Creating a New Matter

When you take on a new client or matter, the first step is creating a matter in Certum Draft. This sets up the folder structure, records client details, and optionally syncs with Notion.

Starting the New Matter Wizard

There are three ways to create a new matter:

1. Keyboard shortcut: Press ⌘ + Shift + N
2. Menu: Choose File → New Matter
3. Right-click in Finder: Select a folder, then choose Services → New Matter Here

Step 1: Choose Matter Type

The first screen shows available matter types (also called templates). Each type has:

• A specific set of fields to collect
• A predefined folder structure
• Associated document templates

Common matter types:

• Estates (deceased estates, probate)
• Conveyancing (property purchases/sales)
• Wills, POAs & Enduring Guardians
• Advice (general legal advice)

Note

The available matter types depend on what your administrator has set up in the Templates folder.

Select the appropriate type and click Next.

Tip

If you have many matter types, use the search field to filter the list.

Step 2: Client Details

With Notion

If Notion integration is configured, you can search for existing clients:

1. Type the client’s name in the search field
2. Select from matching results
3. Client details are pre-filled automatically

Or click New Client to enter details manually.

Without Notion

Enter client details manually:

• Title (Mr, Mrs, Ms, Dr, etc.)
• Given Names
• Surname
• Address (street, suburb, state, postcode)
• Contact details (mobile, landline, email)

Multiple Clients

For matters involving couples or multiple parties:

1. Enter the first client’s details
2. Click Add Another Client
3. Enter the second client’s details
4. Repeat for additional clients (up to 10)

Folder Naming: Multi-client matters automatically include both names in the folder: 013548 - SMITH John & SMITH Jane - Sale of 123 Main St

Contact Numbers

Certum Draft collects mobile and landline numbers separately:

Field	Use For
Mobile	Mobile phone number
Landline	Home or work phone

Tip

When syncing with Notion, both numbers are combined with a pipe separator: 0412 345 678 | 02 9876 5432

Step 3: Matter Details

These fields are specific to the matter type you selected.

For Estates

Field	Description
Deceased Name	Full name of the deceased
Date of Death	When the deceased passed away
Matter Description	Brief description (used in folder name)
Person Acting	Solicitor with carriage

For Conveyancing

Field	Description
Property Address	Address of the property
Purchase/Sale Price	Transaction amount
Settlement Date	Expected settlement
Other Party	Name of vendor/purchaser

For Wills

Field	Description
Matter Type	Will, POA, EG, or combination
Person Acting	Solicitor with carriage

Note

The fields shown depend on your matter type’s configuration. Your administrator can customise these.

Step 4: Shared Note (Optional)

If Notion integration is configured, you can add an initial shared note:

• Visible to all team members in Notion
• Syncs bidirectionally with the Matter Workspace
• Supports @mentions for notifications

Step 5: Review and Create

The final screen shows a summary:

• Matter Number: Auto-generated (e.g., 013548)
• Folder Name: Based on your naming template
• Location: Where the folder will be created
• Notion Status: Whether matter/client will be created in Notion

Review the details and click Create Matter.

What Gets Created

When you create a matter, Certum Draft:

1. Creates a folder with the matter number and name
2. Sets up subfolders based on the matter type
3. Creates a .certum file for quick access from Finder
4. Saves a matter file containing all details
5. Copies starter files if configured
6. Creates in Notion (if configured):
   • New matter page linked to client
   • New client page (if client doesn’t exist)
   • Team members tagged
   • Certum link saved to matter page

Example Folder Structure

013548 - SMITH John - Estate of Harold Smith/
├── 013548.certum             ← Double-click to open in Certum Draft
├── 013548-matter.json        ← Matter data
├── Correspondence/
│   ├── Incoming/
│   └── Outgoing/
├── Working Documents/
├── Accounts/
│   └── Office_Accounting.xlsx
└── Safe Custody/

Finder Colour Labels

If your administrator has configured colour labels, the folder is automatically tagged:

• Based on the “Person Acting” field
• Visible in Finder with the assigned colour
• Configured in Preferences → Matters → Finder Colour Labels

Next Steps

After creating a matter, you can:

• Open Matter — Opens the Matter Workspace for this matter
• Show in Finder — Reveals the folder in Finder
• Generate documents using the client details
• Edit matter details in the Matter Workspace

Quick Entry Mode

For fast matter creation when you only need essential fields:

1. In the client/matter details steps, look for “Quick Entry” mode
2. Only fields marked quick_entry: true in the template are shown
3. Fill in the essentials
4. Add remaining details later in the Matter Workspace

Tip

Quick Entry is useful when you need to create a matter quickly and fill in details later. The Matter Workspace auto-saves, so you can add information incrementally.

Troubleshooting

”Matter number already exists”

The auto-detected next number conflicts with an existing folder. Certum Draft will automatically increment to the next available number.

”Failed to create in Notion”

Notion creation is non-blocking — the local matter is still created. Check:

• Internet connection
• Notion integration token validity
• Database permissions

Folder not appearing in expected location

Check the Matters folder setting in Preferences. If you used “New Matter Here” from Finder, the matter is created in the selected folder instead.