Product Brief MATTERSPHERE MODULES: A COMPREHENSIVE REVIEW

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1 Product Brief MATTERSPHERE MODULES: A COMPREHENSIVE REVIEW

2 MATTERSPHERE OVERVIEW Matter-Focused, Integrated Front-office Solution MatterSphere from Thomson Reuters Elite is the first truly intuitive and integrated front-office system built within familiar Microsoft Office technology for legal and professional services firms. Unlike other typical Office add-ons, MatterSphere is built entirely on Microsoft.NET, providing a familiar interface used to manage clients, matters, and all associated details. Since matter-related information is organized within Office applications, all actions, documents, and s can be easily initiated and accessed directly within Outlook, Word, and Excel. Available via a single click within the familiar environment of Office, MatterSphere is designed to sit at the heart of any legal professional s day. Providing a system of electronic file folders that emulate the physical file drawers containing all matter details, it brings manila file management to the world of distributed data, multiple applications, electronic documents and , simplifying the filing process while improving functionality at the same time. Linking naturally with your existing document management and back office systems, everyday activities are simplified, from billing to reviewing case files, all while offering the seamless mobility and 24/7 accessibility that you and your clients expect. Through the tight integration of various modules and features, MatterSphere matter management software increases productivity by centralizing and providing critical context to case and transactional information. Less time wasted on routine tasks boosts profit potential, and 24/7 access to essential resources lets you provide greater responsiveness to queries and enhance client relations. CLIENT, CONTACT AND MATTER MANAGEMENT Comprehensive Client and Matter Information at Your Fingertips MatterSphere is a comprehensive solution that pulls together all matter-related information within the Office environment via a single mouse click. It provides firms with a single unified way to view and manage day-to-day activities, including clients, cases, workloads and all related documents and reference materials. The core functionality allows professionals to track information, documents, and s by both client and matter, streamlining work management and ensuring regulatory compliance. Flexible Contact Management MatterSphere s Contact Management element allows legal professionals to create and maintain a single, global contact repository. This function manages multiple contacts and contact details for each matter, providing centralized storage and access to contact information across the entire firm. Contact management extends far beyond simple name and address storage relationships between departments, matter, and documents are also automatically stored, and each contact can be associated with different files and documents in different capacities. As a result, communication is enhanced, and storage and accessibility of information is improved. Client and Matter Views The Matter View provides an organized and intuitive view of all information related to a matter, including documents, s, contacts, tasks, appointments, milestone plans, critical dates, notes, accounts information, and more. File-specific data can then be captured and tracked, with all aspects of a client s details and related matters viewable on one screen. Since all client and matter information is stored under a unique matter number, storing and finding client information becomes easy and efficient. Command Center The Command Center views are uniquely tuned to the needs of every professional in the firm. Two built-in versions are supplied Standard and Senior. The Standard Command Center View is designed for a single user to access the matters for which he or she is responsible, while the Senior View can provide overviews of all matters, plus performance data staff involved. Command Center functionality is embedded directly within Microsoft Office and can be launched automatically upon start-up or manually via the MatterSphere menu. RISK & COMPLIANCE Risk Assessments The Risk Management module allows an individual to view high risk matters via the Command Center. With this, you can create and store matter risk assessment scores, set standards for matter acceptance, oversee policies and procedures, and introduce matter review prompts regarding upcoming or required activity. The score of each risk assessment is held within the MatterSphere database so that reporting can take place periodically, giving legal professionals a bird's-eye view of the risk attached to the current workload. Proof of ID, Security File Audits and Review MatterSphere s powerful security technology offers both role- and level-based permissions, and all original data is hosted within your firm s network, ensuring that data stays safe and secure. During or after the intake of a client, MatterSphere is able to store and audit scanned images of the proof of ID and address against individuals or companies. The proof is available within the software and automatically prompts for acceptance anytime the contact is associated with a matter as a client and confirms when or if proof of ID has been received, keeping your firm in regulatory compliance. File Closure Review Designed to maximize efficiency and accuracy of internal processes, the File Closure function within MatterSphere provides firms with a simple automated checking process to ensure that a matter can only be closed when required activities have been completed. This is not only confined to items such as tasks, appointments, complaints etc., but also includes checks to ensure that the accounts have been settled and that the physical file itself has been satisfactorily organized. Cost Estimates Review MatterSphere is designed to speed up the quoting process, as well as control the fees quoted across your firm. A client, matter and quote can all be created within the Command Center and will also create the necessary documents for the client, as well as a Statement of Fees. Generated from the information entered into the system, the quote is always available for viewing within the contact file. 1

3 FULL-FEATURED DOCUMENT MANAGEMENT Organize and Access Matter-related Items MatterSphere streamlines the creation, management, and storage of documents by providing a matter-focused view that allows access and organization for a variety of matter-related items all in one central location. In addition, each document is given a unique number within a numbering hierarchy, preventing document duplication. Finally, multiple versions of a document can be stored within the document storage area of a matter, easily accessible for review. Full Document Control Capabilities The Document Management feature provides full version control, check-in/check-out/lock options, as well as capabilities to preview and compare documents. A single repository holds all incoming and outgoing documents, and control mechanisms are available for a user revising a document, preventing other users from being able to open and make amendments. For cases where documents have gone through a number of versions, users also have the ability to view the differences between two documents on one screen at the same time, allowing for a more comprehensive editing process. Full-Text Index and Search Capabilities The capability to conduct full-text search is offered through a Full- Text Indexer feature within MatterSphere. A system-wide search for any given term or name across all clients, matters, contacts, and even documents generates a thorough Results List, which automatically categorizes results according to the objects included in the initial search. Therefore, a complete search of the system including all object types will present categorized filter groups for each type, as well as related links such as "Author." This allows the user to quickly navigate to the referenced object or information. In addition, precedents can also be included in user searches and, once found, a user can generate the precedent directly from the Results List. Seamless Integration with Document Management Systems MatterSphere fully integrates with third-party document management systems including Autonomy WorkSite (imanage) and OpenText ECM (Hummingbird), further automating document workflow and enabling the firm to seamlessly leverage existing system investments. Delivering client, contact, and matter management, document assembly, case management, workflow, resource control, and reporting for the whole firm, MatterSphere enables legal professionals to tangibly improve their productivity and profitability. Because it links disparate systems, integrates with third-party document management systems, requires less end-user training, and has rapid adoption rates due to the familiar Office interface, IT resources can focus on delivering more desktop value rather than maintaining information silos. STREAMLINED DOCUMENT AUTOMATION THAT WORKS WITH MICROSOFT WORD, OUTLOOK, AND EXCEL Template Management: Standardized and Shared Firm-Wide MatterSphere s Document Automation module ensures that consistent language and terminology are used throughout the firm and within each individualized practice group of the firm. This module configures and supplies a set of base templates such as letterheads and blank documents to help standardize those processes that are appropriate and allows for fine-tuning to meet the needs of each practice group and matter type. By having the template already created within MatterSphere, the number of documents and templates are reduced within the firm, and repetitive and unstructured content is better managed. Create Standard Firm-Wide Styles and Formatting The Document Automation module produces standard templates for the production of documents, paragraphs, and clauses that help increase the accuracy of finished documents and lower the response time from event to output. These templates are housed in a central repository, allowing for easy search and retrieval within each practice group, giving users ready access to standardized content and style by matter type and/or department. Precedent Manager The Precedent Manager includes all of the default precedent templates used by the core MatterSphere system, such as letterhead used for general correspondence, telephone notes, templates or financial statements. Standard paragraphs, letters, documents, spread sheets, and s can also be stored and managed via the Precedent Manager. By simply typing a word prompt into the Active Search field within the Precedent Manager, the user will be able to select and edit the appropriate template(s) so that they conform to the firm s branding requirements. All data associated with a matter is available to be automatically merged with the contents of a precedent and can be used to create time recordings, tasks, reviews, milestone stage completions, SMS messages, and interactive law updates. Clause Builder The Clause Builder is a solution for law firms who regularly produce complex documentation such as contracts or wills. By dramatically reducing the time taken to create legal documents while still offering the flexibility for users to add further custom clauses to the document, the Clause Builder provides a user-friendly means for content storage within the MatterSphere system. AUTOMATED CASE MANAGEMENT AND WORKFLOW Task Management The MatterSphere Task Management module helps you stay on track with your tasks and actions. You can build smart collaborative workflows, access controls, generate reports, and manage customer relations with an interface that is easy to roll out, configure, and manage. Through the Command Center, the module can also be configured to automatically trigger actions once a document is completed, to record time for certain departments or individuals, or to even have time entries commenced manually. Key Dates MatterSphere s Key Dates feature allows you to create procedures that track key events and dates, set reminders and review prompts, and tag events with heightened importance. The Key Dates module automatically provides you with the information you need to decide on your next action. 2

4 Milestones By tracking expected completion dates for stages of a matter lifecycle, MatterSphere standardizes work processes and improves the internal efficiencies of your firm. With the Milestone Management feature, users can create static plans by matter type to track key stages, dates, tasks, and other actions required throughout the file lifecycle. This makes it easy for you to review a process, determine the stage of a given matter, and see when a milestone is reached. Matter Workflows (Taskflow) MatterSphere manages the flow of structured information, automates processes and tasks, and tracks staff performance and profitability. The solution helps you collect required reporting information and meet deadlines and, when in working mode, assists with billing processes by making it easy to record and manage time and disbursements. Since the MatterSphere user interface appears inside commonly used Microsoft applications, implementation is easy, user acceptance is fast, and training requirements are minimal, leading to increased productivity for the user and the firm. MATTER MANAGEMENT Appointment Management Within MatterSphere, appointments can be created by administrative staff on behalf of legal professionals, who can then view and amend if needed. When an appointment is created within the Microsoft Outlook calendar, it is saved to Outlook and MatterSphere along with any required reminder alerts. Thus, when a change is made to the appointment either in Outlook or MatterSphere, the appointment will be automatically updated during the next synchronization run, ensuring consistency between the two applications. Time and Billing Capture and Transfer In the lifecycle of a matter, time entries, charges, and disbursements can be added by legal professionals or other authorized personnel and can be configured both at client and matter level as required. The MatterSphere Billing feature allows authorized users to determine not only when and what matters a client should be billed for, but also which entries will be included. Bills can be created manually or be scheduled for automated creation, providing the user with a high degree of flexibility. Undertakings In MatterSphere, undertakings can be recorded against a matter and managed centrally. Users can create, edit, and delete undertakings attached to a particular matter. Each undertaking will detail what it is, who is responsible, expected discharge date and status, enabling senior managers to have an overview of undertakings at the legal professional, manager, department, and company level. Archiving and Safe Custody Register Management of a matter document archiving register is available through MatterSphere, allowing full check-in/check-out and location functionality after a matter has been closed. The Archiving feature allows the registry of archived documents against the client and full database search facility in the Command Center. A complete history of the movements of items can be logged starting with the details of the items being stored, their location, their removal, and ultimate return to storage. Risk Assessments MatterSphere has a Risk Management feature, which allows a firm to ask, record, and review a series of questions and answers in order to track internal risk, or risk on a matter or matter risks. This can be an important management tool and allows an individual to view high risk matters through the Command Center during the lifecycle of the file. Attendance Notes MatterSphere automates the creation of an attendance note and can make the process of transferring time related data simple. Users can easily enter the number of units of time for each activity undertaken while the system retrieves the correct rates for the activities and automatically creates the time entries on the matter. Complaint Management Should a client lodge a complaint, MatterSphere provides the means by which such occurrences can be properly recorded. In order to maintain confidentiality, the number of people able to access the details of complaints is usually kept to a minimum. A complaint can be easily added to the client file and, once committed to the system, can only be viewed within the Command Center by authorized personnel. TECHNOLOGY FOUNDATION Latest Microsoft Technologies MatterSphere s platform technology is built from the ground up to integrate with Office, but it s much more robust than a typical Microsoft add-on. Written using the Microsoft.NET framework, MatterSphere and all matter-related information are accessed directly within Outlook, Word, and Excel, and client software is deployed via Microsoft Windows Installer (MSI) and Microsoft Active Directory (AD) Group policy. It is structured with an architecture that is designed by MatterSphere s two separate yet collaborative teams one that focuses on the platform technology and the other that specializes in legal expertise. Easy to Deploy and Maintain Completely embedded within Microsoft Office, MatterSphere provides a familiar interface used to manage clients, matters and all associated details using built-in MatterSphere toolbars. Since the MatterSphere user interface appears inside Microsoft applications within the familiar Office environment, implementation is easy, user acceptance is fast, and training requirements are minimal. Reporting and Data Analysis Reporting is a critical element of any system, whether its purpose is to summarize large bodies of data into an easily read document or to monitor the performance of employees against key indicators. MatterSphere s Reports feature manages the flow of structured information, automates processes and tasks, and tracks staff performance and profitability. When in working mode, MatterSphere also assists with billing processes by making it easy to record and manage time and disbursements. Fully Customizable Screens and Extended Data Access The true flexibility of MatterSphere comes about when users start to customize the product to meet their own individual needs. MatterSphere provides access to the User Interface (UI) design via an 3

5 integrated development environment (IDE) that will allow advanced users within your firm to customize MatterSphere screens or create entirely new ones. The scope for customization is broad: Built-ins, through the use of extended data, can be added for client, matter, contact, legal, professional, and user data. Extensible Development Framework Advanced Design Toolkit With the advanced developer toolkit provided with the platform, MatterSphere can be tailored to suit any user or department or a firm s wider needs. An extremely configurable product, it is capable of integrating with third party products, further enabling firms complete customization and control. MatterSphere provides an easy-to-use interface for developers to utilize both the.net and MatterSphere frameworks to build rich functionality, and this extensibility is further complimented by seamless delivery to the desktop. MatterSphere also has a Business Reporting Module that works with Microsoft SQL Server Reporting Services and allows recipients to subscribe to any custom reports created. The MatterSphere Design Environment supports C# or VB.NET coding. Administration Kit The Administration Kit is the suite of tools available to the Systems Administrator and other technicians to configure many of the properties of the system and manage access to it. Using.NET technologies, developers can work on extensions to the framework in order to produce solutions to business challenges. Windows Workflow Foundation MatterSphere also improves productivity by embedding functionality directly within Microsoft Office, which is commonly used every day through Outlook, Word, and Excel. This seamless integration minimizes training time, improves user uptake, and enables professionals to access information without having to open yet another software application to access information, further streamlining workflow. INTEGRATION MatterSphere Integration Toolkit The beauty of MatterSphere is that it integrates effortlessly with any best of breed solutions you re already running, including time and billing systems, and is extremely modular, so it can evolve with your firm s competitive strategy and budget realities. Delivering client, contact, and matter management, document assembly, case management, workflow, resource control and reporting for the whole firm, MatterSphere enables legal professionals to tangibly improve their productivity and profitability. And because it links disparate systems together, integrates with third-party document management systems, requires less end-user training, and has rapid adoption rates due to the familiar Office interface, IT resources can then focus on delivering more desktop value rather than maintaining information silos. Practice Management and Document Management MatterSphere provides a contextual integration with other platforms that you may already have, including Thomson Reuters Elite 3E and Enterprise, Aderant Expert, Autonomy WorkSite (imanage), OpenText ECM (Hummingbird) and Microsoft Sharepoint, ensuring no information is isolated in another system. When you assemble a document in MatterSphere, all matter details, including any information maintained in third party applications, is available for use in the new file. SMS Gateway Client Connectors The SMS gateway connector will be installed at each branch to enable the convenience of SMS messages to be sent directly to you from MatterSphere, providing the seamless mobility and 24/7 accessibility that you and your clients expect. Telephony Application Programming Interface (TAPI) MatterSphere integrates with the standard Microsoft Windows TAPI system and provides a method to automate the process of dialing a telephone number. Once the Windows TAPI system has been setup, MatterSphere can dial the number of a client, contact or associate from the phone system. COLLABORATION MatterSphere Web MatterSphere Web Portal is the new flagship platform designed to complement the rich functionality of MatterSphere. Built using powerful service-orientated platform technology, this solution extends the rich user experience of MatterSphere across multiple platforms with complete security. Employing Microsoft Silverlight and HTML5 web based technology, dedicated portals can be created that give clients secure 24x7 access to their ongoing cases so that they can directly track progress, bringing a higher level of customer service to your firm. This MatterSphere platform provides new ways for your employees to safely and securely collaborate with each other and their clients, providing seamless connections into their work life. YOUR PARTNER FOR SUCCESS Thomson Reuters Elite offers an end-to-end Enterprise Business Management Solution that allows law firms and professional services organizations to run all operational aspects of their firms, including business development, risk management, client and matter management, and financial management. As an industry leader for organizations across the globe, we understand the business and financial aspects of firm operations, and we have the tools to streamline processes, improve efficiencies, and provide the flexibility you need to change and grow your business. To learn more about the latest release of MatterSphere or for a global list of office locations, visit mattersphere.com. The trademarks used herein are trademarks of their respective owners Thomson Reuters W US/5-13

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