Conflict check process: a guide for small law firms

What does a basic process look like?

1. 1

   Collect names at intake

   Client, opposing parties, related entities, key individuals and any other persons the matter concerns, including alternative spellings.

2. 2

   Search before accepting

   Search your matters and parties list, and any firm-level system, for each name.

3. 3

   Assess every hit

   A hit is not always a conflict. Decide whether current or former client duties, or your own interests, are affected.

4. 4

   Record the decision

   Note the result, the date, who decided and any steps taken, such as consent or declining.

5. 5

   Update as the matter changes

   New parties join; run the check again when they do.

How can you support it in Notion?

In MatterOS each matter links to a client record. You can add a Parties property or a related parties database so names are searchable across all matters, and add a status field for the check, such as Not run, Clear, Hit under review, Declined.

What this guide does not do

A Notion search will not find a name that was never recorded, and it does not apply fuzzy matching or sanctions screening. Treat it as a disciplined record, not a guarantee.

• Intake checklist
• Legal intake automation
• Matter management in Notion

Frequently asked questions

When should I run a conflict check?

Before accepting a matter and before receiving confidential details where possible, then again when new parties appear.

Can Notion act as a conflicts database?

It can store and search parties. It lacks specialised matching, so it supports the process but does not replace dedicated tools where your firm needs them.

What is a former client conflict?

A situation where duties owed to a past client may limit what you can do for a new one. Rules vary; check your regulator's guidance.

Should I keep records of declined matters?

It is good practice to keep the parties and check outcome, since they may matter for future checks. Observe confidentiality and data protection rules.