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.
You can create matters from the Smokeball desktop app, or the web app. Matters created in one place are viewable from both.
Create a New Matter
To create a new matter on the desktop app:
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Select New Matter from the Smokeball action bar.Â
- Select the Matter Type you want to create and party you are representing (if applicable)
- For quick access, you can create Matter Favourites by clicking on the star icon or Matter Templates by selecting the tab.
- If you are unsure which matter type to use for a specific matter, reach out to your account manager or review our Matter Types Directory for more information on each matter.Â
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Note: If you practice in multiple jurisdictions, be sure to filter by country before selecting the matter type.
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Select Create (or Next, depending on the matter type).
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The selected matter will open in its own matter window, which can be differentiated from the main Smokeball app by a dark blue coloured banner at the top.
- Complete the Matter Details to finish creating the matter.
- The minimum amount of information you must include for a matter to save is Info and Client details.
Note: Each matter in Smokeball is configured with the relevant parties and data for the specific process. As a result, the "Client" field may appear under different labels (e.g. Buyer, Seller, Applicant, Respondent, etc.) depending on the type of matter selected. Regardless of the label, the client will always be the role listed directly beneath 'Info'. Â
- The minimum amount of information you must include for a matter to save is Info and Client details.
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Enter Matter Details
While it's not necessary to enter all matter details when first opening a matter, it is best practice to enter as much information as possible early on. This helps streamline the document generation process and saves time later.
Double-click on any Matter Details item to open that item's data window for editing. Select Save or OK to save and close the window.
Expand the headings below to learn more about the different Matter Details data types.
The Info screen will appear at the top of every matter and always follows the same layout on every matter. This is where you record the following key matter information:
Matter Details
- Status - Options include Open, Pending, Closed, Deleted, and Cancelled. By default, the status will be set to Open.
- Matter Opened / Closed Dates
- Matter Number - set up to generate automatically by using automatic matter numbering.
- Re Line - automatically generates with matter-specific information, but can be manually edited if needed.
- Description - automatically generates with matter-specific information, but can be manually edited if needed.
- Branch - available if you have offices in multiple locations.
Firm staff Assigned
- Supervisor
- Matter Fee Earner
- Person Assisting
- Introducer
Referral Information
- Referral Type
- Referrer
- Referral Agreement Fee
Billing Information
- Billing Type - Options include Fixed Fee, Time Based, Conditional Fee Agreement, and Not Billable
- Fee/Estimate
- Disb. Estimate
- Debtors
- Billing Units
- Hourly Rate
Tip: To save time, set default values for certain Matter Info terms per matter type in Matter Configuration.
Every Smokeball matter includes at least one contact (the client), and most matters are configured to include multiple party types relevant to the matter process.
While the party labels may vary depending on the matter (e.g. Buyer, Seller, Applicant, Respondent, etc), the 'Contact Card' layout remains consistent for all Person and Organisation contacts.
Learn more about adding contacts.
Tip: Most matters include additional uncommon contacts that can be added as needed on a matter-by-matter basis. Learn how to show and hide matter details.
The Compliance Details screen is available on every Matter and Lead in Smokeball. It is used to record essential compliance information, including:
- Client and Matter Risk Assessments
- Conflict Check details
- Identity Check details
- AML, Sanctions, and Source of Funds information
- Review details
Tip: Use the Compliance Report to view and report on compliance data recorded across all matters, or generate the Compliance Details Summary precedent to print your compliance details within a specific matter.
Additional items may appear in the Matter Details list depending on the type of matter. These matter-specific screens are tailored to the particular process. For example, a Conveyancing matter may include screens such as:
- Property Details
- Completion Details
- Completion Statement
- Mortgage Details
The best practice is to fill in as many details as possible in these screens, as this information is often used to populate automated documents.
After you’ve created your first matter, consider adding frequently used matter types to your favourites, or create new matter templates to save time entering matter details.Â
Smokeball Web App
- Select the Create New button in the top right-hand corner of the Smokeball Web App and the select Matter.
- Alternatively, you can select the Add Matter button available from the global Matters view:
- Alternatively, you can select the Add Matter button available from the global Matters view:
- Select the location, area of law and matter type.
- Enter the Client and Client Role. Depending on the matter type, you may be able to add other parties like the other side.
- When entering a client, the field will search and allow you to select an existing contact.
- If your client is a new contact, select Add Contact.
- If there are multiple parties to a matter, select the plus icon to add them.
- Enter the Matter Number and Matter Description. If applicable, you can also change the Matter Opened date here.
- Enter all relevant staff and referral information. This step is optional.
- Enter the billing type and other basic billing information if you have this on hand. This step is optional.
- Select the blue Create Matter button to create and open the matter.
Next Steps
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.Â
Select the headings below for a description of each setting:
In the Client/Contacts section, you can review, edit, and add clients, debtors, and other sides on a matter.
Here you have the ability to create new contacts to add to a matter, as well as add, view, and edit existing contacts.
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.
The Matter Details section allows you to review and edit the matter type, matter number, matter status, matter opened/closed date and matter description.
The Staff section allows you to review and edit Matter Fee Earner, Person Assisting, or Introducer on a matter. You can also edit the Referrer and Referral Type.
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.
Use the Client Account Settings section to activate the minimum client account 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 account for client account payments, if your firm has multiple client accounts.
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.Â
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.
Review and edit certain invoice settings for a matter including the invoice template, title, subtitle, debtor address override, and notes. Learn more about Invoice Settings.
Good to know
You can have multiple matters open at one time, creating various matter windows at the top of the Smokeball Web App.