The Conflict Checker is a CaseMatters feature that enables legal professionals to perform rapid conflict of interest checks before or as part of onboarding new clients or opening new matters.
Integrating directly with firm’s case management data, the system applies intelligent fuzzy name matching and a colour-coded risk scoring algorithm to surface potential conflicts instantly, with full PDF report generation to satisfy regulatory audit requirements.
Feature Overview
Purpose
To provide fee earners and compliance staff with a fast, reliable mechanism for identifying conflicts of interest prior to client onboarding or matter creation, without the need to navigate multiple systems or databases.
Key Benefits
Reduces conflict checking time from 10–15 minutes to under 2 minutes
Intelligent fuzzy name matching handles common variations (e.g. Jon / John / Jonathan) automatically, reducing false negatives
Traffic light scoring system enables rapid risk assessment at a glance
Generates audit-compliant PDF reports for regulatory records, including when no conflicts are found
Accessible from any location with web browser access — no Citrix or RDS connection required
Integrates directly with the Case Management data, eliminating the need to maintain separate conflict registers
Target Users
Fee Earners — performing routine conflict checks prior to taking on new instructions
Case Handlers — verifying client identity and prior relationships at intake
Partners and Supervisors — reviewing flagged conflicts and approving or declining new matters
Compliance Officers — overseeing regulatory adherence and audit trail management
Support Staff — assisting with client onboarding administration
Navigation & Access
Accessing the Conflict Checker
The Conflict Checker is accessible from the main CaseMatters navigation. To open the feature:
Log in to CaseMatters using your standard credentials.
From the main navigation menu, locate and click Conflict Checker.
The Conflict Checker search screen will load, ready for you to enter search criteria.
Screen Components & Layout
The Conflict Checker screen is arranged into 4 main areas: the Search Panel and Filters, the Action Bar, the Results Table, and the Next Actions. Each area is described in detail below.
1. Search Panel and Filers
Location
Positioned centrally on the screen.
Purpose
The primary input area where users enter the details of the prospective client they wish to check. All search fields are visible by default to support efficient, progressive data entry. The filtering options can be applied the entire search session, allowing users to broaden or narrow the scope of their searches without re-entering criteria.
Information Displayed:
Name field with an integrated search icon
Date of birth entry with three separate fields for day, month, and year
Postcode field with automatic formatting
Address picker with toggle between dropdown selection and manual entry
Include Closed Cases checkbox — when ticked, the search includes matters with a Closed status in addition to active cases. This is unticked by default.
Branch filter — a dropdown allowing users to restrict results to a specific office or branch within the firm.
Case Type filter — a dropdown allowing users to restrict results to a particular area of law or case category (e.g. Conveyancing, Family, Personal Injury).
2. Action Bar
Location
Displayed directly below the search panel and filters
Purpose
Contains the primary controls for initiating and clearing searches.
Information Displayed
Search button — triggers the conflict search using the criteria entered. This is the primary call to action.
Clear button — resets all entered criteria and clears the results table. This button appears only once data has been entered or results are displayed.
3. Results Table
Location
Occupies the main body of the screen below the action bar, and is populated once a search has been performed.
Purpose
Displays all matched records returned by the search, with conflict probability scores and key identifying information for each result. Results can be expanded to reveal further case detail without leaving the screen.
Information Displayed
Column | Description |
Name | The name of the matched client or party as recorded in Proclaim. |
Case no. | The Proclaim case reference number. Click to navigate directly to the case (where integrated). |
Score | The conflict probability score displayed as a percentage with a colour-coded badge (red, amber, or green). |
Date of Birth | The date of birth recorded against the matched party in Proclaim. |
Postcode | The postcode associated with the matched client record. |
Address | The address associated with the matched client record. |
Role | The role of the matched party in the case, such as Client, Opponent, or Third Party. |
Status | A status pill indicating whether the case is Active or Closed. |
Expand | A toggle icon. Click to reveal the full expanded detail row beneath the result. |
4. Alert System
Location
Displayed above the results table, immediately after a search is completed.
Purpose
Provides a clear, prominent summary of the highest risk level found within the search results. Alerts are colour-coded and labelled to support rapid decision-making. Alerts can be dismissed individually once reviewed.
Information Displayed
Alert types displayed:
High Conflict Probability — shown in red when one or more results score 75% or above
Medium Conflict Probability — shown in amber when the highest score falls between 50% and 74%
Low Conflict Probability — shown in green when all results score below 50%
No Conflicts Found — displayed when the search returns no matching records
5. Next Actions
Location
Located just above the results table
Purpose
Provides access to the two primary post-search actions.
Information Displayed
Export button — generates and downloads a formatted PDF conflict check report. This button is active even when no conflicts are found, enabling compliant documentation of clear checks.
Create Client button — proceeds to the client creation workflow within CaseMatters. This is the natural next step where no conflict has been identified.
Key Features
Intelligent Name Matching
The Conflict Checker uses a weighted scoring algorithm to calculate a conflict probability score for each potential match. Rather than relying on exact string matching alone, the system applies fuzzy logic to handle the most common real-world variations in name spelling, including nicknames, abbreviations, and alternative spellings.
The scoring engine assigns points across multiple criteria. Name components carry the highest weighting, with date of birth and address elements providing additional confidence when supplied. The cumulative score is expressed as a percentage and colour-coded according to the traffic light system described in the Conflict Scoring section below.
Conflict Scoring
Every result in the table is assigned a conflict probability score. This score is displayed as a percentage and presented as a colour-coded badge to support immediate visual assessment, scoring percentages are set up in account settings.
Smart Field Navigation
The search panel is designed to minimise input time through automatic field progression. When entering a date of birth, the cursor advances automatically from the day field to the month field, and from the month field to the year field, as each section is completed. Users can also press the Tab key to move between fields in sequence.
The postcode field automatically applies standard postcode formatting, inserting the required space in the correct position as the user types. Once a valid postcode has been entered, the address dropdown is populated automatically from a postcode lookup service.
Address Lookup and Manual Override
When a postcode is entered, the system performs a lookup and presents a dropdown list of addresses registered at that postcode. Users can select the appropriate address from the list to populate the address field automatically.
If the required address is not present in the lookup results, or if the address needs to be entered differently, users can click the edit toggle to switch from the dropdown to a free-text entry mode, allowing the address to be typed manually. The toggle can be switched back to dropdown mode at any time.
Expandable Result Rows
Each row in the results table can be expanded individually to reveal additional detail about the matched case, without navigating away from the results screen.
Clicking the expand icon on a row displays the following information inline:
Full case name as recorded in Proclaim
Responsible handler or fee earner
Case type and area of law
Branch or office
Key case dates, including the date the matter was opened and, where applicable, the date it was closed
Rows can be collapsed again by clicking the expand icon a second time. Multiple rows can be expanded simultaneously.
PDF Export and Compliance Reporting
The Export function generates a professionally formatted PDF report documenting the conflict check.
The report is designed to satisfy regulatory and audit requirements and includes the following information:
Date and time the check was performed
Name of the user who conducted the check
All search criteria entered
Full results table, including scores, case details, and match highlights
Where applicable, a clear 'No conflicts found' statement for clean checks
In the results table within the PDF, exact matches are highlighted in red and fuzzy matches are highlighted in yellow, providing a clear visual distinction between the levels of correspondence.
When document management integration is active, the PDF is automatically filed in the relevant matter folder within the firm's document management system. Reports can also be downloaded directly to the user's device.
Filter and Scope Controls
The header bar provides two categories of filter that apply globally to all search results:
Include Closed Cases
By default, the search returns results from active cases only. Ticking the Include Closed Cases checkbox broadens the search to include matters that have been closed. This is particularly important when checking against historical clients with whom a conflict may have existed.
Branch Filter
Where the firm operates across multiple offices or branches, this filter allows users to restrict results to a specific location. This can help narrow results in larger firms where common names may generate a high volume of matches across offices that do not share client bases.
Case Type Filter
Restricts results to a specific area of law or case category. This can be useful where a firm's conflict policy requires checking within particular practice areas first.
Filter selections persist across multiple searches within the same session, so users do not need to reapply them each time a new name is entered.
Step-by-Step Procedures
Procedure 1: Performing a Basic Conflict Check
Use this procedure when checking a new prospective client by name only, for example during an initial telephone enquiry.
Navigate to the Conflict Checker from the main CaseMatters menu.
In the Name field, type the prospective client's full name (or surname only if the first name is not yet known).
Press Enter or click the Search button. The system will display results immediately.
Review the conflict alert displayed above the results table. This indicates the highest risk level found.
Scan the results table, noting the score badge for each result. Click the expand icon on any result to view further case detail.
Make your conflict determination based on the scores and the information displayed.
Click Export to generate a PDF record of the check before proceeding.
Procedure 2: Performing an Advanced Conflict Check
Use this procedure when you have additional identifying information for the prospective client, such as their date of birth and address. Providing more criteria improves matching accuracy and produces more reliable scores.
Navigate to the Conflict Checker from the main CaseMatters menu.
Enter the prospective client's name in the Name field, then press Tab to move to the Date of Birth section.
Enter the day, month, and year of birth in the three date fields. The cursor will advance automatically between fields as each is completed.
Press Tab to move to the Postcode field and enter the prospective client's postcode. The field will format itself automatically.
The Address dropdown will populate with addresses found at that postcode. Select the correct address from the list. If the address is not shown, click the edit toggle and type the address manually.
Click Search or press Enter. The results will be displayed with refined scores reflecting all the criteria entered.
Review the alert and results table. Expand rows as needed to confirm the identity of any high-scoring matches.
Click Export to generate the compliance report.
Procedure 3: Filtering and Reviewing Results
Use this procedure when you need to refine a large set of results, or when your firm's policy requires you to check against closed cases.
After performing an initial search, locate the header bar above the search panel.
Tick the Include Closed Cases checkbox to expand the search to include historical matters. The results table will refresh automatically.
If required, use the Branch or Case Type dropdowns to narrow the results to a specific office or area of law.
Review the conflict alerts. Dismiss each alert after reading it by clicking the dismiss icon, to reduce screen clutter as you work through the results.
Click the expand icon on any result row that warrants closer review, and examine the handler, case type, branch, and dates displayed.
Once satisfied with your review, click Export to document the outcome.
Procedure 4: Exporting a Conflict Check Report
A PDF report should be generated at the conclusion of every conflict check, regardless of whether conflicts were identified. This provides the audit documentation required for regulatory compliance.
Complete your conflict search using any of the procedures above.
Ensure that all relevant filters and criteria are set to reflect the full scope of the check you wish to document.
Click the Export button in the footer action bar.
The system will generate a PDF report containing the search metadata, all results, and relevant match highlights. A download will begin automatically.
If document management integration is enabled, the report will also be filed.
Configuration Options
User Preferences
Individual users can adjust the following settings to suit their working style:
Branch filter default — users may set a preferred default branch to avoid re-selecting it at the start of each session. Contact your system administrator to configure this preference.
Include Closed Cases default — users who routinely check against historical matters can request that this setting be enabled by default.
System Settings
The following settings are managed by a combination of your IT team, CaseMatters administrators, and compliance officers. Individual users should not attempt to modify these settings directly.
Scoring thresholds — the percentage boundaries that define the High, Medium, and Low conflict bands can be adjusted to align with your firm's risk tolerance. The defaults are 75% for High and 50% for Medium.
Scoring weights — the contribution of each data point (name, date of birth, postcode, address) to the overall conflict score can be adjusted at a firm or department level.
Branch and Case Type lists — the values available in the Branch and Case Type filter dropdowns are maintained by your system administrator.
Getting Started
If this is your first time using the Conflict Checker, the following steps will help you become familiar with the feature before using it in live client situations:
Navigate to the Conflict Checker and familiarise yourself with the layout of the search panel, results table, and footer actions.
Perform a test search using a known client name from a closed matter to see how the results table and scoring system work.
Try expanding a result row to view the inline case detail.
Generate a test export to confirm that PDF reports download correctly on your workstation.
Review your firm's conflict of interest policy to understand the decision-making thresholds and escalation procedures that apply in your firm.
Best Practices
Always provide as much identifying information as possible. A name-only search is a starting point; adding date of birth and postcode significantly improves score accuracy and reduces the time spent reviewing results.
Check against closed cases as a matter of routine. Historical conflicts are just as relevant as those on active matters.
Expand and read the detail for any result scoring 50% or above before making a conflict determination.
Generate and retain a PDF report for every check performed, including clear checks. This is essential for your firm's audit trail.
If a high conflict alert is displayed, do not proceed to create the client record. Follow your firm's escalation procedure and consult a Partner or Compliance Officer.
If you are unsure whether a match represents a genuine conflict, err on the side of caution and seek guidance.