Customize Settings in Timekeeping

Timekeeping introduced a host of new settings to customize your experience. Manage users, rates, time intervals, and more!

Before getting started make sure that your Timekeeping app is installed and up-to-date.

Time Tracking Admin Settings

The Time Tracking Admin Settings tab in the Time Tracking app allows an Admin to customize the Timekeeping experience for their Org. Access this tab through the App Launcher, or through the quick access bar at the top of the page. 

This tab has seven sections to choose from, each with their own settings to customize.

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Preferences

Duration Format

Adjust the displayed time format for Timers and Time Entries. There are three options to choose from:

  • hh:mm:ss
    • Track times by the second.
  • hh:mm
    • Track times by the minute.
  • Hour Decimal
    • Track times by portion of an hour.

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Regardless of which option you choose, you should see actively running Timers count the seconds when started. This is a visual queue to let you know that the timer is running.

Time Rounding

Timekeeping allows you to determine how your Org rounds time—up, down, to the nearest interval, or not at all. Round to the Nearest is selected by default. 

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You can also manage how Timekeeping determines billing intervals—by 60, 30, 15, or 6 minutes. This relates to how often the amount of time for an entry is allowed to be calculated. For example, 6 minutes corresponds to every 0.1 of an hour ( which is the typical court interval permitted).

Billing Settings

Set whether new entries are billable by default under Billing Settings

If your Org is a nonprofit and you do not bill your clients, you can disable billing. Doing so will hide rates, amounts, and billable fields. 

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Objects & Display

Navigate to Objects & Display in the Settings sidebar to adjust Object & Display Fields.

Object & Display Fields allows the Admin to determine to which Objects Users can save Time Entries. Admins can also dictate how those Objects will be displayed in Time Tracking. 

Orgs can save Time Entries to a maximum of five Objects. 

To add a new Object:

  1. Click Add Object.
  2. Type in the first few letters of the Object.
  3. Click the Object.
  4. Type the first few letters of the Primary Display Field.
    • This is what Users will see when selecting the Object.
  5. Click the Display Field.
  6. Click Save.

Default Ordering on Search Component

Within the Objects & Display section you can also adjust the default ordering on the search component, and what display fields are used when searching. This component is used in several places, such when searching for Time Entries in the Time Tracking app. To take advantage of this feature, just use the up and down arrows under the Actions column to adjust the object order.

Time Entry Form Display

This section allows you to dictate which fields are available when creating a Time Entry. These changes are reflected anywhere you can create a Time Entry, including from the Timer or when creating batches of Time Entries. Some items on this page cannot be edited, this is because they are required for the feature to work properly. 

You will notice that the upper section of this page contains standard Time Tracking fields. Further down on the page you will see custom fields for your organization. There is a button under the Custom Fields section if you would only like to see fields that are enabled. Screen_Shot_2021-07-16_at_11.18.34_AM.png

Adjust the toggle to the "active" position (slider to the right, highlighted blue) for each item you wish to appear on the Time Entry form. To deactivate any fields, just slide the toggle to the deactivated position. 

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You can also set whether you wish for a field to be required when creating a Time Entry. To do this, check the box under "Required" for any items you wish to make mandatory.

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As a reminder, you will not see the customize Time Entry form selections in detail views (such as the detail view from the Time Tracking page) you will only see these in our custom add Time Entry components.

As an example, below is what the Time Entry form may look like when clicking Add Time Entry from the Time Tracking page.

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And here is what the Time Entry form looks like when I've enabled and required the Narrative field from the Time Entry Form Display setting. Screen_Shot_2021-07-21_at_3.33.51_PM.png 

Time Entry Table Display

Time Entry Table Display allows you to determine which fields are displayed in Time Sheets and on the Matter (and Admin) View. 

Time and Amount Total

The two checkboxes on this page allow you to dictate what totals are displayed on the Time Entry Table. This is helpful if you don't think that users need to view time and/or amount totals.

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Columns

To add a column, click the blue plus button (+) and select from the list of options (all of the options available are accessible fields on the time entry itself). 

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Click above image to expand.

Manage Users & Rates

Manage Users & Rates allows the Admin to view all active and inactive Users in your Org, assign who uses Timekeeping, and see who can take bulk actions. 

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Click above image to expand.

Click the pencil icon next to a user to update their Time Tracking User Type and Time Tracking Role.

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Click the user's name itself to make even more granular changes, like editing their profile, adjusting who can log time as them (or who they can log time as), and adjust their Rates. 

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Update Permissions

Select one or more users and click the Update Permissions button to make changes. Alternatively, you can click the pencil icon next to an individual to just make changes to them. Remember that permissions can also be adjusted using permission sets.

Be sure that when updating permissions that you are not removing admin access from anyone that needs it.

Time Tracking User Type

Update what user type this user can log time entries as.

Time Tracking Roles

Roles provide transparency and detail to User profiles. Choose between Attorney, Case Manager, Paralegal, Accounting, and Managing Partner.

Time Tracking Permissions

Adjust time tracking permissions for the user. This can alter their ability to do things such as deleting time entries, and managing rates.

Access & Security

Time Entry Access

Time Entry Access determines whether Users in your org may log time on behalf of others, and whether they are able to see others' entries. Users must be granted permission to access the Time Entries object via Salesforce setup in order for them to view or log time for all Users. This is why some selections are greyed out by default. For more on this, see our Timekeeping installation article

The first option—What types of time entries can non- time tracking admin users view?—lets you adjust what non-time tracking admin users can see.

The next section allows you to specifically dictate if users can log time on behalf of other users, and if so if there are any limitations. There are four options for this setting:

  • Yes, all users can log time for other users
    • An unrestrictive option that allows full flexibility. However, this may also allow users to add time entries that shouldn’t have the ability to do so.
  • Yes, but they must be granted access but that user or a time tracking admin
    • Allows the ability for others to submit time entries, but only with the explicit approval of that other user (or the admin). For example, this is especially convenient for lawyers who wish to grant access to their paralegals.
  • Yes, but they must be granted access by a time tracking admin
    • Allows the ability for others to submit time entries, but only with approval from an admin.
  • No, only time tracking admins can log time for others
    • Disables this functionality.

If you wish to revoke access to log time, make changes outside of business hours. A pop up will appear with this warning as well.

Rate Access

Admins can view Rate access settings from the Time Tracking Admin Settings tab; however, changes must be made from Salesforce Setup. See this article for instructions on making Time Rate changes, and this article to read more about setting Rates. 

Data Migration Settings

Time Entry & Rate Calculation

This setting must be enabled in order for Time Entry and Rate Access to function properly. Disable access calculation when performing a data migration of time entries or rates.

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