Managing and intaking new matters is a core feature of Lexicata. You can create unlimited matters in your account with the goal being to move a matter through your pipeline to the point where the matter becomes a retained client.
A matter is the primary location where all actions will take place concerning a contact’s inquiry with your firm. Each matter must have at least one contact.
From the matter page the users can collect information pertaining to the matter, take notes, send emails, forms and documents to the contact and much more.
Features of the Matter Page
There are several actions that a user can take from a matter page which are described in detail below:
- Matter details: The matter details are the most basic details relating to the case
- Matter Type: a categorization of the type of matter (e.g. Bankruptcy Chapter 7, Draft a Will, DUI, etc).
- Matter Status: The stage of the pipeline the matter currently resides (e.g. Intake Form Sent, Consult Conducted, Waiting on Retainer, etc)
- Assigned to: The users that are currently assigned to the matter. Assigned users will receive email notifications regarding the submission of items on the matter
- Description: A general overview of the potential legal issue or circumstance
- Location: A customized list of locations. This can be organized by cities, country, states or courthouse, or any combination thereof.
- Value: An estimated value of the matter to your firm. This is used to create a pipeline value and other metrics.
- Contacts: A list of contacts that are associated with the matter. Each matter must have at least one contact. The contact section will only display the main contact details including the contact type, source, tags, email address, phone numbers and physical address. To view all contact custom fields, navigate to the contact page.
- Custom Fields: If there are data points that you want to collect that are not already collected in the default fields than they can be captured in Custom Fields. All of the custom fields related to the matter will display in this section.
- Workflow: The Workflow is the backbone of any matter page. This is where the majority of actions to be completed will take place. From the workflow you can create tasks, schedule emails, schedule appointments, prepare forms, and prepare documents.
- Notes: The notes section is used to store all the notes related to this specific matter. Users can add as many notes as they would like and can edit previously-made notes as well.
- Emails: Users can send newly drafted emails directly to the contacts on the matter or they can use any of their "other email templates" to automate the drafting of their emails.
- Files: The Files tab is the central location where files related to the matter are stored. The types of files include:
- Uploaded files: These are files that are uploaded directly by the user into the matter
- Submitted Forms: These are PDF versions of intake forms that have been submitted on the matter
- Attached Files from Forms: Any files that are uploaded on an intake form will also be stored in the files tab.
- Submitted Documents: These are PDF versions of the E-Signed documents that were prepared on this matter
- Timeline: The timeline feature is a historical record of all the actions that have taken place on the matter. The Timeline will display all emails drafted and sent from the matter page, notes, appointments, tasks and numerous other actions that have taken place on the matter. The Timeline is broken into two portions: Past and Upcoming.
Editing 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.