Our algorithm has a few levels of customization, one of which is the option to exclude certain activities from being classified within your data set. Activity exclusion is often used in combination with LBAM (Look Back Adjacency Matching).
How to exclude
Activities can be excluded on a few different levels or excluded entirely, exclusion can be specifically limited to:
- within a specific client,
- within a specific matter practice group,
- within a specific matter office, and
- within a specific matter type.
For example: We can exclude the activity "Brief" from the Litigation practice group.
Excluding activities means they won't be applied when the algorithm would normally apply them. When a time card has more than one activity of which one has been excluded, the time will be redistributed across the other activities. If a time card only has one (good) activity which has been excluded the algorithm will look for any vague activities that match. If nothing is found the time card it will be considered uncategorizable.
Activity exclusions will be for all users at your firm, in other words, the exclusions are not personalized to the user.
Where to start
Be sure to let your customer success manager know that you'll be working on this, as they may have ideas on how to start. Our general best practices are to work with a group of matters that you know include activities that you would like to exclude. Use these matters as a filter in the Drilldown (or add them to a matter group and use that as the filter for easier replication), choose "List" in the Visualizations, then download the list into Excel.
Starting from the bottom, use a new column to mark which activities should be excluded (any sort of mark will work). When you're ready send the excel file to your customer success manager (or firstname.lastname@example.org) and they will upload the file for you in our customization portal.
When do they apply?
Activity exclusions will be part of the standard Clocktimizer release schedule. Therefore, if you run Clocktimizer in the cloud you will see the exclusions taking affect when the next release is automatically installed, and if you run Clocktimizer on premise you will need to install the next release in order to see the exclusions taking affect. Your customer success manager will let you know which version this will be.
Comparing before and after
When changes are made to how the algorithm assigns activities, users can use the "Custom Categorization Status" partition in the Drilldown to view how activity assignment has been changed, and use the "Original categorization" to view what the algorithm would have assigned by default.