One essential action in your legal workflow is "Create Matter." In this guide, we'll walk you through the process of configuring the "Create Matter" action in Lawcus workflows, helping you streamline your practice and save valuable time.
In our example below, the 'Create Matter' action is triggered when a “New client Created” in Lawcus. It instantly generates a corresponding matter record, ensuring a streamlined and error-free client onboarding process for legal professionals.
Depending on the field within an action template, you have multiple options for selecting a value. If you see a field with a + icon, you can either manually input a value or explore the options described below for making your selection.
1. Add the action, "Create Matter" and click "Next."
2. Configure the "Create Matter" action by following the steps below.
Matter Name:
You can “Use Client value from trigger" for using client info as the matter name or add your custom value.
Click the down arrow next to the Use Client value from the trigger to open a list of available field values pulled from the trigger. Only fields applicable to the current field type will be displayed based on the previous actions and trigger. In our example, the client field values that can be used in the Name field are listed. Click a field label to select it.
Matter Client:
Select the client contact you want to associate with the matter.
Use a Custom Value (advanced)
The Use a Custom Value option enables you to pull value options from other fields related to the trigger or previous steps in the workflow. A value can be pulled from the trigger (Client Created) in the example below. Click the Client ID option to select it.
In the example below, you'll find a list of existing client names for selection within the Client field. Simply use the scroll bar to navigate the list and find the specific client you need.
Description:
Enter a description of the matter, Or, click the icon to select a value from the trigger record or the record referenced in previous steps.
Matter Open Date:
Specify the open date for the Matter.
Click the "another date" dropdown for more date options. The date can be either the trigger date, custom field date, or Matter date from the previous step.
You can specify a date before or after a certain number of business or calendar days. Use the drop-down menu next to "After/Before" to toggle between the two options.
Click on "quantity" to select the number of days.
Click "Done" to save your changes. If you need to remove a previously selected date, click "Remove," or click "Cancel" to discard changes.
Matter Pipeline:
In Lawcus, pipelines are a great way to organize and track the progress of your matters. You can choose the appropriate pipeline for the matter.
Matter Stage:
Select the Stage of the matter (Case Assessment, Discovery, Trial, etc.).
Matter Practice Area:
Select the Practice Area of the matter (Corporate, Bankruptcy, Copyright, etc.). You can either select the Practice Area from the drop-down list or type a new value and press the Enter key to add it to the list.
Color Code:
Choose a color code for the matter, which will be displayed as a top border on the Matter Card.
Matter Billing Type:
You can choose the required billing type. We have the option to choose Non-Billable, Hourly, and Flat Rate.
Matter Billing Rate:
You can manually add the billing rates or choose from the previous steps.
Attorney:
If required, select or change the Originating Attorney and the Responsible Attorney for the matter. You can either select from the drop-down list or type a person's name and press the Enter key to add it to the list.
Members:
Select team members responsible for or managing the matter. Their names and pictures will appear in the "Members" area and they will receive all notifications about the matter.
Related Contacts:
Add names of individuals connected with the matter, such as witnesses, opposing attorneys, or billing contacts. Specify the relationship type from the dropdown list.
Tip: Start typing the type of relationship, and Lawcus will show you items in the drop-down list. Select the item you want from the drop-down list. If the type of relationship you want is not in the drop-down list, you can type the complete name and press the Enter key to add it.
Custom Fields:
If custom fields have been defined for matters, you can select them by clicking the "Custom fields" button.
Tags:
Click on the Tags button, at the right, to enter tags or keywords for this matter. You can later use these tags to search for this matter.
Configuring the "Create Matter" action in Lawcus workflows is a powerful way to optimize your legal practice management. By automating the process of creating new matters, you can save time, improve efficiency, and ensure consistency in your practice.