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Matter setup

Matter Fields and Help Files

All matters are created based on a template, called the Matter type-template, which Company System Administrators can configure and Tracker Coordinators can edit. Each Matter type-template contains a set of fields that can be completed when a new matter is created. Some of these matter fields are customizable.

Overview

There are two main aspects to matter configuration in Tracker:
  1. Matter Type-Templates
  2. Matter fields
Company System Administrators configure both of these in
Settings
. A Matter type-template is like a standardized data entry form that users select when creating a matter. Company System Administrators can create as many Matter Types (Templates) as necessary and can clone existing matter types. However, only Tracker Coordinators or Backup Tracker Coordinators can edit existing matter types. Matter fields are the fields that users fill in when completing the matter profile. They contain information such as the matter name, the area of substantive law, and start date.
The list of fields that can be selected when creating or editing a Matter type-template is shown on the Matter type-template page. There is also a separate page in
Settings
 called "Matter Fields & Help Files" that shows a master list of all fields available in the system. This page serves several purposes:
  • It provides a comprehensive list of all fields used in all Matter Types (whether the field is a litigation field, patent field).
  • The page shows the type of field, the maximum number of characters, the current help file for the field, and field notes—administrative notes about how the field is being used.
  • For each field, the page provides links to edit the field name (if granted), edit the dropdown list (if the field is a "list" field), and edit the field notes.

Add Custom Help for a field

Before you can add custom help for a field, you should create the help text in a separate file. When users create new matters, the
Custom Help
 icon appears next to fields for which custom help is available. Selecting the icon downloads the help file to the user's computer.
  1. Select
    Settings
    in the left navigation.
  2. In the
    Matters Setup
     section, select
    Matter Fields & Help Files
    .
  3. Scroll through the list to find the field you want to work with and select the hyperlinked name to open the edit page.
  4. Next to
    Field Help
    , select
    Browse
    .
  5. Locate the file that contains the help text.
  6. On the toolbar, select
    Save & close
    .

Edit Custom Field Names

On the All matter fields & help files page, scroll to the
Custom Field Information
 section.
  1. Select a field name in the
    Field Label
     column.
  2. Next to
    Custom Label
    , type a name for the field.
  3. On the toolbar, select
    Save & close
    .

Add, Delete, and Move Values from a List Field

A list field is one in which the Company System Administrator provides a set list of values from which the user selects when creating the matter. For example,
Organizational Unit
 is a list field that would include values such as Finance, Accounts Payable, and Human Resources.
To add or move values in a list field:
  1. From
    Settings
    , select
    Matter Fields & Help Files
     under
    Matters Setup
    .
  2. Find the list that you want to edit and select
    Edit values
    . The list page opens.
  3. To add a value, select
    Add subunit
     in the list, or on the top toolbar, select
    New Value
    .
  4. To delete a value, select the hyperlinked value name, then select the
    Active
     checkbox to remove the check mark.
  5. On the top toolbar, select
    Save & Close
    .
  6. To move a value, select its hyperlinked name and drag it to its new place on the list.

Edit Field Notes

The Field Notes are notes for Company System Administrators about the field and are not viewable by regular users in the system, and they are not accessible from within a matter.
To edit the Field Notes:
  1. From
    Settings
    , select
    Matter Fields & Help Files
    .
  2. Select the name of the field for which you want to upload a help file. The
    Edit Matter Field
    page opens.
  3. Edit the text in the
    Field Notes
    .
  4. On the top toolbar, select
    Save & Close
    .

Download a Spreadsheet of All Matter Fields

You can download a spreadsheet, in .csv format, of all the available matter fields. This spreadsheet includes the following columns:
Field ID | Section Name | Type | Tracker Label | Custom Label | Tracker Help URL | Allow Custom Help | Custom Help | Field Notes
To export the All Matter Fields Spreadsheet:
  1. Select
    Settings
    in the left navigation.
  2. In the
    Matters Setup
     section, select
    Matter Fields & Help Files
    .
  3. On the top select
    Export CSV.
If you have difficulty viewing the exported data in a spreadsheet program, see the Troubleshooting Data Exports Help page.

All Matter Fields and Help Files Page

The
All matter fields & help files
 page lists all of the fields that can be included in matter templates. The field type, maximum number of characters available (if applicable), and information about how the fields are used to are also listed. This information can be exported as a comma-separated values (.csv) file that can be viewed in a spreadsheet application such as Excel.
Field Help
Field
Definition
Section
Full Matter Name/Parties Involved
The description of the matter or the parties to the matter. For Litigation/Dispute matter types, this field should include the full case caption. For Patent Prosecution matter types, this field should include the full invention name used by your company.
The maximum number of characters that can be entered in this field is 3000 characters.
Company and Setup Information
Short Matter Name
A unique, brief description of the matter. The short matter name displays in your list of matters and in your law firms' list of matters.
The maximum number of characters that can be entered in this field is 100 characters. In your list of matters, only 35 characters display.
Company and Setup Information
Matter Group
A matter group allows for consolidating a collection of matters for budgeting by an overall group. Company Matter Creators assign individual matters to a matter group.
Company and Setup Information
Lead Company Person
A Tracker matter role assigned to the company user who will manage a matter and who will be included on the invoice approval route for the matter. Tracker defaults to assigning the Lead Company Person role to the company user who creates the matter, but this role can be assigned to any company user.
Only a Matter Admin or Company System Administrator can change the company user assigned to the Lead Company Person role. Contact your Tracker Coordinator if the company user you want to be the Lead Company Person doesn’t have a user account.
Company and Setup Information
#2 Company Person
This field typically identifies a co-lead attorney or the paralegal responsible for a matter.
Company and Setup Information
Organizational Unit
The business unit or division (for example, Human Resources, Manufacturing or Finance) of your company that legal work is provided for.
Your Tracker Coordinator creates the organizational units for your company.
Company and Setup Information
Practice Group
The internal team in the legal department (for example, the Litigation team) that works on a matter.
Your Tracker Coordinator creates the practice groups for your company.
Company and Setup Information
Business Manager
The business manager who is the primary contact or who has primary responsibility for the matter. The maximum number of characters that can be entered in this field is 40 characters.
Company and Setup Information
Matter ID
A unique number that identifies a matter.
When Tracker is set to automatically generate the matter ID, the format is: FiscalYear-FiveDigitNumber (for example, 2019-00001).
To set the matter ID to automatically generate, select Yes for Auto Generate Matter ID on the Miscellaneous matter options page.
Company and Setup Information
Associated Matter ID
A unique identifier that allows for associating a matter in Tracker with the same matter in another system. This field is required if you use the Matter Upload feature.
Company and Setup Information
Associated Matter Data
This field allows for adding information about the source of matter data, such as an associated data system.
Company and Setup Information
Associated Matter URL
This field allows for associating a matter in Tracker with a website. To ensure the link to the website works correctly, include either http:// or https:// in the URL.
Company and Setup Information
Lead Firm (Office)
The lead firm for the matter. This field automatically populates when the lead outside counsel is selected. This field doesn’t display if the matter is an internal matter or an external matter with no lead firm.
Law Firm Information
Lead Outside Counsel
The firm user who serves as lead outside counsel. Contact the Firm Administrator if the firm user who will serve as lead outside counsel is not listed. This field doesn’t display for internal matters or external matters with no lead firm. If you are selecting the firm user who will serve as lead outside counsel and the firm user can't be found.
Law Firm Information
Firm Fee Arrangement
The fee arrangement your company has with the lead firm for a matter. This field becomes available when the lead outside counsel is selected.
If there are multiple firms working on a matter and each firm has a different fee arrangement, select Other then use the Lead Firm Fee Comment field to describe the specific fee arrangement.
The firm fee arrangement and firm fee comments display on the invoice profile page, so that the information is available when an invoice is reviewed.
The list of fee arrangements is standard in Tracker. It can't be customized.
Lead law firm users can view (but not edit) the lead firm fee arrangement and the lead firm fee comment. Secondary law firm users can't view or edit the information.
Law Firm Information
Firm Fee Comment
This field is for any specific information about the fee arrangement for a matter. For example, for the ACES fee arrangement, this field can include the evaluation criteria agreed to with the firm regarding the payment of at risk amounts and any other information relevant to the ACES engagement for a matter.
The firm fee arrangement and firm fee comments display on the invoice profile page, so that the information is available when an invoice is reviewed.
Lead law firm users can view (but not edit) the lead firm fee arrangement and the lead firm fee comment. Secondary law firm users can't view or edit the information.
Law Firm Information
Firm Client & Matter Data
This field is used by law firms to associate internal matter data with the matter.
Law Firm Information
Additional Firms
This is a display-only field. After a matter is created, additional (or secondary) firm users can be added under Participants. Only Matter Administrator users can add users.
Law Firm Information
Local Firm/Agent
The name and contact information for local counsel is not in the Tracker.
Law Firm Information
Matter Type (Template)
Every matter is based on a template, which contains a preconfigured set of fields for collecting relevant information about a matter. Matter templates can be created and modified to manage specific matter information for your company, including information required for reporting purposes.
Matter type templates determine:
  • The fields available on the Matter profile page.
  • The required fields.
  • The default settings for budget and status report options.
The list of matter categories can be customized by your company's Tracker Coordinator.
Matter Information
Substantive law
The area of law is applicable to a matter. The list of substantive laws is created by your company's Tracker Coordinator.
Matter Information
Start Date
The date the matter began. When creating a matter, the date is automatically populated with the matter creation date, but can be changed.
Matter Information
Matter Description
A description of the matter. The matter description displays in the matter profile and certain views and reports.
This field may be used by your company in audit letters and other reports and documents. Be sure to update this field if there is a material change in the description of the matter.
Matter Information
Patent Title
The title of the patent from the patent application. The maximum number of characters that can be entered in this field is 500 characters.
Matter Information
Case Summary for Audit Letter
A brief description of the matter that your company can use in its audit letters.
Matter Information
Claims
This field can be used to track various causes of action with respect to a litigation matter. To add one or more claims, contact your Tracker Coordinator.
Matter Information
Key Issues
The primary issues affecting the resolution of a matter.
Matter Information
Adverse Firms & Attorneys
The adverse firms and attorneys. The maximum number of characters that can be entered in this field is 1500 .
Matter Information
Country
The country applicable to a matter. When the country is not the United States, the State field is replaced with the Province/Region field.
Matter Information
State
The state applicable to the matter or the province or region applicable to the matter. The State field is replaced with the Province/Region field when the Country field is set to a country other than the United States.
Matter Information
Trial Date
The date the matter is set for trial or arbitration. The date must be in the MMDDYY format unless the user's user profile is set to use the European date format.
Matter Information
Date Served
The date papers, such as a summons, petition, or request for order, were served.
Matter Information
Date of Loss
The date on which the loss occurred.
Matter Information
Case Assessment Memo
The case assessment memo for a matter. The maximum file size for a case assessment memo is 20 MB.
The Lead Company Person or head of litigation at the law department typically determines the expected format, content, and timing of the case assessment memo.
When uploading a case assessment memo, the file is not uploaded until after Save & close is selected. A timeout will occur if a file upload takes longer than 10 minutes to complete.
Tracker doesn’t recommend attaching WordPerfect documents.
Matter Information
Trial Strategy Memo
The trial strategy memo for a matter.
The Lead Company Person or head of litigation at the law department typically determines the expected format, content, and timing of the trial strategy memo.
When uploading a trial strategy memo, the file is not uploaded until after Save & close is selected.
Matter Information
Patent Type
The type of patent for an intellectual property asset.
Matter Information
Inventors
The name of the person or persons who contributed significant creative input to an invention. This field doesn’t have a size limit.
Matter Information
Owner (record title holder)
The name of the owner of the patent or other intellectual property asset.
Matter Information
Classes of Goods-Services
For an intellectual property asset, the applicable classes of goods or services from the World Intellectual Property Organization's (WIPO's) International Classification of Goods and Services.
Matter Information
Design Mark/Patent attachment
The design mark or patent file for an intellectual property asset. The maximum file size for 20 MB.
When attaching a design mark or patent file, the file is not attached until after you select Save & close. A timeout occurs if it takes longer than 10 minutes to attach a file.
Matter Information
Case Number
For a litigation or dispute matter, the case number assigned by the court or agency. For a filing matter, such as a patent prosecution or trademark registration, this is the application number assigned to the filing or application.
Matter Information
Filing Date
The date the complaint, application, or documentation was filed.
Matter Information
First Use/Disclosure Date
Disclosure date for the applicable filing, or the date the trademark was first used.
Matter Information
Affidavit of Use Filing Date
For a trademark matter, the date the Section 8 and 15 affidavit or declaration must be filed or have been filed.
Matter Information
Status
The status of a filing matter (such as patent prosecutions and trademark registrations).
Matter Information
Claim/Registration Number
The claim or registration number for the applicable filing.
Matter Information
Registration Date
The registration date for the applicable filing.
Matter Information
Serial/Reel Number
The serial or reel number for the applicable filing.
Matter Information
Renewal Date
For a patent matter, the expiration date of the patent. For a trademark matter, the date the current registration expires and before which the registration must be renewed.
Matter Information
Notes/Misc
Use this field to provide additional notes or information about a matter.
Matter Information
Amount Claimed Against Company (Exposure)
The total number of damages claimed (for example, in a complaint or cross claim) by the opposing party in a matter. Don’t include speculative or uncertain damages.
The maximum number of characters that can be entered in this field is 12 characters.
Currency formats used by Tracker include:
  • thousands separated by commas
  • amounts less than a single currency unit followed by a period
For example, 10,000, 10,000.00 or 10000.00 are acceptable, but 10.000, 10.000, 00 or 10000,00 are not granted. To specify a negative amount, use a minus sign in from of the amount or enclose the amount in parentheses. For example, -10000 or (10000).
Financial Information
Company Liability Estimate
The company's estimate exposure, or amount of business or other transactional amounts estimated to result from a matter. For litigation or dispute matters, the exposure estimate formats include:
  • FAS 5: Follows the FAS 5 loss contingency form.
  • Standard: Tracks exposure, and allows for specifying estimated amounts for exposure and maximum potential exposure.
View Matter Liability Estimates for detailed descriptions of the estimate formats.
For all other matter categories, the Estimate of Costs Resulting from Matter field displays.
Financial Information
Description of Asset Exposure
Use this field to describe and track the potential exposure of assets, rights, and other non-monetary items. Examples include:
  • Tangible items
  • Real property
  • Intellectual property
  • Other non-tangible rights
The maximum number of characters that can be entered in this field is 500 characters.
Financial Information
Exposure Settlement Authority
The authorized settlement authority for a matter. The maximum number of characters that can be entered in this field is 12 characters.
Financial Information
Reserve Amount
The amount of funds set aside to cover future expenses, losses, or claims related to a matter. 0 (zero) indicates that a matter doesn’t involve a reserve amount.
The maximum number of characters that can be entered in this field is 12 characters.
Financial Information
Insurer/Reinsurer
Use this field to track insurance policies that cover potential losses or damages from a matter. To add an insurer or reinsurer, contact your company's Tracker Coordinator.
Financial Information
Firm Liability Estimate
The firm's estimated exposure, or amount of business or other transactional amounts estimated to result from a matter. For Litigation/Dispute matters, the exposure estimate formats include:
  • FAS 5-Follows the FAS 5 loss contingency form.
  • Standard-Tracks exposure, and allows for specifying estimated amounts for exposure and maximum potential exposure.
For all other matter categories, the Estimate of Costs Resulting from Matter field displays.
Financial Information
Amount Claimed by Company (Recovery)
The total number of damages claimed (for example, in a complaint or cross claim) by the opposing party in a matter. Don’t include speculative or uncertain damages.
The maximum number of characters that can be entered in this field is 12 characters.
Currency formats used by Tracker include:
  • thousands separated by commas
  • amounts less than a single currency unit followed by a period
For example, 10,000, 10,000.00 or 10000.00 are acceptable, but 10.000, 10.000, 00 or 10000,00 are not allowed.
To specify a negative amount, use a minus sign in from of the amount or enclose the amount in parentheses. For example, -10000 or (10000).
Financial Information
Company Recovery Estimate
For Litigation/Dispute matters, the total cash or cash-equivalent amounts estimated to be received by the company in settlement or judgment of a matter. 0 (zero) indicates that a matter doesn’t involve a potential recovery.
For all other matters, the estimated total cash or cash-equivalent amounts (including future amounts) to be received by the company in resolution of a matter. For example, the amount of a license royalty payment for a license royalty. 0 (zero) indicates that there is no amounts.
Financial Information
Description of Potential Asset Recovery
Use this field to describe and track the assets, rights, and other non-monetary items that could potentially be recovered. Examples of recoverable assets include:
  • Tangible items
  • Real property
  • Intellectual property
  • Other non-tangible rights
The maximum number of characters that can be entered in this field is 500 characters.
Financial Information
Firm Recovery Estimate
For Litigation/Dispute matters, the total cash or cash-equivalent amounts estimated to be received by a firm in settlement or judgment of a matter. 0 (zero) indicates that a matter doesn’t involve a potential recovery.
For all other matters, the estimated total cash or cash-equivalent amounts (including future amounts) to be received by a firm in resolution of a matter. For example, the amount of a license royalty payment for a license royalty. 0 (zero) indicates that there is no amounts.
Financial Information
Recovery Settlement Authority
The authorized settlement authority for a matter. The maximum number of characters that can be entered in this field is 12 characters.
Financial Information
Estimated Timing of Resolution
The phase during which a matter will most likely be resolved.
Financial Information
Estimated Date of Resolution
The phase during which a matter will most likely be resolved.
Financial Information
Matter Complexity
The legal complexity of a matter. Selections include:
  • Simple
  • Moderate
  • Complex
Classifying matters groups similar matters together, which can help your company better analyze performance, spending and results.
Closing Matter Information
Form of Resolution
The manner of resolution for a matter.
Closing Matter Information
Timing of Resolution
The phase during which a matter was is resolved. Pre-Filing indicates a matter was resolved before litigation was initiated.
Closing Matter Information
Date Resolved
The date of the event (for example, the contract execution date, the settlement agreement date or the verdict date) that caused the resolution of a matter. For Litigation/Dispute matters, use the settlement agreement date or verdict date regardless of whether future obligations are imposed on one or more of the parties to the matter.
Closing Matter Information
Description of Resolution
The description of how a matter was resolved and any notable aspects about the resolution. If there is a partial resolution to a matter (for example, settlement with one of several plaintiffs), use this field to describe what has been resolved and what remains to be resolved.
Closing Matter Information
Lessons Learned
The knowledge gained from a matter, such as:
  • Ways to achieve a better outcome.
  • Information about a specific judge or opposing party.
  • Information that may affect similar cases in the future.
Closing Matter Information
Amount Paid in Settlement or Judgment
For Litigation/Dispute matters, the total cash or cash-equivalent amounts paid or transfer in settlement or judgment of a matter. When closing a matter, don’t include attorney's fees or other expenses paid by the company in defending the claim. 0 (zero) indicates that no amount was received.
For all other matter types, the total cash or cash-equivalent amounts (including future amounts) paid or transferred in resolution of a matter. For example, if there is a license royalty, enter the amount of the license royalty payments. 0 (zero) indicates that no amount was received.
For partial resolutions (for example, a settlement with one of several plaintiffs), enter the total amount of cash or cash-equivalent amounts that have been paid to date.
For ongoing matters, leave this field blank. If some payments have been made, enter the amounts that have been paid to date.
The maximum number of characters that can be entered in this field is 12 characters.
Closing Matter Information
Other Assets/Rights Adversely Affected
A description of the loss of assets, rights, or other non-monetary items. Examples include:
  • Tangible items
  • Real property
  • Intellectual property
  • Other non-tangible rights
The maximum number of characters that can be entered in this field is 500 characters.
Closing Matter Information
Amount Received in Settlement or Judgment
For Litigation/Dispute matters, the total cash or cash-equivalent amounts paid or transfer in settlement or judgment of a matter. When closing a matter, don’t include attorney's fees or other expenses paid by the company in defending the claim. 0 (zero) indicates that no amount was received.
For all other matter types, the total cash or cash-equivalent amounts (including future amounts) paid or transferred in resolution of a matter. For example, if there is a license royalty, enter the amount of the license royalty payments. 0 (zero) indicates that no amount was received.
For partial resolutions (for example, a settlement with one of several plaintiffs), enter the total amount of cash or cash-equivalent amounts that have been paid to date.
For ongoing matters, leave this field blank. If some payments have been made, enter the amounts that have been paid to date.
The maximum number of characters that can be entered in this field is 12 characters.
Closing Matter Information
Other Assets/Rights Received
A description of the assets, rights, or other non-monetary items that were recovered or obtained. Examples include:
  • Tangible items
  • Real property
  • Intellectual property
  • Other non-tangible rights
The maximum number of characters that can be entered in this field is 500 characters.
Closing Matter Information
Number of days to post final invoice
The number of days after a matter is closed that law firms or vendors have to post their final invoice. For example, if a matter is closed on 1 June and the Number of days to post the final invoice is set to 60, then law firms and vendors will be able to post invoices through 30 July. On 31 July, they won’t be able to post invoices to the matter.
The default number of days is set by your company's Tracker Coordinator and automatically displays. If it can't be edited, then only a user assigned to the Company System Administrator or Company Office Administrator role can edit it. To change the setting, close the matter then contact your company's Tracker Coordinator.
A matter is considered closed for reporting and retrieval purposes after the closed matter form is saved. This means that the matter will no longer display in the list of open matters and any open matter reports that are generated won’t include the matter.
Invoice approval is unaffected by the number of days set for posting final invoices. Invoices can be approved after expiration as long as an invoice is posted before the specific number of days expires.
The matter must be reopened if invoices are required to be posted after the specific number of days expires.
Closing Matter Information
Number of days to update matter data
The number of days after a matter is closed that matter participants can update the matter's data. For example, if a matter is closed on 1 June and the Number of days to update matter data is set to 60, then matter participants will be able to update matter data through 30 July. On 31 July, they won’t be able to update matter data.
This field can be set to a maximum of 999 days.
The default number of days is set by your company's Tracker Coordinator and automatically displays. If it can't be edited, then only a user assigned to the Company System Administrator or Company Office Administrator role can edit it. To change the setting, close the matter then contact your company's Tracker Coordinator.
A matter is considered closed for reporting and retrieval purposes after the closed matter form is saved. This means that the matter will no longer display in the list of open matters and any open matter reports that are generated won’t include the matter.
The matter must be reopened if the data must be updated after the specific number of days expires.
Closing Matter Information
Paper file location/reference
The location of the paper file for a matter. This field is displayed and can be edited when a matter is closed.
Closing Matter Information
Person Closing Matter
The person who closed the matter. This field can't be edited.
Closing Matter Information
Invoice Approval Route
The default invoice approval route for all invoices submitted for a matter. Invoice approval routes are set up by your company's Tracker Coordinator.
Invoice Processing Information
AP Route
The default AP Route for all invoices submitted for a matter. To add an AP Route, contact your company's Tracker Coordinator.
Consolidated billing matters allow for maintaining one matter in Tracker while firms maintain multiple matters in their time and billing software. Any AP Route changes made for consolidated billing matters should be made from the firm matter data page for each individual firm. To access this page, select View/edit firm matter data under the LAW FIRM INFORMATION section on the Matter profile page. Contact your company's Tracker Coordinator if you have questions regarding consolidated billing matters.
Invoice Processing Information
Pre-configured allocation
The name of the preconfigured allocation. A preconfigured allocation allows for selecting accounting code allocation strings that are appropriate to many matters. For example, all of your Human Resources matters are coded to Cost Center 123, GL Account 456. This accounting code string can be selected from a list.
Company System Administrators and Accounting Code Reviewers can change the definitions of the preconfigured allocation or the values used for the default accounting code allocations at any time. Allocations from previously submitted invoices are not affected.
Invoice Processing Information
Default Accounting Code Allocations
The default accounting code allocations for a matter.
After default accounting code allocations are entered, any invoices posted to the matter are automatically stamped with the codes. This can save time because individual invoices don’t have to be coded. Additionally, allocations can be split up to 100 different ways.
Invoice Processing Information
Billed To Entity
A configurable list of names with address and tax IDs. The list can include the corporate entities a vendor can bill to for the matter when submitting LEDES 1998BI invoices.
Invoice Processing Information
Tax Configuration
A list of Tracker tax types to associate with a matter and the actions that occur when an invoice that includes a given tax type is submitted for a matter. For example, a tax configuration may be created to ensure firms provide a tax ID for some tax types.
Company System Administrators and Accounting Code Reviewers can revise tax configurations at any time. Tax configuration revisions apply to all matters associated with the revised tax configuration.
Invoice Processing Information

This article applies to:

  • PRODUCT: Legal Tracker
  • Subject: Matter
  • Audiences: Company