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QUESTION: I understand that Matter numbers in acumin are not unique to the system – but rather to the client. We have a few situations where we’re finding duplicates with the same matter numbers but different client numbers. This leads to out Document Management System to create two workspaces. We are finding this happening more and more. How can we prevent duplicate matters?
RESPONSE: In Acumin there are two methodologies to matter numbers. Unique matter logic, this means only one matter number exists anywhere in the system, and client-matter number logic, this means every client has a matter 1, 2, 3 etc. The firm’s decision on the matter number logic to follow would have been made during the pre-implementation phase of the project.
Acumin does not support alphanumeric client or matter numbers, therefore we used client and matter fields in respective properties’ forms to capture converted clients matters numbers so we can retain a link to alphanumeric numbers not permitted in the native number fields for use with third party tools like document management systems.
We understood that you have configured your document management system to work exclusively with the old matter number, and not the old client number and old matter number composition. The former would reflect a unique matter number logic environment, and the latter a client-matter number logic
As it appears that there is a disconnect between the number logic selected in Acumin and the number logic implemented in the document management system, the firm has two options.
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Modify the document management system so it works with the composition of the old client number and old matter number to provide uniqueness in the system. Your consultant should be able to outline what this would entail.
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Change the matter number logic in Acumin from client-matter number logic to matter number logic. This change requires the conversion of matters created or converted with client-matter logic to having unique matter logic, therefore do not attempt to change the option in firm properties, as in trying to self-correct you will be further compromising the number logic.
As a next step, please provide a screenshot of the firm properties – options tab, as well as screen shots of the client properties information tab and matter properties information tab for the two clients and matters included in the document management’s screenshot. Once we confirm the number logic disconnect, you will be in position to decide how to proceed first or second option.
If you decide on the second option, we will escalate the ticket to project development so they can reach out to discuss requirements, costs, and timelines.