Office configuration

Configure office defaults, matter variants, hourly rates, templates, and administration features.

Nederlandse versie: /handleiding/kantoorconfiguratie

What is this? Settings contains personal, firm-wide, and administrator settings. The cards you see depend on your permissions. This page covers the configuration that controls how the firm works; general user and access administration is covered under Settings.

Administrative defaults

Open Settings → Office → Administrative defaults. Firm defaults can optionally be refined for a Department. Precedence is: personal setting, department default, firm default, then product default. Current effective value shows the value currently in force and the layer it came from.

You can configure:

• Stationery header and Stationery footer;
• Email filing defaults: automatic filing and the default folder;
• Email signature for new messages and replies;
• Time-entry defaults: billable by default and the rounding interval;
• Firm-wide hourly rate: the fallback when an employee has no firm rate of their own; empty means no rate from this layer, while €0 is a real zero rate;
• List preferences, Matter detail preferences, and Workflow defaults;
• Auto-start timer on matter and Matter deletion;
• the Billing supplier identity used on UBL and Peppol invoices.

Archive retention is visible but cannot yet be edited on this page; it is configured through the API. Save a layer with Save firm default or Save department default. Clear firm default and Clear department default make Basenet fall back to the next available layer.

Matter variants

Open Settings → Office → Matter variants. An administrator with firm-wide settings permission can choose which optional matter types are Available for new matters. Catalog variants without a separate entitlement are always available.

For each variant, you can adjust its core fields:

1. Turn Visible on or off.
2. Optionally enter a Label override.
3. Optionally enter an Order override.
4. Click Save field.

Reset to default removes the override for that field. An asterisk marks a required field. The Free-text entry badge identifies a field entered as free text.

Hourly rates

Open Settings → Office → Hourly rates. This page manages each employee’s firm-wide default hourly rate and its validity period.

1. Click Add rate.
2. Select the Employee, enter the Rate (€), and optionally set Valid from and Valid to.
3. Click Add.

You can Edit or Delete each existing rate. Periods for one employee may not overlap, and the end date must be after the start date. Only employees with a linked login can be selected for a new rate. Imported rows for an employee Basenet cannot resolve remain visible as Unknown employee, so an administrator can correct or remove them.

Letter and email templates

Open Settings → Office → Letter templates. This page contains both Letter templates and Email templates.

For a letter template:

1. Click Upload Word template and choose a valid .docx file.
2. Give the template a Name and set Available to to the whole firm, a department, or a practice area.
3. Optionally choose a Sample matter and click Create preview to check the discovered merge fields.
4. Resolve fields listed under Still unresolved; Basenet never silently empties a missing value.
5. Click Save template and set it to Active when appropriate.

Every Word-template upload remains stored as a separate immutable version. Email templates have a Subject, Body, optional department, and Matter type. Email-template changes take effect immediately and do not have separate version history.

Notifications

Settings → Personal → Notification preferences applies only to your account. For Deadline escalations, Mentions, and Compliance screening hits, choose Immediate, Daily digest, Weekly digest, or Off (no digest). Daily and weekly items are grouped in the app; Basenet does not send an email for these digests.

Sync devices

Under Settings → Personal → Sync devices, you manage your own computers for the Blinqx Offline Sync app. Click Register a device, give it a recognisable Device name, and choose the Platform. Basenet shows the Device token only once; copy it and the Server address into the desktop app immediately. Disconnect stops that device from synchronising at once. A device can only mirror documents you are allowed to see.

Recycle bin

Administrators with matter-administration permission open Settings → Administration and access → Recycle bin. It lists deleted matters with Matter number, Name, Deleted by, Deleted at, and Reason. Click Restore, then Confirm restore, to make a matter active again. An ordinary manually deleted matter remains restorable. A matter deleted by the retention policy is permanently purged after its retention and grace periods and cannot be restored afterwards.