Create a New Matter

A Matter is a digital copy of your paper file that allows you to store all related data, documents, emails, tasks, and other documentation in one place for easy access.

Smokeball is tailored to your area(s) of law and jurisdiction, so every matter type will vary based on what you need for each file.

Create a New Matter on the Smokeball Desktop App

1. Select the New Matter button from Smokeball's Home Screen.
2. Select the Matter Type you want to create and party you are representing (if applicable)
   • For quick access, you can create Matter Favorites by clicking on the star icon or Matter Templates by selecting the tab.
     • Learn more about Matter Favorites.
     • Learn more about Matter Templates.
   • If you are unsure which matter type to use for a specific matter, reach out to your account manager or review our Area of Law Practice Center for additional best practices.
   • Note: If you practice in multiple states, be sure to filter by state prior to selecting the matter type.
3. Complete the Matter Details section to create the matter
   • Not all matter details need to be entered immediately. However, it is best practice to enter as much information as possible to save yourself time when generating documents.
   • The minimum amount of information you must include when opening a matter is Info and Client info.
     • The appearance of the Client info field will vary depending on the matter type (e.g., Petitioner, Plaintiff, Defendant, Insurer, Buyer, Seller, etc.). Regardless of the title, it will always be the second field in the Matter Details section.

Entering Matter Info

1. Double-click on the Info.
2. Select the Matter tab and complete the following fields:
   • Status
     • This is where you will change the matter to Open, Closed, Deleted, or Cancelled. By default, it is set to Open.
   • Matter opened and matter closed dates
   • Internal Reference (matter number) and Re Line
     • You can adjust these default settings in Matter Configuration.
   • Matter Description
     • Enter additional information about the matter in this textbox.
     • Note: Matter Description is searchable in Smokeball as well.
   • Attorney Responsible, Person Assisting, and Originating Attorney
   • Referral Type, Referrer, and Referral Arrangement Fee.
     • Referral information can be used to generate a Firm Insights report to help you understand where your matters are coming from.
     • Use the drop-down menu to change the fee to percentage-based, flat fee, or other.

Entering Billing Info

• Select the Billing tab on the Matter info window.
• Choose the Billing Type from the dropdown menu. You have options for Fixed Fee, Time-Based, and Contingency billing. You can also designate the matter as non-billable.
  • The field beneath the Billing Type dropdown menu allows you to input a fee/estimate. 
• Use the provided fields to add debtors.
• Use the dropdown menu to select the billing units. 
• Select your rates. Choose Do not override rate if you wish to keep your staff's normal rates. Alternatively, you can use a rate set, override the rate for all staff, or override the default rate per staff member.
  • Learn more about changing hourly rates. 
• If applicable, you can also enable LEDES/UTBMS billing. 

Entering Client Info

• Double click on the Client Info field (Petitioner in the example below).
  • Select the Contact Details tab and complete the following fields:
    • Title
      • It is important to always include a title for your contacts. Smokeball uses the title to help automate gender in documents.
    • Gender
    • You can choose Male, Female, X, or leave the gender blank.
    • Name
    • Phone and fax numbers
    • Email address
    • You can select a formal, informal, or custom greeting for letters.
    • Enter additional information about the client in the Notes textbox.
  • Enter the client’s address using the field in the left-hand pane.
  • Once you enter a contact name, you can select the Additional Details tab and complete the following fields:
    • Marital Status
    • Occupation
    • Birth Details
    • Death Details
    • You can also enter identification numbers, citizenship status, passport information, or LEDES ID as needed.
• Learn more about Contact Best Practices.

Did You Know

• Our team of legal professionals work with our clients to make sure our matters are built specifically for your area of law and jurisdiction.
• Smokeball creates new matter types by request. Talk to your account manager and request a new matter type if you need a different matter type by contacting support.

Create a New Matter on the Smokeball Web App

1. Select the Create New button in the upper right-hand corner and then select Matter.
   • Alternatively, you can select the Add Matter Button from the Matter global view.
     
      
2. Select the state, area of law, and matter type.
   
    
3. Enter the parties to the matter.
   • When entering a client, the field will search and allow you to select an existing contact. 

   • If the matter has more than one client or other side, select + New Client or + Other Side respectively to add them.

     

   • Enter the Other Side Attorney(s) if applicable. 
4. Enter an optional matter description.
5. Enter all relevant staff and referral information.
6. Enter the billing type you will use for this matter and other billing information.
7. Select the blue Create Matter button. 

Access billing-specific Matter options

You can enter more details on the matter or edit existing details, by clicking on the matter in the matter list and selecting Edit Matter.

Use the Quick Links to navigate through each setting. 

• Client/Contacts
  In the Client/Contacts section, you can review, edit, and add clients, debtors, other sides and other contacts on a matter.
  Select View to open the contact page in a new tab and upon closing the tab will return you to the Edit Matter screen. The Edit link will display a pop-up box allowing you to edit details without leaving the page.
  Note that Other Contacts you add on this screen will appear as Authorized Contacts in the Smokeball Desktop App.
• Matter Details
  The Matter Details section allows you to review and edit the matter type, matter number, matter status, matter opened/closed date and matter description.
• Staff
  The Staff section allows you to review and edit Person Responsible, Person Assisting, or Introducer on a matter. You can also edit the Referrer and Referral Type.
• Billing Fees and Rates
  The Billing Fees and Rates section allows you to select and edit the matter's billing type and billing rate. In this setting, you can override the default rate for the matter by individual staff members or for all staff.
• Trust Settings
  Use the Trust Settings section to activate the evergreen retainer on a matter and set the minimum threshold and replenishment amounts. If you do not see this option, review our article on Evergreen Retainers to learn how to activate this feature.
  You can also set the default trust account for trust payments, if your firm has multiple trust accounts.
• Late Payment
  Set interest on matters with outstanding balances, including any grace period and the date you want the interest to start calculating. Learn more about Interest.
• Communication
  Set up any relevant CC or BCC email addresses that should receive email invoices and reminders. You can also indicate the default document sending preference here, especially if the client prefers to receive invoices in a way other than email.
• Invoice Settings
  Review and edit certain invoice settings for a matter including the invoice template, title, subtitle, eInvoices, and notes. Learn more about Invoice Settings.

FAQ

Q: Can I add a matter to an existing matter?

A: No. You cannot create "2-for-1" matters. An existing client can have multiple matters, but these matters must be created separately. 

Q: Can I duplicate a matter?

A: No. You can use matter templates to streamline the process of re-entering information. However, we recommend against duplicating matters because multiple matters with identical information may lead to confusion.