Work on a legal matter

  • Release version: Xanadu
  • Updated August 1, 2024
  • 3 minutes to read

    • As a matter owner, work on a legal matter assigned to you to resolve issues or answer queries.

    Before you begin

    Role required: sn_lg_matter.matter_fulfiller

    About this task

    As a collaborator added to a legal matter, you can access and work on the legal matter just as matter owners can. However, you can't modify the Matter owner, Assignment group, and Assignment group permission fields.

    Note:
    During times when you're unavailable, you can delegate your legal duties to other users.

    Procedure

    1. Navigate to All > Legal Request > Legal Counsel Center.
    2. In the Legal Counsel Center tab, select the list icon (List icon).
    3. In the Lists tab, open a legal matter by selecting an option under Matters.
      OptionSteps
      As an assignee
      1. Select the Assigned to Me option.
      2. Select a legal matter to work on.
      3. If the legal matter is newly assigned to you, select Start to start working on it.

        The state of the legal matter updates to Work in Progress.
      As a collaborator
      1. Select the Collaborations option.
      2. Select a legal matter to work on.
    4. Optional: Update the Assignment Group Permission to change the permission level of the legal matter for the assigned user group.
      • No Access: Only the practice area lead, group manager, and matter owner (user in the Matter owner field) can access and work on the legal matter.
      • Read: All members from the assignment group can only view the legal matter.
      • Edit: All members from the assignment group can view and edit the legal matter.
      Note:
      The matter owner, practice area lead, or group manager can set the assignment group permissions on the legal matter.
    5. Create artifacts (folders) and attach files to a legal matter artifact to store the collected supporting documents within the matter.
    6. Optional: If the request must be reassigned to a new assignment group due to business needs, select a new assignment group in the Assignment group field.
      Note:
      Editing of the Assignment group field is available only when the Editable Assignment group in Matter option is configured in the associated intake form.
      When the assignment group is changed, existing group members who are not in the updated assignment group might lose access to the matter. The Matter owner field is also cleared, and the matter owner is notified via email.
    7. Optional: If you need help from other fulfillers to work on the legal matter, add them in the Collaborators field.
      Note:
      Users with the matter_fulfiller role are listed in the Collaborators field.
      The collaborators are notified via email that they have been added as collaborators to a legal matter.
    8. Optional: Initiate an ad hoc approval for the legal matter or its artifact's content when an approval is required from other stakeholders.
    9. Optional: Engage with outside counsel while resolving matters.
    10. Optional: Communicate with the requester or other stakeholders using emails, chats, work notes, or comments.
      • Using emails: Communicate with any stakeholders using emails. For more information, see Communicate using emails.
      • Using live chats: Communicate with any stakeholders using chats. For more information, see Start a chat session through Legal Counsel Center Inbox.
      • Using Comments: To communicate with the requester or other stakeholders, in the Compose section, enter your message in the Comments field and click Post Comments.
      • Using Work notes: Communicate with the other members of the legal department, in the Compose section, enter your message in the Work notes field and click Post Work notes.
        Using response templates, you can insert predefined content into emails, chats, and legal request and legal matter form fields such as Comments and Work notes. Select the response template icon (Response template icon.) and find an appropriate response template based on the subject of your email. Copy and paste the template's content into the required field.
        Note:
        Response templates configured for legal services are only available to use.
    11. Optional: Create and manage a checklist of items in the Counsel Assist section to track what should be done to resolve the legal matter.
    12. Create phases and tasks under phases to organize the investigation.
      You can assign these tasks to users across various departments in your organization.
    13. Add milestones to keep a track of timelines to complete important tasks.
    14. Optional: Associate the matter with another legal request that is similar in nature.
    15. Either close the legal matter after you have completed the required activities or cancel it if it does not need further action.
      • To close the matter, follow the instructions in Close the legal matter.
      • To cancel the matter, click the more actions button (More actions button icon.) and select Cancel.
    16. If new information surfaces or further investigation is required reopen the legal matter after it has been closed or canceled.