# Tracking Research with Client Matter Codes

### Summary

Learn how to track your research with **Vincent Client Matter Codes**. This guide explains how to enable and use **legal billing codes** to associate your work with specific matters, ensuring accurate and efficient timekeeping for your firm.

### Why This is Important

For many firms, associating research time with the correct client and matter is essential for accurate billing and internal reporting. The **Client Matter Codes** feature streamlines this process by allowing you to enter a specific code before starting a new research session in Vincent, ensuring all your work is properly categorized from the start.

### For All Users: Entering a Client Matter Code

Once the feature is enabled by your administrator, a new field will appear whenever you start a new research workflow in Vincent.

1. Before running your query, you will be prompted to enter a **Client Matter Code**.
2. You have two options:
   * **Select a Recent Code:** Click the dropdown arrow to view and select a code you have used in a previous session.
   * **Enter a New Code:** If this is the first time you are working on a matter, simply type the new code directly into the field.
3. Click **'Continue'** to proceed with your research.

   ![Select a recent code from the dropdown or type a new one directly into the field.](https://1556743161-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MS8Dq_iqEIflAmbaOkI-887967055%2Fuploads%2FaGnzw8POZFqA6oMTdqtL%2F_Select%20a%20recent%20code%20from%20the%20dropdown%20or%20type%20a%20new%20one%20directly%20into%20the%20field__.gif?alt=media\&token=48838fbe-9adc-4000-959e-2df629ede1f2)

All subsequent work in that session will be tagged with the code you provided, making it easy to track for billing and reporting purposes.

![All work in this session will be tagged with the selected matter code for easy billing and reporting.](https://1556743161-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MS8Dq_iqEIflAmbaOkI-887967055%2Fuploads%2FNYHbnQ7fIeRQ3NUFHU16%2Fimage%20\(4\).png?alt=media\&token=16ec4f0a-277c-4587-acc0-52517f3f64b0)

### For Administrators: Managing and Monitoring Usage

This section outlines the administrative controls for the Client Matter Codes feature.

#### Monitoring Usage and Activity

Once enabled, you can monitor all tagged research activity across your organization.

1. From the bottom of the left-hand menu in Vincent, click on **Admin**.
2. Select the **Activity** tab. You will see a table detailing all research performed with a client matter code.
3. To export this data for reporting or billing, click the **Export Data** button to download a **Usage Report**.

![The Activity tab provides a complete overview of all research tagged with a client matter code.](https://1556743161-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MS8Dq_iqEIflAmbaOkI-887967055%2Fuploads%2F2eT1TEfXGCos8bvRrMHA%2FThe%20Activity%20tab%20provides%20a%20complete%20overview%20of%20all%20research%20tagged%20with%20a%20client%20matter%20code.gif?alt=media\&token=baf0eece-0a84-4221-946e-b1823399f1eb)

#### Configuring the Matter Code Format

To ensure data consistency, you can enforce a specific format for all client matter codes entered by your users.

1. From the **Admin** panel, select the **Configuration** tab.
2. Locate the **Matter Code Pattern** section.
3. In the **Regular Expression** field, enter the pattern that your firm's codes must follow.

![Enforce a specific format for all client matter codes using a regular expression.](https://1556743161-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MS8Dq_iqEIflAmbaOkI-887967055%2Fuploads%2FiD8Y1K7LzRxEr44e7FaS%2FEnforce%20a%20specific%20format%20for%20all%20client%20matter%20codes%20using%20a%20regular%20expression.gif?alt=media\&token=e9800623-100e-40fc-aa99-84eced434282)

Enforce a specific format for all client matter codes using a regular expression.

{% hint style="info" %}
**What is a Regular Expression?** A regular expression (or "regex") is a sequence of characters that specifies a search pattern. It's a powerful way to ensure that all codes entered match a precise format (e.g., "five numbers, a period, then five more numbers"). If you need help creating the correct regex for your firm's format, please contact our support team.
{% endhint %}

### Best Practices & Pro Tips

* **For Admins:** After setting a regular expression, communicate the required format clearly to all users to prevent entry errors.
* **For Admins:** Use the **Usage Report** feature regularly to audit research activity and streamline your billing process.
* **For Users:** If you work on a few key matters frequently, using the recent codes dropdown is the fastest way to start a new session.

### Related Articles

* [Accessing Vincent and Navigating the Interface](https://support.vlex.com/vincent-by-vlex/vincent/getting-started-with-vincent/accessing-vincent-and-navigating-the-interface)
* [Ask a Research Question](https://support.vlex.com/vincent-by-vlex/vincent/core-workflows/ask-a-research-question)

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