Case Management Checklist

Intake specialist records client name, related entities, opposing party, key witnesses, jurisdiction, and matter type in Clio Grow or Lawmatics. Capture any deadlines surfaced in the call — statute of limitations, hearing dates, response windows — even tentatively.

Search the conflicts database (Clio Conflicts, IntApp Open, or PMS-native) against client, related entities, opposing party, witnesses, and key non-parties. Rule 1.7 / 1.9 / 1.10 imputation applies — a hit on any name requires partner review before matter open.

Managing partner reviews the hit and decides: decline the matter, accept with informed-consent waiver under Rule 1.7(b), or build an ethical screen for a lateral-attorney conflict. Document the decision and any waiver in the conflicts log.

Use the matter-type-specific template — scope of representation, fee structure (hourly, flat, contingency), retainer amount, billing terms, communication preferences, conflict waiver if applicable, and dispute-resolution clause. Send via DocuSign or Clio's e-signature; scope creep without a defined scope is a frequent bar grievance.

Deposit unearned retainer funds to the IOLTA trust account — never operating. Record the client ledger entry in the trust module (Clio Trust, CosmoLex, Tabs3 Trust). Wait for funds to clear (typically 7–10 banking days for checks) before disbursing or moving to operating against billed time.

Create the matter in Clio, MyCase, Smokeball, or Filevine: matter number, billing matter, fee structure, responsible attorney, staff assignments, and DMS folder structure. Link the conflicts result and signed engagement letter.

Docket the statute of limitations, response deadlines, and any hearing dates in CalendarRules or Court Alert with 60/30/14/7/3/1-day reminders to two attorneys. Redundancy is the only defense against a missed SOL — the leading source of malpractice claims.

Responsible attorney briefs associates, paralegals, and legal assistants on factual background, legal theory, immediate priorities, and client communication preferences. Assign first substantive tasks with due dates.

Identify governing statutes, regulations, and binding case law in the jurisdiction. Use Westlaw, Lexis, Fastcase, or Casetext; KeyCite or Shepardize anything cited to confirm it remains good law.

Litigation matters proceed to pleadings and discovery. Transactional matters skip those phases and go to drafting and closing. Set the branch here so the workflow shows the right steps.

Draft the complaint, answer, or responsive pleading using HotDocs or Lawyaw templates. Conform to local rules — font, page limits, exhibit numbering, certificate of service. File via PACER/CM-ECF for federal or the state e-filing portal (NYSCEF, Texas eFile, File & ServeXpress); build a 4-hour buffer before midnight cutoffs.

Send written hold notices to all custodians of potentially responsive ESI. Interview custodians to identify data sources — email, Slack, mobile, cloud drives. A missed custodian is the leading cause of spoliation sanctions and adverse-inference instructions.

Draft interrogatories, RFPs, and RFAs based on the ESI protocol agreed at the Rule 26(f) conference. Calendar the 30-day response deadline for incoming requests. Coordinate collections through Relativity, Everlaw, or Logikcull.

First-pass review by associate or contract attorney; second-attorney sign-off on the privilege log before production goes out. Inadvertent privileged production triggers FRE 502 clawback analysis — clawback is not guaranteed if the review was unreasonable.

Hold a prep session covering likely lines of questioning, document review, and demeanor. Walk through key exhibits with Bates references. Document the prep as work product.

Two attorneys on the calendar entry — primary and second-chair — with independent reminders. Confirm courtroom, judge, and any standing orders 24 hours ahead.

Confirm authority with the client before each round. Document offers and demands in writing. Capture the disposition so the closing phase routes correctly — settlement triggers a release and disbursement; verdict triggers post-trial motion analysis.

Circulate the agreement, release, and any dismissal stipulation. Confirm payor, amount, lien deductions, and timing. Do not disburse from trust until the settlement check has cleared.

Submit the proposed order, judgment, or stipulation of dismissal through the e-filing portal. Confirm entry on the docket before treating the matter as resolved.

Itemize gross recovery, attorney fee, advanced costs, and lien deductions on a single statement before any disbursement. Clients dispute net checks they receive without a line-by-line breakdown.

Wait until the settlement check has fully cleared (no provisional credit) before issuing disbursement checks. Run the three-way reconciliation — book balance, bank balance, client ledger sum — under Rule 1.15. A negative client ledger balance is reported by most banks directly to disciplinary counsel.

Responsible attorney reviews the pre-bill in Clio or Tabs3 — clean up vague entries, write down or write off as appropriate, and confirm fee allocation against the trust ledger. Send the final invoice with any remaining trust returned to the client.

Mark the matter closed in the PMS and DMS. Apply the firm's retention schedule — typically 5–7 years for general matters, longer for estate planning, real estate, and minors' matters. Set a destruction tickler; both early destruction (spoliation risk) and indefinite retention (storage and breach exposure) cause problems.