In this video we will walk through the Automated Time Manager (ATM).
Overview
The Automated Time Manager (ATM) is an effective tool designed to help streamline the process of time tracking in the system. By leveraging user activity, ATM automatically suggests time entries, reducing the reliance on manual input. This feature is particularly beneficial for those who juggle multiple tasks and need to ensure that every billable hour is captured accurately.
There are many types of automated suggestion actions that are tracked and will automatically create a timecard suggestion such as:
Emails Sent
Calendar Events Completed
Tasks Marked Completed
Documents Merged
Document Blueprints Created
Document Blueprints Updated
Memos Created
Memos Updated
Zen KM Items Created
Zen KM Items Updated
Firm-Level Setup
The Automated Time Manager (ATM) settings defined at the firm-level will become the default for all users, though individuals can override them in their own profiles. As an administrator, here’s how to set it up:
Click on your name in the top right corner.
Select Firm Settings from the dropdown menu.
Open the Configurations tab.
Select Suggestions from the side menu.
Enable or disable activity categories (e.g., Emails, Calendar Events, Tasks, Documents) to determine which activities will generate time entry suggestions.
Changes are automatically saved.
Personal Setup
Individual users can further customize their ATM experience to align with their personal workflow preferences. Here’s how to adjust personal settings:
Click on your name in the top right corner.
Select My Profile from the dropdown menu.
Open the Settings tab.
Select Suggestions from the side menu.
Enable or disable activity categories (e.g., Emails, Calendar Events, Tasks, Documents) to determine which activities will generate time entry suggestions.
Choose your preferred method for receiving suggestions.
Background: Review suggestions later.
Pop-up: Receive immediate prompts after completing activities.
Changes are automatically saved.
Customize ATM Options
The ATM system offers various options for customization, allowing users to tailor their experience further. Here are key customization features:
Custom Descriptions- Users can modify the default Description format for time entries, incorporating variables like email subjects and recipients.
Excluding Domains- Users can specify domains to exclude from generating suggestions, such as internal emails, to streamline their time tracking.
Granular Control Settings- Within certain activity categories, users can enable or disable specific actions (e.g., tracking document merges separately).
ATM Popup on Creation
The ATM Popup on Creation feature is designed to enhance the user experience by providing immediate prompts for time entry after completing specific activities. This functionality ensures that users can quickly capture billable hours without delay.
Ensure that the pop-up feature is enabled in your personal settings.
After completing a task, a Suggested Time Entry pop-up will appear.
The pop-up will display a default description based on the activity, which can be edited if necessary.
Users have two options when the pop-up appears:
Save and Add to Billing Later: This option sends the suggestion to the ATM tab for later review.
Convert to Time Entry: This option immediately creates a billable time entry, allowing for quick logging of hours.
View Suggestions
The ATM tab is the central hub for viewing and managing time entry suggestions.
Accessing the ATM Tab:
Navigate to the Time & Expense Entries page.
Click on the ATM tab to view current time entries and suggestions.
Layout Overview:
The ATM tab is divided into three main sections:
Current Time Entries: Displays time entries for the selected date range.
Current Suggestions: Lists potential time entries awaiting review in the selected date range.
Overview Tile: Provides a snapshot of suggested time, current time entry hours, and total hours.
Filtering and Searching:
Use the All Filters option to refine what entries are displayed in the Current Time Entry and Current Suggestions list.
The Search bar allows users to quickly locate specific suggestion entries based on keywords.
Manage Suggestions
Managing suggestions efficiently is key to maximizing the benefits of the ATM system.
Converting Suggestions:
Suggestions that have all required fields completed will display an active checkmark. Clicking this checkmark will convert the suggestion into a time entry.
If the checkmark is grayed out, it indicates that required information is missing, and users should edit the suggestion to complete it.
Editing or Reviewing Suggestions:
To edit a suggestion, double-click the row or select the pencil icon. This opens the suggestion for editing.
Users can add any missing details, adjust hours, or change descriptions before saving or converting.
Bulk Actions for Efficiency:
Users can select multiple suggestions and utilize the Bulk Action menu to perform actions such as:
Converting multiple entries to time entries.
Editing fields like matter, task, bill rate, or hours.
Deleting unnecessary suggestions in one step.
Deleting Suggestions:
If a suggestion is no longer needed, users can remove it by clicking the trash icon next to the entry.
