Overview
The best way to setup your organization settings is to add your firm defaults, such as divisions, abbreviations, relationship roles, matter types, billing cycles, billing types, document types, member types, soft costs, task types, LEDES codesets, . You can add defaults manually following the instructions below.
Another option is to import your organization defaults from a CSV template.
We will cover the following topics:
How To Add Divisions
You can add a firm division quite easily in ZenCase.
In the top right corner, click the down arrow next to your name.
Select "Firm Settings".
On the Firm Settings page, click on the "Settings" tab.
On the Settings page, click "Divisions" from the left navigation.
Click the "Add Division" button.
Enter a division name.
Check "Default" if you would like to select this division as the default option.
Click "Save" or "Save and Add Another".
Congratulations! You have now created a division for your firm.
How To Add Abbreviations
You can add a firm abbreviations which will be available to all members when they enter a time entry into ZenCase. When you create a time entry, entering a description will bring up your abbreviations if any matches to the text you are typing.
In the top right corner, click the down arrow next to your name.
Select "Firm Settings".
On the Firm Settings page, click on the "Settings" tab.
On the Settings page, click "Abbreviations" from the left navigation.
Click the "Add Abbreviation" button.
Enter a abbreviation text.
Enter an expansion text.
Click "Save" or "Save and Add Another".
Congratulations! You have now created an abbreviation for your firm.
How To Add Relationship Roles
You can different types of relationship roles which will be used to describe the type of person who is a connection in your client or matter.
An example of a relationship role can be a witness, victim, trustee, seller, plaintiff, party, owner, judge, co-counsel, attorney, etc.
On the Firm Settings page, click on the "Settings" tab.
On the Settings page, click "Relationship Roles" from the left navigation.
Click the "Add Relationship Role" button.
Enter a relationship role name.
Check "Default" if you would like to select this relationship role as the default option.
Click "Save" or "Save and Add Another".
Congratulations! You have now created a relationship role for your firm.
How To Add Matter Types
You can add your different practice areas, also known a matter types, into ZenCase. Matter types will be used to categorize your matters and document blueprints.
On the Firm Settings page, click on the "Settings" tab.
On the Settings page, click "Matter Types" from the left navigation.
Click the "Add Matter Type" button.
Enter a matter type name.
When NetDocuments is enabled for the firm, you can Select "NetDocuments Matter Type Profile Attribute" to map the ZenCase matter type to an existing NetDocuments matter type (aka practice area).
You will not see this option when NetDocuments is disabled.
Check "Active" if you would like to see this matter type available in the application.
Check "Default" if you would like to select this matter type as the default option.
Check "Enable LEDES Billing" to default any new matters created with that matter type to have LEDES enabled.
Check "Enable Jurisdiction" to display the jurisdiction field for all matters with this specific matter type. Otherwise, "Jurisdiction" will not be available on the matter.
Click "Save" or "Save and Add Another".
Congratulations! You have now created a matter type for your firm.
How To Add Matter Subtypes
You can add your different law types for practice areas, also known a matter subtypes, into ZenCase. Matter subtypes will be used to categorize your matters and document blueprints.
On the Firm Settings page, click on the "Settings" tab.
On the Settings page, click "Matter Subtypes" from the left navigation.
Click the "Add Matter Subtype" button.
Enter a matter subtype name.
Select any "Matter Types" from the dropdown to scope the matter subtype only to those matter types.
Check "Active" to make the matter subtype available on matters and documents.
Click "Save" or "Save and Add Another".
Congratulations! You have now created a matter subtype for your firm.
How To Add Billing Cycles
You can setup different billing cycles which will be used to reference your matters billing cycle in ZenCase.
On the Firm Settings page, click on the "Settings" tab.
On the Settings page, click "Billing Cycles" from the left navigation.
Click the "Add Billing Cycle" button.
Enter a billing cycle name.
Check "Default" if you would like to select this billing cycle as the default option.
Click "Save" or "Save and Add Another".
Congratulations! You have now created a billing cycle for your firm.
How To Add Billing Types
You can add your different billing types to organize your unbilled time entries, fixed fees, and expenses when it's time to perform billing in ZenCase.
On the Firm Settings page, click on the "Settings" tab.
On the Settings page, click "Billing Types" from the left navigation.
Click the "Add Billing Type" button.
Enter a billing type name.
Select Fee Type: Hourly or Fixed.
Check "Default" if you would like to select this billing type as the default option.
Click "Save" or "Save and Add Another".
Congratulations! You have now created a billing type for your firm.
How To Add Document Types
You can organize your Zen KM documents with different document types in ZenCase.
On the Firm Settings page, click on the "Settings" tab.
On the Settings page, click "Document Types" from the left navigation.
Click the "Add Document Type" button.
Enter a document type name.
Click "Save" or "Save and Add Another".
Congratulations! You have now created a document type for your firm.
How To Add Document Subtypes
You can organize your Zen KM documents with different document subtypes in ZenCase.
On the Firm Settings page, click on the "Settings" tab.
On the Settings page, click "Document Subtypes" from the left navigation.
Click the "Add Document Type" button.
Enter a document subtype name.
Select any "Document Types" from the dropdown to scope the document subtype only to those document types.
Check "Active" to make the matter subtype available on matters and documents.
Click "Save" or "Save and Add Another".
Congratulations! You have now created a document subtype for your firm.
How To Add Jurisdictions
You can organize your Zen KM matters with different jurisdictions in ZenCase.
On the Firm Settings page, click on the "Settings" tab.
On the Settings page, click "Jurisdictions" from the left navigation.
Click the "Add Jurisdiction" button.
Enter a jurisdiction name.
Enter description.
Check "Active" to make the jurisdiction available on matters and documents.
Click "Save" or "Save and Add Another".
Congratulations! You have now created a jurisdiction for your firm.
How To Add Member Types
You can add your different member types into ZenCase. Member types will be used to describe your firm members.
An example of a member type can be a paralegal, attorney, partner, associate, legal assistant, law clerk, etc.
On the Firm Settings page, click on the "Settings" tab.
On the Settings page, click "Member Types" from the left navigation.
Click the "Add Member Type" button.
Enter a member type name.
Enter default bill rate which will set the default bill rate for a member with that member type.
When NetDocuments is enabled for the firm, you can Select the following options:
Document Reviewer Profile Attribute
Document Reviewer Dependent Profile Attribute
Document Reviewer Dependent Profile Value
Document Reviewer Dynamic Attributes
Please read Setup And Use NetDocuments Document Reviewers In ZenCase for more information.
Check "Default" if you would like to select this member type as the default option.
Check "Pre-Bill Reviewer" if you would like to set matter role assignments with this specified member type to be pre-bill reviewers by default.
Click "Save" or "Save and Add Another".
Congratulations! You have now created a member type for your firm.
How To Add Soft Costs
You can add your soft cost types to manage your unbilled expenses when it's time to perform billing in ZenCase.
On the Firm Settings page, click on the "Settings" tab.
On the Settings page, click "Soft Costs" from the left navigation.
Click the "Add Soft Cost" button.
Enter a soft cost name.
Select Bill Type.
Options: Fixed Rate, Quantity Rate, Percentage of Invoice Fees.Enter a bill rate or percentage.
Bill rate amount will be set when fixed rate or quantity rate.
Percentage amount is set when percentage of invoice fees.
When bill type is "Percentage of Invoice Fees", you will also have an option to check "Default For New Matters" which will add this option by default to all new matters.
Check "Default" if you would like to select this soft cost as the default option.
Click "Save" or "Save and Add Another".
Congratulations! You have now created a soft cost for your firm.
How To Add Task Types
You can add your different task types to organize your matter tasks in ZenCase.
On the Firm Settings page, click on the "Settings" tab.
On the Settings page, click "Task Types" from the left navigation.
Click the "Add Task Type" button.
Enter a task type name.
Check "Default" if you would like to select this task type as the default option.
Click "Save" or "Save and Add Another".
Congratulations! You have now created a task type for your firm.
How To Add LEDES Codesets
You can setup LEDES.org standard codesets or create custom codesets to categorize your time entries, fixed fees, and expense for billing in ZenCase.
Create a Custom Codeset
On the Firm Settings page, click on the "Settings" tab.
On the Settings page, click "LEDES Codesets" from the left navigation.
Click the "Add LEDES Codeset" button to create a custom codeset.
Enter a LEDES codeset name.
Select Code Type: Activity, Expense, or Task.
Check "Default" if you would like to select this codeset as the default option.
Click "Save".
You will be redirected to the LEDES codeset details page.
On the LEDES codeset details page, click "Add Code".
Enter a code name.
Enter a code description.
Select "Active" checkbox.
Click "Save" or "Save and Add Another".
Once you have completed adding your custom codes to your codeset, you can click on the "Return to LEDES Codesets" button in the top left to view all your LEDES codesets.
Clone an Existing LEDES Codeset
On the Firm Settings page, click on the "Settings" tab.
On the Settings page, click "LEDES Codesets" from the left navigation.
For an existing codeset in the table, click the "Clone LEDES Codeset" button under the Actions column.
Enter a LEDES codeset name.
Click "Save".
You will be redirected to the LEDES codeset details page.
On the LEDES codeset details page, click "Edit" pencil icon under the Actions column.
A pop up window should open to allow you to edit the code.
For the "Timekeeper" codeset type, you can enter an "Override Code".
Select "Active" checkbox.
Click "Save".
Congratulations! You have now created a LEDES codeset for your firm.
How To Add LEDES File Templates
You can setup custom LEDES file billing templates in which to customize the output .txt file for your LEDES bills.
Create a Custom LEDES File Template
On the Firm Settings page, click on the "Settings" tab.
On the Settings page, click "LEDES File Templates" from the left navigation.
Click the "Add LEDES File Template" button to create a custom billing template.
Enter a LEDES file template name.
Enter Description.
Choose Date Format.
Upload or Paste the custom File Template layout.
Please have a look at How to Create Custom LEDES Billing Templates article for layout examples.
Click "Save" or "Save and Add Another".
Congratulations! You have now created custom LEDES file templates for your firm.
How To Add Payment Methods
You can add different payment methods when creating payments in ZenCase.
On the Firm Settings page, click on the "Settings" tab.
On the Settings page, click "Payment Methods" from the left navigation.
Click the "Add Payment Method" button.
Enter a payment method name.
Select "Credit Memo" checkbox if the payment should act as a credit memo.
Under Visibility, select where the payment method should be available:
Both Payment and Trust
Payment Only
Trust Transaction Only
Under Set Default, select one or both:
Default for Payment
Default for Trust Transaction
Click "Save" or "Save and Add Another".
Congratulations! You have now created a payment method for your firm.
How To Add Invoice Terms
You can add your different invoice terms to set on an invoice in ZenCase.
On the Firm Settings page, click on the "Settings" tab.
On the Settings page, click "Invoice Terms" from the left navigation.
Click the "Add Invoice Term" button.
Enter a invoice term name.
Enter number of days for invoice term.
Check "Default" if you would like to select this invoice term as the default option.
Click "Save" or "Save and Add Another".
Congratulations! You have now created an invoice term for your firm.
How To Add Vendors
You can add your vendors that will be associated to expense in ZenCase.
On the Firm Settings page, click on the "Settings" tab.
On the Settings page, click "Vendors" from the left navigation.
Click the "Add Vendor" button.
Enter a vendor name.
Enter name to print on check.
Enter email.
Enter phone number.
Enter website.
Enter note.
Enter tax id.
Select "Track Payments for 1099?" checkbox if needed.
Enter address.
Click "Save" or "Save and Add Another".
Congratulations! You have now created a vendor for your firm.
How To Add Tags
You can add tags to categorize contacts, matters, charges, invoices, payments, and even trust transactions in ZenCase.
On the Firm Settings page, click on the "Settings" tab.
On the Settings page, click "Tags" from the left navigation.
Click the "Add Tag" button.
Enter a tag name.
Enter a tag description.
Select from the "Scopes" list to make the tag available only to those certain items.
Click "Save" or "Save and Add Another".
Congratulations! You have now created a tag for your firm.
Next, learn how to Configure Your Firm General Settings