A matter subtype in Onit is the optional third level of classification, below area of law and matter type, that records the specific procedural or transactional form a piece of legal work takes. Employment litigation might split into single-plaintiff and class action matters, and commercial contracts might split into sales, procurement, and partnership agreements. Used well, subtypes give your reports the detail leadership asks for. Used everywhere, they add a picklist that users fill with whatever value is closest to the top.
This guide covers when subtypes earn their place, how to configure them, and how to keep the values accurate.
What is a matter subtype in Onit?
A matter subtype in Onit is a classification value that sits under one matter type and narrows it to a more specific form of work. It is the most detailed of the three levels and the one most often configured badly.
A subtype only makes sense with its parent, so “Class Action” means something different under Employment Litigation than under Securities Litigation. It adds detail without a new process: matters of the same type share a template and workflow, and the subtype records a distinction that matters for reporting, risk, or a small number of rules. If a subtype needs its own template and workflow, it is really a separate matter type.
When does a matter type need subtypes in Onit?
A matter type in Onit needs subtypes only when leadership reports, risk ratings, or specific rules depend on a distinction the matter type cannot capture. Most matter types do not need them, and in a typical build only 20 to 40 percent of matter types carry a subtype level.
Add subtypes where there is a real reporting question, such as how many class actions are open or what procurement contracts cost to review. Skip them for advice and low-volume work, because a type with fewer than about 20 new matters a year rarely produces enough data per subtype to report on.
The appetite for this detail is growing. A 2025 survey of legal operations professionals found that their contribution to business intelligence rose from 58 percent to 65 percent, and subtype data is often what those requests need.
How many subtypes should each Onit matter type have?
Each Onit matter type that uses subtypes should usually have between three and eight values. Two values rarely justify a separate field, and more than ten makes the picklist slow to scan and easy to misuse.
- Make values mutually exclusive. Every matter should fit exactly one subtype, so avoid pairs such as “Contract Dispute” and “Commercial Dispute” that overlap.
- Include a deliberate catch-all. An “Other” value with a required comment captures edge cases, and a review of those comments each quarter shows which new subtype is needed.
- Define every value. One sentence per value, shown as help text, so two users never read the same value differently.
Published classification standards follow the same idea. One practice-based code set splits each top-level classification into substantive areas, such as discovery, trial preparation, and appeal under litigation, which works as a model for a short, structured third level.
How should Onit show or hide the subtype field?
The subtype field in Onit should appear only when the selected matter type has subtypes, and stay hidden for every other type. A blank subtype field showing on matters where it does not apply invites guesses and clutters summary panels.
- Conditional visibility. Show the subtype field only for matter types that carry subtypes, and make it required in those cases.
- Clear on change. If a user changes the matter type, the subtype value should clear automatically so an old value never sits under the wrong parent.
- Required only when shown. A hidden subtype field is never required, so matters of other types save without a workaround value.
These are standard conditional rules, and the same patterns used for dynamic field conditions that show, hide, and require fields apply here.
How should subtypes cascade from area of law and matter type?
Subtypes in Onit should cascade from the matter type, which in turn cascades from the area of law, so a user only ever sees subtype values valid for the matter type they picked. Every subtype maps to exactly one parent, with no orphans and no duplicates.
- One master list. Keep all three levels in a single controlled list where each row holds the area of law, matter type, and subtype together, and build every picklist from it.
- Unique values per parent. If “Class Action” exists under two matter types, store them as two separate values so reports never merge them by accident.
- Keep retired values attached. A retired subtype stays on the matters that used it and simply drops off new picklists.
The broader rules for a legal data taxonomy that keeps reporting dimensions consistent apply to all three levels.
What should a matter subtype drive in Onit?
Subtypes in Onit should mainly drive reporting, plus a small number of targeted rules where the distinction changes risk or oversight. Keeping its role narrow is what stops subtypes from turning into a second set of matter types.
- Reporting and dashboards. Workload, cycle time, and outside counsel spend broken down by subtype, for example cost per single-plaintiff case compared with cost per class action.
- Targeted rules. A higher approval threshold, an extra notification to the general counsel, or a higher default risk rating for specific subtypes such as class actions or regulatory investigations.
- Search and filters. Lawyers filter the matter list by subtype to find earlier work on similar matters.
If a subtype starts to need its own fields, tasks, and stages, promote it to a matter type.
How should intake and triage set the subtype in Onit?
Intake in Onit should default the subtype only when the request type points clearly to one value, and leave it for the triage owner otherwise. Business users can usually say what kind of help they need, but rarely which procedural subtype applies.
A specific request such as “NDA for a new supplier” can default area of law, matter type, and subtype in one step. For everything else, the legal triage owner sets or confirms the subtype when the matter opens, and the change is logged. A healthy build keeps manual subtype overrides at 5 percent or below on requests that arrive with a default.
How do you migrate and govern subtype values in Onit?
You migrate legacy subtype values by mapping each one to a parent matter type and a new subtype, with a holding value for anything that will not map. You govern them with the same single owner and quarterly review used for the rest of the taxonomy.
- Migration crosswalk. Map every legacy value, test it against a sample of 200 to 500 matters, and target cleanup of unmapped matters within two to four weeks of go-live.
- Ongoing governance. New subtypes need a business case, retired values stay on historical matters, and any subtype with no new matters in 12 months is reviewed for retirement.
- One owner for all three levels. The person who owns the matter type configuration also approves subtype changes, so the levels never drift apart.
How do you test matter subtype classification in Onit?
You test subtype classification in Onit by scripting every visibility, cascade, and rule path for each matter type that has subtypes. A build with 15 subtyped matter types typically needs 30 to 50 test scenarios.
Test that the field appears only for subtyped types, that each matter type shows only its own values, that changing the type clears the subtype, and that subtype-specific rules fire. Then confirm each value lands correctly on spend and workload reports, because a subtype that reports under the wrong parent is harder to spot than one that fails on the form.
Plan one to two weeks of user acceptance testing with three to five users who open matters in the subtyped areas. Include at least one triage owner, since triage is where most subtype values are set or corrected. After go-live, review the catch-all values and override rate monthly for the first quarter, then move to the quarterly taxonomy review.
Conclusion
A matter subtype earns its place when it answers a real reporting or risk question that the matter type cannot. Add subtypes to the minority of types that need them, keep each list to three to eight exclusive values, show the field only where it applies, cascade it from a single master list, and test every path. The result is detailed reporting your general counsel can use, without slowing down the people opening matters.
How Basla can help
Basla provides delivery teams for Onit implementation, covering business analysis, taxonomy and subtype design, conditional form configuration, intake mapping, legacy data migration, testing, documentation, and post-go-live support. Basla delivers legal technology services through staff augmentation or a Basla-managed delivery unit, so your program can scale without slowing down.
Basla teams have delivered matter management and eBilling across 10 or more global jurisdictions and doubled delivery team size to meet compressed implementation timelines.
Frequently asked questions
What is a matter subtype in Onit?
A matter subtype in Onit is an optional third level of classification that narrows a matter type to a more specific form of work, such as class action under employment litigation. It mainly supports detailed reporting and a few targeted rules.
Does every matter type need subtypes?
Most matter types do not need subtypes. In a typical build only 20 to 40 percent of matter types carry them, usually where leadership reports or risk ratings depend on the distinction.
How many subtypes should a matter type have?
A matter type that uses subtypes should usually have three to eight values. Each matter should fit exactly one value, with a catch-all that requires a comment.
Should the subtype field always be visible?
The subtype field should appear only when the selected matter type has subtypes. Hiding it elsewhere prevents blank or guessed values from reaching reports.
When should a subtype become a matter type?
A subtype should become its own matter type when it needs its own fields, tasks, or workflow stages. Subtypes work best when the parent matter type’s process fits every value.
Who should own the subtype list?
A single owner in legal operations should own the subtype list, together with the area of law and matter type lists. The owner approves new values and reviews the list each quarter.
*This article is provided for general information only and does not constitute legal advice. Basla Solutions provides legal technology implementation and support services and does not practice law.*