Getting started with Matter Management

In this article, we'll walk through how to set your matter management instance. By the end of this guide, you will have:

  1. Set up users in Checkbox 
  2. Configured an email intake channel
  3. Submitted a request
  4. Assigned the request
  5. Responded to the request
  6. Created a widget and dashboard to report on requests

1. User Set Up

Goal: Provide access to users to use Checkbox Matter Management.


Ensure that the users who will submit matters are set up as Checkbox users. This can be configured via the Account Settings > User Management section. To access this, you must be a Checkbox administrator.

  • To test the Attorney / matter agent experience, set the user to Administrator, or create a new role with the Agent permissions turned on.
  • To test the end user / client experience, set the user to the Default role, which should have the Agent permissions turned off.

For more information on user permissions, head to: Matter Management Permissions




2. Creating a Board

Goal: Create board to receive and manage matters.

Now that we have users set up, we're ready to create our Board. Boards aggregate legal matters.

  • Click on "Matters" at the top of your screen.

  • You will be prompted to create a new board. For now, let's name it "Legal Team".

  • You should now see your "Legal Team" board set up ready to use. 

  • Let's add our attorneys to the board via the "Board Members" tab. We'll set these users to the "Member" role. To read more on what Board Owners and Members can do head over to: Matter Management Permissions


3. Intake

Goal: Receive an email request into matter management.

Now that our board is set up, we're ready to try the intake experience!

Note: The requester must have a Checkbox account set up. They do not need to be a board member to submit requests.

  • Each board is equipped with an intake email address which can be found under board settings. No email plugin is required to test out the intake.

  • You can simulate intake in two ways. To quickly see how requests look in matter management, put the board email address in the "TO" field. 

  • To simulate how attorneys might respond to requests and lodge them as matters, reply to any email (as a board member/owner) by putting the board email address in the CC field.


Checkbox supports other intake methods including: Structured Forms Intake and On-platform Matter Creation.


4. Triage and Assignment

Goal: Simulate how work will be assigned to attorneys.


  • Automatic Assignment: For email intake, when the Attorney CC or BCCs the board email address, the system will automatically assign that attorney to the matter. The system will also read the "TO" field to automatically assign the Requester if possible.
  • Manual Assignment: To manually assign Attorneys to matters, head over to your board and click on the dropdown to quickly change Attorneys.

  • The assigned attorney can reply from their inbox. To fulfill the matter.


5. Fulfilment

Goal: Simulate how attorneys will respond to matters and how these conversations will be tracked.
  • For email intake, attorneys can continue to respond from within inbox. So long as the board email address is CC'ed (or BCC'ed), the matter conversation will continue to be tracked.
  • Additionally, there is an option to reply via email on platform.


6. Reporting

Goal: Create a widget and dashboard that tracks total volume of work.
  • To create a report, head on over to the top navigation bar and click "Reporting"

  • Create a dashboard called "Legal Team"

  • Now that our dashboard is set up, let's add a widget.

  • In this example, we'll create a line chart that shows total volume of work by matter type. Let's give the chart a name "Total Legal Work" and add the fields we want to track (see image below). Please ensure the fields "Created At" and "Matter Layout" are included.

  • Click on "Save Widget" and head back via the "<-" arrow in the top left.

  • Click "Add Widget" to add widget to the dashboard

  • And finally, marvel at your new dashboard!



And that's it! To recap, in a few short minutes, you have:

  1. Set up users in Checkbox 
  2. Configured an email intake channel
  3. Submitted a request
  4. Assigned the request
  5. Responded to the request
  6. Created a widget and dashboard to report on requests

Well done!