Matter Dashboard - Matter Info

The “Matter Information” tab organizes the matter-related information. Some matter information is collected automatically in the basic template and imported from the accounting system, which includes fundamental information about the matter.

• Matter Information: Contains generic information such as Matter No, Matter Name, Client No and Client Name, and Matter Owner which are usually imported from the accounting system.
• Comments: A central place for matter team to record any comments about matter

Based on the specific Matter Template (defined at settings), two other sections may be added to this tab:

• Matter Form: A data-entry form to collect more information about the matter. The type of information (fields) gets defined by the administrator or docketing manager via the “Matter Template” screen in MatterAlert. 
• Timekeepers: List of the type of timekeepers (defined at the Matter Template) that may work on the matter – allows the user to select a person as that type (e.g., Law Clerk).

Generating Automated Tasks and Events

When importing/adding a matter to MatterAlert, the user should select a matter template. After setting a matter template, the user cannot change it, as it drives the information that can be collected about a matter and can create automated tasks and events as well as assign it to users as the matter information gets entered by the user.

A Matter Template can be a simple template with no additional information or task, or can be enhanced to collect certain information about matters such as the type of timekeepers that may work on the matter, limitation dates, and actionable tasks (To-Do list) and events. 

As the user fills out the information under the “General” tab and saves the form, the application will check if there are any template-driven tasks/events that need to be created. If all the information is provided, the task/event is created and assigned to the users and added to the Task and Calendar tab. However, if not all the information needed to generate the automated tasks is provided, the application creates a draft task list and displays a warning to the user, informing them that they need to fill out the information required to be able to generate those tasks.

Matter Settings

The small gear icon   beside the matter information heading is available to the administrator or docketing manager and allows them to:

• Restrict access to the matter dashboard. 
• Close/reopen matters in MatterAlert.

Access Right / Ethical Wall

The security section allows the administrator to access restrictions to the matter dashboard. Matters can be setup to have no restrictions and be available to all users, or only available to certain users. Usually this will match with the matter’s ethical wall that is set in the accounting or other third-party applications and will be mimicked by MatterAlert when importing/adding a matter from the accounting system. 

If the matter access right is set and controlled by the ethical wall settings in the accounting system (or other system), the administrator cannot modify or manipulate the access, as it will be overwritten on a nightly basis.  However, if the access right is set in MatterAlert, the administrator can use this screen to set the access right for users or user roles. 

To Set Matter Restriction:

• Navigate to the “Admin” tab.
• Click on “+ Add Security” to expand the panel.
• Select a “Role” or “User” and define the relevant role or user.
• Define the type of access right (No Access, Read, Read/Write) from the dropdown menu.
• Click on “Insert”.

The access right is inclusive/exclusive. For example, the user can set the “User” role to have access while also setting certain timekeepers to have “No Access” which gives access to everyone except those people.

Matter Closing, Re-opening, Deleting

As matters close in the accounting system, they need to be closed in MatterAlert. However, there are times that the matter team needs to perform post-closing tasks or To-Do lists (e.g., sending final bill, etc.). MatterAlert allows the administrator to set the matter in distinct phases as follows:

• Prepare Closing: When set to this stage, all automated tasks that were defined in the template for closing will be initiated and assigned to the user. The matter status in MatterAlert is still active and the user has access to the information to complete their tasks.
• Close & Finalize: At this stage, the matter status will be “Closed” in MatterAlert, and all future appointments or events will be removed from all timekeepers’ calendars. All information will be “Read-Only” in MatterAlert.
• Delete Matter: Matters can be deleted from MatterAlert completely – this will remove any future events that were pushed to the timekeepers’ calendar, and the matter will be removed from the list of available matters in MatterAlert. This feature is usually utilized if there was a mistake in importing the matter, for example if the wrong matter template was selected.