Overview
The best way to setup your organization settings is to add your firm defaults, such as divisions, abbreviations, relationship roles, matter types, billing cycles, billing types, document types, member types, soft costs, task types, LEDES codesets, . You can add defaults manually following the instructions below.
Another option is to import your organization defaults from a CSV template.
We will cover the following topics:
How To Add Divisions
You can add a firm division quite easily in ZenCase.
In the top right corner, click the down arrow next to your name
Select "Firm Settings"
On the Firm Settings page, click on the "Settings" tab
On the Settings page, click "Divisions" from the left
Click the "Add Division" button
Enter a division name
Check "Default" if you would like to select this division as the default option.
Click "Save" or "Save and Add Another"
Congratulations! You have now created a division for your firm.
How To Add Abbreviations
You can add a firm abbreviations which will be available to all members when they enter a time entry into ZenCase. When you create a time entry, entering a description will bring up your abbreviations if any matches to the text you are typing.
In the top right corner, click the down arrow next to your name
Select "Firm Settings"
On the Firm Settings page, click on the "Settings" tab
On the Settings page, click "Abbreviations" from the left
Click the "Add Abbreviaton" button
Enter a abbreviation text
Enter an expansion text
Click "Save" or "Save and Add Another"
Congratulations! You have now created an abbreviation for your firm.
How To Add Relationship Roles
You can different types of relationship roles which will be used to describe the type of person who is a connection in your client or matter.
An example of a relationship role can be a witness, victim, trustee, seller, plaintiff, party, owner, judge, co-counsel, attorney, etc.
On the Firm Settings page, click on the "Settings" tab
On the Settings page, click "Relationship Roles" from the left
Click the "Add Relationship Role" button
Enter a relationship role name
Check "Default" if you would like to select this relationship role as the default option.
Click "Save" or "Save and Add Another"
Congratulations! You have now created a relationship role for your firm.
How To Add Matter Types
You can add your different practice areas, also known a matter types, into ZenCase. Matter types will be used to categorize your matters and document blueprints.
On the Firm Settings page, click on the "Settings" tab
On the Settings page, click "Matter Types" from the left
Click the "Add Matter Type" button
Enter a matter type name
Select "NetDocuments Matter Type Profile Attribute" to map the ZenCase matter type to an existing NetDocuments matter type (aka practice area).
If you have NetDocuments integration enabled and the "Matter Type Profile Attribute" dropdown is selected on the Firm Settings > NetDocuments > Integration page, then you will see this dropdown, otherwise it will be hidden.
Check "Default" if you would like to select this matter type as the default option.
Check "Enable LEDES Billing" to default any new matters created with that matter type to have LEDES enabled
Click "Save" or "Save and Add Another"
Congratulations! You have now created a matter type for your firm.
How To Add Matter Subtypes
You can add your different law types for practice areas, also known a matter subtypes, into ZenCase. Matter subtypes will be used to categorize your matters and document blueprints.
On the Firm Settings page, click on the "Settings" tab
On the Settings page, click "Matter Subtypes" from the left
Click the "Add Matter Subtype" button
Enter a matter subtype name
Select any "Matter Types" from the dropdown to scope the matter subtype only to those matter types.
Check "Active" to make the matter subtype available on matters and documents.
Click "Save" or "Save and Add Another"
Congratulations! You have now created a matter subtype for your firm.
How To Add Billing Cycles
You can setup different billing cycles which will be used to reference your matters billing cycle in ZenCase.
On the Firm Settings page, click on the "Settings" tab
On the Settings page, click "Billing Cycles" from the left
Click the "Add Billing Cycle" button
Enter a billing cycle name
Check "Default" if you would like to select this billing cycle as the default option.
Click "Save" or "Save and Add Another"
Congratulations! You have now created a billing cycle for your firm.
How To Add Billing Types
You can add your different billing types to organize your unbilled time entries, fixed fees, and expenses when it's time to perform billing in ZenCase.
On the Firm Settings page, click on the "Settings" tab
On the Settings page, click "Billing Types" from the left
Click the "Add Billing Type" button
Enter a billing type name
Select Fee Type: Hourly or Fixed
Check "Default" if you would like to select this billing type as the default option.
Click "Save" or "Save and Add Another"
Congratulations! You have now created a billing type for your firm.
How To Add Document Types
You can organize your Zen KM documents with different document types in ZenCase.
On the Firm Settings page, click on the "Settings" tab
On the Settings page, click "Document Types" from the left
Click the "Add Document Type" button
Enter a document type name
Click the ✓ checkmark icon to save
Congratulations! You have now created a document type for your firm.
How To Add Document Subtypes
You can organize your Zen KM documents with different document subtypes in ZenCase.
On the Firm Settings page, click on the "Settings" tab
On the Settings page, click "Document Subtypes" from the left
Click the "Add Document Type" button
Enter a document subtype name
Select any "Document Types" from the dropdown to scope the document subtype only to those document types.
Check "Active" to make the matter subtype available on matters and documents.
Click the ✓ checkmark icon to save
Congratulations! You have now created a document subtype for your firm.
How To Add Jurisdictions
You can organize your Zen KM matters with different jurisdictions in ZenCase.
On the Firm Settings page, click on the "Settings" tab
On the Settings page, click "Jurisdictions" from the left
Click the "Add Jurisdiction" button
Enter a jurisdiction name
Enter description
Check "Active" to make the jurisdiction available on matters and documents
Click the ✓ checkmark icon to save
Congratulations! You have now created a jurisdiction for your firm.
How To Add Member Types
You can add your different member types into ZenCase. Member types will be used to describe your firm members.
An example of a member type can be a paralegal, attorney, partner, associate, legal assistant, law clerk, etc.
On the Firm Settings page, click on the "Settings" tab
On the Settings page, click "Member Types" from the left
Click the "Add Member Type" button
Enter a member type name
Check "Default" if you would like to select this member type as the default option.
Enter default bill rate which will set the default bill rate for a member with that member type
Click the ✓ checkmark icon to save
Congratulations! You have now created a member type for your firm.
How To Add Soft Costs
You can add your soft cost types to manage your unbilled expenses when it's time to perform billing in ZenCase.
On the Firm Settings page, click on the "Settings" tab
On the Settings page, click "Soft Costs" from the left
Click the "Add Soft Cost" button
Enter a soft cost name
Select Bill Type: Fixed Rate or Quantity Rate
Enter a bill rate
Check "Default" if you would like to select this soft cost as the default option.
Click "Save" or "Save and Add Another"
Congratulations! You have now created a soft cost for your firm.
How To Add Task Types
You can add your different task types to organize your matter tasks in ZenCase.
On the Firm Settings page, click on the "Settings" tab
On the Settings page, click "Task Types" from the left
Click the "Add Task Type" button
Enter a task type name
Check "Default" if you would like to select this task type as the default option.
Click the ✓ checkmark icon to save
Congratulations! You have now created a task type for your firm.
How To Add LEDES Codesets
You can setup LEDES.org standard codesets or create custom codesets to categorize your time entries, fixed fees, and expense for billing in ZenCase.
Create a Custom Codeset
On the Firm Settings page, click on the "Settings" tab
On the Settings page, click "LEDES Codesets" from the left
Click the "Add LEDES Codeset" button to create a custom codeset
Enter a LEDES codeset name
Select Code Type: Activity, Expense, or Task
Check "Default" if you would like to select this codeset as the default option.
Click "Save"
On the LEDES codeset page, click "Add Code"
Enter a code name
Enter a code description
Select "Active" checkbox
Click "Save" or "Save and Add Another"
Clone an Existing LEDES Codeset
On the Firm Settings page, click on the "Settings" tab
On the Settings page, click "LEDES Codesets" from the left
For an existing codeset in the table, click the "Clone LEDES Codeset" button under the Actions column
Enter a LEDES codeset name
Click "Save"
On the LEDES codeset page, click "Edit" pencil icon under the Actions column
Select "Active" checkbox
Click "Save"
Congratulations! You have now created a LEDES codeset for your firm.
How To Add Payment Methods
You can add different payment methods when creating payments in ZenCase.
On the Firm Settings page, click on the "Settings" tab
On the Settings page, click "Payment Methods" from the left
Click the "Add Payment Method" button
Enter a payment method name
Select "Credit Memo" checkbox if the payment should act as a credit memo.
Under Visibility, select where the payment method should be available:
Both Payment and Trust
Payment Only
Trust Transaction Only
Under Default, check "Default" if you would like to select this payment method as the default option for payment or trust transaction.
Click "Save" or "Save and Add Another"
Congratulations! You have now created a payment method for your firm.
How To Add Invoice Terms
You can add your different invoice terms to set on an invoice in ZenCase.
On the Firm Settings page, click on the "Settings" tab
On the Settings page, click "Invoice Terms" from the left
Click the "Add Invoice Term" button
Enter a invoice term name
Enter number of days for invoice term
Check "Default" if you would like to select this invoice term as the default option.
Click "Save" or "Save and Add Another"
Congratulations! You have now created an invoice term for your firm.
How To Add Vendors
You can add your vendors that will be associated to expense in ZenCase.
On the Firm Settings page, click on the "Settings" tab
On the Settings page, click "Vendors" from the left
Click the "Add Vendor" button
Enter a vendor name
Enter name to print on check
Enter email
Enter phone number
Enter tax id
Select "Track Payments for 1099?" checkbox if needed
Enter address
Click "Save" or "Save and Add Another"
Congratulations! You have now created a vendor for your firm.
How To Add Tags
You can add tags to categorize contacts, matters, charges, invoices, payments, and even trust transactions in ZenCase.
On the Firm Settings page, click on the "Settings" tab
On the Settings page, click "Tags" from the left
Click the "Add Tag" button
Enter a tag name
Enter a tag description
Click "Save" or "Save and Add Another"
Congratulations! You have now created a tag for your firm.
Next, learn how to Configure Your Firm Billing Settings