Matters

The Mattert tracks all communications, files, fields, status, internal notes, comments, and actions. Here’s a detailed guide on how to utilize the Matter View effectively.

Accessing Matters

Permissions

• Board Members (and Owners): Can access their own matters but cannot access matters from other boards (e.g., employment matters).
• Non-board members: Can only see the communications and files they are explicitly involved in. If they are not involved in any communications, they will not see anything when accessing the matter.

Steps to Access Matters

1. Navigate to the Top Bar.
2. Click on Matters.
3. Select a Board.
4. In the matter table, click on any available matter to open it.

Key Features of the Matter View

Conversation Thread

• Email Intake: Matters created via email using the tracking email address will have the conversation in the matter thread.
• Structured Forms Intake: Fields populated from the form will populate the matter fields.
• On-Platform Creation: Ticketing agents can create and compose new email threads within the matter.

Add Emails to Matters

• Each matter comes with a matter intake email. Forward a thread, or CC the matter intake response in a reply to add the thread to the matter.

 

Matter Layout

• Each matter has an associated layout, defaulting to General Request.
• To change the layout:

1. Click on the ... in the top right corner.
2. Select Change Matter Layout.
3. Choose the new layout.

Files Section

• Aggregates all files exchanged as part of the matter’s correspondence.
• Files exchanged via email and uploaded via structured forms will be saved here and can be downloaded.

File Uploads

• Details on file sizes and types support can be found at: File Types and Limits

File Renaming

1. Files can be renamed via a new action under the files tab or via the conversation section.
2. Names must be at least 1 character and no more than 256 characters.
3. Files can not be renamed with:
   1. The following characters in the name:

      1. < > : “ / \ | ? *

   2. Any special names enforced by windows:

      1. CON, PRN, AUX, NUL, COM1, COM2, COM3, COM4, COM5, COM6, COM7, COM8, COM9, LPT1, LPT2, LPT3, LPT4, LPT5, LPT6, LPT7, LPT8, and LPT9

 

Internal Notes

• Adding Internal Notes: Used for internal communication between board members, owners, and tagged agents.
  • Tagging: Type the @ symbol followed by the user’s name to tag them. This sends an email notification to the tagged matter agent.
  • Tracking Off-Platform Conversations: Note down phone calls or in-person conversations. Internal notes are time-stamped and can be deleted if needed.

Additional Functionalities

• Move Matters: Move matters from one board to another via the action menu in the top right corner.
• Reply to Conversations: Reply to conversations directly in the thread by clicking the Reply or Reply All buttons.
• Edit Subject Line: Edit the subject line of the matter as needed.

By utilizing these features, you can ensure that all aspects of a matter are efficiently tracked and managed within Checkbox.