Matter Vault generates legal documents — retainers, HIPAA authorizations, letters of representation, and more — from built-in templates pre-filled with case data. Firm administrators can download these templates and upload firm-specific versions to replace the defaults.
Where to find Document Templates
Navigate to Firm Admin → Document Templates in the left sidebar. Only firm administrators can access this page.
How templates work
Matter Vault uses a three-tier priority system when generating a document:
| Priority | Source | Notes |
|---|
| 1 (highest) | Firm-uploaded template | Your firm’s custom .docx, used verbatim |
| 2 | System mail-merge template | Uploaded by Matter Vault staff, pre-filled with case data |
| 3 (fallback) | Built-in template | Always available, generated from case data |
Downloading a system template
To see what a built-in template looks like before deciding whether to customize it:
- Go to Firm Admin → Document Templates
- Find the template you want in the list
- Click Download to save the .docx to your computer
The downloaded file shows the standard layout and placeholder fields. You can use it as a starting point for your firm’s version.
Uploading a firm template
To replace a built-in template with your firm’s version:
- Go to Firm Admin → Document Templates
- Find the template you want to override
- Click Upload
- Select your .docx file
- Click Save
From this point on, Matter Vault uses your uploaded file whenever that document type is generated for any case at your firm.
Firm-uploaded templates are used verbatim — case data is not automatically substituted into them. If your template needs client names, dates, or other case-specific information filled in, you must add those fields manually after downloading the generated file, or contact support about system mail-merge templates.
Removing a firm template
To revert to the built-in template:
- Go to Firm Admin → Document Templates
- Find the template with a firm override
- Click Remove override
Matter Vault will return to using the built-in template for that document type.
Available templates
| Template | Used when |
|---|
| Retainer / Contingency Fee Agreement | Generated from PI case Opening Documents |
| HIPAA Authorization | Generated from PI case Opening Documents |
| Letter of Representation | Generated from PI case Opening Documents |
| Medical Records Request | Generated from PI case medical tab |
| Lost Wage Verification | Generated from PI case |