Matter core concepts

Matter is organised around cases. Most other objects either describe the case, control access to it, or move documents through it.

Cases

A case is the working record for a matter. It holds the case details, parties, notes, document groups, requests, files, and client portal access.

Use the case as the place to answer: what is this matter, who is involved, what is needed next, and what has already happened?

Parties

Parties are the people or organisations involved in the case. Examples include primary applicant, sponsor, employer, spouse, dependant, or client.

A Party can be part of a case without having portal access. That distinction matters. Being named on a case does not automatically mean the person can log in and see it.

Case access

Case access controls who can see the case in a portal.

For client portal access, grant access only to people who need to act or view the case. In most migration workflows that means the primary applicant and the sponsor contact, not every family member listed on the application.

Document requests

A document request asks for a specific document or evidence item. It includes the request title, instructions, category, subject, upload rules, status, and any files attached to the request.

Requests are the main unit of client action. If the client needs to upload something, it should usually be represented as a request.

Document groups

A document group organises related document requests and files on a live case. It can target a Party, an organisation, or the whole case.

Use Add document group to apply a data collection pack from Data collection, bind any recipient slots to Parties, review the request list, and choose any explicit access changes.

Files

Files are uploaded or shared documents attached to the case. Files can come through a request, be added by staff, or be shared into the client portal depending on access and workflow.

Use Requests when reviewing what is still needed. Use Files when reviewing the file set that already exists on the case.

Notes

Notes keep a record of case work, decisions, and context. Some notes are internal. Some may be visible to the client depending on how the note is created and configured.

Use notes for case history, not for replacing structured fields or request statuses.

Data collection

Data collection holds the reusable assets that help a team start repeat document work faster.

• Data collection packs define reusable document groups and request sets.
• Request templates define reusable wording for individual evidence items.

Data collection assets are not the live case. After a pack or request template is used, adjust the live document group, requests, and access to match the actual matter.

Setup resources

Matter setup includes team access, portal branding, outgoing email, document storage, notifications, Data collection, and advanced configuration such as case types and form definitions.

Most teams should use Data collection for reusable document work and touch advanced setup only when data models need deliberate changes.