Matter and Project Management

The following is an introduction to one of the modules in Matteroom: Matter and Project Management.

Matter Management

Lawyers can quickly create, edit, and search for matters, as well as manage matter progress and assign tasks based on milestones.

Create and Edit Matter

1. Click on "Matter" in the navigation bar to go to the matter list page of the system.
2. Click "Create" to create a new matter. Fill in the client, basic matter, and participant information in the pop-up "New Matter" box as prompted. Please note that fields with an asterisk (*) are mandatory.
3. Fill in the client name. If multiple clients are involved, click the "+" button to add more clients.
4. Engagement Entity: Enter the relevant information in this field.
5. Minimum Billing Increments: This option is selected by default if it is set in the timesheet settings. You can uncheck the box next to "Settings" if necessary.
6. Reference Matter No.: If the matter is recorded and managed on another platform, you can add the reference matter ID here for easier tracking and management.
7. Related Matters: Click the "+" button to add related matters created in Matteroom.

Participant Information

In the participant section, add the responsible lawyer (In-Charge), co-working lawyers (Co-Working), client management lawyer (Client Mgmt), and billing lawyer (Billing Lawyer).

• In-Charge: The lawyer responsible for the matter.
• Co-Working: Lawyers assisting with the matter.
• Client Mgmt: The lawyer who introduced the matter.
• Billing Lawyer: The lawyer responsible for managing billing with the client, which can be the same as In-Charge. Secretaries of the In-Charge and Billing Mgmt can also create bills. However, when a bill is prepared by a secretary and submitted for approval, the Billing Mgmt is the approver.

Save and Submit

• Click the "Save" button to save the matter as a draft by default.
• Click the "Submit" button to submit the matter as a submitted status.

Notes

• "Participants Only" is visible by default. You can select the "Public" option if needed.
• Matters can be linked to other matters.
• Attachments can be added.
• Turning on the "Required Fields" switch will display only the required fields on the page.
• Matters are saved in draft status by default and can be reviewed and updated before submission.

Matter Details

• Click on a draft matter in the matter list, and it will open in a new window. You can review matter details in the "Details" tab. Click the pencil icon to update field information.
• Click the "Submit" button in the top-right corner of the matter window to submit the matter. If the field is locked (indicated by a lock icon), it cannot be updated, such as the client name.

Matter Approval Process

• The In-Charge will receive a notification after the corresponding matter is submitted. They will review the matter in the "Details" tab by clicking on the matter in the list.
• Click the "Approve" button, which will automatically generate a matter number. The matter will be approved upon confirmation, with the status updated to "Active," and the matter list status will be updated accordingly.

Clone Matter

• Select the "Clone" option from the drop-down menu of the matter to quickly clone a matter. Review and update the matter information in the new matter form as needed, then save or submit.

Archive Matter

• Click the "Archive" button in the top-right corner of the matter window to archive the matter.

Deactivate Matter

• Click the "Deactivate" button in the top-right corner of the matter window and confirm to deactivate the matter. The matter status will be updated to "Inactive."
• The system administrator can click the "Convert to Active" button to reactivate the matter.

Add Milestone/Task

• Click the "Add" button in the Milestone tab to create a new milestone. The new milestone will be created and displayed in the milestone list. Click the pencil icon to edit the milestone name, and select the desired due date from the calendar.

Billing Information

• Review timesheet information, unbilled amounts, aged balances, and budget from the "Dashboard" tab.