FAQ: Timesheet

This page answers common questions about writing and managing time in Legalsense. For an overview of all timekeeping features, see the article ↪ Time introduction.

Why does Legalsense show an earlier date when I write time?

Most likely because you bookmarked the page after saving a time entry. The date of that entry became part of the bookmarked address, so every time you open the bookmark, Legalsense opens the page on that old date instead of today.

You notice this when you write time on the Timesheet → Time entry or the Per day tab: after you click Save, the date changes back to an earlier date, and you have to reset it to today for every new entry.

Time entry form under the Timesheet page, showing the Date field reset to an earlier date after clicking Save.

To fix this:

1. Open your bookmark and check the address in your browser's address bar.
2. If the address contains a date, delete the bookmark.
3. Create a new bookmark that points only to the main address of your Legalsense environment, for example https://<yourenvironment>.legalsense.nl.

How do I move time entries to another matter, including entries that are already on a draft invoice?

It depends on whether the time entries are already on a draft invoice. Legalsense has two Change matter actions, and they handle draft-billed entries differently. If your environment uses submatters, these actions are called Change matter/submatter.

Note: You need the appropriate permissions to move time entries between matters. Ask the admin of your environment if you do not have permission yourself.

If the time entry isn't on an invoice yet

1. Go to Timesheet → Search.
2. Select the time entries.
3. Under Change time entries, choose Change matter.
4. Select the new matter or submatter and submit.

Search time entries page under Timesheet, showing selected time entries and the Change time entries dropdown open with the Change matter action.

If the time entry is already on a draft invoice

The Change matter action on the Timesheet → Search page rejects the whole selection if even one entry is on a draft invoice, and shows this error: "At least one of the selected time entries cannot be moved because it is already on a draft invoice." Move these entries from the invoice instead:

1. Open the draft invoice and click Edit.
2. Scroll down to the time entries for the matter and click Edit time entries.
3. Select the time entries.
4. Click Change matter, select the new matter or submatter, and submit.

Edit time entries for invoice page, showing selected time entries and the Change matter button.

This changes the matter and removes the entries from the draft invoice in one step, so you don't need to remove them from the invoice first. If an invoice line has no entries left, Legalsense deletes it automatically.

Important: The moved entries become unbilled on the new matter, and Legalsense doesn't add them to an invoice automatically. To add them to the draft invoice for the new matter:

1. Open the draft invoice for the new matter and click Edit.
2. Scroll down to the time entries section and click Update section.
3. Submit your changes.

Invoice edit page, showing the time entries section with the Update section and Edit time entries buttons.

Note: If you move an entry to another submatter of the same matter, and that submatter is a product, Legalsense adds the entry back to the invoice immediately instead of removing it.

To remove a time entry from a draft invoice without changing its matter, select it on the Edit time entries for invoice page and click Invoice at a later date.

Why does my time get rounded to 6 minutes, and can I change that?

Because 6 minutes is the default rounding unit for time entries. You can change it if you have the Manage firm permission:

1. Go to Settings → General → System.
2. Scroll down to the Timesheet section.
3. Change the Default rounding unit time entries setting.

System settings page, showing the Timesheet section with the Default rounding unit time entries field.

Can I restore a deleted time entry?

Not yourself. Legalsense does keep deleted time entries in the background, so Legalsense Support can usually restore them, or give you an overview of the time entries that were deleted. This is paid work.

Can I undo approval and move a time entry back to draft?

No. After approval, the draft workflow is complete. You can still edit or delete the resulting time entry if your permissions and the entry's billing status allow it. See the article ↪ Draft time entries for more about reviewing and approving drafts.

How long does Legalsense keep approved draft time entries?

For 365 days after approval. After that, Legalsense deletes them automatically. Contact your Legalsense administrator if you need details for your environment.

Why does time I write in the mobile app behave differently, for example the activity resets or archived submatters show?

When you save a time entry, Legalsense applies the same rules in the mobile app as on the web: it checks the matter, submatter, activity, permissions, and closed periods, and rounds the time the same way. Differences usually come from how the app displays information, or from an older version of the app. Update the app to the latest version from the App Store or Google Play first.

For specific situations, such as an activity that changes when you edit a time entry or archived submatters in the list, see *Troubleshooting *under↪ Mobile apps.

Can I write time for multiple timekeepers?

Yes. When you write a new time entry, select your colleagues in the Other timekeepers field, in Legalsense or in the mobile app. This requires the add_multi_user_logline permit, and in the mobile app also view_userprofile. You can't add timekeepers to a time entry you've already saved.

You can also mention the other timekeepers in a verbal time entry. The person submitting the time entry is assigned as the reviewer to review and approve the draft time entries for all timekeepers. To approve them, the reviewer needs the add_multi_user_logline permit, for drafts that were created by the same verbal time entry, or the add_logline permit.