Quick Actions is a feature within the SmartHub that allows you to log and manage the most common case activities: calls, letters, emails, memos, tasks, and incoming files, quickly and without interrupting your workflow. Each action captures all relevant case information, including automatic time recording, in a single focused window.
Quick Actions can be used from anywhere within Case Matters, whether you are inside or outside a case.
Inside a case: The case reference is automatically linked. You can start logging immediately.
Outside a case: A Search Cases field appears at the top of the action window. Search by case name, client name, or case reference to link the action before proceeding.
Tutorial Video: An introduction to Quick Actions
Accessing Quick Actions
Quick Actions is located in the SmartHub, on the far right-hand side of Case Matters. The Quick Actions icon sits above the Smart Timer.
The following actions are available in the Quick Actions panel:
Call: Log incoming and outgoing calls against a case.
Letter: Send letters to clients, courts, and third parties.
Email: Send emails to clients and third parties.
Memo: Create and distribute a file note or memo.
Quick Task: Create and assign tasks for case management.
Incoming File: Record and track incoming files for cases.
đNote: Time recording starts automatically when you open any Quick Action, except Quick Task. The timer runs in the top right corner of the window and can be paused at any time.
Call
Use the Call quick action to log incoming or outgoing calls against a case.
Click Call in the Quick Actions section of the SmartHub.
Select the tab that applies:
Take Call (for an incoming call)
Make Call (for an outgoing call).
If outside a case, search for and select the relevant case.
Select the correspondent from the Correspondent dropdown.
Select a Phrase/Template (optional), this auto-populates the correspondent reference and phone number.
Enter a summary of the call in the Call Details description field.
Tick Create a follow-up task for this action and complete the task details (optional).
Review the Time Recording section; the duration is auto-calculated. Adjust Rate, Activity, and other fields as needed.
Click Save & Exit to submit the call to the case timeline.
đ¤Tip: Use Save & Exit at any point to save the action as a draft and return to it later via the Active Actions area.
Letter
Use the Letter quick action to send letters to clients, courts, and third parties.
Click Letter in the Quick Actions section of the SmartHub.
If outside a case, search for and select the relevant case.
Select the correspondent from the Correspondent dropdown.
Select the Phrase/Template to use; the document is generated automatically with case data merged in.
Review the document in the read-only preview. If edits are needed, click Edit in Word Online, then save your changes when finished.
Select a delivery method: Send via Email, Save as Draft, or Print.
Optionally, add a follow-up task and review time recording.
Click Save & Exit.
Use the Email quick action to send emails to clients and third parties.
Click Email in the Quick Actions section of the SmartHub.
If outside a case, search for and select the relevant case.
Select the correspondent from the Correspondent dropdown.
Optionally, select a Phrase/Template â this applies template content to the message body.
Complete the Email Details â the From field is pre-populated with your email address. Add To, CC, and BCC addresses as needed (separate multiple addresses with semicolons).
Enter the Subject and compose the message using the rich text editor.
Tick Request read receipt if required.
Optionally, attach files by dragging and dropping into the attachment area, or click to browse your local device.
Optionally, add a follow-up task and review time recording.
Click Send via Email to send the email and save it to the case timeline.
Memo
Use the Memo quick action to create and distribute a file note or memo against a case.
Click Memo in the Quick Actions section of the SmartHub.
If outside a case, search for and select the relevant case.
Select the correspondent from the Correspondent dropdown.
Optionally, select a Phrase/Template.
Enter the memo content in the Details field.
Optionally, add a follow-up task and review time recording.
Click Send Memo to save the memo to the case timeline.
Quick Task
Click Quick Task in the Quick Actions section of the SmartHub.
If outside a case, search for and select the relevant case.
Select the correspondent from the Correspondent dropdown.
Complete the Task Details:
Task Description (required).
Action Type (required).
Priority (optional, defaults to Medium).
Category (optional).
Optionally, add tags to aid categorisation and filtering.
Complete Scheduling & Assignment:
Due Date (required â use the Today shortcut).
Time (optional).
Assign To (required).
Record Against (optional).
Click Add Task to create and assign the task.
Quick Task does not include a timer or time recording.
đNote: Tasks are saved to the case task list, not the case timeline. Tasks assigned with a Critical priority may appear in Critical Actions on the action desk.
Incoming File
Use the Incoming File quick action to record and track incoming files against a case.
Click Incoming File in the Quick Actions section of the SmartHub.
If outside a case, search for and select the relevant case.
Select the correspondent the file is being received from.
Optionally, select a Phrase/Template.
Review the File Details; Mail Received and Mail Dated are pre-populated with today's date. Adjust if needed.
Attach the incoming file by dragging and dropping into the attachment area, or click Choose File to browse your local device.
Enter any additional notes in the Details field.
Optionally, add a follow-up task and review time recording.
Click Save File to save the incoming file to the case timeline.
đ¤Tip: You can also drag and drop a document directly from any folder or your desktop straight into the case history.
Active Actions
The Active Actions area sits below the six Quick Action buttons in the SmartHub. It displays all actions that have been saved as drafts using Save & Exit and not yet submitted to the case timeline.
Each draft entry shows: case name, action type, time recorded at the point it was saved, and when it was last saved.
Resume reopens the action at the point it was saved, with all information preserved. The timer resumes from where it left off.
Discard (bin icon) permanently removes the draft. This cannot be undone.