Entry ID Information

  • Updated

The Entry Identification program is found using the Tools button and is used for entering, editing, and deleting persons in the firm who will be entering time.

The Entry ID Input and Edit program is also used to set up proxy rights for time entry personnel. Proxy rights grant individuals the right to list and edit fee transactions for specific Timekeepers. There is no limit to the number of Entry IDs that can be saved. Adding, changing, or deleting IDs in the Entry ID program has no effect on the Timekeeper IDs on file.

 

Adding an Entry ID


Use this procedure to add an Entry ID.

 

Steps


To add an Entry ID:


1. From the button bar, click Tools and select Manage Users.

2. Click New. The following screen appears.

3. Fill in the fields as required. For details, see "Field Descriptions – User Entry Screen." 

4. Click Save or press the F10 key. To clear the screen at any time without saving the information, press the F9 key or click Clear.

 

Field Descriptions – User Entry Screen

 

The following table describes the fields.


Field
 Description
ID
 A 4-character alphanumeric field. Each User must have an unique ID code. Most firms use the person's initials. Other firms simply assign a number.
Timekeeper
 Indicates the User is a Timekeeper. For Entry IDs, leave blank.
Active
 If the User you are entering is active, click this field. Otherwise, leave it blank.
Full Name
 The name of the person the Code represents. The name will appear on reports and invoices.
Sort Name
 In the normal course of operation, reports run by User are sorted by Entry ID. This field allows you to establish a different sort order such as by last name or by firm hierarchy. If you want to sort reports by:
  • Last name, enter the User's last name in this field.
  • Firm hierarchy, you can create a hierarchal order and enter the appropriate Code in this field.
User Keys
 If the firm has created additional User Key sets in the Orion Administration program, this is where you assign keys to Users.
Level
 A Level Code (Attorney, Partner, Paralegal, etc.) must be entered in order to save the User record. The Level Codes and their respective categories are set up in the System Information program. To access a list of valid Level Codes, click the down arrow. Once you have chosen or entered the Level Code, the description displays to the right of the Code.
Location
 If the system uses the Location feature, you must enter a Location Code. You can use the click the down arrow to locate a valid Code. If the system is not set up to use multiple Locations, Orion will skip this field.
Practice Group
 The Group Code representing the Practice Group to which this User belongs. If you do not know the correct Code, click the down arrow to locate a valid Code.
Target Rate
 The target rate for this User. This is normally the effective billing rate at which you would like all the User's time billed. You can leave this field blank if you wish and enter it later.
Cost Rate
 The cost rate for this User. This is normally the billing rate at which the User's time needs to be billed in order to cover their related overhead costs (including salary). You can leave this field blank if you wish and enter it later.
Use Private Dictionary

 If allowed, a private spelling dictionary can be assigned to each user. Assign dictionary here.

 



 

Editing an Entry ID Record

 

Use this procedure to edit an existing Entry ID record.

  

Steps

 

To edit an existing Entry ID record:


1. From the button bar, click Tools and select Manage Users.

2. Select the Entry ID you want to edit and click Edit.

3. To change the User ID, click Tools and select Change ID.

4. In the New User ID field, enter the new ID and click Change ID.

5. To inactivate an User, click Tools and select Inactivate User. The system prompts you to confirm the change.

6. Click OK to make the change or Cancel to cancel it.

7. To merge an User with another User, click Tools and select Merge User.

8. From the Merge into User field, select the User into which you need the User to merge and click Merge.

9. Make any other necessary changes. For details, see "Field Descriptions – User Entry Screen."

10. Click Save or press the F10 key.

11. Confirm the change. Orion goes through all related files and makes the necessary changes. Be aware that this may take some time.

 

Deleting an Entry ID Record

 

Users can only be deleted after the system determines that there is no related history or transactions. Otherwise, an User can be inactivated and/or merged into another record. For details, see "Editing an Entry ID Record." 

 

Deleting an Entry ID will not change or affect fee transactions already entered and saved. However, you will not be able to run any reports (Fee Report or Fee Listing) by entry ID for the Entry ID you have deleted.

 

Setting Up Proxy Rights

 

For those fee entry persons who are not also Timekeepers and for those Timekeepers who will be viewing or editing transactions for other Timekeepers, it is necessary to set up proxy rights. In other words, you must give an Entry ID rights to enter, edit, or view transactions for a Timekeeper or Timekeepers.

 

Steps

 

To set up proxy rights:

 

1. From the button bar, click Tools and select Manage Users.

2. Select the Entry ID you want and click Edit.

3. Click the Proxies tab. The following screen appears.

4. From the Available list, select one or more names and click the right arrow. The names now appear in the Selected list. To move names from the Selected list to the Available list, click the left arrow.

5. Click Save or press the F10 key.

 

 

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