In this article, we go through how to work on Matters and explore the modules within GhostPractice.

When you click on the matter name, GhostPractice will open the matter in Matter-centric. 

The different modules are located at the top of your screen. 

General Tab

On the General tab, you will see a matter summary including details like the date the matter was opened, the department the matter is linked to, and the users linked to the file. From the General tab, you also have the option to add or update the matter description and to add or update special instructions. You can add or update your file summary.

Report Status

Report status lets you add short notes on the status or progress of your matter. This is useful if you need to report on progress either internally or to your client. You can override the current report status or add to it, keeping an audit trail of all your report status notes. From the dropdown list, you can select a preset note for your report status. Alternatively, if you cannot find a relevant note, leave it on None and put in your own note. Remember to save, and the report status will then show on your General tab in the Matter Centric view.

There is also a report available in the desktop application to view all your report status notes. It is called the Matter Progress Report. 

Account Details

Account details summarise the current balances on the matter. 

Contacts

Lastly, you have a shortcut to contacts that are linked to this matter. Clicking on the e-mail address will open up a blank e-mail, usually in Outlook, where you can draft your e-mail and send the e-mail to the selected contact. 

When you click on the New button, It expands with a list of actions that can be performed on the matter. 

Task Tab

In the tasks tab, you have an overview listing all active and completed tasks for this matter. There are also filters available where you can filter the tasks by their status. If you only want to see active tasks, you can adjust the filter and then Apply. 

• The new button defaults to tasks. You can select a pre-programmed activity code from the list. 

• Alternatively, leave this on None to type in your own description. Make this as detailed as possible, especially when sending a task to a colleague.
• Select who the task should be assigned to. 
• If you have a long list of users at your firm, use your quick filter to search for a fee earner's name. 
• Select your schedule date and when this task should appear in the selected user's to-do list, as well as how long are we giving them to complete the task.
• Click on the calendar and select a date. 

When it comes to your completion settings:

• You can send a notification or receive a notification when this user has completed the task.
• Alternatively, if you don't want to get an e-mail when the task has been completed, you can set it to no. 
• You can also program a fee code reminding this user to bill for their time. 
• If there are any supporting documents for this task, you can also upload documents.

• Clicking save will save your task and keep the task screen open. 

• Clicking save and close will save it and take you back to your overview screen. 

  

Transaction Tab

On the transactions tab, you have the full history of your matter transactions. Filter out the type of transactions that you wish to see. You can also set a date range that you are currently investigating. 

• On the transactions tab, the new button defaults to new fee, allowing you to post a fee on your matter. 

• Select if the fee is billable or unbillable and then select your date from the calendar. 
• Select the correct fee earner when posting on behalf of someone else and whether it is a time or a unitary fee. 
• Drop down your activity code list to see your favorites and then all other posting codes or activity codes in the list. 
• Add to your narration. This narration will display on the matter's transaction history and on invoices to clients. 

• The timer will count down as you work on the matter. 
• Alternatively, you can fill in your own duration. 
• Your rate category will already be selected and your hourly rate should pull through automatically. 
• Select if VAT can be applied and whether it is VAT inclusive. 
• Move the toggle to the right hand side, the system will work out the total fee that will be posted and then you can proceed to save your fee. 
• Saving will save your progress and keep the fee screen open.
• If you save and close, the system will save your fee and take you back to the transactions overview. 

Documents Tab

The Documents tab shows all documents previously saved to this matter. You can also upload new documents either by clicking on Browse Files, which will open your file explorer, or you can drag and drop files by just dropping them there. 

• Remember to file your documents in the correct folder by selecting the folder from the list and then select if you would like to post a fee for this document that you have uploaded. 
• If you want to post a note or alternatively want to upload the document. The document will upload and it will then show in your documents management overview.

Contacts Tab

The contacts tab enables you to manage contacts that are linked to your matter. When you click on a contact, a separate screen will open up where you can see all the details on the contact and where you can edit the contact details. Remember to always save after making changes to a contact.

• You can also use the link contact button to quickly link an existing contact. 

• Click the link and then search for a contact. 

• Click on the contact, select the role type, and whether they are represented by your firm, none or self represented or represented by another attorney. 
• Search for the role type filter, or use the filter to search for it. 
• After saving, the contact will be visible in your overview screen where you can also edit the contact. 

Payments Tab

The Payments tab gives an overview of payment requisitions for this matter, as well as the status of the requisition. There are two filters available. You can search for the type or the status. 

• Remember after applying any filters to use the apply button to view your filtered payment requisitions. 
• This time the new button defaults to new trust payment requisition, but you can also create a new business payment requisition. 

Custom Data

• Custom data is not a standard tab for all firms. 
• Custom data provides fields to enter additional data that is not available in GhostPractice as standard. 
• This usually works with your templates and is also used for specialized reporting. It is dependent on your firm's specialities and requirements and whether they requested the custom fields to be built into your system.
•  If your firm makes use of custom data fields, fully complete all of them for your templates and your reports to work as intended. 

Milestones Tab

• The Milestones tab will only show milestones if a milestone template has been loaded to your matter from the desktop application. 
• From here, you can set a new due date per milestone, and you can process completed milestones. 
• The overview gives you a clear breakdown of the status of milestones, overdue, pending and inactive.

To go back to your Legal Diary to view all your files, go to the legal diary icon on the left-hand side of your screen.