Administration > People

People

In Umbria, people and entities are synonymous. This folder contains tables for employees, vendors, clients, and companies. Information in the People tables is populated via import from the time and billing system. The Global Directory contains all entities, each with a flag to designate the entity type. While it would rarely be necessary to edit this information, it is possible to do so.

Global Directory Node

The data import places all entities in the Global Directory table, which contains only basic information. Further information is specified in subsequent tables. A record in the Global Directory table could be an individual person or a company.

Employees Node

Records that are logged in the Global Directory table and designated as employees are also added to this table so that additional employee-specific information can be stored. Examples of this information include office, position, fee earner class, etc.

It is highly unlikely that a System Administrator would modify any of this information, as it is likely to be linked to the source from which it was imported and automatically updated when the source data updates. Manual changes to the Employee table should be necessary only in the rare circumstance of a change in the source data not updating in Umbria.

You can also upload a user picture from this node. Select an employee name and click Edit. In the left panel, click on the Picture node. Click the Upload button. Browse and select the employee picture. Click Next until the Next button is disabled and then click the Finish button to save and close.

To add or edit comments, edit the person. Select an employee name and click Edit. In the left panel, click on the Comments node. Click add to add a new comment. Existing comments will display. Select a comment and hit Edit.

Note:  When adding a new employee, the Country and State details in the Address node defaults to the options set in Global Settings>Defaults.

The recommended aspect ratio for user pictures is 1:1. The number before the colon represents the width of the image and the number after is the height.

Note: You can turn off the background service to determine current employee fee earner class and office. Admin: Global Settings>Background Service Settings tab. In case you opt to turn off the background service, the Employee table will have to updated during import in Umbria. Refer to Time>Fee Earner Classes node for more details on Fee Earner classes.

Base Salary Information

To view, add, or import salary information for an employee, select the employee and click the Salary button. Multiple salary rules can be entered; the salary rule with the most current effective date will be used in the system. You can modify salary rules manually or do an Excel import.

Timekeeper IDs

To add a timekeeper ID and role for an employee, select the employee and click the Time-Keeper button. You will need to select the System the ID syncs with, enter the TimeKeeperID, select a Role, and specify an Effective Date. You can also import a list of timekeeper IDs by clicking ExcelImport Employee TimeKeeperId.

 

Secretary Pairings

Inside the Employees panel, users now will see a section for Primary and Related Persons for the employee. This displays any current pairings, that were either imported, or created from this panel. Users with admin rights can also edit these pairings from here.

To view any secretaries or pairings for an employee:

Click an employee in the People->Employees panel.

In the right side, select the Primary tab.

This shows any relationships that the employee has, where the employee is the primary person.

For example. Joe is a partner, and Jane is a secretary for Joe. If a secretarial pairing is setup for them, clicking on Joe in the employees panel, results in Jane showing in the Primary panel. Her role will be Secretary, Relationship shows as Secretarial, and Description says Secretary is Jane. This says Joe is the manager and primary person in the relationship.

To view any relationships where the employee is a related person:

Click an employee in the People->Employees panel.

In the right side, select the Related tab.

This shows any relationships that the employee has, where the employee is the related person.

For example. Joe is a partner, and Jane is a secretary for Joe. If a secretarial pairing is setup for them, clicking on Jane in the employees panel, results in Joe showing in the Related panel. His role will be manager, Relationship shows as Secretarial, and Description says Secretary to Joe. This says Joe is the manager and Jane is the secretary person in the relationship.

Note:  This tab's data is automatically pulled if a relationship is set up. This tab is not editable.

To add from the Admin Panel a Relationship:

Click an employee in the People->Employees panel.

Find the employee who is the primary person in the relationship. This would be a manager, friend, main contact etc. Select them.

On the Primary tab, click Add.

Pick the Related Employee from the lookup.

Set the Relationship. This is defined by the Person Relationship Types panel.

Optional: Set the effective and defective dates of the relationship.

Note:  If Effective and Defective dates are empty, the system assumes the sql default: Effective 1/1/1900, and Defective 1/1/3000. If the dates get edited, or a new record appears with effective dates, then those dates take precedence.

Clients Node

Records that are logged in the Global Directory table and designated as clients are also added to this table so that additional client-specific information can be stored. Examples of client-specific data include the client type (potential, in progress, active, rejected, or terminated), which is tracked for marketing purposes.

Much of the information displayed here is likely to be linked to the source from which it was imported and automatically updated when the source data updates. This includes the originating lawyer(s), responsible lawyer(s), and billing lawyer(s). Originating lawyers are the ones that brought the client to the firm and receive credit share for doing so. Responsible lawyers are managers of the matter. Billing lawyers are in charge of billing for the matter. The Credit Percentage field is supplied, but currently not used anywhere in Umbria. Additional client contacts at the firm can be specified in the Client Acquaintances section of client detail.

There are a few circumstances in which a System Administrator would need to modify the Clients node, which are listed below.

Note:  When adding a new client, the Country, State, Currency and International status information defaults to the options set in Global Settings>Defaults.

If you would like a client to be searchable by multiple names in Umbria, you can set up alternative names for the client. For example, IBM may also be known as International Business Machines.

  1. Select the desired client and click the Edit button.
  2. On the left side of the Edit Client pop-up, select Client Alternative Names.
  3. Click the Add button.
  4. Make a selection from the Type drop-down (e.g., ClientName if the client still goes by this name as well, and FormerName if this is a previous name).
  5. Enter the Name.
  6. If the client has a web presence, you can type the URL in the Domain field.
  7. Click Save. When you have entered all applicable names, click Finish.

Client Risk Management

Umbria currently does not have functionality to pull in risk management data from client relationship manager (CRM) systems. To add risk management information:

  1. Select the desired client and click the Edit button.
  2. On the left side of the Edit Client pop-up, select Client Risk Management.
  3. Click the Add button.
  4. Select a Role of either Officer or Director.
  5. Select a Name from the drop-down list of entities.
  6. Optionally further specify the entity's Title.
  7. Click Save. When you have entered all officers/directors, click Finish.

Client Families Node

The Client Families, or Sub-Clients, node shows clients that have a relationship. For example, Gap, Inc. has two major divisions: Banana Republic and Old Navy. When a client rate card is negotiated for Gap, Inc., the rate card is also applicable to Banana Republic and Old Navy. When budgeting for any child client in a family, the parent client's rate card is automatically selected.

This node consists of two lists: a list of parent clients on the left, and a list of children of the currently selected parent on the right. You can set up a new relationship by using the Add button to select existing clients and add them to the parent and child client lists.

Companies/Contacts Nodes

Records that are logged in the Global Directory table and designated as companies or contacts are displayed in these nodes. Much of the information is basic information relating to the company or contact, similar to what is captured for external people or clients.

Field Description
Company Full Name The full name of the company
Headline Marketing headline of company
Tax Number  
Ticker Symbol  
Domain  
Stock Exchange  
Client Structure How is the company structured?
Public Is company public?
Country  
State  
Primary Contact  
Ultimate Parent  
Confidentiality Level The confidentiality to set on the company

Importing Companies or Importing contacts:

Note:  Companies and external people who are imported from excel or import will be marked with the system they were imported from, and those are added through the Umbria Company, Person and Contact forms will be notated with system Umbria.

Vendors Node

Records that are logged in the Global Directory table and designated as vendors are also added to this table so that additional vendor-specific information can be stored. Much of the information is basic information relating to the company, similar to what is captured for clients. In addition, a vendor number and billing contact may be stored.

Note:  When adding a new Vendor, the Country and State information defaults to the options set in Global Settings>Defaults.

People Metadata Nodes

These tables collect the data types or classifications that are available for person and entity information. For example, the Address Types node determines what types of address can be specified (Headquarters, Billing, Home, etc.) This information is typically added during the initial setup and usually is not modified afterwards.

Node Description
Address Types Examples: Headquarters, Billing, Home, Work.
Email Types Examples: Work, Personal.
Phone Types Examples: Work, Home, Cell.
Vacation Status Examples: Available, Out of Office.
Languages List of languages spoken by firm contacts; list size may vary based on language diversity of staff and client base.
Language Proficiencies Examples: Beginner, Intermediate, Fluent, Native.
Company Types Examples: Private, Public, Not for Profit.
Company Structure Examples: International, Non-Government, State-Owned
Emergency Contact Types Examples: Parent, Friend, Spouse.
Alternative Name Types Designations or reasons for a client having an alternative name. Examples: Former Name, Brand or Division, Anonymous Description, Related Company.
Schools Names of Law schools or colleges or Universities.
Degree Rank Examples: Associate, Graduate.
Degrees Examples: B.A, B.S, M.B.A