Time Matters is a powerful database that streamlines your business. Similar to other databases, data clean-up is necessary to preserve data integrity and accuracy. Here are 10 tips to keep your Time Matters database trim, relevant, and running at optimal speed.
1) Inactivate or delete outdated Time Matters Classification Codes
Time Matters Classification Codes empower the organization of the data and lists within the database. When Time Matters installs several codes are included by default. Some of these codes may work for your firm’s environment and other may not apply. Over time, Classification Codes are added to the database to meet business requirements. However, over time the Codes may become redundant, irrelevant, and cluttered. It is important to remove unused Classification Codes and make outdated codes Inactive.
2) Remove Duplicate Contacts
Time Matters includes a built-in duplicate Contact utility to combine or delete Duplicate Contacts. Access the utility with a Contact record open or utilize the Duplicate Contact Utility in the Utilities to work with the entire Contact List. The Contact records will be compared to the other Contact records based upon the search criteria selected in the utility. Did you know you can combine your duplicate Contact Records and transfer all related records with this Utility? In my database administrator handbook that equals awesome!
3) Handle Terminated Staff
This seems to be a common thorn in every firm’s side. Leaving the former staff in the system clutters the staff list. If the staff member was part of a group, the group will need to be updated. Are there any Triggers that include the terminated Staff? Terminated Staff should either be deleted or made Inactive.
4) Archive Records
It is important to keep the active lists trim with active data. Leaving closed Matters and Clients in the Active list is creating unnecessary clutter. Use the Archive Wizard to archive Matters and their related records to keep the active lists current and easier to navigate.
5) Use the Recycle Bin
Delete outdated and incomplete data records from the various lists. Data entry errors will occur and need to be deleted. Records may be deleted individually or in batch. Remember to empty the Recycle Bin periodically.
6) Update or Delete Old Document Templates and Formattable Clipboards
Outdated merge templates in Time Matters can cause serious problems. It would be very problematic for a staff member to accidentally use an outdated template. Keep the list trim and current with the firm’s needs.
7) Remove unused and outdated Quicktabs
Many times I will find multiple Quicktabs being used. Most of them work and others do not. Non-working or outdated QuickTabs creates a distraction for all staff members. Some of the QuicksTabs may be outdated because the business workflow has changed, or a practice area is no longer part of the firm’s practice. Quicktabs are a powerful and easy method to see the firm’s data. But if they are outdated or no longer work, they need to be deleted.
8) Delete outdated chain templates
It is imperative to update Chain Templates as court rules change. If the chain is out of date, these templates can cause serious problems with calendaring rules. Alternatively delete the Chain Template if it will no longer be used.
9) Clean-up the Time Matters Messenger
If the firm is using the Time Matters Messenger, the rule should be “Read and Delete.” There’s always one or more staff members who are using the TM Messenger as their pseudo ToDo List. If this is an issue for your firm, schedule routine Messenger maintenance with your Certified Partner to routinely wipe out the Messenger File.
10) Run Database Maintenance
Time Matters is a database that needs maintenance, similarly like your vehicle needs maintenance. Maintenance should be run on a routine basis based upon the firm’s use of Time Matters. At the very least, Maintenance should be run quarterly and more often based upon the usage. Consult with your certified partner regarding a recommended maintenance routine.
Article written by Lisa Zurcher, a Consultant for CS LegalTech. Lisa is an experienced software and business consultant offering services in Colorado and nationwide. She is an Advanced Certified consultant for Time Matters®, Billing Matters ®, PCLaw ®, and various cloud based applications.