use the App Name section to name the new app whatever you'd like. 
    • Note that this will be displayed at the top. 
  5. The Developer Name field will populate automatically.
  6. Adjust the app image, description, and color if you’d like.
  7. Click Next.
  8. Here you can adjust the Navigation and Form Factor and Setup and Personalization settings, but we recommend that you leave them as default.
  9. Click Next
  10. Click Add Utility Item.
  11. Type each item in the search bar and click its name to add it to the Utility Bar. 
    • For our example we added: My Matters, matterQuickSearchWidget, Recent Items, DiceQueueSelectorWidget, and Utility Bar Timer App.

      Screen_Shot_2021-04-04_at_9.16.16_PM.png

  12. Click the Utility Bar Timer App
  13. Set Width to "400" and Height to "680".
  14. Check the box for Start Automatically
  15. Click Next.
  16. Select the Navigation Items you'd like to appear in the top bar and click the right arrow (>) to add them.
    • In this example, we chose Account Brands, Matters, Intakes, and Time Tracking Admin Settings. Screen_Shot_2021-04-04_at_9.16.25_PM.png
  17. Click Next.
  18. Select which user profiles can access this app and click the right arrow (>) to add them.
    • We’ve added System Administrator and Standard User. Screen_Shot_2021-04-04_at_9.16.36_PM.png
  19. Click Save & Finish.

Add Time Tab to Mobile Navigation

  1. Click the Setup Cog and click Setup.
  2. Type "Salesforce Navigation" into the Quick Find bar.
  3. Click Salesforce Navigation
  4. Click Time in the Available column.
  5. Click the Add/right-arrow icon.
  6. Click Save.

Screen_Shot_2021-04-04_at_9.18.38_PM.png

Add Rates Tab to Parties Pages

  1. Open a client's Parties page by selecting them from the Parties/Accounts dropdown, or by searching for them in the global search bar—the main search bar at the top of all Salesforce pages.
  2. Click the Setup cog (top-right of the page) and click Edit Page.
  3. Click the main component on this page and click Add Tab.

    Annotation_on_2021-12-02_at_08-46-50.png
  4. Click the new tab in the sidebar—initially named "Details"—and select "Custom" from the Tab Label dropdown. Then enter Rates in the Custom Label field before clicking Done.
  5. Click on the new Rates tab you've created.
  6. Search for Client Matter Billing in the components sidebar, and drag that component onto the Rates tab.
  7. Click Save at the top of the page.

Configure Time Tracking to Save to Objects 

  1. From the new Utility Bar click Time Tracking Admin Settings
  2. Click Objects & Display
  3. Click Add Object.
  4. Select the Objects on which you'd like to have the ability to save Time Entries, in this case we chose Matters. 
  5. Click Add. 

Time & Billing Settings Page Configuring

After performing the initial setup steps found within this article, you will want to review our Time & Billing Settings Page Overview article. This article covers the various sections found on that page, and what additional steps you will need to perform to get your Time & Billing application up and running. Some critical parts of that page are listed below:

  • Time Access & Security: Decide what types of time entries non-time tracking admins can view, and determine if users can log time on the behalf of others.
  • Objects & Display (Time Tracking): Determine which objects can have time entries saved to them. Also select primary and secondary display fields for the selected objects. This step is critically important to the creation and management of time entries.
  • Time Entry Form Display: Determine what information is captured when adding Time Entries.
  • Time Entry Table Display: Determine what fields are visible in Time Entry data tables—found on records and within the Time Tracking Admin View.
  • Timekeepers & Classifications: Manage Timekeepers, Classifications, and Classification Codes. This section is critical to establishing and automating rates based on individuals and the group(s)—referred to in-app as classifications—they are a part of.
  • Objects & Display (Costs): Determine which objects can have costs saved to them. Also select primary and secondary display fields for the selected objects. This step is critically important to the creation and management of costs.
  • Cost Form Display: Determine what information is captured when adding Costs.
  • Cost Table Display: Determine what fields are visible in Cost data tables.
  • Billing Preferences: Set whether your staff will be permitted to pick rates when creating time entries and costs, or whether the system will pick the rate automatically after save. 
  • Billing Code Management: Create and manage your billing code sets, and the billing codes within them. It is not possible to have a billing code without associating it to a billing code set.

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