Matter Updates: Overview Matter Updates: Overview

Matter Updates: Overview

Overview

Matter Updates is the first feature of Brightflag’s new Matter Management Module, designed to streamline matter updates from Vendors to internal stakeholders. It is available exclusively to customers who opt for this add-on module. 

Business Use Case

This feature addresses the need for timely updates from Vendors, enabling attorneys managing matters in-house to provide essential information to their internal stakeholders (e.g., General Counsel, Finance) for strategic decision-making and financial oversight.

Roles and Capabilities

Admin User

Matter Updates Schedules Page

  • Access: View the Matter Update Schedules Page under Admin Settings.

  • Create and Manage Schedules:

    • Add, edit, or delete schedules.

    • Enable schedules and name them.

    • Configure email schedules based on matter category and department.

    • Set rules for scheduling emails (e.g., all rules must match).

    • Schedule emails by:

      • Internal Matter Lead: Weekly, monthly, or quarterly.

      • Vendor Matter Lead: Weekly, monthly, or quarterly.

    • Weekly schedules: Monday to Friday.

    • Monthly/Quarterly schedules: Up to 30 weekdays from the end of the respective period.

Matter Updates Tab

  • View all matter updates for a matter.

  • Download all matter updates as an Excel file.

  • Request ad hoc updates from internal and vendor matter leads (once every 24 hours).

  • Exclude a matter from scheduled updates using the “Ignore Matter Updates Schedules” toggle.

  • Assign vendor matter leads and office users.

  • Add new vendor leads by entering their email and details.

Reporting

  • Generate reports on Matter Updates via the 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 and schedule All Matters Reports.

Summary Tab

  • View the latest updates from internal and external users.

  • Create internal matter updates.

Internal Matter Lead

Email Process

  • Receive bulk email requests for updates based on schedules set by Admins.

  • Provide updates via the “Update Matters” link in the email, which directs to a URL page.

  • Submit updates (up to 8,500 characters) via a free-text box.

  • Forward emails to others to post updates on their behalf.

Platform Access

  • Post updates on the Matter Summary or Updates Tabs.

  • View:

    • Latest updates from vendors and internal users on the Summary Tab.

    • All historical updates on the Updates Tab.

  • Export all historical updates from the Updates Tab.

  • Report on updates via the All Matters Report.

Matter Participant

  • Create internal updates on the Summary or Updates Tabs.

  • View:

    • Latest internal and vendor updates on the Summary Tab.

    • All historical updates on the Updates Tab.

  • Download the history of updates from the 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 based on schedules.

  • Provide updates via a single URL link for all 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 link to post updates.

  • Post updates via the URL link.

  • Option to create a Brightflag account for future updates.

Vendor Admin User

  • View all previous vendor updates on a matter.

  • Cannot view customer updates on a matter.

  • Post vendor updates on the Updates Tab.

Frequently Asked Questions

1. Is this feature available to all customers? No, it is part of the optional Matter Management module. Contact your Customer Success Manager for details.

2. When does this feature go live? The beta launch is scheduled for January 2025.

3. What happens if matter leads do not respond to update requests? They will receive automated requests in the next update period (weekly, monthly, or quarterly).

4. Are email reminders sent for already-updated matters? No. Emails are sent per schedule. Updated matters appear at the bottom of the URL page list.

5. Can users edit or delete matter updates? No, this functionality is currently unavailable.

6. Are multiple updates consolidated into a single email? No, emails are sent individually per schedule. Admins can trigger ad hoc requests as needed.

7. What is the character limit for updates? Updates are limited to 8,500 characters.

8. Are notifications sent when a matter is updated? No notifications are 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 updates.

  • Reporting: Sample report with new fields.

  • Email: Example of update request email.

  • URL Page: Screenshot of the update submission page.

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