Conflict Checking

Overview

Conflict checking in Lawmatics allows you to search for conflicts across any fields, notes, and other records within your firm's matters. The system will approve, deny, or flag a search as a possible conflict.

Conflict checks can be performed manually or via automation.

Manual Conflict Checking

To manually run a conflict check:

  1. Navigate to Conflict Checking from the People tab in the left-side navigation bar..
  2. View the history of past conflict checks, including:
    • Verification status
    • Search terms used
    • Date of check
  3. Click the New Conflict Check button (top right) to start a new search.

Running a New Conflict Check

  1. Select the matter you are checking.
  2. Enter the search terms (e.g., name, email, phone number).
  3. Choose either Exact Match or Contains.

4. Use Advanced Search Terms to search multiple terms with "And" or "Or" relationships.

4. The system will scan all matters and display matches.
5. Choose to Approve, Flag, or Deny the conflict check.
6. If more than 50 results are found, you will have the option to download the results as a CSV file.

Reviewing Past Conflict Checks

  • Click the magnifying glass icon to review completed searches.
  • Conflict checks are also logged on the related matter’s timeline.

Automated Conflict Checking

You can also automate conflict checks:

Setting Up Automated Conflict Checks

  1. Navigate to Automations from the left-side navigation bar.
  2. Create a new automation (or add to an existing one).
  3. Add the Run Conflict Check action.
  4. Configure the conflict check settings:

  • Associated Person
    • Select which of your users/staff members should be associated with the search
  • Search Term
    • Here you can select which merge fields you would like to use to create your dynamic search term. Since this is an automated check, and not a one-off manual check, you will want to make this a variable search by inserting fields. You may wish to use the first and last name, email address, phone number, etc.
    • Select from the drop downs provided to add the fields of your choice into the search terms
    • Use multiple search terms as needed with either an "and" or "or" relationship
    • It is important to note that the search will only register a match if all parts of the terms are found as an exact match. So if you choose to add the email address field after the name, the search will only register a match if the name and email address are found together in a matter.
  • Auto Approve
    • When this option is selected, then if no possible conflict results are found, the Conflict Check will automatically be marked as 'Approved', without anyone needing to review it manually.
    • If you do not select this option, then it will default to 'Possible Conflict' and someone will need to manually approve or deny.
  • Skip When Blank Search
    • When this option is selected, the automation will skip over the Conflict Check action if the Search Term is found to be blank. 
    • For example, if your search terms contain the email address field, and the matter in question does not have an email address entered on their matter, then with this option selected the conflict check will be skipped and the automation will move on to any following actions. 
    • Without this option selected, then the Matter will pause in the Automation if the search terms are found to be blank.

Any conflict checks performed via automation will also appear on the Conflict Checking overview page, found under the CRM tab, as well as on the matter's timeline, just like if the check was performed manually.

  • Using Conflict Check Results to Trigger Automations

    • Conflict check results can be used as entry conditions for automations.
    • If using conflict checks in automations, Lawmatics automatically enables "Skip Conflicts" to prevent triggering workflows on denied matters.

Notifications & Reporting

Setting Up Conflict Check Notifications

Each user can configure notification preferences:

  1. Navigate to Settings > Notifications.
  2. Select to be notified of:
    • Approved conflicts
    • Denied conflicts
    • Flagged (undecided) conflicts
  3. Choose between:
    • Firm-wide notifications
    • Only mine (notifications only for matters they own)

FAQ's

Can I perform a conflict check on a new lead before they are created as a matter in Lawmatics?

No, to perform a conflict check on a new lead or PNC they will first need to be a matter in your CRM.

What happens to a matter if it is denied due to conflict? Does the matter get deleted automatically?

The matter will not be automatically deleted, you will want to keep the matter in your CRM for your records.

Is there a good way to keep track of and/or create a report showing matters that were rejected due to a conflict?

Yes, we suggest created a sub-status under the Lost category to track your conflicts. You can then use that sub-status to create a custom filtered report, showing all of your conflicts along with any other fields you wish to include in the report. Each user can also turn on their notifications for conflict checks to help stay up-to-date on results.

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