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| Info |
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For EBM users: see Quick-codes |
To set up the activity types go to Admin >Timekeeping>Activity Types(see below for step by step instructions)
You can watch the below video or see the text beneath the video for more information on Activity Types.
Widget Connector url https://vimeo.com/223065504
| Table of Contents |
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What is an Activity Type
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We do recommend Adding, Editing and Deleting to ensure this list is workable for your users and for better reporting.
Add an Activity Type
| Note |
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Before adding an Activity Type, it is a good idea to first set up your rate sheets. |
Step 1: From the list of Activity Types click the New Record button to the top right of the screen.
Step 2: Complete the Activity Types Form.
Just enter in the changes you would like to make and click the Save button at the bottom of the screen. See the table below for an explanation of what each field is.
| Name | This will be the name of the Activity. It is what will appear in the drop down when selecting the activity in the time record screen. |
| Description | This is a description of th Activity. You can also set your Time Keeping Preferences so that the description you enter here will populate the description on the time record. You can have a separate description to your Activity Name. This can be a time saver as you can populate a whole lot of information into the description to feed through to your time record. For example, the activity type might be called "Document Creation" but the description could be "Reviewed current documentation and updated in accordance with your instructions". |
| Activity Groups | All of your Activity Types can be grouped together. This makes it easier for a user to find the activity that they are after. Examples of activity groups could be "Client facing", "Non-Billable", "Administration", etc. Enter in the name for the group you would like this Activity Type to be grouped under. Actionstep will automatically create anew one if it has not been used before and group Activity Types with the same Group name together. |
| Linked Tag | Tags can be applied to various parts of Actionstep. See Tags for more details. The Update all tasks using this Activity Type to use selected tag check box will update any previously entered time records that use this Activity type to have this tag. |
| Division Visibility | Actionstep allows you to have multiple division (see What is a Division? for more information on this). You can use this option to restrict this Activity Type to be used only by users who have access to a certain division. For example, if you had a division that dealt with only conveyancing types of law then the activity types for conveyancing would be available for that division but Activity Types for general litigation would not. If you want to select more than one division hold down the ctrl key which clicking on each division to select or deselect it. |
| System Role Configuration for this Rate Sheet | This has two functions. Firstly this section decides if a system role in your database will be able to use this Activity type. You can choose if a system role should even be able to choose this Activity Type. For example, you might make it so that some activities are only available for a paralegal system role and others are only selectable by a Lawyer system role. You can give or remove access to a system role by ticking the Enabled tick box next to the system role.
The second option allows you to change the rate sheet that is displayed when someone enters time and chooses this Activity Type. This can be used when you will be applying a different rate depending on what someone is doing. For example, an Administrative activity type like "Marketing" might change the rate sheet to your Administrative Rate. If if you bill your Family Law matters at a different rate you could make sure that any activity type related to Family law change the rate sheet to Family Law rate. This does not change the rate of the users rate sheet but selects another rate sheet, basically it populates the time record with a rate sheet. This will override any default rate sheet that is applied to a users login or on a system role. You can set this over ride function by System role. Some system roles the override might not apply to while it does to others. Some system roles might override to one rate and others to a different rate. To set an alternative rate sheet from the default use the drop down menu to choose the one you want to apply.
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Edit an Activity Type
Just click on the name of the Activity Type that you want to edit. This will open the screen just like if you were creating a new one Activity Type but the fields will be populated. Just make the alteration and click the Save. See the table above under Add a New Activity Type for an explanation on what each field is.
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