About Monitoring Dashboard

The Matter header can be customized to include matter relevant information. Read here for detailed instructions to update the matter header.

The Monitoring dashboard has several built-in tabs. You can include or exclude the built-in tabs and also change the order of the tabs on the page. Additional tabs and customized reports can also be added to the dashboard. Read here for detailed instructions to add or remove tabs.

Email notifications must be set up on each individual matter you wish to receive notifications.

1. On the Action menu, click the Email Settings button. The Email Settings window appears.
2. Select one of the email notifications on the left side of the window. The table below lists the types of email notifications available out-of-the-box with a definition of each.

   Email	Definition
   Budget Threshold Warning	Budget threshold notifications are used to notify internal users of the firm when certain budget levels and/ or when a certain number of hours are reached. The alerts can be monitored against Billable and Entered values and/or hours. The lawyer can then choose to forward the notification to a client. Threshold levels can be set for a whole matter or at a phase code or at a task code level. For any matter, any number of conditions may be set. Additionally, three threshold levels can be defined to determine the severity of the alert (warning, danger, and critical).
   Monthly Budget /Performance Report	Sends a monthly budget performance report email at matter level. This report provides a comparison between the budgeted and the actual data. This report is generated for the previous month.
   Monthly Performance Report	Sends a monthly performance report email at matter level. This report provides the actual data (without comparison to budget). This report is generated for the previous month.
   Weekly Budget / Performance Report	Sends a weekly budget performance report email. This report provides a comparison between the budgeted and the actual data. This report is generated for the previous week.
   Weekly Performance Report	Sends a weekly performance report. This report provides the actual data (without comparison to budget). The report is generated for the previous week.
   End-Matter Experience	Sends an email to remind you to finish a matter experience profile after the matter is closed.
   Initial Matter Experience	Sends an email asking you to finish a matter experience profile after the matter is open for 7 days.
   Mid-Matter Experience	Sends an email to remind you to finish a matter experience profile after the matter is open for 60 days.
   No Billing Activity	Sends an email notifications if no billing activity is detected on the matter for more than 30 days.
   Expense Report Approval	Sends an email notifications when a vendor invoice is approved.
   People Report	Sends an email notifications of billed and unbilled fees and expenses for timekeepers working on a matter per time periods.
   Spend Report	Sends an email notifications of unbilled fees and expenses for phase and task codes per times periods.
   Target Realization Warning	Sends an email notification when realization drops below a specified target.

3. After selecting a notification type on the left side of the window, you can do the following:

1. Toggle the On button to enable the email notification.

2. For the Budget Threshold Warning and Target Realization Warning notifications only, you will need to set at least one trigger to determine when the notification is sent. To set up a trigger, click the Add button in the trigger panel.

3. In the option for Select value to monitor select the radio button for any one of the option, to have the warning trigger based on one these values. The alert will be sent when the value is triggered and email will include information for the selected value.

4. In the option for Select the target to monitor you can configure the monitor target type. set option to monitor against Budget Amount (Estimated Effort Including Additional Discount), Net Budget, or Budget Amount (Estimated Effort), By default it is set to the first option.

   Target	Description
   Budget Amount (Estimated Effort Including Additional Discount)	Amount derived by multiplying time keeper hours with the matter rate, taking into account bill discounts and premiums.
   Net Budget	In case of Fee Cap: If the Arrangement Amount is more than the Budget amount (after bottom up bill discounts) then the Budget amount (after bill discounts) will be considered as the Net Budget amount i.e. Net Budget = Budget Amount (after discount) . If the Arrangement Amount is less than the Budget amount then the Arrangement amount will be considered as the Net Budget amount i.e. Net Budget = Arrangement Amount. In case of Fixed Fee: The Arrangement amount will be always be considered as the Net Budget amount i.e. Net Budget = Arrangement Amount. If there is no arrangement associated, then the Budget amount (after bill discount) will be considered as the Net Budget i.e. Net Budget = Budget Amount (after discount). If there are no discounts the Budget amount will be considered as Net Budget i.e. Net Budget = Budget Amount.
   Budget Amount (Estimated Effort)	Amount arrived at based on hours estimated for each time keeper.

5. For Budget Threshold Warning, from the Scope drop-down select the level at which you are tracking the budget threshold (Matter, Phase Code, or Task Code). If you select Phase Code or Task Code, select the desired phase/task code from the drop-down. For Target Realization Warning, from the Scope drop-down select the values at which you are tracking the target realization (Billable Values or Entered Values).

6. For each warning level (Warning, Danger, and Critical), enter the number of hours or the percentage of the total budget that needs to be reached (or the percentage of target realization) in order for the notification to be sent. Click Save. If it should be sent each day until manually turned off, select the Warn until turned off checkbox.

   Note: In case of Budget Threshold Warning the email alerts will be sent out if the values exceed the number of hours or the percentage of the total budget entered here. In case of Target Realization Warning the email alerts will be sent out if the values drop below the percentage of target realization entered here.

7. For the No Billing Activity notification only, enter the number of days of inactivity that should trigger the email being sent.

8. For monthly notifications enter the day of the month on which the email should be sent.

9. For weekly notifications select each day on which the email should be sent.

10. Enter the time at which the email should be sent. Click the Add button to enter recipients. Recipients can be directly emailed, CCed, or BCCed. Select the appropriate person from the Who should appear as the sender of the email? drop-down.

Note: The recipient of the email can see the sender name selected here based on Global Settings>SMTP Settings

4. Click the Save button when finished.
5. Click the Test button in the upper right corner of the Email Settings window to send a sample email message. Enter the recipient's email address in the field provided and click Send Test Email. The data contained in the test email is fictitious and not specific to the matter you have open.

Tip: You can disable the Email Settings option for various users. Admin: Permission Group: Matter> View Email Settings Option

You can quickly subscribe/unsubscribe to email notifications on a matter by doing the following:

1. On the Action menu click Email Subscriptions.
2. For each email notification listed on the Email Subscriptions pop-up window, click the space next to Unsubscribed to change the setting to Subscribed, or vice versa.

Tip: You can disable the Email Subscription option for various users. Admin: Permission Group: Matter> Email Notification Settings

Tip: You can disable the Upload Ebill option for various users. Admin: Permission Group: Matter>Upload E-bill.

A task code set is a custom set of task codes that may be firm- or client-specific variations on the standard UTBMS task codes. A task code template includes task code information but also takes the configuration a step further and defines phases.

Click the Set Template/TaskCodeSet button on the Matter tab. On the Set Template / Task Code Set pop-up window, select a Template or a Task Code Set and click Save.

Tip: You can disable the Set Template/Task Code Set option for various users. Admin: Permission Group: Matter>Edit Matter Experience.

Click the Matter Properties button in the Action menu. You can update the matter and matter family details here. Click the Edit button on the top right corner of the window to edit details. Fields marked with * are mandatory. Click the Save button on the each of the tab you edit to save details. The following options are available for this screen:

Tip: You can disable the Matter Properties option for various users. Admin: Permission Group>Matter>Edit Matter Properties. To disable the Edit option in the Matter Properties window. Admin: Permission Group>Matter>View Matter Properties.

Click to access the tab navigation settings in the page. You can add or remove tabs in the page and change the order of the tabs. In the Navigation Settings window, the Selected Dashboard(s) panel on the left hand side displays a list of all the default built-in tabs and the default order in which they are displayed on the page. The Dashboard Library panel in the right hand side displays a list of all the customized object specific dashboards available and other built-in tabs that can be added to a matter.

Click Tab(s) to filter and display all the tab dashboards available. Similarly, click Header to view the header widget dashboards available.

To exclude a tab from the matter dashboard, select the tab in the left hand side panel and click the Remove button. The tab is moved to the right hand side panel. To add the tab back or to add a custom dashboard, select the tab in the right hand side panel and click the Add button.

To change the display order of the tabs in the dashboard, click the Up or Down arrow to move the tabs.

Tip: You can enable /disable the Matter Navigation Settings. Admin: Permission Group>Matter>Can manage matter navigation

This option is only available in the Matter Planning action menu. Click this option to set target realization for a matter. In the Set Targets dialog, select the level to plan the write off and enter the write down percentage. You can write off at matter level or By Phases or By Resources. Enter the estimated Leverage , PPP Target amount, Profit Margin Target % and the Realization Target %. Click Save.

Select this option to update the matter with new information.

In the Import tab, the last import date and time is updated for the matter. Once an import is triggered, the task progress is displayed in the dialog. The import log can be viewed in the History tab.

In the What do you want to import option,

• Select All Information to trigger an import job to update the time entries, invoices & payment information, & the timekeeper /fee earner class information for the matter. Click Import Now. Click Cancel to cancel the import task.
• Select Let me choose to select and import the necessary information only. Select the radio button for Update Matter Information to update the matter with the data imported. Click Import Now.

Click the History tab to view the date wise detailed summary of the matter import information. The most recent import date and summary is placed at the top. Click on the date drop-down to view the import date and time, import summary, import status, and the user name.

Exports the matter information to a template. In the Export dialog for the selected matter:

1. Select the purpose of the export if the report is to be shared with Client or for Internal use.
2. Select the file type for export. There are two options available Export to Excel or Export to PDF.

3. Select the template from the drop-down. To make a template available for client selection, when adding an export template in Admin>Planning Templates node, check the box for Client. The other templates options can also be set when adding a template.

4. Select the relevant Pricing Model from the drop-down. The drop-down will display all the pricing models added in the Planning dashboard for the selected matter.
5. Click Submit.

Click to open the Planning page for the matter. The Planning page opens in a new tab. Read here for detailed instructions to add a new pricing model.