Matters¶

This page is for anyone at the firm who works on client files: attorneys, paralegals and office staff. It covers how to find a matter, open a new one, work in its tabs, and close it when the work is done. If you are new to Kosmos, read Getting started first.

What a matter is¶

A matter is one piece of work for one client, for example "Rivera v. Northside Logistics" for the client Elena Rivera. Everything about that work hangs off the matter: the people involved, court proceedings, events, tasks, time and expenses, invoices and payments, and the case file (documents, notes, emails and AI chats). Each matter has one client, one status and one billing type.

Find a matter¶

Click Matters in the sidebar. The list shows 40 matters to a page, and Count at the top right shows how many match.

To narrow or reorder the list:

• Click Pending, Open or Complete to show matters with that status. The list starts on Open, sorted by name. After that it keeps your filter and sort order until you change them or sign out.
• Type in Filter list . . . to match matter names within the current filter. Press Enter to open the first match.
• Click Filter to open Filter Matters. Status is the only place to choose Closed or All. Practice area lists your firm's practice areas. Opened on or after and Closed on or before narrow the list by date. Ordering sets the sort. Click Apply. Restore Defaults returns to open matters sorted by name.
• Click the sort button beside Matter or Work Status to sort by that column. Click it again to reverse the order.

Open a new matter¶

1. Click Matters in the sidebar, then the + button at the left of the toolbar. The Add Matter form opens.
2. In Client, type part of the client's name and click the contact in the results. If the client is not a contact yet, see the next section.
3. Set Status. It starts on Pending.
4. Enter the Matter Name (50 characters at most) and check Open Date, which starts as today.
5. Fill in the other fields that apply and click Submit.

The form closes, and the new matter is in the list if the list is showing its status.

Add the client while you open the matter¶

1. In Client, type the client's name. Two choices appear under the results: Create new contact and Convert an intake…. (You see Convert an intake… only if you have the Intakes permission.)
2. Click Create new contact to open Add Contact with the name you typed. Or click Convert an intake… and pick the intake: its name, address, phone and email are copied into Add Contact.
3. Complete the contact and click Submit. (Back returns to the matter without adding a contact.)

You are back on Add Matter with the new contact in Client and everything you had already entered still in place.

Good to know:

• A new matter is Pending unless you change Status, and the list starts on Open. Click Pending in the toolbar to see it.
• If you can see only assigned matters, a matter you add is assigned to you. See Who can see a matter.

The matter page¶

Click a matter's name in the list. The matter opens on its Contacts tab. Across the top are the matter name (click it to switch to another open matter), Detail and Case, and two buttons to add time and add an expense (see Time and expenses). The arrows at the far right step to the previous and next open matter. This page covers the Detail side. Case holds the case file: documents, the timeline, witnesses, notes, emails, AI chat and research.

Overview¶

Overview is the summary of the matter. Matter Detail lists its status, client, practice area, open date, jurisdiction and billing, and the date it was closed once it has been. Beside it are Events (upcoming events), Tasks (open tasks) and Recent Actions (the five latest time entries). Each has a + button to add one, and you can click a row to edit it. Financials shows Balance Due, Work in Progress and Trust Available. You need the Financial permission to see it. Ask your administrator.

Contacts¶

Contacts lists everyone connected to the matter: the client, opposing parties, counsel, witnesses and so on. Each has a Group (the side or cluster they belong to) and a Role (what they are on this matter).

1. Click the + button. Assign Contact opens.
2. In Contact, type a name and click the contact in the results.
3. Choose a Group and a Role, then click Assign.

The contact appears in the table. If the contact is already on the matter with the same group and role, Kosmos says so and adds nothing. Click the contact's group or role to open Edit Assignment: Update saves a change and Remove takes the contact off the matter (the contact itself is kept). Click Groups to add a group for this matter only, such as a set of co-defendants. An administrator maintains the firm-wide groups and roles under Settings → Contacts.

Good to know:

• The person must already be a contact. Assign Contact cannot create one.
• The client's row cannot be edited or removed here. Change the client in Edit Matter.

Rates¶

Rates holds hourly rates that apply only to this matter, set user by user in whole dollars. Click Add Rate, choose the User, enter the Matter rate and click Submit. Click a rate to change or delete it. A user with no rate here bills at their standard hourly rate, and each user can have one rate on a matter. A matter rate fills in on new time entries. It does not change entries already recorded. You need the Financial permission for this tab. Ask your administrator.

Activity¶

Activity shows the time and expenses recorded on this matter. Switch between Time, Expenses and Categories, and use Activity Report to produce a report of the work. See Time and expenses.

Events¶

Events shows this matter's hearings, deadlines and appointments as a list or a calendar. Click the + button to add one. The same events appear on the firm Calendar.

Tasks¶

Tasks shows the to-do items for this matter. Click the + button to add one. The same tasks appear on the firm Tasks page.

Proceedings¶

Proceedings records each court case or other proceeding in the matter. Click Add Proceeding and fill in Date Filed, Nickname (for example Main or Appeal), Forum (the county and court), Case Number, Status (Ongoing, Concluded, Stayed or Dismissed) and Primary. Click a proceeding's nickname to edit it. The primary proceeding's case number is the one shown in the matters list. The first proceeding you add starts as primary. Click the circle in the Primary column to make another one primary.

Settlement¶

Settlement is a log of settlement negotiations. Click Add Settlement Entry and record the Date, Medium (Email, In Person, Letter or Phone), Type (Authorization, Demand or Offer), Amount and Notes (50 characters at most). Authorization entries are emphasised in the list.

Ledger¶

Ledger is the matter's account: invoices, payments and credits with a running balance, plus totals for Balance Due, Work in Progress and the client's trust funds. Download PDF produces a copy. You need the Financial permission for this tab. Ask your administrator.

Who can see a matter¶

Most users can see every matter. An administrator can limit a user to assigned matters only. If that is you, other matters are left out of your matters list, the matter switcher and the matter choices in forms, and a saved link to one shows "You don't have permission to access this page." Their tasks and events are left out of Tasks and the Calendar, and a contact's page lists only your matters. An administrator assigns matters under Settings → Permissions, from the matters that are Pending or Open.

Edit a matter and change its status¶

1. Open the matter and click Overview.
2. Click the pencil button beside Matter Detail. Edit Matter opens with the same fields as Add Matter.
3. Make your changes and click Submit.

The Overview shows the new details. You can also click the Status, Work Status, Practice Area or Description value on the Overview to change it there, without opening the form.

Close a matter¶

Set Status to Complete or Closed, on the Overview or in Edit Matter. Kosmos then does the following at once, with no confirmation:

• Records today as the matter's closing date. The Overview shows it as Closed.
• Marks the matter's proceedings Concluded, except any that are Dismissed.
• Removes the matter's links to its Gmail label and its Google Drive folder, so no new emails or documents arrive on the matter.

Everything already on the matter stays: documents, emails, notes, time, invoices and the ledger. Nothing in Gmail or Google Drive is changed.

Good to know:

• Reopening a matter clears its closing date and restores nothing else. Its proceedings stay Concluded, and the Gmail label and Drive folder must be linked again.

Delete a matter¶

Only an administrator can delete a matter. Deleting is permanent.

1. Open Edit Matter from the matter's Overview and click Delete. The dialog counts the time entries, expense entries, tasks, documents, notes, events and invoices on the matter.
2. Type DELETE in the box and click Delete Matter.

You return to the matters list and the matter is gone. Deleted with it: its time, expense and flat fee entries, tasks, events, documents, notes, emails, timeline, witnesses, AI chats, research, proceedings, settlement entries, rates, invoices, payments and credits, and its list of contacts (the contacts themselves are kept).

Good to know:

• Trust records belong to the client and are not deleted. That includes the withdrawal Kosmos recorded on the client's trust ledger for a payment by Trust on this matter: the payment is deleted and the withdrawal stays, so the client's trust balance does not change.