Submitting Matters

Once you’ve uploaded all documents for a matter, you need to submit it to Mindstate Psychology.

Why submit?

Submitting a matter:

• Locks the matter - No more documents can be uploaded
• Notifies Mindstate Psychology - Makes the matter visible to staff so it can be provided to the practitioner
• Prevents document drift - Ensures practitioners receive exactly what you uploaded

Important: Submission is permanent. Once submitted, you cannot add or remove any more documents.

How to submit a matter

1. Navigate to the matter on your dashboard
2. Ensure all documents are uploaded (at least one document required)
3. Click “Submit Matter”
4. Read the confirmation message carefully
5. Click “Yes, Submit Matter” to confirm

What happens after submission?

1. Matter status changes from Draft to Submitted
2. The upload button is replaced with a padlock icon (“Documents Submitted to Mindstate Psychology”)
3. Mindstate Psychology staff can now see the matter in their internal admin system
4. A staff member will assign the matter to an appropriate practitioner
5. The practitioner will download your documents as a single ZIP file
6. Automatic deletion is scheduled for 30 days after first download

After submission

What you can do

• View the matter and see the list of submitted documents
• View document metadata (filename, size, upload date)

What you cannot do

• Upload additional documents - The matter is locked
• Remove documents - Contact support if there’s an issue
• Rename the matter - Matter reference is permanent

If you need to add more documents

If you realize you need to upload additional documents after submission:

1. Contact Mindstate Psychology immediately
2. Provide your matter reference
3. Staff will determine the best approach

Submission checklist

Before submitting, verify:

• All required documents are uploaded
• Filenames are descriptive and professional
• Files are the correct versions (not drafts)
• Matter reference is correct
• Client name is correct

Troubleshooting

Cannot submit matter

Error: “Matter must have at least one document”

• Upload at least one document before submitting

Submit button is greyed out

• Wait for all uploads to complete
• Refresh the page
• Contact support if the issue persists

Submitted wrong documents

Contact Mindstate Psychology support immediately at forensic.admin@mindstatepsychology.com.au with:

• Your matter reference
• Description of the issue
• What action you need (delete matter, un-submit, etc.)

Next steps

• Read the frequently asked questions
• Contact support if you have questions

Last updated: 25 February 2026