Matter Configuration

The matter.json file is the heart of each template. It defines fields, folder structure, and behaviour.

Basic Structure

{
  "version": "2.0",
  "name": "Template Name",
  "description": "Template description",
  "defaultFolders": [...],
  "starterFiles": [...],
  "blocks": {...}
}

Top-Level Properties

version

Always "2.0" for current templates.

"version": "2.0"

name

Display name shown in the template list.

"name": "Estates"

description

Optional description shown below the name.

"description": "Deceased estates, probate, and administration"

defaultFolders

Folders created automatically when a new matter is made.

"defaultFolders": [
  "Correspondence/Incoming",
  "Correspondence/Outgoing",
  "Documents",
  "Court Documents",
  "Accounts",
  "Safe Custody"
]

Use / to create nested folders. Each path creates all parent folders automatically.

starterFiles

Files copied from a source location into new matters.

"starterFiles": [
  {
    "source": "Accounts/Office_Accounting.xlsx",
    "destination": "Accounts/Office_Accounting.xlsx"
  }
]

The source path is relative to the template folder. The destination is relative to the new matter folder.

Tip

Use starter files for:

• Blank spreadsheets (accounting, asset registers)
• Checklists
• Standard forms that need manual completion

workflow_stages

Defines the tabbed stages that organise the matter form. Each stage becomes a tab in the Matter Workspace.

"workflow_stages": ["Intake", "Compliance", "Pre-Exchange", "Post-Exchange", "Settlement"]

Must be a flat array of strings

workflow_stages must be a simple array of strings in Title Case, not an array of objects. Using [{"id": "intake", "label": "Intake"}] will silently fail to decode and produce an empty form. The strings are used directly as tab labels.

Each block in the template specifies which stage it belongs to via the workflow_stage property. The value must match one of the strings in workflow_stages exactly (case-sensitive).

AML/Compliance Stage

For matter types that require Anti-Money Laundering and compliance checks (Purchase, Sale, and Estates), add a “Compliance” stage as the second stage:

"workflow_stages": ["Intake", "Compliance", "Pre-Exchange", ...]

Place AML verification blocks, client identification fields, and risk assessment fields in blocks with "workflow_stage": "Compliance". This stage only appears for templates that include it — Wills and Advice templates typically omit it.

overview

Define custom overview cards for the Matter Workspace Overview tab. When specified, these replace the default cards.

"overview": [
  {
    "title": "Property",
    "icon": "house.fill",
    "fields": [
      { "label": "Address", "key": "property.address", "copyable": true },
      { "label": "Title Ref", "key": "property.title_reference" },
      { "label": "Strata", "key": "property.is_strata", "icon": "building.2" }
    ]
  },
  {
    "title": "Settlement",
    "icon": "calendar",
    "fields": [
      { "label": "Exchange Date", "key": "matter.exchange_date" },
      { "label": "Settlement Date", "key": "matter.settlement_date" },
      { "label": "Purchase Price", "key": "purchase.price", "copyable": true }
    ]
  }
]

Each card has:

Property	Description
title	Card heading
icon	SF Symbol name for the card icon
fields	Array of fields to display

Each field has:

Property	Description
label	Display label
key	Dot-notation key from form data
copyable	Show a copy button (optional, default false)
icon	SF Symbol for this field (optional)

If no overview is defined, default cards for Matter, Client, Property, and Status are shown.

Blocks

Blocks organise fields into logical sections.

"blocks": {
  "client": {
    "label": "Client Details",
    "fields": {...}
  },
  "matter": {
    "label": "Matter Details",
    "fields": {...}
  },
  "estate": {
    "label": "Estate Information",
    "fields": {...}
  }
}

Block Properties

Property	Description
label	Section heading shown in forms
fields	Object containing field definitions

Standard Blocks

Most templates should include:

• client — Client contact information
• matter — Common matter fields

Additional blocks depend on the practice area:

• estate — Estates templates
• property — Conveyancing templates
• parties — Family law templates

Complete Example

Here’s a full matter.json for an Estates template:

{
  "version": "2.0",
  "name": "Estates",
  "description": "Deceased estates, probate, and administration",
  "defaultFolders": [
    "Correspondence/Incoming",
    "Correspondence/Outgoing",
    "Documents/Court",
    "Documents/Financial",
    "Accounts",
    "Safe Custody"
  ],
  "starterFiles": [
    {
      "source": "Accounts/Office_Accounting.xlsx",
      "destination": "Accounts/Office_Accounting.xlsx"
    }
  ],
  "blocks": {
    "client": {
      "label": "Client Details",
      "fields": {
        "title": {
          "type": "select",
          "label": "Title",
          "options": ["Mr", "Mrs", "Ms", "Dr"],
          "required": false
        },
        "given_names": {
          "type": "text",
          "label": "Given Names",
          "required": true
        },
        "surname": {
          "type": "text",
          "label": "Surname",
          "required": true
        },
        "full_name": {
          "type": "computed",
          "label": "Full Name"
        },
        "street_address": {
          "type": "text",
          "label": "Street Address",
          "required": true
        },
        "suburb": {
          "type": "text",
          "label": "Suburb",
          "required": true
        },
        "state": {
          "type": "select",
          "label": "State",
          "options": ["NSW", "VIC", "QLD", "SA", "WA", "TAS", "NT", "ACT"],
          "required": true,
          "default": "NSW"
        },
        "postcode": {
          "type": "text",
          "label": "Postcode",
          "required": true
        },
        "phone": {
          "type": "phone",
          "label": "Phone",
          "required": false
        },
        "email": {
          "type": "email",
          "label": "Email",
          "required": false
        }
      }
    },
    "matter": {
      "label": "Matter Details",
      "fields": {
        "file_reference": {
          "type": "text",
          "label": "File Reference",
          "required": false
        },
        "re_line": {
          "type": "text",
          "label": "Re: Line",
          "required": true,
          "help": "Brief description for folder naming"
        }
      }
    },
    "estate": {
      "label": "Estate Information",
      "fields": {
        "deceased_title": {
          "type": "select",
          "label": "Deceased Title",
          "options": ["Mr", "Mrs", "Ms", "Dr"],
          "required": false
        },
        "deceased_given_names": {
          "type": "text",
          "label": "Deceased Given Names",
          "required": true
        },
        "deceased_surname": {
          "type": "text",
          "label": "Deceased Surname",
          "required": true
        },
        "deceased_full_name": {
          "type": "computed",
          "label": "Deceased Full Name"
        },
        "date_of_death": {
          "type": "date",
          "label": "Date of Death",
          "required": true
        },
        "date_of_birth": {
          "type": "date",
          "label": "Date of Birth",
          "required": false
        },
        "place_of_death": {
          "type": "text",
          "label": "Place of Death",
          "required": false
        },
        "last_address": {
          "type": "text",
          "label": "Last Known Address",
          "required": false
        },
        "has_will": {
          "type": "boolean",
          "label": "Deceased Left a Will",
          "required": false
        },
        "date_of_will": {
          "type": "date",
          "label": "Date of Will",
          "required": false
        },
        "executor_name": {
          "type": "text",
          "label": "Executor Name",
          "required": false
        }
      }
    }
  }
}

Institutions

Matters can reference financial institutions (banks, lenders, insurers). The MatterMetadata supports an institutions array for storing institution details such as incoming/outgoing mortgagees, insurance companies, or settlement agents.

Certum Draft includes a bundled institution catalog with over 1,500 entries. Users search and select from this catalog when filling in institution fields, ensuring consistent naming and accurate BSB/contact details.

Estate Grant Fields

For Estates templates, the matter metadata includes fields for tracking the grant of probate or letters of administration:

Field	Description
grantType	Type of grant: Probate, Letters of Administration, etc.
grantIssuedAt	Court or registry where the grant was issued
grantNumber	Grant/filing number assigned by the court

These are stored on the MatterMetadata and available in templates as estate.grant_type, estate.grant_issued_at, and estate.grant_number.

Validation

Before deploying a new matter.json:

1. Check JSON syntax — Use a JSON validator
2. Test in Certum Draft — Go to Preferences → Templates → Test Templates
3. Create a test matter — Verify all fields appear correctly
4. Generate test documents — Confirm placeholders work

Caution

Invalid JSON will cause the template to not appear in the list. If your template is missing, check the JSON syntax first.

Common Issues

Template doesn’t appear

• Check file is named exactly matter.json
• Validate JSON syntax
• Ensure version is "2.0"

Fields don’t show

• Verify field is inside a blocks section
• Check for missing commas in JSON
• Ensure type is a valid field type: text, textarea, date, currency, number, phone, email, select, bool, checkbox, radio, or reference

Placeholder shows [MISSING: …]

• Field name in document doesn’t match matter.json
• Field is in a different block than expected
• Check for typos and case sensitivity