Matter365

            Quick Start Guide

            Matter365 is designed to make your work day easier. Our goal is to enable you to spend less time on administrative tasks and more on billable activity or other things you would rather do. It is built on Office365 and leverages all the power and security you would expect from Office Suite and Azure. So, you get the advantages of Microsoft but with a Matter-centric view and we add some features like time tracking that enables you to easily associate your time spent to the appropriate matter and activity. It’s like Office365 if it were built for law firms.


            This guide will provide some direction on how to find some of the core features of Matter365.

            Getting Started in Matter365 – Home Screen

            When you log into your Matter365 account you will see your main dashboard. It will look a little empty at first but as you start to create Matters, Tasks and time your activity it will soon start giving you some quick insights.
            Matter365 Dashboard

            Granting access to other users in your organization

            As Office 365 administrator for your organization, you need to do one additional step in order for your colleagues to be able to use Matter365.
            Go to Matter365 app settings, select Licenses, and click Grant access to all users.
            This action will give consent to Microsoft to let Matter365 app read Office 365 on behalf of other people in your company. It is a standard consent required for all third party applications that connect to Office 365.
            Granting Matter365 access to other people from your organization
            After you confirm this step, everyone from your organization with a license assigned to them will be able to use Matter365.
            You can use the same page to add licenses to other people from your organization.
            To do this use Add license button, and select people from your company you would like to assign licenses to.
            Assigning a license to another user
            Make sure you have purchased enough licenses for all the users you are setting up. In this page you can see the number of available licenses, and if you need more, you can get them by visiting the billing portal you set up during the registration. Link to this billing portal can also be found in a welcome email you got on sign up.

            Creating new Contact

            The first step in creating a Matter is adding a Contact. This first Contact may be the client that is instigating the creation of the Matter.
            1. Contacts >  Create new contact
            2. Fill out the “Create new Contact” form and save

            Creating a new Contact

            Creating new Matter

            Creating new Matter

            1. Matters > Create new Matter
            2. Fill out the “Create new Matter” form
            Create new Matter form

            - “Client” comes from the Contact list – so it is necessary to create the Contact first
            - To learn more about Conflict check feature, click here
            - Responsible attorney – For receivables reporting purposes, we track who's responsible attorney on all matters. Responsible attorney has the same rights as any other matter owner
            - Matter name – this will be your Matter name
            - Matter type and Matter source – for providing business intelligence reports, you can track types and sources of your Matters, and then generate useful reports according to that info
            - Here you can add more owners or members from your firm who will be working with you on this Matter
            - You can also invite external collaborators (Guests) to get access to Matter documents, tasks, emails.
            - It is also possible to mention other contacts that will have a certain role in this matter, like judge, opposing attorney, witness... (contact types list is customizable, you can add custom values)

            Continue Matter Set-up


            Matter dashboard view

            Matters > click on your new Matter > go to Matter Settings or use gear icon.
            Matter settings page
            To set a default hourly rate Edit the Members tile.

            Time Tracking

            Now that the Matter is set up any time spent on activities can be associated with the Matter. At the top of the screen is a clock with timer.
            Time tracking timer

            1. Click on the play button to start the clock.
            2. Click on pause II when you want to stop and associate your time with a Matter.
                  2.1.  Select a Matter from the drop down in the form
                  2.2. If you set up a default Billing, it will appear in the dialog or you can add billing rate on spot
                  2.3. Select a litigation code from a list, or enter a custom one
                  2.4. Add a description of the activity
                  2.5. Save

            Adding a new time activity

            Review your time spent on the Matter

            From Matter dasboard, select Time Tracking to see all time entries on that Matter. You can do the same to list all of the Matter Expenses.
            Time spent on a Matter 43

            Invoice for your time spent on a Matter


            If you have QuickBooks set up with Matter365 - click on Create invoice button at the top of the page.
            Create QuickBooks Online invoice in Matter365
            Clicking on the invoice number will take you to that invoice in QuickBooks Online. All of the invoices can also be seen from Accounting (in left hand side menu) > Invoicing.
            If you're not using QuickBooks, you can also export the one or more of the activities to a CSV file by clicking on the Export button located at the top of the page.

            Documents

            This page provides a Matter based view for creating and reviewing your documents.
            Documents page
            When you select a Matter, all of your documents for that Matter will be shown.
            Documents page for a specific Matter

            Create a Document within Matter365

            Besides on the Documents page, you can create a new document and associate it with a Matter within your Matter Dashboard.
            Accessing Matter documents through Matter dashboard
            Clicking on go to Documents link, or Documents menu item will lead you to documents page for that Matter.
            Matter documents page
            From here you can create a new document. After you choose a name for it, it will be displayed in the list on the page.
            Select that document and a new menu of options will appear enabling you to Open, Download, Rename etc.
            Document options
            Your document will be automatically stored in SharePoint where it is accessible by other members of the Matter that you originally set up.

            Syncing documents with your desktop

            To sync your Matter documents with your desktop, you need to open a Matter documents page and click the Sync button.
            Matter sync to your PC
            A folder will be created for your firm in your desktop OneDrive, and sub-folders will be created for each matter that you sync.
            Synced Matters shown in desktop OneDrive
            After syncing a matter, all future changes online will reflect on your desktop versions of the documents and vice versa.
            In order for sync to happen, connection to the Internet is required. if you don't have it at the moment, sync will occur when the Internet connection is back.

            Working with Outlook

            Matter365 also provides a Matter centric approach to email. You can save your emails and their attachments to your Matters and keep track of your time without leaving Outlook – both online and desktop.
            Step one is to install Matter365 Outlook add-in. You can find more on how to do it here: Add-in Installation Guide

            Matter365 Outlook add-in (online version)

            Accessing the add-in

            Outlook Online – when you click on an email you will see the Matter365 icon on the upper right side of the window.
            Outlook Desktop – Once installed, the Matter365 add-in will appear in the top menu bar
            Click on the icon to open the add-in and a side bar will appear. From here you can start the clock or save emails and attachments to your Matters.

            Using the stopwatch

            The stopwatch works in the same way as the one in the Matter365 dashboard. Just click the play button and the clock is started. Pausing will trigger the “Add activity” form and log you time to a Matter.
            Stopwatch in Matter365 add-in
            You can also re-start a timer on an existing activity in the same manner. All your Matters and associated activities are available under the timer or you can search through them by Matter name.

            Email management

            To associate an email to a Matter:
            1. Select or open an email
            2. Open the Matter365 add-in
            3. Select ''Matters" tab of the add-in
            4. Select a Matter to Associate (Store) this email to
            5. Click on Store Email to have it forwarded to a folder specific to this Matter.
            Storing emails with Matter365 add-in
            Email you selected will be forwarded to a group inbox created for that Matter, that all other members of a matter have access to. Also, all attachments from the email will be stored in Matter documents, accessible from Matter365 application by all members working on that Matter.

            Groups

            A new SharePoint group is automatically created when you create a Matter and any members that you add to the Matter are part of the group. These groups appear in Outlook, as shown on the image above.
            Groups are a great way to share information with you and a colleague who may be within your organization or an outside collaborator.
            When a new SharePoint group is created, your Matter will have the following things created:
            -Outlook inbox (for sharing emails with members of the Matter)
            -Separate Outlook Calendar (showing appointments for that Matter in a different color)
            -Plan in Planner (for task management of the Matter)
            -Folder on OneDrive (for storing Matter documents)
            -Notebook on OneNote (for sharing notes with other members of a Matter)
            All of the above is available from Matter dashboard in Matter365.
            Personal Outlook calendar and calendar of a group created for a specific Matter



            Updated: 16 Jul 2019 09:55 PM
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