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.
How to Create a New Matter
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Select the New Matter button from Smokeball's Home Screen.
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Select the Matter Type you want to create and party you are representing (if applicable)Â
- For quick access, you can create Matter Favorites by clicking on the star icon or Matter Templates by selecting the tab.Â
- 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.
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Note: If you practice in multiple states, be sure to filter by state prior to selecting the matter type.
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Complete the Matter Details section to create the matterÂ
- 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.
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The minimum amount of information you must include when opening a matter is Info and Client info.
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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.
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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
- Double-click on the Info.
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Select the Matter tab and complete the following fields:
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Status
- This is where you will change the matter to Open, Closed, Deleted, or Cancelled. By default, it is set to Open.Â
- Matter opened and matter closed dates
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Internal Reference (matter number) and Re LineÂ
- You can adjust these default settings in Matter Configuration.Â
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Matter DescriptionÂ
- Enter additional information about the matter in this textbox.Â
- Note: Matter Description is searchable in Smokeball as well.
- Attorney Responsible, Person Assisting, and Originating Attorney
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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.
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Use the drop-down menu to change the fee to percentage-based, flat fee, or other.
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Status
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Entering Billing Info
- Select the Billing tab on the Matter info window.
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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.Â
- Use the provided fields to add debtors.
- Use the dropdown menu to select the billing units.Â
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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.Â
- If applicable, you can also enable LEDES/UTBMS billing.Â
Entering Client InfoÂ
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Double click on the Client Info field (Petitioner in the example below).Â
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Select the Contact Details tab and complete the following fields:
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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.
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Title
- Enter the client’s address using the field in the left-hand pane.Â
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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.Â
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Select the Contact Details tab and complete the following fields:
- 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.Â
- 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.
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Select the Create New button in the upper right-hand corner and then select Matter.
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Alternatively, you can select the Add Matter Button from the Matter global view.
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Alternatively, you can select the Add Matter Button from the Matter global view.
- Select the state, area of law, and matter type.
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Enter the client and client role. Depending on the matter type, you may also add other parties such as a defendant.
- When entering a client, the field will search and allow you to select an existing contact.
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If your client is a new contact, select Add Contact.
- Enter an optional matter description.
- Enter all relevant staff and referral information.
- Enter the billing type you will use for this matter and other billing information.
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Select the blue Create Matter button.Â
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.Â
Q:Â Can I duplicate a matter?
A:Â 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.Â