Alerts and Notifications
Legal Tracker sends alerts and notifications to different users, depending on the circumstances and the role of the individuals involved.
New Matters
When a company user creates a new matter, an email is automatically sent to the Lead Outside Counsel specified in the matter profile and to their delegates. An example of the new matter email that is sent is included below. In an actual new matter email, the lead attorney can click the first link in the email to open the newly created matter.
Sample email
TO: Jane Lawyer
FROM: Chris Lawyer
DATE: 05/24/2005
You have been invited by Chris Lawyer to the following matter: BEA Agreement
Please use the following link to access the matter: https://tracker.serengetilaw.com/ObjectType=Matter
This matter will be added to your list of open matters on Tracker. To access the matter, log into your Tracker account. If you have any problems, please reply to this email and provide a description.
INFORMATION FOR FIRST TIME USERS: If you have not received your User ID and password, reply to this email and ask that your User ID and password be resent to you.
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This electronic mail transmission contains confidentialinformation and is intended only for the person named.Any use, copying or disclosure by another person isstrictly prohibited. If you have received this transmissionin error, please notify the sender via return e-mail.
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Email Notice to New Matter Participants
When you add a new participant to a matter, an email invitation is automatically and immediately sent to the user. The content of the email varies according to the user's matter role.
Sample Email for a Matter Participant with a Matter Role of Matter Administrator, Matter Editor or Matter Reader
The difference between this email and the email sent to the user with Billing Only access to the matter is that this email has a clickable link for accessing the matter, and the email sent to the user with Billing Only access to the matter does not.
note
The firm's Client Responsible Users such as the Primary Billing Contacts and Additional "All Matter Access" Users can also receive an email each time a new matter is created. This setting is changed on the firm profile page.
TO: Jane Lawyer
FROM: Tracker [unattended@serengetilaw.com] on behalf of Jeff Casemanager
DATE: 10/04/2007
SUBJECT: Acme Inc: Access granted to BEA Agreement matter on Tracker
Jeff Casemanager of Acme, Inc. has granted you access to the following matter on Tracker:
Matter Name: BEA Agreement
Matter ID: 200500032
You may use the following link to access the matter:
https://tracker.serengetilaw.com/tracker.aspx/MatterInfo?id=11512
This matter will be added to your list of open matters on Tracker. To access the matter, log into your Tracker account. If you have any problems, please reply to this email and provide a description.
INFORMATION FOR FIRST TIME USERS: If you have not received your User ID and password, reply to this email and ask that your User ID and password be resent to you.
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This electronic mail transmission contains confidential information and is intended only for the person named. Any use, copying or disclosure by another person is strictly prohibited. If you have received this transmission in error, please notify the sender via return e-mail.
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Sample Email to Billing Only User
note
The firm's Client Responsible Users such as the Primary Billing Contacts and Additional "All Matter Access" Users can also receive an email each time a new matter is created. This setting is made on the firm profile page.
TO: Jane Lawyer
FROM: Tracker [unattended@serengetilaw.com] on behalf of Jeff Casemanager
DATE: 10/04/2007
SUBJECT: Acme Inc: Access granted to BEA Agreement matter on Tracker
Jeff Casemanager of Acme, Inc. has granted you "billing only" access to the following matter on Tracker:
Matter Name: BEA Agreement
Matter ID: 200500032
You can now post invoices to this matter. To view a list of the matters that are available for invoicing in Tracker do the following:
(1) Login to Tracker
(2) Click on the "Billing" button
(3) Click on the "Post Invoices" tab
NOTE: This matter will NOT show in your list of matters under the "Matters" button. If you have any problems, please reply to this email and provide a description.
INFORMATION FOR FIRST TIME USERS: If you have not received your User ID and password, reply to this email and ask that your User ID and password be resent to you.
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This electronic mail transmission contains confidential information and is intended only for the person named. Any use, copying or disclosure by another person is strictly prohibited. If you have received this transmission in error, please notify the sender via return e-mail.
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Matter Events
Event | Details |
|---|---|
Accruals Schedule | The Accruals Schedule shows default due dates for the entire fiscal year for unbilled amounts (accruals). The dates displayed give you a general timeline of when required unbilled amounts are due but do not show what matters require unbilled amounts. To access the Accruals Schedule, click Home > Accruals schedule in the left navigation.note
The due dates shown in the Accruals Schedule are default dates. Consequently, there may be situations where due dates are not required for a matter but the schedule shows that they are due (and vice versa). |
Budget Schedule | To access the Budget Schedule, click Home > Budgets schedule in the left navigation.The due dates for required actions are generally linked so that workflows are consolidated. For example, if a status report and budget are due in the same month, they will have the same due dates. note
The due dates shown in the Budget Schedule are default dates. Consequently, there may be situations where due dates are not required for a matter but the schedule shows that they are due (and vice versa). |
Email Notifications Relating to the Events | If there is a required event, an email will be sent on the Law Firm Input Start Date. If the item has not been completed, an email will also be sent on the Reminder Notification date. The email is sent at approximately 12:01 A.M. Pacific Time on the respective date. |
Incomplete Matter Profile
When a new matter is assigned, the lead attorney and his or her delegates will receive this action items alert in addition to an email notification. The alert remains in the user's action items until the matter profile has been completed.
Your firm will not be able to post invoices to a matter until the matter profile has been completed. This ensures that when your billing department reviews its list of matters on Tracker, your firm's client number and matter number will be visible.
Accruals
During the input period for unbilled amounts, a user’s Action Items displays how many matters require unbilled amounts and the due date for unbilled amounts. The Action Items alert is shown to any user with system billing rights (for example, any user with a system role of Firm Administrator or Firm User + Billing).
During the input period for unbilled amounts, when a user clicks
Billing
in the left navigation, Accruals
displays automatically. When unbilled amounts are not due, View invoices
displays automatically.Tracker will send an email alert at approximately 12:01 A.M. Pacific Time on the Law Firm Input Start Date. If unbilled amounts have not been entered by the Email Reminder date, a second email will be sent. Tracker will not send any additional email notifications after the Email Reminder date even if unbilled amounts have not been provided.
Sample email
From: unattended@serengetilaw.com on behalf of [Tracker Coordinator email address]
To: Primary Billing Contact and Secondary Billing Contact*
Subject: [company short name]: Accrual data due in Tracker by [due date]
[Company short name] is required to prepare accruals, and consequently, we need you to enter any unbilled amounts incurred from [beginning of fiscal year] through [end of accrual period]. Your firm should submit an unbilled amount for every matter. (Even if you have no unbilled amounts for a matter, you should enter a “0”.)
This DOES NOT mean that you have to prepare or post actual invoices. Instead, there is a special page in Tracker where you can enter unbilled amounts, or you can also upload a spreadsheet of such amounts. The accrual amounts must be entered in Tracker on or before [law firm input due date]. Failure to enter unbilled amounts by that date may result in your actual invoices being reduced or rejected. No extensions can be granted to this due date.
Click on the link below to access the accrual input page. This page also contains detailed help instructions about entering unbilled amounts and uploading a spreadsheet of unbilled amounts.
[Link to the firm's post unbilled amounts page]
NOTICE: INVOICES POSTED AFTER [law firm input due date] WILL BE HELD UNTIL [date accrual is generated]. Our law department will be reviewing unbilled amounts and preparing accrual reports for our finance department from [date range of company accrual review period]. While you can save invoices into the system during that time, these invoices will be held for review until after the accrual review period is complete. (This policy ensures that accrual amounts are accurately documented and provided to accounting.)
If you have any questions, contact [Tracker Coordinator name, email address, and phone number]. Our law department appreciates your assistance with this important financial reporting obligation of [company short name].
[Tracker Coordinator name]
This electronic mail transmission contains confidential information and is intended only for the person named. Any use, copying or disclosure by another person is strictly prohibited. If you have received this transmission in error, please notify the sender via return e-mail.
Tracker sends the email alert to the Primary and Backup Billing Contact, the two additional all matter access users and your firm's Lead and Backup System Administrator. To view these users, click
Users > Firm
in the left navigation. The users are listed on your firm profile.Service of Process
Tracker sends several kinds of alerts and notifications of events that are important in the SOP workflow.
Matter Budget Due
If you are a Matter Editor or Matter Administrator on a matter and a budget is required, Tracker will alert you with a linked number of days overdue. If the budget type is
Monthly
, you will receive a new alert in advance of each fiscal year for which you have not yet completed a budget.Sample email
In addition, if you enabled email alerts, you will receive an email similar to the following:
From: Tracker (Unattended) [mailto:unattended@serengetilaw.com] On Behalf Of Tracker Coordinator <Tracker.Coordinator@acme.com>
Sent: Friday, April 24, 2009 1:27 AM
To: Jane Doe
Subject: Acme: Information due in Tracker
This email was generated by the Tracker system to notify you of the following alerts that have occurred since April 23, 2009.
The budget(s) for the following matter(s) are either due, coming due, or overdue.
Matter Name: Acme Pipeline Defect
Matter Number: Plaintiff v. Acme II
Budget Due Date: May 1, 2009
You may access the indicated matter(s) from the Tracker Action Items at the following URL:
https://tracker.serengetilaw.com/tracker.aspx/
If you have any questions or need assistance, please contact your Tracker Coordinator, Coordinator, Tracker at 555-555-5555 or Tracker.Coordinator@acme.com.
This electronic mail transmission contains confidential information and is intended only for the person named. Any use, copying or disclosure by another person is strictly prohibited. If you have received this transmission in error, please notify the sender via return e-mail.
Matter Budget Modified
When a budget is modified for a matter, Tracker notifies users with alerts and then users can respond to the modification. If you are a Matter Editor or Matter Administrator on a matter and the company modifies the budget, you will receive an alert document icon. From the budget form, you will need to acknowledge the changes to the budget.
The matter is removed from the Action Items after you:
- Provide the budget (if it is due).
- Approve or reject a budget that was modified.
note
An incomplete matter budget will prevent invoicing. If a budget is required by your client, your firm can upload invoices to the matter but they will not be delivered to the client until the budget is submitted.
Event | Workflow |
|---|---|
Law firm creates or modifies a budget | After a law firm user creates or modifies a budget, company users who are Matter Administrators or Matter Editors receive an Action Items alert and, if their user preferences were set to receive email notifications, an email notification. A company user then approves or rejects the budget. If you do not receive an alert, you can assume that the budget was accepted. If the company user rejected the budget, you will receive an alert that the budget was rejected. If you set your user preferences to receive email notifications, you will also receive an email notification of the rejection. note
If the company rejects the law firm budget then that budget is cleared. If a budget is due, the law firm will have to submit a new budget for the matter to fulfill the budget requirement. To view the actual current budget, select the current budget from the view selector under the BUDGETING collapsible section then click the Change view . |
Company user creates or modifies a budget | After a company user creates or modifies a budget, law firm users who are Matter Administrators or Matter Editors receive an Action Items alert and, if their user preferences were set to receive email notifications, an email notification. To view the modification, you can complete one of the following:
Budget displays the budget as pending and also shows the pending budget marked against the prior budget. To access the modification, a law firm user simply acknowledges the modification. Nothing happens if a law firm user does not acknowledge the budget. For example, the law firm can continue to post invoices and the budget modified by the company user will remain as a pending budget. |
Status Due Reports
The topics below describe the alerts and notifications for status reports that are due. These include homepage Action Items alerts, matter alerts and email notifications of status reports that are due.
note
Invoices can be uploaded but not delivered if a status report is due. If a status report is due, your firm can upload invoices to the matter but they will not be delivered to the client until the status report is submitted.
Alert or notification | Details |
|---|---|
Action Items Alerts | If you have a matter role of Matter Editor or Matter Administrator and a status report is due for that matter, the Action Items will show Due for that matter. If the status report has been due for more than 10 days, it will show the status report as late for each day after the tenth day. For example, if the status report has been due for 15 days, the Action Items will show that the status report is five days late. In other words, even though the status report is due, the system will give you 10 days before showing that the status report is late. After a status report is posted, the Action Items alert will be removed for all your firms' users.note
Your firm can specify certain users who have automatic all matter access. These users do not receive Action Items alerts unless they are also added to the matter as a direct matter participant. |
Matter Alerts | Matter alerts show in the following places:
|
Status Reports That are Due | Tracker sends an email alert at approximately 12:01 A.M. Pacific Time on the day that a status report becomes due. This is called the Law Firm Input Start Date. If a status report has not been filed by the Email Reminder date, a second email will be sent. Tracker does not send any additional email notifications after the Email Reminder date even if the status report remains due. Tracker will send the email alert to any user at your firm who is a Matter Editor or Matter Administrator in the matter. Sample email To: Jane Lawyer From: Tracker [unattended @serengetilaw.com] on behalf of Admin, Acme [AcmeAdmin@demo.corp] Date: 10/04/2007Subject: Acme, Inc.: Information due in TrackerThis email was generated by the Tracker system to notify you of the following alerts that have occurred since October 4, 2007. The following matter(s) have a required status report are either due, coming due, or overdue: Matter Name: Coyote v. AcmeFirm Matter Number: 86534Status Report Due Date: October 14, 2007 Matter Name: Georgie v. AcmeFirm Matter Number: 32300Status Report Due Date: December 14, 2007 You may access the indicated matter(s) from the Tracker Action Items at the following URL: https://tracker.serengetilaw.com/tracker.aspx/ The budget(s) for the following matter(s) are either due, coming due, or overdue. Matter Name: Coyote v. Acme2Firm Matter Number:Budget Due Date: October 14, 2007 Matter Name: Custer v. AcmeFirm Matter Number:Budget Due Date: October 14, 2007 You may access the indicated matter(s) from the Tracker Action Items at the following URL: https://tracker.serengetilaw.com/tracker.aspx/ If you have any questions or need assistance, please contact your Tracker Coordinator, Admin, Acme at 999-555-6666 or AcmeAdmin@demo.corp. This electronic mail transmission contains confidential information and is intended only for the person named. Any use, copying or disclosure by another person is strictly prohibited. If you have received this transmission in error, please notify the sender via return e-mail. |
Moved, Rejected, Disputed, or Reduced Invoices
If your client rejects or disputes an invoice, or approves an invoice for a reduced amount, Tracker automatically sends an email notification and you receive an Action Items alert.
- Tracker provides Action Items alerts for any law firm user who is a Matter Administrator or Matter Editor in the matter for which the invoice was reduced or rejected.
- If you are an editor or administrator on a matter and your client rejects or reduces an invoice that was posted to that matter, you will receive an Action Items alert. Clicking on the document alert icon will remove it from your Action Items.
- Additionally, an email will be sent to the user that posted the invoice notifying them that the invoice was rejected.
Alert or notification | Details |
|---|---|
Reduced, Rejected, or Disputed Email Notifications | Tracker automatically sends a notification of reduced, rejected, and disputed invoices to the following users:
Sample email when an invoice is manually TO: Jane Lawyer FROM: Tracker Unattended on behalf of Jill TrackerCoordinator at TrackerCoordinator@mn.aut DATE: 05/24/2002 SUBJECT: REJECTED Invoice No. 65009 for Company, Inc. This message is to notify you that the following invoice has been rejected: Invoice No.: 65009 Invoice Link: https://d1tracker.corp.serengetilaw.com/tracker.aspx/FirmInvoices?Login_CompanyID=56300&idlg=16404&kINC=1&lv=R Posted by: Jane Lawyer Date Posted: 10/15/2011 Posted Amount: $6,094.59 Rejected By: Sam Inhouse Rejected Comment: This invoice was a duplicate of the one we paid last month. ACCRUAL NOTE: If accruals become due prior to reposting this invoice, include this invoice amount in your unbilled amount. Contact Jill TrackerCoordinator at TrackerCoordinator@mn.aut or 123-555-1212 with questions. **************************************************************** This electronic mail transmission contains confidential information and is intended only for the person named.Any use, copying or disclosure by another person is strictly prohibited. If you have received this transmission in error, please notify Jeff Casemanager <Company@demo.corp> at Company@demo.corp **************************************************************** An invoice also can be Auto-Rejected if your client has set up applicable rules for certain types of audit/billing guidelines violations, including new Timekeeper, Change in Timekeeper Rate, Expense Guidelines violations, and Billing Period Audits. Sample email when an invoice is approved for a reduced amount TO: Jane Lawyer FROM: Tracker Unattended on behalf of Jeff Casemanager at Company@demo.corp DATE: 05/24/2002 SUBJECT: REDUCED Invoice No. 65009 for Company, Inc. This message is to notify you that the following invoice has been reduced: Invoice No.: 10244 Invoice Link: https://d1tracker.corp.serengetilaw.com/tracker.aspx/FirmInvoices?Login_CompanyID=666626&idlg=28575&kINC=1&lv=A Posted by: Greg Lawyer Date Posted: 07/20/2009 Posted Amount: $17,632.30 USD Reduced Amount: $17,100.91 USD Reduction Comment: Online research amount exceeded agreed limit. Contact Jeff Casemanager at Company@demo.corp or 999-555-6666 with questions. **************************************************************** This electronic mail transmission contains confidential information and is intended only for the person named.Any use, copying or disclosure by another person is strictly prohibited. If you have received this transmission in error, please notify Jeff Casemanager <Company@demo.corp> at Company@demo.corp **************************************************************** An invoice also might contain rates that were Auto-Reduced or Auto-Rejected (reduced to zero) if your client has set up applicable rules for certain types of audit/billing guidelines violations, including new Timekeeper, Change in Timekeeper Rate, and Expense Guidelines violations. |
Moved Invoice Email Notification | When a company user moves an invoice, Tracker automatically sends an email to the firm user who posted the invoice. Sample email that is sent when an invoice is moved by a company user TO: Jane Lawyer FROM: Tracker Unattended on behalf of Jeff Casemanager at Company@demo.corp DATE: 09/25/2009 SUBJECT: Acme: Invoice 6400111 moved to the Resolute matter NOTICE: Jeff Casemanager has moved invoice 6400111 as follows: Invoice Posted to Matter: "Hudson" Invoice Moved to Matter: "Resolute" Please update your files and/or client and matter numbers if necessary. **************************************************************** This electronic mail transmission contains confidential information and is intended only for the person named.Any use, copying or disclosure by another person is strictly prohibited. If you have received this transmission in error, please notify Jeff Casemanager <Company@demo.corp> at Company@demo.corp **************************************************************** |
Document Request for Review
If you are a Matter Editor or Matter Administrator on a matter and any matter participant posts a document with a request for review, you will receive an alert document icon. Document request for review alerts cannot be sent to individual matter participants. They are always sent to all Matter Editors and Matter Administrators. Clicking on the document alert icon will remove it from your Action Items.
Email Reminders for Dates and Events
Tracker can send automatic email notifications and reminders regarding matter dates/events. A user with a matter role of Matter Administrator or Matter Editor can specify who receives email notifications and for which dates/events.
After email notifications are sent, the
Event Email Notification History
section is displayed on the Date/Event page. This shows the date, time and recipients of every email notification sent for this date/event.