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Legal eXchange Vendor Guide Release 21.2
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Table of Contents Table of Contents .......................................................................................................... 2
Recent Updates ............................................................................................................. 3
Self Service User Administration – Activate/Inactivate Users ................................................. 3
Home Page ..................................................................................................................... 4
Preferences .................................................................................................................... 5
Update Email Address............................................................................................................ 5
Password Reset ..................................................................................................................... 5
Managing the Firm Info ................................................................................................. 7
Editing Demographic Information ........................................................................................... 7
User Administration ................................................................................................................ 8
Viewing and Updating Users .................................................................................... 9
Client IDs ............................................................................................................................... 9
Adding Client IDs ..................................................................................................... 9
Removing Client IDs ................................................................................................ 9
Email Notifications .................................................................................................................. 9
Adding/Removing Names and Emails ...................................................................... 9
Assigning Email Notifications ................................................................................. 10
Matters ......................................................................................................................... 12
Reconciling Matters ...............................................................................................................12
Missing Matters .....................................................................................................................13
Timekeepers ................................................................................................................ 15
Adding timekeepers ..............................................................................................................15
Invoices ........................................................................................................................ 17
Uploading Invoices ................................................................................................................17
Manually Entering or Editing Invoices ....................................................................................19
Manually Entering an Invoice ................................................................................................19
Editing an Invoice ..................................................................................................................23
Reviewing Invoices ...............................................................................................................23
VALID / SUBMIT TO CLIENT:................................................................................ 24
ERROR / RESOLVE ERROR: ............................................................................... 24
DUPLICATE / SUBMIT TO CLIENT ....................................................................... 25
OPEN / CLIENT APPROVAL ................................................................................. 25
OPEN / PAYMENT ................................................................................................. 25
PAID / NONE ......................................................................................................... 25
REJECTED / NONE ............................................................................................... 25
Appealing Invoices ................................................................................................................25
Steps to Appeal an Invoice: ................................................................................... 26
Budgets ........................................................................................................................ 28
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Printable Budget Form ..........................................................................................................28
Draft Budgets ........................................................................................................................28
Submitting Budgets to Client .................................................................................................29
Editing Budgets ...................................................................................................... 30
Notes/Attachments ...................................................................................................... 30
Direct Invoice Attachments ....................................................................................................30
Creating a Note .....................................................................................................................31
Attachments (within Notes) ...................................................................................................31
Viewing Notes and Attachments ............................................................................................32
Notes Tab ..................................................................................................................... 33
Events Tab ................................................................................................................... 34
Creating Events.....................................................................................................................34
Revision History .......................................................................................................... 36
Recent Updates
Timekeeper Diversity Information - OPTIONAL
At the request of the Insurance Carrier, Legal eXchange will now provide law firms/vendors the
ability to post Diversity information at the timekeeper level following a similar pattern as what is
being done through the ABA. This new feature is completely optional.
Self Service User Administration - Add New Users
Legal eXchange will now allow law firms/vendors to create their own new users when they see fit. If a new billing clerk or attorney has been hired by the firm/vendor, existing users of Legal eXchange will be able to create the new user account for the new hire. More information can be found below.
System Email Validations
We have added validations to the cc fields on our Case Manager, Matter Problem, Missing Matter and Matter Details emails to prevent users from sending these types of notifications to the Legal eXchange Support Desk. Each of these emails are designed for correspondence between the vendor/firm and their client. If a user attempts to send one of these notifications to a Legal eXchange Support email address, the system will display an error and force the user to fix the problem before the email can be sent.
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Matter Details Email
Legal eXchange will now allow law firms to email Matter Details to non-legal vendors outside of
Legal eXchange. This will help allow law firms to share matter information with non-legal
vendors so that they can submit invoices through Legal eXchange.
LEDES 2000 Invoice Format
Legal eXchange will now allow law firms to submit invoices in the LEDES 2000 invoice file
format.
Self Service User Administration – Activate/Inactivate Users
Legal eXchange will now allow law firms to activate or inactivate users for their firms through an intuitive self-service option within the Firm Info tab. Edit History will be tracked for these changes and displayed in within the Log tab.
Home Page After entering your user name and password at https://law.legalexchange.com, you will be prompted to select a client if you use Legal exchange for more than one. After choosing the client you would like to work on, press Select. The full Legal eXchange Home Page will display as shown below. From this screen, you can navigate to Invoices, Matters, Timekeepers, Firm Info, Budgets, or Log. Depending on the client you may also have Notes and Events. You can also upload invoices or conduct a quick search to jump to a specific invoice or claim number. This guide provides information about each of the tabs appearing at the top of your Home page. To upload invoice files for submission to your selected client, click on Browse. After selecting the file, please click on Upload to submit it. Note that you should click on the link entitled Upload Multiple Files to conveniently upload more than one file. You can also upload files from the Invoices tab. For more information about how to upload files, please refer to the Invoices section of this reference guide. From the Home page, you can also use the Quick Search features to search for a specific Invoice or Claim Number. Many, but not all, clients use the Claim Number field. If your client doesn’t currently use the Claim Number field utilize the Invoice field for Quick Search.
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Preferences
Update Email Address
To update your email address stored in Legal eXchange select Preferences from any Legal eXchange view and users will be presented with a pop-up box that allows them to Reset their password or Update Email Address.
1. User Selects “Preferences” 2. Add new or update existing email address in Email Address Box 3. User Selects Update Email Address button
4. Users can reset their password by taking the following steps in the Set Password Section:
a. Entering their Current Password b. Enter a New Password c. Enter your New Password Again d. Passwords MUST meet ALL the following criteria to be valid
i. The password must contain at least 8 characters ii. The password must contain an UPPER case letter iii. The password must contain a number iv. The password must contain a non-alphanumeric symbol ie: (,%,*,#,!,$,)
e. Select “Set” to save new password
Password Reset
Law Firm and Vendor Users who have forgotten their User Name or Password can reset this information using the self-service link “Forgot your User Name or Password?” on the login page of https://law.legalexchange.com . Users selecting the “Forgot your User Name or Password?” link will be asked to provide their lastname and the email address they used to register in Legal eXchange. Legal eXchange will utilize this information and upon validation of the user information Legal eXchange will send the user an email containing their new temporary password and a separate email containing their user name. The user can then login to Legal eXchange with the temporary password. Upon the first successful login users will be required to reset their password before being granted full access to the application.
1. User Selects “Forgot your User Name or Password?”
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2. User enters their Last Name and Email Address in respective text boxes in the Login Help popup box
3. Users select “Submit”
4. Upon validation user will receive two emails from [email protected] one containing their User Name and a second email containing their Temporary Password
5. User can then login using their User Name and Temporary Password 6. User will be prompted to enter a New Password and enter the New Password Again
a. Passwords MUST meet ALL the following criteria to be valid i. The password must contain at least 8 characters ii. The password must contain an UPPER case letter iii. The password must contain a number iv. The password must contain a non-alphanumeric symbol ie: (,%,*,#,!,$,)
7. User selects “Save” to save their new password
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Figure 1: Vendor Web Reset Expired Password
Users should use this newly saved Password for all future logins to Legal eXchange. The Temporary Password will be expired and cannot be reused.
Managing the Firm Info The Firm Info tab allows law firm users to update billing address and phone number information for the firm. All information, except for your tax identification number, can be modified. Care should be exercised when making any changes to this section, as some clients depend upon this information to maintain updated records for mailing payments.
Editing Demographic Information
To change the law firm name, address or telephone number, click on the Firm Info tab. Then click on Edit. Make any necessary changes, then click the Save button.
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User Administration
By selecting the Users options within the Firm Info tab you will be able to create new users for your company and manage the existing users that have access to your firm’s data. This screen will list out all existing user accounts including the user’s status. Any user with an inactive status can no longer access Legal eXchange on your firm’s behalf.
Adding New Users By selecting the “Create New User” button the user will be brought to a dialog window where they will need to enter some information for the new user:
All fields are required with the exception of the Phone field. After entering the information, the user will select the “Save and Generate Password” option. This will record the new user and automatically send the new user their login credentials. NOTES:
- Legal eXchange will use the user’s email address as their username by default however the password will randomly generated (the password can be changed by the user later if necessary)
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- The new user will automatically inherit access to the same list of clients and vendor accounts as the user that is creating the new account.
Viewing and Updating Users From the Firm Info tab, click Users. To update a user’s status, select the check box to the left of the user’s last name, then the Change Status action and lastly click on the Go button. If the user’s status was “Active” they will be moved to the “Inactive” status and will no longer be able to access Legal eXchange. If the user was “Inactive” they will be made active and will be able to access data for your firm.
Client IDs
The Client ID identifies the Client for your law firm and links the invoice to Legal eXchange. This will only need to be set up one time, assuming you only have one Client ID for that client. If you have more than one Client ID or issue a new ID for each matter it’s important that they’re added to this list prior to uploading invoices. The ID can be created as alpha or numeric.
Adding Client IDs From the Firm Info tab, click Client IDs. Select the Client from the drop down menu and then type in the Client ID to the right of the client’s name. To complete the process, click Add.
Removing Client IDs Click in the box in front of the ID you would like to remove, then click Remove.
Email Notifications
Email notifications are sent to firms to alert them to invoices that have errors and warnings, as well as those that may be duplicates. Notifications are set up using the Name and Emails and Email Listing links.
Adding/Removing Names and Emails Law firm users can be added to the Names and Emails tab to ensure appropriate parties are notified within your firm when an invoice needs further action. To add names and emails, click on Names and Emails from the Firm Info tab. Enter the name and email information, then click Add. To remove names and email addresses, simply click on the box in front of the name and email you want to remove, then click Remove.
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Assigning Email Notifications Once Names and Emails are added, these individuals can be assigned to receive notifications in the Email Listing. Please click the Email Listing link under the Firm Info tab to see a listing of email notifications that can be assigned.
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To assign users to receive each notification, click on the name of the notification in the Email Listing. Then highlight the name(s) of the users under Available Users who should receive that notification, move the names to the Assigned Users list using the >> button, and then click Save.
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Matters
Reconciling Matters
Click on the Matters tab from the home page. You should see a list of matters that your firm is currently working on for your client. To ensure that you are submitting invoices against the correct matters, you must first reconcile your matters before uploading invoices. You can reconcile matters using one of the following two methods:
1. Input your law firm's matter code into Legal eXchange:
a. First, from the View drop-down menu on the right hand-side of the screen and select the Unreconciled Matters option.
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b. The screen will refresh and list only matters that need to be reconciled.
c. Enter your firm’s Matter ID in the far right column entitled Reconcile Matter ID. These matter IDs, or codes, need to match exactly with the codes that are used in your Time and Billing system. The codes you enter will be there for the duration of the case unless you change them for some reason. Also, each matter code entered must be unique.
d. When you have entered all of the codes, go to the Action drop down menu to left and above the listing of matters. Select Reconcile and click on the Go button to save your changes.
e. Note: You can update as many matters as necessary but you can only do one page at a time.
2. The second option is to enter your client’s Matter ID from Legal eXchange into your Time and Billing system. If you choose this option, the client matter code will need to be inputted in your Time and Billing system to appear in the Client Matter ID field in the LEDES invoice file. Once you input the client’s matter code into your Time and Billing system, it will appear on all future invoices created for that matter unless you change it for some reason.
Missing Matters
If you need a Matter added to the website, click the Report Missing Matter link on the blue menu bar below the Matters tab. If you do not see this link, please contact the client to determine how “missing matters” should be addressed.
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Enter in as much information as possible and then click on the Send button.
The Missing Matters form automatically creates an email, which is sent to your client. Your client will research the request and enter the matter information into Legal eXchange for you. Note: Your client may require you to contact them directly regarding Missing Matters, in which case you should NOT use the Missing Matter form; please contact Bottomline Customer Support if you have any questions.
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Timekeepers All timekeepers that are included in an invoice MUST be added in Legal eXchange. To access the Timekeepers module, click on the Timekeepers tab at the top of the page.
Adding timekeepers
Before adding timekeepers, Title Mapping must be completed. Click Title Mapping then click the Use Client Titles button. This will populate the list with the timekeeper titles your client allows.
To enter a new timekeeper, click Create.
Your client may have specific fields they want filled out, please contact Bottomline Customer Support if you have any questions. Once you have entered the timekeeper information, click Save. Repeat this process to add more timekeepers or contact Bottomline Customer Support for more information about uploading a timekeeper file.
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If the Insurance Carrier has enabled the Diversity fields, users will see 3 new fields on the Timekeeper Detail/Create and Edit pages. Details on these 3 OPTIONAL fields are below:
The “Race/Ethnicity” field includes the following options: - African American/Black (not Hispanic/Latinx) - Alaska Native/American Indian - Asian - Hispanic/Latinx - Multiracial - Native Hawaiian/Other Pacific Islander
The “Identity” field includes the following options:
- Women - Man
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- Gender Neutral The “Additional Information” field includes the following options and is a multi-select option (timekeepers can select as many options as necessary):
- LGBTQ - Veteran - Differently-Abled
Invoices
Uploading Invoices
Once you have added Client IDs, reconciled Matters and created Timekeepers you are ready to submit invoices in the LEDES1998B or LEDES 2000 format. Click the Invoices tab; then click the Upload link.
Once at the Upload Invoice Files page, click on the Browse button to select the invoice files you exported from your Time and Billing system for submission. Once all the invoice files have been attached, click the Add File button. This will begin building a list of invoices you’d like to submit for validation. Once you have added all files you wish to send to your client, click on the Upload button.
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This will send your invoices to Legal eXchange for validation. Legal eXchange validates the invoice for Matter Code, Timekeeper ID, Billing Start and End Dates, calculation errors as well as specific client billing requirements set up by your client. Once the validation process is completed, you will automatically receive an email indicating the status of the invoice submissions, including if your submissions contained any duplicate invoice numbers or Errors. You will need to go to Legal eXchange to review your invoice(s). Invoices can also be uploaded via the Home tab. Once on the Home tab, make sure you select the correct File Type. Next you will want to click on the Browse button to select the invoice you wish to submit. Lastly, click on the Upload button. If you click on the “Upload Multiple Files” link, please refer to the steps above as they are very similar.
NOTE: You should ALWAYS check Legal eXchange a few hours (processing time may vary) after you have uploaded your invoices to verify that you have an invoice status and next step of OPEN / CLIENT APPROVAL. This indicates that your invoice(s) is waiting processing by your
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client. If your invoice has a status of Duplicate, Error, Rejected or Valid, your client has NOT received it for processing.
Manually Entering or Editing Invoices
Legal eXchange allows law firm users to create and edit invoices online. Please note, we strongly suggest that you should not edit fields that will impact your invoice total in Legal eXchange if you normally upload invoices from your time and billing system. Doing so may cause an out-of-balance situation with your internal accounting system.
Manually Entering an Invoice
To enter an invoice, click on the Invoices tab, then click on Create. Fill in the blank fields within the Invoice Header section of the form.
To associate this invoice with a matter, click on the blue box icon next to the Matter Id field. A pop-up window should appear. Click on the specific Matter and make sure it appears under the Selected Matter section towards the bottom of the screen. Then click the OK button.
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Once you have entered all of the information in the Invoice Header section. Click on the Save Invoice button.
Next, enter information in the Line Item Detail section. Enter the Line Item Date and select the Line Item Type from the drop-down menu. If applicable for your firm additional tax fields will be present in the Invoice Header section allowing users to make invoices Taxable or Not Taxable and enter in appropriate State or Canadian tax rates.
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If entering a Fee Line Item, you will need to select a Timekeeper. Click on the blue box icon next to the Timekeeper field. A pop-up window will appear with the listing of Timekeepers. Click on the appropriate timekeeper’s name and make sure the name appears under the Selected Timekeeper section. Then click OK. . If applicable for your firm additional tax fields will be present in the Line Item Detail section allowing users to make the selected Line Item Taxable or Not Taxable.
Enter the description of services in the Line Item Description text field box.
Next enter the Units (time), the Unit Cost (hourly rate) and any applicable discounts. Enter the Task and Activity Codes, if your client requires them.
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Once you have entered all of the appropriate line item details, click on the Save Line Item button. The line item will then appear under the Line Item Listing – All Line Items section at the bottom of the page.
You can continue to enter as many line items as needed. You will need to click the Save Line Item button for each line item.
The Invoice Total $ will automatically calculate for you. If you have manually entered an invoice in error – you may click on the Delete Invoice button. The Delete button will remove the entire invoice, so please use caution! If you change any information within the Invoice Header section, you need to click on the Save Invoice button to ensure that information is updated.
When you have saved your last line item, click on the Submit to Client button to send your invoice to Legal eXchange for validation.
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Editing an Invoice
To edit an invoice, click on the Invoices tab, select the invoice you want to edit by clicking on the Invoice Number from the Invoice Listing. Next, click on the Edit link to open the invoice in edit mode.
Note: only invoices with a status of “Draft” or “Error” can be edited within Legal eXchange.
Once the invoice is open, you may change information within the Invoice Header section if needed. If applicable for your firm additional tax fields will be present in the Invoice Header section allowing users to make invoices Taxable or Not Taxable and enter in appropriate State or Canadian tax rates.
To edit a specific line item, click on the line item number in the Line Item Listing - All Line Items section towards the bottom of the screen. This will open the line item in the Line Item Detail section and allow you to change any information as it appears in the boxes. Be certain to save the line item to retain your changes. If applicable for your firm additional tax fields will be present in the Line Item Detail section allowing users to make the selected Line Item Taxable or Not Taxable.
To delete a specific line item, left mouse-click the checkbox in the far right column in the All Line Items section, then select Delete Line Item from the Action drop-down menu and click on the Go button. Note: Using the Delete Invoice button at the top of the form will cause the entire invoice to be deleted.
When you have saved your last edit, you may click on the Submit to Client button to send your invoice to Legal eXchange for validation.
Reviewing Invoices
Below are the different statuses you will see in Legal eXchange. Please review closely as some require the law firm to take further action on the invoice before final submission to your client.
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VALID / SUBMIT TO CLIENT: If you have Auto Submit turned on, which automatically Accepts Valid invoices (done by Bottomline Customer Support), then Valid/ Submit to Client means there is a ‘warning’ on the invoice. You should also see a traffic light icon to the left of the Details link. To view the warning, click on the Invoice Number link to open the invoice. The most common ‘warning’ is due to ‘no charge’ line items. If you really want the line item to be a ‘no charge’, you will Accept the invoice. If you've found an error and would like to delete the invoice, you will Reject the invoice. NOTE: Remember that “Accept” within Legal eXchange means you want to leave the invoice as is. “Reject” means that you want to delete the invoice and resubmit it from your own time and billing system after you have corrected any errors there.
ERROR / RESOLVE ERROR: Error /Resolve Error means that Legal eXchange has found an Error on your invoice. To view the Error, click the Invoice Number link to open the invoice. Information about the errors, as well as which line item(s) are affected, will appear on the Invoice Summary screen. If the error message references a line item number, click on the Line Items link to view the line item and click on the red ‘X’ to the left of the line item number to view the specific error. If this is a large invoice you may have to go to a different page to find the line item in question. It will be necessary for you to either reject the invoice or fix the error and resubmit the invoice.
Some common errors are: 1. ‘Cannot locate an active matter that goes with this invoice’.
This indicates that the matter you are submitting the invoice for is NOT on the Legal eXchange website at all or your law firm matter number or client matter number in the LEDES invoice file does not EXACTLY match the matter on the website. Check to make sure the matter is listed on the website. If the matter is listed, make sure your matter code appears next to the case. If the matter code is appearing next to the case, make sure the matter code on the invoice and the matter code on the matters list match exactly. If the matter doesn’t appear on the website, you will need to report the matter as missing to your client. (Refer to the Reconciling Matters and Reporting Missing Matters sections for more information.)
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2. ‘Cannot locate an active timekeeper with the ID of: xx’.
Check to make sure that all the timekeepers on the invoice have been added to Legal eXchange. If the timekeepers are set up, make sure that the timekeeper ID’s on the website match exactly to the timekeeper ID’s on the invoice. (Refer to Timekeepers for more information about entering timekeepers on the website.)
DUPLICATE / SUBMIT TO CLIENT This status indicates that your law firm has already added this invoice number to Legal eXchange for your client. Legal eXchange will always append a duplicate invoice with a –Dx at the end of the invoice number. You will need to determine if the invoice is valid or not. If the invoice should be submitted, you will need to manually accept the invoice (for example: any invoices that have been Rejected by Client, you've made corrections and re-uploaded the same invoice number). If the invoice should not be a duplicate status (for example: you uploaded the same invoice file twice in an upload) you need to reject the invoice.
OPEN / CLIENT APPROVAL This status indicates that the invoice is currently waiting for your client’s approval. This does not mean that the invoice will ultimately be paid. The client still has the ability to Reject it.
OPEN / PAYMENT Invoices with this status have been approved by the Client and are being processed for payment to your law firm.
PAID / NONE This status indicates that payment has been made for this invoice. Note: your client will determine whether or not this status appears on your website.
REJECTED / NONE This status means your invoice has been Rejected by your client and will most likely require you to make changes to it from your Time and Billing system and resubmit. To view the rejection reason, click on the Invoice Number link. To resubmit, access your Time & Billing system and make the necessary changes, then re-upload the invoice to Legal eXchange.
Appealing Invoices
The Appeals module allows law firms to dispute adjustments from within the Legal eXchange application.
• Invoices must be approved or paid before an appeal can start. This is based on the carrier’s workflow
• Invoices can only be appealed after the appeal start date as communicated by your client.
• Line Items can only be appealed once through Legal eXchange. For subsequent questions, please reach out to your client contact.
• Invoices must be appealed within a certain number of days after the invoice is approved, as determined by the client. Days/Time are based on Eastern Standard Time. For example, if the appeal window is set to 10 days, the invoice will no longer be eligible for appeal after midnight Eastern Standard Time on the 10th day.
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• Only line items that have been adjusted can be appealed and only up to the adjustment amount.
• An appeal reason must be entered for every line item being appealed.
Steps to Appeal an Invoice: 1. Log into Legal eXchange.
2. Click the Invoices tab (OR if you know the invoice number, type that into the Invoice Quick Search on the Home tab and skip to Step 4).
3. In the View drop down (located on the right side of the page) select Appeal Work Queue.
4. Click on the invoice you wish to appeal.
5. Each invoice displays the Final Approval Date and the Appeal Allowed Until date. Verify that the Appeal Allowed Until date has not yet passed. Click on the Appeal Button to launch the Adjusted Line Items Dialog.
6. Select the adjusted line item(s) that you would like to appeal by using the check boxes to the left of the LI#. Click on the Appeal button to create a draft invoice appeal.
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7. The invoice appeal will keep the original invoice number and include -A1 (Example:
original invoice # 123 will be # 123-A1).
8. You will only be able to appeal what was adjusted. For instance, if the hours were adjusted you can only appeal the hours on the line item. In addition, you cannot appeal more than the adjusted amount. For instance, if .3 hours were reduced, you can appeal any number of hours up to .3. You will see the field that can be appealed represented by the text box.
9. The ‘Adj Units’, ‘Adj Rate’ or Adj Amt’ columns will show you what amount the client adjusted on the line item.
10. Enter the Appeal Units/Rate/Amount for each line item. The Appeal Amount is the
additional amount your firm is asking to be reconsidered. Again, the appeal amount cannot exceed the Adjustment Amount. Enter the Appeal Reason for each line item. Appeal Reasons can be selected from the Reason List or entered manually.
11. Click the Save button at the top or bottom of the Line Item Listing to save the appeal information.
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12. Click the ‘Submit to Client’ button to finalize the invoice appeal and send to the client for review.
When the Appealed Invoice has been reviewed by the client it will show up in your Approved by Client view. To view the appeal results, click the Invoice # then click on Line Item Listing.
Budgets Many clients request that budget information be submitted via Legal eXchange. To determine if your client would like budget data added to our system, please contact your client or Bottomline Customer Support.
Printable Budget Form
You will find a “Printer Friendly Budget Form” link within the Budgets tab. This link will provide you with a means to print out a blank budget form to share within your company.
Draft Budgets
The Budget Create feature is an on-line form that allows you to generate a draft budget. The budget can be modified and added to over a period of time, then submitted to the Client for approval once completed. Follow the steps outlined below to create a draft budget.
1. Click on the Budgets tab
2. On the Budgets screen, click on the Create link (sub-menu under tabs).
3. In the first section shown below, type in all applicable information.
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• Custom Id is an ID that you assign for your own reference. It is an alphanumeric field and can be up to 100 characters. It must be unique.
• Budget Category, Budget Period, the Start and End Dates and Budget Nature may vary depending on the client. Please make sure to verify with the client on how to use those fields. For example, some clients will have Categories of: Opinion, Litigation, Coverage. Or other clients may require budgets for specific periods: Whole Matter, One year, Up to trial, etc.
• If you know you client’s Matter ID or Number, you may type it or click on the Select Matter button to select from a list of active matters.
4. Budgets should be created based upon guidelines provided by your client.
• To create a summary budget, enter the dollar estimates in the appropriate fields within the Budget Summary section.
• To create a budget at the UTBMS Phase Level, enter the dollar estimates in the appropriate fields under the Phase Summary section.
• To create a budget at the UTBMS Task level, enter the appropriate information at the Details section.
• If the client requires more detailed budget information, such as how much time different time keepers will be taking to complete specific tasks, click on the Add Detail link to the right of a particular Task Code. A pop-up window will appear and you can select specific timekeepers or timekeeper titles and provide estimates for the Task, hours and rate.
5. To save the budget as a draft, click the Save button located in the middle of the screen.
Submitting Budgets to Client
If the budget is complete and you are ready to submit it to your Client for approval, click on the Submit button.
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Editing Budgets Draft budgets can be edited at any time using the on-line edit form. Once complete, draft budgets can be submitted to you client for approval. To edit a draft budget:
1. Click on the Budgets tab.
2. In the Budget Listing, click on the Budget ID to open the Budget screen. Only budgets with a DRAFT status can be edited.
3. Click on the Edit link (sub-menu under tabs).
4. All fields should now be editable, just as they were when you were creating the budget.
5. Edit budgeted values at the most detail level. The Budget Summary section will automatically update based on the changes you make in the more detailed sections.
6. To save your budget edits, click on the Save button. 7. When you are ready to submit it to your client’s for approval, click on the Submit button.
Caution: The Delete Budget button will permanently delete the budget and all entered values.
Notes/Attachments The Note functionality allows law firm users to conduct either private discussions within their firm or public discussions between the firm and client. Your client will advise you if Notes should be used for communications between the firm and client. Likewise, the ability to use the Attachment features is determined on a per-client basis. Some clients may enable this feature and request its use, while others elect to use different means to share information.
Direct Invoice Attachments
New to version 8.7 and above users can directly attach documents to the invoice. Your client must be upgraded to at least 8.7 to take advantage of this enhancement. These documents can only be removed by the law firm/vendor (client users cannot delete them). No paper clip icon will appear in the Alerts column on the list views (Invoice Work Queue, Client Work Queue, Client Processed etc.) when a Direct Invoice Attachment has been made. All Direct Invoice Attachments are “public” and will be visible on the client’s side of Legal eXchange. Likewise to the standard Note feature, the ability to use the Direct Invoice Attachment feature is determined on a per-client basis. Some clients may not want you to use this feature whereas other may prefer it.
The Direct Invoice Attachment is only available on the Invoice Detail page.
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To create a Direct Attachment,click on the Browse button to find your document. Highlight the file and click OK or double-click the file name. Select the category from the drop-down then click Add. After completing this action, your document will appear under the File Name, File Type and Size (KB) line with a remove link. Selecting this link will delete the attachment from the invoice.
Creating a Note
The Note feature is accessible on the Invoice, Line Item, Matter, Timekeeper and Budget Summary pages. To create a Note click the Post New button. This will bring you to the New Note Dialog Box. Choose ‘Private or Public’ (Public is shared with your client, while private will maintain the notes within your law firm). Enter text in the Subject line and tab to the message box to enter your note. Click Save to finish, or if you want to attach a document to this Note, click on the Attachment tab first. Please remember that some clients will not elect to communicate using this feature.
Attachments (within Notes)
If your client has enabled the feature, you will also be able to attach documents to Notes within Legal eXchange. Multiple documents can be attached to a single note. For example, multiple receipts could be attached to a single invoice sticky note categorized as “Expense Receipts”. Attaching a file to a Note is very similar to attaching a file to an email. To attach a file, click on the Attachment tab. Next, click on the Browse button to find your attachment. Highlight the file and click OK or double-click the file name. Select the category from the drop-down then click Add. The Add button will be disabled while the attachment is loading. Large documents may take a bit longer, so please be patient. Note: If the Client has disabled this function, attachments will not be permitted.
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Click Save to finish, or if you would also like to email this Note to someone at the client, click on the Email tab. Select the person from the drop down menu, click the Add button and then click the Save button to complete the Note.
Viewing Notes and Attachments
Notes can always be seen within the module and document they were first associated with. For example, if a note was created on an Invoice, whenever you go back to that invoice you can click on the Documentation tab and find that Note and/or Attachment. Direct Invoice Attachments can only be made on the Invoice Detail page.
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You can click on the Subject line to open the Note or the File Name to open the Direct Invoice Attachment. You should notice that once a Note has been created, there are new buttons to perform additional actions. You can Post Response, Save (if you make changes), Remove or Close. You can also review any attachments by clicking on the Attachment tab or email the note. Note: once you have added a public note or attachment, you will not be able to remove the information
Notes Tab If you want to see a broader range of Notes, go to the Notes tab at the top of the screen. This module allows you to see Notes posted during the last 30 days, and provides the ability to see all Notes related to a particular matter.
The Notes Posted Last 30 Days view will show all notes created by you or the client (that are public) created during the last 30 days. The Notes by Active Matter will provide you with a listing of all notes related to a particular matter—regardless of whether they were created in the Invoice, Matter, Budget or Events modules.
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Events Tab Events are a tool to help you and your client keep track of important dates related to a particular matter. This feature is optional, so each client may or may not use it. Make sure to check with your client to understand their requirements for how your firm should use this feature. Events are located by clicking on the Events tab. The default view is Upcoming Events Created by Firm. There will be a listing of all upcoming events.
Creating Events
To create an Event, click on the Create Event link in the blue menu bar.
Select the Event Type from the drop down menu. Enter in a Subject and Location. If you know the matter number, you can type it in or use the blue icon box to select it. Enter a Start Date and Time, and if applicable, an End Date and Time.
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The Event is always viewable by the assigned Handling Attorney for that matter. In addition, you can select who else will be able to see this event by selecting the appropriate check box under the Display Event to Handling Attorney And section. You can also set up Reminders for this event. Select whether an email should be sent. Then select who should receive the reminder. Enter the number of days BEFORE the start of the event that the reminder should be sent, and finally you can enter a reminder note if needed. Then click the Add button. You can add more reminders if you need to set up unique ones for different people. When you are done, click on the Save button to save the Event. Once an Event is saved, notice that you Copy or Delete by clicking on the appropriate button. Alternatively, you can make changes by clicking on the Edit link in the blue menu bar. In addition, you can add a Note or Attachment to the Event. To see all Reminders, click on the Reminder Listing link in the blue menu bar. The Reminders Listing shows all Reminders that you have permission to see. To see the Event related to the Note, simply click on the line for that Event.
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Revision History
Author of Revision
Date Version Description
David Rowe November 2011 1.0 Original Online help version created for 7.58
David Rowe March 2012 1.1 Updated for 7.61
Drew McCarthy June 2012 1.2 Updated for 7.70
Drew McCarthy October 2012 1.3 Updated for 7.80
Chris Melanson March 2013 1.4 Updated for 7.90
Chris Melanson July 2013 1.5 Updated for 8.0
Chris Melanson September 2013 1.6 Updated 8.1
Chris Melanson December 2013 1.7 Updated 8.2
Drew McCarthy May 2014 1.8 Updated to 8.3
Drew McCarthy August 2014 1.9 Updated to 8.4
Drew McCarthy December 2014 2.0 Updated to 8.5
Brett Sessler March 2015 2.1 Updated to 8.6
Brett Sessler June 2015 2.2 Updated to 8.7
Brett Sessler September 2015 2.3 Updated to 8.8
Brett Sessler January 2016 2.4 Updated to 9.0
Brett Sessler July 2016 2.5 Updated to 9.1
Brett Sessler October 2016 2.6 Updated to 9.2
Brett Sessler August 2017 2.7 Updated to 9.5
Brett Sessler October 2017 2.8 Updated to 9.6
Brett Sessler January 2018 2.9 Updated to 9.7
Brett Sessler April 2018 3.0 Updated to 9.8
Brett Sessler July 2018 3.1 Updated to 10.0
Brett Sessler October 2018 3.2 Updated to 10.1
Brett Sessler February 2019 3.3 Updated to 19.1
Brett Sessler May 2019 3.4 Updated to 19.2
Brett Sessler September 2019 3.5 Updated to 19.3
Brett Sessler November 2019 3.6 Updated to 19.4
Brett Sessler February 2020 3.7 Updated to 20.1
Brett Sessler July 2020 3.8 Updated to 20.2
Brett Sessler October 2020 3.9 Updated to 20.3
Brett Sessler December 2020 4.0 Updated to 20.4
Brett Sessler April 2021 4.1 Updated to 21.1
Brett Sessler June 2021 4.2 Updated to 21.2
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