Creating Matters
A matter represents a case or engagement for which you need to transfer documents to Mindstate Psychology.
What is a matter?
Each matter has:
- A unique matter reference number (PTW number) (the number allocated to the matter by the Court)
- A client name (the partie/s in the matter)
- Associated documents that you upload
- A status showing the current stage
Creating a new matter
- Sign in to the system
- Click “Create New Matter” from your dashboard
- Fill in the required information:
- Matter Reference: Your internal case/file reference
- Client Name: The name of the person being assessed
- Click “Create Matter”
The matter is created in draft status, meaning you can upload documents but it hasn’t been submitted yet.
Matter reference requirements
- Must be the same as the number issued by the Court for the matter
- Can contain letters, numbers, hyphens, and underscores
- Examples:
PTW2026/123,Case_123,PSYCH-2026-Jones
Managing matters
Viewing your matters
Your dashboard shows all your active matters. Click on any matter to:
- View uploaded documents
- Upload additional documents
- Submit the matter when ready
- View recently submitted matters
Matter statuses
- Draft: You can upload documents (not yet submitted)
- Submitted: Documents sent to Mindstate Psychology (uploads locked)
You’ll only see these two statuses.
Important notes
- Matter references must be unique - you cannot create two matters with the same reference
- You cannot rename a matter after creation - choose your reference carefully
- Documents can only be uploaded to draft matters - submit when all documents are ready
Next steps
- Learn how to upload documents
- Learn how to submit matters
- Read the frequently asked questions
Last updated: 25 February 2026