Define matter type templates

Create a new matter type-template

Select
Settings
in the left navigation.
In the Matters Setup section, select
Matter Fields & Help Files
.
Next to the top-level matter type select
Add sub-matter type
. The Matter type-template page opens.
In the
Name
field, give the new template a unique name.
You have the option to add custom support files. This support file can include instructions, policies, or contact information for a support specialist. Select
Browse
next to
Company User Support File
or
Law Firm User Support Files
and go to the file on your computer.
If you add a company user support file to the template, company users will have the option to download and read the file when they edit the matter profile.
If you add a law firm user support file to the template, lead law firm users will be able to access the file when they edit the matter profile.
Complete the fields as they apply to the template. Remember that all fields with a red asterisk are required.
Tracker Coordinators can configure or restrict functions available to users working matters in a particular category. This helps to enforce best practices across the organization (such as requiring budgets for all matters in a certain matter type template), to standardize policies, and to prevent mistakes when creating matters.
Setup Options Section
Task	Description
Task and expense code - task code alerts and invoice requirements	You can require law firms to provide UTBMS task codes for all invoices submitted for this matter type. For more detailed instructions on configuring this setting. note The ability to enable task code alerts, custom task codes, and require UTBMS codes is configured in Legal Tracker settings. The settings for your organization determine some of the actions you can take on this page. Although the requirements for task codes can be changed for an individual matter, they can't be changed for individual firms. This section is also where you turn off the audits for excessive timekeeper hours and block billing at the matter type template level. Next to Enable Timekeeper Excessive Hours Audit select No to turn off the audit for this template. Next to Enable Block Billing Audit , select No to turn off the audit for this template.
Law firm matter budget and accrual default options	You can use the settings in this section to specify certain default budget and accrual settings for this matter type. You can specify whether: The law firm matter budget is organized by fiscal year or matter phase. This setting can be changed on a firm-by-firm or matter-by-matter basis. Select an option in the drop-down to configure this setting. Budgets are required, and if they are required from the lead firm only, or from all firms. This setting can be changed on a matter-by-matter basis. Law firms must acknowledge the matter budget before submitting invoices. If you select Yes next to Require Law Firm to Acknowledge Budget before posting invoices? the law firm must acknowledge the budget before the invoices is posted, or before the company makes any changes made to the budget. Companies must approve the budget before invoices can be approved. If you select Yes next to Require Company to Approve Budget before Invoices can be approved? the company must approve the budget before any changes can be made to the budget, or any invoices can be routed for approval. Any invoices submitted before the budget has been approved will be placed on hold. Over-budget auditing and phase-based budgets can be used. For more information and instructions on how to configure this option.
Status reporting default options	You can require status reports for all Matters on a monthly or quarterly basis.
Outside counsel evaluation options	In the Outside Counsel Evaluation Options section, select the frequency of evaluations and whether an evaluation is required after the matter is closed. To turn off the requirement for an evaluation survey at the matter level, select No for both options in this section. If you select Require periodically , the matter level evaluation requests are created and sent to lead in-house attorneys when the number of months from the setting (1,3,6, or 12 months) have passed since one of the following dates, whichever is the latest: The date when the periodic evaluation setting was enabled The date when the outside counsel evaluation setting on the firm profile was set to Able to be required . The last evaluation date, if there were previous evaluations The matter open date, if there were no previous evaluations If you select Require after matter closure , the evaluation requests are created and sent to lead in-house attorneys for matters closed after: The option was enabled, or The evaluation setting on the firm profile was set to Able to be required . The evaluation requests are created for lead or participant firms with invoices posted during the billing activity period.
Tracker Coordinators or Backup Coordinators can use the settings in this section to configure or restrict the fields available that will be visible to users working on matters associated with the current template. Company System Administrators can do the same configuration when creating a new matter type or cloning an existing one.
note
The checkboxes next to some fields in this section are disabled because they are required for the system to function properly and can't be configured.
Field Options Section
Task	Description
Showing or hiding fields	Select a checkbox in the Use column to the left of a field name to include it in the Matter Type (Template). note Deactivating a field deletes all related field data. Be aware that deactivating a field by unchecking it on the Matter Type-template page will delete all data that is stored in that field for matters assigned to that category.
Allow firms to view or edit fields	For each field, select one of the three radio buttons in the Firm Access column : View , Edit , or No Access . Selecting No Access prevents the firm from seeing the field in its Matter profile form.
Required of	For each field, select one of the three radio buttons in the Required Of column: Lead Entity (Firm or Co.) , Co. Only , or Not Required . Selecting Lead Entity (Firm or Co.) will make the field required for the lead firm if the Matter has one firm assigned as coordinating counsel. If the Matter has multiple firms with no coordinating counsel, or if it is an internal Matter, the field is required for the company. You can't select Firm Access: No Access and then select Required Of Lead Entity (Firm or Co.) . This would potentially result in the firm being required to complete a field that they can neither view nor edit.
Required after fields	This setting is available only for some fields. When it is available you can require action after a certain number of days. In some cases, you can require that the user provide information (such as a budget, reserve amount, or trial date) a certain number of days after the matter is created. This gives users time to assess the matter, or receive dates from the court, etc. In the field in the far-right column, in the days after matter creation field, specify the number of days to delay the requirement. Once the specified number of days has elapsed, if the field is still incomplete, the lead entity (firm or company) won’t be able to process invoices (post or approve) on the matter. An Action Items alert will be sent to the user responsible for completing the fields.
Reordering fields and relabeling of section headers	All fields within the matter type can be reordered via the drag and drop grip tape icons to be moved within the existing section or into a different section. In addition, the section names can be relabeled. The only exception is for the Partial Resolution/Closing Matter Section in which certain fields only appear in the respective matter profile once the matter is closed. Therefore, that section can't have any of its fields moved nor can that section’s label be changed.
When you have finished configuring the template, select
Save & Close
.

Edit a matter type template

Outside counsel evaluations

Enable or disable accruals from matter type templates

Download matter type spreadsheets