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AdvoLogix Setup: Timekeeping: UTBMS Migration

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The timekeeping UTBMS migration options pertain to how your organization chooses to migrate to the latest iteration of the UTBMS codes based tracking of time entries and expenses.

ūüßź Do you know where to find the AdvoLogix Setup tab? ¬†
Go to the app launcher (waffle) and search for setup.  Select AdvoLogix Setup from the search results.

The UTBMS Migration Assistant requires your old data records be updated to utilize new UTBMS codes. During the process of updating, your internal process or validations may prevent updating past data, in which case, you choose to leave the old data as-is OR you may reach out to AdvoLogix Support for guidance on how to deactivate certain validations for completing the data migration for the new UTBMS coding system.

UTBMS Migration Assistant is only available for organizations upgrading from an AdvoLogix Matter Management version higher than v1.107.x.

The UTBMS Migration Assistant is a new feature that allows administrators to move all of their org's prior data to become compliant with the new UTBMS coding system from AdvoLogix. This tool will help administrators migrate all of the existing UTBMS codes to the new codes which are much simpler to use within the Matter Management components.

The UTBMS migration assistant is split into multiple steps.  Keep reading for more details.

STEP 1: Migrate All UTBMS Codes to New UTBMS Coding System

[required] This is the initial step to migrate and convert all of the existing codes. Completion of this step will make all of the existing codes inactive, so they will still exist within the organizations, but when entering new time entries or expenses, they will not be available for selection into respective UTBMS Code fields. The addition of a fresh set of UTBMS Codes will be used to track time and expenses within the organization.

STEP 2: Migrate All Time Entries to New UTBMS Coding System

[optional] Completion of this step is necessary for accurate reporting of time based on UTBMS codes, but not required. With the migration of time to the new UTBMS coding system, all of the existing time entries associated with the prior set of UTBMS codes will be found and updated to use the same but new replacement UTBMS codes added in STEP 1 of this migration tool.

STEP 3: Migrate All Expenses to New UTBMS Coding System

[optional] Completion of this step is necessary for accurate reporting of the expenses based on UTBMS codes, but not required. With the migration of expenses to the new UTBMS coding system, all of the existing expenses associated with the prior set of UTBMS codes will be found and updated to use the same but new replacement UTBMS codes added in STEP 1 of this migration tool.

STEP 4: Migrate All Budget Templates to New UTBMS Coding System

[optional] Completion of this step is necessary for accurate reporting of the budget templates based on UTBMS codes, but not required. With the migration of budget templates to the new UTBMS coding system, all of the existing budget templates associated with the prior set of UTBMS codes will be found and updated to use the same but new replacement UTBMS codes added in STEP 1 of this migration tool.

STEP 5: Migrate All Budgets to New UTBMS Coding System

[optional] Completion of this step is necessary for accurate reporting of budgets based on UTBMS codes, but not required. With the migration of budgets to the new UTBMS coding system, all of the existing budgets associated with the prior set of UTBMS codes will be found and updated to use the same but new replacement UTBMS code added in STEP 1 of this migration tool.

STEP 6: Migrate All Invoices to New UTBMS Coding System

[optional] Completion of this step is necessary for accurate reporting of invoices based on UTBMS codes, but not required. With the migration of invoices to new UTBMS coding system, all of the existing invoices associated with the prior set of UTBMS codes will be found and updated to use the same but new replacement UTBMS code added in STEP 1 of this migration tool.

Step 6 for the migration of invoices to the new UTBMS coding system is available only when the organization is using the AdvoLogix Spend Management application. Please contact AdvoLogix Support ([email protected]) for more information on this.

FINAL STEP: Acknowledge Completion

The final and last step for the migration assistant is to acknowledge that all the steps are completed within the organization.

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