GoMatters Case Management Software

How to edit items

Select a cell in any active record for editing by hovering over the cell with your mouse. Editable cells turn blue when your mouse passes over the cell. Double-click the cell to open the cell editor. Edit the cell and press the "Enter" key on your keyboard to save the record.

How to export data

Click on the "Export" link in the left navigation panel to display the "Export" tab. Click on any of the "Export" buttons in the "Export" tab to export data in available formats to be downloaded to your local computer.

How to add a new matter

Add a new matter by clicking the "Add Matter" button on the "Matters" tab.

• Enter a matter number

  The matter number can be any number you like. The matter number can also be a string of letters or words. The matter number can be a number assigned internally by GoMatters by checking the "Auto Assign" check box, or you can use an external number like a case number assigned by a court. The matter number can be changed at any time.

• Enter a matter title

  The matter title is the human readable title you would like to associate with your matter, for example "Jones v. Jones".

• Enter a matter category

  The matter category is the top level categorization of your matter, for example "Civil" or "Criminal".

• Enter a matter description

  The matter description is the secondary level categorization of your matter, for example "Divorce" or "Speeding".

How to view matters

Click on the "Matters" tab and enter a matter number in the "Search Matters" search box. Highlight an item in the search results list using your keyboard arrow keys. Select a matter for viewing by pressing the "Tab" key or "Enter" or enter key on your keyboard when the matter number is highlighted in the search results list. The matter record will then be displayed in the "Matters" tab.

How to edit matters

Click on the "Matters" tab and select a matter to view. After the matter has been displayed in the "Matters" tab, select a cell in the matter record for editing by hovering over the cell with your mouse. Editable cells turn blue when your mouse passes over the cell. Double-click the cell to open the cell editor. Edit the cell and press the "Enter" key on your keyboard to save the record.

How to change the opened and closed date of a matter

Click on the "Matters" tab and select a matter to view. After the matter has been displayed in the "Matters" tab, select the matter open or close date cells in the "Opened" or "Closed" columns by double-clicking the appropriate cell. Choose a date from the popup date calendar and press the "Enter" key on your keyboard to save the edited date. Matter open dates are automatically set to the date a matter is added but the date can be edited to any date you need.

How to add a contact to a matter

Click on the "Matters" tab and select a matter to view. After the matter has been displayed in the "Matters" tab, select the "Contacts" tab below the "Matters" tab and click the "Add Contact" button. Be sure to select the "Contacts" tab below the "Matters" tab, do not select the main "Contacts" tab next to the main "Matters" tab.

Only existing contacts can be added to matters. Be sure a contact has been added to the system before adding a contact to a matter.

Type the first few letters of the first or last name of an existing contact name into the "Name" field in the "Add Matter Contact" popup dialog that appears after clicking the "Add Contact" button. Highlight an existing contact from the search results list using the arrow keys on your keyboard and press the "Tab" key or "Enter" key on your keyboard to select the contact.

Type a role for the contact in the "Role" field in the "Add Matter Contact" popup dialog. Roles are labels assigned to matter contacts to better organize your matter. All matter contacts must have a role. For example, the matter client would mostly likely be assigned the role of "Client" and opposing counsel in a matter might be called "Opposing Counsel".

How to add a task to a matter

Click on the "Matters" tab and select a matter to view. After the matter has been displayed in the "Matters" tab, select the "Tasks" tab below the "Matters" tab and click the "Add Task" button. Be sure to select the "Tasks" tab below the "Matters" tab, do not select the main "Tasks" tab next to the main "Matters" tab.

• Assign the task

  Assign the task to a user who will be responsible for completing the task by selecting the user from the drop-down options provided in the "Add Task" popup dialog.

• Enter a task title

  The task title is the reference title for the task that will be displayed in the task record, for example "Mail discovery requests to opposing counsel".

• Choose a task due date

  Choose a task due date by clicking the task due calendar button and choosing a date from the calendar.

• Choose a task status

  Choose "not done" or "done" from the available task status options to set the initial status for the task.

How to view tasks assigned to a matter

Click on the "Matters" tab and select a matter to view. After the matter has been displayed in the "Matters" tab, select the "Tasks" tab below the "Matters" tab.

Tasks that have not been marked "Done" are displayed initially in the matter "Tasks" tab. View tasks by status, due date, assigned by or assigned to by selecting the "Find" button under the matter "Tasks" tab and searching with the available tools.

How to add an event to a matter

Add an event to a matter by clicking the "Events" tab under the main matter tab and click the "Add Event" button on the "Events" tab.

• Assign the event

  Assign the event to a user who will be responsible for attending the event by selecting the user from the drop-down options provided in the "Add Event" popup dialog.

• Choose a start date and time

  Choose a start date and time by clicking the event start time calendar button and choosing a date from the calendar

• Choose a stop date and time

  Choose a stop date and time by clicking the event stop time calendar button and choosing a date from the calendar

• Enter an event place

  The event place is the place where the event will take place. Note that event places will be coded in a Google Maps url to be sent in Event Notice Emails.

• Enter an event title

  The event title is the reference title for the event that will be displayed in the event record, for example "Preliminary hearing".

• Choose to email event notices

  Choose to email event notices or not by clicking the "Yes" or "All Matter Contacts" radio button. Clicking these buttons reveals a text area in which you can type a comma separated list of email addresses to receive email notification of the event. The "All Matter Contacts" option will pre-populate the text area with a comma separated list of matter contact email addresses already associated with the matter. Learn How to add a contact to a matter. You can add or delete email addresses from the list as you like. You will receive a copy of the email sent by GoMatters to the addresses provided with a second receipt email verifying the addresses to which the event notice was sent.

How to add fees to a matter

Click on the "Matters" tab and select a matter to view. After the matter has been displayed in the "Matters" tab, select the "Fees" tab below the "Matters" tab and click the "Add Fee" button.

• Enter a fee type

  Choose the fee type from the drop-down selection list in the "Add Matter Fee" popup dialog that appears after clicking the "Add Fee" button in the matter "Fees" tab. Fees can be flat or hourly. Up to five hourly rates can be charged in a matter. When choosing an hourly rate, select a level for the hourly fee and assign the level either "a", "b", "c", "d" or "e". Each hourly fee level can be assigned a different hourly rate. For example, a partner charging at the hourly "a" level can set the hourly rate for that level to $300.00 per hour (the partner rate for the firm) while the associate hourly rate can be set at the "b" level of $200.00 per hour and the paralegal working on the case will be assigned to the "c" level of $100.00 per hour. All tasks completed by the respective firm members will be billed at the appropriate member hourly fee rates.

• Enter a fee description

  Enter a description for the fee into the "Description" field of the "Add Matter Fee" popup dialog. The fee description is a characterization of the service provided, for example "Attorney fee". The fee description will appear on any invoices.

• Enter a fee amount

  Enter the fee amount into the "Amount" field of the "Add Matter Fee" popup dialog. If the fee is a flat fee, enter the entire fee charged. If the fee is an hourly fee, enter the hourly rate for the fee.

• Enter a fee date

  Enter the date the fee is charged into the "Date" field of the "Add Matter Fee" popup dialog.

How to add costs to a matter

Click on the "Matters" tab and select a matter to view. After the matter has been displayed in the "Matters" tab, select the "Costs" tab below the "Matters" tab and click the "Add Cost" button.

• Enter a cost description

  Enter a description for the cost into the "Description" field of the "Add Matter Cost" popup dialog. The cost description is a characterization of the cost incurred, for example "Court cost" or "Filing fee". The cost description will appear on any invoices.

• Enter a cost amount

  Enter the cost amount into the "Amount" field of the "Add Matter Cost" popup dialog.

• Enter a cost date

  Enter the date the cost is charged into the "Date" field of the "Add Matter Cost" popup dialog.

How to add payments to a matter

Click on the "Matters" tab and select a matter to view. After the matter has been displayed in the "Matters" tab, select the "Payments" tab below the "Matters" tab and click the "Add Payment" button.

• Enter the payor

  Only existing contacts be listed as payors. Be sure a contact has been added to the system before selecting a contact as a payor.

  Type the first few letters of the first or last name of an existing contact making the payment into the "Payor" field in the "Add Matter Payment" popup dialog that appears after clicking the "Add Payment" button. Highlight an existing contact from the search results list using the arrow keys on your keyboard and press the "Tab" key or "Enter" key on your keyboard to select the payor.

• Enter a payment amount

  Enter the payment amount into the "Amount" field of the "Add Matter Payment" popup dialog.

• Enter a payment date

  Enter the date the payment is paid into the "Date" field of the "Add Matter Payment" popup dialog.

How to create and print an invoice for a matter

Invoices include all fees, costs and payments entered to date. If hourly fees have been assigned to completed tasks, a list of completed tasks with the corresponding hourly rates will be created when the invoice is printed.

Click on the "Matters" tab and select a matter to view. After the matter has been displayed in the "Matters" tab, select the "Invoices" tab below the "Matters" tab and click the "Add Invoice" button.

• Enter a contact to bill

  Only existing contacts can be billed invoices. Be sure a contact has been added to the system before selecting a contact to be billed an invoice.

  Type the first few letters of the first or last name of an existing contact to be billed into the "Bill To" field in the "Add Matter Invoice" popup dialog that appears after clicking the "Add Invoice" button. Highlight an existing contact from the search results list using the arrow keys on your keyboard and press the "Tab" key or "Enter" key on your keyboard to select the contact to be billed.

• Choose home or work address

  The existing home address or work address for the contact will appear on the invoice. Be sure to enter a home address or work address for the contact before billing the contact.

• Choose an invoice date

  The invoice date is the date that will be used to calculate the invoice amounts. All fees, costs, payments and hourly billed tasks up to and including the invoice date will appear on the invoice.

How to add a new contact

Add a new contact by clicking the "Add Contact" button on the "Contacts" tab and enter the contact name in the "Add Contact" popup dialog. To prevent duplicate contact entry, a list of similar names is displayed while typing the first name of the new contact into the "First Name" field in the "Add Contact" popup dialog. Press the "Esc" key on your keyboard to escape out of the similar contact list and continue entering contact information.

How to view contacts

Click on the "Contacts" tab and enter the contact first or last name in the "Search Contacts" search box. Highlight an item in the search results list using your keyboard arrow keys. Select a contact for viewing by pressing the "Tab" key or "Enter" or enter key on your keyboard when the contact name is highlighted in the search results list. The contact record will then be displayed in the "Contacts" tab.

How to edit contacts

Click on the "Contacts" tab and select a contact to view. After the contact has been displayed in the "Contacts" tab, select a cell in the contact record for editing by hovering over the cell with your mouse. Editable cells turn blue when your mouse passes over the cell. Double-click the cell to open the cell editor. Edit the cell and press the "Enter" key on your keyboard to save the record.

How to search contacts

Click on the "Contacts" tab and select a contact to view.

How to call contacts using skype

Click on the "Contacts" tab and select a contact to view. After the contact has been displayed in the "Contacts" tab, single click the contact phone number and Skype will automatically dial the contact phone number. NOTE: You must have Skype installed on your local computer to use this feature.

How to export a single contact

Click on the "Contacts" tab and select a contact to view. After the contact has been displayed in the "Contacts" tab, click the "Export" button under the main "Contacts" tab. A vCard file (.vcf) for the contact will be downloaded to your computer. Once the contact vCard has been downloaded, click the file to import the contact into your local address book.

How to export all contacts

NOTE: Only the domain administrator can export all contacts. To export all contacts, click on the "Export" link in the left navigation panel to display the "Export" tab. Click the "VCARD" button in the "Contacts" export section. A vCard file (.vcf) for all contacts will be downloaded to your computer. Once the contacts vCard has been downloaded, click the file to import all contacts into your local address book.

How to add contacts to Mac Address Book group

To add contacts to a Mac Address Book category, export a contact or export all contacts in vCard format and open the vCard with your local address book. After contacts have been imported to your local address book, choose the "Last Import" folder in your Mac Address Book. Highlight all of the contacts and drag them to your group folder.

How to copy contacts to your iPhone

To copy contacts to your iPhone using iTunes, export a contact or all contacts in vCard format and open the vCard with your local address book. After contacts have been imported to your local address book, sync your iPhone using iTunes (make sure you have selected to sync contacts in your iPhone sync settings in iTunes).

To copy contacts to your iPhone without using iTunes, export a contact or all contacts in vCard format and email the vCard file (.vcf) to yourself. Open the email on your iPhone and click the vCard attachment to import the contact(s) to your iPhone.

How to add a new task

Add a new task by clicking the "Add Task" button on the "Tasks" tab.

• Assign the task

  Assign the task to a user who will be responsible for completing the task by selecting the user from the drop-down options provided in the "Add Task" popup dialog.

• Enter a task title

  The task title the reference title for the task that will be displayed in the task record, for example "Mail discovery requests to opposing counsel".

• Choose a task due date

  Choose a task due date by clicking the task due calendar button and choosing a date from the calendar.

• Choose a task status

  Choose "not done" or "done" from the available task status options to set the initial status for the task.

• Enter a matter for the task

  Only existing matters can be assigned tasks. Be sure a matter has been added to the system before adding a task to a matter.

  Type the matter number to which the task is to be assigned into the "Matter" input in the "Add Task" popup dialog. A list of corresponding matter numbers are displayed below the input. Highlight a matter using the arrow keys on your keyboard. Select the highlighted matter from the list by pressing the "Tab" key or "Enter" key on your keyboard.

How to edit tasks

Click on the "Tasks" tab to display a list of incomplete tasks. If you would like to display other tasks use the "Find" button. Select a cell in the task record for editing by hovering over the cell with your mouse. Editable cells turn blue when your mouse passes over the cell. Double-click the cell to open the cell editor. Edit the cell and press the "Enter" key on your keyboard to save the record.

How to mark a task "done" or "not done"

Click on the "Tasks" tab to display a list of incomplete tasks. If you would like to display other tasks use the "Find" button.

Select the task record by checking the checkbox for the task in the task checkbox column. After selecting the task record, click the "Status" button and choose "Mark Done" or "Mark Not Done" to mark the task 'done' or 'not done'. Multiple tasks can be updated at the same time by checking multiple task checkboxes and clicking the "Status" button to mark the tasks.

A task can also be marked "Done" or "Not Done" by double-clicking the cell in the (green check column) for the task record. Select "done" in the popup cell editor to mark the task done.

How to record time spent on a task

Click on the "Tasks" tab to display a list of incomplete tasks. If you would like to display other tasks use the "Find" button.

• Enter an hourly rate

  Double-click the rate cell for the task record in the "Rate" column and choose the hourly rate from the drop-down options. Be sure to set the hourly fee rate before assigning a rate to a task.

• Enter the time

  Double-click the time spent cell for the task record in the "Time Spent" column and enter the houlry time spent on the task and press the "Enter" key on your keyboard to save the record. Use a decimal format for hour increments, for example, 6 minutes would be recorded as .1 and 12 minutes would be recorded as .2.

How to delete a task

Click on the "Tasks" tab to display a list of incomplete tasks. If you would like to display other tasks use the "Find" button.

Select the task record by checking the checkbox for the task in the task checkbox column. After selecting the task record, click the "Delete" button to delete the task. Warning: Deleted tasks cannot be recovered.

How to print a task

Click on the "Tasks" tab to display a list of incomplete tasks. If you would like to display other tasks use the "Find" button.

Select one or more task records to print by checking the checkbox for the task in the task checkbox column. After selecting the task record, click the "Print" button to print the task. A printable version of the task record will open in a new window. Chose File/Print from your browser to print the task.

How to find tasks

Click on the "Tasks" tab to display a list of incomplete tasks. To find tasks, click the "Find" button and customize the task search with the following available options presented in the "Find Tasks" popup dialog.

• Assigned to

  The "Assigned to" find task option will limit search results to the tasks assigned to the selected user. Selecting "Anyone" in the "Assigned to" find task drop-down options will return tasks assigned to any user.

• Assigned by

  The "Assigned by" find task option will limit search results to the tasks assigned by the selected user. Selecting "Anyone" in the "Assigned by" find task drop-down options will return tasks assigned by any user.

• Due

  The "Due" find task option will limit search results to the tasks due on a particular date. Click the calendar button and select a due date from the popup calendar to return tasks due on the selected date.

• Status

  The "Status" find task option will limit search results to the tasks with the selected tasks. Choose "done" or "not done" to return tasks with the selected status.

• Matter Number

  The "Matter Number" find task option will limit search results to the tasks assigned to the selected matter. Type the matter number of a particular task in the "Matter Number" input field of the "Find Task" popup dialog and use the arrow keys on your keyboard to highlight a matter. Select the matter by pressing the "Tab" key or "Enter" key on your keyboard. Selecting a matter in the "Find Tasks" popup dialog will return tasks assigned to the selected matter only.

How to add a new event

Add a new event by clicking the "Add Event" button on the "Events" tab.

• Assign the event

  Assign the event to a user who will be responsible for attending the event by selecting the user from the drop-down options provided in the "Add Event" popup dialog.

• Choose a start date and time

  Choose a start date and time by clicking the event start time calendar button and choosing a date from the calendar

• Choose a stop date and time

  Choose a stop date and time by clicking the event stop time calendar button and choosing a date from the calendar

• Enter an event place

  The event place is the place where the event will take place. Note that event places will be coded in a Google Maps url to be sent in Event Notice Emails.

• Enter an event title

  The event title is the reference title for the event that will be displayed in the event record, for example "Preliminary hearing".

• Enter an matter for the event

  Only existing matters can be assigned events. Be sure a matter has been added to the system before adding a event to a matter.

  Type the matter number to which the event is to be assigned into the "Matter" input in the "Add Event" popup dialog. A list of corresponding matter numbers are displayed below the input. Highlight a matter using the arrow keys on your keyboard. Select the highlighted matter from the list by pressing the "Tab" key or "Enter" key on your keyboard.

• Choose to email event notices

  Choose to email event notices or not by clicking the "Yes" or "All Matter Contacts" radio button. Clicking these buttons reveals a text area in which you can type a comma separated list of email addresses to receive email notification of the event. The "All Matter Contacts" option will pre-populate the text area with a comma separated list of matter contact email addresses already associated with the matter. Learn How to add a contact to a matter. You can add or delete email addresses from the list as you like. You will receive a copy of the email sent by GoMatters to the addresses provided with a second receipt email verifying the addresses to which the event notice was sent.

How to edit events

Click on the "Events" tab to display a list of upcoming events. If you would like to display other events use the "Find" button. Select a cell in the event record for editing by hovering over the cell with your mouse. Editable cells turn blue when your mouse passes over the cell. Double-click the cell to open the cell editor. Edit the cell and press the "Enter" key on your keyboard to save the record.

How to record time spent on an event

To record time spent on an event, record the event as a billable, completed task and record time spent for the task. See How to record time spent on a taskfor more help.

How to delete an event

Click on the "Events" tab to display a list of incomplete events. If you would like to display other events use the "Find" button.

Select the event record by checking the checkbox for the event in the event checkbox column. After selecting the event record, click the "Delete" button to delete the event. Warning: Deleted events cannot be recovered.

How to print an event

Click on the "Events" tab to display a list of upcoming events. If you would like to display other events use the "Find" button.

Select one or more event records to print by checking the checkbox for the event in the event checkbox column. After selecting the event record, click the "Print" button to print the event. A printable version of the event record will open in a new window. Chose File/Print from your browser to print the event.

How to find events

Click on the "Events" tab to display a list of upcoming events. To find events, click the "Find" button and customize the event search with the following available options presented in the "Find Events" popup dialog.

• Assigned to

  The "Assigned to" find event option will limit search results to the events assigned to the selected user. Selecting "Anyone" in the "Assigned to" find event drop-down options will return events assigned to any user.

• Assigned by

  The "Assigned by" find event option will limit search results to the events assigned by the selected user. Selecting "Anyone" in the "Assigned by" find event drop-down options will return events assigned by any user.

• Due

  The "Due" find event option will limit search results to the events due on a particular date. Click the calendar button and select a due date from the popup calendar to return events due on the selected date.

• Matter Number

  The "Matter Number" find event option will limit search results to the events assigned to the selected matter. Type the matter number of a particular event in the "Matter Number" input field of the "Find Event" popup dialog and use the arrow keys on your keyboard to highlight a matter. Select the matter by pressing the "Tab" key or "Enter" key on your keyboard. Selecting a matter in the "Find Events" popup dialog will return events assigned to the selected matter only.

How to subscribe to your calendar

Click on the "Subscribe" button under the "Events" tab to get the URL of your calendar. Copy the URL and paste it into any application that supports the iCal format. You must provide your GoMatters username and password to view your calendar subscription.

How to subscribe to your calendar in iCal

Click on the "Subscribe" button under the "Events" tab to get the URL of your calendar. Copy the URL to your clipboard. Open iCal on your Mac and choose Calendar->Subscribe. Paste the URL of your calendar into iCal. Type your GoMatters username and password in the iCal authenitication dialog. Note: iCal Subscription Calendars do not sync to iPhone. Learn how to subscribe to your calendar on iPhone.

How to subscribe to your calendar on iPhone

Click on the "Subscribe" button under the "Events" tab to get the URL of your calendar. Copy the URL to your clipboard and then email the link to yourself. Open the email on your iPhone and copy the URL to your iPhone clipboard by touching the URL and holding your finger in place for a second to bring up the iPhone copy dialog (How to copy text on iPhone). Open Settings on your main iPhone screen. Choose Mail, Contacts, Calendars->Add Account->Other->Add Subscribed Calendar and paste your calendar URL into the "Server" field by touching the field on your iPhone and holding your finger in place for a second until the iPhone paste dialog appears, then choose "Paste". After pasteing the URL, click "Next" on your iPhone. Enter your GoMatters username and password for the calendar on your iPhone. Be sure to set "Use SSL" to "On" and then save your subscription settings.

How to add a new user

Click on the "Users" link in the left navigation panel to display the "Users" tab. Click on the "Add User" button in the "Users" tab and enter the name, email address and initials of the new user. An email will be sent to the user with further instructions about confirming the new user account.

How to edit users

Click on the "Users" link in the left navigation panel to display the "Users" tab. Select a user by clicking the user name in the user list in the "Users" tab. Select a cell in the user record for editing by hovering over the cell with your mouse. Editable cells turn blue when your mouse passes over the cell. Double-click the cell to open the cell editor. Edit the cell and press the "Enter" key on your keyboard to save the record.

How to delete users

Click on the "Users" link in the left navigation panel to display the "Users" tab. Select a user by clicking the user name in the user list in the "Users" tab. After selecting the user record, click the "Delete" button on the "Users" tab. Warning: Deleting a user is a drastic measure. Deleting a user will delete the user account only. All information entered or created by a user is still retained in the system to maintain an accurate record of your matters.

How to change user passwords

Click on the "Users" link in the left navigation panel to display the "Users" tab. Select a user by clicking the user name in the user list in the "Users" tab. After selecting the user record, click the "Change Passwords" button on the "Users" tab and enter the new password. Only account administrators can change user passwords. If a password is lost or forgotten, users must contact the account administrator to change the user password.

How to set user privileges

Click on the "Users" link in the left navigation panel to display the "Users" tab. Select a user by clicking the user name in the user list in the "Users" tab. After selecting the user record, click any tab in the "Users" tab to view the respective user privilege. Double-click the or . Select "yes" or "no" for the user privilege from the available options and press the "Enter" key on your keyboard to save the record.

How to change account info

Click on the "Settings" link in the left navigation panel to display the "Settings" tab. Select a cell in the task record for editing by hovering over the cell with your mouse. Editable cells turn blue when your mouse passes over the cell. Double-click the cell to open the cell editor. Edit the cell and press the "Enter" key on your keyboard to save the record.

Data error message

Data error messages are an indication that your session has expired and you have been logged out by the system. For security purposes, sessions are of limited duration. To clear the message, login again.