RAMTEKSpecifications
How Matter Management works, what it includes, and what controls the result.
How it works
Add the client
Enter the name, company, email, phone and notes, and set the stage: Inquiry, Qualified, Retainer Sent, Retained or Matter Closed. A lead from your website chat arrives on its own as an Inquiry.
Save a matter with its deadline
Give the matter a title, link the client, choose the document type, add the topic and key facts, and enter the deadline.
Choose how far ahead
Pick how many days before the deadline the draft is written. The default is three.
Review the draft
On the draft date it is written and emailed to the attorney who saved the matter, and saved to the firm's recent documents. Nothing is sent or filed.
Two ways to use it
By hand
Open Matter Management and keep your clients and matters current. Good for the firm's own record of who is in what stage and what is due.
- Clients with five stages, a board that groups them by stage, and a list you can search and filter
- Matters with a deadline, a linked client, a status of open, done or canceled, and an overdue flag that appears after the deadline's day has passed
- Three actions on a client record: Score Lead, Draft Follow-Up and Suggest Next Step
- Export the client list to a spreadsheet file
Before a deadline, without opening anything
You decide what is drafted when you save the matter. The system does the rest on schedule.
- Checked every hour, and each matter is drafted once
- The draft is written with your state's terms and your firm's details, like any other draft
- It is emailed to the attorney who saved the matter and saved to Recent documents, and is never sent or filed
- A matter whose deadline is more than 14 days past is skipped instead of drafted late
What it includes, in full
Clients
Name, company, email, phone, stage and notes for every client and prospect. Every attorney and staff member at the firm sees the same list.
Client stages
Inquiry, Qualified, Retainer Sent, Retained and Matter Closed, so you can see where each person stands.
Board and list
A board that groups clients by stage, and a list you can search and filter by stage.
Matters and deadlines
Each matter has a title, an optional linked client, a deadline, a status and the document to be drafted ahead of it.
Draft ahead of the deadline
One of the twelve Document Drafter document types, with the topic and facts you gave, written a set number of days before the deadline.
Overdue flag
A matter shows as overdue only after the deadline's calendar day has passed.
Score Lead
A score from 0 to 100 with the reasons, weighing practice-area fit, urgency and warning signs. An attorney starts it, and it reads only the record.
Draft Follow-Up
A short, professional follow-up email for the client, with a subject line, for you to edit and send yourself.
Suggest Next Step
One specific next action with ideal timing and a one-line talking point.
Leads from your website
Every conversation on the Website Intake Assistant that leaves an email address arrives here as an Inquiry, with a summary and a follow-up draft.
Used by the AI Law Assistant
The assistant can look up clients and matters, list what is due this week, and propose changes that you confirm.
Spreadsheet export
Download the client list as a spreadsheet file.
How the result is controlled
You choose what is drafted
Nothing is guessed. The attorney picks the document and the topic when the matter is saved.
Never sent or filed
A draft goes to the attorney's inbox. It does not go to a client, a court or the other side.
Drafted once
A matter is never drafted twice, and one that is long past is skipped.
The right attorney is told
The draft goes to the attorney who saved the matter, not to a shared inbox. If they left, the firm administrator receives it.
Your state first
Drafts use the state in your firm profile and its own terms, like every other tool.
Your review comes first
A draft is a starting point. You read it, change it and decide whether it goes anywhere.
What it does not do
It does not calculate deadlines
You enter each date. It does not compute one from court rules. Confirm every date against the rules and the court's order.
It does not run conflict checks
Check conflicts the way your firm already does.
It does not bill or track time
It is not a billing or accounting system.
It does not send or file
Everything it writes is a draft for an attorney.
Setting it up, and how firms use it
The list belongs to the firm, and the drafts follow your firm profile.
One firm-wide list
Every attorney and staff member sees the same clients and matters. Another firm never does.
Your profile on every draft
Your state, practice areas, courts, letterhead and each attorney's signature block are applied to the draft.
AI Configuration
Administrators can add the firm's own tone and clause language, applied to every tool.
How firms use it
A response date coming up
Save the matter with the document you will need and have a draft waiting.
A demand letter before a deadline
Save the facts once and review the letter when it arrives.
Discovery requests
Draft interrogatories or requests for production ahead of the date.
Settlement follow-through
Keep the client stage and the settlement letter together.
Knowing where every inquiry stands
See which people are Inquiries, which have a Retainer Sent and which are Retained.
A busy week
Ask the AI Law Assistant what is due and what is overdue.