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.

You can create matters from the Smokeball desktop app, or the web app. Matters created in one place are viewable from both.

Smokeball Desktop App  Smokeball Web App

Create a New Matter

To create a new matter on the desktop app:

  1. Select New Matter from the Smokeball action bar. 

  2. 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. 
    • Note: If you practice in multiple jurisdictions, be sure to filter by country before selecting the matter type.
  3. Select Create (or Next, depending on the matter type).

  4. 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.
  5. 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'.  

 

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.

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Expand the headings below to learn more about the different Matter Details data types.

Matter Info

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.

Matter Parties and Contacts

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.

Compliance 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.

Matter Specific Data Screens

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. 

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