How to Set Up AI-Powered Legal Matter Management in 5 Minutes

Counsel Crest® Lite follows the "Work Where You Work™" philosophy - a suite of intelligent plugins and extensions that integrate with your existing tools (Word, Chrome, Gmail) rather than forcing you to adopt a new platform.

Time Required: 5 minutes | Difficulty: Beginner

What You'll Learn

• How to create your first legal case in the modern AI-powered system
• Setting up case organization with flexible custom fields
• Configuring the Quick Chat for real-time AI assistance
• Using the rich text editor for case notes
• Linking files, notes, and tasks to Matters
• Best practices for case data structure

Prerequisites

• Counsel Crest account (sign up free at counselcrest.com)
• Access to the platform
• Active internet connection
• 5 minutes of uninterrupted time
• No technical experience required

Step-by-Step Guide

Step 1: Create Your Account and Access the Dashboard

Navigate to counselcrest.com and sign in. After email verification, you'll land on your modern dashboard. This is your command center where you'll see all Matters, tasks, and recent activity.

[Screenshot placeholder: Dashboard overview showing navigation sidebar with Cases, Notes, Tasks, and Knowledge Base options]

What's New:

• Lightning-fast performance with modern technology
• Clean, intuitive interface
• Real-time updates across all devices
• Quick Chat for AI assistance on every page

Pro Tip: Bookmark the dashboard URL for quick access. You'll be visiting it frequently.

Step 2: Create Your First Matter

Click "Cases" in the left sidebar, then click the "+ New Matter" button in the top right corner. You'll see a clean case creation form.

Fill in the basic information:

• Matter Title: e.g., "Smith v. Johnson Contract Dispute"
• Matter Number: Your internal reference (e.g., "2025-CV-001")
• Status: Open (you can change this later)
• Client Name: Who you're representing

[Screenshot placeholder: Case creation form]

Click "Create Case" and you've just created your first AI-powered case file!

Platform Advantage: Cases use flexible data structures, meaning you can customize fields without complex technical work.

Pro Tip: Use a consistent naming convention for case numbers. This makes searching and filtering much easier as your caseload grows.

Step 3: Open the Quick Chat

This is Counsel Crest's killer feature - every case has an Integrated Chat powered by advanced AI. Click the chat icon on the right side of the case page to open it.

The chat sidebar provides:

• Context-aware AI assistance with access to all case details
• Persistent chat sessions saved to your case
• Multiple AI providers available
• Beautiful formatting
• Load previous conversations or start new sessions

Try asking:

• "Summarize the key facts of this case"
• "What are the critical deadlines I need to track?"
• "Draft a discovery request based on the case details"
• "Find similar Matters in California"

[Screenshot placeholder: Integrated Chat showing AI conversation with case context]

Innovation: Unlike legacy systems where AI is a separate tool, Counsel Crest embeds AI directly into your workflow. Every document, case, and note has chat available.

Pro Tip: Start a new chat session for different topics (e.g., "Discovery Strategy" vs. "Settlement Analysis"). The platform saves each session separately.

Step 4: Use the Rich Text Editor for Case Details

Counsel Crest uses a powerful rich text editor. Click into the case details area to start editing.

Editor Features:

• Rich formatting: Bold, italic, headings, lists
• Code blocks with syntax highlighting
• Tables for organizing information
• Markdown shortcuts (type # for heading, - for list)
• Auto-save functionality
• Collaborative editing ready

Type your case overview, facts, and legal issues directly in the editor. Format as you type using markdown shortcuts or the toolbar.

[Screenshot placeholder: Editor showing rich text case details with formatting toolbar]

Platform Advantage: The editor stores content in a searchable format, making it AI-friendly. Your case details are immediately available to the chat sidebar AI.

Pro Tip: Use headings (type #) to organize your case details. The AI can then reference specific sections ("Summarize the facts section").

Step 5: Set Up Custom Fields in the Case Details Sidebar

Click the "Case Details" tab in the right sidebar. Look for "Custom Sections" where you can add fields specific to your practice area.

Click "+ Add Section" and create sections relevant to your practice:

For Litigation:

• Court Information (court name, judge, jurisdiction)
• Key Dates (filing date, discovery deadline, trial date)
• Opposing Counsel (name, firm, contact)
• Case Value (damages sought, settlement range)

For Corporate/Transactional:

• Transaction Type (merger, acquisition, financing)
• Deal Value
• Key Parties (buyers, sellers, intermediaries)
• Closing Date

For Family Law:

• Parties (petitioner, respondent, children)
• Court Orders
• Custody Arrangements
• Financial Information

[Screenshot placeholder: Custom sections interface]

These custom fields give you infinite flexibility.

Pro Tip: Start simple. You can always add more custom fields as you discover what information you need to track.

Step 6: Upload and Attach Documents

Click the "Files" tab in the case details sidebar. You'll see a drag-and-drop upload zone.

Simply drag your case documents here, or click to browse. The system supports:

• PDF, DOCX, DOC (legal documents)
• XLSX, CSV (spreadsheets, evidence logs)
• Images (PNG, JPG - for exhibits)
• Emails (MSG, EML)

Automatic Processing: Once uploaded, the system automatically:

• Extracts text for searchability
• Indexes content for semantic search
• Generates document summaries using AI
• Makes files available to the chat sidebar AI

[Screenshot placeholder: File upload with progress indicators]

Feature: Files are intelligently linked to Matters, making retrieval lightning-fast.

Pro Tip: Upload your key documents first (complaint, answer, key contracts). The chat sidebar AI will use these to provide better assistance.

Step 7: Create Case-Linked Notes with Rich Text

Click the "Notes" tab in the sidebar to add case notes. The platform provides a powerful rich text editor for notes.

Click "+ New Note" and create notes like:

• Client meeting summaries
• Legal research findings
• Strategy discussions
• Deposition preparation notes

Note Features:

• Automatically linked to the case
• Support rich text formatting
• Searchable across all Matters
• Accessible in the chat sidebar context
• Integrated chat for AI assistance on notes too

[Screenshot placeholder: Note editor with chat sidebar]

Innovation: Notes have their own Quick Chat! Get AI help while taking notes.

Pro Tip: Use the chat sidebar to convert meeting notes into action items: "Create tasks based on my notes above."

Step 8: Add Tasks to Your Case

Switch to the "Tasks" tab and create action items:

• Draft motion for summary judgment (Due: Feb 15)
• Review opposing counsel's discovery responses (Due: Feb 10)
• Prepare client for deposition (Due: Feb 20)

Task Features:

• Due dates with calendar integration
• Priority levels (high, medium, low)
• Status tracking (todo, in_progress, done)
• Assigned team members (in multi-user plans)
• Linked directly to Matters

[Screenshot placeholder: Task list with kanban-style view]

Pro Tip: Ask the chat sidebar to suggest tasks: "Based on this case, what tasks should I create?" The AI will recommend next steps.

Step 9: Explore the Knowledge Base

Click "Knowledge Base" in the sidebar. This is the platform's centralized document library with folder hierarchies.

Organize by:

• Practice area
• Document type
• Client
• Custom folders

Upload:

• Templates and forms
• Legal research memos
• Firm policies
• Training materials
• Precedent documents

Knowledge Base Features:

• Full-text search across all documents
• AI-powered semantic search
• Folder hierarchy for organization
• Document indexing for quick retrieval
• Integration with chat sidebar

[Screenshot placeholder: Knowledge Bases with folder structure]

Ask the chat sidebar: "Find our template for California non-compete agreements" and it searches your Knowledge Bases intelligently.

Pro Tip: Tag documents with practice areas and keywords. This dramatically improves AI search accuracy.

Step 10: Configure Integrations from the Settings

Navigate to Settings to configure integrations:

Email Integrations:

• Gmail - Secure integration for email filing
• Outlook - Office 365 integration

Document Integrations:

• Word Add-in - Access templates without leaving Word
• Google Docs - Sync with Google Workspace

Browser & AI:

• Chrome Extension - One-click capture from web
• ChatGPT Integration - Connect external AI
• MCP Server - Advanced AI capabilities

[Screenshot placeholder: Integrations page]

Advantage: All integrations are built with enterprise-grade security and speed.

Pro Tip: Start with Gmail or Outlook integration. Automatic email filing saves hours weekly.

Platform Benefits

Why Counsel Crest is Faster and Better:

User Experience:

• Modern interface for optimal performance
• Fast page loads and instant refresh
• Beautiful, responsive design
• Server-side rendering for speed

Security & Reliability:

• Real-time database synchronization
• Enterprise-grade authentication
• Secure cloud storage
• Row-level data protection

AI Integration:

• Seamless chat interfaces
• Multiple AI providers available
• Real-time AI responses
• Streaming feedback

Tips & Best Practices

1. Use the Chat Sidebar Constantly: Don't just use it for big questions. Ask for quick help: "Format this as a list", "Summarize this paragraph", "What's next?"

2. Leverage the Rich Text Editor: Use markdown shortcuts for speed. Type # for headings, - for lists, ** for bold.

3. Tag Everything: Consistent tagging makes AI search work better. The more context you provide, the smarter the system becomes.

4. Upload Documents Early: The chat sidebar AI gets smarter as it analyzes your documents. Upload key files as soon as you create the case.

5. Create Chat Sessions for Different Topics: Keep discovery strategy separate from settlement discussions. The platform saves each session.

6. Integrate Email from Day One: Email integration is seamless. Set it up early to capture all correspondence automatically.

7. Explore the Help Page: Visit the Help section for comprehensive documentation and video tutorials.

Common Mistakes to Avoid

• ❌ Not Using the Chat Sidebar: It's there for a reason! Use it for everything from brainstorming to drafting.

• ❌ Skipping Custom Fields: Generic case tracking misses critical practice-specific data. Spend 2 minutes setting up custom sections.

• ❌ Forgetting to Link Documents: Upload files and link them to Matters. Unlinked files aren't available to the AI.

• ❌ Ignoring Keyboard Shortcuts: The platform has shortcuts for common actions. Learn them to work faster.

• ❌ Not Exploring Integrations: Gmail, Outlook, Chrome extension - these save massive time. Set them up!

What's Next?

Now that you've set up your first case, explore:

• Advanced Chat Features: Multi-turn conversations, context persistence, chat history
• Snippets Sidebar: Save and reuse code snippets, legal quotes, clauses
• Document Generation: AI-powered template filling and document creation
• Team Collaboration: Multi-user access with role-based permissions
• Mobile App: Access Counsel Crest on iOS and Android

Recommended Next Guides:

• How to Use the Quick Chat for Legal Research
• How to Automate Legal Document Generation
• How to Integrate Gmail with Matter Management

Frequently Asked Questions

Q: Is my client data secure? A: Yes. All data is encrypted in transit and at rest with bank-level security. The platform provides enterprise-grade data isolation. SOC 2 compliant.

Q: Does the chat sidebar work offline? A: The chat sidebar requires internet for AI responses, but the platform caches data locally, so you can view Matters and notes offline. Sync happens when you reconnect.

Q: Which AI providers does the platform support? A: OpenAI (GPT-4, GPT-3.5), Anthropic (Claude), Azure OpenAI, and AWS Bedrock. Switch providers in settings based on your preference.

Q: How fast is the platform? A: The platform uses modern technology for optimal speed. Page loads are typically under 1 second, and chat responses stream in real-time.

Q: Can I customize the chat sidebar prompts? A: Yes. In settings, configure system prompts, temperature, and model parameters for each AI provider.

Q: Does the platform have a mobile app? A: Yes, iOS and Android apps provide full access to Matters, notes, tasks, and the chat sidebar.

Q: What storage limits apply? A: Free tier: 5GB storage, 100 AI queries/month. Paid plans start at $29/month with 100GB and unlimited AI usage.

Q: Can I self-host Counsel Crest? A: Not currently, but enterprise plans with dedicated infrastructure are available for firms requiring on-premise deployment.

Conclusion

Congratulations! You've just set up an AI-powered legal Matter management system in 5 minutes. You now have:

✅ A structured case with custom fields ✅ Quick Chat for AI assistance ✅ Rich text editor for notes ✅ Document uploads with automatic indexing ✅ Linked tasks and notes ✅ Access to Knowledge Bases and integrations

The Counsel Crest Advantage:

• Lightning-fast performance
• AI built-in via Quick Chat on every page
• Modern, intuitive interface
• Seamless integrations (Gmail, Outlook, Chrome, Word)
• Real-time sync across devices

Action Item: Create one more case right now to reinforce what you've learned. Pick an active matter and spend 10 minutes setting it up. Try asking the chat sidebar questions as you go.

Welcome to the future of legal practice with Counsel Crest - where AI is integrated into every workflow, not bolted on as an afterthought.

Questions or need help? Visit our Help section or email support@counselcrest.com.