Create Matters

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Matters in Clio are your legal cases. In Clio Manage, matters are for clients whose cases you agreed to take on. In Clio Grow, matters are for prospective clients. They contain case-related details, and can include custom fields, related contacts, matter notifications, billing preferences, tasks lists, and document folders.

Tip: Learn more about converting matters from Clio Grow to Clio Manage here and importing existing matters into Clio Manage here.

Create matters in Clio Manage

Matters must always be attached to contacts. If you are creating a new matter, you will need to link the matter to an existing contact or create a new contact before saving the matter. You can create a new matter in three places in Clio Manage.

Matters tab Create new button Contact card
  1. Go to Matters and click New Matter.
  2. Complete the matter details. Learn more about each section in the subheading below: Clio Manage matter form sections.
  3. Click Save matter.

 

Understand and complete matter form sections in Clio Manage

When creating a new matter, the matter form contains 11 sections where you can enter relevant matter details. See below for key details of each section.

Template information

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.

Matter details

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

  • Responsible Attorney: This is the individual who is responsible for the matter.
  • Originating Attorney: 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.

Matter permissions

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.

Matter notifications

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.

Add firm users to the matter Change matter notifications
  1. Open the matter and scroll to the Matter notifications section.
  2. Under Firm user, search for a firm user.
  3. To remove a firm user, click the X beside their name.
  4. Click Save matter.

Block users

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.

Note: Blocking users will override group permissions. This means that if a specific firm user is part of a group that has permission to access the matter, blocking that user will prevent them from accessing the matter regardless of any group they may be a part of. 

Tip: Users who have access to a matter can view blocked users for that matter in the Timeline and Details sections of the matter's Dashboard and in the Firm Feed

  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

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. 

  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

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.

Note: Custom fields in the matter’s dashboard cannot be sorted and only the first 12 custom fields will be displayed.
  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.

Billing preference

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 flat fee case.

Tip: Learn more about billing rate and activities hierarchy here.
  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 flat fee billing. Learn more about contingency and flat 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 trust balance on the matter-level reaches a certain threshold.

Task lists

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.

Document folders

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.

Note: You can add a maximum of 15 folders during matter creation. You can continue to add document folders for the matter after the matter has been created. 

  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.

Reports

This section is where administrators can override the firm-wide originating and responsible attorney 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 attorney should earn but can also override the firm-wide setting for individual matters. Previously generated reports will not be affected by updated attorney allocations.

Note: Setting percentages in the matter form will only affect fee allocation reports generated for this matter. If you are an administrator and want to set the percentage allocations at the firm level, you can do so from your settings. Learn more here

  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 attorney. When you generate the fee allocation report, these percentages will help you determine how much of the collected time each originating and responsible attorney should earn.
  4. Click Save matter.

 

Create placeholder matters in Clio Manage

A placeholder matter is a temporary matter that your firm can use to keep track of time spent on matters for potential clients before your firm decides to represent them. If your firm does not want to create matters for potential clients before engagement letters are signed, firm users can track time to the placeholder matter while waiting on those representation letters. Once the letters are signed, you can create matters for your clients and an administrator at your firm can move the time entries in bulk to the appropriate matters. 

  1. Create a company contact with your firm's name. Learn more about creating contacts here.
  2. Create a new matter for the contact. Learn more about creating matters here.
    • Under Matter description, enter "Placeholder."
  3. Add time entries to the placeholder matter. Learn more about creating time entries here.
    • Under Description, enter the potential client's full name.
    • Under Matter, select the placeholder matter that you created.
    • Complete the remaining time entry details as necessary.
  4. Once your firm has decided to represent any potential clients, create new matters for your clients and move the time entries in bulk to their respective matters. Learn more about moving time entries in bulk here.

 

Create matters in Clio Grow

In Clio Grow, you can create a matter from the Quick Intake button or from a contact’s page. Learn more about the matter-specific details in the section below: Clio Grow matter form details. Once created, you can view an overview of your matters in your Pipeline. Newly created matters will have a purple New label that will be removed once the matter's status is changed.

Tip: After creating a matter, you can add a label next to the matter’s name. This label can provide additional information similar to the matter numbering scheme in Clio Manage. Just go to a specific matter’s page and click Add label.
Quick intake Contact's page
  1. Click Quick Intake.
  2. Select whether this is a new matter, new company, or a matter for an existing contact.
  3. Enter the contact details. If the contact exists in Clio Grow, you can select the existing contact once it is populated.
  4. Add matter details.
  5. Click Create matter.

 

Understand matter form details in Clio Grow

See below for key details of unfamiliar fields in the Clio Grow matter form:

Matter Type
This is similar to Clio Manage practice areas. It refers to the type of matter. Learn more about adding, editing, and deleting matter types below.
Matter Status
This refers to the current status of a matter. Learn more about matter statuses here.
Location
This can be used to keep track of the trial location or location of the incident. You can add and edit locations by going to Settings > Matters.
Value
This refers to the anticipated total legal fees to be earned.

 

Create and manage practice areas and matter types

Practice areas (Clio Manage) and matter types (Clio Grow) refer the type of law for the matter/case. Clio Manage and Clio Grow come pre-populated with some practice areas and matter types. You can also create custom ones, edit/rename existing ones, and delete the ones you do not need. 

Clio Manage practice areas:

Add Rename Delete
  1. Go to Settings > Firm Preferences > Practice areas.
  2. Click Add practice area.
  3. Enter the name and then click Save.

 

Clio Grow matter types:

Add Rename Delete
  1. Go to Settings > Matters.
  2. Click New Matter Type.
  3. Enter the name and then click Create Matter Type.

 

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