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Matters

Creating High Q-integrated matters

Tracker matters can be linked to HighQ sites. Users with the role of Matter Creator or higher can create a new HighQ site for a new matter, or link the matter to an existing HighQ site. When there are matters linked to sites, the Matters List page shows which matters are linked to HighQ sites, and the profile page for a linked matter provides a link to the HighQ site on the matter's
Profile
tab.
Required role | Matter Creators and Company System Admins who also have HighQ site admin or system admin privileges (must have the same email address in both systems.)
note
HighQ integration must be enabled for your company and configured in Legal Tracker.

Linking a New Tracker Matter to an Existing HighQ Site

You can link Tracker matters to any HighQ site that you have already set up. A HighQ site is simply a collection of files and folders that can be organized to according to your needs and preferences. Tracker does not impose any limitations on the HighQ sites that it links to, and you should keep this in mind when creating linked matters.
Because HighQ sites can be organized in any way that you choose, it is up to you to determine the most logical site in which to place your Tracker matters. For example, if you have a HighQ site that you use to manage contracts, there is nothing preventing Tracker from establishing a link between a Tracker matter and that site. A better solution would be to set up sites specifically for matters.
To link a new Tracker matter to an existing High Q site:
  1. In the left navigation, select
    Matters > Create Matter
    .
  2. Complete the New matter – (options) page. Fields marked with a red asterisk (*) are required.
    Field Help
    Field
    Definition
    Firm Access
    Internal Only Company users can access the matter.
    One firm (or multiple firms with a coordinating counsel).
     This is for when one firm is working on the matter, or multiple firms with one 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 lead 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 cannot require that type of information from your firms. Instead, company users will be responsible for the matter profile and status reports. Also, the firms will not 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
    Check this box 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 Tracker.
    note
    Each timekeeper needs to be invited to at least one 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-entry only matters. These special matters allow timekeepers to record the time that was spent on matters and tasks outside of 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 cannot view the particular matter. Leave this option unchecked 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.
    Create Linked Legal Hold Matter
    Check this box if you are creating a matter that will linked to one of the legal hold partner products.
    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 appears only if your organization is integrated with HighQ.
  3. Click
    Next
    .
  4. Next to
    Do you want to link the matter to a HighQ site?
    , select
    Yes
    .
  5. Select
    Connect to an Existing Site
     and click
    Select
    .
  6. The new page that opens shows the sites that are available to connect to and any currently connected sites. The sites in the list that appears depend on the sites you have access to.
  7. In the
    Available sites to connect
    box, check the boxes next to sites to which you want to connect the matter.
  8. Click
    Connect to site
     The sites you select move to the
    Connected Sites
     box.
  9. Click the
    Save
    button.
  10. On the toolbar, select
    Save & close
    .

Creating a New Tracker Matter and HighQ Site

The new site is created in HighQ based on a generic matter site template. By default, the new site name would be Matter ID-Matter Short Name.
note
Although Tracker permits special characters in short matter names, HighQ does not.
To create a new Tracker matter and HighQ site:
  1. In the left navigation, select
    Matters > Create Matter
    .
  2. Next to
    Matter Type (Template)
    , click the
    Select
    button. On the dialog that opens, click the matter type template that you want to use.
  3. Next to
    Do you want to link the matter to a HighQ site?
    , select
    Yes
    .
  4. Complete the requested information on the New matter – (options) page. Fields marked with a red asterisk (*) are required. You must specify at least a matter type template to continue.
    Field Help
    Field
    Definition
    Firm Access
    Internal
     Only Company users can access the matter.
    One firm (or multiple firms with a coordinating counsel).
     This is for when one firm is working on the matter, or multiple firms with one 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 lead 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 cannot require that type of information from your firms. Instead, company users will be responsible for the matter profile and status reports. Also, the firms will not 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
    Check this box 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 Tracker.
    note
    Each timekeeper needs to be invited to at least one 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-entry only matters. These special matters allow timekeepers to record the time that was spent on matters and tasks outside of 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 cannot view the particular matter. Leave this option unchecked 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.
    Create Linked Legal Hold Matter
    Check this box if you are creating a matter that will linked to one of the legal hold partner products.
    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 appears only if your organization is integrated with HighQ.
  5. Select
    Create a New HighQ Site
     and type a name for the site in the
    New site name
     field.
  6. On the toolbar, select
    Save & close
    .
Cloning HighQ-Linked Matters
If your matter role is Matter Administrator, you can clone matters in Tracker that are linked to a HighQ site. Cloned Tracker matters connected to linked HighQ sites retain their site links and the HighQ sites are copied from the original matter.
To clone a Tracker matter that is linked to a High Q site:
  1. Select Select
    Matters
    >
    Matter list
     in the left navigation.
  2. Locate the matter you want to clone in the list and click the clickable name to open it.
  3. From the toolbar, select
    Clone
    .
  4. In the
    Clone Matter Options
     section, check the
    Copy HighQ sites
    checkbox.
  5. On the toolbar, select
    Save & close
    .
When you save the cloned matter, you cansee the HighQ sites from the original matter linked to the newly created matter.
Closing HighQ-Linked Matters
Company matter administrators and HighQ site administrators receive notifications when a matter is closed that is attached to a HighQ site.
When you close a HighQ linked matter, Tracker displays a reminder that there are linked HighQ sites.To verify that you want to close the linked matter, click
OK
.
The HighQ site owner also receives a message in HighQ that a matter linked to the site has been closed.

Viewing HighQ Sites Connected to a Matter

To see which matters are linked to HighQ matters, select
Matters > Matter List
 in the left navigation. Under the Has linked sites column, a checkmark appears next to the matters that are linked to HighQ sites.
You can sort this list by column or filter it using a matter search.

Quick Access to the Tracker Matter from HighQ

When a Tracker matter is linked to a HighQ site, a link to the matter is available as an external link in HighQ from the site. This Matter link is created automatically created when you create a new connected site, or when you link matters to existing sites. To open the Tracker matter from HighQ, select
Matters
from the HighQ main menu toolbar. The Legal Tracker matter opens in a new browser tab.
This functionality must be enabled in HighQ (
Site Settings > Site Navigation
 >
Custom site navigation
).
note
Site and matter permissions are managed independently in each application:
  • Users with access to the HighQ site will be able to see the links to all matters connected to the site regardless to the matter permissions in Tracker.
  • Tracker security permissions will come into effect when the matter is opened in the new tab. Users without permissions to see the matter will not be able to do so.

This article applies to:

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