History

The History screen allows you to enter detail on each item of work done on the file.

The screen is divided into two portions.  The left side displays a list of entries, showing you the date and time of the entry, the nickname of the associate that entered it, optionally the note category and if any attachments are found and the first line of the note.

the right side, the complete note is shown.  The entries are grouped in pages, which can be selected below the entry listing. Optionally a list of categories are shown, allowing you to quickly select notes according to their categories.

This screen changes according to the Billing Method in the System:Settings screen.  The example above is shown when the setting is Billing, which allows you to bill as you are entering the note.

The billing section is not shown wheneither None or Merged are selected.

When the setting is Logging, the screen changes to allow you to enter the time taken by the task:

You can enter a code for the task, and the number of time units that the task took place.  In this mode, you can also see a quick report on the time spent in the file by clicking on the Time Spent tab in the upper left hand corner of the screen:

You can quickly obtain a breakdown by code, date and associate, or any combination of these.

When billing is enabled, these are the input allowed:

KeyUse
BillableDescribes the type of entry:
Note OnlyThis is a note only.  No information will be given to Billing and Time Tracking
YesThe item is billable
NoThe item is not billable, use only for Time Tracking
AsThe associate whose rates are to be used
CodeThe code to be used for the entry.  These may be preset by the Billing Manager.
UnitsThe number of units of time (or pieces of work) that the entry took.  Note that the value entered will be rounded as appropriate
DescriptionThe description of the entry.  Used in the invoice, and can be preset by the Billing Manager
TemplatesClicking on the question button displays a list of templates that have been created by the Billing Manager for the code entered.  An example is shown below
  

Note that the fields become read-only when the entry is posted as part of an invoice and the charge is approved.

You can also use the Time:Sheet screen to enter billing and time tracking information.  You can view an analysis of the entries in the Time:Report screen.

 

Categorizing Entries

You can enter a category for each entry.  The categories are defined in the System:Settings screen.

Each note can then have a category attached to it.

Categories allow for the quick lookup of entries.   Simply click on the List in category icon, which will display a list of categories:

Selecting one will display all of the entries that have been saved for the category:

Note that you can create multiple levels for categories by separating each level with a colon (:). In the example above, we differentiated between Medical and Legal correspondence. We can now select correspondence either by each individual type, or by the aggregation of both medical and legal.

Note that you can quickly go to any entry by double clicking on the entry header.

You can also enter a category by typing it in the category box. Those categoeries are not displayed in the menus, however they are accessible in the Search screen.

 

Attaching items and files to the note

You can attach any item (or items) in the database to the note for easy reference.  Any follow up created from the note is automatically attached to the note, as is any document or form which caused the note to be created.

You can tell whether anything is attached to the note by looking at the attachment icon on the upper left corner:

When any attachments are present, the icon will be highlighted:

Clicking on the icon produces a list of items attached:

You can view any item by selecting it.  You can add new items by selecting the Add... option:

If an item type is selected, a list of items is displayed, and any item selected is attached to the note.  If the File option is selected, you will be prompted for a file, and it will be attached to the note.  Note that if you delete or move the external file, the link is broken.

You can also see if any attachments are found in the list of entries, and you can search for attachments in the Search tab.

If you have any attachments, they will automatically be attached to any Thing to Do, Appointments, Office Memos or Phone Messages that you create based on the note.

 

Color Coding

You can color code the list of entries by setting the first word of the note to the color that you want to code the entry to.