Matters (as well as clients and contacts) can be digitally archived in Legalsense. Archiving means that the status of the matter will be changed to 'archived' and these archived matters will no longer appear when selecting a matter. However, all data is retained in the software and the matter will appear in the reports (if there are results for that matter).
Matter archiving can be done via the matter overview under 'Clients' - 'Matters'.
Archive a single matter
At the end of a row in the matter overview there is an 'archive' icon . To archive a matter, click on this icon. A window appears in which you can enter an archive number and archive notes. The archive date can also be edited here.
The 'archive' icon can also be found on the matter detail page in the 'Extra' menu.
Archive multiple matters
To archive multiple matters at once, you can check the matters and click 'To archive'.
A matter can only be archived if the matter doesn't have billable time, disbursements or unsettled advances and there are no (partially) outstanding invoices. If the matter cannot be archived you will be notified of the reason.
If you try to archive a Legal Aid matter without a client contribution invoice or a pro forma invoice to the Raad voor Rechtsbijstand (RvR) a warning will be shown. In such a case, you can only archive the matter if you check the 'Archive anyway' field.
During the archiving of a single matter, you will be asked to enter an archive number and archive notes. These are fields to which automatic numbering does not apply. The archived matter simply retains its own unique matter number and assigning a new unique number is therefore not always necessary. The archive number field is therefore mainly intended to indicate, for example, which number the (paper) matter has at an external archive service or in which specific archive box the matter is located. The field can also be changed later by editing the archived matter.
By default the moment of archiving determines the archive date, but this can be changed during archiving or by editing the archived matter. This date is displayed for an archived matter both in the archive matter overview and on the matter page.
From the matter overview the archived matters can be retrieved by selecting 'Filter' - 'Archive'.
At the bottom of the matter overview you will find links to 'Active', 'Archive' and 'All' matters.
The matters archive shows a list of all archived matters. Matter can be unarchived (activated) by clicking the green arrow.
To unarchive multiple matters at once: select the matters and press 'Unarchive'.
When a matter is activated a choice needs to be made if the archive number on the matter should be retained or removed.
Note: when a matter is activated the matter's archive date is removed.
Clients and contacts
Clients and contacts can also be archived in Legalsense. This option is especially useful when there is no more work to be done for a client and all matters can be archived (or are already archived). Archiving a client ensures that all underlying matters are archived as well. This is only possible if there is nothing left 'open' on these matters. The same applies to archiving a contact (organization or natural person). It is only possible to archive a single client or contact.