Creating a Matter

Created by Allison Cloyd, Modified on Thu, 26 Jan 2023 at 06:37 PM by Robert Butler

In this article, you will learn the different ways you can create a matter.

 

Ways to Create a Matter

Matters Menu

  1. Click on the "Matters" menu item at the menu at the top of your screen

    Matters menu item in the main menu of the Actionstep user interface
  2. Next, click on "Matters List"

    Matters list menu item - a dropdown option on the matter menu
  3. Click on the green "Create Matter" button.

    The create matter button on the matters list screen

Global Create Button

  1. Click on the Global Create Button (found at the top right of your screen)

    The global create button
  2. Then click on the "Matter"

    The matter menu item in the global create menu
  3. Click on the type of Matter you want to create

    Different matter types
  4. Fill in as much information as possible (You must fill in everything with a red * beside it.)

    Fields on the matter creation screen
  5. Once you have filled in all the information, scroll down and click the "Create Matter" button.

    create matter button on the mater creation screen

Matter Creation Fields

After selecting to create a matter, a pop-up window will open that prompts you to select a Matter Type. To learn more about setting matter types up, please see Creating Workflows

After you have selected the matter type you desire, you will be taken to the main matter creation screen. 

Matter creation screen

At this point, you can still change the matter type by using the drop-down field in the top-left corner.

WARNING
Please note that once a matter is created, you cannot change what type of matter it is.

You can also select a template, which will populate fields with data that has already been entered into a template matter. To learn more about setting this tool up, please see Matter Templates

 

Matter Properties

Matter Name

A name to identify the matter. Any convention can be used. Last Name, First Name is quite common.

File Reference

The 'File Reference' can be used as another way to label the matter and search for it. 

EXAMPLE
Let's say you have an internal indexing system for your matters that doesn't match Actionstep's. You're working on a matter which you internally refer to as matter 356, but in Actionstep the matter number is 12. You can enter 356 as the file reference, and you will now be able to search for the matter by that number in the search bar. 


Priority

'Priority' is an optional field that you can use for internal prioritizing, as the name suggests. The field only accepts numerical values.

Assigned to

At this point, you can also decide who the matter is assigned to. It will be set to the current user by default, but you can also open the drop-down field to select another 'System User'.

Status

Dictates whether the matter is Active, Closed, or Inactive. This will be set to Active by default, and as you are opening a new matter, it will likely need to remain as such.

Date

Upon creating the matter, you can also specify the date on which it was opened (in most cases this will match the creation date) and you can also set the status of the matter (Active, Inactive, or Template). 

NOTE
Any section beyond this point on the matter creation wizard depends on how you have configured your workflow.

 

Sales Status

If you have enabled 'Marketing Activities' for the matter type in question, you would see this section next:

Sales status section on a matter

 

It is quite simply a matter of associating any of those marketing activities with the matter if they apply, and denoting the level of contribution with any accompanying notes where necessary.

Parties section on a matter

Parties

In this section, you will be adding parties to the matter by selecting from a list of contact records you have created. Required parties are indicated by a red asterisk (*). If you wish to create a new party at this point, simply type their name into the search bar and click 'Create Contact' as shown below.

Create contact button when adding a party to a matter

Matter Data

Again, the presence/absence of this section depends entirely on how you have configured your workflow for the matter type. If you have enabled custom data fields to be available for population upon creation of the matter, the following is an example of what you might see:

Custom data fields on the matter creation screen

 

The types of fields you see can be customized and you may end up seeing only drop-down fields instead of text blocks, but you can read more about that on Custom Data. As with the other sections, required fields are indicated by a red asterisk (*).

File Note

The last section available will be the File Note section, in which you can add commentary of any form to the matter upon creating it. A file note can be captured to communicate and store information about the matter which can be accessed by other users to track progress and updates. A tag can be added to denote the nature of the file note, which you can later use to apply filters on list views with.

File note section on the matter creation screen

 

After you are happy with all of the above sections, click on the  'Create Matter' button to create the matter. A notification will pop up near the bottom of the screen to indicate that the matter was successfully created. You can click on the 'Edit' button within this notification to open up the newly created matter.

Matter created popup with hyperlink to edit the matter


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