Archived cases are hidden. You won't find them in the dossier. In this entry, we will show you how to access or reactivate archived cases:

Case Folders

In the window "Find Case Folder", check the box "Incl. archived" to include archived cases in the search. When the box is checked, archived cases will show up on the list. They will appear in red and can be opened - just like all other cases - with a double click.

Thanks to their red titles, archived case folders are easy to spot. When you open the dossier from an archived case folder, the archived cases in the case list of the dossier will also appear in red.

This way, you can easily access and reactivate archived case folders or cases.

Dossier

Hold down the SHIFT key when you open a dossier and go to the "Cases" tab to display archived cases in red in the case list. Now you can open an archived case and convert it into an active case.

Case List

In the area "Finances", hold down the SHIFT key and click the "Cases" button to display archived cases in the list. You can use the search field "Status" to filter and show only archived cases. Select the search field "Status" and enter the value "2". Active cases have a "0", inactive cases a "1" and archived cases a "2" in the "Status" field.

The difference between Inactive & Archived

If you change the status of a mandate to "Inactive", you will no longer be able to work on it. However, it will still be visible in the dossier. Inactive documents can be identified by the fact that the text is greyed-out. Changing the status to "Inactive" pauses the mandate.

On the other hand, setting the status of a mandate to "Archived” will close it permanently and cause it to disappear from the dossier overview. The text of such documents is displayed in red.

Support   1. December 2016  

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In General

It may seem advantageous to save emails in the same native format as the one used by your email client (e.g. Apple Mail, Outlook, Thunderbird, etc.). This will create a file that can be opened by your email client. Unfortunately, there is no standard for email file format. The various software uses different file formats; these are the most important ones:

• .eml - Email message file
• .msg - Saved email message
• .rpmsg - Microsoft Restricted Permission Message File
• .msf - Mozilla Thunderbird mail summary file
• .emix - Apple Mail mailbox message file
• .mbs - Opera mailbox file
• .wdseml - Mozilla Thunderbird mail message file
• .smd - Mail document or message file, etc.

These are the points to consider if you use the native format of your client to archive emails:

• Do I work in a mixed network where users who work with different email clients and various operating systems won't be able to open emails archived in native format?
• Will I still use the same client in 5 or 10 years?
• Will I still be able to open and read archived emails in 5 or 10 years?

Using the native format of your email client to archive emails may seem like a good and easy idea at first glance, but can be problematic to cooperate with other users or to ensure long-term usability. Furthermore, Spotlight indexing on the database server will not recognize native email format. These emails will not show up in your search results.

Emails in Native Format

If you choose to use the native format to archive your emails, you can select that option when using the drag & drop feature or save your emails in a drop folder.

Dragging emails from your client and dropping them into timeSensor LEGAL will not always work. The email client has to export the files in the right format immediately after the drag and send the link to timeSensor LEGAL. Whether your email client supports this depends on the client, the operating systems and sometimes even on the version of the email client. At the time of creation of the FAQ, drag & drop worked with Apple Mail and Outlook:Mac on Mac OS X Yosemite.

Alternatively, if drag & drop doesn't work, you can save the emails on the desktop and transfer them from there to the archive. This should work with most email clients. If not, you can always use the "Save as..." request of your email client to save emails in a drop folder.

The dropped file (e.g. .eml or .msg) contains the email and all attachments. timeSensor LEGAL will consider it as one single file. It will not recognize the attachments and will not be able to display them separately. In order to view attachments, you will have to open the email file first.

The screenshot above shows an email in an .eml format and a Word file attached to it. The Word file is located within the email file and the attachment is not recognized or displayed by timeSensor LEGAL.

Save in PDF Format

The PDF format has obvious advantages when working with other users or for long-term archiving. PDF documents will also be indexed and will show up in your searches. One way of doing this would be to print every email thus converting it into a PDF and archive it. Considering the number of emails you receive every day, this would take an enormous amount of time.

This is where the email interface of timeSensor LEGAL will be useful: Just send an email to a timeSensor LEGAL POP3 account, and the email interface will do the rest. The email interface regularly fetches new messages, converts them into PDFs and shows them, including attachments, in the inbox. If you've assigned the email to a case, it will automatically be archived there and show up in the corresponding case folder.

The email interface automatically separates attachments from emails. Emails are converted to PDF, but attachments retain their original format and are displayed as attachment in timeSensor LEGAL, as usual.

Archiving using PDF also has its downsides:

Emails archived as PDF will have less evidential value than emails saved in native format. PDF documents will not contain all raw data from the email. The email header contains hidden information about the sender and recipient and technical data regarding sending. This information is invisible in the PDF. It is therefore advisable to retain the original email on your server. You may not need to do something special about it since this is more or less standard today.

Conversion to PDF is complex and does not guarantee a 100% chance of success. You may encounter difficulties with improperly or twice encoded emails, where special characters will not be displayed properly. This problem, though mainly aesthetic, is nonetheless annoying. Emails may also be corrupt or entail damaging code, which may cause the email interface to crash. Finally, emails may simply be too large to be properly converted. In that case, the email will be refused in the inbox and a ticket with a warning will be generated.

Thus: the email interface is useful and reliable, but there will always be a few emails which will not be properly converted.

Conclusion

Whether you opt to archive emails in native format or wish to convert them to PDF using the interface is a matter of preference. Take into consideration the needs of your team, your wish to secure and retrieve documents long term, as well as practical needs. Usefulness of redirecting and saving features vary a lot between email clients . For example, Apple Mail can easily deal with email redirect, whereas the same feature has simply not been implemented in Microsoft's Outlook:mac 2011.

Support   1. December 2016  

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If you're using timeSensor LEGAL's email interface, you can feed emails directly into the system by sending them to the archiving inbox. The interface will recognize all emails which contain the case number and automatically assign them to the correct case.

Emails that the interface could not automatically assign will be displayed in red in the inbox. This FAQ entry will show you how to manually assign these emails:

• Open the email that you want to sort and click on the small plus button on the right.
• In the selector window, choose the client and other contacts to whom you wish to assign the email. You only need to select the address and to click on "Accept". You can also drag & drop the contact into the address line of the email window.
• If you've selected several contacts without cases, you have to drag the contact which contains the case to the first position. It will appear in bold.
• Once you've assigned a client, you can select the case in the next window, as well as add an archive and key words for archiving.
• Click "OK" to finish the assignment and archive the documents in the case.

Tip: If you need to assign several emails in a row, use the small round arrows to navigate from one email to the next without closing the window.

Claudia Costa   2. February 2017  

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When a client has several cases, you may want to enter services in each case individually, but create a collective invoice. To do this, you will need an invoice file (billing file), which is a case used exclusively to invoice other cases (but which does not itself contain services).

Set Up

Create a new case and give it a name such as "BILLING FILE". Select the invoice defaults in the case settings and set the case to "invisible" in the Timesheet.

Next, place the cases which will be invoiced collectively under the invoice file, using the key combination "CMD" + "Right arrow". These indented cases are now subordinated to the invoice file.

Invoicing

Your staff will enter their services in the corresponding cases, as usual. When it's time to send the invoice, transfer all services to the billing file, using the command "Transfer from subordinated cases". We recommend that you use the case names in the title row. You can now create the collective invoice from the invoice file. You can easily structure the service lists by subordinated cases.

Warning: If you're using title rows, do not attempt to reorganize services in the invoice file. You will mix up the services from the various subordinated cases and will not be able to create a list sorted by subordinated cases.

Claudia Costa   2. February 2017  

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Follow these five steps to import contacts from Excel into  timeSensor® LEGAL.

1. Prepare your contacts in Excel and save them as a tab delimited text file (.txt).
2. In timeSensor® LEGAL, go to "Contacts". In the "Tools" menu, select "Import", then "Import Records...".
3. In the dialog box "Import Table", click "Import" to select the Excel file.
4. Adapt the title in the table and click the button "Import". You must assign a field to each column in the Excel spreadsheet.
5. Check the table, then click "Next". Specify the contact type, and if necessary other options, before clicking "Create".

This will import all contacts into timeSensor® LEGAL.

Excel Template to Facilitate Import

We have created an Excel template "FAQ Default" to facilitate your work: FAQ Default

Enter your data in the correct columns and use the import filter "FAQ Default" to import all data into timeSensor® LEGAL. The model entries in the template are examples and can be deleted. You do not need to fill all columns. timeSensor LEGAL will try to supplement any missing information.

Claudia Costa   2. February 2017  

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timeSensor® LEGAL supports the import and export of contacts in the  vCard format 2.1 and 3.0.

Import vCards

A vCard may contain one or several contacts. To import it, you can drag&drop it from your desktop (or another folder), or use the command "Import vCard" in the "Tools" menu. You cannot drag&drop directly from the Apple Contacts.

Import a Single Contact

To import a single contact from a vCard, drag&drop it directly into a new dossier window. It is best to drop the vCard on the "label field" of the dossier window. Alternatively, you can also drop the vCard on a contact list window. An import dialog box will open that lets you import the vCard.

Import Several Contacts

To import a vCard with several contacts, drag&drop the file directly into an open contact window. The dialog box that opens will let you add additional information before importing the new contacts. At the end, the newly imported contacts will show up in the address window.

Export several contacts

Use the command "Export vCard" in the "Tools" menu to export several contacts. timeSensor® LEGAL will create a vCard 3.0 file, which can then be used by other software.

Adding One or Several Contacts to Your Apple Contacts

The "Contacts" button at the bottom of the contacts window lets you export the selected contacts to vCard and transfer them to your contacts with a single operation. The vCard contains an invisible identifier (UUID), which allows Apple Contacts to verify the contact and, if it is already in your contacts, update it.

Make sure that timeSensor® LEGAL can access Contacts if you want to add contacts from timeSensor® LEGAL to your Apple Contacts. Check the corresponding box in your system preferences, under "Security & Privacy", "Privacy", "Contacts".

Automation and iPhone Sync

Set up a local background task to force timeSensor® LEGAL to update your local contacts automatically. Every time you add or update a contact in timeSensor® LEGAL, the background task will automatically update your local contacts. You can then sync your local contacts with your iPhone using iCloud. This will make your timeSensor® LEGAL contacts directly available on your iPhone.

Follow these three steps to set it up:

• Make sure that all of your local contacts from your Apple Contacts have been imported into timeSensor® LEGAL. Use the import feature in timeSensor® LEGAL to do that.
• Delete all entries from your Apple Contacts.
• Configure a background task that updates your Apple Contacts automatically. Your contacts will then again show up in your Apple Contacts and on your iPhone.

To set up a background task, go to "Settings", "Admin", and select "Background Tasks" (admin rights required). It might be wise to exclude some types of contacts from the background export task. If you're located in Germany, you may not want to sync the entire court contacts to your iPhone.

Claudia Costa   2. February 2017  

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In order to use a dictation software to dictate in 4D Write, you need to open a specific dictation window.

Hit the keys SHIFT + CMD + "D" to open an empty window on top of your 4D Write window.

Dictate your text in this window and transfer the text into your 4D Write template using the "Overtake" button. The dictation window has been tested with Dragon Dictate and with the Mac OS X integrated Dictation feature.

Follow this link to find out more about Dragon Dictate: http://www.nuance.com/for-individuals/by-product/dragon-for-mac/software/index.htm

Follow this link to find out more about Mac OS X Dictation: https://support.apple.com/HT202584

Claudia Costa   2. February 2017  

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From time to time, you may want to print a preliminary statement of your services in a case. You can use the printer button in the case list (area "Finances") to do just that. If you only want to print a selected number of services, temporarily hide some services:

• Open the case to see all services. Select the services that you do not want to show up on your preliminary statement of costs. At the bottom right, click the action menu (gear wheel) and select "Hide selected services".
• Go to your case list ("Finances", "Cases") and select the case. At the bottom right, click the printer symbol and choose "Invoice Proposal Details". Hidden services will not show up on the document.
• To make hidden services reappear, just click the button labelled "Show" in the case's time sheet.

Claudia Costa   2. February 2017  

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This FAQ entry will show you how to modify tax rates in timeSensor LEGAL, should that become necessary.

Go to "Special", then choose "Tax Rates" in the "Accounting" menu.

Double-click the current tax rate and choose "Change Tax Rates" in the "Tools" menu.

In the next window, enter the new tax rate, its start date and a new code.

Save your changes by clicking OK and that's it.

Invoices with a creation date prior to the validity of the new tax rate will use the old rate. Invoices with a creation date after the validity of the new tax rate will use the new rate.

Please note that the date of the service is irrelevant. If you've provided services under the old tax rate, but invoice them in the new tax rate period, the invoice will use the new tax rate. If you wish to invoice services provided before the change under the old tax rate, you must create an interim invoice.

Claudia Costa   7. February 2017  

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The easiest way to change your password is to enter your current password, then press and hold the alt key and click "Log In".

You can also change your password in the area "Settings" under "Users". You will find other user-related parameters there as well.

Claudia Costa   7. February 2017  

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Adding your signature to timeSensor LEGAL is easy. Start by scanning it and saving the file on your desktop. Then, open any 4D template as a draft. In our example, we're using the letter template.

Open the action menu at the bottom left and choose "Modify Text Blocks".

Next, click the small plus button to add a new text block. Use the name "Signature" for this text block. If you're using more than one signature, it's advisable to create sub-blocks. Name the sub-blocks according to the signature's owners and copy paste the scanned signature. It's important to open the file that contains the scanned signature, select it and copy the selection.

Remember: You can use text blocks for other recurring texts at your firm, not just signatures.

Claudia Costa   7. February 2017  

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The search feature will help you find records quickly. Start by choosing the database field which you want to search through.

As soon as you start typing, the search feature will start filtering the results, quickly reducing the number of records on the list. To make your search more precise, use special characters (phonetic search is only available for contacts).

A12ENG_Excel Sheet Symbols

Claudia Costa   8. February 2017  

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Create an External Time Sheet

Open the time sheet.

In the "Tools" menu, choose "Create External Time Sheet" to create an Excel file on your desktop to record your services. This is only possible if Microsoft Excel is installed on your computer.

The Excel file has two sheets: Enter your services in the first sheet; the second sheet contains services, cases and prices from timeSensor. This second sheet is only used as an internal reference and should not be altered. If you press and hold the option/alt key while creating the Excel file, all cases will be added to the file. Otherwise, only the last accessed cases will be added to the external time sheet.

Import an External Time Sheet

You can always copy and paste your services from the Excel file into the time sheet. You can also import the external time sheet using the command "Import External Time Sheet".

Claudia Costa   8. February 2017  

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All time recording software, including timeSensor LEGAL, save time as decimal values. Conversion from and to hours and minutes format will lead to rounding problems. There are several ways to deal with this in timeSensor LEGAL. This FAQ entry will help you choose which one works best for you. Each entity can use its own method.

Method I: Exact Time Recording

With this method, timeSensor LEGAL will convert time in a decimal value with five digits after the comma.

10 minutes = 0,16667 h

The conversion in a decimal value with five digits after the comma makes accumulated rounding errors negligible, even when you enter a large number of services. If conversion would stop after two digits, this would add up to a significant rounding error and would affect a reconversion into time negatively.

Please note that decimal values are only displayed with two digits after the comma. If you enter "h10" in the time sheet, you will see 0,16 in the cell. The actual value in the cell is 0,16667. The value on an invoice will also only display two digits after the comma. Internal calculations, however, are based on five digits after the comma.

You can see the actual value if you click the cell in the timesheet and select "Qty.":

The advantage of this method is that it gives you high precision when converting and reconverting time into values.

The disadvantage is that it requires discipline in recording time. If you choose this method, you should let timeSensor handle the conversion from minutes to hours. Therefore, use "initials+minutes" (e.g. h10, h70, etc.). Our experience is that this may not work very well in larger firms, where some staff will have the tendency to enter decimal values themselves (0,16 or 0,17). This may again lead to some errors in rounding.

Method II: Time Recording With Timetables

With this method, each time is converted according to a defined table into a decimal value with two digits after the comma. There are different tables for that. timeSensor uses two different tables as shown below. One is referred to in Germany as the "Industrieminute" (http://de.wikipedia.org/wiki/Industrieminute), while the other one is referred to as the UDR table.
Industrieminuten Table
A14ENG_02_Excel SHEET Industry Minute
UDR Table
A14ENG_03_Excel Sheet UDR

This method has easiness on its side.

The downside is that it might lead to rounding errors over time, though they tend to even out.

Method III: Rounding Up Every 6 Minutes

With this method, time is rounded up in 6-minute increments. Decimal values increase by 0,1 hour. This excludes accumulated rounding errors entirely.

Claudia Costa   8. February 2017  

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You can create as many partial invoices as you want during the lifetime of a case. Just like retainer invoices partial invoices will be deducted from the final invoice.

Partial invoices are recommended, e.g.:

• when you don't know what the final invoiced amount will be
• if you might modify your fee calculation method at a later stage
• when third parties carry some of the costs
• if you want to create a total bill at the end of a case.

You can create a partial invoice over a lump sum or over services that have been entered in the dossier, using the feature "Partial Invoice from Selection". In both cases, the partial invoice will show up with a green icon on your invoice list. This FAQ entry shows you how to create partial invoices with a lump sum.

Example: Monthly Lump Sum Invoice

• Create a partial invoice at the beginning of an invoicing period, e.g. monthly, over the agreed lump sum. You can add a service description.
• As usual, create an invoice for all new services entered in the dossier of the invoicing period, using the feature "Invoice". The previous partial invoice will be automatically deducted. The remaining balance, if any, will remain in the system and will be carried over to the next invoice.
• Create the next partial invoice for the next invoicing period. You can do this for as long as you need to.
• If you've agreed that your client will forfeit the remaining balance at the end of an invoicing period, you will need to remove this balance from timeSensor LEGAL for it not to be carried over to the next invoice. It is advisable to do that by adapting your hourly rate according to the final amount before you create the partial invoice. This way, any remaining balance will be used to compensate your services during the invoicing period and your statistics won't be affected. To do so:
  • Without selecting a service, click the action button at the bottom right of the dossier and choose the option "Recalculate Prices" (before you create the partial invoice for that period).
  • Then, choose to adapt the hourly rate for your services and enter the total remaining amount for your client.
  • Finally, create the invoice for the invoicing period. The open amount should now be 0 and the remaining amount should have disappeared.

Claudia Costa   8. February 2017  

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In every case, you can create as many partial invoices for your client or third parties. Partial invoices will be deducted from the final invoice, just like retainer invoices.

It is recommended to use partial invoices:

• when you do not know exactly how much the final invoice will be
• if you are uncertain whether to apply your hourly or standard rates
• if third parties are carrying some of the costs
• if you want to present your client with a total invoice at the end of the case

You can create partial invoices based on a lump sum or invoice services entered in the dossier using the feature "Partial invoice from selection". In both cases, the partial invoice will show up in the invoice list with a green icon.

Example: Monthly Invoice for Services

• To invoice all services provided in the previous month, select them in the dossier, then choose the option "Partial invoice from selection" in the action menu
• This will create a partial invoice. All invoiced services will remain visible with a green marking.
• The following month, just select the services that have not yet been invoiced and proceed as usual
• At the end of the project create a final invoice by selecting "Invoice" in the action menu. All services will be invoiced, including the ones with a green marking. However, partial invoices will be deducted.
• Hint for German law offices: If you decide at the end to invoice according to RVG principles, you will have to delete the services in the dossier (use the grey minus button) and create an RVG invoice using the RVG window.

Support   7. January 2017  

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The search window "Find Case Folder" in your personal area lets you find case folders based on several pieces of information:

Search for cases

Option 1: Search for a case number
If the case number is added to the case name, set the search field to "Case Name" and start typing the case number. All cases starting with the case number will show up.

If you restart numbering your cases at 1 every year, you will see results from past years as well.

Tip: Sort your list chronologically. Right click on the header of the list to show the field "Created On" and sort the list using this column. The newest cases will show up at the top.

Search for clients

Option 2: Search for clients

Set the search field to "Client" and enter the first few letters of your client's name.

The list will be filtered and show all clients whose names correspond to the letters entered.

Search for opponent

Option 3: Search for opponents or other linked contacts

Set the search field to "Client", then enter the relation, followed by a colon and the name.

Search for opponent

Tip: You don't have to write out everything. It's sufficient to type in the first few letters of the relation (e.g. "opp") and of the name.

Search for court

In this third example, we're searching for a court.

How can I find cases related to a contact? 

Search for cases related to a contact

Claudia Costa   8. February 2017  

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To access the Statistics window, go to "Special" and click on "Statistics". This feature lets you analyze the data that's been entered into the timesheets. The basis of your statistics is always the recording of services.

Analysis Modus

At the top left, you can choose between Turnovers, Quantities and Key Figures to analyze your data. The statistics will show amounts, hours or relations, depending on your choice.

Structure

In the left bar, choose how you want to structure your statistics. For example, you can sort the amounts by executives, by account managers or by clients.

Filtering

In the top part of the window, you will find a variety of filters. Filters work cumulatively. For example, you can see all billable for one staff member.

Granularity

By default, statistics are shown on a yearly basis. If you want a detailed view, double-click on the column of a year to switch into a monthly view. If you double-click on the column of a month, you will see daily statistics. To go back to the first view, just click on the column of a day.

Print or Export to Excel

You can print statistics with the printer button or copy the entire chart with a right click and paste it into Excel.

Turnovers

Quantities

Key figures

Claudia Costa   9. February 2017  

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• The Period from menu lets you select the start date for your export.
• The Period to menu lets you select the end date for your export.
• The Format menu lets you select the export format from the drop-down menu.
• Click OK and select where to save your file.
• At the end of the process you will see a window indicating the number of entries that have been exported.

Claudia Costa   9. February 2017  

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All bookings in timeSensor LEGAL made and managed through your ledgers. Anyone involved in accounting may also use the balance summary and the accounting journal to do additional research.

Balance Summary

Go to "Special", "Accounting", then click on "Balance Summary" to open the following window:

You will see all the accounts of your chart of accounts, including their monthly balance. You can add columns to display the total of period, the monthly average, the budget or budget variance. Double click on a cell (e.g. income for March) to open the account details.

Accounting Journal

The accounting journal contains all the booking entered in timeSensor LEGAL, in chronological order. It offers several features to search and filter bookings, which may be of particular use for accountants.

Claudia Costa   2. February 2017  

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In general, timeSensor LEGAL processes all data in your local currency, e.g. GBP if your firm is in the UK. With some restrictions, you may also use foreign currencies with timeSensor LEGAL.

Print Invoices in Foreign Currencies

All invoices are created in your local currency. However, you can create invoices in foreign currencies using a print template that convert the invoice amount in a foreign currency according to a specific rule. The amount is only converted for the printed invoice; in the database, the amount will remain in local currency. You can convert according to the following rules:

• fixed rate (recommended)
• daily exchange rate
• diverging daily exchange rate

Example:

Local currency is GBP, invoice currency is USD.

Create an invoice template for USD, for example by duplicating the existing invoice template and renaming it.

You will also have to make changes to your new template. It contains several INV_INSERT commands, which are used to insert amounts in the invoice. These have to be complemented with the variable "Currency" and, if necessary, "Exchange rate". You will find more about commands in our chapter on templates. Every invoice that you will print using the "Invoice USD" template will be converted automatically and printed as an invoice with amounts in USD. The database entry remains in local currency.

Booking Payments: 

If a client pays an invoice in a foreign currency to a bank account in local currency, there will likely be a difference in exchange rates

• If the amount received in local currency is lower than the outstanding amount, you will have to write off the difference. In the invoice's bookkeeping area, select "Write-Off" and the account where the invoice was booked.
• If the amount received in local currency is higher than the outstanding amount, you will see the following dialog box. Choose "Currency difference" to properly book the difference.

Please note that timeSensor LEGAL does not support statements for invoices in foreign currencies. You can print statements but will have to manually enter the amounts in foreign currencies.

Bank Account in Foreign Currencies

You can set up and use a bank account in foreign currency (Business Edition and upward). The exchange rate will be saved in the accounting for each booking. You can modify the exchange rate by selecting the booking and clicking on the "info" icon. In the following example, you see a cross booking from an account in foreign currency (EUR) to an account in local currency (CHF).

Claudia Costa   2. February 2017  

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Transfers in Balance Accounts:

Select the account from which the transfer should be made, mark it as a ledger and make the modifications.

Follow these Steps to Temporarily Mark an Asset or Liability Account as Ledger:

• Go to the area "Special".
• Click on "Accounting", then select "Chart of Accounts".
• Select the account and double-click on it to open its settings. In the tab "Ledger", check the box "Serves as Ledger" and save your changes.
• In the area "Finances", under "Ledgers", you can now select the newly modified account and enter the transfers.
• Do not forget to uncheck the box "Serves as Ledger" once you're done.

Screenshots Gallery:

Transfers in Income Statement Accounts

It is advisable to create a new liability account just for this. The transfer will be done with two or more bookings through this account.

Follow these Steps to Make a Transfer

• Go to the area "Special".
• Click on "Accounting", then select "Chart of Accounts".
• Click on the "Plus" button to create a new account.
• Choose an account number (e.g. "2990") and a name (e.g. "Transfers") in the tab "Settings". Make sure the account type is "Liabilities".
• Check the box "Serves as Ledger" in the tab "Ledger".
• In the area "Finances", under "Ledgers", you can now select the newly created account and make the transfers.

Remember: "Entry" means and "Debit" and "Out" means "Credit"!

Screenshots Gallery:

Claudia Costa   5. February 2017  

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There are several ways to add a date in your templates. This entry will show you three options and their differences. If you're not familiar with templates, we advise you to watch the tutorials first.

Option 1: Add a Date Field

You can easily add a 4D date field in your template. You can select the format in the dialog box:

This option is not advisable if you're using templates in other languages. The database will only display the date in the language of your operating system.

Option 2: Use “UTI_GetLetterDate”

You can use the feature "UTI_GetLetterDate", which lets you define the language in order to display the date in the template's language (the month is written out). Using one variable only will display the current date. The second optional variable can display a database field. For example, this lets you print the invoice's date in the desired language.

Option 3: Use ”GEN_INSERT”

The command "GEN_INSERT" lets you add date and place. The first variable indicates which date to use: "letterdate" uses the date of the database record (e.g. the invoice), "currentdate" uses the current date. The second variable lets you add a language code, that is e.g. "de", "fr", "en", etc.

Comparison chart

The following chart shows the different options and the results, using a template in its English-language version.

Claudia Costa   5. February 2017  

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On Windows, letterheads are saved as a single image tied to specific coordinates. These coordinates refer to standard screen resolution.

If you modify your screen resolution in your Windows system preferences, e.g. from 125% to 150%, your letterhead will not be positioned correctly. You should choose a screen resolution and apply it to every computer in your firm. You can also create specific letterheads for various screen resolutions.

Claudia Costa   5. February 2017  

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Delete Cases

If no services have been entered into a case, you can delete it at any time by clicking on the small "minus" button at the bottom of the case list.

As soon as you've entered services, the "minus" button will disappear and you can no longer delete a case with one click. If you wish to delete it, you must select all services in the case and either delete them or transfer them to another case.

Transfer Services

Select the services and choose "Transfer To" from the action menu at the bottom right of the window. Now choose the case to which you wish to transfer the services.

Delete Services

Services with a white background can be deleted at any time.

Services with a blue background are from staff's personal time sheet. You can delete it in the dossier, but that only means that the service will change to non-billable. The service must also be deleted from the staff's time sheet.

Invoices

If you've created invoices, you will need to delete those before deleting the case.

Documents

Drafts and documents will not be affected if you delete a case. They will only lose the relation to the case, but will remain visible in the dossier under "Drafts" or "Archive".

Claudia Costa   6. February 2017  

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As long as an invoice is saved under "unprinted invoices" it will be considered a temporary draft. If you delete the invoice, its number will be released and reassigned to the next invoice. Therefore, you can always delete a draft invoice and recreate it: the assigned number should remain the same.

Delete or Credit an Invoice?

Once an invoice is finalized and saved as "outstanding invoice", its number will no longer be available. If you delete one of these invoices, you can either credit the amount (Credit Note) or delete it. You will see the message pictured on the right.

For transparency reasons, it is often advisable to credit the amount. There may be cases where a credit note does not make sense.

Let's assume you create and send a retainer invoice for a new client. Should this client change his mind and retain the services of another lawyer, you may as well spare the effort of creating a credit note and just discard the invoice.

Even under German compliancy rules, it is not necessary to have a continuous numbering for all invoices. However, each number may only be assigned once.

In the above-mentioned example, in order to ensure internal traceability, you may want to create a PDF copy of the retainer invoice and add it to a case memo. You will find the invoice in your document archive.

You will find more information regarding accounting here.

Modify Invoice Numbers

Go to "Settings", "Parameters", then select "Finances". You can modify the invoice number under the tab "Receivables". You may want to increase the starting number if you do not want to disclose the actual number.

You can also access all the "recycled" invoice numbers. Usually, there is no necessity to manage these manually, as timeSensor LEGAL does this automatically.

Support   7. January 2017  

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Whenever you create an invoice with timeSensor LEGAL, it will first show up in your list of "unprinted invoices". Even invoices that timeSensor LEGAL is set up to create automatically will first show up as "unprinted invoices". If you do not print those invoices immediately but wait a few days before issuing them, it might be useful to update the invoice's date. You can do this directly in the invoice's record. Click on the small lock to unlock the invoice and use the action menu next to the date to enter the new date. Or just update the date directly in the list of "unprinted invoices". Select the invoices for which you want to change the date. Go to "Tools", "Modify selected", then choose "Set invoice date...". This is an easy way to modify the dates of as many invoices as you want.

Remo Gemperli   6. January 2017  

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You may wish to transfer a case from one dossier to another:

• because you entered the case in the wrong client's dossier
• or because you want to assign the case to another entity within a corporate group

As long as you have not done any booking or invoicing in the case, you can simply transfer it with drag & drop from one dossier to the other. Any linked data such as services, drafts, documents, etc. will be transferred automatically.

If you have already done some bookkeeping or invoicing, you will have to close the case in the old dossier and create a new one with the new client. You will have to transfer data manually from the old case to the new case.

Support   7. January 2017  

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This FAQ entry describes what you should consider when employees are joining or leaving your law office. You need administrator rights in order to make the following changes.

Employees Joining

1. Register the Employee's Data

Go to contacts and choose “Employees”. Register the new employee’s address. Tip: select the law office’s file before clicking the plus button. Thereby the new address will automatically be added as an employee. Open the newly registered record, click the “Home” button and add a private address.

2. Add a User Account

The new employee needs a new user account in order to use timeSensor® LEGAL. Go to “Settings”, click the “User”-button and add a new user account. Remember to link the previously added user address in the “User Contact Record” section. The new user needs to be part of at least one group. Otherwise the new record cannot be saved. The groups can be ticked in the “Log In” section. If the employee will be working as an executive, you should also add an icon to the record.

Tip: After creating the new record you can drag and drop the username to the right position depending on the hierarchy. This order will be displayed in the login window.

3. Register an Executive User (Optional)

If the new employee is an executive user, you have to register that in timeSensor® LEGAL. Thus the user gets a personal area in the software. Go to "Settings", click "Core Data" and select "Executives". Click the big, blue plus button to add an executive user. Choose the executive level and tick the desired options. Tip: If you are working with more than one entity you have to repeat this process for every entity in which the new employee is an executive user.

Employees Leaving

1. Assign a Successor

Make sure that there are no more cases or clients assigned to the employee who is leaving. If there are assigned cases you can change these to another employee. Set the filter to the leaving employee and check if she is selected as an executive user in any cases. If so you can change this by clicking “Tools”, “Modify selected” ,“Set Account Manager…”

2. Set the User's Record to “Inactive"

Go to “Contacts”, click “Employees” and open the employee’s dossier. Set the status to “inactive” and save the record. The address will now show up in grey. Alternatively you can also delete the record provided that there is no important information in the dossier.

3. Deactivate the User's Account

Go to “Settings”, click “Users” and open the user’s account. Click “log In” and tick the box “Account Deactivated”. The user will no longer show up in the log in list and will not require a licence.

4. Delete the Executive User

Go to “Settings”, click “Core Data” and choose “Executives”. Delete the leaving employee’s name from the list. Please note that the executive's record will remain in the database, so that the employee's services may still be assigned at a later point. Tip: If you are working with more than one entity you have to repeat this process for every entity in which the employee leaving the firm is an executive user.

Support   27. November 2015  

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In the receivables, in the list "Outstanding Invoices", timeSensor LEGAL marks invoices for which you should send a reminder with a grey point. This entry explains how timeSensor LEGAL calculates whether or not to display a grey point.

The starting point for the first reminder is the invoice date. You will find this date at the top of the invoice entry. The following screenshots show you how to change the invoice date in an existing invoice, if necessary:

The starting point for subsequent reminders is the date of the last reminder. Provided the next reminder is not outstanding, you may modify the reminder status. For example, you can change the date of the previous reminder or delete the last reminder.

The calculation is based on the current preferences for reminders of the Statement scheme assigned to the invoice. According to these preferences, a defined number of days will be added to the date of the invoice (or the date of the last reminder):

Finally, a tolerance period is added. The default period is five days. Note that if you wish to change this tolerance period, you will need to contact the hotline to make the modification. This specific parameter is not implemented in the GUI.

The short answer to the question is therefore: timeSensore LEGAL will display a grey point when the date of invoices (or the date of the last reminder) plus the payment deadline according to the current preferences for reminders in the Statement scheme assigned to the invoice plus tolerance is smaller than the current date.

Support   5. January 2017  

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The copy and paste feature is well-known in text processing. You may not know it, but you can also use copy and paste in timeSensor LEGAL, with a few restrictions.

"Copy" From Lists

Lists in timeSensor LEGAL have a very useful feature: Right-click on the list to reveal the menu "Copy". This feature allows you to copy the selected entries, as shown on the screen, to the clipboard.

You can use this feature, combined with the possibility to taylor lists to your requirements (watch our tutorial A2 in our basic training), easily copy the data you need and import into Excel.

Copy and Paste Service Entries

You can also copy and paste service entries within the time sheet, as well as between time sheet and dossiers, thanks to a special software feature. Hold down the Alt key while pasting the previously copied service entry and the service will automatically be transferred and adapted to the current case. This will also trigger a new calculation of prices according to the price list attached to the selected case.

Copy and Paste From Cells and Fields 

It is also possible to copy from database fields. Be careful when pasting data from database fields or tables, because text may not always be text.

If you copy sections from a homepage or an HTML coded email, you will also copy control characters and other damaging code into your timeSensor database. This means "Garbage In, Garbage Out": If you save control characters or damaging code into your timeSensor database, you may influence the software. Some hidden characters may for example interrupt printing, resulting in an incomplete template containing only data up to this hidden character. We do not recommend copying data from websites or HTML emails directly into database fields.

Support   1. December 2016  

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Should you encounter a problem while saving a 4D Write draft, e.g. because of a crash or network problem, you may not be able to find the document in the draft folder.

Hold down the ALT key and press the "Plus" button. timeSensor will search the database for incorrectly saved drafts and will restore them, whenever possible.

Support   30. November 2016  

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You may add a couple in one single dossier or use separate - but linked - dossiers for each spouse.

Use a Common Dossier for a Couple

It is usually more practical to use a single dossier for a couple. In this case, chose the title "Mr and Ms". If the couple uses the same family name, you can add both first names in the corresponding field:

If the family name is different, you can add the spouse in the "Complement" field:

Use Separate Dossiers for Each Spouse

In some situations, you may prefer to use separate dossiers for each spouse. You may link the dossiers with an appropriate relation, e.g. "Spouse1 - Spouse2". This method only makes sense if you're not addressing both spouses at the same time.

Support   30. November 2016  

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It takes time to manually set up a case due to the numerous parameters. To save time and improve consistency, it is advisable to use template cases and/or template clients.

What Is a Template Case?

A template case is a case with preset parameters to use as a template for new cases. New cases will require little configuration. All parameters will be transferred to a new case, including linked contacts and other data from the template case:

• Notes
• Appointments, deadlines and reminders
• Templates
• Documents

You can add a template case to any dossier, e.g. the dossier of a key client. You can also create a dedicated dossier which you will use only for templates. This is called a "template client".

What Is a Template Client?

A template client is a client with a preconfigured set of cases, including all parameters, which can be used as a template for new cases. A template client can have as many cases and subcases as you wish. That way, you can take over an entire case structure with one click and save yourself a lot of manual configuration work. A template client works just like a template case. All parameters, including linked contacts and other data, are transferred to the new case.

How Can I Set Up Template Cases and Clients?

First, create a dedicated dossier for templates. This is your template client. The dossier can be in any area. We recommend placing it in the "Staff" area, because access rights to this area are limited. Setting up template cases and clients should be done by your program administrator.

timeSensor LEGAL will only recognize template cases and offer them in the selection if they are marked as such. You can specify this in the parameters (Settings area), under "Finances", by clicking on "Template Client". Open the selector with a click on the "+" button, then select your template cases with the usual drag and drop. This is what it will look like in the above-mentioned example:

If you only want to add one template case, which does not necessarily need to be in the template client's dossier, then click on "Template case". Add a line with the "+" button and type in the first letters of the dossier in which the case is located:

What are Default Settings?

You can enter default settings for your cases by clicking "Default settings". timeSensor LEGAL will fill in these settings in new cases, if you do not have template cases or clients (or do not wish to use them). timeSensor LEGAL may choose between:

• the default settings or
• the settings from the current client's most recent case

You can specify which settings timeSensor LEGAL should use in the menu "Create according to".

Create a New Case

When you create a new case and have set up template cases or template clients, timeSensor LEGAL will show you a list of templates. Just choose the template you want from the list. The new case will be added to the dossier.

In our example, we could add an entire M&A case structure to our dossier "Ivan Kaufmann" with just a few clicks:

If you do not select a template and skip this step, timeSensor LEGAL will create a case with either the default settings or the settings from the current client's most recent case.

Support   16. January 2017  

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timeSensor LEGAL is not a time stamp clock, but it can register when employees log in and out of the system. You can use this to monitor your staff's presence time and help with time recording in the time sheet.

Setup

Ask your staff to log in timeSensor LEGAL when they start work and to log out during lunch breaks. Further, request that presence time and entries in the time sheet have to be balanced at the end of the day. In order to use the feature, you need to enable "Presence time monitoring" in the account of every user who is going to use the new feature:

Monitoring Presence Time

Once presence time monitoring is set up, you can open a sidebar in the time sheet by clicking on the arrow at the top right of the window:

timeSensor LEGAL will automatically add presence time at the bottom of the sidebar according to every user's login and logout times. The last figure is "0:00", which means that the user is still logged in and the presence time continues to run.

Total presence time is displayed with a blue bar. The green bar shows the time entered in the time sheet. If the user has spent the whole day at work, the blue bar's length should correspond to the green bar's. This indicates that the user has entered all her hours in the time sheet.

The difference between the blue and the green bar is shown in the red bar. The difference bar will grow with every additional minute of presence time and will diminish with every entry in the time sheet. One particularly useful feature is the ability to transfer the difference, i.e. the time that has not been billed, with one click directly into the time sheet.

Support   16. January 2017  

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How to avoid conflicts of interest

1. preliminary check

• is he already recorded in the database as a counterparty or employee?
• is he connected by a relevant connection with a contact which is registered as a counterparty? Hierarchical connections of any depth are taken into account here.
• is he linked with a mandate as counterparty?
• is he connected to a contact through a relevant connection, which is connected to a mandate as a counterparty? Hierarchical connections of any depth are taken into account here.
• is he recorded as a counterparty in any connected databases?

• is he already recorded in the database as a client or employee?
• is she connected to a contact, which is registered as a client, via a relevant connection? Hierarchical connections of any depth are taken into account here.
• does a mandate exist in the database?
• is there a relevant connection to a contact for which a mandate exists?
• is she registered as a client in any connected databases?

2. inspection

Claudia Costa   20. August 2018  

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You can use timeSensor LEGAL to print out a list of services that have not yet been billed as of a specific key date. The process is as follows:

Select the services

In the "Finance" area, click on the "Clients" button to display the client list. In the footer of the client list, click on the small triangle to show advanced search options. Enter the desired end date in the "To" field (e.g., 31.3.2016).

Print the list

In a second step, you must now print the corresponding list. Click on the Print button and select the "OP List Historical". The list is now printed out:

Creating the list for the first time

Since this is a relatively new feature in timeSensor LEGAL, the "OP List Historical" may not yet have been created in your database. You can create the list as follows (assuming you have the appropriate access rights):

• Download the list here and unzip it
• In the template selection window, click on the action button and select "New list"
• Name the new template "OP List Historical" (or another name of your choice)
• In the small "File" menu, select "Open" and then open the previously downloaded and unzipped list
• Save the new template by clicking "OK"
• Your print template can now be used.

Claudia Costa   3. September 2018  

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One often issues advance invoices to clients for estimated costs, but what if the advance payment exceeds the actual cost of the services provided?

Booking an advance payment

Firstly, create an advance invoice as usual and then book it when the payment is received.

Over time, services will accumulate in the dossier until the mandate can be charged.

Create an invoice

When that time comes, create an invoice for the accrued services. There is no need to print this invoice and it should not yet be booked, since the balance is still in the client's favour.

Credit the advance payment

Before the invoice can be booked, the advance invoice must be credited. This allows the advance payment to be booked to the "Transitory Items" account, from whence it can be freely distributed among all the mandates in the client's dossier.

Booking the invoice

Now the final invoice can be offset against the credit balance. When booking, it should be recorded how the credit from the advance payment has been used, and thus resulted in a credit balance remaining in the "Transitory Items" account. The balance in the "Transitory Items" account may be used for other mandates.

Claudia Costa   2. October 2018  

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Conditions

The e-mail interface needs to be set up first before you can send unprinted invoices by e-mail. There must also be an unprinted invoice, and the recipient must have provided an e-mail address. This article shows how it works.

Settings for an invoice by e-mail

Please also check that the output options are set to Conditional and All Media. You can also save a standard e-mail template so that your customers do not only receive an invoice. More about this in the chapter "Depositing an e-mail text".

To access the first window, click on the Settings icon in the bottom right-hand corner, then click on Parameters, then switch to the Finances menu, and then select Template Editor in the Invoice Template drop-down menu. Now click on the blue folder in the middle of the new window.

Next, select Invoices on the right side of the new window and click Output Options in the upper right-hand corner. Here you can set the drop-down menus to Conditional and All Media. The argument INV_isDocument(«invoice») must be shown in the box marked in red below.

Depositing an e-mail text

In order to send not only the invoice by e-mail alone, an e-mail text template is required. Create an e-mail text template for the subsequent documents of the selected invoice. Then click on Output options in the upper right corner and set the output to "Always" and "Mail only".

Depositing an e-mail address

Now you need to save an e-mail address (marked in red in the image) in the dossier of the invoice recipient.

Sending an invoice by e-mail

Continue to the Finance section, where you will find unprinted invoices under Accounts Receivable. Select the invoice record and click on the printer symbol at the bottom right. Then click on the small black arrow in the Draft field and select "Mail to ...". You can then edit and send the contents of the e-mail.

You also have the option of sending invoices by e-mail without having set up an interface. You can also send e-mails without an interface via clients or mandate folders.

Remo Gemperli   23. April 2019  

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You can delete contacts by clicking on the bin under the contact list. If there are cases under this contact, you first need to archive them before deleting the contact.

Deleting a contact will not remove it completely from timeSensor LEGAL. A deleted contact can still be found in and restored from the Crypt.

Restore Deleted Contacts

Go to settings, the select "Advanced" from the "Admin" menu. Click on "Crypt". Select the documents you wish to restore and click "Recover". The contact will be restored and will show up again on your contact list.

Claudia Costa   6. February 2017  

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timeSensor LEGAL uses two types of numbering for contact records:

• the record ID
• the address code

The record ID is managed by timeSensor LEGAL and attributed continuously. It is unique and unchangeable. All internal connections in the database use the record ID. You will find the record ID in the dossier, displayed in a small blue box at the bottom left of the window.

The last two digits of the record ID (here, "00") refer to the entity. If timeSensor LEGAL is managing several entities, record IDs of the first entity will end with "00", of the second with "10" and so forth. For example, the record ID "123-10" means that the record was added to the entity #2.

The address code is also used for numbering. The address code numbers are not necessarily unique and may be changed manually. Address codes can be used to keep old numbering after migration, or to bring together related records with the same code.

If you add staff to a company using the assistant, the system will automatically assign the company's address code to the newly added staff. This will make it easier to find addresses related to the company.

The following example shows all staff at the company with the same address code (1). The code may be modified by clicking on the record ID at the bottom left of the dossier while holding down the Alt key. The system will let you enter any address code, which may differ from the record ID.

Claudia Costa   6. February 2017  

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You can or modify a salutation by following these few steps:

• Go to "Settings".
• Choose "Languages" from the menu "Core Data". A small window will open with all the languages used at the firm.
• Double click a language to open its settings. In our example, we want to add the salutation "Dear Professor". Select the gender, then click the plus sign.
• In the next window, enter the salutation. You can also define what to put at the beginning of the salutation and specify its structure. You will then see an example of a salutation at the bottom of the window. Hit OK to add the salutation.
• Close the assistant and the language window.
• If you want to use the newly added salutation in an open dossier, you will have to close it and reopen it to see the new salutation.

Claudia Costa   6. February 2017  

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It's easy to add a country to your list. Go to your "Contacts" and open the dossier of any of your clients. Scroll all the way down in the "Country" menu, then choose "Countries..."

In the next window, click the blue plus button.

Then, add some parameters to the country. In our example, we're adding Luxembourg to our list of countries.

If you're using several languages, translate the name of the country by clicking the blue dictionary button.

Claudia Costa   7. February 2017  

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timeSensor LEGAL allows you to set up as many languages for your firm as you wish. These are languages that your firm will use to communicate with clients, to send invoices and other documents.

Each additional language will increase administration and maintenance efforts for translations and templates.

Adding a Language

To add a language, go to "Settings", then click on "Core Data" and choose "Languages". The window will show existing languages. Just click the "Plus" button to add a language.

Use the dialog box to enter the parameters for the new language:

• Name: enter the new language's name
• ISO 639-1 Code: choose the new language's ISO 639-1 Code
• Translation Web Site: you can enter a reference translation website. You can access this website from your time sheet to create a translation.
• Salutations: you can set up the salutations for men, women and legal entities. Salutations must be entered fully to guarantee consistency in your address book.

Update Translations

When you add a new language, you must remember to update the translation spreadsheet and translate all expression into the new language.

• Go to "Settings", then click on "Core Data" and choose "Translations". Translate all expressions in the spreadsheet into the new language.
• You also need to add the necessary translations to all entries which appear on invoices or in the general communication, in particular:
  • Service groups
  • Services
  • Price list
  • Executive levels
  • Countries
  • Tax rates

You will find a blue translation icon next to the text fields of these entries. Use it to enter translations for the new language.

• Last but not least, add all templates used by your firm in the new language.

Bottom Line

Before adding a language, make sure that you really need it. After you've added a language, you will need to spend a fair amount of time to update and maintain it. Once this is done however, you will be able to use timeSensor LEGAL with every language you want.

Claudia Costa   2. February 2017  

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In Germany, the courts' addresses and locations are managed by a central federal office in Baden-Württemberg. timeSensor Ltd has subscribed to updates and regularly passes them on to its clients. You can download the newest version of the court file here.

The file is compressed and has to be unzipped before use. MacOS X users can simply double click on the file. Windows users should use an app such as "WinZip". Please ask your IT support if you don't know how to unzip the file.

Install the Update

You will need administrator rights to install the update.

Go to "Settings". Under "Admin", select "Advanced", then click the "System" icon.

Choose "Install Update", and select the newest version of the court file.

The database will be updated, which may take a few minutes. Please do not interrupt the process!

Mistakes

Any mistakes in the file should be communicated directly to the central federal office:

Oberlandesgericht
Gemeinsame DV-Stelle Justiz
Projektgruppe A
Zentrale Entwicklungs- und Pflegestelle für das automatisierte gerichtliche Mahnverfahren
Olgastr. 5
70182 Stuttgart
Tel. 0711 212 4141
og-datei@olgstuttgart-dv.justiz.bwl.de

Support   11. January 2017  

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timeSensor LEGAL's email interface lets you archive emails, including attachments, by using a specific, dedicated POP3 email account.

• Outgoing emails are sent as BCC (blind copies) to the POP3 email account.
• Incoming emails can be forwarded or transferred to the POP3 email account.

timeSensor® LEGAL will regularly fetch the emails, convert them to PDF and archive them including their attachments.

Hint: Before you activate timeSensor LEGAL's email interface, please read through the FAQ entries, "What format should I use to archive emails?" and "What is the best way to transfer emails into the archive?"

It is only advisable to activate the email interface on the 4D server for occasional email archiving.

Setup

• Create a dedicated POP3 email account on your email server or with your email provider. This account will be used exclusively for email archiving.
• Enter the POP3 account details in the parameters, so that timeSensor LEGAL can communicate with the email server and get new emails.
• Click "Connect" in your inbox window to get emails manually or setup an automatic background task.
• timeSensor LEGAL will get new emails and show them in your inbox. Emails will be assigned automatically to corresponding cases provided that the case number can be found in the correct format.
•  Finally, the email will be converted to PDF and archived in the case with all its attachments.

Restrictions to the email interface

Setting up the interface on a separate client will increase stability and performance of your system.

Support   10. January 2017  

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There are different techniques to archive emails in timeSensor LEGAL. You have to take two aspects into consideration. The first is the format: Each format comes with a number of advantages and disadvantages. The second aspect is practicality: Email clients will offer different levels of comfort while using one or the other technique.

This article discusses the advantages and disadvantages of each technique, assess their compatibility with current email clients and offer a step-by-step guide for each of these clients.

Archiving Techniques

1. Drag & Drop from Email Client to timeSensor LEGAL Archive

Advantage: easy, intuitive and fast
Disadvantage: Email will be archived in the client's native format (e.g. .eml or .msg file)
Will only work with email clients that support drag & drop to third-party applications.

2. Drag & Drop to Desktop, then Drag & Drop to timeSensor LEGAL Archive

Advantage: easy, intuitive and will always work
Disadvantage: Email will be archived in the client's native format (e.g. .eml or .msg file); this technique involves more steps and will be more time-consuming
Supported by all current email clients on all operating systems.

3. Saving Emails in Drop Folder with Automatic Archiving

Advantage: There is no need to open the case file or dossier to archive emails
Disadvantage: Email will be archived in the client's native format (e.g. .eml or .msg file)
Supported by: Apple Mail, Outlook for Windows, Thunderbird.
Not supported by Outlook:mac 2011, Outlook for Mac 2016.

4. Forward Selected Emails to timeSensor LEGAL Email Interface

Advantage: Emails are archived as PDF
Disadvantage: Emails are modified (archives forwarded emails)
Supported by all current email clients on all operating systems.

5. Redirect Selected Emails to timeSensor LEGAL Email Interface

Advantage: Emails are archived as PDF; emails are not modified prior to archiving (redirect will not show on emails)
Disadvantage: none
Supported by: Apple Mail, Outlook 2007 for Windows, Outlook 2016 for Mac

6. Redirect All Emails to timeSensor LEGAL Email Interface

Advantage: Emails are archived as PDF; emails are not modified prior to archiving (redirect will not show on emails); archiving is consistent and complete
Disadvantage: Higher maintenance as unwanted  emails and spam will have to be deleted manually; no selection of important and less important emails; email communication can burden the server, slow down the database and decrease its stability (please read the FAQ entry on timeSensor LEGAL Email Interface).

Assessment of Current Email Clients

Apple Mail

In general: Apple Mail is preinstalled on Mac computers. This client supports saving and redirecting emails and is therefore the recommended client for archiving emails on a Mac.
Supported archiving techniques: 1, 2, 3, 4, 5, 6

Outlook:mac 2011

In general: Entourage's replacement for Mac is not very capable and does not keep up with Apple Mail or Outlook for Windows. Important features such as saving and redirecting emails are missing.
Supported archiving techniques: 1,2, 4

Outlook 2016 for Mac

In general: Works much like Outlook for Windows.
Supported archiving techniques: 1, 2, 4, 5, 6

Mozilla Thunderbird

In general: Thunderbird is Mozilla's free email client. It is clear and easy to use. Thunderbird supports saving emails. To redirect emails, you will need a plug-in, which adds dependency on third-party products.
Supported archiving techniques: 2, 3, 4

Outlook 2007 for Windows

In general: Microsoft Outlook is state of the art for Windows. Outlook supports saving and redirecting emails. Using it can sometimes be quite complicated.
Supported archiving techniques: 2, 3, 4, 5, 6

Outlook 2016 for Windows

In general: Microsoft Outlook is state of the art for Windows. Outlook supports saving and redirecting emails. Using it can sometimes be quite complicated.
Supported archiving techniques: 1, 2, 3, 4, 5, 6

Step-by-Step Guide

Apple Mail

Use the "Redirect" feature in the "Message" menu to redirect emails. For optimal comfort, we recommend to add the button "Redirect" to Apple Mail's standard toolbar:

Right click on the toolbar, then select "Customize Toolbar..." from the menu.

Drag & drop the "Redirect" button to the toolbar, e.g. next to the existing "Forward" button.

Support   8. January 2017  

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You can create additional database fields in the tab "Additions" of the dossier. For example, you can specify who at your firm should sign the Christmas card. You can also indicate if a client should get an invitation to the end of the year cocktail or receive the newsletter.

The tab "Additions" in the case settings also lets you add additional fields for your cases. For example, if your firm deals with trademarks, you can use these fields to help you manage those trademarks (registration date, deadlines, etc.).

A new field in the dossier will be available and useable in all your contacts. The same goes for new fields in your case settings.

Create Additional Fields

You will need administrator rights to create new fields. Otherwise, you may only use, but not create, such fields. Additional fields are arranged according to their types:

• Alpha fields may contain up to 255 characters
• Date fields are designed for dates
• Boolean fields are Yes/No or True/False fields
• Decimal number fields may contain numbers with decimals
• Integer fields may only contain numbers without decimals
• Text fields can contain longer texts

Click on an action menu to create a new field. The editor window to set up the field will depend on the type of field.

• Field Definition
  Give a name to the field, and add a colour if desired.
  Define the field length and a default value. You can also specify if all users may modify the properties of the field.
• Choice List
  If you have a choice list, you can enter it here and force users to choose a value from the list.
• Filter & Format
  Precisely define the types of entry that you can make.

Click OK to confirm your changes. The field is now active and can be used. You can always access the field settings and make changes or delete it. Please note that if you delete a field, all information it contains will be lost.

Use Additional Fields

Additional fields work just like normal fields. They will appear in your search menu and you can add them as a separate column on your lists.

Support   8. January 2017  

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A drop folder will help you archive documents in timeSensor LEGAL. Just drop a document in the drop folder and timeSensor LEGAL will automatically import it into your spooler. If you drop the document in a case folder within the drop folder, it will be automatically archived and will show up in the case folder.

Set Up a Drop Folder

In your spooler, go to "In", then click on "Drop Folder" and select "Set Drop Folder..." Choose an existing empty folder or create a new one. This folder will be your drop folder. Choose "Open", read and accept the warning regarding documents in your drop folder.

timeSensor LEGAL will automatically add one folder for every client in this drop folder, as well as one folder per active case with the clients' folders.

This folder structure within your drop folder will be updated by timeSensor LEGAL. If you create a case, a corresponding folder will be added automatically. The same goes if you change a case name. Do not make changes to the folder structure yourself, let timeSensor LEGAL manage it.

Use a drop folder

A drop folder is your "Entrance door" to archiving with timeSensor LEGAL. The software will constantly look for new documents in your drop folder. timeSensor LEGAL will import every new document in your spooler and delete the original file in your drop folder. Only add copies to your drop folder to avoid losing data.

• timeSensor LEGAL will ignore documents that you add to the first folder (the drop folder itself).
• timeSensor LEGAL will import documents in a client's folder to the spooler. The newly important document will be red so that you can assign it to the right case manually and archive it.
• timeSensor LEGAL will import documents in a case folder to the spooler and archive it directly in the corresponding case.

Examples

A drop folder can help you manage scanned documents. Scan the document, then save it in the right place in your drop folder. A good scanner will even send documents directly to the drop folder.

A drop folder can also be useful to archive emails. Save your emails from your email client directly into the drop folder. Please follow the instructions in the FAQ entry on the subject.

Further Advice

Handling a drop folder (structure, search, and import) can use a lot of resources. It is advisable to only set up one drop folder for your network on a shared server. timeSensor LEGAL will then only manage one folder, instead of the many folders your users might add individually.

File name restrictions differ between operating systems. Make sure to use file names that are accepted on all platforms if users in your network have different OS.

Support   7. January 2017  

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Program administrators should make a few updates and changes in timeSensor LEGAL at the end of every year. Here are the most important ones:

Additional Yearly Backup

We recommend that you make an additional backup at the end of the year and save it on a separate data medium. This may be useful for accounting or any other compliance issue. Ask your IT supporter if you do not know exactly how to do this.

Accounting

We advise that you print out the following lists at the end of your accounting year:

• Open Invoices 
• Work in Progress

To print these templates, go to Addresses - Employees and select the record of your own law firm. Then click on the printer icon at the bottom right and open one of the above templates.

Download these two files and unzip them. Then start timeSensor LEGAL and open the staff list from the contacts area. Then click on the print symbol in the lower right corner. In the newly opened window, select the gear symbol at the bottom left and create a new template according to the above lists.

Click on "Open" under "File" and select the downloaded and unpacked list. Confirm with "OK".

If you have not yet saved these templates, it is important that you save them under Addresses and not in Finance.

Restart Numbering

If your case references should start at 1 every year, make sure to set the number back to 1 before you create the first case of the year. timeSensor LEGAL will take it from there and restart numbering.

If your invoice numbers start with the year, then go to "Settings", "Parameters", "Finances", and open the "Receivables" tab. There, increase the "Next Number" (e.g. 20170001).

If your archiving numbers (reference used for archived cases) should start at 1 every year, you will have to set the number back to 1 when you archive the first case of the year. Some versions of timeSensor LEGAL let you set back that number in the "Case Archiving" tab.

Update Time Periods

For accounting, timekeeping and payroll accounting (Switzerland), you can set up periods within which entries will be displayed and may be modified. To update those periods:

Go to "Special", "Accounting", then select "Settings":

Go to "Special", "Timekeeping", then select "Settings" (Smart Edition upwards):

Go to "Special", "Payroll Accounting", then select "Settings" (Switzerland only, Business Edition upwards):

Important

For the three settings shown above, the period of time for which the display is shown should not exceed five years. This means, for example, if you want to open the year 2020 for accounting, then you must set the period from 2015 to 2020.

Update Work Schedules (Optional)

If you monitor your employees' work hours and vacation time with timeSensor LEGAL, you will need to update their work schedules every year. Use the action menu to automatically calculate the workload with your firm's calendar and distribute vacation time evenly throughout the year.

Claudia Costa   7. January 2017  

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Case reference numbers are often a matter of preferences and local customs. You may want a continuous numbering, add the year, or begin each year at 1. timeSensor LEGAL can do all of that.

Go to "Settings", "Parameters", then select "Finances". Under the tab "Case Opening", you will find the following options:

Numbering: Choose permanently increasing if the numbers should continuously increase, year after year. Choose "Flexible" if you want to start at 1 every year.

Year of opening: You can choose to add the year of opening. The separator will be a vertical bar "|".

Case name: You can add the case reference number in front of the case name, which is advisable in larger law offices.

Format: Select the number of digits for your case reference. If you add less than 999 cases a year and start at 1 every year, then three digits will be enough.

Hint: If you make changes to the case reference system, you can choose to automatically update existing cases by using the button "Update existing Cases". 

Support   7. January 2017  

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timeSensor LEGAL can suggest archiving numbers for your files. You can tailor those numbers exactly to your need. You will need administrator rights to make the following changes.

Go to "Settings", "Parameters", "Finances", and click on the tab "Case Archiving". You will find the following options:

Number Ranges: If you have offices or archives in different locations, you can set up a number range for each of those locations. Each number range will have a number (to be selected in the menu), a prefix (which will be put in front of the number), and the actual number. You can choose any increment for the numbering.

Numbering:  Choose "Permanently increasing" if you want your archiving numbers to increase continuously, even after the end of the year. Choose "Flexible" if you want to start at one on January 1st. Finally, select a format the fits your needs. If you archive fewer than 1000 cases a year, 3 digits are enough.

Year of Archiving: You can choose to add the year of archiving at the end of the archiving number. You can add the year as two or four digits. Any character can act as a separator.

Closing text: Using a formula, you can add any additional text or characters at the end of your archiving number, such as the archiving date or initials of the archiving employee.

Hint: These parameters may vary according to your edition of timeSensor LEGAL. 

Support   7. January 2017  

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This article shows you how to:

• maintain and update the chart of accounts in timeSensor LEGAL
• set up an ISR payment procedure (Switzerland)

In General

timeSensor LEGAL comes with a set of pre-defined accounts which are used for accounting. You may want to modify the account numbers to match your chart of accounts. We recommend that you make sure that the pre-defined accounts have numbers that match your chart of accounts.

If you want to use timeSensor LEGAL for all of your accounting (cash and bank accounts), i.e. including expenses, you will need to add to following accounts to your chart of accounts:

• all important asset and liability accounts on your chart
• all expense accounts on your chart

Hint: You can change account numbers at all time, without interfering with your existing bookings. Existing bookings will automatically use the new account number.

Open your chart of accounts

Go to "Special", "Accounting", then choose "Chart of Accounts".

Add or modify accounts

Use the plus button to add accounts or double-click an account to make changes. The editor has up to three tabs, depending on your settings.

Import Chart of Accounts

Instead of manually adding each individual account, you can also import accounts from a chart of accounts. You will learn how to do this here.

Tab "Settings"

Enter the account number according to your chart of accounts under "Account No.". You may not choose an existing number. Enter a name under "Name", then select the account type from the drop-down menu. You can choose between "Assets", "Liabilities", "Revenue", "Expense", and "Opening/Closing". You can enter a starting balance for your balance sheet accounts (assets and liabilities).

Tab "Ledger"

Assets and liabilities accounts can also be set up as ledgers. You can book "ledgers" directly with timeSensor LEGAL. They will show up under "Ledgers" in the "Finances" area. These are usually your petty cash account, bank accounts and postal chequing accounts. You can also set up ledgers for your company's credit cards.

Check the box "Serves as Ledger", then set up your account and fill out the fields. Under "Publish in these Areas", you can choose which users should have access to the account. Users with access will have a red mark. You can set up an employee's credit card as an account in his area so that this employee can book his expenses directly. Enter a prefix and number under "Manual Document Prefix and Next #". timeSensor LEGAL will use these numbers for every booking.

You can also choose a colour for the layout of the account. Click on the white box and select the colour from the chart. This colour will be used for this specific ledger and will make it easier to recognize it in lists and charts.

Finally, for accounts that your clients will use for payments, enter the account information that will be printed on the invoices. This text can automatically be added to your invoice templates with a 4D expression.

Tab "ePayment"

To enable electronic payment with your bank, you need to enter some specific settings. At this time, only the ISR payment procedure for Switzerland is implemented in timeSensor LEGAL. You can set the horizontal and vertical position of the ISR number on your print template. Follow the instructions at the end of this tutorial. Our new GUI allows to precisely choose the position of your ISR number on the template:

The following tutorial explains how to set up and use the ISR payment procedure. It is aimed at law offices in Switzerland: 

Claudia Costa   7. January 2017  

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This entry will show you where you can set up payment terms for your invoices.

In General

You can select a payment term and a bank account when you create a case. These settings will be used for every invoice in this case.

Both indications should be printed on the invoice. Simply use the expression bellow and the payment conditions will be added to your invoice:

INV_INSERT ("payment_conditions")

Here is where this information comes from and how you can modify it.

Bank Account

You will first have to enter each account individually. Go to "Special", "Accounting", then select "Chart of Accounts". Click on the account you want to modify.

Under "Ledger", enter the information you wish to print in the field "Account Information for Invoices". If you print invoices in different languages, you will have to re-enter the information for every language. Use the translation icon on the right.

Payment Term

Then, enter the payment term as it should be printed on the invoice for every statement scheme. There are several ways to access the statement scheme editor.

For example, go to "Settings", "Parameters", then open the statement scheme editor from the "Finances" tab.

On the left, select a statement scheme.

Enter the text you wish to print on your invoices and credit notes in the field "Payment terms for invoices and credit notes". The expressions (due), (term) and (account) will automatically be replaced by the corresponding information.

If you print invoices in different languages, you will need to manually enter each text for each language. The translation icon to the right will help you do that.

If set up correctly, the expression INV_INSERT ("payment_conditions") will automatically add the right payment conditions to your invoice, depending on your statement scheme, account and language.

Support   7. January 2017  

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You can customize the time sheet for the entire firm. Go to "Special", "Timekeeping", then select "Settings". You can choose:

• which years should appear on the time sheet
• a cut-off month prior to which no services can be added
• what totals should look like on the time sheet

Support   7. January 2017  

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This entry will show you how to monitor the working hours and holidays of your employees.

Step 1: Create an Internal Case

You need to create internal cases so that your employees can enter work hours and leaves. Go to "Contacts". If your firm does not show up under "Employees", add it now.

In the dossier of your firm, add cases for:

• Vacation
• Sick leave
• Military service
• Continued education

Make sure to select the position "Internal" under "Status".

If you want to define a number of hours for a specific case, e.g. a number of vacation days, click on the checkbox "Metered case".

Step 2: Add Work Schedules

To monitor work hours and vacation, you need to create an individual work schedule for each employee. Open the employee's settings in the user editor and assign a work schedule. If you need to create a work schedule, open the scheme editor.

In the scheme editor, there are several tools that you can use to calculate your employee's work hours. You will need to define the planned work hours for each month.

First, enter your employee's workload. Select the line "Workload", then choose "Calculate Workload from calendar...". This will only work if you have previously entered a valid calendar for your firm, including local holidays.

Using the assistant, enter your employee's daily workload. Based on your settings and your calendar, timeSensor LEGAL will calculate the employee's workload. These are the number of hours that your employee should do every month.

If your employee has joined during the year, make sure that this is reflected in the editor. The workload should begin when your employee has joined and previous lines should be empty.

Then, enter the monthly hourly budget for each metered case. If your employee works 42 hours a week and has five weeks of vacation, you should distribute the total vacation time of 210 hours over the year. Each month will have a budget of 17.5 hours vacation. You can facilitate this process by using the feature "Spread hours evenly".

Once this is done, you can start monitoring work hours.

Time Tracking

Instruct your employees to keep track of all time, including sick leaves, vacation, and such, by using internal cases. Your staff will just have to select the corresponding case in the time sheet. Please note that all entries must be made in hours. One week vacation should be entered as 42 hours in the case "Vacation".

Monitor Work Hours

To monitor work hours and vacation, go to "Special", "Timekeeping", then select "Time and Holiday Balance". This feature will calculate work hours and vacation by comparing work schedules with hours entered in the time sheet. At the top right of the window, you will see the total number of vacation and the total number of absences. In case of an overdraw, the number will be red. If your employee has worked overtime, the total absences will be green.

Support   7. January 2017  

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Standard deadlines will show up as options in the action menu every time you add a new deadline. They make adding pre-defined deadlines easier.

Set Up Standard Deadlines

Go to "Settings", "Core Data", then select "Standard Deadlines". You will find some predefined deadlines on the list. You can add standard deadlines using the plus button or delete them by clicking the bin.

Use the editor to set up the new standard deadline:

• Choose a name in the field "Title".
• Under "Add", select the number of days, weeks of months to add.
• Under "Start", choose if the deadline should start on the day of the event or on the day after the event.
• You can exclude Saturdays, Sundays and Holidays as end dates.
• You can set up a reminder with a ticket.
• Under options, indicate if this is a legal respite.

Use Standard Deadlines

All standard deadlines are available in the deadline calculation tool:

Support   7. January 2017  

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The background task "Deadlines" will export all entries in "Deadlines" or "Calendar" in iCal format. One file will be created for each employee, either under a local path, on a ftp or a webDAV server. If you want to subscribe to those deadlines with an iPhone or use them with an iCal compatible calendar, it is recommended to export to webDAC Share. To do so, follow these steps:

Export Deadlines

Please note that deadlines will only be exported if the employee has activated iCal export in his deadlines or his calendar (menu "Tools").

Activate Export

Go to your personal space, then click on the "Deadlines" button or the "Calendar" button. In the menu "Tools", select "iCal export".

In the iCal Export window, check "Turn on iCal Export". You can choose to export deadlines as events or as to-do's.

• Export as event will create an entry in the main window of your iCal calendar and is recommended for your calendar.
• Export as to do will create a task. This is recommended for deadlines.

Activate the Background Task

Set Up the Background Task

Settings for Outlook

You can subscribe to an iCal with Outlook. For more information click here:

http://windows.microsoft.com/en-us/windows/outlook/calendar-import-vs-subscribe

Support   7. January 2017  

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Tags will help you save and organize additional information in the master sheet. This information will be searchable. Unlike normal fields, tags are separate entries which are attached to the master sheet. Use tags to:

• enter partners, children or pets of your clients in your CRM,
• register vehicles, weapons or other resources of your clients
• enter hobbies or particular interests

Define Tags

You need to define tags before you use them. Go to "Settings", "Core Data", then choose "Tags".

You can add a tag with the plus button. In the following example, we will create the tag "Family" and add three groups: "Pets", "Children" and "Partner". You can add each group with a click on the grey plus button.

In the tab "Fields", you can customize the fields of your tag. To add a field, click on the action menu and select "Create field".

Proceed and define the new field:

• Under "Name", enter the name of the new field
• Under "Field length", define the allowed number of characters
• Under "Default value", you can enter a default entry that will be filled in every time the tag is added. The default entry may be replaced by the desired value.
• Under "Options", you can decide whether this field may be modified by all users or only by an administrator.
• Under "Choice List", you can create a list of default values. Separate entries with a paragraph break. You can choose to allow only these values or let each user define the value. You can also decide to allow all users to modify the list.
• If the custom field is a date field, the last tab will be "Formatting":
  • The minimal value is the lowest value that can be entered
  • The maximum value is the highest value that users can enter
  • Under "Formatting", you can select how the date should be displayed
• If you have created an "Integers" or a "Reals" field, the last tab will also be "Formatting":
  • The minimal value is the lowest value that can be entered
  • The maximum value is the highest value that users can enter
  • Under "Format", you can define the format of the integers number
• If you have created a boolean field, you will only have two tabs. The first tab is "Field Definition" and the second "Formatting". The second tab lets you enter the values for true or false. If you only define one value, the field will be displayed as a checkbox. If you define both values, users will have to select either one in a bullet-point list.

Add Tags to the Dossier

You can add as many tags as you want on the first page of the dossier. Just go to the "Tags" tab and click the plus button to add a new tag. You can delete tags with the minus button. In the following example, we have added tags for the partner, the children and some particular interest of a client.

Search Entries for Tags

You can search for tags in the address list, using the search icon. In the search window, you can for example search for all clients whose partners have a birthday in July.

Support   7. January 2017  

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Claudia Costa   7. January 2017  

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In order to trace the source of an error, either user-related or program errors, it is necessary to reproduce the error. As long as we cannot reproduce an error, we cannot fix it.

Once an error has occurred, it will often be difficult to reconstruct the process that lead to it. For this reason, while looking for an error, it may be helpful to run a screen recording in the background. Your screen will be recorded while you are working. Should an error occur, it will be possible to rely on the screen recording in order to reproduce and eliminate the error.

Under Mac OS X, the software "QuickTime", which ships with the operating systems, includes screen recording features. Follow these steps:

1. Start "QuickTime Player". You will find it in your applications folder.
2. In the "File" menu, select "New screen recording".
3. In the small window "Screen recording", press the red "Record" button (the button with a red dot).
4. To start recording, click once in the middle of the screen. QuickTime will now record all movements on your screen.
5. Once the error occurs, click on the stop icon in the menu at the top of your screen. The recording will stop and will show up in the window that pops up.
6. Save your recording on the desktop (this will create a ".mov" file).
7. If you finish your work process without an error occurring, just stop the recording and discard it.

Similar tools are available for Windows, such as e.g.: http://www.apowersoft.de

Support   6. January 2017  

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Thanks to a macro specifically designed for this purpose, Microsoft Word can fetch data from timeSensor LEGAL and insert it in templates. New developments in Word may require an update in the macro. For example, since Build 1554, it is possible to save new Word documents directly in the case folder of timeSensor LEGAL. To use this feature, it is necessary to update the macro in the Word documents.

This is how to proceed to update your Word templates:

• Download the newest version of timeSensor LEGAL's Word template from the timeSensor LEGAL Training portal. Keep the folder at hand by saving it on your desktop.
• Open the template editor in timeSensor LEGAL. You will need administrator rights.
• Go through the following steps for each document you wish to update:
  • Drag & drop the document from the template editor into the timeSensor template folder
  • Click and hold the shift key while you open the document "timeSensor template.docm" with a double-click (provided it is not open already)
  • Look for the "info button" (depending on your Word version, you will find it in the tab "add-ins", in a separate ribbon, etc.). Click on this button.
  • Word will ask you to select the document you wish to update.
  • The macro will be updated and Word will confirm this with a message.
  • Finally, drag & drop the updated template back from the folder into the template editor. This old template will be replaced.

Support   6. January 2017  

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timeSensor LEGAL lets you create your own lists, provided you have the required access rights. Watch our tutorial E6 to learn how to do this. This FAQ describes how you can add data from linked tables to a list.

Tables

All entries from the timeSensor LEGAL database are saved in tables. Each entry belongs to one of the approximately 200 tables in the database. The most important tables are:

• Contacts
• Cases
• Invoices
• Lines

When you create a list, you have to assign a main table. The following example shows a list which was created in "Contacts". The main table is "Contacts".

Relations

Many tables are linked to each other. These links are referred to as "relations", which is where the term "relational database" comes from. A relation will automatically be activated when a list contains a field from a linked table.

In the following example, you will see that we have added one field from the table "Cases" to our list. The tables "Contacts" and "Cases" are linked to one another. Since we have added a field from the linked tables "Cases" to the address list, the relation will automatically be activated upon printing.

Immediately after printing the field "Last Name, First Name", the program will look for all the cases linked to this field in the table "Cases". The case will be added to the list. Now, what if one contact has several cases?

In this case, the case line will be repeated as often as necessary to account for all cases of the selected contact. In our example, our client "Ultrastar.com Inc." has two cases, which are displayed on two separate lines in the list.

This will also work with other tables. For example, you can print a list of cases in the area "Finances", under "Cases", and show all invoices linked with the cases.

Hint

Your list must contain one field from the linked table in order to activate the relation. Otherwise, only the current entry from the main table will be displayed. This is particularly important if your list contains formulas that correlates with the linked table. In this case, add a field from the linked table to your list. If you do not wish to print this field, you can hide it in the menu "Column". The field will not be printed but lets you activate a relation. In the following example, we have added the column [Invoice]date to the report, then hidden it. This way, the formula "C5" is calculated properly.

Support   1. December 2016  

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In General

As long as you have administrator rights, you can update timeSensor LEGAL at any time. Open the application menu "File" ("File" for Windows), then click "Check for updates".

The dialog box will display all available updates and the type of update:

• Maintenance updates do not necessarily need to be installed.
• Recommended updates should be installed rapidly.
• Critical updates should be installed as soon as possible.

All users have to be logged out before you install an update. It is best to install updates during downtime, e.g. early morning, at noon or in the evening.

Beta versions will usually not be displayed. If you are interested in a beta version, hold down the Alt key and click on the "Check for Updates" button in the dialog box. If there is a beta version available, it will show up and can be installed.

Hint: we are happy to share our beta versions and make them available for download, so that you can use the newest features and benefit from bug fixes. Beta versions are tested prior to upload. Be aware that beta versions have a slightly higher potential for software errors than normal versions.

Update Procedure

The update procedure will go through the following steps (multi-user system):

1. Backup: Start with a backup. We recommend that you always do a backup before an update. If you so wish, you may skip this step and install the update anyway.
2. Download: The system will download the update from the server, if this was not already done automatically.
3. Update: If the download was successful, the system will now install the update:
   1. the connected client is disconnected
   2. the 4D server is shut down
   3. the old software version is replaced by the new version
   4. the 4D server is restarted
4. You may now log in again and use the newest version.

In single-user systems, the update is faster. There is no 4D server and the update only needs to replace the software app. Do not interrupt the process. 

Possible Errors During Update Procedure

1. Download errors: The update will be downloaded automatically from the ftp server. Your firewall must be set up to allow download through ftp protocol. Some firewalls will also check the downloaded zip file for viruses. The download package is almost 1GB, so make sure that the check does not timeout. The majority of errors that occurred during download could be resolved with proper firewall settings. Ask you network supporter for assistance.
2. Replacement errors: The old software version will only be replaced if it is called "timeSensor Server" (multi-user system) or "timeSensor" (single user system). Please do not rename the application.

Support   1. December 2016  

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To manage every user's access rights, go to "Settings" and open the window "Users". Administrator rights are required to manage access rights. In the user editor, add all users in the tab "User". Then, assign users to groups in the tab "Groups" and manage each group's access rights in the tab "Access".

Please follow these principles:

• All members of the "Admin" group have unrestricted access to all parts of the program
• Access rights are only granted to user groups, never to individual users
• Each user can be a member of any number of groups
• In case of conflicting access rights between groups, the following applies:
  • An explicitly defined access right will overrule an inherited access right
  • An explicitly defined "Access allowed" will overrule an explicitly defined "Access denied"
• Any undefined access right will be automatically inherited from the parent group. In the following example, the entry "Master Sheet" will have the same access as the entry "Clients", which in turn has the same access as the entry "Contacts", which has the same access as "Doe & Sample". Access rights follow the path: Doe & Sample -> Contacts -> Clients -> Master Sheet

If you wish to restrict access to the tab "Accounts" in the client dossier, you will have to define access rights specifically. Click on "Specified access", then select the access privilege. If you restrict the access, members of the "Base Access" group will not see the tab "Accounts", unless they are also members of another group with full access to the tab "Accounts"

For every user, you can restrict access to certain parts of the program, as well as define specific access rights. If you click on the tab "Other", you will see a number of access rights which are not specifically tied to parts of the program. You may for example restrict access to confidential dossiers for members of the "Base Access" group:

If you define specific groups with precise access rights and assign users to groups, you will be able to create complex access rights profiles.

Claudia Costa   29. March 2017  

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General

To use your timeSensor LEGAL licenses you have to activate them. You can request activation codes from us for this purpose. Entering the activation codes activates the licenses for use. Activation codes can be time-limited or unlimited. The activation always takes place in the context of the hardware used. If the hardware is changed (e. g. in case of a server exchange) a reactivation is necessary.

Entry of the activation codes

In the menu "timeSensor Client" (multi-user systems) or "timeSensor" (single-user systems), select the command "About timeSensor LEGAL". Click on the button "Licenses"in the following dialog.

In the window that appears, enter all your activation codes. Note: You can enter the codes by copy/paste.

Support   8. December 2017  

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Don’t leave data security to chance! A carefully set-up and monitored data backup system isn’t just good for your peace of mind, it can also save you hundreds of hours of work in the event of an emergency.

This article describes how to set up and monitor timeSensor LEGAL data backups.

General information

What should be included in the backups?

All timeSensor LEGAL data is stored in a folder called "timeSensor DataFiles." This folder must be backed up on a regular basis.

• In multi-user operation, this folder is located on the server.
  • If your server is running MacOS, you will find it under “Programs” in the "timeSensor Server" folder of the server app.
  • If your server is running Windows, you will find the folder under "Documents."
• In single-user mode (and thus MacOS), you will find the folder under /Users/All Users/timeSensor DataFiles

Please note that this is the recommended installation location for your timeSensor data, and in some cases, your data may be stored elsewhere. If in doubt, consult your IT specialist.

How often should a backup be performed?

The “timeSensor DataFiles” folder should be backed up at least once a day.

Where should the backup be stored?

Copy your “timeSensor DataFiles” folder to another hard drive. This copy is known as a primary backup. The advantage of a primary backup is that it is quick to perform, and data can also be restored quickly in the event of problems.

The primary backup should, in turn, also be backed up to a remote location on a daily basis. This is known as a secondary backup. Here are a few ideas on how to perform secondary backups:

• Set up an encrypted cloud backup with a provider that you trust. One well-known provider is the company Mount10.
• Copy the data to the office computer of the IT partner of your law firm over an active VPN connection.
• Instead of using a normal hard drive for your primary backup, use an NAS drive. Set up the secondary backup on another NAS drive at a remote location so that the two NAS drives synchronise automatically. Synology is a well-known NAS solution provider.

You can further improve data backups by setting up “generations” - i.e. by retaining a series of daily backups at the secondary backup level. This is often the default option for cloud backups at data centres.

Monitoring

Even the best data backup system can be useless if it is not monitored. Check that your backups are working properly on a regular basis (at least once a month) and try downloading a secondary backup once a year to ensure that this works properly too, so you know that you can rely on it in case of emergency.

Backing up an active database

Unfortunately, another problem arises when backing up an active database: The database is normally in constant use and is therefore open. As with any other file, problems may occur when attempting to create a copy while it is still open. The copy that is created may not contain the latest data, since at the time the copy was created, some changes may still be in the RAM and thus not yet have found their way to the hard drive. The worst case scenario is that the copy is useless, because it is not consistent.

In single-user mode, this isn’t difficult to resolve: simply close the timeSensor LEGAL program before running the backup. This will close the database file and you will have no problem backing up the “timeSensor Data Files" folder.

In a multi-user environment, it’s not that simple: Asking every user to log off simultaneously every day so the database is closed for the backup would be too complicated, which is why 4D database servers offer the option of backing up databases even when they are active. Users can stay logged in while the database is backed up automatically. However, the database may quickly “freeze” during a backup, so it is best if backups are performed at night. The backup file is also stored in the folder "Time Sensor Data Files," in the sub-directory STUFF/BACKUP. This system ensures that there is always a complete and usable copy of your data in the “timeSensor Data Files" folder.

The automatic backup can be configured by the system administrator through the Administrator window on the server. The following series of images displays the recommended configuration in the Administrator window:

Final word

Don’t leave anything to chance when backing up your data! If you aren’t happy about setting up and monitoring your own backups, delegate these tasks to your IT specialist, or book Server Monitoring with timeSensor AG, which also includes these tasks.

Claudia Costa   11. May 2018  

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You can create a new entity quickly. To do this, open the "Advanced" window in your settings, under the "Admin" section.

Create the new entity with one click on the "Plus" icon, positioned on the bottom left-hand side of the window.

Enter the entity's name in the first box, and in the second box fill in its abbreviation or acronym.

The currency for the new entity can be determined in the next box. It is important to note that the currency can be determined once only when you create it, and it cannot be changed thereafter.

For VAT-based accounting methods, you have the following options: "Not obligated", "Received fees" and "Agreed charges". You are able to select your appropriate setting here. For collected fees, you can additionally select the flat taxation rate. The corresponding tax number can then be entered into the next box.

To adapt the visual display for the "timeSensor" client to your taste, you may choose a color scheme from the color palette.

If you need to transfer data from an existing entity, you may make this selection right at the bottom of the selection list, i.e. select the existing entity from which you require the base data, in order to automatically create the new one.

  17. April 2018  

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Avoid having to manually input accounts by creating a chart of accounts. This is how you go about it:

Preparation in Excel

Prepare the chart of accounts in Excel. Fill out three columns in your Excel document:
- Column 1 for the account number
- Column 2 for the account name
- Column 3 for the account type (1 = asset account, 2 = liability account, 3 = expense account, 4 = revenue account)

Save in CSV format

Save the Excel document as a .csv file (comma separated values)

Open Import Editor

Open the window with the chart of accounts in timeSensor LEGAL. You will find this window in 'Special' under 'Accounting'. Select 'Import chart of accounts' from the 'Tools' menu.

Import data from the CSV document

Click on 'Import' and configure the import to correspond with your data:
- Choose 'Import table' as the import goal
- Choose the encoding accordingly so that umlauts are correctly displayed
- Assign the columns as shown to the correct fields in the import table

Add chart of accounts data

The imported data should now appear in the Import Editor. Make sure that the data is correct and click on 'Next' to complete the import. The accounts will now be added to the chart of accounts.

Claudia Costa   16. July 2018  

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Over the course of the year, you may on occasion wish to change the office letter paper, whether it be due to changes in the information returned or a new layout.
To carry out the following manipulations, you require access to the timeSensor® LEGAL settings.

Changing letter papers for 4D Write templates

Make sure that you have the new letter paper available as a PDF (operating Mac only) or in SVG format (mixed systems or Windows only).

Navigate to the letter paper settings in timeSensor® LEGAL (Settings / Parameters / General / Letter Paper).

Double-click on the letter paper that you want to change. In our example, we will change the letter paper for letters.
With a double-click you will go into the Scheme Editor, where you can see the various letter papers and their specifications.
If the layout you use for the first page and that of the following pages of your letters are different then you will see that here.

Double-click on the template. A small window will appear, in which you can edit various details. Generally, you will only need to replace the picture element here.
Drag, therefore, your prepared PDF document into the Picture Elementfield. timeSensor will now replace the old image with the new one. If you want this picture element to be printed on the first page only, make sure just that the First Page option is ticked.
Subsequently, confirm the changes with OK.
In the event you only use one letter paper for all 4D Write templates, you have already made all the necessary adjustments to the settings.
If you have a second letter paper for the pages following the first page, then you need to repeat all the steps for this. The same goes for all letter paper schemes that you have on file (there are two in our example: Letter and Invoice).

Changing letter papers for Word templates

If you need to change the letter paper for your Word templates too, please make sure that you are familiar with Word templates and that you have the folder containing the Word macro on your computer. You can download this here.
In contrast to 4D Write templates, letter papers cannot be set globally in Word. They must instead be set for each individual template or changed as appropriate.
You need to carry out the following steps for each Word template. Please note that the same goes for each language. Therefore, when you, for example, write the same Word document once in German and once in French, you will need to change the letter paper for each language.

Navigate to the Template Editor and find your Word templates. You can drag and drop the Word file either directly into the timeSensor_templatefolder or go via your desktop.
Now, open the Word file while holding down the shift key. The macro dialog, with which you are familiar, will appear.
Double-click on the header to activate it. Choose the picture that was stored there and delete it.

Now, drag your new letter paper, which you have prepared on your desktop, into the header.
Word will recognize the letter paper as an image and will automatically bring it to the foreground. This is not what we want for a letter paper, however. Set the image, therefore, to be displayed

Claudia Costa   18. September 2018  

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If you want to save an e-mail from yourself or your client in the archive in timeSensor LEGAL, the column Type will show either "Inbound" or "Outbound". This indicates whether the e-mail is incoming or outgoing. You can change this manually by selecting the archived e-mail and clicking on the blue info sign and changing the status of Kind.

When importing an e-mail via drag & drop, timeSensor LEGAL tries to guess whether the e-mail was incoming or outgoing. The following algorithm is used for this purpose:

1. The sender of the e-mail is read out
2. All e-mail addresses of employees are reviewed
3. If the e-mail address of the sender matches the e-mail address of an employee, the e-mail is listed as Outbound.
4. Otherwise, the e-mail is automatically listed as Inbound.

Enter your e-mail address

First open the contacts of your employees and open your dossier. If you have not yet done so, enter the e-mail address(es) with which you work, i.e. receive and send e-mails. You can also enter more than one e-mail address.

Link the employee to the user account

As soon as you have entered your e-mail address, switch to the Settings and there switch to the User tab. Open the user account of the employee for whom you have entered the e-mail address. There you go to the menu Identity and click at the bottom, for employees, on the cogwheel to open the selector window.

Go to the employee contacts and drag and drop the employee into the field. You have now linked the employee address and the system knows who has which e-mail address.

Remo Gemperli   30. September 2019  

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When your timeSensor® LEGAL application does not open automatically, you may see this bar:

You can access the application with just a few clicks. Go to "File", "Open", and select "Remote Database...". You will see the usual access dialog box to connect to the server. If you've used a connection to the server in the past, you will see it in the tab "Recent". If the tab is empty or the connection fails, try to connect using the tab "Available", or enter the server's IP address under the tab "Custom".

Claudia Costa   5. February 2017  

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You may be able to fix some problem by restarting your Mac Mini Server. Please note that restarting your server will force all users to quit the 4D server and stop them from using timeSensor LEGAL until the 4D server has restarted.

Restart the Mac Mini

To restart the Mac Mini Server, you need to have access to a screen. You can set up access for the administrator with Apple Remote Desktop, VNC, TeamViewer or any other similar program. Normal users should not be able to access the Mac Mini Server.

Make sure that all users are logged out of the 4D server before you restart. You will see a warning, which lets you choose how to log out users. In general, you should select "Wait until all users have logged out". The 4D server will shut down as soon as the last user is logged out.

Now, restart your Mac Mini Server

Restart the 4D Server

In general, the 4D Server application will start automatically when the Mac Mini is rebooting. If that's not the case, go to the program folder, find the timeSensor Folder and double-click on the „timeSensor Server“ application icon.

Hint

The "Autostart.4DLink" file is a shortcut to open the database. It is created every time the database starts and can be deleted.

If your 4D server is the only 4D application on the computer, you can add the file as a "Login Item" in your system preferences, under "Users & Groups". The database will then automatically restart every time the Mac Mini restarts. This will only work if the 4D server is the only 4D application on the Mac Mini.

The Mac Mini is not a workstation. Please do not work on the server. This could impair the functionality of the database or lead to damages in the database.

Claudia Costa   5. February 2017  

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It can be useful to keep some documents available at all times. Just take your iPad to court and access all archived documents in a case with it. timeSensor LEGAL lets you add archived documents from selected cases to a cloud directory.

First, choose a cloud service that you like and trust. Then, install the cloud service's software on your server. If you're using a single workstation edition, install the software on your workstation.

In the parameters, go to the tab "Cloud Drive" to identify the cloud drive. Choose "Select..." and navigate to your cloud directory. In a multi-workstation environment, you will see the directories on your server. It is advisable to add a dedicated folder for timeSensor LEGAL in your cloud directory.

Next, open a case folder and click on the Cloud Drive icon.

iPad preferences

Claudia Costa   5. February 2017  

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Windows

Install a PDF driver that supports borderless PDF documents.

NOTE: A borderless PDF on your screen does not mean that your printer also supports borderless printing. To do so, you will need a printer that supports this feature.

Mac

On Apple computers, you can set up border parameters for PDFs in the print dialog. Because most printers do not support borderless printing, the default parameters on your Mac is with borders. For example, standard A4 pages are created with 2 cm borders on each side. That goes for PDFs as well.

You can create your own paper size to avoid these restrictions. Open the print dialog box, then select "Manage Custom Sizes..." in the "Paper Size" menu to create your own paper size. For a borderless A4 page, choose 210 mm x 297 mm as  paper size and 0 mm of non-printable area on all sides. Look at the screenshots below to see how this is done.

NOTE: A borderless PDF on your screen does not mean that your printer also supports borderless printing. To do so, you will need a printer that supports this feature.

Claudia Costa   6. February 2017  

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You want to use specific paper for your invoices? This FAQ entry will show you how to assign different printer trays for various pages of your documents.

In General

Printer drivers are fairly complex. This method will work for many printers, but there is no guarantee that it will work on all printers.

In general, follow these steps:

• Select the template for which you want to save printer settings
• Modify the settings
• timeSensor LEGAL will save your printer settings in a small file along with the template
• Before printing, timeSensor LEGAL will send the printer settings to the printer, then print the document

There are two (under Windows, three) methods to create printer settings and send them to the printer:

1. With plain text, i.e. the settings are sent to the printer using commands such as "Choose paper tray nr. 3" or "Print in landscape format"
2. As Print Record BLOB, i.e. all the settings are saved in one single Print Record and sent to the printer before each print
3. Under Windows, it is possible to install the driver several times and set each one up. You will have several copies of the same driver, each with its own specificities. One driver will e.g. select tray 1, the other one will select tray 2. In timeSensor LEGAL, just assign the right driver to your templates.

Each method may work better than the other, depending on your printer and OS. The first and third methods work well with Windows, whereas the second method seems to work better under Mac.

Set Up the Printer Settings

Go to the template editor and select the template which you want to make changes to. At the top right, click on "Output Options".

Click on the small printer symbol to use the first recommended method or hit and hold the "alt" key when you click on the small printer symbol to use the second recommended method:

• Mac OS X
  • Simple click  -> Print Record BLOB (Method 2)
  • Alt + click -> plain text (Method 1)
• Windows
  • Simple click -> plain text (Method 1)
  • Alt + click -> Print Record BLOB (Method 2)

timeSensor LEGAL saves the printer preferences in a small .txt or .blob file and saves it locally on your workstation. This means that the printer settings will only work on your workstation. In a multi-workstation environment, you will have to set up the printer settings on each workstation.

You can also set up a tray or a printer using the "Printer parameters" button for multi-document templates, such as the invoice template. This way, you can print the invoice, the invoice details and the pay-in slip from different trays or printers.

Tips:

• You can select each template, but do not have to make the changes in all languages. The printer settings are set up for all language versions of the template.
• These methods may not represent the steps for each option on each printer accurately. Please refer to your printer support if some options are not available or not rendered properly.
• Event though you can open Word templates from timeSensor LEGAL, the printer settings for Word are not controlled by TSL. You can only set up printer parameters for Word templates in Word.

Tips for Administrators

If you're using a consistent set of printers throughout your network, you can save time by just copying the printer settings on a USB stick or your server and pasting it from there on all workstations.

timeSensor LEGAL saves the printer settings under this path:

• macOS: Users/Username/Library/Application Support/timeSensor/STUFF/PRINTERS
• Windows: Users/Username/timeSensor/STUFF/PRINTERS
  

Go to the folder and copy the files on your USB key or server. You can just paste the files in the same folder on all other workstations. Before each print, timeSensor LEGAL checks this folder for printer settings and uses them automatically.

Further:

• The folder "Library" is hidden under macOS. The easiest way to find it is by holding the "alt" key down while selecting "Library" in the "Go to" menu.
• If you only wish to copy some printer settings, use the template's ID in timeSensor LEGAL. You will find the ID of each template if you open the bottom part of the print options. The ID is shown on the right side of the grey bar. Use the ID to find the corresponding printer settings file in the "PRINTERS" folder.
• 

Claudia Costa   6. February 2017  

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You need a perfect connection to your server to work with the database. Some errors may interfere with the connection between the 4D client and the 4D server:

• Sleep mode on the workstation
• Unreliable network connection
• Defective network cable
• Defective router/switch
• Defective network card

Because the 4D client is constantly communicating with the 4D server, it is more sensitive to network issues than your web browser or your email client. It is possible that existing problems will only appear once you've started using the database. Make sure that:

• Your computer it wired to the network and not using a wireless connection. It may not be sufficient to plug in the network cable, you need to make sure that your computer is primarily using the network cable and not the WLAN connection.
• Your sleep modus is deactivated. You can choose to turn off the screen in your energy saving options, but the computer should not go to sleep automatically, or it may lose the connection to the server.

The most frequent network issues for our clients were network cables and defective switches.

The following video shows you how to spot those network issues using the PING command:

Claudia Costa   6. February 2017  

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There are several tasks that timeSensor LEGAL runs in the background with notice. Program administrators can control and manage those background tasks.

Open Background Tasks

Go to "Settings", then select "Background Tasks" from the "Admin" menu. This will open the background task window.

1. In the list, click on the task that you wish to modify
2. Choose if the task should run on your workstation or on your server (multi-workstation environment). Some task can only run locally and other only on the server, while a third category can run either locally or on the server.
3. Activate or deactivate the task.
4. If you turn on the task, you can select the time frame for it. You can specify if the task should run once or several times during that period.
5. Enter further information under the time frame, if prompted.
6. Click on "Run Now" to run the task immediately, if possible.

Description of the Tasks

Finances

This task does

• • automatically transfer services from the personal time sheet to the dossier
  • automatically create invoices, according to the plan or when the budget is exceeded
  • monitor compliance with budgets
  • send tickets, if necessary

In order for the task "Finances" to run properly, no database records may be blocked by users. In a single workstation environment, this means that you have to close the window "Dossier" and "Time Sheet". In a multi-user environment, no user may be logged in.

Recommendation: Have the task run between 01:00 and 02:00, when no one is logged in. A single execution of the task is enough. In a single workspace environment, you can run the task continuously every 5 minutes from 00:00 and 23:59.

Address Book

The task "Address Book" synchronizes your local Apple Contacts. This task can only be set up locally on a Mac.

You should select which addresses from timeSensor LEGAL should be synchronized with your Apple Contacts. Select the contacts to be synchronized by clicking on the contact type or category.

Deadlines

The task "Deadlines" exports deadlines to your calendar using the iCal format. You only need this task if you're publishing your deadlines and want to subscribe on your iPhone or other mobile devices.

Spooler

If you've set up an email interface, the "Spooler" task will make sure that timeSensor LEGAL automatically and regularly connects to your inbox. It will download and process new emails from there. The task can be set up on the server or on a separate computer. It is recommended that you run the email interface on a separate mac, in order to increase stability and performance. Should the interface crash, it is easy to restart it without affecting the database.

Exchange Rates

The task "Exchange rate" must be activated if you want timeSensor to download the newest exchange rates from the European Central Bank or the Swiss Central Bank. This is only necessary if you're using foreign currencies.

Claudia Costa   6. February 2017  

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PDF display under Windows uses PDF Viewer. This plug-in is not compatible with Adobe Reader 11.0.7. Adobe has made a lot of changes in this version which affect the Active X controls feature.

Solution: Update to Adobe Reader v. 11.0.9.

Claudia Costa   6. February 2017  

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Apple launched its backup software Time Machine with Mac OS X 10.5. It is integrated in the operating system of every Apple computer. We advise not to use Time Machine on your server for the following reasons:

• Time Machine does not allow setting a timeframe for backups. The software may start backing up data when every user is logged in and the system is running at full capacity. This could slow down the server.
• Time Machine only saves data sets. The criteria for saving data is whether it has been changed since the last backup. The 4D Server saves data in one big file which is changing all the time. Time Machine will therefore keep trying to back up this file.
• Furthermore Time Machine will not succeed in backing up the database because it cannot be backed up while it is in use. Users are continuously using and changing the data that Time Machine is trying to back up. In addition the cache is storing data which has not yet been transmitted to the hard disk.

It is mandatory to back up the 4D database with the 4D backup function. This ensures a complete copy of the files. Please configure the 4D backup function so that it starts every night, e.g. at 2 am. It is unlikely that users will be logged in at that time and the system will have enough capacity. This backup is your primary backup and it is saved on the same machine (but preferably on another hard drive) as your productive database.

The backup file should then be copied to another hard drive which should be located outside the law office. This copy can be made using tools like Carbon Copy Cloner. It is important that you check this secondary backup regularly and that it is located outside your offices.

Support   26. November 2015  

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timeSensor® LEGAL is an application using Multiple Document Interface (MDI). This graphical user interface allows the user to open multiple documents within the application. These documents are displayed in child windows within the parent window. The child window can be freely moved within the parent window.

Mac OS X allows the user to freely move the child windows across the desktop. The parent window has been reduced to the menu bar at the top of the display. This creates the illusion of transparency.

In Microsoft Windows child windows can only be placed within the parent window. The parent window covers the desktop. The shortcut Strg+tab allows the user to switch between different windows. By default, the parent window is opaque and covers the desktop. Alternatively, you can set the parent window to transparent. You can activate that setting by clicking on the window icon in the menu bar.

Support   20. November 2015  

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timeSensor LEGAL can process all types of Microsoft Word documents. It is possible to archive those documents in their native format, or use Word templates with timeSensor LEGAL.

Word Templates Without Data Integration

As long as Word templates do not have to access data from the database, you can use any version of Word. When you click on a Word template, it will be copied in your draft folder and the document will open. Your operating system will now take over and open the program corresponding to the document.

Word Templates With Data Integration

timeSensor LEGAL offers data integration with a plug-in operated via a macro, as is the standard in the industry. The file "timeSensor template.docm" is a Word template with an integrated macro. You can use it to create your own templates for your firm. The template can be downloaded from our page "Download". You can use the template in two different ways:

• Copy the necessary components (Macro, menu) from the "timeSensor template.docm" into your own template and use placeholders where data from the database should be inserted.
• Create your own template on the basis of the "timeSensor template.docm" by modifying it according to your needs.

There is no need to install additional components into Word. You may wish to enable all macros if you do not want Word to ask for permission each time you open a template. Just go to Word settings under "Security" (or the "Trust center") and check the option "Enable all macros".

There are many different versions of Word for both Mac and Windows. The following list shows you under which versions of Word the "timeSensor template.docm" can be used:

* Word 2008 for Mac does not support additional components coded with VBA (Visual Basic for Application).
** Word 2013 is not operated in the same way by all Windows computers. You may encounter issues when creating template depending on your configuration.
*** Word 2016 for Mac does not (yet) support individualized ribbons. The timeSensor Add-In ribbon can only be used in a limited way. Furthermore, you cannot insert placeholders in the template. However, this feature is available in the "Sendungen" tab under "Seriendruckfeld Einfügen". You can use all the features of the "timeSensor template.docm", but you will have to switch back and forth between the ribbons "add-in" and "Sendungen".

Support   6. January 2017  

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Server volumes may be connected to the file system with different protocols (AFP, SMB, FTP, etc.). Whether or not it is possible to drag & drop files located on the server volume directly into timeSensor LEGAL will depend on this protocol.

Under Mac OS X, the server volumes from which you wish to drag & drop files from into timeSensor LEGAL should be connected with AFP protocol. If that is not the case, you will need to copy the files on the desktop first and archive them from there.

If you do not know under which protocol your server volumes operate, select the volume, then go to "File" and select "Get Info". In the information window, you will find the information you are looking for right next to the server's IP address. You may consider asking your IT administrator to connect the server volume with AFP.

Support   6. January 2017  

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In General

You will find a detailed description of how to setup the email interface in timeSensor LEGAL in the FAQ entry B7. The following entry covers the technical setup of the interface.

You will need to setup a separate, dedicated, email inbox ("email account") in order for timeSensor LEGAL to send and receive emails. The email account can be setup on the law firm's server or somewhere else. For privacy reasons, we do not recommend the use of Gmail accounts. For the purpose of this FAQ, we will show how to setup a GMX account.

You may not use the dedicated account for any other purpose than that of timeSensor LEGAL. Choose a name that is not too easy to remember, such as:

• dms@myfirm.com
• timesensor@myfirm.com
• dms_ myfirm@gmx.de

Setup an Inbox With GMX

GMX lets you setup an inbox for free. According to this provider, emails and data are processed and stored exclusively on machines located in Germany, according to German privacy law. To begin, open the newly created account on gmx.de or gmx.ch:

Once you have created the inbox, you will need to login using your web browser and specify, under "E-Mail" and "Einstellungen", that third party software may send and receive emails:

Setup the Email Interface In timeSensor LEGAL

You will need administrator rights to setup the email interface in timeSensor LEGAL. Go to "Settings", "Parameters", "General", and then "Communication". Enter all the details of your timeSensor email account:

Then, click on "Advanced Settings":

Once this is done, close the window "Parameters" to save your new account. If you are using a multi-user interface, you will need to logout and restart the database server to save the new parameters.

Use the button "Send Test Email" to check your new settings. If the system could send a message, you will receive a confirmation message. Then, open the spooler using the icon at the bottom left of the area sidebar. Click on "Retrieve" and after a few seconds, you should see the confirmation to the test email in the inbox.

Claudia Costa   29. March 2017  

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New Windows laptops often have a very high screen resolution (e.g. 3840 x 2160 pixels) and a relatively small screen size (e.g. 13 or 14 inches). For this reason, items under native display will appear very small, sometimes even impossible to read.

Windows uses a trick: Open "Control panel", then click "Appearance and Personalization" and "Display". You can now change the size of items. Only use the recommended display settings. Do not "set a custom scaling level", which is explicitly not recommended by Microsoft.

Support   1. December 2016  

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Background

According to RFC 5322, an email may only contain 7-bit ASCII characters. There are only 128 characters available, which today may be limiting. Current email clients use a different code for characters which do not appear in the 7-bit list, such as "ü". Codes vary and may lead to problems if the sender and recipients use different codes. You will find a detailed description of the problem here (in German).

Problems may arise in particular when senders use a type of code that recipients may not decode. Companies such as Microsoft and Apple work hard to optimize their email clients and make sure that they can decode as many codes as possible.

The 4D database is not a dedicated email client and does not do well with all the various codes. Emails may thus not always be decoded properly and you may sometimes not see all special characters.

Coding Your Own Emails

While you cannot control which codes senders use, you have control over the code that you wish to use. Make sure that it is compatible with the 4D database.

Make sure that your email client uses the right format:

• AppleMail
  Apple Mail uses iso-8858-8-i. There are no issues with this format in 4D.
• Outlook
  All versions of Outlook are different. If you're having problems with archiving your own emails, make sure that you are using the code "Western Europe (ISO)".

Claudia Costa   29. March 2017  

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General Overview

The larger your firm, the more sensitive you will be to service interruptions due to data backup, maintenance, and failure (e.g., hardware crashes). With a large firm and a big dataset, potential service interruptions can become quite long. A mirror server is an good solution to solve this problem.

What Is a Mirror Server?

A mirror server is a second machine on the same network as the production server. The purpose of this machine is to provide full redundancy. It can be switched to very rapidly in the case the production server fails. The mirror server will function as the new production server in the case of a hardware failure. The former production server will then be fixed, and after it is repaired it will become the new mirror server.

To Implement this Configuration, You Will Need:

• A second server (the two servers should have approximately the same hardware configuration so that the mirror server can become the main production server in the case of a failure)
• The “Mirroring” module for the timeSensor LEGAL software
• A server maintenance contract with timeSensor AG that ensures proper configuration and monitoring of the system

How Does the Mirror Server Function?

The mirror server is integrated as the second server on your network. Then a copy of the database is transferred from the production server to the mirror server. The mirror server is started in the special “mirror server” mode.

The production server will now send all changes (all “transactions”) to the mirror server's database periodically (for example, every 10 minutes). The mirror server integrates these transactions into its database, and after a short time delay it will reflect the current data state of the production server.

What Is the Advantage of a Mirror Server?

If the production server fails, the administrator can with a few clicks turn the mirror server into the new production server. In just a few minutes all users will be able to log in and get back to working with the database. The data loss is minimal.

By comparison, it can take between several hours and a few days to repair a faulty server (repair/replacement of the server machine, restoration of data from backup, configuration, etc.). The data loss in this case is up to one day (assuming the restoration of data from the previous night's backup).

What Is the Disadvantage of a Mirror Server?

One trade-off for the higher security that your mirror server provides is the fact that your timeSensor LEGAL system is somewhat more complex. The “plug & play” philosophy, such as the ability to automatically update software, is not compatible with the use of a mirror server. Your system must be professionally managed with correspondingly higher operating costs. This is the typical trade-off between security and convenience/cost. Therefore, we recommend the use of a mirror server only if your firm employs at least approximately 20 employees.

You Will Still Need to Perform Secondary Backups

While the mirror server functions as a “hot standby” server and is always ready for use, offsite backup ensures the security of your data in case of a fire in or burglary of your office. Despite running a mirror server, you must make sure that the data stored by the mirror server is also backed up in an extra copy, e.g. on a secure cloud storage, disks, tapes, etc. The important consideration is that the backup is stored offsite. The backup should be created from the mirror server (and not from the production server) so that the backup process does not interfere with the operation of the production database.

Support   9. March 2017  

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timeSensor LEGAL has available (beginning with the Smart Edition) an interface to ecall which can be used to send faxes or SMS messages directly from timeSensor LEGAL. Thus you can, for example, prepare ready-to-go fax templates complete with scanned-in signature and fax them with a press of a button. timeSensor LEGAL will transmit the fax to ecall where it will get delivered from your account. The fax sent in this way cannot be distinguished from a “real” fax.

Afterwards, ecall will return a fax invoice which is automatically archived with the brief. A ticket from timeSensor LEGAL notifies the sender if the fax was delivered (or if need be, about an existing problem). A similar thing happens with SMS messages.

To carry out the following steps, you need to have administrative rights for timeSensor LEGAL.

Setting up the interface

• Configure the eMail interface in timeSensor LEGAL in accordance with the description in FAQ Article C13. Note: the solicitor’s office software requires a working eMail account in order to transmit the faxes or SMS messages via eMail to ecall.
• In ecall, create an account in your name. Load an adequate number of points onto your account (or conclude a business contract with ecall).
• Log into the ecall account and configure your account under “Account settings”. It is important that you click the checkbox there for access under “Email access” and store the eMail address used by timeSensor LEGAL in the access settings. Place a checkmark in “Receiver in To Field”, both for SMS as well as for fax.

Preparing for use

• Go to timeSensor LEGAL’s User Management function. Open your user account there and under “Identity”, select the settings for the identity of the sender assigned to you. A sender identity specifies how the sender is identified in eMails, fax messages and SMS messages. Make sure that the correct sender information has been stored here for eMail, fax and SMS transmissions.
  If necessary, you can create as many dispatch identities as you wish and assign them to your users. The appropriate dispatch identity will then be used by default. The identity of the sender can also be reset dynamically, depending on the time at which the message is sent by adjusting the corresponding access rights.

• Set up appropriate templates adapted for fax and SMS dispatches. You will find one example of this in the E3 video. It is important that for the edition options, the template for a fax template is specified as “Fax only”.

Using the interface

Now select your fax template, click on the small arrow in the “draft” button and select the “Fax” delivery method. The fax template you prepared will appear. Now you can send out the template from
timeSensor LEGAL directly.

Claudia Costa   11. May 2018  

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Different tasks in timeSensor LEGAL need to access internet resources to work properly. Please make sure that the following ports are open on your firewall. Access is always initiated by timeSensor LEGAL.

Absolutely necessary ports:

Port: 8080
This port is used to query the license server via HTTP so that new updates are detected and displayed.

Ports: 20, 21
These ports are used for downloading updates via FTP. Please note that large update packages of up to 1 GB can be downloaded and they must not be blocked by the firewall.

Only when using the email interface:

The email interface must be able to communicate with the mail server. Therefore we recommend leaving the usual email ports open for POP3 and SMTP.

Only for external access:

Ports: 19812, 19813, 19814
These ports provide external access to database, SQL and SOAP servers. For security reasons we recommend, when necessary, ensuring external access via VPN connections, because then these ports don’t have to be opened.

Claudia Costa   4. May 2018  

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Since lawyers deal with particularly sensitive data, the security of the timeSensor LEGAL database is an especially serious matter. The article below provides information on how to ensure the safe operation of the database.

General information

This FAQ article is limited to information with regard to the security settings concerning the 4D database itself. Regardless of these settings, you must also ensure the security of your infrastructure. For example, the network must be protected by a firewall and the workstations must be updated with the latest software. We highly recommend that the security of your infrastructure is periodically checked by an independent expert!

Database encryption

In multi-user mode, the client application communicates permanently with the 4D database. In order to prevent data traffic between the client and the 4D Server from being intercepted, you should encrypt the communication between the client and the 4D Server. To do this, please proceed as follows:

• In the 4D server administration window, click on "Application Server" and check whether encryption is already enabled or not. Encryption is enabled if "Yes" is displayed next to "SSL active:". In that case, you don't need to do anything.
• Otherwise: In macOS, open the "File" menu and then select the item "User settings for data file…" under "Database settings"; or in Windows, open the "Edit" menu and then select the item "User settings for data file..." under "User data settings…".
• In the dialogue box, click on the tab "Client-Server"
• Activate the checkbox "Encrypted client-server connections"
• Click "OK" to save the settings
• Exit the database server and then restart.

In order to enable the clients on the individual workstations to log on with SSL encryption in future, you must now change the connection type on the workstations. (You will only need to do this once.) Please proceed as follows:

• Start the client and hold down the Alt key (Windows) or Option key (macOS)
• In the Connection window, click "Custom"
• ¥ Enter the following in the "Application Name:" field: ^timeSensor
  N.B.: the leading circumflex ensures that the client will log on to the server using SSL encryption in future
• In the "Network Address" field, enter the IP address of your server
• You can now connect as usual.

Note for administrators: if you manage a larger number of workstations, you can also roll out a preconfigured client via your deployment tool. The client application folder has a sub-folder called "Database", in which you will find the file "EnginedServer.4Dlink". The exact path is as follows:

• macOS: Contents/Database/EnginedServer.4Dlink (within the client program package)
• Windows:
  timeSensor Client/Database/EnginedServer.4Dlink

This XML file should be edited as shown in the example below. Here it is also important to place a circumflex before the database name (i.e. ^timeSensor).

Passwort Management

User passwords have no longer been stored in the database since tSL 7.0/Build 2139, so even the Administrator can no longer read user passwords, since only a hash code is stored in the database. However, this improvement in security is only effective if all users choose secure passwords. With this in mind, please ensure that your users choose passwords that are sufficiently strong.

If an incorrect password is entered three times successively in a user account, the password dialogue closes and the corresponding user receives a ticket informing him/her of the unsuccessful access attempt.

Administrators can also choose to be informed about such incidents by activating the "Send tickets for security-relevant messages" checkbox in their user account. We recommend that you make use of this option and define a process that takes effect when such incidents occur in your law practice. After any unsuccessful access attempt, it should at least be clarified whether the user had forgotten his/her password or whether it was in fact an attempt by a third party to access the account.

Login Dialogue

When logging on to the database, the user first encounters the timeSensor LEGAL login dialogue box. timeSensor LEGAL offers several security levels for this dialogue box that can be selected in the Settings section under "Admin"/"Special". To adjust the security for this dialogue box, click the Security tab and set the Login Dialogue slider to the desired level:

• Level 1 ("More Convenient"): this is the "classic" login dialogue. It shows the user list and the list of active entities (assuming that there are multiple entities), and automatically remembers the last user or entity so that they are automatically preselected. Although this dialogue is user-friendly, it is not ideal from a data protection perspective, since it reveals the names of users and entities. Only use this level if you are using timeSensor LEGAL in a small, protected environment.
• Level 2: At this level, the login dialogue shows neither the user list nor the entity list and the user has to enter them manually. timeSensor LEGAL remembers the last entries, so that these fields are usually already filled in and it is only necessary to enter the password.
• Level 3: The same as Level 2, but timeSensor LEGAL only remembers the last entity. The user name and password must always be entered manually by the user.
• Level 4 ("More Security"): The same as Level 2, but timeSensor LEGAL does not remember the previous entry. The entity code, user name and password must be always be entered manually. This is the highest security level and recommended, especially if your database is in the cloud.

Claudia Costa   26. October 2018  

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The following interfaces are certainly compatible with timeSensor accounting:

• ABACUS 12.x-…
• ABACUS ABACONNECT 2012
• Banana
• Crésus einfach
• Crésus erweitert
• DATEV
• FibuNT 4.7b-…
• Loops
• M.O.R. Fibu
• MasterFinanz 1.7-…
• OfficeMaker
• ProFinance
• Sage 50
• ShakeHands Conto
• Topal
• Topix8 SU
• Winbiz

Claudia Costa   26. October 2018  

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A timeSensor® LEGAL multi-user system consists of a macOS or Windows based server, with 4D database and installed timeSensor software, as well as a number of workstations that access the database server using a generic timeSensor client ("Rich Client").

The more workstations access the server, the stronger the server must be designed. In the download area you will find our white paper with the recommended server configurations, which depend on the size of the law firm.

For small law firms, Apple's Mac Mini may not be as fresh as a daisy, but it is particularly robust and economical. The use of this device greatly simplifies configuration and maintenance.

Download our setup guide below for detailed instructions on how to set up timeBox on a Mac server:

Setup Guide

As far as Windows is concerned, we recommend using either Windows Server 2016, Windows 2012 or Windows 10 Pro 64-bit as the operating system. It is important to ensure that a separate administrator account is created for the database when operating timeSensor LEGAL under Windows. The account must be a "real" user account with administrator rights (not a system account), and the autostart must be performed with this account.

We generally recommend that Windows installations are carried out by timeSensor AG via remote access.

Claudia Costa   7. February 2017  

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In a multi-user environment, every workstation has its own timeSensor LEGAL client. The version of the client must match that of the server. Follow these links to download the timeSensor client:

timeSensor Client v16 for Windows

Under Windows, install the client in the user's document folder, to make sure the user has full read and write access. Add a shortcut to the taskbar to simplify user experience.

When using timeSensor LEGAL, the timeSensor Client will continuously communicate with the 4D server. You will need a perfect network connection. If in doubt, test your connection with a PING test. Make sure that all machines, including laptops, are connected with a cable. WLAN connection is not strong enough, and small interruptions will cause the connection between the timeSensor client and the 4D server to fail.

Make sure that the workstation does never go into sleep mode by adjusting the settings accordingly.

Virus Scanner/Windows Defender

Please switch off the virus protection for the following paths, otherwise the software will be significantly slower or may not start at all, or shows a malfunction:

• Path where the Client App is installed
• Path in which the resources are located

The standard paths are the following:

• C:\ProgramData\timeSensorProgram\timeSensor Client
• C:\Users\Administrator\AppData\Local\timeSensor

First Connection to the 4D Server

Start the timeSensor client after installation. In general, the timeSensor client will find the 4D server automatically and the login window will show up.

If the timeSensor client does not find the 4D server, you will be asked to enter the network address of the server in the dialog box. Enter the name of the application ("timeSensor LEGAL") and the IP address of the server, then hit OK.

The next time you start the client, it will remember the 4D server's IP address and find it automatically.

Claudia Costa   7. February 2017  

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In a multi-user environment, every workstation has its own timeSensor LEGAL client. The version of the client must match that of the server. Use our universal installer to install the timeSensor client:

Installer

Enter your email address before you download. The installer will automatically download and install the newest version of the software.

When using timeSensor LEGAL, the timeSensor Client will continuously communicate with the 4D server. You will need a perfect network connection. If in doubt, test your connection with a PING test. Make sure that all machines, including laptops, are connected with a cable. WLAN connection is not strong enough, and small interruptions will cause the connection between the timeSensor client and the 4D server to fail.

Make sure that the workstation does never go into sleep mode by adjusting the settings accordingly.

Also, check that language and format are selected according to your needs.

• For the United States of America, the language is "English" and the region is "United States of America".
• For the United Kingdom, the language is "English" and the region is "United Kingdom".

First Connection to the 4D Server

Start the timeSensor client after installation. In general, the timeSensor client will find the 4D server automatically and the login window will show up.

If the timeSensor client does not find the 4D server, you will be asked to enter the network address of the server in the dialog box. Enter the name of the application ("timeSensor LEGAL") and the IP address of the Mac Min, then hit OK.

The next time you start the client, it will remember the 4D server's IP address and find it automatically.

Pre-configuring the server address

In the case of larger installations, it may be useful to pre-configure the settings of the client application so that it finds the server automatically on the first login. You can install client applications that have been prepared like this on the workstations by using a tool such as Filewave. The IP address of the server can be specified in a text file that is included in the client package. Here’s how to do it:

• Install the timeSensor client application with the MacOS installer, as previously described
• Navigate to the installer, right-click on it, and then select "Package contents"
• You will find the file "EnginedServer.4Dlink" in the package in the directory /Contents/Database
• Change the file extension from ".4Dlink" to ".txt"
• Open the text file with a double-click
• Enter the name of the application (i.e. "timeSensor") after the text "server_database_name="
  • If the network traffic between the server and the client is encrypted, add a circumflex at the beginning, i.e. "^timeSensor".
• Enter the IP address of the server after the text "server_path="
  • If the database server cannot be accessed through the default port 19813, you can also specify the desired port for the client by adding it to the path after a colon
• Save the file and change the extension back to ".4Dlink"

Claudia Costa   7. February 2017  

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"Roaming Profiles" on Mac OSX are a significant source of errors for the 4D database. We advise against using user profiles with 4D. 

A common source of errors is that 4D needs read and write rights on numerous folders. If you encounter issues, check the following folders:

User folder:

/Library/Caches/4D/timeSensor_xxx_xxx_xxx_xxx
Resources from the database server will be downloaded into this folder. The user currently logged in must not only have read and write access to this folder and its subfolders, but must also be the own of the folder.

/Library/Application Support/timeSensor/
This folder contains preferences and temporary data. The user currently logged in must have read and write access to this folder and its subfolders.

Program folder (Applications):

Do not install the client in the general application folder.

You should, instead, create an "Applications" folder within the user folder and add the client software to this folder, for each user. Add a shortcut to the dock or, even better, create a shortcut as .dlink file to bypass the server login.

Claudia Costa   7. February 2017  

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When you start the timeSensor LEGAL client app, you will be asked which server you want to connect to (see C1. How do I connect with the timeSensor LEGAL Server?) If you want to avoid this step, create a *.4dlink file shortcut directly to your 4D database. Then, just double-click on the shortcut to connect to the database.

This is a 4D feature and not a feature of timeSensor® LEGAL. Follow this link and scroll all the way down to read about this in the 4D user manual: http://www.4d.com/docs/CMG/CMG40983.HTM

Claudia Costa   7. February 2017  

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Claudia Costa   9. February 2017  

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Windows Clients

• PC (Intel Core Duo or newer)
• at least Windows 7
• at least 4 GB available work memory
• minimal screen resolution g 1280 x 1024

Mac Clients

• Mac (Intel Core 2 Duo or newer)
• at least 4 GB available work memory
• minimal screen resolution g 1280 x 1024
• macOS 10.11 - 10.13.3 (recommended: 10.12 Sierra)
  Installation of version 10.13.4 not recommended!

Server

• Recommended server configurations depending on the size of the firm
• Server physical or virtualized in your office
• On request, operation in a secure data center in Switzerland as a managed service (including monitoring and data backup)

For more information about compatibility and certification of the 4D database, click here: 4D Certification Matrix

Claudia Costa   7. February 2017  

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Microsoft® released a new Office Suite in July 2015 under the name MS Office 2016 for Mac.

Microsoft made some changes to VBA (Visual Basic for Applications). We had to update our timeSensor Word PlugIn, which is now fully operational (version 5.9). If you are having trouble, please download the newest version of the plugin from our website.

Claudia Costa   7. February 2017  

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App Nap was released with Mac OS X 10.9 as an energy saver. Apps which are not in use will go to sleep. You should always disable App Nap on a Mac server that hosts the 4D server. You can disable App Nap for each application or for your entire computer, including background tasks.

To do that, use the following terminal command:

defaults write NSGlobalDomain NSAppSleepDisabled -bool YES

Claudia Costa   7. February 2017  

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After downloading timeSensor LEGAL trial version for Mac OS X, if you see the message "This app is from an unidentified developer", please proceed as follows:

• open your system preferences
• go to "Security & Privacy"
• under "General", open the lock and allow "Apps downloaded from"

Claudia Costa   7. February 2017  

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Starface is a VOIP based telephone system that works well on Mac and Windows. Some editions of timeSensor LEGAL come with a built in Starface interface. With this you can:

• Make phone calls directly from timeSensor LEGAL
• Trigger automatic actions by incoming calls (e.g. open the case folder)

On the technical side, the connection works through an http communication between your 4D server and the Starface telephone system. You need to activate the 4D module "4D Web Application Expansion" for your 4D server to communicate with the Starface system. Once this module is activated, you can set up Starface.

Firewall

If your Starface server is in the cloud or in a different zone of your network, you need to open the ports 8080 and 8081. The communication between the Starface server and the 4D server goes through these ports. Whenever the Starface server receives a call, it must reach and inform the 4D server. The HTTP request initiated by Starface must be transferred from the firewall to the IP of the 4D server through ports 8080/8081. Please ask your network administrator to adjust those settings.

Enter your external IP and port 8080 in a web browser to see if you can see the 4D web server from the outside. (https://externe-IP:8080)

The following image should then appear:

Setup Part 1

The 4D server must be able to reach the Starface telephone system . For this, you will need Starface's IP address.

• Use a ping request to check if the Starface system can be reached from the server
• If that is the case, enter the IP address in timeSensor LEGAL: Go to "Settings", then choose "Admin" and "Advanced"
• Click on "System" and choose "Starface" in the menu "Technology"
• If your Starface appliance is located in your local network: Choose "Local" and enter the IP number in the "Starface Server" field
• If your Starface appliance is located in the cloud: Choose "Cloud" and enter the IP number in the "Starface Server" field. In the field "External Office IP", enter the IP address of your firm

Setup Part 2

You need to add the following information to the user accounts of each user who will use the interface:

• Autostart: You can enable or disable this feature, which automatically starts the interface at login
• Inbound Call Action: You can define how timeSensor LEGAL must act when it receives a call and recognize the number. You can choose among the following options:
  • Case or dossier (recommended setting for lawyers)
  • Dossier (not recommended)
  • Business card (recommended setting for assistants)
• Username: enter the login ID for your Starface account here.
• Password and Extension: timeSensor LEGAL uses this information to log in the Starface server. Enter your password and login ID for your Starface account, the same ones that you use to log into the Starface Web interface. Your Starface administrator will enter this information in the Starface GUI under "User"; talk to your administrator if you have questions.
• Important: the username and extension field must be exactly the same.

Using the Starface interface

Once the interface is properly set up, you will see a telephone icon in your command bar when you log into timeSensor:

The icon is blue when the interface is active. It is grey when the interface is inactive. You can activate the interface by clicking on the icon. If you select the option "Autostart", the interface will be activated automatically after login.

To dial, just click on the telephone icon. You will find the icon in convenient places in the software. Starface will call your extension and dial the selected number as soon as you pick up.

Support   1. December 2016  

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In general

The single user version of timeSensor LEGAL consists of two parts:

• the app "timeSensor.app", located in your applications folder (path: /Applications).
• the folder "timeSensor DataFiles", located in the shared user folder (path: /Users/Shared/).

You can copy both parts of the program to a USB key or a hard drive and transfer them to another computer. You will need to copy both parts in the exact same place on the new computer. The following screenshots show the parts of the DEMO version. For single user versions, the parts are the same save for "DEMO":

Activation Code

You need to enter an activation code to use timeSensor LEGAL on your computer. If you transfer to a new computer, you will need to activate the licence again. Make sure that you request your new activation code with timeSensor Ltd early enough. The former licence will become invalid with the issuance of the new licence. You will need to enter the new code as soon as you start timeSensor LEGAL on the new computer.

Recommendation

Once you've made sure that timeSensor LEGAL and all data has been properly transferred to the new computer, we recommend that you delete the program and all its data from the old computer.

Claudia Costa   29. March 2017  

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To install a single user system on your Mac, please follow this procedure:

1. Download the latest version of the timeSensor installer. To do this, you have to enter your email address.
2. Open the downloaded .dmg file, if it does not open automatically. You can now see the drive icon of the .dmg file on your desktop. The corresponding window then opens.
3. In this window, drag the installer into your "Programs" folder (Applications) in order to copy it to this directory.
4. Now close the window and drop the .dmg file in the trash, as it is no longer needed.
5. Navigate to your "Programs" folder and from there, start the "timeSensor Installer".
6. Install the desired program (single user edition) for your chosen country and language. This process takes a few minutes while the application and initial data are downloaded from the Internet and installed on your computer.
7. When the installation is successfully completed, start The timeSensor application in your "Programs" folder. You can maybe take this opportunity to drag the program directly into to your dock to be able to start it easily in future.
8. Enter your activation code to activate your program for full operation. Note: you can find the activation code on the packing list.
9. Accept the license agreement.
10. Now the setup wizard starts , so you can enter the initial parameters. Before you can start to use the program, you should go through the setup wizard completely. This allows the most important software parameters to be pre-configured.
11. Contact our hotline if you have any questions or problems.

Claudia Costa   15. May 2018  

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What is Microsoft Exchange?

Microsoft Exchange Server is a groupware and email transport server software from Microsoft. It serves the central storage and management of e-mails, appointments, contacts, tasks and other elements for multiple users and thus enables collaboration in a workgroup or in a company.

An Exchange interface in timeSensor LEGAL enables you to transfer addresses, appointments, deadlines and reminders to the Exchange Server. This allows suitable client applications (e.g. Microsoft Outlook, mobile devices or telephone systems) to use this data directly.

The following features distinguish the Exchange interface of timeSensor LEGAL:

• Support of personal Exchange accounts: each user only sees the data that affects and interests him. So each user can decide for himself whether he wants to subscribe to a specific address or not.
• Continuous one-directional synchronization: every change to the data record in timeSensor LEGAL is immediately pushed into the relevant Exchange accounts. This ensures that the contacts on the smartphone are always up to date.

Hosted Exchange

You can run an Exchange Server yourself, or you can use the services of companies that offer "Hosted Exchange" (e.g. www.qualityhosting.de). On the Exchange Server, a personal account is created for each user.

Setting up the interface in timeSensor LEGAL

Log in to timeSensor LEGAL with admin rights and switch to the settings. Then click on Admin and then on Advanced. A new window will open.

Change to the System tab and then to the Interfaces tab. Click on Activate to activate the interface in timeSensor LEGAL. If the field should be grayed out, then the module is not licensed.

After you have activated the interface, close the window and click on Users in the function bar. In the User Editor, switch to the Users tab and double-click on the user where you want to store the Exchange account.

Next, select the Exchange tab (if the interface is not enabled, the Exchange tab will not appear).

Then fill in the user data as follows:

Host: Here you have to enter the external URL of the Exchange Server. Ask your IT supporter. The external URL should be like this: https://mail.domain.com/ews/exchange.asmx

Username and Password: Enter the e-mail address and password from the e-mail account you have set up here.

Finally, click Testen to submit a request to the Exchange Server. If the icon changes from red to green, the interface is set up. If the icon remains red, you should check your entries again.

Synchronizing Addresses

In order to synchronize contacts from timeSensor LEGAL to your Exchange account, you must first mark them. Open a file of an contact that you want to synchronize and switch to the Sync tab at the bottom right. Select the user who wants to synchronize the contact to their account.

If you want to synchronize several or all contacts, go to the respective contact list in the Contacts area and select the desired contacts.

Then click on Tools at the top of the menu bar. Click on Modify Selected and then on Set Exchange Sync.

Remo Gemperli   24. September 2019  

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