Workflow - Add / Close / Delete Matters
ADD MATTERS
Overview
There are several ways new matters can be created in Safari from served documents:
- Manually Added: Users with a system role of matter creator or higher can create a matter from the matter listings page. See below for details.
- Clone a Matter: Users with a system role of matter creator or higher can create a new matter as a copy of an existing one. See below for details.
- ServePort Intake Portal: Documents submitted through the ServePort intake Portal are automatically created as new matters and the served document will be saved in the Served folder. For more information, see Setup / Intake - ServePort®
- Registered Agent Feed: The served document will be saved in the Served folder. Some of the left-side data fields will be completed (the data is pulled from the feed from the Registered Agent).
- Safari Intake Email: The attachment(s) are saved in the Served folder, and a copy of the email is saved in the Internal folder. NOTE: Safari cannot guarantee that emails sent via Safari Intake Emails will be encrypted, make sure you have legal and compliance approval before using this feature. For more information, see Setup / Intake: Intake Email.
Auto-Assigning Matters: Whenever a matter is created, it is possible to have the matter auto-assigned to a Reviewer. For more information, see Enable Automatic Reviewer Assignment on the Setup - Subtypes page. If a matter is not auto assigned, it appears in the "Unassigned" matter list in Safari. For more information about the Unassigned Matter list, see Matter list - Default Views and Matter Counts on the Matter IDs / Matter Lists / Searching page.
Manually Enter A New Matter
To manually add a new matter, view any matter listing page (e.g., click on "Unassigned", "Assigned to Me" or "All Matters"). At the top of the page, select the NEW button.
Do you receive served documents or requests primarily in one state? You can set that state to be your default State Received, saving you time when manually creating a matter. See details at Setup – Company, Entities, Teams.
System Permissions - Who Can Add New Matters?
Users must have a system permission of Owner, Admin or Creator to be able to add new matters. Also, the types of matters that a user can create is limited by their Subtype Access. For more information see Setup - Users to learn more about permissions, Subtype access, and how to change those settings.
CLONE MATTERS
Clone allows you to create a new matter as a copy of an existing one. The clone is pre-populated with key data from the original - including metadata fields, subjects, reviewer, serving party, invoice type, due dates and links - so you don't have to re-enter information manually. You can also choose whether to carry over documents from the Served and Internal Folders.
How To Clone a Matter
Open the matter you want to clone and ensure all changes are saved (you will not be able to clone a matter if there are unsaved changes). Select the ellipses in the upper right header and in the drop down choose 'Clone'
A confirmation pop-up will appear with the following options: (1) Subtype, (2) whether to include the original served documents and (3) whether to include the original internal documents.
Once confirmed, the cloned matter will open automatically in an Open - To Do status. If the cloned matter shares the same case number as the original, a duplicate link is created automatically; however, no Possible Duplicate Matter alert is generated (i.e., the alert is auto-cleared).
Clone is not available on E-Levy Matters.
INTAKE EMAILS
What are my Company's Intake Email Addresses? Contact a system Owner or one of your company's Admins to obtain a list of your company's Intake Email addresses and authorized domains (Admins can view them under Setup > Intake Emails).
How it Works. When an email from an authorized email domain is sent to the Intake Email address with an attachment(s), Safari automatically creates a matter and saves the attachment(s) in the Served folder. Safari also saves a copy of the email in the Internal folder as a PDF file. However, unlike the Registered Agent, none of the left-side data fields will populate and must be manually entered.
Intake Email Authentication and Security Rules. A Safari Intake Email accepts emails only from domains authorized by your company. Typically, the authorized domain is your company's domain(s) for email address(es). The list of authorized domains are configured as part of the setup of your system -- see the help page about setting up Intake Emails. System Owners or Admins can view the list of authorized domains for each Intake email under Setup > Intake Emails.
INTAKE EMAIL CONFIRMATION / REJECTIONS. If an email is sent to an Intake Email and Safari can successfully create a matter, Safari sends a confirmation email to the email sender. However, if Safari does not create a matter because the email is not from an authorized domain or there are other problems with the email, the sender is NOT notified and instead an email goes to your company's system Lead and Backup Coordinator. See Intake Email - Troubleshooting FAQs.
Common Use Cases. Below are several examples how to use the Intake Email Address to speed up the process for creating a new matter in Safari:
- Scan served documents directly into Safari: Most scanners can be set up to scan and email a file. This enables the scanned served document to show up immediately in a new matter's Served folder.
- Email from branch office: Branch offices are often served with subpoenas and document requests. They can now scan the served paper and email it to the Safari-designated email address, which automatically creates the matter in Safari.
- Forward email received from branch office/scanner: Even if your legal process team still wants to receive the email directly from the scanner or the branch office, these emails can be forwarded to the intake email address, which automatically creates the matter in Safari. (NOTE: If you intend to implement an auto-forward email, see the Intake Email setup page about important implementation information.)
Virus Scanning. Safari's Intake Email does not scan email attachments for viruses. As the Intake Email only accepts emails from authorized domains, it is your company's responsibility to perform prior virus scanning of the attachment(s).
CLOSE MATTERS
Matters can be closed in several ways:
- Document Requests: Safari will automatically close a matter once the Serving Party has accessed the response documents and the delivery portal expires or is closed by the Serving Party.
- Garnishments: Financial institutions that have a direct feed of eLevies from a government agency can turn on "No Touch" responses, which in certain conditions (e.g., no debtor found, no accounts, etc.) Safari will automatically send a response and close the matter.
- All Matter Types: Users with a system role of Editor or higher can manually close a matter at any time by changing the Status to one of the closed options. For more information see GAR - Integration-Driven Automation.
DELETE MATTERS
To ensure audit completeness, Safari does not allow users to delete matters manually. If, for example, you created a test matter, Safari recommends closing the matter with a Status of “Mistakenly Created.”
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