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Matters Overview

To watch a video on How to create a matter > Click here


A new Matter is opened every time the law firm takes on a client's case or file. Each new matter is allocated a unique identifying matter number. 

Once a matter has been created, various work, time and documents are recorded on that matter.  Changes will be continuously made and saved on that matter with clients being billed either throughout the life cycle of the matter or at the end.  A ‘small’ matter may involve one bill, however a ‘big’ or complex matter may involve multiple bills.

Once the matter is completed, it can be archived, completing the life cycle of a matter in the system.  

Matter Creation

To create a matter select the matter icon, gold document file, from the top menu bar. 

From the matters home page, select the 'New Matter' button. 

Once in the 'New Matter' screen fill out the details as appropriate. 

Matter Number

Generally the matter number will be in the format 19-1053. The last 3 to four digits should be numeric and the system needs to offer a new matter incremented by one from the last matter number, however the user can override the matter number. Changes in the matter number and other associated information must be logged and reported on and can only be performed by uses with sufficient security access.

To change the automatic matter number go to Appliance Settings > Matters and then change the Next Matter Auto-Number.

Examples of number series include:

  •  A simple auto number
    • 1000, 1001, 1002...
  • A two part number with a hyphen between parts 
    • 14-1000, 14-1001, 14-1002...
  • A leading M to indicate Matters
    • M1000, M1001, M1002...

It is highly recommended that the matter number series differ from the contact number series to avoid confusion. 

Primary Client

Every matter must be associated with a client. That contact may be an individual, a number of people – e.g. a husband and wife –  a company or another type of entity. 

NOTE: if the contact has not yet been created, please first create the contact by selecting the contact icon (teal ID card) from the top menu bar. This can be done in a separate tab. Once the client is entered into Wise Owl Legal, select the primary client by typing their name into the field and selecting from the drop down menu. Once selected the client number will appear next to the client name. 

Matter Types

Wise Owl Legal has various default matter types. Additional matter types can be customised to the needs of individual law firms. 

Examples of different matter types include:

  • Property Law        
  • Family Law
  • Criminal
  • Wills & Estates
  • Commercial Litigation 

To add matter types select:

  • Settings
  • Appliance Settings
  • Matter Tab
  • Manage Matter Types button 
  • New Matter Type button 

From this screen all the default matters are listed, including their jurisdiction. By selecting the link on either the matter code or matter name, the entire matter type can be edited. 

Jurisdiction

Selecting the correct jurisdiction is important as generally accepted accounting principles can vary from jurisdiction to jurisdiction. 

Matter Name

The matter name provides a short summary of the nature of the matter and to whom the matter is associated with. 

RE Line

As well as an identifying matter number, matters will also have RE: Lines.  These RE lines form an essential part of the firm’s matter management, understanding, communication and identification.  There is allowance for multiple matter lines and is a field that will often be searched upon and referred to within law firms.

Conflict Check

Before any matter can be created a fee earner must be recorded against the matter, along with the name of the user who created the matter. This not only holds users accountable, but can also be used for auditing purposes. 

Once all the information is entered correctly and the appropriate fee earner is selected, 'Confirm Check Successful' by ticking the box. 

Creating the Matter

There are three options available when creating the matter. They are:

  • Create and New -> creates the matter and re-opens the new matter page (good for mass data entry of matters)
  • Create and Edit -> creates the matter and stays on the matter edit page for that matter
  • Create and Exit -> creates the matter and returns to the matter register


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