Matter Management

Manage individual matters, resolve flags, and link related instruments.

What is a Matter?

A matter represents a discrete, title-affecting item extracted from a document. Each matter corresponds to something that affects the property:

• A deed transferring ownership (Transfer)
• A mortgage encumbering the property (Encumbrance)
• A satisfaction releasing a lien (Release)
• An easement granting use rights (Easement)

Key concept: A single document can contain multiple matters. For example, a warranty deed might create both a Transfer matter and a Restriction matter if it contains building covenants.

See Matter Definitions for complete documentation of all 14 matter types.

Viewing Matter Details

Click any matter in the runsheet to expand and see:

• Full document details
• All extracted parties with roles
• Complete legal description
• Recording information
• Related matters and references
• Examiner notes
• Processing confidence scores

Matter Status

Automatic Status Detection

The system automatically determines matter status based on:

• Linked documents (releases, satisfactions)
• Document type and content
• Recording dates
• Statutory periods

Status Types by Matter Category

Encumbrances:

Easements:

Litigation/Foreclosure:

Contracts:

Overriding Status

If the automatic status is incorrect:

1. Open the matter details (click the matter card)
2. Click More (three dots menu)
3. Select Override Status
4. Choose the correct status
5. Enter a reason for the override
6. Save your change

Overridden statuses show a manual indicator and your explanation.

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Actions

Quick Actions

These actions appear on every matter card:

Conditional Actions

Some actions only appear based on matter state:

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Linking Matters

Linking connects related matters to show their relationship. A single matter can link to multiple targets—for example, a curative affidavit that addresses three prior instruments creates three separate links.

Automatic Linking

When documents are processed, the system automatically links:

• Releases to their encumbrances (by recording reference, lender name, amount)
• Modifications to their original instruments
• Assignments through the chain
• Curative matters to ALL instruments they reference (not just the first)
• Correction deeds to the original deed being corrected

Automatic links are based on:

• Recording references cited in documents (instrument number, volume/page)
• Party name matching
• Loan amounts and dates
• Property descriptions

Multi-Link Support: Documents that reference multiple instruments (e.g., a correction deed fixing errors in 3 prior documents) create links to ALL matching matters. The system no longer stops at the first match.

Manual Linking

When automatic linking fails or you need to add additional links:

1. Click the Link action on the matter
2. Select the relationship type (options depend on matter types involved):
   • Releases - This release satisfies that encumbrance
   • Modifies - This modification changes that instrument
   • Assigns - This assignment transfers that lien
   • Cures - This curative resolves that flag
   • Supersedes - This deed supersedes a prior deed (correction deeds)
   • Subordinates - This subordinates the target lien
   • Extends - This extends the target's maturity date
   • Renews - This renews the target instrument
   • Terminates - This terminates the target instrument
   • Assumes - This records assumption of the target obligation
   • Substitutes - This substitutes a party (e.g., trustee) on the target
   • Consolidates - This consolidates multiple instruments
   • Reinstates - This reinstates a previously released instrument
3. Select the target matter from the list
4. Confirm the link

Note: You can add multiple links from the same source matter. Each link is independent.

Link Effects

See Matter Definitions for complete relationship documentation.

Viewing Links

Matters display their links in two ways:

Outgoing Links ("Links To"): Shows what this matter links TO. For example:

• "Releases Entry #5"
• "Cures Entry #12"
• "Supersedes Entry #3"

Multiple outgoing links are displayed as a list when a matter links to multiple targets.

Incoming Links ("Linked By"): Shows what links TO this matter. For example:

• "Released by Entry #15"
• "Cured by Entry #20"

Click any link to navigate to that entry.

Removing Links

To remove an incorrect link:

1. Open the matter details or locate the link in the matter card
2. Find the specific link you want to remove (matters may have multiple links)
3. Click the X or Remove button next to that link
4. Confirm removal

Removing a link may reactivate flags (e.g., encumbrance becomes OPEN again). Other links from the same matter remain intact.

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Resolving Flags

Flags identify matters that need attention. There are two resolution methods:

1. Resolution by Linking

Many flags resolve automatically when you link matters:

Example: Resolving an Open Lien

1. Find the encumbrance with "Open Lien" flag
2. Click Link Release
3. Select the matching release from the list
4. The system creates the RELEASES relationship
5. Encumbrance status changes to RELEASED
6. "Open Lien" flag automatically resolves

2. Manual Resolution

When linking isn't possible, resolve manually:

1. Click the flag or Mark Resolved
2. Select the resolution reason:
   • Paid at closing - Being paid from proceeds
   • Previously released - Release not in chain
   • Outside search period - Before search date
   • Acceptable variation - Name difference is same person
   • Other - Enter custom explanation
3. Add any additional notes
4. Confirm resolution

Manual resolutions are tracked with:

• Examiner who resolved
• Timestamp
• Reason selected
• Notes provided

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Flag Resolution Workflows

Open Lien Flag

An encumbrance has no linked release.

Option A: Link a Release

1. Click Link Release on the encumbrance
2. Select the matching release
3. System links and updates status automatically

Option B: Manual Resolution

1. Click Mark Resolved
2. Select reason (paid at closing, outside period, etc.)
3. Add explanation
4. Flag resolves but status may remain OPEN

Unlinked Reference Flag

A matter references another instrument that isn't linked.

1. Click Link on the matter
2. Select the referenced instrument from the list
3. System creates link and updates statuses

Alternatively, use the Resolve dropdown and select Add Document to navigate to the Documents tab if the referenced instrument needs to be uploaded.

Name Mismatch Flag

Grantor in one transfer doesn't match grantee in the prior transfer.

Option A: Accept Variation

1. Click Accept on the flag
2. System marks names as same person
3. Flag resolves, no curative needed

Use when: Spelling variation, nickname, middle name difference

Option B: Link Curative

1. Click Curative on the flag
2. Select existing curative document (e.g., AKA Affidavit)
3. Or create new curative matter
4. System links and resolves flag

Use when: Legal name change, corporate name change

Option C: Manual Resolution

1. Click Mark Resolved from More menu
2. Enter explanation of why names are same person
3. Flag resolves with your note

Chain Gap Flag

More than 20 years between transfers without recorded instruments.

1. Review if gap is expected (e.g., long-term ownership)
2. Link curative if one exists (heirship affidavit, probate)
3. Or mark resolved with explanation

Pending Litigation Flag

Active lawsuit affects title.

1. Monitor case status
2. When resolved, click Mark Resolved
3. Select outcome (dismissed, settled, judgment)
4. Add case disposition details

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Editing Matters

Editing Fields

To edit matter details:

1. Click the matter to expand
2. Click Edit or use More menu
3. Modify fields as needed
4. Save changes

Editable fields include:

• Party names and roles
• Recording information
• Matter-specific data
• Entry number

Changing Matter Type

If a matter is misclassified:

1. Open matter details
2. Click More menu → Change Type
3. Select correct matter type
4. Map existing fields to new type
5. Save

Note: Changing type may lose type-specific data that doesn't apply to the new type.

Entry Numbers

Entry numbers are assigned chronologically by recording date. To adjust:

1. Open matter details
2. Edit the entry number
3. Save

The system will warn if your number conflicts with another matter.

Deleting Matters

To remove an incorrectly created matter:

1. Open matter details
2. Click More menu → Delete
3. Confirm deletion

Deleted matters are soft-deleted and can be restored if needed.

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Adding Notes

Add examiner notes for:

• Issues to address
• Questions for review
• Special circumstances
• Context for future examiners

Adding a Note

1. Click the Note action on the matter
2. Enter your note text
3. Save

Notes show:

• Your name
• Timestamp
• Full text

Note Visibility

Notes are visible to all users with access to the order. Use notes to communicate findings and questions.

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Document Links

Each matter links to its source document.

Viewing Source Document

1. Click the document reference (e.g., "Doc #202412345")
2. Document opens in preview panel
3. Scroll to view full document

Multiple Documents

Some matters may reference multiple documents:

• The primary source document
• Referenced instruments (original mortgages, prior deeds)
• Supporting documents

Click any reference to view that document.

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Processing History

View how a matter was extracted:

1. Open matter details
2. Click More menu → Processing History

Shows:

• When extracted
• Extraction confidence scores
• Any manual corrections
• Edit history