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Before your firm opens its first matter, a firm administrator should complete the firm profile. Matter Vault shows a setup checklist on the dashboard until all items are done.

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The setup checklist

The checklist appears as a banner on the dashboard. It tracks six items:
ItemWhere to complete it
Firm name and addressFirm Settings → Firm Profile
Main email addressFirm Settings → Firm Profile
Main phone numberFirm Settings → Firm Profile
Firm logoFirm Settings → Firm Profile
BATES prefixFirm Settings → Firm Profile
Bar compliance acknowledgmentFirm Settings → Firm Profile
The banner disappears once all six items are complete. If you update any firm setting later, the banner reappears as a reminder to review. You can also dismiss the banner manually by clicking Hide checklist — it will reappear automatically if any firm setting changes.

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Accessing Firm Settings

Navigate to Firm Admin → Firm Profile in the left sidebar. Only firm administrators can edit these settings.

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Firm name and contact info

Fill in your firm’s legal name, address, main email, and main phone number. These appear on client-facing emails and generated documents. The address field uses autocomplete — start typing your street address and select from the suggestions to populate city, state, and ZIP automatically. Upload a logo to appear on client-facing emails (portal invites, document notifications). Recommended size: at least 300px wide, PNG or JPG. If no logo is uploaded, the firm name appears as text instead.

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BATES prefix

The BATES prefix is prepended to every Bates number in production sets generated by your firm. For example, a prefix of RAICH produces Bates numbers like RAICH-00001, RAICH-00002, and so on. Set this before creating your first production set — it cannot be changed retroactively for existing productions.

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Bar compliance acknowledgment

Matter Vault requires a firm administrator to acknowledge bar compliance obligations before matters can be opened. This is a one-time acknowledgment. To acknowledge:
  1. Scroll to the Bar Compliance section in Firm Settings
  2. Read the acknowledgment text
  3. Click Acknowledge
The section shows the name of the person who acknowledged and the date. This cannot be undone.

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What happens if setup is incomplete

Matters can still be created if the checklist is not complete, but certain features — such as production sets and client portal invites — may not work correctly until Drive is connected and firm settings are filled in.