Intaking and managing matters is one of the core features of Lexicata. Our contact management and CRM features are great for tracking relationships with clients, partners, and colleagues, but our matter management features provide an additional array of functionality to help you manage client intake, collect and store data, generate reports, and more.
The matter page is the primary place where data is stored and where all the actions will take place related to each client. You can create unlimited matters in your account, track each matter's status through the pipeline, and use a variety of other features related to matters in order to help streamline your workflow.
Users can collect information pertaining to the matter, take notes, send templated emails, generate online intake forms and e-signable documents, schedule appointments, trigger email campaigns, and more.
Sections of the Matter Page
Below is a summary of each of the main sections within the matter page:
The matter details section is in the top left area of the page. It contains all of the basic information about the legal issue or case, such as the description, location, value, and any custom fields. It will also show which user is assigned to the matter, when the matter was created, as well as the current status of the matter.
Custom fields allow you to customize the information you want to capture about your matters.
For example, if you are a DUI defense attorney, you might want a custom field to track the "BAC" of a potential client. If you're an estate planning attorney, this field would be pretty useless for you, but a "Net Worth" field might be extremely useful.
This is the power of matter custom fields. You can use them to make Lexicata custom fit the needs of your practice when it comes to the data you want to capture about your clients and matters. Below is an example of how your custom fields would appear on the matter page.
Learn more about custom fields in our Custom Fields Feature Guide.
In the contact details section, you will see a list of all the contacts that are associated with the matter. Each matter must have at least one contact. You can also add additional contacts to a matter by clicking the "Add contact" link in the lower left.
Each contact will be displayed on a separate contact card which includes their basic contact information (i.e. primary phone, email, and address). It also has their contact type, lead source, and referral relationship, as well as the ability to manage their tags.
You can click the contact's name to view their full contact page, which has the rest of the information associated with them, such as custom fields and notes.
The Workflow is where all the action happens related to your intake and matter management processes. From the workflow you can create tasks, schedule emails, schedule appointments, prepare and send out intake forms, and draft documents and send them for e-signature.
You can also create pre-defined workflow templates to standardize your processes and keep everyone at your firm organized and on task.
Each workflow item will have details about the item itself, including what type of item it is, a status to indicate whether it has been completed or not, and an "Options" button where you can take further actions.
Adding items to your workflow is incredibly easy - you can either add a single item or a template by choosing an item from either of the dropdowns, as shown below.
You can learn more about workflows in our Workflow Feature Guide.
The notes feature allows you to quickly jot down information about a matter and save it under the matter page page. Notes are typically used to keep track of interactions you've had, such as meetings or phone calls, and also to share any important details with other users at your firm, since the notes are shared and viewable by all users in the account.
Also, keep in mind that there are two different types of notes - matter notes and contact notes - depending on where the notes are saved and what they are regarding. Learn more in our Notes Feature Guide.
From the emails tab, users can draft and send out emails to any of the contacts on the matter. emails can be typed out manually or automated using any of the "other email templates" which are managed in settings.
Emails which have been sent out previously will also be displayed so that all users have a record of the email correspondence sent out from Lexicata so far.
The Files tab within the matter page is the central location where all files related to the matter are stored. The types of files which will appear in the Files tab include:
- File Uploads: These are files that are uploaded directly into the matter page by a user
- Submitted Forms: These are PDF versions of intake forms that have been submitted on the matter
- Intake Form Attachments: Any files that were uploaded to a submitted intake form will also be stored in the files tab
- Submitted Documents: These are PDF versions of the E-Signed documents that were prepared and signed on the matter
- Non-signable Documents: These are finalized PDF versions of documents which were drafted using Lexicata templates, but which were designated as not e-signable and therefore did not go through the HelloSign integration
The timeline feature will allow you to easily see which actions have occurred regarding a matter. The Timeline is broken up into two sections depending on the timeframe: Past and Upcoming.
The timeline feed includes activities such as emails that were sent, notes that were added, tasks that are due in the future, updates to the matter status, actions taken by users, and more.
Updating Matter Information
Often times details regarding a matter will change and will need to be updated. This can be done directly on the matter page. The items that can be updated by clicking the "matter options" dropown at the top right of a matter page. The matter details include:
- Matter Type
- Matter Source
- Assigned To
- Matter label
- Custom fields
- Primary contact
- Additional contacts
The Workflow is the most important aspect of any matter page. This is where most actions between the contact and firm will take place. The actions that can take place in the workflow include:
- Scheduling Emails
- Scheduling Appointments
- Preparing Forms
- Preparing Documents
- Creating Tasks
For a more indepth review of the features of the workflow items please read our guide on Workflows & Workflow Templates
How matters work with Clio
If your firm works with Clio then the concept of matters is a familiar one. Lexicata Integrates directly with Clio and can export your matters into Clio so that the transition between pre-retention and post-retention is flawless.
When the intake process has been completed in Lexicata you can use the export feature to send the Matter to Clio along with all the matter details, documents, forms, notes and contacts.
When exporting to Clio a pop-up will arise where you can customize and designate certain fields before the matter is sent to Clio:
- Relationships: Additional contacts can be given a relationship to the primary contact so that they can be linked in Clio
- Matter Description: A Clio matter description is required. There is a 255 character limit on the description of the matter
- Matter Status: There are three options; Open, Closed and Pending
- Practice Area: List of customized practice areas. This list is pulled from Clio and has no correlation to your Matter Types in Lexicata
- Responsible Attorney: List of Clio users to be assigned as responsible attorney
- Orginating Attorney: List of Clio users to be assigned as originating attorney
- Location: List of customized locations from Clio
- Billing Method: The desired method of billing for the matter in Clio
When the matter is successfully exported to Clio you will be able to continue your matter in Clio. However, if there is any information that gets updated in Lexicata you can always re-export the matter. When the matter is re-exported on the new and updated information will take effect in Clio. Lexicata and Clio does not currently support automatic sync (if you update a matter in Clio post-export it will not automatically update anything in Lexicata).
Exporting Matter Info
Beyond exporting to Clio users can also export their individual matters to a CSV file. CSV files are a standard way to import/export data between different software platforms. If you use a Case Management platform that we do not currently integrate with then exporting your matters to CSV file will be the most convenient way of delivery the data from Lexicata to your case management account.
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