Clients

A seller, buyer, owner or lender can appear as a client record with a named contact and address. The coordinator links the counterparty to the matter so reviewers can see who is involved while preserving a reusable party record for later work. Each record remains attached to the matter or organization that gives it context. Staff can return to the relevant register when a decision or date changes, and the named owner can explain why the current state is correct.

• Working record. Start from Client Directory and open the record that needs attention. Confirm the matter and organization before changing an item.
• Ownership. The Matter Coordinator prepares the file; the Supervising Attorney handles independent review. The Auditor can follow the evidence trail within authorized access.
• Evidence. Keep dates, references and reasons on their own records so later readers can trace an action without relying on a private message.

Confirm the client code, organization, contact and eligibility note before linking a new matter. Agree how inactive client records are handled and who checks a change to party identity. Choose a pilot matter with a real counterparty and test who may see its evidence. Decide which source system supplies external confirmations and which staff member checks them.

Set the handoff point between preparation and review. A coordinator should be able to identify the current owner and pending work; a reviewer should see the exact record and supporting material. If the record belongs to another organization, check the access boundary before expanding the pilot.

Use a purchase or lease file that has a named client, a matter owner and at least one dated event. Ask the coordinator to show the current record in Client Directory. Then have the supervising attorney compare the linked evidence with the matter, note any discrepancy and record a reason for the decision where applicable. Return to the register and confirm the resulting state is visible to the right staff.

For a later correction, retain the relevant revision, date or receipt. That makes it possible to distinguish the original action from the correction during audit. Rehearse an incomplete case too: the reviewer should ask for the missing evidence rather than infer that a field was checked.

• Client Directory — Find active parties by name and organization before opening a matter.
• Matter Register — Check which open matters refer to the party being entered.
• Conflict Review Queue — Find instructions awaiting conflict clearance for that counterparty.

Follow the first handoff and the related process. Keep the data model at hand when importing records and use the role guide when testing access.