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KCS - How To Start Yearly Matter Numbering at "1"

Objective:

  • Current Matter Numbering is set to Matter Numbering (Per Year)/Yearly Matter Number, but not starting at 00001
  • Have the Matter Number return to 00001 each year
  • Is there was a way to have the matter number restart with each new year? 

Environment:

  • Clio Web Apps

Additional Information:

If Yearly Matter Numbering is not starting at 1, you may have Matters from the previous year with an Open Date in the current year. These Open Dates need to be adjusted to completely resolve the issue.

You can either adjust these dates one by one (important if you have some imported Matter Numbers you want to preserve from a previous system), or you can deal with them all in one fell swoop if you are comfortable changing everything in your Clio Account.

 

Procedure:

To change some Matters, not all: 

  1. Create your first Matter in the new year
    • Example: Create your first new Matter in 2018
  2. Navigate to Settings (gear icon)
  3. Click Practice
  4. Click Matter Numbering
  5. Confirm that you currently have [yearly matter number] and [open date yy] or [open date year] within your current Settings
  6. Once confirmed, click Open in the Matter Number Override section at the bottom of the page
  7. In the Matter field, enter the Matter Number of the first Matter of the year that you created in Step 1
  8. In the New Matter Number field, Type "1"
  9. Click Update (Green Button)
  10. Go the the main Matters tab
  11. Click the All subtab
  12. Click Export at the bottom of the page and select Export All Columns
  13. Export as a .CSV
  14. Open the .CSV file on your local desktop
  15. Review the Matter Open Date column for any Matters from the previous year that have an Open Date in the current year
  16. Return to Clio and Edit the Open Date for all Matters from the previous year with the incorrect Open Date
  17. Save Matter changes
  18. Create a new Matter and confirm that it is populating the correct Matter number
  19. If not, repeat steps 10 - 17

 

To change all Matters in Clio:

Warning: This option cannot be undone and will affect all your existing Matters in Clio. It should not be done lightly. If you would like assistance please call Customer Support at 1-888-858-2546 ext 2.

  1. Navigate to Settings (gear icon)
  2. Click Practice
  3. Click Matter Numbering
  4. Confirm that you currently have [yearly matter number] and [open date yy] or [open date year] within your current Settings
  5. Check the box for Update all existing matters to start at this number
  6. Check the box for Update all existing matters to reflect new numbering scheme
  7. Click Update Settings
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