CAAP Guide: Matter Numbering

  • Matter Numbering: Overview

    For new Clio accounts, the default Matter number and naming scheme is: 

    [Matter number] - [Client summary name]

    • Matter numbers start at 00001
    • Client summary name refers to the Last Name for person clients or Company Name for comapny clients.

    If you would like to change the Matter number/naming scheme, you can do so in your Practice Settings. 

    Go to the Clio Settings panel  and click on "Practice" in the Clio Settings column. On the Practice Settings screen, click on the "Matter Numbering" sub-tab.

  • Custom Matter Numbering

    To change your Matter number/naming scheme, start by selecting one of the templates then customize as desired.

    Templates

    Preset 1: [Matter number]
    Example: 00001

    Preset 2: [Open date year] - [Matter number]
    Example: 2016-00001

    Preset 3: [Open date year] - [Open date month] - [Matter number]
    Example: 2016-06-00001

    To remove a field in a template, click on the X at the right of the field.

    New fields can be added to the end of what is currently showing in the customization area.

    To add a field to your number/naming scheme:

    1. Click in the customization box
    2. Select the field you want to add from the "Customize with additional fields" dropdown
    3. Select additional options if provided
    4. Click "Add"

    Available Customization Fields

    • Client Number
    • Client's First Name
    • Client's Last Name
    • Client's Summary Name
    • Matter Description
    • Matter Number (Firm-wide) -- One number sequence for all Matters
    • Matter Number (Per Client) -- Matter numbers for each client begin at 00001
    • Matter Number (Per Year) -- Firm wide Matter number sequence returns to 00001 each year
    • Month
    • Year (2 digits)
    • Year (4 digits)

    Finally, you can type static text directly into the customization area if you want that text to appear in all of your Matter names. Hit "Enter" on your keyboard once typing in your custom text.

    Applying the Matter Number and Naming Scheme

    Once you have set up your Matter name, you can choose to update the Matter name and number for any existing Matters.

    1. Check the "Update all existing Matters to reflect new numbering scheme" box
    2. Click the "Update Settings" button

  • Manual Matter Numbering

    If you would prefer to specify the Matter number/naming scheme manually on each Matter that you create:

    1. Select the "Manual for each Matter" template
    2. Click "Update Settings"

    You can now enter in the desired Matter name when ever you create a new Matter or edit an existing Matter.

  • Matter Number Override

    You can change the number of a specific Matter by opening the "Matter Number Override" box.  

    Enter the Matter name into the "Matter" field and the new number in the "New Matter Number" field. Click "Update".

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