Managing Locations in Matters.Cloud

Managing Locations in Matters.Cloud

Overview

Locations allow you to organise and categorise users and matters within Matters.Cloud based on office sites, branches, or other operational locations. They help firms maintain accurate records, improve visibility across teams, and support location-based reporting.

This article explains how to create, configure, assign, manage, and report on locations within Matters.Cloud.

Pre-requisites

To manage locations and location-related settings, users must have the required permissions.
  1. Users must have System administrator permission to:
    1. Create, edit, deactivate, and delete locations.
    2. Enable the Locations field for Matter types.
    3. Assign locations to users.
  2. Users must also have the relevant dashboard permissions to view and edit dashboards and add available dashboard tiles for reporting purposes.
For further information, please refer to the following article: Understanding Role-Based Permissions and How to Manage Them in Matters.Cloud
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Note: Only administrators can enable these permissions. If you do not have administrator access, please contact your internal administrator to request access.

Creating a New Location

To create a new location:
  1. Navigate to Setup > Locations.
  2. Click New location.
  3. Enter the Location Name.
  4. Set Is active to Yes.
  5. Click Submit to save the location.

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Once created, the location can be assigned to users and enabled for relevant Matter types.

Enabling the Location Field for Matter Types

After creating a location, you will need to enable the Location field for the relevant Matter types before it can be assigned to matters.

To enable the Location field:
  1. Navigate to Setup > Matters > Matter types.
  2. Select the relevant Matter type.
  3. Enable the Location option.
  4. Click Submit.

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The Location field will now appear when creating or editing matters that use this Matter type, allowing users to select the appropriate location.

Assigning Locations to Users

Locations can be assigned to users to identify which team or practice area each user belongs to.

To assign a location to a user:
  1. Navigate to Setup > Users.
  2. Click the menu next to the user’s name and select Edit user profile.
  3. Locate the Location field.
  4. Select the appropriate location.
  5. Click Submit to save the changes.

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Assigning users to locations improves organisation, reporting accuracy, and visibility across teams.

Editing a Location

You can update an existing location's details or active status.

To edit a location:
  1. Navigate to Setup > Locations.
  2. Select the location you would like to update.
  3. Update the required details.
  4. Click Submit to save the changes.

Deactivating a Location

If a location is no longer required but has existing records, you can deactivate it instead of deleting it.

To deactivate a location:
  1. Navigate to Setup > Locations.
  2. Select the relevant location.
  3. Set Is active to No.
  4. Click Submit.

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A deactivated location will no longer appear in the list of available locations for selection. However, the location and any historical records associated with it will remain in the system.

Deleting a Location

You can permanently remove a location if it is no longer required.

To delete a location:
  1. Navigate to Setup > Locations.
  2. Select the location you would like to remove.
  3. Click Delete.

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Deleting a location permanently removes it from the system and should only be used where the location is no longer required.

Location Reporting and Performance Insights

Once locations have been configured and assigned to users and matters, Matters.Cloud provides dashboard tiles that help heads of office and management teams monitor location-based performance and gain real-time visibility into key business areas.

These dashboard insights support monitoring of work in progress, billing performance, realisation, outstanding accounts receivable, and cash collections by location.

For further information on the available dashboard reports and tiles, please refer to: Dashboards: Tile List

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