Chapter: Documents
Matter details form
Every matter is created by this form. It is the hub of all
Matter files; a defacto profile document or mini database that contains all information relevant to the matter, or more to point, the conduct of a matter in an operational (Matter) database.
This form (matter record) is created in the System db, and a copy is created and maintained in the Matter database and on the Server specified under the Administration section of the document. The copy is maintained for three reasons:
1. It gives information on the matter in Main view of the Matters database.
2. Certain values in the copy are accessed by documents created in the Matters database. Whilst these values could be taken from the System db, there is a speed advantage in taking them from the same database.
3. It provides a convenient basis for categorising documents by matter (number).
4. It assists in archiving the matter.
The relevant fields are discussed below
Type: A brief description of the type of the matter. The user must select a type from the list supplied. The list is taken from the Keywords view of the System db.
Solicitors
Partner [or
Responsible Solcitor]: Solicitor:
Other:
Up to six solicitors can be associated with any given matter. A Partner or Responsible Solicitor must be specified. The user will be prompted to insert the initials of another solicitor that has the conduct of the matter under the responsible solicitor.
The solicitors are relevant in the following ways;
1. Matters are categorised by responsible solicitor and solicitor
2. All incoming documentsare put in the WIP view of these solicitors.
3. Only the responsible solicitor (or a member of the "Administrators" group) can change the responsible solicitor.
4. the reponsible solicitor is the recipient of automatic mail messages to complete the litigation section of the form, As explained below.
Sub files
Miscellaneous Information:
Related parties
Insert companies or people that are associated with the matter. eg defendants in litigation. The field is used in conflict checking.
Litigation
The fields in this section relate to limitation periods, and are designed to ensure that deadlines for the issue of proceedings are not missed. They can be completed prior to the Matter being created (by the person or persons specified in the User Profile) or by the responsible solicitor or an Administrator thereafter.
Every week the "LimitationPeriodCheck" agent in the System db checks to see if the field has been completed. If not it sends a mail message to the responsible solicitor to complete it.
Administration
This section is critcal to the proper operation of Legal Notes
H.O. Server: The name server that holds the database for the matter from the list supplied. eg HeadOffice/Acme. The list is taken from the User Profile.
Office: The name of the Office having control of the matter from the list supplied. This field will always default to the name of the head office. the list is taken from the User Profile.
Database The name of the database for the matter. eg matter.nsf
Status: See workflow
On account: The amount required from the client to be held on account of costs for the matter.
Messages: Stores any messages sent with the "Messages" button
Set read access rights:
This section deals with access rights to a matter. It can only be accessed by an Administrator.
How you set this field will determine who can see documents created for a matter. Whilst the matter details form is always visible, documents created for the matter can only be seen by the users, or the members of groups, specified in the "Read Access" field.
If the Read Access field is given an incorrect value, it may be that no one can even see the document. Accordingly great care should be taken in setting the value, and in specifying the available options. For details see Security
By default, Read Access is set to the group specified in the "ReadersGroup" in User profile.
Name of client: The cross certified name of the client who has the right to view his files over the internet.
Read access: The field gives the user a list of options that are set in the User Profile.
Comments
Modifications:
Sub topic: