Create a matter plan to organize matters in advance and ensure users work through cases consistently and predictably. Litify recommends creating one matter plan per case type your firm handles.

The Matter Plan User Experience

When a user opens a matter, a matter plan is automatically selected based on the case type. For example, opening a matter with the case type automobile accident populates the default matter plan assigned to that case type.

If you have several automobile accident matter plans assigned to the same case type value, the plan that is alphabetically first is automatically assigned to all automobile accident matters.

How To Create A Matter Plan

1. Define Name & Case Type

  1. Navigate to the App Launcher > Matter Plans.
  2. Select New. A modal appears.
  3. Assign a Matter Plan Name.
  4. Select a Case Type. This is a field the user completes when converting an intake or creating a new matter.

2. Add Matter Stages

  1. Select New for Matter Milestones (0).
  2. Define the following fields:
    • Matter Stage Name: Seen by users processing the matter
    • Stage Order: Determines progression of stages for the matter
    • Task Set: Enable if there are pre-configured tasks that should be automatically assigned to this stage
    • Guidance for Success: Add any details that help a user process the matter in this stage
  3. Select Save & New to create another stage.
  4. Repeat until all stages are created.
  5. Save.

You now have a basic Matter Plan. You must now add Matter Tasks to each stage.

3. Add Matter Tasks

Tasks are pre-defined units of work (billable or non-billable) related to a case that can be color categorized, assigned, given due dates, and tracked by statuses. Litify Salesforce Admins create Matter Tasks for different Matter Plans (Case Types) to ensure all required steps are completed. Matter Tasks can be sub-divided by the different stages of a Matter, as well as be assigned to Matter Teams.

Below is a screenshot of tasks in Stage 2 of a Matter Plan on an active Matter.

tasks-in-ui

  1. Select the Matter Stage Name.
  2. Select New for Default Matter Tasks (0).
  3. Define the following fields:
    • Default Matter Task: Names the task
    • Matter Stage: Define the stage (pre-populated)
    • Description: Seen by users processing the matter
    • Billable: Enable if task is billable
    • Document Link: Provide URL to PDF if needed
    • Status: N/A; for users processing a task
    • Priority: Set priority of the task
  4. Select Save & New to create another task.
  5. Repeat until all tasks are created.
  6. Save.

Define Due Dates

Each task must have a due date assigned. If no date is assigned, the task does not populate for a user.

  1. Select the Matter Stage Name.
  2. Select the Default Matter Task (name).
  3. Find the Due Date Selector and define the following values:
    • Type: Select what triggers this due date
    • Matter Field: Select which matter field is used to calculate the due date
    • Value: Input a numeric value as a unit of time to be defined by the operator
    • Operator: Defines what unit of time the value represents (day, week, month)

4. Define Matter Stage Switches

Switches are useful when case types may resolve in different ways (such as a settlement vs trial). A user can update the remaining stages of a matter to match a case’s resolution method.

  1. Select the Matter Stage Name.
  2. Select New for Matter Stage Switches (0).
  3. Define the following fields:
    • Matter Stage: Define the stage when this switch becomes available (pre-populated)
    • Matter Plan: Select a different matter plan to switch to at this stage
  4. Select Save & New to create another switch.
  5. Repeat until all switches are added.
  6. Save.
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