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Matters

Create a matter

Create and configure a new matter in Legal Tracker by selecting a matter type template and completing the required profile fields.
Company users with a matter role of Matter Creator or higher can create matters. The 1st step to creating a matter is to select a matter type template. The matter type template is a custom set of matter profile fields that apply to matters of a specific type. Select the matter type template before you can proceed to the next page.
note
Soft required fields must be completed before invoices can be posted for the matter. If you don’t complete the soft required fields on this page, Tracker generates a Profile Incomplete matter action item when those items become due.
  • If HighQ integration is set up for your company, matters can also be created in HighQ.
  • If you use iManage as your document management system, sign in to iManage using the link at the top of the page. The screen will display additional options for linking to iManage.
To create a matter:
  1. In the navigation, select
    Matters
    Create Matter
    . If the Create Matter option doesn't appear on your navigation pane, your system role doesn't let you create matters.
  2. Legal Tracker opens to the first of 2 pages in the matter creation process. Next to
    Matter Type (Template)
     choose
    Select
     and select the matter subtype from the list.
  3. Complete the remaining fields on page 1 of the New Matter page. The fields on this screen depend on the type of matter you are creating. Fields marked with an asterisk are required.
    Field
    Definition
    Firm Access
    Internal only
     company users can access the matter.
    A firm (or multiple firms with a coordinating counsel).
     This is for when 1 firm is working on the matter, or multiple firms with 1 lead firm coordinate the other firms' efforts. If you select this option, the lead firm will be the one who can enter any information that you're requiring from your outside counsel, such as status reports and matter profile information. Also, the firms will know that other firms are participating in the matter.
    Multiple firms with no coordinating counsel.
     This is for when you have multiple firms working on a matter but no leading firm - and you don't necessarily want the firms to know that there are other firms working on the matters. If you select this option, no one firm can enter status reports, and matter profile information and you can't require that type of information from your firms. Instead, company users will be responsible for the matter profile and status reports. Also, the firms won’t know whether other firms are also working on the matter.
    note
    Changing this setting can cause some matter profile data to be cleared, including all firm matter participants, or require that you enter additional data.
    Time-entry only
    Mark this checkbox if you want this matter to be a time-entry only matter. Timekeepers use time-entry only matters to record time that was spent on matters or tasks outside of Legal Tracker.
    note
    Each timekeeper needs to be invited to at least 1 Time-entry only matter.
     If timekeepers provide their time as a percentage, they must always allocate 100% of their time in the form provided. For this reason, Tracker Coordinators should invite each timekeeper to one or more Time-entries only matters. These special matters let timekeepers record the time that was spent on matters and tasks outside of Legal Tracker.
    Require firms to enter their law firm matter name?
    Select
    Yes
     if you want this to be a Consolidate Billing Matter.
    Does this matter belong to a matter group?
    Select
    Yes
     if you are going to add the new matter to a matter group.
    Limited Access Matter
    If you need to strictly limit user access to a matter, such as with an HR dispute, you can designate the matter as a Limited Access matter. Only those users who are specifically added to this matter will have access. Only Company System Administrators can access limited matters.
    Matters are always private in the sense that only matter participants may view, but this selection makes the matter extra private. By selecting yes, even a matter participant's delegate and those with special matter access can't view the particular matter. Leave this option cleared unless it is a particularly sensitive matter.
    Matter Currency
    Lets you select the currency type used for budgets, and the like, on this particular matter. Keep in mind that firms can still post invoices in any currency.
    Created Linked Legal Hold Matter
    Mark this checkbox if you are creating a matter that will link to one of the legal hold partner products.
    note
    If this option doesn't appear during matter creation, you may not have the necessary permissions to use this feature.
    Is this matter connected to a High Q site?
    Select
    Yes
     if this matter is linked to HighQ. You will be prompted to create a linked HighQ site or connect to a HighQ site that has already been created.
    note
    This option only appears if your organization is integrated with HighQ.
  4. On the toolbar, select
    Next
    .
  5. Complete the remaining sections on page 2 of the New Matter page. Fields marked with a black asterisk are required before invoices for this matter can be posted or reviewed.
    Company & Setup Section
    Use the fields in this collapsible section to specify information about the company.
    Field
    Definition
    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 invention name used by your company.
    The maximum number of characters that can be entered in this field is 3,000 characters.
    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.
    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.
    Organizational Unit
    The business unit or division, such as Human Resources, Manufacturing, or Finance, of your company that legal work is provided for.
    Practice Group
    The internal team in the legal department (for example, the Litigation team) that works on a matter.
    Matter ID
    The matter identifying number is created automatically.
    Purchase or Sale
    Use the
    Select
     button and select an option to identify whether this matter is related to a purchase or sale.
    Matter Information Section
    Use the fields in this collapsible section to define the details about the matter. The specific fields on this page depend on the matter subtype you selected on page 1.
    Field
    Description
    Template Type
    Substantive Law
    The area of law that applies to a matter. The list of substantive laws is created by your company's Tracker Coordinator.
    Use the Select button to open the list and select the option you want to apply.
    Litigation/Dispute
    Transactions & Deals
    Advice & Counsel
    Filings
    3rd Party Actions
    Miscellaneous
    Legal Center Template
    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.
    Use the calendar icon to select the date.
    Litigation/Dispute
    Transactions & Deals
    Advice & Counsel
    Filings
    3rd Party Actions
    Miscellaneous
    Legal Center Template
    Summary of Dispute (Cause of Action)
    A description of the matter. This is the description that displays in the matter profile and certain views and reports. We suggest you avoid copying the matter name. A useful, informative description is preferred.
    Litigation/Dispute
    Case Summary for Audit letter
    A brief description of the matter that your company can use in its audit letters.
    Litigation/Dispute
    Claims
    A brief description of the matter that your company can use in its audit letters.
    Litigation/Dispute
    Key Issues
    The primary issues affecting the resolution of a matter.
    Litigation/Dispute
    Transactions & Deals
    Advice & Counsel
    Filings
    3rd Party Actions
    Miscellaneous
    Adverse Firm(s) & Attorney(s)
    The adverse firms and attorneys. The maximum number of characters that can be entered in this field is 1,500 characters.
    Litigation/Dispute
    Transactions & Deals
    3rd Party Actions
    Country
    The country that applies to a matter. When the country is not
    United States
    , the
    State
     field is replaced with the
    Province/Region
     field.
    Litigation/Dispute
    Transactions & Deals
    Advice & Counsel
    Filings
    3rd Party Actions
    Miscellaneous
    State
    The state, province, or region that applies 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.
    Litigation/Dispute
    Transactions & Deals
    Advice & Counsel
    3rd Party Actions
    Court/Forum
    The state, province, or region that applies 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.
    Litigation/Dispute
    3rd Party Actions
    Trial Date
    The state, province, or region that applies to the matter. The
    State
     field is replaced with the
    Province/Region
     field with the
    Country
     field is set to a country other than the United States.
    Litigation/Dispute
    Case Number
    The claim or registration number for the filing.
    Litigation/Dispute
    3rd Party Actions
    Filing Date
    The date the complaint, application, or documentation was filed.
    Litigation/Dispute
    Filings
    3rd Party Actions
    Claim Number; Claim/Registration Number
    The claim or registration number for the filing.
    Litigation/Dispute
    Notes/Misc
    Use this field to provide additional notes or information about a matter.
    Litigation/Dispute
    Transactions & Deals
    Advice & Counsel
    Filings
    3rd Party Actions
    Miscellaneous
    Date Served
    The date papers, such as a summons, petition, or request for order, were served.
    Litigation/Dispute
    3rd Party Actions
    Date of Loss
    The date when the loss occurred.
    Litigation/Dispute
    Date of Notice of Loss
    The date the company received notice that the loss or damage occurred.
    Litigation/Dispute
    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.
    Litigation/Dispute
    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 the trial strategy memo, the file is not uploaded until after
    Save & close
     is selected.
    Litigation/Dispute
    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.
    Litigation/Dispute
    Custom Fields section
    If your organization has created custom matter fields, they appear in this section.
    Financial Information
    Use the fields in this section to set up financial information for the matter.
    Field
    Description
    Template Type
    Amount Claimed Against Company (Exposure)
    The total number of damages claimed (for example, in a complaint or crossclaim) 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 acceptable.
    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).
    Litigation/Dispute
    Company Liability Estimate
    Probable
     or
    Reasonably possible
    , you may be prompted to estimate the liability for this matter.
    If you select
    Yes
     for
    Is the amount of liability reasonably estimable?
    , additional fields appear.
    • Best estimate:
       Enter your best estimate of potential liability.
    • Range:
       Use the fields to enter minimum and maximum estimates of potential liability.
    If you select
    Remote
     no further action is necessary and you are not required to enter a dollar amount for estimated liability.
    note
    The order and sequencing of these selections is specified by the FAS 5 standard.
    Litigation/Dispute
    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.
    Litigation/Dispute
    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.
    Litigation/Dispute
    Amount Claimed by Company (Recovery):
    The total number of damages claimed, such as in complaint or crossclaim, by the company 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.
    Litigation/Dispute
    Company Recovery Estimate
    For Litigation/Dispute matters, the total case 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 case or cash-equivalent amounts (including future amounts) to be received by the company in a 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.
    Litigation/Dispute
    Estimated Timing of Resolution
    The phase during which a matter will most likely be resolved.
    Litigation/Dispute
    Estimated Date of Resolution:
    The estimated date a matter will be resolved. Contract your Tracker Coordinator if this field doesn’t apply to a matter. Select
    View/edit details
     if you want to add or change information about this date. For example, you can add a comment.
    All template types
    Invoice Processing Information Section
    Field
    Definition
    Invoice Approval Route
    The chain of individuals responsible for any invoices that are posted for approval to the matter. Use the Select button to locate and select the invoice approval route for the matter.
    AP Route
    AP routes determine how approved invoices are delivered to the AP department. Use the Select button to locate and select the AP route for the matter.
    Pre-Configured Allocation
    A pre-configured allocation makes it possible to select accounting code allocation strings that are proper 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 pre-configured allocation or the values used for the default accounting code allocations at any time. Allocations from previously submitted invoices are not affected.
    Use the
    Select
     button to locate and select the allocation to use.
    Default Accounting Code Allocations
    Use the fields in this section to define the default percentages to be allocated to accounting codes for this matter.
    UTBMS Audit Set
    Select the UTBMS audit set to apply to this matter. You can have multiple audit sets and can apply a particular audit set to a matter, depending on the UTBMS guidelines you want to apply. Select the
    Select
     button and use the window that opens to find and select the audit set you want to use. If only 1 audit set is defined, it is named
    Primary
     by default.
  6. Other fields may be available on this page, depending on whether any integrations are configured for your company.
    • To create a traditional hourly billing matter, complete the
      Budget
       tab, leaving
      Standard Hourly Rates
       as the default Fee Arrangement.
    • If you integrate Tracker with HighQ, you have the option to link the matter to a HighQ site.
    • If you use iManage to manage documents, select a button next to
      Do you want to link the matter to an iManage workspace?
       and select a button to specify whether you want to connect to an existing workspace or folder, or create a new workspace. Once the matter is saved, the matter's
      Profile
       tab will display a new field,
      Documents & Collaborations
      .
  7. On the toolbar, select
    Save & close
    .
Time-entry only matters
If you are creating an administrative (time-entry only) matter, select the matter type template. Before advancing to the next screen, check the
Time entry only
 checkbox in the
Firm access
 section.
When the matter is complete, you can use the
Participants
 tab on the matter profile to add the timekeepers who will have access to bill time to this time-entry only matter.
Next Steps
  • If the matter will be associated with alternative fee arrangements (AFAs), you can add these to the matter on the
    Firms
     tab once the matter is created and saved.
  • You can add participants to matters from the
    Participants
     tab once the matter is created and saved.
  • If you want to create “smart matters”, you can set up conditional logic fields. In smart matters, Tracker automatically populates matter profile fields based on the conditions you set up.

This article applies to:

  • Product: Legal Tracker
  • Subject: Matter,Setup
  • Audiences: Company