Law Firm Profile

In the Law Firm Profile, you can manage information specific to your firm, including users, tax information, and individual office settings.

This article covers the following:

• Access Your Law Firm Profile
• Add an Office to a Firm
• Set Preferred Currency or Office
• Set Corporate Customer Identification
• Set Company Number Display
• Set Work Assignment Options
• Law Firm User Profile Diversity Options
• Access the Diversity Survey

Access Your Law Firm Profile

You can access the profile in two ways:

• Click the Law Firm Profile option under your user name.

  

• Click the law firm name from the Profiles panel on the homepage.

  

You must have the Admin role to make changes in the Law Firm Profile page.

Add an Office to a Firm

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For multi-location law firms, you can add offices so that:

• Clients may assign matters to various offices.
• Staff in a shared office can have different reporting requirements.
• Different practice groups can be managed.

You must have the Admin role to perform this action.

1. Access your firm's profile one of two ways:

   • Click the law firm's name in the Profiles panel on the homepage.

     

   • Click Law Firm Profile under your user name.

     

   The Law Firm Office Profile page displays.

2. Click Add Office under the Offices tab.

   

   The Create Law Office page displays.

3. Provide physical and mailing information in the Address Information section.

   Fields with an asterisk (*) are required.

   Field	Details
   Taxpayer ID*	Enter the TIN associated with the law office.
   Law Office Name*	Enter the office name.
   Office Address*	Enter the office address.
   City*	Enter the city where the office is located.
   Country*	Select a country where the office is located from the drop down.
   State/Province*	Select a state or province where the office is located from the drop down.
   Zip/Postal Code	Enter the ZIP or postal code where the office is located.
   Phone*	Enter a phone number and extension (if applicable) for the office.
   Fax	Enter a fax number for the office.
   Preferred Currency*	Select the currency most used by the office from the drop down.
   Remit To	Select 'Same as Law Office Address' if invoice payment is to be sent to this law firm's address. If not, fill out the address where invoice payment is to be sent.
   Remit To Address*	Fill out an address and other required information for where invoice payment is to be sent.

4. Fill out any information in the Additional Information section. This will vary depending on the client's configuration.

5. Enter information in the Law Office Settings section.

   Field	Description
   Tax Clients for Services	This option determines if the office will need to tax for services. Set the option to “NO” to bypass the tax page during the invoice import process. If you are in a jurisdiction that requires adding taxes for services, or if you have a client outside the US, set this option to "YES."
   Services Subject to VAT/GST Taxes	If you are located out the US and need to bill for VAT taxes, select "Yes."
   Accept New Assignments	Set “Yes” to accept new matter assignments for this office.
   Matter Auto Accept Email Schedule	Select if you would like this office to send an automatic email notification to the client when you have accepted matter assignments. Do Not Send - Do not send automated email notifications. Immediate - Send an email notification immediately upon matter assignment. Daily - Send an email notification daily and select the time of day. Weekly - Send an email notification weekly and select the day and time of day. Monthly - Send an email notification monthly and select the day of the month and time of day.
   Receive Message Center Emails	Select if you would like to receive emails for LexisNexis® CounselLink® updates and release announcements.

6. Enter information in the Regional Settings section.

   Fields with an asterisk (*) are required. Each user will inherit these settings and can change them in their respective profiles.

   Field	Description
   Short Date Format*	Choose the appearance of the shorter date used throughout CounselLink, including invoice dates and search dates. Example: 7-21-2013.
   Long Date Format*	This option spells out the date. Example: July 21, 2013.
   Digits in a Group*	Select how many numerals are grouped together in a large number.
   Digit Grouping Symbol*	Choose the symbol used to separate number groupings. Sometimes referred to as the thousands separator. In the example above, the comma is used.
   Decimal Symbol*	Define the symbol used between the integral and fractional number. In the example above, the period is used.
   Time Format*	Set preferences for 12 or 24 hour clock and the symbol used to separate them.
   Time Zone*	Choose the time zone for the office.
   Negative Currency Format*	Set option for use of parenthesis or negative sign to indicate numbers less than zero.
   Currency Symbol Placement*	Set the position of the currency symbol to before or after the number.
   Display Currency ISO Code*	Choose to display the currency's typical abbreviation, or keep it hidden. Example $100.00 USD.

7. Click Save.

Set Preferred Currency for Firm or Office

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Admin users can adjust the display settings for time, date, numbers, and currency at the firm, office, or individual user level. Changes take effect immediately for the Admin user and upon the next login for other users.

Any updates made at the firm level will automatically apply to all offices, unless an office has already customized that specific setting.

1. On the homepage, click the firm or office link in the Profiles section.
2. Click Edit to open the profile.
3. Under Preferred Currency, select the currency you use most often. This setting determines how monetary values are displayed and serves as the default currency when creating items in CounselLink.
4. Click Save to apply your changes.

Set Corporate Customer Identification

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This feature streamlines the electronic invoice submission process by allowing your firm to use a unique client name or ID consistently across all offices.

1. Enter a unique client name or ID in CounselLink. Use this same ID when creating an invoice in your billing software.

   For LEDES 2000 output files, this corresponds to the cl_id field. Search for that field name and confirm it contains your client’s ID. For LEDES 1998B and 1998BI output files, use the CLIENT_ID field (the third field in the charge line).

2. From the CounselLink Home page, go to the Profiles section.
3. Under Offices, click the name of your law office.
4. Scroll to the bottom of the Law Office Profile page and locate the Corporate Customer Identification section.
5. Click the box next to the client’s name.
6. Click Edit to open the Corporate Customer Relationship page.
7. In the Corporate Client ID field, enter a short name or identification number for the client (maximum 20 characters).

8. Click Save to return to the previous page.

   Each office can choose its own Corporate Client ID; however, for consistency, all offices billing the same client should use the same ID.

Set Company Number Display

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Admin users can update the display settings (time, date, numbers, currency) for the entire firm, affecting all profile levels unless individually overridden.

Example:

• Date Before: 05/12/2007 (mm/dd/yyyy)
• Date After: 12 May 2007 (dd Month yyyy)

1. Click the office in the Profiles panel of the homepage.

2. Click the top Edit button.

   

3. In the Regional Settings section, make changes as needed.

   Field	Description
   Short Date Format	Choose the appearance of the shorter date used throughout CounselLink, including invoice dates and search dates. Example, 7-21-2013.
   Long Date Format	This option spells out the date. Example: July 21, 2013.
   Digits in a Group	Select how many numerals are grouped together in a large number.
   Digit Grouping Symbol	Choose the symbol to be used to separate number groupings. Sometimes referred to as the thousands separator. In the example above, the comma is used.
   Decimal Symbol	Define the symbol used between the integral and fractional number. In the example above, the period is used.
   Time Format	Set preferences for 12 or 24 hour clock and the symbol used to separate, the period or semi-colon.
   Time Zone	Choose the time zone for your corporation. At this time, only one choice is available for a law firm.
   Negative Currency Format	Set option for use of parenthesis or negative sign to indicate numbers less than zero.
   Currency Symbol Placement	Set the position of the currency symbol to before or after the numbers.
   Display Currency ISO Code	Choose to display the currency's typical abbreviation, or keep it hidden. Example $100.00 USD.

4. Click Submit to save settings.

Set Work Assignment Options

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These options determine whether your office can receive new matter assignments and appear on the list for potential assignments.

• For your current Registry clients, this feature will allow or prevent new matter assignments to your office.
• For potential Registry clients, who are looking to be outside counsel, this feature will allow or prevent your office’s name on a list of those willing to accept matters. The work settings have been pre-set to "Yes" for potential clients.

When the work assignment settings are changed, it goes into effect immediately. Matters currently assigned to your law firm will not be affected.

You must have the Admin or Partner role to perform these tasks.

1. In the Profiles section of the homepage, click on your law office.
2. To modify the assignment settings for new (potential) clients, click the top Edit button. Skip to step 4 to modify setting for current clients.
3. In the Law Office Settings section, at the field Accept New Assignments, choose your preference.
4. To modify the assignment settings for current clients, scroll to the bottom of the page and find the Corporate Customer Relationships section.
5. Click the box next to a client’s name.
6. Click the Edit button to go to the Set Corporate Customer Relationship Options page.
7. At the field Accept New Assignments, click on your preference.
8. Click Save to complete the process.

Law Firm User Profile Diversity Options

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1. Click the My Profile option under your name on the top bar. The Law Firm User Profile page displays.
2. Click the Edit button to display the Edit User Profile page of the selected user.
3. Under the User Information section, complete and / or update all diversity information / other as applicable to include fields that are marked with an asterisk (*), which indicates a required field.
4. For each Diversity field (i.e., Race, Gender, etc.) , select an option (e.g., Decline to State) from the drop-down lists.
5. Click Save.

Access the Diversity Survey

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Some clients require a completed Diversity Survey.

1. Click the Law Firm Profile link from under your display name in the top-right corner.

   The Law Firm page for the selected firm displays.

   

2. On the left side of the screen, click the Diversity Survey link.

   The CounselLink Diversity Survey displays. This is where you can provide responses to the ABA survey questions.

   

3. Respond to all of the questions as applicable (there are 13 in total).
4. Click the Expand / Collapse icon located to the right of the screen to view more or less of the survey details.
5. When finished, perform one of the following tasks:
   • Click Save Survey Response to save all entries. A success confirmation message displays.

   • Click Share with Clients. Once the Diversity Survey has been completed and the law firm has made it available for sharing, client users can access and view the results.

     

     1. Select if you'd like to share the individual Timekeeper Diversity information with your clients.
     2. Select if you'd like to share the survey in complete with your clients.
     3. Click Close (x button in the upper right corner) when done.