Matter Numbering Scheme

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In Clio Manage, matters are organized and referred to by their matter numbering scheme. You can customize the matter numbering scheme to contain information such as the client’s name, the matter description, year, and more.

Note: Only users with administrator permissions can change the matter numbering scheme.

Customize matter numbering scheme

By default, new Clio accounts use the following matter numbering scheme: [matter number]-[client summary name]. The client summary name is the client’s last name or a company’s name. You can customize how matters appear in your setting using pre-set options or by using the manual method for each matter.

Important: If you choose the manual method, you will need to manually rename ALL of your matters.
Create new scheme for all matters Manually change for each matter
  1. Go to Settings > Firm Preferences > Matter Numbering.
  2. Under Select template, select either Preset 1, Preset 2, or Preset 3.
  3. To add a new field, select a field in the box below Customise with additional fields. For some selections, you can specify the number of characters that should appear and whether the letters should be lowercase or uppercase.
  4. Click Add.
  5. Optional: Click X to remove a field.
  6. Optional: Click the period, hyphen, or slash buttons to separate fields.
  7. Optional: Click into the description box to add custom words, then hit enter on your keyboard when you are done.
  8. When you are done, check the box next to Update all existing matters to reflect new numbering scheme.
  9. Click Update Settings
Tip: The year and month fields refer to the year and month that the matter was created.


Change starting matter number

When you create new matters in Clio, your first matter number starts at 00001. You can change this number value to have your first matter begin at any number value. When you do this, all matters will be renumbered accordingly from that first number value.

Important: To avoid creating duplicate matters, do not create new matters while the matter number setting is updating.
  1. Go to Settings > Firm Preferences > Matter Numbering.
  2. Change the value in the field next to Next matter number will start from.
  3. Check the box next to Update all existing matters to start at this number.
  4. When the warning prompt appears, select OK.
  5. Click Update Settings.


Matter number override

By default, matter numbers follow a chronological order. This means that if your first matter is numbered as 00001, the second will be 00002, and the rest will follow in the same order. You can also manually override the matter number for any matter. To do this:

  1. Go to Settings > Firm Preferences > Matter Numbering.
  2. Scroll down to Matter Number Override and click Open.
  3. Find the matter.
  4. Enter the new matter number.
  5. Click Update.


Update matter's numbering scheme after editing

If you edit an existing matter and change any information that would normally appear in the matter numbering scheme, you can check a box to ensure the changes are reflected in the matter number. For example, if you change the matter’s open date, and the month and year fields appear in your matter numbering scheme, you can have this change reflected in the matter's numbering scheme after saving your edits. To do this:

  1. Go to the matter.
  2. Click Edit matter.
  3. Make your changes.
  4. Check the box for Update matter name/number when saving changes.
  5. Click Save matter.


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