Multiple Firms in One Matter
One Matter vs Multiple Matters
If your company has engaged more than one firm for a legal issue or project, you will need to decide whether to create one matter or separate matters for each firm. The tables below outline the benefits and limitations of creating one matter as opposed to multiple matters. Notice that some of the characteristics may be both a benefit and a limitation depending on the situation.
You may also consider creating a matter group, which lets you assign multiple matters to a single group, and then track budgets, status, and exposure at the group level.
Type | Benefits | Limitations |
|---|---|---|
All firms in one matter |
| Only one lead outside counsel can be assigned to the matter, so the other/secondary firms will not be able to provide matter profile information (However, they will be able to post a budget, status report, documents, etc.) |
Separate matters for each firm | Each firm can be required to provide a status report, and all of the firm's status reports are consolidated in one location |
|
If you decide to create only one matter, you must also decide whether there should be a lead firm for the matter.
Limits to Access by Firm Users
If users from multiple firms have access to a matter, what information can each firm user view about other firms' data?
If users from more than one firm have access to a matter, each firm user generally does not have access to other firm's data. The exceptions to that general rule are (1) a matter can be setup so that the lead firm can see secondary firms' information and (2) when a firm posts information such as a document or status report, they have the option of specifying whether it is viewable by other firms' users or to just the firm that is posting the document/status report, etc. (company users can always see all information posted by the firm).
If users from multiple firms have access to a matter, what information can each firm user enter or change?
If users from more than one firm have access to a matter, there will be limits regarding what data each firm user can provide and edit, depending on whether the firm user is with the lead firm or a secondary firm.
If users from more than one firm have access to a matter, firm users generally have access only to their own firm's data, with the following exceptions:
- A matter can be set up so that the lead firm can see secondary firms' information.
- When a firm posts information (such as a document or status report), the firm has the option of specifying whether it is viewable by other firms' users or to just the firm that is posting the information. Company users can always see all information posted by the firm.
Below are the specific rules with respect to each category of data.
Type of Data | Lead Law Firm Users | Secondary Law Firm Users |
|---|---|---|
Matter Profile (law firm fields) | Any firm user who is a matter administrator or matter editor for the matter can enter or edit the law firm matter profile fields for the matter. However, they cannot edit the company matter profile fields. | Secondary firm users cannot edit the matter profile. If the matter has been set up so that there is not a lead firm, a company user must enter all of the matter profile fields. Note: The one exception is that Client and Matter numbers can be added or edited from the matter profile. |
Status Reports | Any firm user who is a matter administrator or matter editor for the matter can submit a status report. However, only firm users from the same firm can edit a status report submitted by a firm user, and the firm user must be a matter administrator or matter editor for the matter. | Same as for lead law firm. |
Notes | Any firm user who is a matter administrator or matter editor for the matter can post a note. However, only firm users from the same firm can edit a note posted by a firm user, and the firm user must be a matter administrator or matter editor for the matter. | Same as for lead law firm. |
Date/Event | Any firm user who is a matter administrator or matter editor for the matter can create a date/event. However, only firm users from the same firm can edit a date/event created by a firm user, and the firm user must be a matter administrator or matter editor for the matter. | Same as for lead law firm. |
Budget | Any firm user who is a matter administrator or matter editor for the matter can create or edit the budget for the matter. | Same as for the lead law firm (in other words, each firm has their own budget in the matter). |
Invoices | Any firm user who is a matter administrator or matter editor for the matter, or any firm user who has billing rights, can post an invoice to a matter. However, only firm users from the same firm can edit an invoice posted by a firm user (and the firm user must be a matter administrator or matter editor for the matter, or have billing rights). | Same as for lead law firm. |
Documents | Any firm user who is a matter administrator or matter editor for the matter can post a document. Unlike the other features in Tracker, any user in the system who is a matter editor or matter administrator in the matter can edit the document. note
When the document was originally saved, if the document was locked only the original user who saved the document can edit the document. | Same as for lead law firm. |
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Adding Matter Participants
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