Closing a matter
When you have worked your way through you workflow and clicked on the close step you should see that your matter will be set to closed - you can just press the green button change step.
I have the done the above but I get an error message stating Cannot be set to Closed: ?
This means that there are some things still open on the matter and that it can't be closed until these things are resolved.
The most common are:-
Tasks - the matter cannot be closed because there are one of more open tasks - this means that you have to either complete the outstanding tasks on the matter or delete them if they were not applicable.
The matter has 1 or more open sales/purchase records or will create a task while being closed - this normally means there is an outstanding invoice and you can't close the matter until the invoice has been paid or written off.
The matter is not at the end of the step tree - This happens when you have not progressed the matter to the closed step however there may be some instances where you did not go through all the steps and you don't have the option to get to a closed step.
What if I need to close a matter before the end of the workflow?
If you are not able to get to the closed step without going through steps that are irrelevant to your particular matter you need to speak to your administrator about adding in steps to close so that this does not happen in the future.
If you do not go to the closed step you are essentially stuck on this step. So you have to go to the end of the step tree to close down the matter and MAKE SURE to let your administrator know to add a jump to close step otherwise you will find yourself with the same problem in the future.
I have clicked on the close step but it does not close?
I am on the closed step but my matter does not close it remains "Active". Make sure to let you administrator know that the Closed step is not closing the file and close the matter down manually by going to the (i) next to the matter name - clicking on edit and changing the status to closed and then press the green save button.
How can I tell if a matter is closed?
When a view is filtered to display closed matters, the matter name and primary participant will be struck through on the list view.
How do I know if my matter has closed?
A stamp indicating an action is closed will also appear on the action overview screen.
I have a lot of active matters that actually should be closed ? What do I do?
Investigate why there are a lot of matters active when they should be closed and rectify them for example, add jump steps to close if staff were stuck in a workflow, make sure invoices have been paid or written off and that all trust/client monies have been cleared. Also make sure that all tasks have been completed in relation to the matters.
Ok, I have fixed all the problems but we have hundreds of matters open and we don't want to spend time going back and manually closing them all down - is there another way?
It is possible to close down matters on bulk using the export/import feature of Actionstep.
As doing an export/import is extremely dangerous and can change all the data within your system if not done correctly we recommend obtaining advice/service from a Certified Consulting Partner.