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Status Reports and Notes
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This article applies to:

  • Product: Legal Tracker
  • Audiences: Company

Requiring Status Reports

Whenever a matter is created on Tracker, the company user creating the matter must specify whether monthly or quarterly status reports are required. This option can be changed at any time during the life of the matter. Status reports can be submitted for matters even when they are not required.
  1. Select
    Matters
    >
    Matter list
     in the left navigation.
  2. In the list of matters, locate the matter you want to work with and click its hyperlinked name to open it.
  3. Click
    Status
    .
  4. Next to
    Status reports are required
     click
    Edit
    .
  5. Under
    Status Report Options
    , select an option.
  6. On the toolbar click
    Save
    .

Who submits status reports?

This table specifies which users are responsible for submitting a required status report.
Type of Matter
Persons Responsible
Internal
Any company user that is a direct matter participant or a delegate of a direct matter participant and has a matter role of Matter administrator or Matter editor
External
One firm
Online
Any firm user of the lead firm that is a matter participant with a matter role of Matter Administrator or Matter editor
External
One firm
Offline
Same as Internal
External
Multiple firms
Online
Same as Internal
External
Multiple firms
Offline
Same as Internal

Setting the Status Report Requirement on the Matter Type Template

  1. Select
    Settings
    in the left navigation.
  2. In the
    Matters Setup
     section, select
    Matter Type-Templates & Matter Setup
    .
  3. Click the matter type template name to edit it.
  4. In the
    Setup Options
     collapsible section, next to
    Status Reports - Required of Lead Entity (Firm or Co.)
     select a radio button to specify a requirement:
    • Select the
      No
      button to disable the requirement.
    • Select
      Monthly
      to require status reports to be submitted monthly.
    • Select
      Quarterly
      to require status reports to be submitted quarterly.
  5. On the toolbar, select
    Save & close
    .

Due dates for status reports

Status reports can be submitted at any time, regardless of whether a status report is required. However, if status reports are required, a new status report will become due monthly or quarterly. The exact due date is specified in your company's calendar of events.
Example: Status reports are required quarterly, the first month of the company's fiscal year is September, and status reports are due five days before the end of the quarter. In this situation, status reports are due on November 26, February 24, May 27, and August 27.
An Action Items alert notifies users when a status report is due. An email message might also alert users, depending on their preferences for email alerts. Eleven days after the status report becomes due, the Action Items alert changes from Due to Overdue and shows the number of days that it is overdue (for example on the twelfth day it will show 2 days late). User will not receive a second email notice after the 10th day (i.e. they will only receive one email notice, which is sent on the day the status report first becomes due).

Effect of overdue reports

Company matter participants receive a notice on their Action Items (and via email if activated) when a status report is due, but there is no other effect in the system.
If a lead law firm is responsible for a status report, the lead law firm will not be able to post an invoice to the matter until the status report is submitted. This does not prevent secondary firms in the matter from posting invoices.