Approvers and Requesters within Legal Tracker (TIMI)

This article details the roles of requester and approver when using Legal Tracker within HighQ.

Requester

A requester is a user who needs legal help and can use a form to create a legal intake request.

Adding a new request

In the dedicated site for legal intake, select Add Request
in the admin bar:

The Add record
screen opens:

Several sections and fields must be filled in before creating the Legal intake request.

Once you have entered all the details of the intake form, select Add
at the bottom of the form.

Your request will be created and a notification will be sent to the Approvers/Reviewers to review and approve the intake request.

Approvers

An approver is a user reviewing the legal matters sent in by a requester. The approver has access to the management aspect of the intake request. The Approver is a specialised site group created for the site with additional privileges and workflow.

Approving a new request

To access the list of requests, within your site, select Request Tracker
:

The Request Tracker
screen opens:

Select the request to manage and select More actions
:

The More actions
button gives you the option to View
the record, Edit
the record, view the records Audit history
and Generate a document
of the record.

Select Edit
to edit the record:

The record is displayed with the information filled in by the requester. View the information of the requester, and then navigate to the Status
section, where you can edit the status of the record. The default status of the request is 'New'.

Navigate to the Legal Department Approver/Reviewer
section and fill in the relevant details within the relevant fields.

Navigate back to the Status
section and change the status to 'Send to Tracker' so send the intake request from HighQ to Legal Tracker. Once an intake request is created in Legal Tracker an intake request ID will be created by Legal Tracker and sent back to HighQ, this ID is stored as the Intake request ID of the Matter Intake Management section of the form.

Tracker Matter Intake Status definitions

See below for the definition of each Tracker Matter Intake Status:

Send to Tracker

Once the Approver/Reviewer has reviewed the intake request, they can send the request to Legal Tracker by changing the status to 'Send to Tracker'. Once the Workflow notices that the status of the Intake Status field has been set to 'Send to Tracker' it will send the request to Legal Tracker to create an intake request in Tracker.

Intake Success

The status of the column is set by the integration to 'Intake Success' when an intake is successfully created in Tracker and a valid ID is returned to HighQ to store it in the record.

Intake Failure

The status of the column is set by the integration to 'Intake Failure' when an intake fails and no Intake ID is returned to HighQ.

Intake Rejected

Once the Intake is processed in Legal Tracker, the intake request might be rejected. In this, case the Legal tracker integration will set the status to 'Intake Rejected'.

Matter Created

If the Matter creation is successful in Legal Tracker, then the Legal Tracker will change the status of this column to 'Matter created'.

Record management

In the Request
Tracker
screen, all details of all requests are displayed and you can manage each record.

You can Export
, Delete
and Download attachments
of the selected records via Actions
> Export
/ Delete
/ Download attachments: