Creating a Custom Matter List View (Admin)

Modified on Fri, 10 May 2024 at 12:37 PM

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When accessing the different areas of Actionstep, you may want to customize your view to show you only those items you are most interested in. For example, you may want to organize your matters into logical groups and then display those groups in the Matters menu. To do this, you create a customized matter list. When you select that group from the menu, you will see only those matters that qualify to be in the list. 


For example, say you want to organize your matters into four groups: General, Estate Planning, Family Law, and Small Claims. You can create these groups and then create lists of matters that will appear within them. You can choose which specific properties of a matter determine which list the matter is included in. 





Setting Up a Custom List


To set up a custom list:

  1. In Actionstep, go to Admin > Custom list views. The Custom List Views page appears.
  2. Click Manage in the Matter list views section. The Custom Action Lists page appears.
  3. Click Create New List. The Edit List View page appears.
  4. In the List Setup section, enter the following information:
    • List Name: Enter a name for the list of matters you want displayed. This should be meaningful since it can be viewed by others in your system.  
    • Description: Enter details about the types of matters that will be included in the list, for example, "Lists all active matters with trust balances and outstanding invoices".
    • Sort Order: If you will be adding multiple lists to a menu group, indicate where in the list you want this list to appear. For example, If you plan to set up three lists under Personal Injury—Pre-Trial, Trial, and Post-Trial—those lists with a lower sort order number will be listed first. If you do not specify an order, multiple lists will appear in alphabetical order. 
    • Menu Group Name: Enter the name for the group you want to assign the list to. If you plan to include multiple lists in a group, note the spelling and case you use for the name so that you can reuse it for all lists. If you do not enter a group name, the list will appear under 
  5. In the System Role Permissions section, select at least one role you want the custom list to be available to. 
  6. In the System Roles Default List, choose whether the custom list view is a default view for the associated role. 
  7. In the Locked Filters section, choose the data that will "trigger" whether the matter will be included in the list. For example, if you want your list to only include active matters, select Active in the Matter Status list. Select as many filters as you need. 
  8. When finished setting up your list, click Save
    The Column Definitions page appears. This page includes common details about a matter that you might want to include when reviewing a matter list. 
  9. Review what columnar data will be shown in the list view. You can either add columns to this list or delete columns:
    • To add a column, click Add Column and then provide the required information in the window. Click Save when you are finished. (See Adding Columns to a Custom List below for more help with this.)
    • To remove a column, select the checkbox for the column and click Delete Column. 
  10. Once your custom list is created, click Preview (while on the Column Definitions page) to see how your list looks. If needed, you can continue to make changes to fine-tune it. 
  11. When finished reviewing and optionally updating the column definitions, close the window. 





Adding Columns to a Custom List

To do this:

  1. Access the Column Definitions page for your custom list by doing one of the following:
    • Create a new custom list (as described in the previous section), save it, and proceed to the Column Definitions page. 
    • Select the checkbox for an existing custom list at the Custom Actions List page and click Edit Columns.
  2. Click Add Column. The Column Definitions page appears.
  3. In the Column Setup section, provide the following information:
    • Enter a Label for the column. 
    • Select a Data Source. (See Understanding Data Sources below for information on data sources.)
    • Click Use Related Matter to use data from a similar matter.
    • Enter a Default Positionfor the column.
      NOTE:  Columns are automatically created with default positions spaced 100 "positions" apart. This allows you to insert columns between these columns by selecting position numbers between these values. So, for example, if you want a new column to be shown between the columns with Default Positions of 100 and 200, you would enter a number like 150. 
    • Select your Action Data from the drop-down list. 
  4. Click Save to save your changes.




Editing, Deleting, or Copying a Matter List

While working with your custom matter lists, you can perform additional tasks, like editing or deleting a list. 


To do this: 

  1. In Actionstep, go to Admin > Custom list views. The Custom List Views page appears.
  2. Click Manage in the Matter list views section. The Custom Action Lists page appears.
  3. Complete any of the following tasks: 
    • To edit an existing custom list, select the checkbox for the custom list you want to edit and click Edit List Properties.
    • To delete a custom list, select the checkbox for the custom list you want to delete and click Delete.
    • To edit the columns you're currently showing for a custom list, select the checkbox for the custom list you want to edit and click Edit Columns.  
    • To make a copy of a list view, select the custom list you want to copy and click Create Copy. 





Understanding Data Sources

Data Sources are used to group fields from the same area of the Actionstep database to make them easier to find. New data sources and fields are added from time to time. The data sources shown below have the following meanings:


Data SourceContainsExamples
ActionInformation in relation to the matter Matter ID, Name, Type, Date Created, Duration Opened, Current Step, etc.
Tasks and Time EntryInformation in relation to the tasks and time entries on a specific matter Last Completed task, next task, total billable hours, billable amount (excluding billed), etc.
Action Participant (1 row per action)Information in relation to any contact on a matter for example, Client. If multiple clients then will display multiple lines against each matter. So if matter has more than one client they will all show within the same line. Examples, name (remember to search for display name), phone, email, etc.
Action Participant (n rows per action)Information in relation to any contact on a matter for example, Client. If multiple clients then will display multiple information on separate lines for the same matter. For example, if two clients on a matter will show two lines for each client.  Examples, name (remember to search for display name), phone, email, etc.
Multi-Row Custom Action Data (1 row per action)Where you have set-up multi-row custom fields on a matter this will show the information in the multi-row field. This will show multiple entries all on one line. Custom data multi-row collection that you have created in your system
Multi-Row Custom Action Data (n rows per action)Where you have set-up multi-row custom fields on a matter this will show the information in the multi-row field. This will show one entry per row on separate lines. Custom data multi-row collection that you have created in your system
Multi-Row Custom Action Data (Last entered row, 1 row per action)Where you have set-up multi-row custom fields on a matter this will show the information in the multi-row field. This will only show the last row entered (not all).Custom data multi-row collection that you have created in your system
Multi-Row Custom Action Data (SUM into 1 row per action)Where you have set-up multi-row custom fields on a matter this will show the information in the multi-row field. This will add together the all the rows of the multi-row data collection and show the total in one row. Custom data multi-row collection that you have created in your system
Single-Row Custom Action Data Where you have set up any custom data collections - you search for the name of the data field that you created and would like to add to your list view. Custom data that you have created for any matter type. 
Next occurring date in a set of data fields (1 row per action)This allows you to see when the next occurring date will be out of a set of custom data fields that you choose. This can be useful when you have custom data set to collect important dates and you want to know when the next important date would be. Once you select this as the Data Source you can then search for any number of custom data fields that are dates and add them as the Date Fields. This column will show the next date.  
Label of next occurring date in a set of data fields (1 row per action)This allows you to see when the next occurring date will be out of a set of custom data fields that you choose. This can be useful when you have custom data set to collect important dates and you want to know when the next important date would be. Once you select this as the Data Source you can then search for any number of custom data fields that are dates and add them as the Date Fields. Once saved the column will show the next date. Shows you the name of the data collection that has the most recent date. 
Step Change Information (1 row per action)You can select a start and stop step within a matter type and the report will show the number of days between those two steps, for example, within conveyancing to see how long matters have taken to get from start to closed. Number of days between any two steps in a matter type. 
Sale/Purchase Data You can choose from a range of sale/purchase data.Total exclusive (of tax), total inclusive (of tax), balance due, total paid, etc. and then what this refers to which would normally be SALES INVOICE (checkbox)
Trust BalancesYou can choose form a range of trust information.Total trust funds, last transaction date, total trust funds funds available  
Sales Pipeline DataIf you collect information in relation to your sales pipeline you can choose this data source to display information in relation to sales pipeline data. Expected sale date, probability, expected sale amount
Sales Pipeline Scheduled Payments (n rows per action)Information in relation to schedule payments on a matter.Expected payment amount, days after sale 
Bill settingsInformation in relation to billing.Bill type and amount quoted
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