Content Manager 24.4 Content Manager

# Working with client and matter records

For an overview of the Content Manager feature Client/Matter Legal Structure and instructions to set it up, see Clients and Matters Legal Structure.

When the Content Manager administrator has set up Content Manager, you can use this feature to track clients and the legal matters they are involved in.

Typically, to create and manage a matter in Content Manager, you should create:

1. A new client record, if there is no record for that client yet. See Creating new client records below.
2. The new matter record using the client record. See Creating new matter records below.
3. Using the matter record, create folders and records for the matter as as needed by using right-click New - New Record Related To A Matter. See Working with existing client and matter records

Creating new client records

Client records represent the legal client in Content Manager. You only need to create a new client record if there is no existing record for your client in Content Manager.

1. On the Search menu, click Browse Clients and Matters.
   The list of client records in Content Manager appears.
2. Right-click in the list and on the New menu, click New Client Record.
   The Select from Record Types window appears.
3. Select the Record Type to use to create the new client record and click OK. There is probably just one Record Type in the list.
   The New Client Record dialogue box appears.
4. Fill in the required fields on the dialogue:
   - Client - the client name. Select the client from the existing Content Manager Locations.

     Search for Locations by typing the start of the name followed by an asterisk (*), or just an asterisk to see all Locations. Then press KwikSelect.
     The list of matching Content Manager Locations appears for you to select one from.

     If the Location you need is not in the list, right-click in the list and on the New Location menu, use the appropriate option to create a new Location. After saving the new Location, return to your new client record form to select the new Location and continue with the next field. This name will appear at the start of the client record title.

   - Title (Free Text Part) - type any text for the client record title, which will appear with a dash (-) after the client name you used in the previous field. This may be a department or organisation to qualify the client further.
5. Fill in the other required fields on that dialogue and click OK.

   Content Manager creates the new client record and it appears in a separate window.
   You can now also see it every time you use Search - Browse Clients and Matters.

Creating new matter records

Matter records represent a folder that contains all information and materials about a legal matter in Content Manager. You only need to create a new matter record if there is no existing matter record for this matter in Content Manager.

Too add standard records like for electronic documents to the matter, use New Record Relating To A Matter as described in Working with existing client and matter records.

1. Look up the client record to create a matter record for, for example, using Search - Browse Clients and Matters
2. Right-click the client record to use and on the New menu, click New Matter Record.
   The Select from Record Types window appears.
   A client record can have many matter records.
3. Select the Record Type to create the matter record with and click OK.
   The New <Matter Record Type name> dialogue appears.
4. Fill in the required fields and click OK.
   Title (Free Text Part) will become the last part of the matter record title, adding to the client record name, separated by a dash (-).
5. If you have set up folders to be created automatically, Content Manager creates them under the matter record.
   See Record Type Automatic Sub Folders page.

Working with existing client and matter records

Client and matter records are records that you can apply many other Content Manager functions to. For all record right-click options, see Records shortcut menu.

1. Look up the client or matter record to work with, for example, using Search - Browse Clients and Matters.
   From this window, you have the options:
   - Right-click the list and on the New menu, you can use the options:
     - New Client Record - see Creating new client records above
     - New Matter Record - see Creating new matter records above
   - Right-click a client or matter record, and then click Properties for the tabs only available for matter and client records:
     - Client/Matter Parties tab - displays the parties with an interest in the client or the matter
       - Right-click the list and then click Add Client/Matter Party to add to the list or Delete to remove a party from the list
       - To add a party, you select it from the list of Content Manager Locations, specify the type of party, and whether the party's interest is Neutral, For or Against.
         Party Type must be selected from a list that you can add to by using the right-click menu.
     - Client/Matter Roles tab - displays the roles that particular Locations play regarding the client or matter
       - Right-click the list and then click Add Client/Matter Role to add to the list or Delete to remove a role from the list
       - To add a role, you select it from the list of Content Manager Locations, and specify the type of role.
         Role Type must be selected from a list that you can add to by using the right-click menu.

     You can search Content Manager using this data. See Client/Matter search methods.

   - Right-click a client record for the options:
     - Navigation - Records With Same Contacts - returns the records that share the same Contacts with this client record
     - Navigation - Client Records For Contacts - returns the records that have the same client
   - Right-click a matter record or record under the matter record for the options:
     - New - New Record Relating To A Matter - to create a new standard record for this matter. The list of matter Record Types available for matter records appears for you to choose from. These were set up by your Content Manager administrator.
       After selecting and clicking OK, the new record appears for you to fill in the free text title and any other required fields.
       After clicking OK again, Content Manager saves the new record
     - Navigation - Client Records - returns the client records for this matter record
     - Security and Audit - Exclusions - displays the Excluded Locations dialogue with a list of Locations that cannot access this matter. Click Add or Remove to manage the list and OK to save your changes.
     - Administrative Tools - Change Client Record - displays the Change the Client Record for this matter dialogue, which you can use to select a different client record for this matter record
     - Administrative Tools - Change Matter Record - displays the Change the Matter Record for this matter dialogue, which you can use to select a different matter record for this record

     You can apply many other Content Manager functions to client and matter records. For more record right-click options, see Records shortcut menu.

     For more ways to find records based on their client and matter data, see Client/Matter search methods.

Related information

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Version 24.4 | Last updated October 2024
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Product: Content Manager 24.4

Topic Title: Working with client and matter records