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Archiving a Matter

  • 16/03/2026
  • Knowledge

How To
 

Learn how to archive, bulk archive and restore matters on LEAP Desktop.

  • Desktop
  • Web

Archive a Matter

 
 
 

Make sure that any outstanding balances or reconciliations on the account are finalised before you archive the matter.

  1. Open the matter.

  2. Ensure you are on either the Details & Correspondence tab or the Calendar & Tasks tab in LEAP Productivity.

  3. Click the ellipsis icon ellipsis button, press it to open the options on the top-right corner and select Archive Management.

    The Archive Management window will open.

  4. Confirm that all balances are zero.

  5. (Optional) The Physical File Created checkbox will be ticked by default.
    If physical documents were created for the matter, complete the following details:

    • File Location
    • Box Number
    • Archived By
    • Date of Destruction

    Click Save.
    If no physical documents were created, untick the checkbox and click Save.

    Note: To disable Physical File Created checkbox being ticked by default, contact FileMan Archive Management.  

  6. In the Archive Details section, enter the Archive Number.

 
Click to edit heading

The Archive Number will be automatically filled with the next sequential number if automatic matter archive numbering is enabled. If automatic matter archive numbering is disabled, you will need to enter an Archive Number for the matter(s) before clicking Archive.

  1. Click Archive.

    The status of the matter will change to Archived.

    You are still able to edit documents and create time entries and invoices in archived matters. You can also drag and drop archived documents from an archived matter to an active matter.

The status of the matter will change to Archived.

You are still able to edit documents and create time entries and invoices in archived matters. You can also drag and drop archived documents from an archived matter to an active matter.

 
Click to edit heading

Please note that you are unable to archive a restricted matter. The restricted matter will need to be unlocked first prior to archiving. For more information about unlocking restriction, please click here.

Bulk Archive Matters

 
 
Click to edit heading

Make sure that any outstanding balances or reconciliations on the account are finalised before archiving the matter.

  1. Hold Ctrl and select the matters on the Matter List.

  2. Once the matters are all highlighted, right-click and select Archive # Matters.

    The Archive Management window will open.

  3. Review the list of selected matters. If there are any outstanding balances on the matter, a tick will be in the Has Outstanding Balance checkbox.

 
Click to edit heading

The Archive Number will be automatically filled with the next sequential number if automatic matter archive numbering is enabled. If automatic matter archive numbering is disabled, you will need to enter an Archive Number for the matter(s) before clicking Archive.

  1. Click Archive.

The status of the matters will change to Archived.

You are still able to edit documents in archived matters. You can also drag and drop archived documents from an archived matter to an active matter.

Search for an Archived Matter

 

  1. Enter your client, a specific matter number or "archived" in the Search matters textbox on the Matter List.

    User-added image

  2. Click Include archived matters.

    You must manually select "Include archived matters" each time you perform a search in the Matter List to ensure archived matters are included in the results.

  3. You can also use Advanced Search to search for Archived matters.

    Click Advanced Search on the toolbar.

    User-added image

  4. Fill in the relevant details and make sure to tick Include Archived Matters before clicking Search.

    User-added image

Restore an Archived Matter

 

To restore an archived Matter: 

  1. Search for an archived matter: type the client name, a specific matter number, or the word "archived" in the Search matters textbox on the Matter List and Click Include archived matters.

  2. Locate and double-click the archived matter you want to un-archive.

  3. Once the matter is open, ensure you are on the Details & Correspondence or the Calendar & Task tab in LEAP Productivity.

  4. Once the matter is open, click the ellipsis icon (three dots)User-added image in the top-right corner and select Archive Management.

    The Archive Management window will open.

  5. In the Archive Details section, click Unarchive.

    Once a matter has been restored, it will appear in the matter list as a current matter.

When you unarchive and then re-archive the same matter, the Archive Details will still show the original Archived date. 

Save Emails to an Archived Matter

 

  1. Open Microsoft Outlook.

  2. Select the email.

  3. Click Save to Matter in the LEAP section of the Home ribbon to display your list of matters.

  4. Enter your client or a specific number in the Search Matters textbox.

  5. Click Include archived matters.

  6. Select the matter.

  7. Click Select.

    The email will move from your Microsoft Outlook Inbox to the Inbound LEAP Matter Based Emails folder and will be linked with the copy in the archived matter.

 
Click to edit heading

If you are looking to move any other Correspondence items (such as documents, Excel, images) to an Archived matter, you will need to unarchive the matter first. 

Opening an Archived Matter

 

Opening an archived matter with critical dates.

You will be presented with options when you open an archived matter with critical dates.

If you want to access an archived matter that has critical dates, but do not wish to unarchive the matter, choose the option - Remind me next time when I open this matter. 

This will avoid making the matter active again.

Modifying the Assigned Archive Number

 

To update an archive number when Auto-Archive Numbering is disabled:

  • Navigate to the archived matter.
  • Ensure you are on the Details & Correspondence or the Calendar & Task tab in LEAP Productivity.
  • Click the ellipsis (...) in the top-right corner of the screen.
  • Select Archive Management from the dropdown menu.
  • Click Unarchive to temporarily remove the archive status.
  • Once the matter is unarchived, click the ellipsis (...) again, then select Archive Management.
  • You can now manually enter a new archive number in the appropriate field and click Archive.

If automatic archive numbering is enabled and you wish to update an assigned archive number, please follow these steps:

  1. Disable Auto Numbering:

    • Navigate to Menu > Settings > Application Settings > Matters > Numbering.
    • Record the Last Number Used for reference to ensure continuity.
    • Uncheck the Auto Numbering box for the Archive Number field.
    • Click Save to apply the changes.

  2. Manually Add the Archive Number:

    • Proceed to the specific matter that needs to be archived.
    • With auto-numbering disabled, manually enter the desired archive number in the appropriate format.

  3. Re-enable Auto Numbering (If Applicable):

    • Navigate back to Menu > Settings > Application Settings > Matters > Numbering.
    • Re-enable the Auto Numbering option.
    • Ensure that the Last Number Used is updated to reflect either the previously recorded number or the next available number in the sequence.

Search for an Archived Matter

 

  1. From your matter list, click on Advanced Search at the top of the window.

    The Advanced Matter Search window will open.

  2. Enter the Matter Number or Client name you wish to search for in the fields.

  3. Scroll down the window and toggle on Include Archived Matters to search for an archived matter.

  4. Click Search.

Last Modified Date
16/03/2026 2:58 pm
Title
Archiving a Matter
URL Name
Archiving-a-Matter-NZ

Resolution
Matter Management
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Archiving a Matter