The Rules Designer allows you to create custom rules for both My Time and My Expenses. Rules are "checkpoints" that help prevent data entry errors. Creating rules saves time and money for the firm by preventing non-compliant entries from being entered into the database which reduces the amount of time spend editing prebills. This increases efficiency, allowing the firm to use their resources towards income-producing activities. It can also reduce or even eliminate bill rejections, increasing cash flow. Typically, the firm will have one or more administrative users who will use the Rule Designer to create rules used throughout the firm. You can also Import a rule and Export a rule. To create a rule, perform the following:
- Determine what the purpose of the rule is to be. Although they can be applied to both Expense and Time entries, more than likely the rule will be function specific.
- Click theRule Designer button on the Tools ribbon.
- The Rule Designer window will open. Click on the New button. To create a specific type of new Rule, click on the small black arrow next to the New button and select a rule type from the following:
To learn how to create one of the following, click on the title link.
Text Rule -Text Rules can be used assure that certain verbiage included or excluded from entries. For example:
- Never use the abbreviation "TC" in a narrative. Spell out the phrase "telephone conference".
- Always include the word "Insurance" when the word "Adjustor" is used in the narrative.
- Do not use the $ symbol in any narrative.
If your firm needs to enforce these types of rules as firm policy or via a client mandate, establishing a Text Rule can ensure that rules are automatically enforced.
Numeric Rule - Numeric Rules can be used to assure that numeric values in entries meet certain criteria. For example:
- Timekeepers cannot exceed established rates for Client 9512.
- Hours to bill should not exceed 8 hours on one time entry.
- Rates must be at or above minimum levels approved by firm management.
If your firm needs to enforce these types of rules as firm policy or via a client mandate, establishing a Numeric Rule can ensure that rules are automatically enforced.
Data Rule - Date Rules can be used to black out certain dates or date ranges. For example:
- Do not allow time entries to be dated after March 3, 2007 for timekeeper ABC.
- Do not allow time entries to be dated on Saturday or Sunday.
- Do not allow entries dated prior to January 15, 2007 for a particular Client or Matter.
If your firm needs to enforce these types of rules as firm policy or via a client mandate, establishing a Date Rule can see that the rules are automatically enforced.
Boolean Rule - Boolean rules can be used to assure that certain fields are set correctly.
- The Billable Flag on a Time Entry for Client ABC must always be checked.
- Expense Codes must always be flagged to 'Summarize'.
If your firm needs to enforce these types of rules as firm policy or via a client mandate, establishing a Boolean Rule can see that the rules are automatically enforced.
Accounting Rule - Accounting Rules can be used to assure that time or expense entries are not dated within a certain number of days in the current Accounting Period or Accounting Year.
- Time Entry date must be within 10 days of the current Accounting Period.
- Our client will only allow us to bill for current Accounting Year and 5 days from the previous year.
- Expense Entries must be entered within 1 day of the current Accounting Period.
If your firm needs to enforce these types of rules as firm policy or via a client mandate, establishing an Accounting Rule can see that the rules are automatically enforced.
Empty Field - Empty Field Rules can be used to assure that fields are not left blank on the Time or Expense Entry form.
- The Time Entry Note field must always have the day of the week the work was done.
- The Narrative of an Expense Entry must always have text.
- Task Codes are required on all Expense Entries.
If your firm needs to enforce these types of rules as firm policy or via a client mandate, establishing an Empty Field Rule can see that the rules are automatically enforced.
Field Length- Field Length Rules can be used to ensure compliance for standards on data entry. For example:
- Place limitations on description fields.
If your firm needs to enforce these types of rules as firm policy or via a client mandate, establishing a Field Length Rule can ensure that compliance is automatically enforced.
List Rule - List Rules can be used assure that certain information is included or excluded from entries. For example:
- Never allow time entries with Timekeeper AAA on Client 8574.
- Timekeeper ABC does not want the Task Codes B100 or B110 used on his entries.
- Do not use the Activity Code A102 on an entry with Task Code B110.
If your firm needs to enforce these types of rules as firm policy or via a client mandate, establishing a List Rule can see that the rules are automatically enforced.
Rule Sets - A Rule Set is when a combination of 2 or more of the aforementioned rule types are used together to create one rule containing multiple rule type criteria. Creating a Rule Set when you have multiple types of rules for one Client/Matter will save time, especially since you can assign the scope at the top level and not have to do it for each individual rule.
Hierarchy of Rules
There is a hierarchy of rules that Juris Suite follows. This is based on severity. Each task that requires remediation, will be displayed in order of severity. The higher the severity, the overruling factor will be instated. For example, if more than one rule is compromised, an error would be displayed over a warning. See the table below for a quick severity review.
Message
| Severity | Icon |
|---|---|
| Required | |
| Error | |
| Warning |