A matter is made from an application. This chapter explains opening a matter, managing events, making documents or PDF files, and specifying the details specific to a matter.
Matters is where they are managed.
There are several ways to open a matter.
Use menu Matters to Open a matter, make a new matter, report on matters, manage matters, open hot matters or find and open matters with hot events. A hot event is an overdue event. A hot matter is one with an overdue event.
The first tab of the matter area is the Events tab. Here you manage the events of the matter. You can alter the due and done dates for events. You can also specify who will be responsible for events and whether there should be an alarm on a particular event.
Where events are the production of a document, use to make the document. If the document has been made before for this matter and you want to open an existing version the button can be used to open the version in
Matter/Docs/PDFs tab. There is a date calendar and date calculator built in to both the date due and the date done columns. This will assist you in specifying the correct dates for events.
Today's date for the selected event can be inserted by pressing Alt+T (for Today) or by clicking on the button, for either the due date or the done date. The date cell is selected by the following rule:
The date calculator is available by pressing (Alt+D) (for Date) or by pressing the button, for either the due date or the done date. From this calculator you may select a date or perform a date calculation using the non- working day set assigned to the matter. The date cell is selected by the following rule:
Using the Events grid you can select multiple rows using
When multiple rows are selected you may set either of the "Who", "Active", "Date Due" or "Date done" columns for all selected events by setting the value of one row. The other rows receive the same value just set, unless you are setting multiple rows with a "Date Due" value.
When setting a date due with multiple rows selected all children of a primary event receive the calculated date due value from their parent event, if the parent event is selected. If the parent event is not selected the secondary event receives the chosen date due. "Selected parent events have the last say."
Deselect by clicking in any row not selected. If a single primary event is selected and its Active field is toggled (On to Off or Off to On) then the user will be asked if they want the event’s children to get the same Active value as their parent. There are two ways to toggle the Active field, one by a button and the other by checking/unchecking the Active checkbox. Both ways are handled. The correct action for the user’s answer will be carried out.
If two or more events are selected when an Active field change is requested the question will not be asked; only the selected events will have their Active field toggled.
The button is active when the selected event is a primary event, that is, an event with no parent event. Pressing this button will select the primary event and its children. With these events selected an operator may change the "Date done", "Who" or "Active" columns. For example, if a primary event and its children represent an option in an application, then in any matter made from the application, that option can be made active or inactive.
The event actions buttons allow you to delete, add, promote or demote any event as it appears in the Order column or to renumber the events in the Order column. The delete [ - ] button allows you to delete events which have been inserted into the current matter, but not delete events which are part of the application from which the current matter is made. The insert [ + ] button allows you to insert events to the current matter. When they have been inserted you may edit the name and the type of the event. Events coming from the parent application may not have their event names or types edited here; such editing must be done in the parent application using the Application Assistant. After editing events with adding and deleting events they may be in a non-consecutive order. The reorder button will put them in consecutive order.
When events are edited in the parent application, the edits are shown immediately in all matters based on that application. Events inserted into the parent application are inserted into each matter using the application assistant.
PSDi column above shows properties of each event in an abbreviated manner.
Only events marked 'i' can be deleted from the current matter using the [ - ] button.
The events window (or form) shown in the previous topic allows you to set and save its presentation so the next time you open a matter the presentation will be the one you last saved.
Set the way you want the events ordered by clicking on the title bar of the column you want to order the rows; for example, to order the events by
Date due click on the
Date due column title. This column changes color indicating it is the ordering column.
Set the widths of each column by placing the mouse cursor in a column title gap and when you see the cursor change to drag the column width to its desired width.
Set the size and position of the window.
Ctrl+Alt+S or select
Windows - Save form settings to save these settings as your settings. The next time you open this window they will have these settings.
To delete your saved settings and revert back to default settings press
Ctrl+Alt+D or select
Windows - Delete form settings.
Date due or
POrder (Presentation order) ordering for events has the following effect: when you open a matter the first event with a due date, without a done date and which is active, is selected.
Event lists are made in the Application assistant and may be used to make each event in the list active (turn on), make inactive (turn off) or toggle between active and inactive the events in the event list.
Suppose an application has a set of events which should be inactive for certain clients. One way to handle this is to clone the original application, rename it and remove these events. Then use the cloned app for the selected clients. Another way is to use Assistants - Applications - Event Lists, insert an event list named "Toggle Restricted Events" and insert each such event in this list.
When a client matter requires these events to be inactive select event list "Toggle Restricted Events" and these events will be toggled from active to inactive.
The event lists drop down list is at the bottom right of the event window.
The second tab in the matter management area is the Stages/Docs tab. This tab displays all of the documents that belong to each stage of the matter. Use the second row of tabs to navigate between the different stages.
You can make the documents from this tab by clicking the button at the bottom of the window. This will generate the actual document, prompting you for information where necessary.
Pressing the will allow date entries and date calculations.
The third tab in the matter management is the Matter/Docs/PDFs tab. On this tab you can list and manage documents of the matter. By checking the [Show all] box below all documents of this matter will be listed. When not checked only the versions and PDFs of the last document made will be listed.
When a document is made the produced document is renamed. For example, if a matter document is named
MyDocTopic.DOC the first document made will be named
MyDocTopic_00001.DOC, the second will be named
MyDocTopic_00002.DOC and so on.
When a PDF is made for
MyDocTopic_N.DOC the PDF will be named
MyDocTopic_N.PDF. Printing documents to PDF files requires the PDF printing be installed. When a PDF is made the default action is to make the PDF and open it in Adobe Reader, where the PDF can be inserted in an email from Adobe Reader. Before printing this "open on make" option can be turned off.
PDFs are made by selecting an MS-Word document and pressing the PDF button at the bottom of the window.
Right click a document to bring up a menu for document actions.
Email a document or PDF by dragging the document into your email window.
The memo field below can be used to enter notes about each document.
The matter management area is where you manage the data of this matter. Choose to edit one of the three types of data (Matter, Client and Site) by clicking the respective button.
The Edit Matter Data button takes you to an area where you can edit the data for the matter.
The Edit Party Types button takes you to an area where you can edit the party types for the matter.
The Edit Client Data button takes you to an area where you can edit the data for the client. See also the Clients Assistant.
The Edit Site Data button takes you to a step in the Site Assistant, where you can edit the site data. See the diagram below for illustration of these functions.
Pressing the button, for example, allows this matter's data to be edited.
The "Matter" tab in the matter management area is where you can add notes about the matter or produce a report on the matter. The matter name, description and matter status can be changed here.