How to Close or Archive a Matter

Owned by Karen McDonald
Last updated: Nov 26, 2024 by Gemma Heidemann
3 min read

On this page:

Definitions

Closed is when you don’t want to add anymore time to the file but have finished billing and receipting.

Once the file has been paid in full you should ARCHIVE it and that will give you to the opportunity to allocated an archive number and location.

Click on a Section below to expand.

 

How to Close a Matter

When a matter is no longer in use it should be closed off. Once closed, it can be archived.

To Close a matter:

  1. Select the matters icon (gold document folder) from the top menu bar

  2. Search for the matter to be closed

  3. Select actions 

  4. Select close 

  5. Select 'Close Matter' when the confirmation window appears

 

 


How to archive a closed matter

First you need to search for the matter that you want to archive. If you already have it open, you can skip to the next step.

Use the Advanced Search and tick ‘Closed’ under the status and then search.

Once you find your matter, you can click on the Actions on the right hand side and choose the drop down of ‘Archive’

From here, a dialogue box will open where you can set the file location, Ref Number of the box and Destroy date. Follow the prompts to archive the matter.

 

How to archive in bulk

Use the Advanced Search to search for the matters you want to archive in bulk. I.e. you could search for Closed matters as per the section above.

  1. Once you have all the matters displaying that you want to archive, scroll to the bottom of the screen and select all using the tickbox. (Alternatively select the ones you want to archive manually).

  2. Choose the Bulk actions button

  3. Choose Archive from the dropdown

  4. Follow the prompts to archive your matters.

 

 

To view an archived matter

Archived matters can still be viewed, however no transactions can be added or edited relating to this matter. 

Go to:

  1. The matters tab (gold document folder) from top menu bar

  2. Select advanced search

  3. Tick only the Archived box under Status

  4. Press Search

  5. All matters meeting the search criteria will show for you to review.



Â