Tag Archives: Timeslips

An Overview of “Document Access” in Timeslips 2012 or Higher

The billing process for many firms today includes more than the typical time entry input, edits, and invoice generation.  Many firms are being required to attach copies of receipts and individualized billing approval authorizations to their invoices.  A systematic procedure has to be implemented in order to track client documents and invoice attachments.  Timeslips addresses the need to track these documents in version 2012 and higher using a feature called, “Document Access.”  The feature automatically creates a document folder for each Timeslips client.  You can store documents such as scanned receipts, digital copies, and/or PDF generated bills and statements in these folders.


You will find the preference settings for this feature under the Setup menu and then by choosing “Document Locations.”  The default setting for folder placement can be changed per your specifications (see below).

You can use any name you wish for each Client Folder, other than the one generated by default based on the Timeslips nickname.  In the example below a folder has been modified by using the designation, “OH Mediation.”  (Note, if you later change the name of the client folder again, a new folder will be generated and the old one will remain.)

Should you wish, you have the ability to designate that PDF generated bills and statements be automatically saved to subfolders within your Client Folders.


Reviewing any associated client documents and/or documents saved in the Client Folders is easy to do.  From the Client Information dialog box, click on the file cabinet icon at the right.   This will open the Document Shortcuts dialog box.  Highlight the document or folder you wish to view, then click the green arrow at the top right to activate your selection.  (Note: Shortcuts can also be viewed from the Client List dialog box by highlighting the client, right clicking, and choosing “view documents.” )



There are a couple ways a slip attachment can be designated to print during a bill run.  First, a document can be designated to print with the client’s bill directly from the Slip Entry dialog box.  From the bottom portion of the slip entry (within the Attachment section), designate the location of the file to be attached and check the “Include attachment on bill” box as shown below.

Second, an attachment can be selected for bill attachment from the Document Shortcuts dialog box.  This is done by highlighting the document, and choosing to open the File Link Entry dialog box using the open file icon to the upper right (see below).  Then, a check must be placed in the “include attachment with bill” check box.

Whether you are attaching receipts, printing PDF bills or statements, or just have a need to associate a digital file with a Timeslips client, the process of attaching, managing, and printing documents becomes organized and easily accessible with the Document Access feature.



Setting Exclusive Mode in Timeslips 2013 or Higher

There are times when you need exclusive access to your Timeslips database to perform a specific function. Examples include making a backup, creating or editing custom fields, purging data, or running a database verification. These require exclusive use of the Timeslips database – in other words, all other users must be completely logged out.  In the past, administrators needed to go from workstation to workstation, use the intercom, or our personal favorite – page the entire office “Everyone out of Timeslips!”

Beginning with Timeslips version 2013, you can now use the NEW “Exclusive Mode” feature to notify users to log out, and log them out automatically within a specific time frame.




Start by choosing Special, then “Exclusive Mode” from the menu bar







 Create a specific message, and click on OK:







If there were users already logged into the database when you attempted to go into Exclusive mode, you will see the following message:




You can then set a time frame to lock the users out, and click on OK. The logged in users will see a timer countdown in Timeslips with the time frame you have indicated:








 While the administrator will see the following countdown:






Once there are no other users in Timeslips, you will see the following message: Clicking on “Show workstation details” will allow you to see the specific workstations still logged in.







You will also see the following in the bottom right corner of your screen:




Any users trying to log into Timeslips while the database is in Exclusive Mode will see the following:







Once you are finished with the process and are ready to allow users to go back into Timeslips, you can click on the “Exclusive Mode” in the bottom right status bar, or choose Special, and Exclusive Mode from the menu bar, and choose to “Allow other workstations to access the database”.



Back To The Future

This time of year it’s a great idea to make sure that you did not accidentally enter slips dated in the future (i.e. December 2012).  It is possible when “catching up” in the early part of January, that you may have neglected to enter the year in the slip entry of Timeslips and, in an effort to be helpful, Timeslips has automatically entered the current year for you. Other times the user has a typo in the year. The big problem is that when you generate invoices or reports and have a cut-off date these entries will not be included until they match the date!

Here is the easiest way to test this:

1) Go to Show Slips (or Slips/Time and Expense Slips from the menu bar)

2) Choose View By “Date”.

3) Make sure that you do not have any other criteria selected (next to Selection it should read ALL, if not, click on the Selection Button and clear out any criteria)

4) Enter TOMORROW’s date in the start date, and leave the end date Blank.

Once you update the list, you should have no slip entries on the screen.

Let us know if you find any!