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.

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 Excel → Import Employee TimeKeeperId.

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.

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.

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.

People Metadata Nodes

These tables collect the data types/classifications that are available for person/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 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/reasons for a client having an alternative name. Examples: Former Name, Brand/Division, Anonymous Description, Related Company.
Schools	Names of Law schools/college/Universities.
Degree Rank	Examples: Associate, Graduate.
Degrees	Examples: B.A, B.S, M.B.A
Party Relationship Type	Party relationship types added here will be available for selection to define a party type, when adding a new Party for a matter. Out-of-the-box options available are Adverse Party, Client, Co-Party, and Related/Interested.
Name Prefix	Add name prefix with Description
Name Suffix	Add name suffix with Description
Employment Types	Examples: Full-time contractor, Part-time contractor, Regular