Case Organization Best Practices

Effective case organization helps you find information quickly, collaborate efficiently, and maintain a professional workflow. This guide provides best practices for organizing your cases in Whisperit.

Naming conventions

Use clear, descriptive names

Good case names immediately identify the matter:

• Include client name: "Smith Corp Contract Review"
• Add matter type: "Jones v. ABC - Litigation"
• Use matter numbers: "2024-001 Estate Planning"
• Be specific: "Tech Co M&A Due Diligence" not just "Due Diligence"

Establish consistent patterns

Choose a naming format and stick to it:

• Format 1: [Client Name] - [Matter Type]
• Format 2: [Matter Number] - [Client] - [Type]
• Format 3: [Year] [Client] [Description]

Consistency makes cases easier to find and sort.

Keep names concise

While being descriptive, avoid overly long names:
• Aim for 3-5 words maximum
• Use abbreviations when clear (M&A, IP, NDA)
• Focus on key identifiers

Organizing case files

Upload files systematically

1. Group related documents: Contracts together, correspondence together

2. Use clear file names: "Contract_Draft_v3.pdf" not "document.pdf"

3. Date important files: "2024-11-05_Meeting_Notes.pdf"

4. Maintain version control: Include version numbers or dates

Leverage the 1,000 file capacity

With up to 1,000 files per case:

• Don't hesitate to upload comprehensive documentation
• Include all relevant materials in one place
• Keep everything the AI assistant might need

Writing effective case descriptions

Include key information

Your case description should cover:

• Case background: Brief overview of the matter
• Key parties: Who's involved
• Objectives: What you're trying to achieve
• Important dates: Deadlines, milestones
• Status: Current stage of the matter

Update descriptions regularly

Keep descriptions current:

• Update as the matter progresses
• Add new developments
• Note completed milestones
• Reflect current priorities

Managing parties information

Add all relevant parties

Include:

• Clients
• Opposing parties
• Witnesses
• Expert consultants
• Other stakeholders

Keep contact information current

Update party information when:

• Contact details change
• New parties are added
• Roles change

Using the search function

Make cases searchable

Ensure your cases are easy to find:
• Use keywords in case names
• Include searchable terms in descriptions
• Use consistent terminology across cases

Leverage search effectively

• Search by client name
• Search by matter type
• Search by keywords from descriptions

Managing case limits

Monitor your usage

• Check "X of Y case limit" on the Cases page
• Know how many cases you can create
• Plan accordingly

Archive completed matters

When you reach your limit:

• Close completed cases
• Archive old matters
• Delete test or duplicate cases
• Consider upgrading for more capacity

Collaboration organization

Share strategically

When sharing cases with colleagues:

• Ensure case names are clear for others
• Write comprehensive descriptions
• Organize files logically
• Update status regularly

Coordinate naming with team

If multiple team members create cases:

• Agree on naming conventions
• Use consistent formatting
• Document your standards
• Train new team members

Regular maintenance

Weekly review

• Check active cases
• Update descriptions
• Add new files
• Remove outdated information

Monthly cleanup

• Review all cases
• Close completed matters
• Update case statuses
• Archive as needed

Best practices summary

1. Use descriptive, consistent case names

2. Write comprehensive case descriptions

3. Name files clearly and systematically

4. Keep party information up to date

5. Leverage search with keywords

6. Monitor case limits and archive when needed

7. Coordinate naming conventions with your team

8. Perform regular maintenance

9. Update cases as matters progress

10. Make organization a habit, not an afterthought

Good organization saves time, reduces errors, and makes collaboration seamless.