Client & Matter Management — User Manual
Audience: Reception, legal secretaries, candidate attorneys, attorneys, and practice administrators
Version: 1.0 — April 2026
Module: Mod-Client-Matter-Manager
Table of Contents
- Introduction
- Clients & Matters Explorer
- Creating a Client
- Creating a Matter
- Client Editor
- Matter Editor
- Court Selection
- Matter Notes and Matter Files
- Matter Trust Actions
- Reports and Related Windows
- Troubleshooting
1. Introduction
The Client & Matter Management module is the operational centre for opening, maintaining, and reviewing legal files in the application.
It is used to:
- create and maintain client profiles,
- create and update matters linked to clients,
- assign contacts and parties to matters,
- track legal context such as court, case number, and opposing party,
- launch linked operational windows such as notes, invoices, postings, and matter files,
- record matter-scoped trust deposits and disbursements from context actions.
This module also drives the application's selected matter context, which other modules use to load the correct matter-specific data.
2. Clients & Matters Explorer
Open Clients & Matters from the Clients menu or the main toolbar.
This window is the primary tree view for browsing all clients and their matters.
Main layout
| Area | Purpose |
|---|---|
| Header | Title and high-level module identity |
| Search row | Search field, clear button, and ＋ New Client |
| Toolbar row | Refresh, reports, notes, invoices, postings, expand/collapse |
| Explorer tree | Client and matter hierarchy |
| Status bar | Counts, user name, and database connectivity indicator |
Selecting a client or matter here updates the shared selection used by other windows such as the Matter Editor, Evidence windows, and Notes.
2.1 Search and Navigation
Use the search field to find records by:
- client name,
- matter number,
- identifiers.
The search is debounced, so the tree refreshes shortly after you stop typing. Use the ✕ button to clear the search and reload the full list.
Use Expand All and Collapse All to navigate large client portfolios more quickly.
2.2 Toolbar Actions
The toolbar provides matter-context shortcuts:
| Button | Purpose |
|---|---|
| Refresh | Reload the explorer data |
| 📄 Reports ▾ | Open summary or detailed reporting for the selected matter |
| 📝 Notes | Open Matter File Notes for the selected matter |
| 🧾 Invoices | Open invoice-related views for the selected client or matter |
| 💸 Postings | Open pending or related postings for the selected client or matter |
Use the context menu on a client or matter node for additional actions such as:
- creating a new matter,
- deleting a client or matter,
- recording trust transactions,
- opening matter reports.
3. Creating a Client
Use New Client... from the Clients menu or click ＋ New Client in the explorer.
The Create New Client Profile form includes:
| Section | Fields |
|---|---|
| Client Identity | Client Type, Client Number, Status, Tax/SSN ID |
| Entity Details | Company Name, First Name, Middle Name, Last Name |
| Contact Information | Email Address, Primary Phone |
Important behaviour
- Client Number is auto-generated.
- For an INDIVIDUAL, personal name fields are enabled.
- For a COMPANY, NONPROFIT, or GOVERNMENT, the company field is used instead.
- At least one of Last Name or Company Name must be supplied.
Typical steps
- Open New Client...
- Choose the Client Type
- Complete the appropriate identity fields
- Add contact details
- Confirm the dialog
After save, the explorer refreshes and the new client becomes available for matter creation.
4. Creating a Matter
Create a matter from the selected client using Add New Matter....
The New Matter form includes:
| Section | Fields |
|---|---|
| Matter Identity | Matter Name, Matter Number, Initial Status, Description |
| Legal & Staffing | Responsible Attorney, Originating Attorney, Court Name, Case Number, Opposing Party, Statute of Limitations |
| Billing Configuration | Billing Type, Rate/Fee Amount, Trust Account Required |
Important behaviour
- Matter Number is auto-generated.
- A trust-related ledger path is created for the matter as part of the matter setup flow.
- If a Statute of Limitations date is captured, a calendar deadline entry is created automatically.
- The matter is linked to the currently selected client.
Typical steps
- Select the client in Clients & Matters
- Open Add New Matter...
- Complete the matter name and description
- Choose attorneys and billing type
- Capture legal context such as court and case number
- Save
Use the Matter Editor afterward for fuller matter maintenance, including parties, notes, files, and court selection.
5. Client Editor
The Client Editor is used to maintain a client profile after the record has been created.
Main actions:
| Button | Purpose |
|---|---|
| Edit Client | Enable editing |
| Save Changes | Save the updated profile |
| 🖨 Print Profile | Generate a client report |
| Close Editor | Close the editor, prompting if there are unsaved changes |
The header cards show:
- client name,
- entity type,
- last update,
- status.
5.1 Client Details Tab
The CLIENT DETAILS tab includes:
- identification and status,
- company or personal identity fields,
- regulatory information,
- contact information,
- address details,
- general notes.
5.2 Contact Persons Tab
The CONTACT PERSONS tab manages relationships between the client and contact records.
Available actions:
| Button | Purpose |
|---|---|
| ＋ Add Contact | Pick a contact and assign a role |
| ✕ Remove | Remove the selected relationship |
When adding a contact:
- Choose a contact from the picker dialog
- Choose a role from the role picker
- Confirm whether the person should be the primary contact for that role
Use this tab to maintain decision-makers, administrators, directors, or other client-side contacts.
6. Matter Editor
The Matter Editor is the main working view for a selected matter.
Header information shows:
- matter number and name,
- status badge,
- summary cards such as client, WIP, health, and last update.
Main actions:
| Button | Purpose |
|---|---|
| Edit Matter | Enable editing |
| Save Changes | Persist changes |
| File Notes | Open matter file notes |
| 📁 Matter Files | Open the matter documents area |
| 🖨 Print Report | Generate a detailed matter dossier report |
| Close Editor | Close, with unsaved-change protection |
6.1 Matter Info
The Matter Info tab contains the main editable matter form, including:
| Area | Contents |
|---|---|
| Identity | Matter number, name, description, status |
| Billing | Billing type and related rate fields |
| Legal Context | Court, court description, case number, opposing party, opposing counsel, statute date |
| Trust & Accounts | Trust required, investment-only flag, trust account path |
| Notes | General internal matter notes |
Billing fields adapt to the selected billing type. For example, hourly matters show the hourly rate field, while flat-fee or contingency matters show the relevant alternative field.
6.2 Overview
The Overview tab shows a higher-level matter summary. Use it when you need a quick status view without editing the main form.
6.3 Parties
The Parties tab manages matter participants such as the client, opponent, witnesses, or other linked contacts.
Available actions:
| Button | Purpose |
|---|---|
| ＋ Add Party | Add a contact to the matter with a role |
| ✕ Remove | Remove the selected party |
Additional behaviour:
- You can mark a party as Primary for a role.
- Double-clicking a row opens the linked contact in the Contact Editor.
- If the matter starts with no parties and the client has a primary contact, the system can auto-populate the matter with that contact.
6.4 Investments
The Investments tab shows investments linked to the matter. Use it when the matter involves investment-backed trust handling or related linked assets.
7. Court Selection
The current Matter Editor supports structured court selection in the Matter Info area.
Fields and actions:
| Control | Purpose |
|---|---|
| Court Name | Read-only name of the selected court |
| Court Description | Read-only descriptive detail derived from the selected court |
| Select... | Opens the court selection dialog |
| Clear | Removes the selected court |
The court list is loaded from the court reference structure and uses related data such as:
- court,
- court seat,
- magisterial district,
- court level,
- court type,
- area,
- province.
Use Select... while in edit mode, choose the correct court, and confirm. The Court Description field updates based on the selected court only.
8. Matter Notes and Matter Files
Matter File Notes
Open Matter File Notes from:
- the explorer toolbar,
- the File Notes button in Matter Editor,
- the Matters menu.
The notes window lets you:
- see all notes for the selected matter,
- create a new note,
- edit an existing note,
- categorise notes by type such as
GENERAL,PHONE_CALL,EMAIL,MEETING,RESEARCH, orSTRATEGY.
Matter Files
Use 📁 Matter Files in the Matter Editor to open the matter’s document repository, if the Matter Files module is installed.
Use this for:
- pleadings,
- correspondence,
- supporting documents,
- evidence source documents,
- internal matter documents.
9. Matter Trust Actions
Matter-level trust shortcuts are available through node actions and related dialogs.
Record Trust Deposit
Use this when a client pays funds into trust for a matter.
The dialog captures:
- amount,
- trust account,
- deposit date,
- reference,
- description.
Important behaviour:
- trust accounts are loaded from active trust bank accounts,
- the dialog tries to choose a best-fit trust account,
- the transaction is staged as a draft through the trust service.
Record Trust Disbursement
Use this when trust funds must be paid out from the matter.
The dialog captures:
- source trust account,
- amount,
- payment date,
- reference,
- description,
- payee type.
You can choose:
- Pay to Business Account
- Pay to Third Party
The dialog shows the available trust balance for the selected matter and prevents obviously invalid amounts.
10. Reports and Related Windows
This module provides or launches several related reporting and operational views.
Explorer reports
The 📄 Reports ▾ action groups reporting shortcuts under one button, including:
- summary reporting,
- detailed reporting for the selected matter.
Matter dossier report
Use 🖨 Print Report in the Matter Editor for a detailed matter-level report.
Related operational windows
From the explorer or the selected matter context you may also open:
- invoices,
- postings,
- notes,
- matter files,
- evidence.
These linked windows use the current client or matter context supplied by this module.
11. Troubleshooting
| Problem | Likely cause | What to do |
|---|---|---|
| No matter selected | The explorer selection is empty | Select a client or matter in Clients & Matters |
| Cannot save a new client | Neither a last name nor company name was supplied | Enter at least one identifying name field |
| Matter Files module is not installed | The file-management module is unavailable | Install or enable the Matter Files module, or proceed without that feature |
| Court selection disabled | The Matter Editor is not in edit mode | Click Edit Matter first |
| Trust account controls unavailable | Trust setup has not been completed for the matter or global trust system | Review the trust section in Matter Editor and complete the required setup |
| Unsaved changes prompt appears on close | The editor detected changed fields | Save, discard, or cancel the close action |
| No notes can be saved | No client or matter is selected | Select a matter or client first so the note has a valid context |
Good practice tips
- Keep client contact persons up to date so matter parties can be assigned quickly.
- Capture court and case details as soon as they are known.
- Use matter file notes for significant calls, strategy discussions, and internal follow-up items.
- Review the matter status regularly so archived or closed matters remain accurate.
- Use the explorer search field rather than manually expanding very large client trees.