Legal Matter Summarization

Procedure

Step 1: Retrieve the Legal Matter Record

Query the legal matter to obtain its core details, including current state, assigned counsel, and matter type.

Using MCP (Claude Code/Desktop):

Tool: SN-Read-Record
Parameters:
  table_name: sn_legal_matter
  sys_id: [matter_sys_id]
  fields: sys_id,number,short_description,description,state,priority,matter_type,practice_area,assigned_to,assignment_group,opened_at,closed_at,financial_exposure,settlement_amount,outside_counsel,business_unit,risk_level

Using REST API:

GET /api/now/table/sn_legal_matter/[matter_sys_id]?sysparm_fields=sys_id,number,short_description,description,state,priority,matter_type,practice_area,assigned_to,assignment_group,opened_at,closed_at,financial_exposure,settlement_amount,outside_counsel,business_unit,risk_level&sysparm_display_value=true

Step 2: Gather Associated Legal Cases

Retrieve all cases linked to this matter to understand the scope and status of each case.

Using MCP:

Tool: SN-Query-Table
Parameters:
  table_name: sn_legal_case
  query: legal_matter=[matter_sys_id]
  fields: sys_id,number,short_description,state,priority,case_type,assigned_to,opened_at,closed_at,resolution_code,resolution_notes
  limit: 50
  order_by: opened_at

Using REST API:

GET /api/now/table/sn_legal_case?sysparm_query=legal_matter=[matter_sys_id]^ORDERBYopened_at&sysparm_fields=sys_id,number,short_description,state,priority,case_type,assigned_to,opened_at,closed_at,resolution_code,resolution_notes&sysparm_limit=50&sysparm_display_value=true

Step 3: Build the Case Timeline

Collect legal tasks and activity entries to construct a chronological timeline.

Using MCP:

Tool: SN-Query-Table
Parameters:
  table_name: sn_legal_task
  query: legal_matter=[matter_sys_id]^ORlegal_case.legal_matter=[matter_sys_id]
  fields: sys_id,number,short_description,state,assigned_to,opened_at,closed_at,due_date,task_type,priority,work_notes
  limit: 100
  order_by: opened_at

Using REST API:

GET /api/now/table/sn_legal_task?sysparm_query=legal_matter=[matter_sys_id]^ORlegal_case.legal_matter=[matter_sys_id]^ORDERBYopened_at&sysparm_fields=sys_id,number,short_description,state,assigned_to,opened_at,closed_at,due_date,task_type,priority,work_notes&sysparm_limit=100&sysparm_display_value=true

Construct the timeline by sorting all events chronologically:

Step 4: Identify Key Documents and Attachments

Query attachments linked to the matter and its associated cases.

Using MCP:

Tool: SN-Query-Table
Parameters:
  table_name: sys_attachment
  query: table_name=sn_legal_matter^table_sys_id=[matter_sys_id]^ORtable_name=sn_legal_case^table_sys_idIN[case_sys_ids_comma_separated]
  fields: sys_id,file_name,content_type,size_bytes,sys_created_on,sys_created_by,table_name
  limit: 50
  order_by: sys_created_on

Using REST API:

GET /api/now/table/sys_attachment?sysparm_query=table_name=sn_legal_matter^table_sys_id=[matter_sys_id]^ORtable_name=sn_legal_case^table_sys_idIN[case_sys_ids]^ORDERBYsys_created_on&sysparm_fields=sys_id,file_name,content_type,size_bytes,sys_created_on,sys_created_by,table_name&sysparm_limit=50

Categorize documents by type:

• Pleadings: Complaints, answers, motions, briefs
• Contracts: Agreements, amendments, SOWs under review
• Correspondence: Letters, emails, demand notices
• Discovery: Interrogatories, document requests, depositions
• Internal: Memos, analysis, privilege logs

Step 5: Catalog Parties Involved

Identify all internal and external parties connected to the matter.

Internal stakeholders (from assignment fields and case records):

Tool: SN-Query-Table
Parameters:
  table_name: sn_legal_case
  query: legal_matter=[matter_sys_id]
  fields: assigned_to,assignment_group,opened_by,watch_list
  limit: 50

Legal holds (affected custodians):

Tool: SN-Query-Table
Parameters:
  table_name: sn_legal_hold
  query: legal_matter=[matter_sys_id]
  fields: sys_id,number,short_description,state,custodian,hold_type,initiated_date,released_date,hold_notice_sent
  limit: 25

Using REST API:

GET /api/now/table/sn_legal_hold?sysparm_query=legal_matter=[matter_sys_id]&sysparm_fields=sys_id,number,short_description,state,custodian,hold_type,initiated_date,released_date,hold_notice_sent&sysparm_limit=25&sysparm_display_value=true

Step 6: Assess Financial Exposure

Compile financial data from the matter and related records:

• Potential liability: Value from sn_legal_matter.financial_exposure
• Settlement range: Low and high estimates from matter record
• Legal spend: Aggregate outside counsel fees from legal tasks
• Reserves: Amounts set aside for potential outcomes

Using MCP:

Tool: SN-Query-Table
Parameters:
  table_name: sn_legal_task
  query: legal_matter=[matter_sys_id]^task_type=outside_counsel_invoice
  fields: sys_id,short_description,actual_cost,estimated_cost,vendor,invoice_date
  limit: 100

Using REST API:

GET /api/now/table/sn_legal_task?sysparm_query=legal_matter=[matter_sys_id]^task_type=outside_counsel_invoice&sysparm_fields=sys_id,short_description,actual_cost,estimated_cost,vendor,invoice_date&sysparm_limit=100

Step 7: Generate the Executive Summary

Compile all gathered information into a structured summary report.

Using MCP:

Tool: SN-Add-Work-Notes
Parameters:
  table_name: sn_legal_matter
  sys_id: [matter_sys_id]
  work_notes: |
    === LEGAL MATTER EXECUTIVE SUMMARY ===
    Report Date: [current_date]
    Prepared By: AI Legal Assistant

    MATTER: [matter_number] - [short_description]
    Status: [state] | Priority: [priority] | Risk Level: [risk_level]
    Practice Area: [practice_area] | Matter Type: [matter_type]
    Lead Counsel: [assigned_to]
    Outside Counsel: [outside_counsel]
    Business Unit: [business_unit]

    TIMELINE SUMMARY:
    - Opened: [opened_at]
    - Key Milestones: [milestone_count] completed, [pending_count] pending
    - Next Deadline: [next_due_date] - [next_task_description]

    FINANCIAL EXPOSURE:
    - Potential Liability: $[financial_exposure]
    - Settlement Range: $[low_estimate] - $[high_estimate]
    - Legal Spend to Date: $[total_spend]
    - Outstanding Invoices: $[pending_invoices]

    PARTIES:
    - Internal Stakeholders: [stakeholder_count]
    - Legal Hold Custodians: [custodian_count]
    - Active Holds: [active_hold_count]

    DOCUMENTS: [doc_count] attachments across [case_count] cases

    RECOMMENDED ACTIONS:
    1. [action_1]
    2. [action_2]
    3. [action_3]

    RISK ASSESSMENT:
    [risk_narrative based on financial exposure, timeline pressure, and complexity]

Step 8: Update Matter with Summary Metadata

Record that a summary has been generated and tag the matter for leadership review.

Using MCP:

Tool: SN-Update-Record
Parameters:
  table_name: sn_legal_matter
  sys_id: [matter_sys_id]
  data:
    last_reviewed: [current_date]
    review_notes: "Executive summary generated. Matter reviewed for leadership briefing."

Using REST API:

PATCH /api/now/table/sn_legal_matter/[matter_sys_id]
Content-Type: application/json

{
  "last_reviewed": "[current_date]",
  "review_notes": "Executive summary generated. Matter reviewed for leadership briefing."
}

Tool Usage

MCP Tools Reference

REST API Reference

Best Practices

• Privilege protection: Never include attorney-client privileged analysis in fields visible to non-legal users; use work notes or internal-only fields
• Consistent format: Use the same summary template across all matters to enable comparison and portfolio-level reporting
• Financial accuracy: Always verify financial exposure figures with the finance team before including in board-level reports
• Timeliness: Generate summaries at least 48 hours before scheduled leadership briefings to allow counsel review
• Completeness check: Verify that all active legal holds are accounted for; missing holds create significant litigation risk
• Version control: Include the report date in every summary so readers know the currency of information
• Confidentiality markings: Tag all summaries as Attorney-Client Privileged and Work Product where applicable

Troubleshooting

"Legal matter record not found"

Cause: The matter sys_id is incorrect or the matter has been archived Solution: Search by matter number using sn_legal_matter with number=[MATTER_NUMBER]. Archived matters may require active=false in the query.

"No cases associated with this matter"

Cause: Cases were created without linking to the parent matter, or the matter is new Solution: Search sn_legal_case by short description keywords or date range to find orphaned cases. Update their legal_matter reference field.

"Financial exposure fields are empty"

Cause: Financial data has not been entered or is maintained in a separate finance system Solution: Check if your organization uses custom fields for financial tracking. Query sn_legal_task for outside counsel invoices to estimate spend.

"Attachment query returns no results"

Cause: Documents may be stored in a linked document management system rather than as ServiceNow attachments Solution: Check for URL reference fields on the matter or case records pointing to external document repositories (SharePoint, iManage, NetDocuments).

Examples

Example 1: Litigation Matter Summary

Input: Legal Matter LM0002345 - "Patent infringement claim - Widget Technology"

Summary generated:

• Status: Active | Priority: P2 - High | Risk: High
• 3 active cases, 12 completed tasks, 4 pending tasks
• Financial exposure: $2.5M potential liability
• Legal spend to date: $180,000 (outside counsel)
• 8 custodians under legal hold
• Next deadline: Expert report due in 21 days
• Recommended: Engage additional expert witness for damages analysis

Example 2: Multi-Case Regulatory Matter

Input: Legal Matter LM0003456 - "GDPR compliance investigation - EU Data Protection Authority"

Summary generated:

• Status: Under Investigation | Priority: P1 - Critical
• 5 cases spanning 3 jurisdictions (DE, FR, UK)
• Financial exposure: EUR 4.2M (potential fine up to 4% of annual turnover)
• 23 documents collected, 15 custodians under hold
• Outside counsel engaged in each jurisdiction
• Recommended: Prepare voluntary remediation plan to mitigate penalty

Example 3: Contract Dispute Matter

Input: Legal Matter LM0001234 - "Vendor breach of SLA - Cloud Services Agreement"

Analysis steps:

Tool: SN-Read-Record
Parameters:
  table_name: sn_legal_matter
  sys_id: abc789def...
  fields: number,short_description,state,financial_exposure,settlement_amount,assigned_to,matter_type

Summary generated:

• Status: Negotiation | Priority: P3 - Medium
• 1 case, contract review and demand letter drafted
• Financial exposure: $350,000 (SLA credits owed)
• Settlement range: $200,000 - $300,000
• No legal hold required (commercial dispute)
• Recommended: Proceed with mediation; prepare fallback litigation strategy

Related Skills

• legal/legal-request-triage - Triage and route incoming legal requests
• legal/contract-analysis - Analyze contracts for key terms and risks
• legal/contract-obligation-extraction - Extract obligations from contracts
• security/incident-response - Security incidents with legal implications
• grc/issue-action-plan - Compliance and regulatory action plans