This training video provides an overview of Client & Matter sections within SurePoint Pro
Video Transcript -
In this video, we'll take a high-level tour of clients and matters, highlighting the key tabs and information available within each. Most of our focus will be on the matter, which acts as the central hub for managing everything related to a specific case or project. The client is very similar in structure, but it represents the broader client relationship and brings together the information for all matters associated with that client. By understanding how to navigate the matter, users can quickly find important information and manage their work more efficiently. To access a matter, you can use the global search bar and enter the matter name or number, relationship and brings together the information for all matters associated with that client. By understanding how to navigate the matter, users can quickly find important information and manage their work more efficiently. To access a matter, you can use the global search bar and enter the matter name or number, or navigate to Matters in the left sidebar, and select the matter from the list. Once you open a matter, you'll see several action buttons at the top of the screen that provide quick access to common matter-related tasks. From here, you can add tags to help organize and filter matters, create documents through your integrated document management system, transfer the matter to a different client, import a task blueprint to quickly add a predefined set of tasks, and perform billing actions such as generating pre-bills and billing statements or receiving payments. Next, the Matter header provides quick access to the key information and settings for the matter through several tabs. On the Overview tab, you'll find the primary identifying details, including the matter name and number, assigned originator and manager, client, description, such as generating pre-bills and billing statements or receiving payments. Next, the Matter header provides quick access to the key information and settings for the matter through several tabs. On the Overview tab, you'll find the primary identifying details, including the matter name and number, assigned originator and manager, client, description, and current status. Many fields in this area and throughout several of the header tabs can be edited directly from this screen. When you hover over a field, a pencil icon appears to indicate that the value can be updated. And if you'd like to bookmark the matter so it appears at the top of matter list throughout the system, simply click the ribbon icon. The Details tab contains additional matter classification information, such as the matter type, matter subtype, and any statute of limitations date associated with the matter. The Leads tab indicates whether leads billing is enabled for the matter. This setting is typically established when the matter is created, but can be adjusted here if needed. When leads billing is enabled, additional related fields will become available. And the Billing tab includes the matter's billing preferences, such as the billing type, billing notes, billing cycle, and important trust settings like the minimum trust balance and minimum trust threshold, which help monitor when a client's trust balance needs to be replenished. Moving down to the middle of the screen, the Tasks tab displays all tasks associated with this matter. From here, users can create new tasks, filter tasks by criteria such as assignee, status, type, or tags, and search tasks by name or description. There is also a Gantt chart view, which allows users to visually manage timelines and quickly adjust task dates. The ZenKM tab, or knowledge management, contains information captured within the system that is related to this matter. This can include items such as connections, memos, and tasks. The Memos tab stores memos to file that are associated with this matter. These notes may document internal discussions, case updates, or other important information. The Info tab houses all custom fields associated with the matter, including fields tied to a specific matter type or those stores memos to file that are associated with this matter. These notes may document internal discussions, case updates, or other important information. The Info tab houses all custom fields associated with the matter, including fields tied to a specific matter type or those used for document generation. Users can also edit and populate field values here. Some firms choose to enter these values while creating documents, while others prefer to populate the fields in advance. By adding the values here first, the information will automatically populate when documents are generated, saving time and ensuring consistency. The Files tab connects to the firm's document management system, such as NetDocuments, iManage, SharePoint, or Box. This tab provides a live view of the matter's documents, allowing users to open, manage, and create documents associated with the matter. The Connections tab lists people and organizations associated with the matter. These connections may include opposing counsel, adverse parties, witnesses, or other external contacts related to the case. Next, the Charges tab displays the time entries and expenses recorded for the matter and can be edited directly here. However, editing availability depends on the entry status.
Once an entry has been invoiced or paid, it becomes locked and can no longer be modified. Users can filter entries by date, user, or status, and as filters are applied, the summary tiles update automatically. The Billing tab provides a view of invoices and payment activity associated with the matter, allowing users to review billing history and filter by time period. The Roles tab allows users to assign role groups, which define the internal team working on the matter, such as attorneys, paralegals, or pre-bill reviewers, and automatically populate predefined rates. Users also have the ability to create custom roles and rates from this tab as well. The Events tab displays calendar events that have been linked to the matter through the Outlook integration. These events can be viewed in both list and calendar formats. The Mail tab contains emails that have been linked to the matter, also through the Outlook integration. These emails are stored as copies within the system, meaning deleting an email from your inbox will not remove it from the matter record. Next, the Trust Transactions tab displays the trust ledger for the matter. This ledger tracks all money deposited into and withdrawn from the trust account and withdrawn from the trust account and includes summary record. Next, the Trust Transactions tab displays the trust ledger for the matter. This ledger tracks all money deposited into and withdrawn from the trust account and includes summary tiles that update based on any filters applied. New trust transactions for the matter can also be created here. The Credit Transfers tab allows users to move an overpayment or credit from one matter to another when appropriate and displays a history of credit transfers associated with the matter. The Security tab allows authorized users to create ethical walls for sensitive matters. This ensures that only designated users have access to the matter, and anyone outside this specific group will not be able to view the matter within the system. The History tab acts as an audit trail, allowing users to see activity related to the matter and filter by user, action type, or date range. Finally, the Settings tab allows firms to override certain firm-level settings specifically for this matter. Examples include customizing invoice templates, assigning default soft costs, automatic trust application, long-standing matter level discounts, interest settings, and billing statement formats. Users can also customize restricted words, enable sales taxes, set up billing arrangements such as split billing, and configure attorney allocations and matter budgets here. Now let's take a look at the client level. You can access the client from within the matter. Or by using the global search bar. Or navigate to Contacts in the left sidebar. Filter the list to Is Client? Yes. And select the client from the list. The client is very similar to the matter with a few key differences. Instead of focusing on a single matter, the client level provides a consolidated view of information across all matters associated with that client. Because tasks are managed at the matter level, the client does not include a Tasks tab. The client also contains client-specific details such as contact information, including phone numbers and addresses. In addition, it includes the Client Portal tab, where firms can enable secure portal access for clients, allowing them to view invoices and make payments online. In summary, the matter serves as the central hub for managing everything related to a specific case. From tasks and documents to billing, communications, and trust accounting, each tab provides quick access to the tools and information needed to manage the matter efficiently. The client provides a similar view at a higher level, bringing together information across all matters associated with that client. In other training videos, we'll explore many of these areas in greater detail. For now, this overview should give you a clear understanding of how matters and clients are organized and where to find the information you need.