AdvoLogix Matter Management

Auto-Add Participants to a Matter

Updated Jul 26, 2021

With the Auto-Add Participants functionality you can setup an option to have a particular Contact or a particular Account automatically added to a Matter within a particular record type upon creation.  This can be particularly helpful and time saving for firms that create multiple Matters of one particular type (i.e. estate planning) when the same Contact or Account will be a Participant for those types of Matters in nearly all instances.

1. Add 'Auto-Add' Checkbox to Matter Page Layout

To setup auto-add for a particular contact or account (based off a particular matter record type) to all matters created with that record type; provided you checked the AutoAdd checkbox when creating the matter.

  1. On the matter, select Edit Layout in the upper right corner of the matter detail page
  2. Choose a layout
  3. Select Fields and find AutoAdd in the field list
  4. Drag & drop AutoAdd onto the layout in desired location
  5. Select Save 
  6. Proceed to create a new matter to work with AutoAdd checkbox field
    • Optionally, click Quick Save and add AutoAdd to additional layouts by returning to Step 1 and choosing another layout to modify (save those each to maintain new page layout choices).

2. Add CaseSafeID to Page Layouts

When a matter is updated, with the AutoAdd checkbox checked and the above setting have been activated for that specific Matter record type, then AdvoLogix processes module checks for setting records and creates Account Participants automatically for the Matter.  The matching is done based on CaseSafeID values and a relevant record type entered in the custom setting record.

For example, if you add a custom setting record for an account, it will be:

  • ID = <CaseSafeID> from the account record
  • RecordType = <Record Type Name> from the matter's record types defined on the matter object
  • Role = <Any Role Value> desired

2.1. Add CaseSafeID to Account Page Layout

  1. Navigate to the Accounts tab
  2. Choose an Account
  3. Edit Account layout
  4. Select Edit Layout in the upper right corner of the Account detail page
  5. Choose a layout
  6. Select Fields
  7. Find CaseSafeID
  8. Drag & drop the CaseSafeID field onto the page layout
  9. Select Save

This CaseSafeID field can be removed from the page layout after AutoParticipantAccount custom settings are created.

2.2. Add CaseSafeID to Contact Page Layout

  1. Navigate to the Contacts tab
  2. Choose a Contact
  3. Edit Contact layout
  4. Select Edit Layout in the upper right corner of the Contact detail page
  5. Choose a layout
  6. Select Fields
  7. Find CaseSafeID
  8. Drag & drop CaseSafeID field onto the page layout
  9. Select Save

The CaseSafeID field can be removed from the page layout after the AutoParticipantContact custom settings are created.

3. AutoAdd Participants via Custom Settings

To begin to create the custom setting that will AutoAdd a particular account or contact, based off a particular matter record type, to all matters created with that record type.  Provided you have checked the AutoAdd checkbox when creating the matter.

3.1. AutoAdd Participant Account via Custom Settings

Create the custom setting for the account (setting it as 'available' for the auto-add functionality):

  1. Navigate to Setup | Build | Develop | Custom Settings
  2. Select Manage next to AutoParticipantAccount
  3. Select New
    • Choose a name
    • Add the CaseSafeID
    • Choose the record type
    • Set the role
  4. Select Save

3.2. AutoAdd Participant Contact via Custom Settings

Create the custom setting for the contact (setting it as 'available' for the auto-add functionality):

  1. Navigate to Setup | Build | Develop | Custom Settings
  2. Select Manage next to AutoParticipantContact
  3. Select New
    • Choose a name
    • Add the CaseSafeID
    • Choose the record type
    • Set the role
  4. Select Save

4. Create a Matter Using AutoAdd

To use the now formatted AutoAdd checkbox for a particular contact or account, based off a particular matter record type, to all matters created with that record type.  Provided you have checked the AutoAdd checkbox when creating the matter.

  1. Navigate to the Matters tab
  2. Select New Matter
  3. Select a record type
    • Choose a record type you have created custom auto-add setting for a Participant.
  4. Add all needed information to the new matter and be sure to check the AutoAdd checkbox
    • You will see that the Participants were automatically added to the Participants related list.
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