Closing/Archiving a Matter

Problem

How to close/archive an existing matter in LawMaster?

Solution

After running the Matter Menu > Matter >Pre-close Check, the Matter Menu > Matter > Close/Archive Matter facility is used to close the Matter and allocate an Archive Number. Matter

balances do not need to be zero for this to occur. (Security note - deletion rights to File Class B required)

The user is prompted to enter the following data:

• Date matter closed.
• Archive Number. If the ‘System Allocation of Archive No.’ parameter in Matter and Client Parameters Processing options is ticked then the system will automatically generate an
• Archive Number (if one has not been previously coded).
• File Location – User defined code.
• File Review Date.
• Proposed Destroy Date.
• File Image Reference (If the file is imaged).
• Archive Missing – indicates the physical file is missing.
• Write off unbilled fees and disbursements (Yes & No). (Security note - deletion rights to File Class I required)
• Transfer debtor balance for Debt Control Matter (Yes & No) provided Billing Entity has a Debtor Control Matter.

Once a Matter has been closed a user is unable to create a Folio on the Matter if the 00-CLOSED Parameter is set to N (or does not exist at all). The write, fax, email, email alternate, and SMS context menu entries are disabled in the Matter Toolbar > Contacts tab and the equivalent toolbar buttons are not shown. The same rule has also been applied to the merge context menu option in the Matter Templates tab.

Where System Allocation of Archive No is ticked in the Matter and Client Processing Options (U_MO parameter), re-archiving a Matter previously archived will now set the "Archive No" field as read-only and include an "Allocate New Archive No" checkbox next to the Archive No field. By default, the Archive Number will automatically be set to the previously used Archive Number, but if the checkbox 'Allocate New Archive No" is checked, the displayed field will be set to a

value of 0, and the system will automatically allocate a new Archive Number when the "OK" button is clicked.

This ensures that all Archive Numbers continue to be automatically allocated by the system and the "Last Archive No", an entry in the Last Identity Numbers (ZZ parameter) will be incremented appropriately.

The menu item Matter Menu > Matter > Close/Archive Matter is renamed to Matter Menu > Matter > Re-Open Closed Matter when the current Matter being viewed is already Closed.

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