The Details/User Account Settings tab allows you to modify general settings about your account and emails. It is set up with two different pages — Details and Email settings.

The Alerts section is where you can configure general alerts and matter alerts.

The General Alerts section will allow you to choose the interval (if any) in which you want to receive email alerts for your matters. Choose Daily, Weekly, Monthly or Never from the drop-down menu. Click Save to save your changes.

Below the General Alerts section you'll see a list of the matters you can customize alerts for. Use the Filter section to search for a specific matter.

In the Matters section, you'll see the name of the matter and details about each one's Alert Rules (if any are set). The two Edit buttons on each matter allow you to either edit the Alert settings (top edit button) or the matter itself (bottom edit button).

If you want to edit the Alert for a matter, click the top edit button and select the new cadence from the drop-down menu. Click Submit to finalize your changes or Cancel to back out.

Click on the bottom Edit button to go directly to the matter settings.

This section allows you to edit the basic company details.

In the first section, you'll fill out information including Company name, VAT ID, Start of the Financial Year, and more. Note that fields marked with an asterisk (*) are required. Click the check box at the bottom if you want to mark that Tax codes are mandatory.

In Company wide configurations, you're able to:

• Choose if you want to Show the adjusted name of the law firms.
• Archive uninvoiced line items older than a certain date; you can choose 3 months, 6 months, or 1 year from the drop-down menu. Note that the reference date for invoicing is the date of creation.
• Select if you want to Allow adjustment of invoices and line items for this company and/or The total of an invoice and the amount of line items can only be reduced; use the check boxes to select either, both, or neither of these options.
• Choose your Smart Invoice Converter options; you can select All Law Firms, choose specific firms to apply the converter to, or choose not to use the converter at all.
• Select specific Date Options or add in a Custom Date Range.

The Billing address section will allow you to specify your billing address details. Click Save to update.

Add or edit company subsidiaries in the Subsidiaries section. Within this section, you can drag-and-drop the different subsidiaries to reorder them (use the two lines on the left-hand side); the section will also display the subsidiary City, Country, and Currency.

Click on the Edit button to edit the subsidiary details. Click Send to send it in.

Click on the Delete (trash can) icon to remove the subsidiary.

Click on Add subsidiary at the bottom of the page to add a subsidiary to the list.

In Project Workflow, you can specify several project Workflow settings. Use the checkboxes to specify if:

• Project managers can create sub matters for their matters
• Project managers are allowed to create matters
• Administrators need to release matters created by project managers
• Administrators need to release law firm invitations created by project managers
• Approvers should be given permanent access to matters

Click Save to finalize your changes.

In Invoice Workflow, you can specify several project Workflow settings for invoices.

In the Designated users section, you can select the users for whom you want to configure a step in the invoice workflow. You could either select all users or those who are project managers on at least one matter; you can choose individual users or select one or more user groups. Note that you need to check the Project manager box in order to use the Designated users section.

Tasks and notifications will show you the different levels of access and notifications designated users have for invoice actions.

In Matters, you can define the matters for whose invoices the changes in the invoice workflow are applies. You can either:

• Select all assigned matters of the selected users (see above),
• Name matters by name, or
• Restrict them by using a search criteria (legal area, subsidiary, etc.)

Note that all criteria are linked with a logical AND; for example, if you select a subsidiary and a field of law, this rule only applies to matters assigned to both this company and this field of law.

You can set financial thresholds for the invoice workflow in the Define thresholds section. Here, you'll have to fill in the Threshold from and Threshold to amounts and select the Currency from the drop-down menu. To set up another threshold, click on the Plus sign next to Define thresholds. Click on the Delete (trash can) icon to delete a threshold amount.

Click on Add to add the thresholds to the invoice workflow.

The Invoice Workflow section shows existing Designated users and their Tasks and notifications, Matters, and Thresholds. Click on the Edit button to edit these users or the Delete (trash can) button to delete them.

The Notifications section shows Designated users and their Tasks and notifications along with the Matters. Click on the Edit button to edit these users or the Delete (trash can) button to delete them.

Under the Workflow settings - Credit Notes and Workflow settings - Reimbursement notes sections, you can select the exact tasks and notifications you want to allow your Project Managers to have for these two notes. Once you're done selecting the tasks and notifications, click Save to update.

In the Selection of the invoice releaser section, you can activate an invoice releaser for Release, Approve, and/or Paid (or a selection of any/all/none of these three). Click Save to update when you're done selecting the invoice releaser.

In Law firm settings, you can use check boxes to select whether:

• Law firms can confirm the payment receipt
• Law firms can print a released confirmation
• The Account Type is mandatory in LEDES report

Click Save to finalize your changes.

In the Reminders section, you can Alert users about overdue invoices. You can choose to select any, all, or none of Submitted, Reviewed, Released, and Approved overdue invoices.

For each, pick out the cadence of the Email notification (you can choose between Weekly, Monthly, or Never) and how it should appear on your main Dashboard (Overdue for one week, Overdue for two weeks, Overdue for four weeks, or Never). Click Save to finalize your changes.

On the Manually recorded invoices section, you can click the checkbox to Allow invoice workflow bypassing for this situation.

Under the Rejection of invoices not permitted and Rejection of credit notes not permitted sections, you can select the exact types of invoices and credit notes you want these options to be activated for.

Once you're done selecting the types of invoices and credit notes, click Save to update.

Under the Time entries workflow section, you can use the checkboxes to choose:

• To Show project managers the amount of non-accepted and resubmitted time entries in the Dashboard
• To Show Administrators the amount of non-accepted and resubmitted time entries in the Dashboard
• To Alert project managers about the amount of non-accepted time entries via eMail (you can choose from Weekly, Monthly, or Never)
• To Alert Administrators about the amount of non-accepted time entries via eMail (you can choose from Weekly, Monthly, or Never)
• Whether to Include expenses
• Whether Law firms can see the 'Accepted' status for WIP
• Whether Law firm are allowed to extend time entries
• Whether Law firms can enter task codes for WIP

Once you're done updating the Time entries workflow settings, click Save to update.

Matter Form Extension allows you to detail Workflow settings and other details for this option.

Within the Workflow settings section, you can use the checkbox to detail if:

• Law firms can select and fill a dynamic form
• Please select a dynamic form

Click Save when you're done to finalize any updates.

Below that section, you can see a list of the dynamic forms. You'll see the Form Name, Creation Date, and the Matter(s) associated with the form detailed on screen. Use the three icons under the Options column to Copy, Edit, or Delete the form.

Clicking on the Edit (middle) button will bring you to the bottom of the page where you can edit the selected form. You can drag-and-drop form elements to the place you'd like within the form; additionally, you can drag-and-drop existing form sections to different places on the form, use the X to delete them completely, or click on the Edit button to edit them individually (different editing options will appear based on the different form elements).

Click Save when you're done to finalize any updates.

You can also click on Create Form on the bottom of the page to create a completely new form.

Groups allows you to view and edit your existing groups and create new groups. You can use the Filter to whittle your search down by Group name, Matters, Staff Member, Subsidiaries, Role, or through a Contact person check box. Click Filter to search or Clear to remove your applied filters.

Below the top section, you can see a list of your existing Groups. This list will display the Group Name, the Matters, Staff, and Subsidiaries associated with the group, the Role, and if there is a Contact Person. Under the Options column, you can click on the Edit icon to edit the Group or the Delete icon (trash can) to delete the Group.

Click on Create New Group to create a new group for the list.

You'll have to fill out a Group Name, select a Role from the drop-down menu, designate if there is a Contact Person with the check box, and add any Matters, Staff, and Subsidiaries associated with the group. Click Add to add the group or Cancel to back out.

Use this section to make changes to the Matter Approval Workflow.

First, choose the Follow-up approval reference value. You can select either the Budget change (difference amount) or New budget value (total). Click on Save to finalize your changes.

Use the Filter section to search for specific matter approval workflows. You can filter by Name, Jurisdiction, Matter type, Subsidiaries, Matter creation, User who has created the matter, Law firm, Matter budget, and Responsible Department.

Click Filter to search or Clear to back out.

The Matter Approval Workflow list details the user Name, Jurisdiction, Matter type, User who has created the matter, and Budget. Use the Options column to Edit the workflow or Delete (trash can) the workflow.

Click on Create new workflow to create a new workflow.

On the New Matter Approval Workflow page, you'll have to detail:

• The Name of the matter approval workflow
• The Matter attributes, including Jurisdiction, Matter type, Subsidiaries, Matter creation (internal or external), Matter creator, Matter creator group, Law firm, Matter budget, and Responsible Department.
• The Approval step(s); you'll have to fill in the Name of the step, Users, Users of a group, Approval limit, and check the Activate approver selection box to enable this option.

Click Add step to add another step to the approval process. Click Save to create the workflow or Cancel to back out.

Use Staff to view, edit, and delete your company's staff.

The Filter section will allow you to search for staff by name. Click Filter to search or Clear to clear the filter.

The Staff directory shows the Name of the staff and their Language; use the Edit icon to edit the staff information or the Delete (trash can) icon to delete the staff member. Clicking on the email below the staff member's name allows you to email them directly.

Clicking on Edit will bring up the Edit Staff Member page. Go to the Invite Staff section to learn more about the sections here.

Use the Invite staff section to create staff members.

Under Personal details, you can fill in the Salutation, Title, First Name, Last Name, Email, Phone number, select the Language from the drop-down menu (German and English are supported), and fill in the Date format.

Under Function, matter and contact person, you can choose the Role, select the Matter(s) they are involved with, and designate if this staff member is a Contact person (select yes or no).

A Contact person within a matter will be visible as such to all registered lawyers;  other responsible staff will only be visible to internal staff. Note that this option will only appear for certain roles.

Some Roles available for selection include:

• Administrator - Has all information and administration rights. Can add new matters and law firms and invite lawyers and staff. Has unlimited access to all eBilling.space data, such as time entries and legal analytics.
• Project Manager - Has the same information and administration rights as an administrator, although limited to the specific matter. Can Add law firms and invite lawyers and staff to a specific matter. Has unlimited access to all matter-related eBilling.Space data, such as time entries and statistics.
• Observer - Has unlimited access to all matter-related eBilling.Space data, such as time entries and statistics. Does not have administrator rights and may not add any law firms, lawyers, and staff.

Click Save to finalize the changes.

The Responsible staff members section will allow you to add in matters or group assignments to the member.

In the top section, you can filter by Matter Name; click Filter to search or Clear to clear the filter. The matters will show up below the filter.

On the Group Assignment section, click or shift-click to select the groups and command-click to deselect them. When you're done, click on Invite staff to create the staff member.

The Regions sections allows you to create and edit customized global "sections" made up of different countries.

At the top of the screen, you'll see the existing Regions. Click on the Edit icon to edit the existing regions, or click on the Delete (trash can) icon to delete the region.

After clicking on the Edit button, you'll be able to see the Update screen to see the existing countries that make up the region. Click on the X next to any country to remove it from the region, or type in the name of the country into the existing space to add it to the region. Click Save to finalize your changes.

Below the existing regions section, you'll see a list of Countries with a field next to them detailing with regions (if any) they belong to. Click on the Star to favorite them.

Click on Create Region to create a whole new region.

To create a region, you'll have to fill in a Name for the region and select the region's countries in the Country field. Click Save to finalize.

In this section, you can add Personalized Entries for:

• Matter status
• Matter type
• Responsible department
• Billing practice
• Request Type
• Type of Matter (RFP)
• Definition of Phase/Task
• Alternative fee arrangement - RFP
• Type of assets
• Legal Form of Target

For each one, you can a personalized entry by clicking on the Edit icon or delete an entry by clicking on the Delete (trash can) icon.

When editing an entry, you can adjust the name in English and in German. Click Send to make the update or Cancel to back out.

Click on the Add New button to add a new entry in to any of these sections. You'll have to fill out the name in both English and German.  Click Send to make the update or Cancel to back out.

Use the Guidelines for Lawyers section to detail any specific guidelines you want legal teams to know. This is generally structured as a text document. Click on Edit to update the existing text.

Use Subsidiaries workflow to view and define workflows for subsidiaries.

Use the Filter to search by Subsidiary name, Department, Jurisdiction, Matter type, and Cost center. Click Filter to search or Clear to clear the filter.

The Subsidiary list will show all of the subsidiaries along with their Related entities. Under Options, click the Edit button to edit the subsidiary entry or the Delete button (trash can).

Clicking on Edit will bring up the Edit configuration screen. Here, you can edit the Subsidiary, Department, Jurisdiction, Matter type, Cost centers, and Groups. Click Submit to update.

To create a new Subsidiaries workflow, click on Create new configuration. Fill in the Subsidiary, Department, Jurisdiction, Matter type, Cost Centers, and Groups and click Submit.

Here, you can modify the different Security settings for eBilling.Space.

Under Whitelisted User Domains, you can list out the whitelisted (allowed) user domains. Click the check box next to Allow only users of the following domains if you want to make it that only users with permitted e-mail addresses may be created in the system; existing users are not automatically checked, but only approved domains can be used when changing an email address.

Click Send to finalize your changes.

Under Password Policy, use the Settings check boxes to choose whether you want to:

• Set a Minimum password length
• Set a Minimum amount of lower case letters
• Set a Minimum amount of upper case letters
• Set a Minimum amount of special characters
• Set a Minimum amount of digits
• Set a Password strength level (note that eBilling.Space estimates the strength of passwords with the zxcvbn algorithm, which checks and classifies the strength of passwords according to specific rules)
• Set a length of time when the Password expires after
• Set a Number of past passwords that cannot be reused
• Set that a user Cannot re-use passwords from the last
• Prevent the usage of the user name or the company name in the password

Under Notifications, you can customize the English and/or German notification for password change.

Click Save to save your changes for Password Policy and Notifications.

Under Report Security Settings, you can use the check box to select if you want to:

• Auto lock new created reports; when this is selected, newly created reports will be locked automatically and can only be deleted or unlocked by admins.
• Auto-lock new created Subscriptions; when this is selected, newly created subscriptions will be locked automatically and can only be deleted or unlocked by admins.

Click Save to save your changes to the Report Security Settings.

Customize e-mails allows you to view the customized emails for certain recipient types.

Use the Filter at the top of the page to filter the customized emails by Type (Matter, Financials, Sourcing, Workflow, and System), Recipient Type (Staff or Lawyer), or Keyword. Click Filter to search or Clear to clear the filter.

In the customized e-mails directory, you'll see the Type, Recipient Type, Description, Subject, and an icon showing whether the e-mail has been Edited or not. Under the Options section, you can edit the emails in English or German.

When you Edit a customized email, you'll see the Edit email screen pop up. You'll have to edit the Subject and Body Text. On the right-hand side, you'll see a list of Available placeholders. Click on these to add the placeholders - automatically-populated fields - into the subject or body text. For example, if you wanted the Invoice ID to automatically populate in the body text, click on Invoice ID on the list.

Click OK to save your changes, Restore Default to go back to default settings, or Cancel to back out.

This setting is for you to choose your Data Retention preferences. Note that you need to have the Active data retention check box selected in order to adjust anything else on this page according to GDPR rules.

If you have that box checked, under the Settings section you can choose the:

• Type of deletion (Soft delete or Hard delete)
• Deletable after (1-10 years)
• Reference data (Archive date, creation date, or last changed)
• Email notification (Weekly, Monthly, or Never)

Click Save to finalize your changes.

Use the Filter to search by Matter name or Read only status (yes or no). Click Save to use the filter or Clear to clear the information.

The bottom list will display your selected data. For example, this search shows matter data to be deleted after one year from Creation date. You'll see the matter Name, Creation Date, Archive Date, Age, and Read Only status. Use the Options column to go directly to the matter Overview (i icon) or Settings (Edit icon) pages.

You can also directly Delete matter data by selecting a matter (or all matters) from the left-hand check boxes and clicking Delete.