Create an artifact for a legal matter

Create an artifact for a legal matter to upload and store documents, emails, and files related to the matter.

Before you begin

Role required: sn_lg_matter.matter_fulfiller

About this task

As a collaborator added to a legal matter, you can access and work on the legal matter just as matter owners can. However, you can't modify the Matter owner, Assignment group, and Assignment group permission fields.

Apart from the matter owner, a collaborator or a task fulfiller can also add an artifact to a matter task from the Tasks tab.

Note: If any files were attached to the request before it was promoted to a matter, a default artifact containing those files is created in that matter. If the external storage option is enabled, the documents in the artifact created from the requests are shared. So, the addition or deletion of any documents in this shared artifact is reflected in both request and matter. Also, the document permission for this shared artifact is managed at the legal request level and not at the legal matter level.

Procedure

1. Navigate to All > Legal Request > Legal Counsel Center.

2. In the Legal Counsel Center tab, select the list icon

1. In the Lists tab, open a legal matter by selecting an option under Matters.

1. To add an artifact, in the Artifacts tab, click New.

2. On the form, fill in the fields.

   Field	Description
   Number	Unique number of the artifact.
   Parent matter	Matter with which the artifact is associated.
   Content type	Type of content the artifact can contain, such as emails, documents, or images.
   Short description	Short description for the artifact, for example, the name of the artifact.
   Description	Detailed description for the artifact, for example, the purpose and content of the artifact.
   Notes section
   Work notes	Comments or notes that only authorized users related to the artifact and parent matter can see.

3. Click Save.

   The artifact with the specified details is created.

4. In the External Links tab, add the path or link to external files..

   1. Click New to add a new storage path.

   2. Enter a valid link to the storage folder and a short description.

   3. Click Save.

5. Associate the artifact with a matter task.

   Note: If you create an artifact from a matter task, the artifact is associated to the task by default.

   1. In the Matter Task tab, select an artifact and click Add.

   2. In the Add Legal Task dialog box, select a matter task and click Add.

   When the matter owner assigns this task to a group or a user, they get the access to the artifact automatically. Users who can access the artifact are listed in the Artifact Users tab.

6. Revoke the access permission of users who were given default access through the associated matter task.

   1. In the Artifact Users tab, select one or more users to whom you want to deny access to the artifact.

   2. Click Revoke permissions.

   3. Click Save.

What to do next

Attach files to a legal matter artifact.

• Attach files to a legal matter artifact
  Upload supporting documentation, such as documents, email copies, images, or any other files into the artifact while you are working on a legal matter or matter task. You can also use these artifacts as a reference material to solve similar requests in future.
• Document access in a legal matter
  Documents attached to legal matters are uploaded to the configured external storage system when the external storage option is enabled on an intake form with All or matter type selected. The access permission of these documents to various personas is controlled in real time, via a scheduled job, or on-demand.

Parent Topic:Work on a legal matter