Orion File Maintenance Overview

The Orion File Maintenance program contains all programs associated with overhead files. Before you can begin daily operation of the Orion Law Management System Billing and Accounts Receivable module, you must make initial entries in the overhead files. By using these overhead files, almost every aspect of your operation can be reduced to a set of codes that both speed up data entry and relate all other files of the system to each other. Many of your overhead files will either be converted or will be set up during installation. Some of the files do not have to be set up before you begin using Orion. However, we suggest you gather, organize, and enter as much of the data as you can on the front end. The chapters that follow are not necessarily in the same order in which the files need to be set up, although the first two chapters deal with overhead files that must be set up first and are not accessed through Orion File Maintenance. The other sections have been placed in the order in which they appear on the Button Bar. When you first enter Orion File Maintenance, the following screen appears.

Button Bar

If you have completely unrestricted rights to all programs within Orion File Maintenance, you will see the following options on the Button Bar.

Button	Purpose
New	Enter information for a new Client or Matter.
Edit	Edit information for an existing Client or Matter.
Delete	Enter information for an existing Client or Matter.
Reports	Print reports.
Action	Open Matter for an existing Client.
Tools	Manage Codes, Timekeeper Budgets, Matters, Users, Date Restrictions, and System Settings.
Refresh	Re-display the screen.

Setting Up Overhead Files Prior to doing anything else in Orion, you must set up the minimum General Ledger accounts required by the interface and the General Ledger Default Table. Procedures for this are covered in the General Ledger Accounts chapter. General Ledger accounts are not set up through the Orion File Maintenance program but will be covered in this guide as they are very important to the operation of the Billing and Accounts Receivable module. Process This is the process for setting up overhead files.

Stage	Description
1	Set up the General Ledger default accounts (see the section on General Ledger Accounts).
2	Set up Bank Account Codes. Bank Account Codes are not set up through the Orion File Maintenance program but will be covered in this guide as they are needed to set up the firm System File.
3	Set up the System File (see the section on System Information).
4	Set up the following codes (see the Section on Codes Setup). Group Codes (Department, Practice, Law Types)
5	Set up Users (Timekeeper IDs and Entry IDs).
6	Set up Service Codes and Accounting Codes (optional).
7	If your firm has clients requiring task-based billing codes, set up Master Task Codes (see the section on Master Task Codes).

File Maintenance Manager View The File Maintenance Manager View allows you to customize the way records display in the grid and to generate ad hoc reports. Displaying Records To change the way records are displayed, do one or more of the following.

To arrange columns, drag the headings in whatever order you want.
To add or remove columns, right click in the Clients or Matters section of the grid and choose Select Grid Fields. The Customization box appears showing a list of column headings. Drag a heading onto the grid or from the grid to the Customization box.
To sort on columns, click their headings.
To display a particular record, type information in a field on a selected row.

The selection highlighting “jumps” to the first row containing what you typed. For example, if you selected Client Code 1234 and typed 6789 in the Client Code field, the system would highlight the first row containing Client Code 6789.

To find options in addition to the ones in the Button Bar, right-click in the Clients or Matters section of the grid.
To filter the records displayed, click the arrow beside the desired column heading and select a filter.

Customizing Reports To specify the information included in reports, click Reports and select one of the following.

Summary – print exactly what is in the grid.
Detail – from the Reporting menu, select a template for a report based on the template rather than the grid.
Reporting System – use your own selection criteria to design a custom report.

Navigation This section describes how to navigate within Orion. Movement within a Record Movement from field to field is accomplished using typical Windows conventions such as the following:

Convention	Description
Tab	Move forward one field.
Shift+Tab	Move back one field.
Enter	Move forward one field (in a text or notes field, this key places a hard return in the field you are in and will not move you to the next field).
Ctrl+Enter	In a text or notes field, this key combination takes you to the next field in the record.

Selecting Multiple Records Windows conventions are also used when selecting multiple items on which to perform a function:

To tag/untag an individual transaction, click on the record.
To tag/untag a range of transactions, click on the first record in the range, then hold down the Shift key, and click on the last record in the range.
To tag/untag multiple transactions that are not in a range (consecutive order), click on the first transaction, then holding down the Ctrl key, click on any other transactions you want to tag.

Function Keys and Keyboard Activity Throughout the Orion system, function keys have been assigned default functions. These functions have been modified where required to provide one-touch capabilities in certain windows and fields (as noted under separate topic headings). However, unless otherwise specified, these keys are programmed throughout the application to provide the below listed functions. F8 - Look-Up Function Use the F8 key to look up valid entries for an indexed field. F9 - Clear Screen Use the F9 key to abandon any input process whether you are adding or editing a record. All fields displayed on the screen are cleared and the cursor is returned to the first field. This key is not active in screens associated with single record databases, such as the screens in the System Settings. F10 - Save Record Use the F10 key to save a record, as it appears on the screen, in the database. The function keys listed above provide only one way in which to perform the functions they represent (for example, delete or save). All screens also provide a button you can click for the same function. In addition, some of the standard Windows commands (Alt+S to save and close or Alt+N to save and new) are available. Ctrl+Del - Delete Record The combination of the Ctrl (or Control) and Del (or Delete) keys are used to delete records. Note: Use these keys carefully.

Enter

Use this key to accept data in the field where the cursor currently is and proceed to the next field.

Tab

Use this key to accept data in the field where the cursor currently is and proceed to the next field.

Shift+Tab

Use the combination of the Shift and Tab keys to accept data in the field where the cursor currently is and go back to the prior field.

Page Up

Use this key to locate the first record based on the index of the bracketed field and then advance one record at a time.

Page Down

Use this key to locate the last record based on the index of the bracketed field and then back up one record at a time.

Ctrl+Backspace

Use the combination of the Ctrl and Backspace keys to clear the field where the cursor is located.

Searches

Searches are a little more difficult than most computer functions to fully understand. All search functions are based on the concept of the indexed field. An indexed field is any field that is tied by a specific relationship to a separate database from the one in which it is contained. When you make an entry in an indexed field, that input is usually one of a set of unique multi-character codes, each of which represents an entire record already stored in another database. For example, when you enter a fee transaction, you must assign it to a Client-Matter. Since the Client-Matter field is indexed, you can access the Client-Matter file to look for the appropriate number. Orion provides a special function (F8 key or the Look-up button) to help you find the code you want.

Look-Up Function

The F8 key or Look-up button displays a list of valid entries for the field you have selected. The Look-up button as referred to throughout the guide can appear in two different formats: The Drop-down Button displays a list of valid entries for the field you have selected and is sorted in ASCII order. The sort order cannot be changed. The Look-up Button displays a list of valid entries for the field you have selected and is sorted in ASCII order. Clicking on one column heading or another while in the list changes the order in which the list is displayed. While in the list, you can move closer to the record you are looking for by typing in the value for which you are looking. For example: your list displays Clients starting with Anderson, Inc. The Client for which you are looking is Smith and Associates. To move to this record in the list, start typing Smith. Orion will locate and highlight the first Client Name beginning with Smith. Note: Where both the F8 key and the Look-up button are referenced in the guide, you can use either to access a list of valid entries. Where only the Look-up Button is referenced, the F8 key is not available.

Security

Orion provides security features through the Orion File Maintenance Manager program. The following is a brief description of the Orion File Maintenance Manager program. The majority of the setup will be done by Orion personnel during your installation. Each User must be set up through this program and assigned to a pre-defined group that has security equivalences assigned to it. To set up Orion security, click the Orion File Maintenance Manager icon.

Setting Up Users

Before you can begin setting up Users, you must first define at least one group and assign access (security) privileges. See the “User Setup” chapter in the Administration Back Office Reference Guide for details. Use this procedure to set up Users. You can also inactivate Users as required.

Steps

To set up Users: 1. Click Tools and select Manage Users. The Manage Users screen appears. 2. Click New or press the Insert key. 3. Fill in the fields as required. See "Field Descriptions – User Entry Screen – General Tab" for specific information. 4. Click Save. 5. Click on the Proxies Tab. If the User is to have access to view and enter time for another User, select the User(s) in the Available column and move to the Selected column by clicking on the > Button located between the two columns. 6. Click on the Workgroups Tab. In the Available column select the Workgroup for which the User is associated and move the User to the Selected column by clicking on the > Button located between the two columns. 7. Click on the Administration Tab. 8. Fill in the fields as required. See "Field Descriptions – User Entry Screen – Administration Tab" for specific information.

Field Descriptions – User Entry Screen – General Tab

The following table describes the fields.

Field	Description
ID	A 4-character alphanumeric field. Each Timekeeper must have a unique ID code. Most firms use the person's initials. Other firms simply assign a number. Remember, all Timekeepers (any person who charges time) should be entered.
Timekeeper	Indicates if the User is a Timekeeper.
Active	If the Timekeeper you are entering is active, click this field. Otherwise, leave it blank. An active Timekeeper will count against your Timekeeper licenses. An inactive Timekeeper will not count against your licenses, but you cannot enter any time or expenses for the Timekeeper.
Full Name	Name of the Timekeeper. The name will appear on reports and invoices.
Sort Name	In the normal course of operation, reports run by Timekeeper are sorted by Timekeeper 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 Timekeeper's last name in this field. Firm hierarchy, you can create an hierarchical order and enter the appropriate code in this field.
User Keys	If User Keys have been created, assign as appropriate.
Level	A Level Code (Attorney, Partner, Paralegal, etc.) must be entered in order to save the Timekeeper 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 you have set the system (through the System File) to use 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 Timekeeper 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 Timekeeper. This is normally the effective billing rate at which you would like all the Timekeeper's time billed. You can leave this field blank if you wish and enter it later.
Cost Rate	The cost rate for this Timekeeper. This is normally the billing rate at which the Timekeeper's time needs to be billed in order to cover 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 a/the dictionary here.
Email Address	The User's email address.
Orion Local Push to Outlook Allowed	Indicates whether the Orion system is allowed to push information to Microsoft Outlook.

Field Descriptions – User Entry Screen – Administration Tab The following table describes the fields.

Field	Description
Network Login ID	The ID that gives the User access to the Orion system.
Security Group	The code for the Security Group.
Restricted	Leave this box unchecked if the User has permission to edit and review time entries for all other Users. If this box is checked, the User will be limited to editing and/or reviewing entries for the User's own time or for others that are specifically listed in the User's Proxy List.
Practice Management User	This option is applicable only if Practice Management has been installed. If this User will have access to the Practice Management features, this box should be checked.

Overview of User IDs in Orion

This topic provides an overview of User IDs in Orion, including the types of IDs and the correct usage of User IDs.

User ID Types

This table describes the three types of IDs used in the system.

Field	Description
User ID	Environment variable USER retrieved from the operating system.
Timekeeper ID	Used for individuals within the firm for whom time is tracked.
Entry ID	Used for individuals who enter time for Timekeepers, but do not record their own time for billing purposes. Users can be identified as either Timekeepers or Entry IDs, typically, secretaries and billing facilitators.

Process Overview

When Orion starts, the program must know the User ID of the operator. Orion retrieves the User ID from an environment variable called User ID. When the system loads any Orion application, the program first searches the environment settings on the workstation to see if the environment variable User exists. Once the Orion program has determined the User ID, the correct mode for entry and inquiry is set. If the User ID is defined as an Entry ID, the program operates in the Proxy Mode. If the User ID is defined as a Timekeeper, the program operates in the Timekeeper Mode. If the value is not found as either, the User will not be allowed to enter Orion. Based on this logic, an operator entering time should be established in Orion in one of three ways:

A Timekeeper, a person who bills that person's time, who only enters, edits, and views that person's own time should be set up as a Timekeeper only. The person should not be set up as an Entry ID. An operator set up this way will be in the Timekeeper Mode when entering Orion.
A time entry operator (a secretary, etc.) who enters time for other people but does not enter billable time for that person, should be set up as an Entry ID only. Proxy rights should be assigned for each Timekeeper for whom the Entry ID will enter, edit, and view time. An operator set up this way will be in the Proxy Mode when entering Orion.
A Timekeeper who also enters, edits, and views time for other Timekeepers must be set up as both a Timekeeper ID and an Entry ID. Proxy rights should be assigned in the normal manner. An operator set up this way will be in the Proxy Mode when entering Orion.

Modes Overview

Unless an User is set up in the Administration program to go into the system in an unrestricted mode, the program always begins operation in either Timekeeper Mode or Proxy Mode. Following is a clarification of the operation and rights characteristics of each mode.

Timekeeper Mode

All fields related to Timekeeper ID will display the ID from the User variable and cannot be changed by the operator. This includes Fee Entry, Time Manager, Reporting, Listings, and Calendar. All filters are set to the Timekeeper ID and cannot be changed. When you select Fee Entry or Time Manager, the program will assume the Timekeeper ID and display time for that ID.

Proxy Mode

When Orion starts using the Proxy Mode, the program assumes the operator is not a Timekeeper but instead has a Proxy List of at least one Timekeeper for whom entries can be made. When you start the program, all fields related to Timekeeper ID are blank in all windows until a default Timekeeper ID has been set (see below). The operator can use the F8 key or the Look-Up Button to choose a Timekeeper ID from the Proxy List on any entry window where Timekeeper ID is an option. This includes Fee Entry, Time Manager, Reporting, and all filters. Once a Timekeeper ID has been selected, the program uses this as the default Timekeeper ID. Once a default Timekeeper ID has been set, this ID is used to automatically populate all related windows throughout the program. When you select Time Manager, the program will not display time until a default Timekeeper has been selected. Note: If the User ID is set up as both a Timekeeper ID and an Entry ID, the program functions in Proxy Mode. The Timekeeper ID is simply added to the valid Proxy List. The Timekeeper ID becomes the default ID immediately upon entering into Orion.

Backing Up Your Data

Orion Law Management System highly recommends you back up your Orion data on a daily basis. If you do not have an established procedure, establish one before entering any data into Orion.

Requests for Support

This topic describes the process for obtaining support.

Questions to Ask

If you experience a problem, there are a few questions you should ask yourself before reaching for the telephone.

Does the Reference Guide say anything about this?
Have you ever been able to do it this way before, or, have you been able to use this program without problems before now? If you come across an apparent malfunction when attempting a new function or procedure, were you following the instructions for the procedure contained in the guide? If not, doing so may solve your problem.
Is this a system problem or an accounting or procedural problem?
Have any changes been made to the hardware, the programs, or the operating system since Orion was installed? This application is dependent on the particular environment in which it operates and is installed different ways to accommodate different operating environments and system setups. If changes are made to your system by someone other than an Orion Law Management System installer, try removing them. Under most circumstances, if these changes were the problem, Orion should return to normal operation once the system is placed in its original configuration.
Does the apparent problem involve error messages, and if so, what are they?
What happens if you reboot your system and repeat the same function or procedure that caused the problem? If the problem does not repeat itself, chances are you will not see it again.

Information to Collect

If you make it all the way through the checklist above and still need support, have the following information close at hand before calling for support:

The name and model number or type of your computer and/or other component (printer, monitor, etc.) which seems to be most affected by the problem.
The name and version of the network software you are currently using and the name and version of the operating system on the workstation experiencing the problem.
An exact description of the procedures that led up to the problem. Try to duplicate the problem, keystroke by keystroke, to see exactly what was done and jot it down before you call.

Support Procedures

We have attempted to establish some procedures to handle your support calls. The purpose of these procedures is to answer your questions quickly and efficiently and/or take care of your problems.

When your call is first received, the individual answering the phone will obtain as much information from you as possible. If no one is available to take your call, you will be assigned an internal incident number and will be asked to fax any relevant materials or reports. To expedite your support call, you may wish to email us prior to placing your call. Please be specific and provide us with as much information as possible to minimize the amount of time we must research problems. In addition, fax the materials to us as soon as possible. The faster we get the information, the faster we can deal with the problem. If we have requested information from you and do not receive it for several hours or days, there is a risk that we will become involved in another client's call and will not be able to get back with you as soon as you would like.
Calls will be returned as soon as possible in the order they are received. However, emergency situations, such as missing or corrupt data files or a server crash, will take precedence.
Once we have assigned an incident number, your support call is in the system and is being tracked by the computer. Continual calls regarding the status of the request may substantially slow down the process. Of course emergencies (data file missing or corrupted or a server crash) will be dealt with immediately.
If we return your call and you are not available, we will take your return call if we are not on another line or working on another incident. If, however, we are involved with another client when you call back, we will get back to you as soon as possible.
Make sure your modem is operational and accessible by us. If there are any changes in logins, passwords, etc., please keep us informed. If we need to dial in to compl