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How to Use the Clone Matter Feature

The Clone Matter feature in Prolegis is designed to save you time by allowing you to pull information and documents from an existing matter into a new one. This is especially useful for repeat clients or related transactions.

Getting Started

  1. Navigate to Add Matter and click on Add Matter.

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  2. Select the Clone Tab: At the top of the interface, click on the Clone Matter tab.

Steps to Clone a Matter

1. Locate the Source Matter

  • Search by Matter #: Enter the matter number you wish to copy information from into the search bar.

  • Trigger Search: Once the number is entered, the system will populate the details of the original matter on the right side of the screen for your review.

2. Configure the New Matter Details

On the left side of the screen, fill in the specific details for the new file:

  • Contract Type: Select whether this is a Purchase, Sale, Mortgage, Transfer, or Discharge.

  • Client(s): Search for and add the clients. You can use the Sync Clients/Contact button to ensure the data is up-to-date.

  • Assign Personnel: Select the Assigned Lawyer and Secondary Contact from the dropdown menus.

  • Closing Date: Use the calendar icon to select the new closing date.

3. Review and Copy Data Sections

The right-hand panel displays the data from the original matter. You can choose which sections to bring over by checking the Copy box in the header of each section:

  • Address & Municipality: Copies the physical property details.

  • Tax Certificates: Copies the Roll number, Annual Levy, and historical payment data.

  • Title Info: Copies the PIN, LINC, Title number, Instrument, Registrations, and Legal descriptions.

4. Finalizing the Clone

  • Contract Document: Click Choose to select which documents from the original file should be brought into the new matter.

  • Clio Integration: If you use Clio, ensure the Create in Clio checkbox is selected at the bottom right.

  • Complete: Click the Clone Contract button to generate the new matter.

Key Benefits

  • Reduces Manual Entry: Automatically populates complex legal descriptions and tax data.

  • Consistency: Ensures that property information remains identical across related files.

  • Document Management: Quickly migrates essential templates and uploaded files from the source matter.