4. Matters, Advices, Cases and related Tabs

It is important to note that the concept of a Matter essentially no longer exists in CLASS.

The equivalent of a matter is now simply a connected collection of related Services, and the fields that used to be attached to CLSIS Matters have been moved to either CLASS Client or Service screens.

However some CLSIS legacy fields have been migrated into CLASS as we know some users like to for example search by Matter ID. So Matter IDs have been copied to CLASS from CLSIS records. For newly entered records, you should now use the Service ID and/or the File Number (free text) field. Services can be grouped together under the same Matter ID, or by using the new ‘Linked Services’ field on the main Service Details screen.

The following shows the CLSIS Screens and then explains where the equivalent fields and functions have ended up in CLASS.

#	CLSIS field	CLASS screen	CLASS field	Notes
1	Matter ID	Service > Service details	Matter ID	Has been migrated across from CLSIS but no longer actively creates new IDs. Can be added manually.
	Activity ID	Service > Service details	Service ID	Not numbered in graphic above – in CLSIS this is in the box marked “Activity” in the graphic this is just under “Screen 4”. Each Activity in a CLSIS Matter is now a Service. So this number is the Service ID in CLASS.
2	File No (File Number)	Service > Service details >Archive group	File Number	Appears in Services > Archive
3	Funding Category	Service > Service details	Funding Category	This field is mandatory for new services.
4	Activity Nature	Service > Service details	Service Type
5	Problem Type(s)	Service > Service details	Problem Type	Can enter multiples in CLASS.
6	Referral From	Service > Service details	Referral From
7	Legal Aid provision	Service > Service details > Service Characteristics	Legal Aid provision
8	Domestic Violence Indicator	Service > Service details > Service Characteristics	Family Violence Indicator	This field has been updated in accordance to the New Data Standards. CLSIS options have been mapped into the new options as part of migration. See more here: Content by label There is no content with the specified labels
9	Risk of Homelessness Indicator	Service > Service details > Service Characteristics	Homelessness Status	This field has been updated in accordance to the New Data Standards. CLSIS options have been mapped into the new options as part of migration. See more here: Content by label There is no content with the specified labels
10	Family Group name	Service > Additional Parties	Last name field, Organisation field
11	First name	Service > Additional Parties	First name
12	Other Party type \| Other party \| Related clients	Service > Additional Parties	Type	In the Additional Parties Tab (also available as Step 2 in the new Intake workflow, selecting the Type has options for Other Party or Related Party.

4.1. Matter Custom Tabs

By Matter Custom Tabs we mean the Cluster of Tabs relating to Tabs with extra fields on the right hand side of the Matter screen in CLSIS as illustrated by the screenshot below. These Tabs have been moved over to the CLASS Services page, but are handled in different ways depending on the Problem Type – which is also the title of the CLSIS Tab. It is important to note that many Centres have had this area of CLSIS customised, adding tabs, fields and options. All these customised elements will be migrated to CLASS.

In the image above we can see the cluster of Tabs that include extra fields for Disability, Tenancy, Credit and Debt, Other, Welfare Rights, Youth, and Child Support.

In designing CLASS it was agreed that the Disability tab, and the Youth Tab could be required for any other Problem type, and fields from these tabs now appear on every CLSIS service page as a Group.

The other options above such as Tenancy and Credit and Debt are set only to appear on the Service Page if an associated ‘Problem Type’ is Selected on that Service. So if you are creating an new Service in CLASS and you select a Tenancy related Problem type – Say ‘Tenancy – Pets’ then the Tenancy Tab in CLSIS will automatically appear on that service page as a Group of fields. These group of fields and options can be edited, as well which Problem types are associated by Advanced CLASS administrators, or by the CLASS Helpdesk team.

Similarly, any Custom fields on the Matter Centre Data Tab, or the Case – Centre Data tab will also be mapped across as a Custom Data Group attached to Services.

4.2 Matter – Advice Details Tab

This Page and related fields have largely been moved to the CLASS Service Details main page.

#	CLSIS field	CLASS screen	CLASS field	Notes
1	Advice Date	Service > Service Details Group	Date of Service	As a discrete one-off service Legal Advices only have a single Date of Service, not and Open And Close Date
2	Contact Type	Service > Service Details	Mode of Service Delivery	Note Name Change. This field has been updated in accordance to the New Data Standards. See more here: Content by label There is no content with the specified labels
3	Contact Type Other	Services > Service Details	Mode of Service Delivery	‘Other’ is now an option in this field (same as above)
4	Outreach Service	Services > Service Details	Outreach	Outreach Locations will be migrated from CLSIS, but must be kept up to date by Centre Admins.
5	Worker Name or Code	Services > Service Details	Created by, Assigned to	There are two equivalent worker fields in CLASS. The Created by field is who created the service. Assigned to is who takes carriage of the service, may be multiple workers.
6	Worker Category	System Settings > Workers	General Information	This is found in Workers Settings.
7	Worker Type	System Settings > Workers	Position	This is found in Workers Settings.
8	Referral To	Services > Referral Group	Referral To
9	Interpreter Required	Client > Personal Details	Requires Interpreter	This has been moved to the Client Page.
10	Interpreter Usage	Services > Service Details	Interpreter or Translator Used	This remains on the Service Page as unlike the above field, it may change per service.
11	Public Interest	Services > Service Details > Legacy Group.	Public Interest	This is being migrated over to CLASS for legacy purposes, however the use of Keywords would be a more efficient and flexible way to mark such records.
12	Possible Non Casework Followup	Services > Service Details > Legacy	Possible Non Casework Followup	As above, this is being migrated over to CLASS for legacy purposes, however the use of Keywords would be a more efficient and flexible way to mark such records.
13	Advice Notes	Services > Actions Tab	Advice Notes	All types of notes, such as advice notes, intake notes etc. as well as Critical dates, Limitation Dates, reminders etc, are all now found and managed from the ‘Actions Tab’. See more here: Page: Actions

4.3 Matters – Case Details Tab

Important Note: All Cases from CLSIS have been changed in CLASS over to a Type of Representation Service, in accordance with the New National data Standards. Most existing CLASS Cases are now mapped to a ‘Court / Tribunal’ Service, although some may instead now be a “Dispute resolution’ Service or an ‘Other Representation’. Consequently the majority Case details fields as shown in the screenshot below will now have equivalent fields on the CLASS Services Screen.

#	CLSIS Field	CLASS Screen	CLASS Field	Notes
1	Case Open Date	Service Details	Open Date	Name changed
2	Outreach Service	Service Details	Outreach	Options in this field will be initially imported from CLSIS. However CLASS Admins will need to ensure this list is kept up to date.
3	Worker Name or Code	Service Details	Created By, Assigned To	There are now two equivalent Worker fields in CLASS. Created by is who created the service. Assigned to is who has carriage of the service. There can be multiple workers assigned, which is useful for say volunteers and senior staff, or where multiple workers are assisting.
4	Worker Category	System Settings > Workers	General Information	This is found in Workers Settings.
5	Worker Type	System Settings > Workers	Position	This is found in Workers Settings.
6	Referral To	Service Details > Referral Group	Referral to
7	Interpreter required	Client > Personal Details group	Requires Interpreter	Moved to Client Page as a longer term indicator of if Client is likely to need an interpreter, also combines with related fields on Client Page, Proficiency in English – Spoken, and Proficiency in English – Written. See also field 8 below.
8	Interpretor Usage	Service > Service Details group	Interpreter or Translator Used
9	Case Close Date	Service > Service Details group	Close Date
10	Case Hours	Service > Service Details group	Estimated Time Spent	This filed has been updated in accordance to the New Data Standards . CLSIS options have been mapped into the new options as part of migration.
11	Primary / Alternative Dispute Resolution	Service Type, and Service > Legacy Group	Dispute Resolution Service, Primary / Alternative Dispute Resolution	This is now a type of CLASS Service now called ‘Dispute Resolution’ For more info see the New Data Standards. Also, this tickbox has been migrated into Service screen for legacy purposes only.
12	Court / Tribunal Representation	Service Type, and Service > Legacy Group	Court / Tribunal Service, Court / Tribunal Representation	This is now a type of CLASS Service now called ‘Dispute Resolution’ For more info see the New Data Standards. Also, this tickbox has been migrated into Service screen for legacy purposes only.
13	Public Interest	Service > Legacy Group	Public Interest	This tickbox has been migrated into Service screen for legacy purposes only. The more advanced way of managing this field is using the Service ‘Keywords’ field which are searchable from Client Search. Users can create their own keywords, and assign multiple Keywords to Services (or Clients).
14	Test Case	Service > Legacy Group	Test Case	This tickbox has been migrated into Service screen for legacy purposes only. The more advanced way of managing this field is using the Service ‘Keywords’ field – explained at 13 above
15	Possible non-casework follow up	Service > Legacy Group	Possible non-casework follow up	This tickbox has been migrated into Service screen for legacy purposes only. The more advanced way of managing this field is using the Service ‘Keywords’ field – explained at 13 above
16	Archive Date	Service > Archive Group	Archive Date
17	Archive Box number	Service > Archive Group	Archive Box number
18	Limitation Dates	Service > Actions	Actions Tab, Critical Dates Tab	Limitation Dates are one of several Types of Critical dates or Reminders that may be created via the Service Actions tab. See more here: Page: Reminders and critical dates
19	Limitation Date	Service > Actions	Due Date	Limitation Dates are one of several Types of Critical dates or Reminders that may be created via the Service Actions tab.

4.4 Matters – Critical Issues Dates – Tab

Critical Dates Like these are all set up and managed from the Service ‘Actions Tab‘. Upcoming Critical Dates are also listed on the Service ‘Critical Dates’ Tab, and can also be Located on the combined ‘My Critical Dates’ Menu which is not service specific but rather combines all up and coming dates assigned to the User.

#	CLSIS Field	CLASS Screen	CLASS Field	Notes
1	Date	Service Critical Dates Tab, or My Critical Dates menu	Due Date, Reminder Date	Due Date is the Old Date, but a second reminder date may also be set up on each Critical Date.
2	Issue	Critical Dates	Description via link on Type	Search for the critical Date, then click through to the Action to find the Description field.
3	Show reminders	Critical Dates	Actions details > Adding reminders	Click ‘Adding reminder’ to Date based Action, and ‘Reminder Date’ is revealed.
4	Date	Service Critical Dates Tab, or My Critical Dates menu	Due Date, Reminder Date	Due Date is the Old Date, but a second reminder date may also be set up on each Critical Date.
5	Issue	Critical Dates	Description via link on Type	Search for the critical Date, then click through to the Action to find the Description field.

4.5 Matters – Case notes – Tab

Case Notes have been converted into a type of note, such as Intake notes, Notes, Advice notes, Closing Notes etc. They, along with all Critical dates, Limitation Dates, Reminders etc, are all now found and managed from the ‘Actions Tab’. See more here:

Page: Actions

#	CLSIS Field	CLASS Screen	CLASS Field	Notes
1	Date/Time	Services > Actions	Due Date, Creation Date
2	Case Note	Services > Actions Type	Description	Case Notes have been converted into a type of note, such as Intake notes, Notes, Advice notes, Closing Notes etc. They, are all now found and managed attached to the Service, from the Service ‘Actions Tab’.
3	Worker	Services > Actions Type	Assigned to	There are now two equivalent Worker fields in CLASS. Created by is who created the service. Assigned to is who has carriage of the service. There can be multiple workers assigned, which is useful for say volunteers and senior staff, or where multiple workers are assisting.
4	Contact Type	Services > Service Details	Mode of Service Delivery	Note Name Change. This field has been updated in accordance to the New Data Standards.
5	Date/Time	Services > Actions	Due Date, Creation Date	As above at 1
6	Worker	Services > Actions Type	Assigned to	As above at 3
7	Contact Type	Services > Service Details	Mode of Service Delivery	As above at 4
8	Case Notes	Services > Actions Type	Description	As above at 2

4.6 Matters – Court Attendances – Tab

Court Attendances are now a particular Type of Action located and managed, and attached to Services via the Service ‘Actions Tab’.
To Create a new Court Attendance Action, go to the Actions Tab, and Click ‘New’ for New action, then at the first field ‘Action Type’ select ‘Court Attendance’.
When selected all applicable fields will appear on the screen.

#	CLSIS Field	CLASS Screen	CLASS Field	Notes
1	Court Name	Services > Actions Tab > Action Type: Court appearances	Court Type	Court Types can be added by Centre Administrators.
2	Date	Services > Actions Tab > Action Type: Court appearances	Attendance Date
3	No of Attendances	Services > Actions Tab > Action Type: Court appearances	No of Attendances
4	Notes	Services > Actions Tab > Action Type: Court appearances	Description
5	Court Name	Services > Actions Tab > Action Type: Court appearances	Court Type	as above at 1
6	No of Attendances	Services > Actions Tab > Action Type: Court appearances	No of Attendances	as above at 3
7	Attendance Date	Services > Actions Tab > Action Type: Court appearances	Attendance Date
8	Minutes Spent	Services > Actions Tab > Action Type: Court appearances	Minutes Spent
9	Client Attended	Services > Actions Tab > Action Type: Court appearances	Client Attended
10	Hearing Type	Services > Actions Tab > Action Type: Court appearances	Hearing Type
11	Appearance Type	Services > Actions Tab > Action Type: Court appearances	Appearance Type
12	Worker	Services > Actions Tab	Assigned To	Note change in name
13	Notes	Services > Actions Tab > Action Type: Court appearances	Description