Integrated matter and legal team management
Receive requests, assign work across teams and external providers, track deadlines, and retrieve the context of each matter with Looplex.
Organize requests, assign work, and track deadlines and deliverables with the context of each matter.
Law firms and legal departments need to coordinate work that changes with every new request, document, or decision. A court notice may require action by several professionals. A legal opinion may depend on information from another department. A hearing may involve the lawyer responsible for the matter, a company representative, hearing counsel, and a support team, each with a deliverable to complete.
Looplex integrated matter management connects these activities to the people, information, and controls needed to carry them out. The solution brings together Looplex Cases, Content, Monitoring, and Intake to organize incoming requests, support work allocation, track execution, and keep the work history accessible.
Lawyers find the appointments, documents, and actions they are responsible for. Coordinators monitor the operation to identify pending items, reassign activities, and intervene before a blocker compromises delivery. Integration with content analysis and generation, analytics, and financial management also makes it possible to track effort and operational results.
A matter may represent a court or administrative proceeding, an advisory request, an investigation, a negotiation, or another legal issue. The solution connects its participants, documents, communications, activities, appointments, and financial records.
Receive requests and organize routing
Legal work arrives through different channels: client requests, requests from internal departments, court communications, system integrations, and actions identified by lawyers themselves.
Looplex Intake organizes these inputs with the information needed for triage: source, subject, available documents, expected outcome, and connection to the relevant matter. Workflows may provide for opening a matter, routing activities, or requesting additional information.
Incoming information may update a matter’s history, supplement ongoing work, or require new actions. Triage determines how to handle it and helps prevent requests from being left unassigned or tasks from being duplicated.
In litigation, Monitoring collects publications, court notices, docket updates, and documents from monitored sources. These inputs can be linked to matters and made available for analysis. In advisory work, forms and structured requests help gather the context for an opinion, review, or guidance request.
When information is missing, the outstanding item remains linked to the work, identifying what needs to be supplied and who should act. This also makes it possible to track waiting time before execution begins.
Assign work across teams and external providers
Work allocation considers the responsibilities defined for the client, portfolio, or practice area, as well as the nature of the work. Playbooks guide routing, stages, and review points applicable to the operation.
Organizations can coordinate internal staff, outside law firms, advisory providers, local counsel, and hearing counsel. The workflow establishes the expected deliverable, deadline, required materials, and oversight responsibilities. Depending on configuration, it may include acknowledgment of receipt, acceptance of the assignment, review, and a record of delivery.
The matter owner, the person performing an activity, and the reviewer may be different people. An outside law firm may draft a defense while the legal department retains oversight of the matter and approves decisions beyond the provider’s authority. Hearing counsel may receive the documents and instructions needed for the hearing, with access limited to the scope of the assignment.
This structure allows delegated work to be tracked through completion. The coordinator can identify who needs to respond, which deliverable is outstanding, and where intervention is needed.
Capacity-based allocation adds an assessment of availability during the period, estimated effort, and existing commitments. With these inputs, assignments can take each professional’s actual workload into account.
Work coordination
Aurora portfolio · Litigation and advisory
Track deadlines through proof of delivery
Deadline control depends on a sequence of steps: process the incoming communication, identify the required action, verify the applicable date, assign responsibilities, and track preparation, review, and delivery.
The solution connects these steps to the matter’s context. Workflows may include internal deadlines, reminders, and escalation to the coordinator when an activity requires intervention.
Three reference points help organize this tracking:
| Reference | Operational use |
|---|---|
| Legal deadline | The applicable time limit for an action, identified and verified under the relevant legal criteria. |
| Internal deadline | The planned date for gathering documents, preparing, reviewing, or delivering work. |
| Service deadline | A commitment to the client or requesting department, including service-level agreements. |
A submission due on Friday may require documents by Tuesday and review by Thursday. If the documents do not arrive, that dependency needs to be addressed while there is still time to act.
Tracking can highlight incoming items awaiting processing, activities without an assignee, overdue internal stages, and deliveries without supporting evidence. Where applicable, filing receipts, hearing records, or other documents record completion of the action.
These controls help reduce the risk of missing deadlines and allow coordinators to anticipate problems, with clear responsibilities for legal verification and execution.
View calendars and team capacity
The individual calendar brings together appointments and activities related to matters, with access to the context needed to carry them out. Lawyers can identify what they need to prepare, which materials are available, and which deliverables depend on them.
In the team view, coordinators track appointments, reviews, and pending items for the professionals they manage, subject to access permissions. This supports decisions about allocation, coverage, and priorities, including during absences.
Execution records also feed operational indicators. With Dashboards, views can be organized by client, portfolio, team, professional, provider, or type of work.
| Management question | Information for decisions |
|---|---|
| What needs intervention today? | Approaching deadlines, unassigned activities, and outstanding preparation or reviews. |
| Where is work stalled? | Current stage, waiting time, reason for the blocker, and owner of the next action. |
| How is work distributed? | Assigned activities, estimated effort, and commitments during the period. |
| How are providers performing? | Accepted assignments, deadlines, deliveries, returned work, and requested adjustments. |
| Is productivity improving? | Volume and complexity of deliverables, turnaround time, effort, and rework. |
Analysis becomes more useful when it distinguishes execution time from time spent waiting for documents, approval, or an external response. It also needs to consider activity complexity: a simple review and a strategic legal opinion require different levels of effort.
With this visibility, managers can identify recurring bottlenecks, adjust stages, and distribute responsibilities more effectively.
Find matters and retrieve the context of the work
Looplex Cases organizes the records and relationships of each matter. Content maintains documents and reference materials associated with matters, including versions, history, and access controls.
Information retrieval combines structured data queries, indexed text search, and semantic search, depending on the enabled features. Each approach serves a particular need:
| Need | Retrieval method |
|---|---|
| Locate the matters of a person or company | Query entity relationships, identifiers, and roles in matters. |
| Find a proceeding, expression, or specific clause | Search by number, keywords, content, and metadata. |
| Identify materials on a topic even when they use different terms | Semantic search based on the meaning of the query. |
| Narrow a set of results | Filters by client, portfolio, document type, period, or owner. |
A search for a company’s matters should consider its relationships with those records. A query such as “matters involving unilateral account closure” can help locate content that describes the same topic in different ways.
Documents, emails, and other artifacts incorporated or made available through integrations remain connected to the context of the work. Users can retrieve information, consult its source, and track associated activities, subject to the applicable permissions.
This collection also preserves knowledge useful for new requests. Approved defenses, opinions, and other materials can become organizational references while retaining identifiable versions, sources, and context of use.
Matter and content search
Analyze and produce content using matter information
Integration with Looplex Assistant and Builder allows available data and documents to be used when preparing analyses and deliverables.
When receiving a decision, for example, a lawyer can request an analysis together with the case history. To prepare a submission, the lawyer can gather the relevant supporting materials and use the playbook’s guidance. Standardized documents can be generated using matter data and configured templates.
Intelligence supports assessment of incoming information and identification of possible actions. Intake organizes routing of the selected work, and the Assistant can perform activities for which an enabled configuration exists.
Deliverables return to the matter’s context and undergo the required reviews. Human responsibilities remain defined: who directs the work, resolves questions, and approves the result.
This continuity reduces the need to gather documents again and explain the matter for every activity. The team uses the existing collection and adds what has been produced, reviewed, and approved to the same history.
Connect execution to fees and costs
Integration with Looplex Finance connects work execution to fee agreements, time entries, expenses, and financial controls.
A completed hearing, a finished stage, or an achieved outcome can feed fee assessment according to the event and conditions specified in the engagement. Confirmation of the event supports application of the billing rule and pre-billing, with the applicable checks and approvals.
The integrated timesheet allows effort to be recorded in the context of the activity. Assisted or automated time capture, when enabled and connected to work tools, can prepare suggestions for professional review. The professional checks the activity, duration, matter, and treatment of the entry before it is used.
Even under fixed-fee or event-based agreements, recorded effort helps explain the cost of delivery. Expenses for local counsel, hearing counsel, experts, and other providers can also be linked to the matters that generated them.
| For law firms | For legal departments |
|---|---|
| Assess fees under agreed rules and identify work awaiting billing. | Track internal and external costs, commitments, and budgets by matter or portfolio. |
| Connect hours, expenses, and revenue to analyze profitability. | Verify delivered services and link them to provider engagements. |
| Assess effort and margin by client, matter, or practice area. | Assess effort and the cost of serving departments and request categories. |
Financial management can draw on execution records, reducing the need to reconstruct the work performed at period-end.
Use cases
Preparing for and tracking a hearing
A hearing notice is captured by Monitoring and linked to the case. The team examines its content and determines the required actions.
The workflow organizes preparation across participants: the responsible lawyer gathers guidance, the team requests missing documents, the reviewer checks the materials, and hearing counsel receives the relevant instructions. Responsibilities and internal dates remain associated with the matter.
If a document is missing or an assignment awaits confirmation, the coordinator tracks the pending item and arranges the next action. The Assistant can support analysis of materials and preparation of guidance, according to the enabled work configuration.
After the hearing, the hearing record, report, and new actions become part of the history. Confirmation that it took place can feed the assessment of fees and costs specified in the agreements, as well as delivery indicators.
One hearing, one connected workflow
Matter 0248 · Aurora × OliveiraThe coordinator tracks documents, review, and acceptance before the hearing.
Handling a request for a legal opinion
A business department requests legal guidance and provides the objective, context, and desired response date. Intake organizes the request and routes the collection of additional documents.
The work is assigned to the responsible team, with a designated assignee and reviewer. The lawyer consults previous materials and can use the Assistant to analyze documents and prepare a first draft.
The coordinator tracks progress and identifies dependencies on other departments. After review and approval, the deliverable is made available to the requester and incorporated into the history. Recorded effort supports assessment of service costs and planning for similar requests.
Solution components
The solution combines the resources needed for each organization’s workflow:
| Product or tool | Role in the solution |
|---|---|
| Looplex Cases | Matter records, participants, history, activities, and calendars. |
| Looplex Content | Documents, reference materials, versions, and controlled sharing. |
| Looplex Monitoring | Information capture and context updates from monitored sources. |
| Looplex Intake | Organization of incoming requests, triage, routing, and responsibilities. |
| Looplex Intelligence | Context analysis and suggested actions. |
| Looplex Assistant and Builder | Support for analysis and production of legal content. |
| Looplex Dashboards | Monitoring views, operational indicators, and performance analysis. |
| Looplex Finance | Fees, hours, expenses, costs, and financial results. |
Implementation starts with the organization’s request types, portfolios, and workflows. It defines owners, preparation and review stages, access rules, indicators, and required integrations.
Available features, monitoring coverage, and automations depend on the plan and enabled scope. Configuration can begin with one team or portfolio and expand as workflows become part of the daily routine.