Apperio uses matter mapping rules to automatically assign properties to incoming matters from your law firm — such as the folder, matter owner or tag. This saves time by reducing manual data entry and ensuring matters are consistently organised as soon as they arrive.
Each rule maps a single piece of incoming law firm data (for example, a matter name or client name) to a single matter property in Apperio.
ℹ️ Note: Matter mapping rules can only be created or changed by the Apperio support team. If you need a new rule set up, or an existing rule updated, please contact Apperio Support.
How mapping rules work
When a matter is received from your law firm, Apperio checks whether any rules apply to the incoming data. If a matching rule is found, the corresponding matter property is automatically populated.
For example:
- A matter name from your law firm can be used to assign the matter to a folder or add a tag.
- A client name can be used to assign a folder or add a tag.
- A client contact email can be used to assign a matter owner.
- The work type field is an additional field on the upload that firms can use specifically for mapping purposes.
Rule examples
Matter Name example
This rules rely on the law firm including specific data within the matter name. Apperio looks for strings within the matter name and maps it to the relevant property.
{
"Property": [
"lease",
"conveyancing",
"freehold"
],
"Litigation > General": [
"General Litigation"
],
"Litigation > Dispute Resolution": [
"dispute",
"arbitration"
]
}Client Name example
This rules map a specific client name to a folder or to a tag from a custom tag set.
{
"Acme Corp": [
"Acme Corporation",
"Acme Corp Ltd"
],
"GlobalBank": [
"Global Bank plc",
"GlobalBank International",
"Global Bank & Trust Limited"
]
}Client Contact
Some law firms include the name and/or email address of the relevant business contact in their data file. If that person is a user in Apperio, these rules can automatically assign them as the matter owner.
⚠️ Important: Matching on name alone is not always reliable. We recommend using email-based rules where possible, as email addresses are unique. This is especially important because setting a matter owner will grant that user access to the matter.
Work Type strategies
The work type field is an additional field on the upload that firms can use specifically for mapping purposes. In this example, any work marked as confidential is mapped to the confidential folder. Admins can then manually assign it to the correct user.
{
"Confidential": [
"confidential"
]
}