Timely helps users stay on top of their deadlines by building and upkeeping sequences of dependent events, depending on the jurisdiction. 

Set-Up

If you are interested in Timely, contact your Filevine representative to get started.

Connect to Filevine

Once you’ve been set up, you can also connect your Timely account with Filevine to save these reminders to Filevine. To connect, click on your username in the top right corner and select “Connect to Filevine” from the dropdown menu. Once you have been connected, this dropdown will read “Connected to Filevine” with a checkmark.

Adding Users

Managing users can add additional users to Timely by opening the menu on the left hand side of the page and clicking on “Manage Users.”

On the "Users" page, click on the “+ Invite Users” button.

On the following page, enter the email address and select the roles.

If you’d like to invite multiple users with the same roles, click “+ Add Email” to enter additional email addresses to the invite. All invitees will receive an email welcoming them to Timely.

The roles available to your organization are listed to the right. Select the box on each jurisdiction to which the user should have access. Providing access to a parent jurisdiction, like California, will also provide access to all child jurisdictions, like Los Angeles.

Matter Details

On the first page of Timely, Matter Details, select the correct jurisdiction and counties from any further dropdowns.

Once the jurisdiction has been selected, select the desired trigger(s) from the dropdown menu and enter the due date of each trigger. Once a trigger has been selected from the dropdown, other applicable fields may appear, such as an additional time field or a service method dropdown.

When a trigger and its field have been completed, you can click on the “+ Trigger” button to add more triggers, or select “Deadlines” to continue to the next page. 

Deadlines

The next page in Timely will provide a list of all deadlines organized by trigger and by deadline date. By default, all deadlines will be selected. If a deadline is not needed, click on the checkmark next to a deadline to un-select it and keep it from being included. 

Deadlines can be searched by their descriptions using the search bar in the top right. 

On this page, you may be able to select the service methods for all deadlines in the list that require service. Select service methods by clicking on the “Service Method” dropdown and selecting as many options as apply. You will also be able to deselect service methods on individual deadlines. 

Export and Name Matter

Once methods of service have been chosen and deadlines reviewed, you will be able to export the deadlines. Timely deadlines can be exported to Filevine, or to Google calendar. They can also be downloaded to an .ics file or printed.

If the Timely deadlines are exported to Filevine, all deadlines will appear in the Deadline Section (sometimes named “Reminders” or “Ad Hoc Reminders”)  of your Filevine template, in the project calendar and in your user calendar. Learn more about best practices for exporting Timely to Filevine.

If the deadlines are exported to an .ics file, you will be able to import them to the calendar application of your choosing.

If you choose to export to Google, you will be asked to allow Timely to make changes to your calendar. Once you have allowed this, click on the “Google” button again and you will be able to choose which calendar to add the deadline to with a dropdown. 

When the method of exporting has been chosen, you will be asked to name the matter before clicking Export. Once the deadlines have been exported, you can view the deadlines in the calendars or files and navigate away from Timely.

Filevine Exporting

If you are using Timely to export to Filevine, the deadlines in Timely will be imported as deadlines in the Deadlines Section (sometimes called the Reminders section). These deadlines will not show up as Deadline Chains.

Deadlines from the Deadline section will also appear as all-day events on the project calendar. If you are a follower, they will also appear on your user calendar.

These deadlines are tied to the Org’s default reminder schedule, which will generate a series of reminders. For example, you might set your Org’s default reminder schedule to send reminders seven days before, one day before, the day of, and the one day after. Reminders will appear in the activity feed.

Reminders are special in that, once they have been marked seen, they will no longer appear in the activity feed unless the feed is specifically filtered for them. Read more about how to filter the activity feed.

If you are a follower on the project, reminders will also appear in your user feed.

Handling Reminders

Since you may end up with many deadlines, each with their own schedules of multiple reminders, it is best practice to minimize the number of reminders in your Org’s default reminder schedule. It is suggested that the Org’s default reminder schedule contain only a few important reminders. For example, each deadline might have a reminder one week before, one day before, the day of, and one day after. 

Filevine’s reminder schedules are marked default at the Org level, so making any changes to the default reminder schedule will affect all deadlines and deadline chains using the default schedule for any project in the Org. Use caution when adjusting. 

Read Reminder Schedules to learn how to create, edit, and change the default of reminder schedules.

Notifications

If you are a follower on the project, you will also have the ability to receive notifications for every deadline reminder through email, text, or Slack. You can do this by going to Filevine’s notifications section and checking the box next to “Deadline reminders for projects I follow” under the daily digest options. 

If you check this box, you will receive a digest email the evening before any day when there is a reminder for a deadline in the project. For example, if an October 17th deadline had a reminder scheduled for the day before, October 16th, you would receive a daily digest email or message on the evening of the 15th with the reminder.