Matter Type Configuration

A matter type is a template that defines the structure for an entire category of work. When you create a new matter, you select its type, and the matter inherits all the configuration: which steps it will move through, what data fields are available, which contact roles can be assigned, and what templates and automations apply.

Most IP practices will have several matter types. A patent prosecution firm might configure:

• AU Provisional Patent — simple workflow, few fields, 12-month deadline focus
• PCT Application — international phase with ISR, written opinion, national phase entry deadlines
• AU Standard Patent — full examination lifecycle from filing through grant
• Trademark — application, examination, opposition, registration, renewal
• Design Registration — filing, formalities, registration

Each type can be configured independently, so your trademark workflow is completely separate from your patent workflow. Navigate to Settings → Matter Types to manage your types.

The general settings tab controls the basic identity and display options for the matter type.

Steps represent the stages a matter moves through from beginning to end. Each step has a name and a position in the sequence. Navigate to the Steps tab on your matter type.

Key concepts:

• Start Step — The step new matters begin at. Every type must have exactly one start step.
• End Steps — Steps that mark a matter as closed. You can have multiple end steps (e.g., "Grant" and "Abandoned").
• Step Transitions — Define which steps a matter can move to from its current position. This prevents accidental jumps (e.g., a matter at "Filing" should not jump directly to "Grant").

Fields define what data is captured for each matter of this type. Navigate to the Fields tab. Each field has a data type, and several optional flags that control its behaviour.

Data types

Field options

Calculated date formulas

Calculated date fields derive their value from another date field using a simple formula. The formula specifies an offset in months or years from a source field. When the source field changes, the calculated date updates automatically.

Roles specify the types of contacts that can be associated with a matter. Navigate to the Roles tab. Each role has a name and can be linked to one or more contacts from your contacts database.

Roles are used extensively throughout the system:

• Email templates — send to contacts in a specific role (e.g., send the examination report to the Applicant)
• Document templates — insert contact details from roles (e.g., the Applicant's address in a letter heading)
• Invoice templates — set the payer role to determine who receives the invoice
• Automations — assign roles automatically when a matter is created

Email templates let you compose standardised correspondence that pulls in matter data automatically. Navigate to the Email Templates tab on your matter type.

Each email template has:

• Name — internal label (e.g., "Convention Deadline Reminder")
• Subject — email subject line, can include variables
• Body — rich text content with variable placeholders
• Recipient Roles — which role contacts receive the email (Applicant, Foreign Associate, etc.)

Variable syntax

Use the following variable patterns in your email subject and body:

AI guidance integration

Email templates can reference AI guidances using the @mention system. When an automation sends an email that references a guidance, the AI uses that guidance's instructions plus the matter context to generate personalised content. This is covered in detail in the AI Guidances section below.

Document templates use DOCX files with variable placeholders. When you generate a document from a matter, the system replaces all variables with actual matter data and produces a download-ready file. Navigate to the Document Templates tab.

Variable syntax for documents

Invoice templates define the structure of invoices generated from matters. Each template includes predefined line items, account codes, and a payer role. Navigate to the Invoice Templates tab.

Each invoice template has:

• Name — internal label (e.g., "Filing Fee Invoice", "Examination Fee Invoice")
• Payer Role — which role contact receives the invoice (typically Applicant)
• Reference Pattern — dynamic invoice reference using variables (e.g., ${field.Application No} - Filing)
• Line Items — predefined items with descriptions, quantities, unit prices, and Xero account codes

The knowledge base stores reference material that the AI assistant uses when answering questions or drafting content about matters of this type. Navigate to the Knowledge Base tab.

You can add entries manually or train the knowledge base from existing emails and documents. When a user asks the AI assistant a question about a matter, it searches the relevant knowledge base for context.

AI guidances are named sets of instructions that tell the AI assistant how to generate specific types of content. They work with the @mention system — reference a guidance by name in an email template or AI prompt to apply its instructions.

Related matter types define how different types connect to each other. A PCT Application can have child matter types for national phase entries (AU Standard Patent, US Utility Patent, EP Application). Navigate to the Related Types tab.

When you configure a related matter type, you set up:

• Child Type — which matter type can be created as a child (e.g., AU Standard Patent from PCT Application)
• Field Mappings — which fields carry over from parent to child (e.g., PCT Application No → Priority Application No, Title → Title)
• Role Mappings — which role contacts carry over (e.g., Applicant → Applicant, Inventor → Inventor)

Let's walk through building a fully configured PCT Application matter type from scratch. This example brings together all the concepts covered above.