Matters Flashcards
Matter
A legal case. They can be proceedings, actions, lawsuits, disputes, and many other types. The terms matter and case are generally interchangeable
Filtering
You can also search Matters by filtering. The filter option is found on the right side of the main Matters list. For example, you can use a Custom Field filter on you Matter list to identify all Matters with a specific Judge.
Matters have 3 statuses
- Open- These are cases that a firm is actively working on. It is also the default status of a created Matter
- Pending- These may be at a stage between Open and Closed, or can be prospective Matters that aren’t fully realized (a firm might be developing the client)
- Closed- These are cases that the firm is not working on any longer. The Matter is settled or the settlement has been agreed upon, etc.
Matters can have 3 types of billing:
- Hourly-Clients are charged on a per hour basis for the work that a firm performs. Selecting the “Hourly” option allows you to record Time Entries with client, Matter, and activity specific rates
- Flat Rate-Used where legal services are paid at a flat rate, regardless of the hours worked. Time entries can be created on the Matter to track work, but Clio won’t calculate hourly charges
- Contingency (Boutique and Elite subscriptions)- Used for Matters where a client only pays where there is an award or settlement at the successful completion of a case. For example, personal injury
*The billing type is assigned when creating or editing a Matter
Creating Matters
Matters can be created in multiple areas including:
- Matters listing page
- Global Create button
Another option is going to the Contact card for the person who will be the client and under Matters, click the “New” button. This is a great workflow because it ensures that you’ve checked that the Contact has been created and is the appropriate person or company. This helps to prevent Contact and Matter duplicates
Matter Permissions
You can assign a Matter to a certain individual, everyone in your firm, or a specific Group. If you are not included in the permission group, you will not be able to find this Matter
Note:
- Administrators can assign permissions to a Matter, and create and edit groups
- Non-Administrators can assign permissions to a Matter
Group permissions allow you to specify a group of users who can view a particular Matter. To create a group you can click on the “Add a Group” link in the Edit Matter form, or go to your Clio Settings panel and click on “Groups, Permissions, and Job Titles” in the System column; then click the “Add” button
When you add a group to a Matter Permission, you will see the group name noted in the Matter Details.
To assign the matter permission, locate your Matter and click the “Edit” button. Find the “Permissions” section and select the permission option that you require
Matter Practice Areas
Clio accounts are pre-loaded with practice areas that you can assign to your matters. You also have the ability to add, edit, or delete practice areas in your account to better suit the areas of law that you firm focuses on.
On the Matters page there is a specific column for Practice Areas which makes it easy to sort your matters by practice area. They can also be used to filter with when generating different Reports in Clio. You can update and edit your practice areas in the Settings page in the Practice section
Matter Dashboard
Once a Matter is created, you will be routed to a homepage like an example below. We call this the Matter Dashboard.
Your can think of the Dashboard tab as being a high-level detail page for a specific Matter. Any time you click on the link of a Matter Number, it will bring you to this tab first.
Pages for individual Matters have tabs across the top to organize information about the Matter. The Dashboard itself is sectioned into cards: Financial, contact, Details, Custom Fields, and Timeline
Financial Card
Found towards the top, the Financial card offers a quick summary of the most important financial information such as the client’s outstanding balance (accounts receivable), total time and expenses, the amount of trust funds held, and the status of the Matter’s budget (if applicable)
There are quick action buttons also available to initiate a new quick bill or to add any time or expenses to the Matter
Matter Contacts Card
The Contacts card sits on the right side of the screen and identifies the Client on the Matter, as well as other parties listed as being related to it in some way.
Related contacts can be added using the “Add Related Contacts” button. Clicking the name of a contact in this area will generate a pop-up window with their details.
Matter Details and Custom Fields
The Details card shows all fields that are available when the Matter was being created, along with their contents.
For Custom Fields, the first 12 will display. This can be adjusted by re-ordering the fields in the Custom Fields Settings.
Firms on our Boutique, Elite, or those in our EU region will also have the option to view their custom fields in the Custom Fields tab. This will only appear if you have more than 12 custom fields on the matter
Matter Timeline
The last card we’ll look at is the Matter Timeline (also known as the Firm Feed). You will find this on the right side of your screen under the Contacts card.
The Matter Timeline displays all Matter specific actions (create, edit, delete) that have taken place with a timestamp. Users can choose to hide the firm feed in their account through their Settings. Users can also use the filter to search for a specific action that may have been taken and then export the information.
Matter Tabs
Each Matter has the same string of tabs that run across the top of the page. The tabs group certain types of info together in a clear and organized manner. Let’s break down what kind of information you can expect to see in each one. Bear in mind that certain tabs may or may not be visible depending on the user permissions you have.
- The Custom Fields tab (Boutique, Elite, and EU) will show all the custom fields on a matter if there are more than 12. Fields will be grouped in sets and can be hidden or displayed as per your preference
- The Activities tab will show all the Time and Expenses recorded on the Matter thus far. New entries can also be created from here
- The Calendar tab lists all Events linked to this Matter. New Events can also be created from this area and will be automatically linked to the Matter
- The Communications tab shows any Email/Phone Logs and Secure Messages that are linked to the Matter. Logs and Messages can be created or acted on here
- The Notes tab allows the firm to see and record any Notes on the Matter. This area is flexible and can be used in any manner the firm chooses
- The Documents tab shows all files and documents saved for this Matter. If you’ve connected a Document integration (ex: Dropbox) you will be able to tab over to the integration tab to view the relevant files. Further actions can be taken on Documents from here as well
- The Tasks tab shows all Tasks linked to this Matter, with overdue and incomplete Tasks at the top. It also allows firms to create new Tasks to be linked to the Matter
- The Bills tab shows all Bills that have been created for the Matter in the status of Draft, Awaiting Payment (approved), Paid, and Void. Bill actions can be taken here. You must have the “Billing” Permission granted to be able to view this tab
- The Transactions tab shows Operating and Trust transactions linked to the Matter and allows firms to create or manage their Transactions here. These may be deposits, payments, or disbursements. You must have the “Accounts” permission to view this tab
- The Clio Connect tab lists resources from this Matter that have been shared via Clio Connect. This can be Tasks, Calendar events, Bills, Documents, and more
Editing and Deleting Matters
can be initiated from 2 places:
- While viewing a Matter card
- While viewing the Matters list on the Matters tab
Updating Matter Status
The status of a Matter can be updated in multiple ways:
- changing the status in the Matter edit screen
- changing the status from the main Matters list
- changing the status from the Matter Dashboard
