Matter Updates is the first feature in Brightflag’s Matter Management Module, designed to streamline updates from Vendors to internal stakeholders.
📌 Who can access this feature?
This feature is available only to customers who have opted for the Matter Management module add-on.
Why Use Matter Updates? 💡
This feature ensures timely updates from Vendors, helping in-house attorneys provide critical information to stakeholders like:
- 📌 General Counsel (strategic decision-making)
- 💰 Finance Teams (financial oversight)
Roles and Capabilities 👥
🔹 Admin User
Matter Updates Schedules Page
✅ Access: View the Matter Update Schedules under Admin Settings.
✅ Create & Manage Schedules:
- Add, edit, or delete schedules.
- Enable schedules and assign names.
- Configure email schedules by Matter Category & Department.
- Define scheduling rules (e.g., all conditions must match).
✅ Schedule Email Updates: - By Internal Matter Lead: Weekly, Monthly, or Quarterly.
- By Vendor Matter Lead: Weekly, Monthly, or Quarterly.
- Weekly schedules: Monday to Friday.
- Monthly/Quarterly schedules: Up to 30 weekdays from the period’s end.
Matter Updates Tab
✅ View & download all matter updates for a matter.
✅ Request ad hoc updates from internal & vendor leads (once every 24 hours).
✅ Exclude matters from scheduled updates using the "Ignore Matter Updates Schedules" toggle.
✅ Assign Vendor Matter Leads & Office Users.
✅ Add new vendor leads by entering email & details.
Reporting
✅ Generate Matter Update Reports via All Matters Report.
✅ New Fields Available:
- Latest Matter Update External
- Latest Matter Update External Date
- Latest Matter Update Internal
- Latest Matter Update Internal Date
✅ Save & Schedule Reports.
Summary Tab
✅ View latest updates from internal & external users.
✅ Create internal matter updates.
🔹 Internal Matter Lead
Email Process
✅ Receive bulk email requests for updates (based on schedules set by Admins).
✅ Submit updates (up to 8,500 characters) via free-text box in a secure URL page.
✅ Forward emails to others to post updates on their behalf.
Platform Access
✅ Post updates via the Matter Summary Tab or Matter Updates Tab.
✅ View & export:
- Latest updates from vendors & internal users (Summary Tab).
- All historical updates (Updates Tab).
- Reports on updates (via All Matters Report).
🔹 Matter Participant
✅ Create internal updates on the Summary Tab or Updates Tab.
✅ View & download:
- Latest internal & vendor updates (Summary Tab).
- All historical updates (Updates Tab).
✅ Report on updates via the All Matters Report.
🔹 Vendor Matter Lead
Existing Brightflag User (With Office Access)
✅ Receive bulk email requests to update matters.
✅ Provide updates via a single URL link for all assigned matters.
✅ Forward emails or delegate updates to colleagues.
✅ Post updates on the Matter Updates Tab in the Brightflag Portal.
Existing Brightflag User (Without Office Access)
✅ Follow the same email-based process as users with access.
✅ Post updates only via the URL link in the email (no portal access).
Non-Brightflag User
✅ Receive email requests with a secure link to post updates.
✅ Post updates via the URL link (without a Brightflag account).
✅ Option to create a Brightflag account for future updates.
🔹 Vendor Admin User
✅ View all previous vendor updates for a matter.
❌ Cannot view customer updates on a matter.
✅ Post vendor updates on the Updates Tab.
📌 Frequently Asked Questions (FAQs)
1️⃣ Is this feature available to all customers?
❌ No, it is part of the optional Matter Management module. Contact your Customer Success Manager for details.
2️⃣ When will this feature be live?
🛠️ The beta launch is scheduled for January 2025.
3️⃣ What happens if matter leads do not respond to update requests?
🔄 They will receive automated reminders in the next scheduled period (weekly, monthly, or quarterly).
4️⃣ Are email reminders sent for already-updated matters?
❌ No, emails are sent per schedule. Updated matters will appear at the bottom of the URL page list.
5️⃣ Can users edit or delete updates?
❌ No, editing or deleting updates is not currently supported.
6️⃣ Are multiple updates consolidated into a single email?
❌ No, each update request is sent individually per schedule. However, Admins can manually trigger ad hoc requests as needed.
7️⃣ What is the character limit for updates?
📌 Updates are limited to 8,500 characters.
8️⃣ Are notifications sent when a matter is updated?
🔕 No, notifications are not currently planned for matter updates.
📊 Visual Aids
📌 Customer Settings: Screenshot of the Matter Updates toggle.
📌 Matter Updates Schedule: Example of schedule configurations.
📌 Matter Summary Tab: View of latest updates.
📌 Matter Updates Tab: Overview of historical updates.
📌 Reporting: Sample report with new fields.
📌 Email: Example of update request email.
📌 URL Page: Screenshot of the update submission page.