How to Create a Matter

This guide explains how to create a new matter in Yao, including setting the department and case type, adding clients and case contacts, and completing the general matter details.

Link to video Guide: https://youtu.be/To2MVYmQmFs

Prerequisites

• You must have access to the Matters module in Yao.
• You should know the client's name and the department/matter type the new matter relates to.

Step 1: Start a New Matter

1. From the left-hand navigation menu, click Matters.

2. On the Matters screen, click the + New Matter button in the top right corner.

The New Matter form opens, showing four sections: Department & Case Type, Clients, Case Contacts and General.

Step 2: Department & Case Type

1. Click the Department dropdown and choose the relevant department.

2. Click the Matter Type dropdown and choose the relevant case type.

Note: Both Department and Matter Type are mandatory fields.

Step 3: Add Clients

1. If the client is a company rather than an individual, tick the Client is a company checkbox.

2. In the Full name field, start typing the client's name and select the correct contact from the search results.

3. If the client does not already exist as a contact, click Create A Contact to add them.

4. To add another client to the matter, click Add Client 2.

Step 4: Add Case Contacts

1. In the Contact field, start typing the contact's name and select them from the search results, or click Create A Contact if they don't already exist.

2. Click the Choose category dropdown and select the category that best describes the contact, for example Otherside Solicitor, Counsel or Expert.

3. Optionally, enter a value in the Contact reference field.

4. To add another case contact, click Add Contact 2.

Step 5: Complete the General Details

1. Enter a name for the matter in the Matter Name field. Previously used names are shown as suggestions and can be selected from the list.

2. Click the Responsible Lawyer dropdown and select the lawyer responsible for the matter.

3. Click the Responsible Supervisor dropdown and select the supervisor for the matter.

4. If required, select a Paralegal/Assistant and a Secretary/Admin for the matter.

5. If required, select a Paralegal Group, Secretary Group and Office.

6. If required, enter values for Override default rate, Add financial limit and Matter Interest Rate.

7. Toggle Make it private under Permission if the matter should be restricted.

8. If required, select a Source of Client Introduction, Linked Account and External Account.

9. Optionally, enter text in the Subject for client correspondence and Subject for other party correspondence fields.

Note: Fields marked with an asterisk (*) are mandatory and must be completed before the matter can be created.

Step 6: Finish

1. Once all required fields are complete, click Finish.

A "Matter created successfully" confirmation message will appear, and you will be taken to the new matter's Overview page.