Time search

You can search for time entries you have already written, to check their status or make changes to them, provided you have the appropriate permissions. This article explains how to filter and group your search, and how to read the search result and its totals.

Go to Timesheet → Search to find time entries over a longer period or from a specific date.

Filters

Use filters to search for specific time entries in a targeted way.

Legalsense Timesheet Search page, showing filters for finding time entries over a period or from a specific date.

By default, you can filter by:

• Date/Period: the period or specific date the time entries were written on.
• Timekeeper: the user who wrote the time entry (only shown if you can search the time entries of more than one timekeeper).
• Billing status: the billing status of the time entry, such as billable, non-billable, written off, work in progress, or billed.
• Matter: the matter the time entry was written on.

More filters

Click More filters to show additional, more specific filter fields (click Less filters to hide them again):

Legalsense Timesheet Search page with the More filters panel expanded, showing additional filter fields.

The extra filters, by subject:

Client and matter

• Submatter/product: a sub-division within a matter, for firms that track time per product or workstream within a single matter (only shown if submatters are enabled for your firm).
• Client: time entries written on matters belonging to this specific client.
• Parent client: time entries written on matters belonging to this client's direct sub-clients.
• Main client: time entries written on matters belonging to this client's top-level parent client.

People

• Timekeeper function: the function assigned to the timekeeper who wrote the time entry.
• Account manager: time entries written on matters where this user is the account manager.
• Billing supervisor: time entries written on matters where this user is the billing supervisor.
• Matter supervisor: time entries written on matters where this user is the matter supervisor.

Other

• Activity: the type of activity the time was written for, e.g. drafting, research, or a meeting (only shown if your firm has multiple activities).
• Billed on invoice number: time entries billed on a specific invoice number.
• Zero rate (No zero rate, Only zero rate): exclude time entries written at zero rate, or show only time entries written at zero rate.
• Firm: the administration the time entry was written under (only shown for firms with multiple administrations).
• Recofa category: the Recofa category assigned to the matter (only shown if Recofa is enabled for your firm).

Billing statuses

The Billing status filter has these options:

• Non-billable: time entries marked as non-billable.
• Realized: time entries that have been written and have either been billed or are still work in progress (WIP).
• Work in progress: time entries that have not yet been billed.
• Work in progress incl. draft: time entries that have not yet been billed and/or are included on a draft invoice.
• Billed (on final invoice): time entries included on a final invoice.
• Billed elsewhere: time entries imported from another software program, marked with ED in the time entry.
• Written off: time entries marked as written off. If partial write-off is enabled for your firm, this splits into Fully written off, Partially written off, and Fully & partially written off.

Grouping the results

By default, Legalsense sorts matching time entries by date, newest first. Use the Group by field to group the results per day, per timekeeper, or per matter instead. Each group ends with a row showing its number of time entries, its total time, and its amount.

Per day

The time entries of each day are grouped under that date.

Legalsense time search results grouped per day.

Per timekeeper

The time entries of each timekeeper are grouped under their name.

Legalsense time search results grouped per timekeeper.

Per matter

The time entries of each matter are grouped under its client, matter name, and matter number.

Legalsense time search results grouped per matter.

Creation date, change date, and user

The search result on Timesheet → Search also shows the creation date and time, the modification date and time, and the creation user (the user who created the time entry). Hover over the date of a time entry to see this information.

Legalsense time search result showing a tooltip with the creation date for a time entry.

Status column

In the search result, the S column (short for Status) sits to the left of the Time column and shows the status of each time entry:

Legalsense time search result showing the Status column with time entry status abbreviations.

Totals

At the bottom of the search result, Legalsense shows the total time of the time entries in your search, split by status.

Legalsense time search result showing the totals row at the bottom, split by billing status.

• Total time: total of billable and written off time entries.
• Billable time: total of billable time entries.
• Written off: total of written off time entries (these are not included on (draft) invoices).
• Non-billable time: total of time entries marked as non-billable.
• Zero rate: total of time entries written at zero rate (these are included on (draft) invoices).
• In progress / draft: total of time entries not yet billed or included on a draft invoice.
• Billed time: total of billed time entries.
• Amount (for work in progress: expected): the total value of the WIP, based on the rate set on the matter.

Legalsense uses the same rate when it creates the invoice, so the amount is what the WIP would be worth if all of it were billed, excluding any office costs. Time entries that were already marked as non-billable or zero rate when they were entered are not included.

For fixed-fee matters, the amount never exceeds the fixed fee. Each time entry first gets the value it would have at the standard hourly rate. Once the fixed fee is reached, that amount is divided pro rata over the remaining unbilled time entries.

Paging, printing, and exporting

Legalsense shows the search result in pages of up to 1,000 time entries. Use the pagination controls below the result to page through all matching time entries.

Print and Export always include all matching time entries, not just the ones on the current page:

• Print: exactly the columns shown in the search result.
• Export: an Excel file with the columns shown plus extra fields, such as matter and activity numbers, parent and main client, written-off time, the full billing status text, the WIP amount and expected hourly rate, the Recofa category (if enabled), the experience factor, the inventory factor, and the yearly base rate.

Note: If your search matches a very large number of time entries, Legalsense may show a warning before exporting, or block the export if the result is too large. Narrow your search if this happens.