Matter Preferences - The 'Files' preference tab
The Files tab allows you to set how you would like new Matter IDs to generate as well as if you would like the Cover Page’s Matter description to auto-populate based on the Matter and Stream is selected.
By default Migration Manager is set to create files that start with the first 4 letters of the client's surname and then 4 numerals that represent how many files are in the system that begin with the previously mentioned 4 letters i.e. FLEM0001, FLEM0002. Your firm can however change the way in which Matter IDs are generated. You have three options:
- Set the matter ID to be manually created each time a new file is created. Choosing this option will result in no default ID being suggested when you first create a file and the user will be required to create a unique ID of their own choosing; or
- Set the matter ID to automatically use a combination of parts of the client name*, the year, and an incrementing number based on how many files have been created that year, i.e. FLEMAR.15.0027; or
- Set the matter ID to automatically use a combination of THE first 4 letters of the surname/business name and a 4 digit number that increments based on how many files have the same first 4 letters i.e. FLEM0001, FLEM0002
*The combination of the parts of the client name will be a total of 6 letters made up of: up to the first 4 letters of the surname (if the surname has less than 4 letters it will only use those letters), the first letter of the given name and the first letter of the second name eg: Anthony Robert Fleming would be FLEMAR.15.0027. If there is no second name, the last letter of the code will be taken from the second letter of the given name eg. James Fleming would be FLEMJA.15.0035
Important: If you change the default format, this change will only affect newly created files. It will not change the Matter ID for previously created IDs. Also note that for option 2, the incrementing number will only record the number of files created since you choose that option. It is therefore recommended that you only switch to this option at the start of a calendar year.
1. Accessing the 'Files' Preference tab
From the Main Menu, select Tools, then Administrative, then Preferences.
If you don’t have access to this feature, you may need to log into Migration Manager as user Administrator.
In Preferences, select the Files tab.
Matter ID Prefix's
In the first section, you can set the Matter ID to always contain a Prefix such as a Firm identifier or an office identifier - this can be useful if you have multiple offices and what to distinguish which matters were created in which office.
Default Matter IDs
In the second section, you can choose how you want Matter IDs to be generated by default. You have three options:
- Set the matter ID to be manually created each time a new file is created. Choosing this option will result in no default ID being suggested when you first create a file and the user will be required to create a unique ID of their own choosing; or
- Set the matter ID to automatically use a combination of parts of the client name*, the year, and an incrementing number based on how many files have been created that year, i.e. FLEMAR.15.0027; or
- Set the matter ID to automatically use a combination of THE first 4 letters of the surname/business name and a 4 digit number that increments based on how many files have the same first 4 letters i.e. FLEM0001, FLEM0002
*For option 2, the combination of the parts of the client name will be a total of 6 letters made up of: up to the first 4 letters of the surname (if the surname has less than 4 letters it will only use those letters), the first letter of the given name and the first letter of the second name eg: Anthony Robert Fleming would be FLEMAR.15.0027. If there is no second name, the last letter of the code will be taken from the second letter of the given name eg. James Fleming would be FLEMJA.15.0035
Matter Description
When you choose a Matter Type and Stream on a Matter’s Cover Page, you can choose if you would like the Matter Description to auto-populate based on what Matter Type and Stream was selected.
Example:
After setting the Preferences above, if we then select the Matter Type and Stream on the Cover Page of a Matter, we will see the Description auto-populate.
Archive
The Archive option controls how long the cooldown (wait time) is between when you Archive a Matter, then try to un-Archive a Matter. The reason for the wait is to allow time for client’s Cloud File Storage software (eg. Dropbox) to catch up and sync the Matter’s files and folders.
Attempting to move files over and over before syncing has completed can cause issues with your file structure.
Save
Once all adjustments have been made, click Save & Exit.
