Switching Matter Types (Admin)

In this article:

• Converting a Matter Type to a Different Type
  • Part 1: Choosing Your Conversion Path
  • Part 2: Mapping Matter Types
  • Part 3: Converting Mapped Matter Types 
• Editing, Deleting, Exporting, and Importing Matter Type Mapping

As an admin, you can convert an existing matter of one type to another type. For example, say you've created a general matter but need to switch it to conveyancing. Actionstep allows you to do this. When you switch a matter, the matter number, name, file notes, documents, and emails associated with the matter will be retained. Party information and custom data will be converted based on mapped values.

Because of Actionstep's workflow capabilities, one matter type can be vastly different from another. This means that before you can convert a matter to another type, the two types must be mapped. Mapping involves choosing what party types and fields in one matter type should be associated with similar fields in the other matter type.

TIP: Mapping one matter type to another does not mean you can convert both into the other. If you want to have the ability to map both directions, you will need to create separate mappings.

WARNING: Use extra caution and accuracy when mapping your matter types. There is no undo option for converting a matter.

Converting a Matter Type to a Different Type

Part 1: Choosing Your Conversion Path

When choosing which matter you want to convert to a new type, you must first indicate whether the two matter types have been mapped. 

To do this:

1. In Actionstep, click Admin > Matter Types. 
2. Click Change matter type for 1 or more matters. The Switch Matter Types window appears.
3. Select the matter type of the matter you want to convert from the From matter type drop-down list and choose the type you would like to convert it to from the To matter type drop-down list.
4. Depending on your system, you will see two options:
   • If the two types of matters have not been mapped, you will see a warning message indicating that no mapping has been defined. Proceed to Part 2: Mapping Matter Types.
   • If the two types of matters have been mapped, you will be prompted to choose which matters you want to convert. Proceed to Part 3: Converting Mapped Matter Types.

Part 2: Mapping Matter Types

1. After choosing your From / To matter type options, click Create new mapping. The New Matter type conversion mapping page appears.
2. Verify the matter types in the From / To fields and click Next. The Matter Conversion Map page appears.
3. In the Participant types section, review the current party fields (see "A" in the following image) and click the associated drop-down list to choose the equivalent party field this maps to from the matter you are converting to (See "B").
   In the example above, whatever "Client" is listed in the original matter will be listed as the "Client" in the newly converted matter.
4. In the Custom data section, review the current custom data fields (see "A" in the following image) and click the associated drop-down list to choose the equivalent custom data field this maps to from the matter you are converting to (See "B"). 
   NOTE: Fields of a certain type can only be mapped to fields of the same type. For example, a date field can only be mapped to another date field. Hover over the tips icon next to a field to see what the current field type is. The associated drop-down option also lists (in parentheses) what the field type is in the matter you are converting to. 
   
   
   NOTE:  Any data collections that are multi-record data will include a note like the one seen here. These multi-record data fields can only be mapped to other multi-record data collections. Single-record data collections can only be mapped to single-record data fields. 
   
   
5. Repeat step 4 for any additional custom data sections. 
6. Once you have entered all the details, click Next. The Matter Additional Data Conversion Map appears. 

    The participant types you selected may have custom participant data. If they do, you will be prompted to choose what custom participant data fields should be mapped to. The options available in the drop-down list depend on the participant type you have mapped together. If the drop-down fields appear to be the same, the values might be automatically mapped. 

7. Map the data between the current matter and the newly converted matter as you did before. 
8. Click Save to save the mapping. The new mapping is saved to your Matter Type Conversion Mappings list. 
9. In the breadcrumb along the top of the list, click Switch matter types. You are taken back to the Switch Matter Types page. 
10. Choose the two matter types you've been working with from their respective drop-down lists again. The Choose Matters section appears. 
11. Proceed to Part 3: Converting Mapped Matter Types.

Part 3: Converting Mapped Matter Types 

When the matter types for the matter you want to convert have been mapped, you can choose which matters you want to convert. 

To do this:

1. At the Switch Matter Types page, make sure your matter types are selected in the Setup mapping section. 
2. Select the type of conversion you want to complete from the list of options: 
   • All matters (this option includes active, inactive, and closed matters)
   • All active and inactive matters
   • All active matters
   • Specific matter(s) 
3. If you selected Specific matter(s), click the drop-down list and choose the matter you want to convert to the new matter type. You can search for and select as many matters as needed.
4. In the Feature preview section, select I understand there is no undo function and that a database restore is the only options in the event of mass data loss.
5. Click Save. The matter is converted. 

Editing, Deleting, Exporting, and Importing Matter Type Mapping

You can change any previously mapped matter types. You can also export/import these mappings for use in other systems or delete these mappings if they have not yet been used to convert a matter to another matter type. 

To do this:

1. In Actionstep, click Admin > Matter Types. 
2. Click Change matter type for 1 or more matters. The Switch Matter Types window appears.
3. Click Manage mappings. The Matter Type Conversion Mappings page appears, showing all previously saved mappings.
4. Complete any of the following actions:
   • Select the checkbox for a mapping and click Edit to edit the details of the mapping.
   • Select the checkbox for a mapping and click Delete to remove the mapping from Actionstep.
   • Click Use this mapping to start the process of converting a matter to a new matter type. 
   • Click Download map file to save a copy of the map file. Actionstep lets you also Import map files, so being able to save a map file can make it easier to import it into another system you might have access to. 
     

Related Articles:

• Matter Types Overview
• Creating and Editing a Matter Type (Admin)
• Setting up Matter Type Folders