Legal Software Integration

How it works

Devices/Events tracked

Benefits for Users and Firms

• Firm Benefits It's simple. No more forgetting things you do. No or limited need to manually input data into your billing system. Get it all automatically without sacrificing control over billing your time. Intuitive and simple to use. Pick up hours previously lost from forgetting items and save time in doing billing processes. You still have full control over items sent to billing. Automatic time capture from the communications devices professionals use each day. Also auto inserts meetings from Outlook. WorkTRAKR automatically assigns contact and subject matter to every event captured. Users can also access a drop down window to find the right subject matter information. Complete editing capabilities. Professionals underestimate time spent on documents---WorkTRAKR automatically calculates the active time spent on any document, even if you have multiple windows open at once on your PC. WorkTRAKR supports manual items too---like reading a file. Open a window, point and click and you generate item for your time sheet. Even if you count on your assistant to help track time and do billing, he or she will appreciate the time savings from using WorkTRAKR. WorkTRAKR creates a personal time sheet that lists all events that is available on your PC or is sent to you daily or on demand. It works the way you want it to work so if you do billing as you go, each day, or other time frame, you can get all of the data you need instantly to make it a simple process. A few benefits of using WorkTRAKR in your firm: Tracking time is now highly automated and real time and WorkTRAKR can easily show time spent and not yet billed giving you a valuable picture as to how the firm is doing each and every day. Moving to fixed rate billing for certain projects---track your time without investing in a new legal management system. WorkTRAKR increases the value of the IT assets you already use---most of these tools are only as good as the data captured and WorkTRAKR simplifies and automates this task. Improve the timeliness of billing processes. It's so easy. This is one change that everyone will like and your firm gets better results and better data too! Firms report increased billing and reduced administrative cost. If leveraging staff resources is a goal for your firm, WorkTRAKR is a critical tool for helping you meet that objective. Daily reports that show where time goes and tracks business activity.

  
  

  Operating Modes

  

   

  Communications Events to Increase Billable Time

  WorkTrackr Service collects communications event records from
  smart phones, Outlook email, and desktop phone calls to create a
  personal communications log. This easy-to-use log is an ideal business
  tool for any timekeeper – utilize your email, smart phone, and desktop
  phone just like you do today.

  WorkTrackr Service automatically recognizes the business-related
  communications events from each of these tools and creates a simple,
  consolidated log which is used to create daily, weekly or
  monthly reports. Users can also review and edit these events at any
  time through an online portal.

  WorkTrackr Service is intuitive enough to automatically append
  contact information and can also include client and subject matter data
  with each record. It can differentiate personal vs. business events and
  any record can be deleted at any time.

  
  There’s nothing like it in the industry today—a real solution to a
  real problem:
  

  • Installation is a snap and there is no equipment to
    buy / service to change
    
  • Supports diverse needs of businesses today – billable time,
    personal vs. business, employee productivity, etc
    
  • Proven administrative savings in bill processing
    
  • Provides detailed billing information to your clients
    
  • Eliminates the need to enter account codes. The software can
    automatically link clients and cases to particular phone numbers
    and e-mail addresses
    
  • Start at $29.99 per month per user
    
  • Over 2,000% return on investment for firms –
    easy to see once you use it
    
  • Whether you have one user or 500 users we can accommodate your
    needs. Start with a test bed of users and grow from there, whatever
    works for you
    
  • Risk Free – Cancel within 30 days if our service
    doesn’t make you money
    

  Intelligently integrates with & supports the most popular practice
  management/billing systems including:
  

  • Tabs3
    
  • Time Matters
    
  • Time Slips
    
  • Abacus
    
  • Practice Matters
    
  • P.C Law
    
  • Others coming soon

  How does WorkTrackr work?
  For smart phones WorkTrackr is downloaded and installed on your
  Blackberry, Windows Mobile, or Palm cell phone (coming soon). Our
  software operates quietly in the background and automatically captures
  information about inbound and outbound calls. Most users opt for a
  quick screen pop at the end of each call where the call record is created
  with suggestions on call type, client/matter code and billable time.
  You can accept this information or revise it on a per call basis. Calls
  marked as personal will not be captured and from that point forward are
  omitted from reports.

  
  For office phones WorkTrackr installs software on a server in your
  office and integrates with your phone system. This software integrates
  with 250 plus phone systems so it is likely that your phone system
  is supported. WorkTrackr maps each extension to the applicable
  WorkTrackr subscriber and tracks inbound and outbound calls
  from each extension on a near real time basis. The call information is
  processed by the WorkTrackr software, contact information is linked
  to the call detail records, and is included in your Communications Log.
  

  For email communications WorkTrackr is downloaded and installed
  on any personal computer, home computer, or laptop that utilized
  Microsoft Outlook. WorkTrackr analyzes each e-mail to capture
  contact, start time and end time. It can even avoid sending spam and
  non-business type e-mail to your Communications Log. Like all records
  in your Communications Log, any event can be adjusted.

  
  How can I manage the data to make sure
  I get the results I want?
  It’s easy to manage all data with WorkTrackr. You can request a daily,
  weekly or monthly report to be delivered to your email address. The
  most effective method, however, is through the WorkTrackr portal.
  The portal contains a powerful analysis tool that will allow you to view
  any set of data and sort or group them in any sequence you desire. You
  may update and delete records singly or even select a group and apply
  settings to them.

  
  How do I get the data into the billing system?
  The most automated solutions are for those software companies
  supported directly by WorkTrackr. Other billing programs allow for
  file imports, most typically using the .csv file format, which is supported
  by WorkTrackr. Another option is to utilize the data as a “day sheet”
  for manual data entry.
  
  How Do I Find Out If My Legal Software Is A
  WorkTrackr Partner And What Do I Do If It Isn’t?
  When you begin the signup process we will ask you about your current
  software, tell you if it is supported and describe the integration options
  in your custom quote. If your software is supported, great! If not,
  remember WorkTrackr works perfectly well on a standalone basis.
  Also, we plan to support numerous packages by the end of 2009 and we
  will give priority to integrating with software used by our customers. As
  we add partners, we will automatically inform existing customers if we
  have added support for one of their legal software packages.

  
  Is WorkTrackr Secure?
  Yes. The model Blucows utilizes is largely the same as that deployed by
  RIM for Blackberry users of corporate e-mail. All communication links
  are encrypted and all data access is password controlled. The physical
  security in our data center far exceeds the physical security available in
  most legal offices. Finally, Blucows has a stringent Confidentiality and
  Usage Agreement that applies for each subscriber.

   

  FAQ

  How Does My Cell Phone Event Capture Work?
  
  One of the first things you do as a WorkTRAKR user is download and install WorkTRAKR software on your Blackberry, Windows Mobile, or Palm smartphone. You then use your phone just as you normally would. Our software operates quietly in the background and automatically captures information about inbound and outbound calls, email, and text messages. Depending on your profile settings, WorkTRAKR may pop a window at the end of each communication event with information on the event and suggestions for bill type, client/matter code and billable time. You can accept this information or revise it on a per event basis. If you're busy and need to get to the next call, simply click the Done button or your phone's End key and the call detail record is retained where you can later either append the necessary billing data or have an assistant do that for you. Since cell phones are often used for personal events, you can quickly mark them as personal and from that point forward, these events are omitted from reporting. You can also choose to ignore/delete any event and it will not be included in any of the reports.
  
  How Does WorkTRAKR Capture Office Phone Calls?
  
  WorkTRAKR installs software on a server in your office and integrates that with you phone system. This software integrates with 250 plus phone systems so it is likely that your phone system is supported. WorkTRAKR maps each extension to the applicable WorkTRAKR subscriber and tracks inbound and outbound calls from each extension on a near real time basis. The call information is processed by the WorkTRAKR software, contact information is linked to the call detail records, and is included in your communications log. Records from extensions not using WorkTRAKR are maintained in a call detail record archive and maintained for 180 days. Users receive this data automatically into their communications log. To complete the calls for billing submission requires a WorkTRAKR user to access the portal or WorkTRAKR Desktop applicaiton, review the record and include any additional information required, and complete the Assignment Process.
  
  How Does WorkTRAKR Capture emails?
  
  WorkTRAKR users frequently read and send e-mails from Microsoft Outlook on a PC or laptop and from their smart phones (Blackberry, Windows Mobile, and Treo). When you install WorkTRAKR software on your cell phone, WorkTRAKR not only creates call detail records for inclusion in your Communications Log but also captures e-mails sent and received. You also download WorkTRAKR software to your personal computer, home computer, or laptop (anywhere you use Microsoft Outlook) and it then captures e-mail from those devices as well. WorkTRAKR analyzes each e-mail to avoid including spam and non-business type e-mail. Like any other record in your communications log, an event can be adjusted for preparation time and post processing time with a simple entry to make it ready for billing.
  
  Can I Control What It Captures?
  
  Yes. WorkTRAKR profiles can be adjusted to capture only what you would like to capture and nothing more. Your profile settings can be adjusted under Settings > My User Profile on the WorkTRAKR web portal.
  
  Who Can See My Calls and emails?
  
  Each user has full control over their calls and e-mails. Administrators can review overall activity reports that show total business and memo coded calls and e-mails and the status of those records for billing. Personal and deleted communications events are not visible.
  
  How does WorkTRAKR know about our Timekeepers, Contacts And Cases/Matters?
  
  If your firm uses a legal practice management software supported by WorkTRAKR, this step is performed automatically by WorkTRAKR during setup and is updated daily (or more frequently if performed by an administrator).
  
  For any user, however, you can reasonably quickly manage the set up of a data file used by WorkTRAKR.
  
  It is really pretty simple: You input them into WorkTRAKR. Using the online portal you can either enter them manually, import a .csv file extracted from your case/matter management system or, if you use software from one of our legal software partners, specify that your information be automatically extracted and updated in WorkTRAKR without requiring any manual intervention at all. Once WorkTRAKR has this information, it watches how you assign codes to calls and remembers. Very soon, it understands your business and makes helpful suggestions that are most often correct. Of course, most users will never have to worry about any of this. You can set up as many free system administrators as you'd like. These systems administrators can perform all the routine maintenance so that it can automatically be available to all timekeepers who will then enjoy the "one click" assignments without ever needing to do any maintenance themselves.
  
  What do Administrators do?
  
  The Administrator sets up the roster of authorized WorkTRAKR users. This includes at set up, the names, cell phone numbers, and e-mail addresses of end users. The Administrator can also set up the following:
  
  

  • A master contact list for the firm that can include typical information found in any Outlook contact
  • A file of client and subject matter data
  • Manage additions, updates, and other changes to the roster file or client and subject matter data
  • Managing exports of completed communications events for billing

   

  How Does Billable Time Get Into the Billing System?
  
  Getting call detail records and the attached billing notes into the firm's billing system can be handled in several ways. The most automated solutions are for those software companies supported directly by WorkTRAKR and this list expands monthly so check our web site to see if your package is supported. Other billing programs allow for file imports, most typically using the .csv file format. WorkTRAKR includes a .csv export option and after the initial set up, you can keep the same configuration for future months. As a final option, billable calls can be summarized in a report to facilitate manual data entry.
  
  Is WorkTRAKR Secure?
  
  Yes. Security is a major concern for any organization. There are several areas to address with Security. The model utilizes is largely the same as that deployed by RIM for Blackberry users of corporate e-mail. All communication links are encrypted and all data access is password controlled. The physical security in our data center far exceeds the physical security available in most legal offices. Finally, Blucows has a stringent Confidentiality and Usage Agreement that applies for each subscriber.
  
  How Do I Find Out If My Legal Software Is A WorkTRAKR Partner And What Do I Do If It Isn't?
  
  When you begin the signup process we will ask you about your current software, tell you if it is supported and describe the integration options in your custom quote. If your software is supported, great! If not, remember WorkTRAKR works perfectly well on a standalone basis. Also, we plan to support numerous additional packages by the end of 2010 and we will give priority to integrating with software used by our customers. As we add partners, we will automatically inform existing customers if we have added support for one of their legal software packages.
  
  How do I set up and learn how to use WorkTRAKR?
  
  WorkTRAKR is easy to install and use.
  
  

  • The process is very simple and fast
  • The administrator provides a roster of users
  • Each user gets an e-mail with instructions for setting up WorkTRAKR to work on their mobile phone, PC, and laptop.
  • The user simply selects their cell phone type and network (typically AT&T , VZ, Sprint, or T-Mobile) and they receive a text message. One click and the software is instantly downloaded.
  • A similar process is used to set up e-mail
  • The e-mail includes links to helpful videos for almost instant training---and the entire process is highly intuitive.

   

  How Do I Use WorkTRAKR to Create Billing Tickets?
  
  WorkTRAKR has a full user guide, videos, and administrative guide explaining how to use the personal portal of a WorkTRAKR user to complete information needed about any communications event and export records into a billing system.
  
  WorkTRAKR allows the end user to code any communications event to be suitable for billing. This coding can be done in seconds and is much more efficient than hand logging billing events into the firm billing systems.
  
  WorkTRAKR understands that a Communications Event needs supporting information before submitting the record to the billing system. WorkTRAKR intelligently reviews each record and the supporting information applicable for each call and characterizes the record. Only communications events marked Assigned can be exported without the WorkTRAKR user completing the coding of the other Communications Event details.
  
  Here are the major communications event categories:
  
  There are three major call types and then for billable calls, a record status designation that lets the user know whether a business call is ready for final billing.
  
  Business communications events are further identified by the status of the record.
  

  
  How Do I Know If Records Have Been Exported For Billing?
  
  In the WorkTRAKR portal, a record that has been submitted for billing is marked as exported thereby avoiding duplicate work or multiple submission of billing records.
  
  How Can I Manage My Calls to Make Sure I Get The Results I Want?
  
  You can manage your call histories quickly and easily with WorkTRAKR. You can do so at any time by accessing your portal online at www.blucows.com/worktrakr. The portal contains a powerful analysis tool that will allow you to view any set of calls and sort or group them in any sequence you desire. You may update or delete call records singly or even select a group of calls and apply settings to all of them.
  
  What If I Forget?
  
  We know people are busy and administrative matters often fall by the wayside due to the press of business, so we provide options to automatically send reports to your email address. The reports, which can be daily, weekly or monthly, quickly summarize your call records and provide indications of the activity required to fully dispose of all captured calls. A single click on a report will automatically open a window to your portal where you will immediately see the relevant calls.