> For the complete documentation index, see [llms.txt](https://support.vlex.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://support.vlex.com/vincent-by-vlex/vincent/core-workflows/tracking-research-with-client-matter-codes.md).

# 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.](/files/KCRUjclbluw79eYnUC4t)

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.](/files/CcFKl5RANvkIbJyuqMEm)

### 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.](/files/WgrK4eFKRxzq5i8o34PU)

#### 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.](/files/bMpEyNO2go0EL8FtrzYl)

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](/vincent-by-vlex/vincent/getting-started-with-vincent/accessing-vincent-and-navigating-the-interface.md)
* [Ask a Research Question](/vincent-by-vlex/vincent/core-workflows/ask-a-research-question.md)

**What's Your Next Step?**

| **New to Vincent?**                                                                                                                                                                                        | **Already a Vincent Customer?**                                                                                                                            |
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