Create Matters

In this section, you can select an existing matter template to speed up your matter creation process. If an administrator at your firm sets an existing template as a default template, the preset information in the template will automatically be applied to the matter form. You can change the applied template by selecting a different template under Use an existing template. You can also change any fields that pre-populate from the template. Learn more about matter templates here.

This section captures case-specific information. See below for a summary of unfamiliar fields:

• Responsible Solicitor:This is the individual who is responsible for the matter.
• Originating Solicitor:This is the individual who brought the matter to the firm.
• Client Reference Number:This can be used for tracking details, such as an internal reference number.
• Location:This can be used to keep track of the trial location or location of the incident.
• Practice Area:This is the type of case. Clio is pre-populated with some practice areas. Learn more about creating custom practice areas below.

In this section, you can select which firm users and/or groups of users have access to this matter. If you select specific groups and/or users, only those groups and/or users will have access to the matter. Learn more about setting matter permissions here.

If you are located in the UK, Ireland, or Isle of Man, this section will appear when you add a person or company contact to a new matter. With this feature, your firm can be Lexcel compliant and you can perform risk assessments when opening and closing a matter and against the contact. Checks at the contact level will not feed into the matter, but checks at the matter level integrate with checks in the contact card and can be viewed in both the contact and matter dashboards. Follow the steps below to perform KYC checks.

1. Open the matter and check that a contact has been added.
2. Scroll to the KYC checks section.
3. Complete the necessary fields.
4. Click Save matter.

When you add firm users to this section of the matter form, those firm users will receive notifications when the matter is updated or deleted, when the matter budget is updated or crosses the specified threshold, or when the matter’s trust balance is below a specified threshold. You can also choose which types of notifications you want to receive.

If your are an administrator on your firm's account, you can block specific users from viewing or accessing details of any matter. You can block users one matter at a time or in bulk, allowing you to easily restrict users from accessing matters where there may be conflicts of interest. You can unblock users at any time. Learn more about blocking users in bulk here.

1. Create a new matter or edit an existing matter.
   • You can also click Add next to Related contacts when viewing the matter's Dashboard.
2. Scroll to the Block users section.
3. Under Choose users to block, select the user(s) that you do not want accessing the matter.
4. Click Save matter.

Related contacts are contacts separate from the main contact on the matter. Related contacts can be parents or guardians, siblings, spouses, children, caretakers, etc. Once added, related contacts will appear in the matter’s dashboard. To add related contacts:

1. Create a new matter or edit an existing matter.
   • You can also click Add next to Related contacts when viewing the matter's Dashboard.
2. Scroll to the Related contacts section.
3. Click Add related contact.
4. Select the contact or create a new one and specify the related contact’s relationship to the matter.
5. Optional: Check the box for Bill recipient.
6. Click Save matter.

Custom fields are individualized fields of information relevant to the contact or matter. Learn more about creating custom fields and field sets here. Once created, you can add custom fields to contacts and matters. The custom fields and field sets for the matter will appear in the matter’s dashboard. Follow the steps below to add custom fields to a matter.

1. Open the matter and scroll to the Custom fields section.
2. Click the Add a Custom Field or Custom Field set box and select a custom field or field set.
3. Complete the custom field details.
4. Optional: Click the X to remove a custom field or field set.

In this section, you can specify the billing method for the matter. By default, the matter is billable based on the hourly billing rate specified in your user profile. You can also specify a different rate for each matter and specify whether matter billing is for a contingency or fixed fee case.

1. Open the matter and scroll to the Billing preference section.
2. Check or uncheck This matter is billable.
   • If the matter is set to non-billable, activities will default to $0 and will not show on bills.
   • If you want non-billable activities to show on the bill and not charge the client, check the boxes for Non-billable and Show this entry on the bill when adding time or expense entries.
3. Under Billing method, select whether the matter has hourly, contingency, or fixed fee billing. Learn more about contingency and fixed fee matters here.
4. Optional: Click Add a custom billing rate to override your personal rate for this matter.
5. Optional: Click Set a budget for this matter to create a budget. You can select which firm users will receive a notification of the matter reaches a certain threshold of the budget.
6. Optional: Click Notify firm users when matter trust funds are low to notify specific firm users if the client funds balance on the matter-level reaches a certain threshold.

In this section, you can add task lists that contain a list of tasks for you to do once the matter is created. Learn more about tasks and task lists here. To add task lists to the matter:

1. Open the matter and scroll to the Task lists section.
2. Under Task list, select the list.
3. Click Add task list to add another list.
4. Optional: Click Notify assignees when these tasks are created to notify the firm user responsible for the task list when it is created. Learn more about adding assignees to task lists here.
5. Click Save matter.

In this section, you can create new document folders. Once created, the folders will be visible in the matter's Documents subtab, within the main Documents tab, and within the matter's folder in Clio Drive. Follow the steps below to create document folders during matter creation.

1. Open the matter and scroll to the Document folders section.
2. Under Folder name, give your folder a name, and then select the document category under Category. 
   • Document categories are groupings used to categorize and sort your documents and templates in Clio Manage. Learn more here.
3. Optional: Click Add a document folder to add another document folder. 
4. Click Save matter.

This section is where administrators can override the firm-wide originating and responsible solicitor allocation setting for the fee allocation report.

The fee allocation report informs on the time and expenses each user has billed and collected for each matter and can help you determine your firm's bonus payout. Administrators can set firm-wide percentages for how much of the collected time each originating and responsible solicitor should earn but can also override the firm-wide setting for individual matters. Previously generated reports will not be affected by updated solicitor allocations.

1. Open the matter and scroll to the Reports section.
2. By default, firm-wide settings will be applied. If you want to allocate percentages specific to this matter, uncheck the Use firm settings box. 
3. Enter percentage allocations for the originating attorney and responsible solicitor. When you generate the fee allocation report, these percentages will help you determine how much of the collected time each originating and responsible solicitor should earn. 
4. Click Save matter.