Tracking Research with Client Matter Codes
Learn how to track your research with Vincent client matter codes. This guide explains how to enable and use legal billing codes to associate your work with specific matters.
Summary
Learn how to track your research with Vincent Client Matter Codes. This guide explains how to enable and use legal billing codes to associate your work with specific matters, ensuring accurate and efficient timekeeping for your firm.
Why This is Important
For many firms, associating research time with the correct client and matter is essential for accurate billing and internal reporting. The Client Matter Codes feature streamlines this process by allowing you to enter a specific code before starting a new research session in Vincent, ensuring all your work is properly categorized from the start.
For All Users: Entering a Client Matter Code
Once the feature is enabled by your administrator, a new field will appear whenever you start a new research workflow in Vincent.
Before running your query, you will be prompted to enter a Client Matter Code.
You have two options:
Select a Recent Code: Click the dropdown arrow to view and select a code you have used in a previous session.
Enter a New Code: If this is the first time you are working on a matter, simply type the new code directly into the field.
Click 'Continue' to proceed with your research.
Select a recent code from the dropdown or type a new one directly into the field.
All subsequent work in that session will be tagged with the code you provided, making it easy to track for billing and reporting purposes.
For Administrators: Managing and Monitoring Usage
This section outlines the administrative controls for the Client Matter Codes feature.
Enabling the Feature
Navigate to your Profile icon and select Manage Your Account.
In the left-hand menu, click on Features.
Scroll through the list to find the feature named Client Matter Codes and toggle it to the "ENABLED" position.
Steps for an administrator to enable the Client Matter Codes feature.
Monitoring Usage and Activity
Once enabled, you can monitor all tagged research activity across your organization.
From the bottom of the left-hand menu in Vincent, click on Admin.
Select the Activity tab. You will see a table detailing all research performed with a client matter code.
To export this data for reporting or billing, click the Export Data button to download a Usage Report.
Configuring the Matter Code Format
To ensure data consistency, you can enforce a specific format for all client matter codes entered by your users.
From the Admin panel, select the Configuration tab.
Locate the Matter Code Pattern section.
In the Regular Expression field, enter the pattern that your firm's codes must follow.
Enforce a specific format for all client matter codes using a regular expression.
Best Practices & Pro Tips
For Admins: After setting a regular expression, communicate the required format clearly to all users to prevent entry errors.
For Admins: Use the Usage Report feature regularly to audit research activity and streamline your billing process.
For Users: If you work on a few key matters frequently, using the recent codes dropdown is the fastest way to start a new session.
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