Guide
How to run conflict checks in Notion
How to run conflict checks in Notion: the party database, aliases, a search procedure and the record to keep, so no conflict goes unchecked.
By Raghav R Handa, practising lawyer9 min read
TL;DR
- A conflict check is only as good as the party database behind it: every client, opponent and related party, once.
- Notion search matches text, so record aliases, former names and related companies explicitly.
- Record every check (who searched, which names, the result, who cleared it) in its own database.
- Above a few thousand parties or several offices, dedicated conflicts software earns its cost.
You can run conflict checks in Notion by keeping every party (clients, opponents and related parties) in one Contacts database with their aliases and corporate or family relationships recorded, searching it for every name before a matter opens, and recording each check and its outcome in a Conflict checks database. It works well for solo and small firms; the discipline of the record matters more than the software.
Your professional conduct rules define what a conflict is and what you must do about one. This guide is about the system that finds them and the record that shows you looked; it is not a summary of the rules.
Why most small-firm conflict checks fail
- Opposing parties were never recorded, only clients.
- The company was recorded, its parent and subsidiaries were not.
- A client changed their name, or traded under another one.
- The check was done in someone's head and never written down.
Every step below fixes one of those.
1. One party database, everyone in it
Use a single Contacts database for every person and organisation on every matter, not just clients. Relate each to its matters with a role: client, opposing party, related party, opposing counsel, witness, expert. If it is in a separate spreadsheet of opponents, it will not be searched.
2. Aliases and relationships, written down
Add two properties to every contact: Aliases (former names, maiden names, trading names, common misspellings) and Related parties (a relation to other contacts: parent company, subsidiaries, directors, spouse). Notion's search matches the text you have recorded, so the aliases you write down are the matches you will find.
3. A Conflict checks database
| Property | Type |
|---|---|
| Date | Date |
| Names searched (including aliases) | Text |
| Searched by | Person |
| Matches found | Relation to Contacts |
| Result | Select: Clear, Potential conflict, Conflict |
| Decision and reasons | Text |
| Consent or waiver obtained | Checkbox + document link |
| Cleared by | Person |
| Enquiry / matter | Relation |
4. The procedure
- Collect every party name at intake, including the other side and related companies.
- Search the workspace for each name and each known variant.
- Open each match and check its role on its matters.
- Record the check, even when clear.
- Only then move the enquiry to Engaged.
Enforce the last step structurally: add a Conflict check relation to the enquiry and a filtered view of enquiries in Engaged with no cleared check. That view should always be empty. The intake guide shows where this sits in the pipeline.
When to use dedicated conflicts software
Once the party database runs to many thousands of entries, or several offices open matters independently, you need phonetic matching, corporate family data and audit reporting built in. That is the point to buy a dedicated tool, often as part of a practice-management suite. Our guide to conflict of interest checking covers the wider process.
Build it into the CRM
The same Contacts database is the heart of a legal CRM in Notion, which is why keeping it complete pays twice. LawyerOS Pro ships with Contacts, intake and matter relations wired together.
Frequently asked questions
Can I do conflict checks in Notion?
Yes, for solo and small firms. Keep every party in one Contacts database with aliases and related parties recorded, search it before opening each matter, and record each check in a Conflict checks database. Larger firms with many offices usually need dedicated conflicts software.
What should a conflict check record contain?
The date, the names and variants searched, who searched, what was found, the decision (clear, potential conflict, conflict), any waiver or consent obtained, and who made the decision. Your professional rules determine what is required, so check them.
Does Notion search find misspelled names?
Do not rely on it to. Notion's search is built for text matching, not legal conflict searching, so record known variants, former names and trading names as aliases and search each one.
When do I need dedicated conflicts software?
When the party database runs to many thousands of entries, when several offices or practice groups open matters independently, or when you need phonetic matching, corporate family data and audit reports built in.