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This article applies to:

  • Product: Legal Tracker
  • Subject: Documents,Integration,Matter
  • Audiences: Company

Creating and Working with iManage Documents

If you use iManage as your document management system, you have additional options when creating a new matter.
When there are documents that are associated with iManage, the integrated iManage work panel is available on the matter's
Documents
tab.

Creating a New Matter and iManage Workspace

  1. In the left navigation, select
    Matters > Create Matter
    .
  2. If you are not already signed in to iManage, select the link at the top and enter your iManage credentials.
  3. In Tracker, on the page 1 of the New Matters dialogue, select
    Yes
    next to
    Do you want to link this matter to an iManage Workspace?
    .
  4. Select
    Create a new iManage Workspace
    .
  5. Complete the remaining fields on page 1 of the New Matter page. Fields marked with an 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.
    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.
  6. Click
    Next
    .
  7. 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.
    Field Help
    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 full invention name used by your company.
    The maximum number of characters that can be entered in this field is 3000 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 a sale.
    Matter Information Section
    Use the fields in this collapsible section to define details about the matter. The specific fields on this page depend on the matter sub-type you selected on page 1.
    Field
    Description
    Template Type
    Substantive Law
    The area of law applicable 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 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 1500 characters.
    Litigation/Dispute
    Transactions & Deals
    3rd Party Actions
    Country
    The country applicable 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 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.
    Litigation/Dispute
    Transactions & Deals
    Advice & Counsel
    3rd Party Actions
    Court/Forum
    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.
    Litigation/Dispute
    3rd Party Actions
    Trial Date
    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.
    Litigation/Dispute
    Case Number
    The claim or registration number for the applicable 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 applicable 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 on which 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 clicked. 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 a trial strategy memo, the file is not uploaded until after
    Save & close
     is clicked.
    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 amount of damages claimed (for example, in a complaint or cross claim) by the opposing party in a matter. Do not 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 parenthesis. 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 does not 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 amount of damages claimed, such as in a complaint or cross claim, by the company in a matter. Do not 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 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 does not 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.
    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. Contact your Tracker Coordinator if this field does not apply to a matter. Click
    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 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 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. Click the
    Select
    button and use the window that opens to find and select the audit set you want to use. If only one audit set is defined, it is named
    Primary
    by default.
  8. On the toolbar, select
    Save & close
    .
On the matter's
Profile
tab, a message in the
Documents & Collaborations
section indicates that there are iManage workspaces.
Select the
Documents
tab to see the linked workspaces.

Linking a New Matter to an Existing iManage Workspace

  1. In the left navigation, select
    Matters > Create Matter
    .
  2. If you are not already signed in to iManage, select the link at the top and enter your iManage credentials.
  3. Complete the remaining fields on page 1 of the New Matter page. Fields marked with an 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.
    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.
  4. Click
    Next
    .
  5. Next to
    Do you want to link this matter to an iManage Workspace?
    , select
    Yes
    .
  6. Select
    Connect to an existing workspace or folder
     and click
    Select
    .
  7. The list of your iManage workspaces appears.
  8. The
    Available workspaces and folder to connect
    box on the left shows the available iManage workspaces and folders. Check the boxes next to workspaces you want to o connect to the matter.
  9. Click the right arrow. The sites you select move to the
    Connected workspaces and folders
     box.
    tip
    If you want to disconnect a workspace from a matter, check the box next to the workspace in the
    Connected workspaces and folders
     box and click the left arrow.
  10. Click the
    Save
    button.
  11. Complete the remaining fields for the matter.
  12. On the toolbar, select
    Save & close
    .
The completed matter's
Profile
tab will indicate that there are linked workspaces and you can select the
Documents
tab to see the workspaces connected to this matter.

About the iManage Embedded Workspace

When there are iManage documents associated with a matter, you can select the
Documents
tab to see details. The iManage embedded workspace lets you manage workspaces and folders without having to leave Tracker.
note
iManage is a separate application from Legal Tracker. For help with using iManage, you can select the help icon on any iManage screen to open the online help.
If there are linked workspaces, a list appears in the lower half of the page.
  1. You can select a folder or the
    View iManage documents
    button to open the window in iManage to manage your documents.
  2. You can select
    Manage linked iManage Workspaces
     to return to the matter profile, where you can add or remove iManage workspaces from matters.