Contact Manager Contents About Contact Manager Contact Manager Interface Toolbar Tabs Adding Contacts Printing Labels Security

About Contact Manager Use Contact Manager to maintain contact information in PCLaw. You can add, change, remove and classify contacts and associate them with matters, events, and timekeepers. Documents, e-mails and phone messages can be viewed by contact. Working with contacts outside of Contact Manager, exporting contact information, and the Contact Listing are discussed in separate documents. Contact Manager is the main utility for managing contacts in PCLaw. The feature provides for the creation, maintenance, association, and exporting of contact information. An option also allows you to display client and vendor names and numbers. Use one of the following methods to open Contact Manager: • select Contact Manager on the File pull-down menu. • click the Contact Manager icon on the toolbar • select Contact Manager under the Practice Management group tab of Quick Step.

Contact Manager Interface View all contacts with Contact Manager or select parameters to restrict the contacts displayed.

Exhibit 1. A portion of the Contact Manager displaying contacts, search components and functions buttons.

Search For:

Type the contact information to search for a specific contact according to the column by which the contact list is sorted. After typing in the first character, Contact Manager goes to the first contact that starts with that character in the column that is selected in the Sort By box. Continue to type additional characters to narrow the search.

Sort By:

Select from the drop down list or click the column heading to sort contacts by Name, Firm Name, or Type. If you click the column heading for a non-sortable column, a prompt informs you that column cannot be sorted.

Filters check box: Check to limit contacts displayed in the window according to filters selected in the Advanced Selection window. Filters button:

Click to display the Advanced Selection window:

Exhibit 2. The Advanced Selection window for Contact Manager. This window differs from Advanced Selection windows for specific Contact Manager tabs

Contact Type:

Select the contact type nickname to display only contacts belonging to that contact type.

Last Name:

Type the name to display only contacts with a specific last name.

Lawyer:

Select the lawyer to display only contacts associated to that lawyer.

Matter:

Select the matter nickname to display only contacts associated with that matter.

Start Date:

Select to display only contacts that have been opened or associated with a Calendar event on or after that date.

End Date:

Select to display only contacts opened or associated with a Calendar event on or prior to that date.

Default:

Click to restore the Advanced Selection window to its default settings.

OK:

Click to return to the Contact Manager window.

Contacts:

Check to include unaffiliated contacts on the displayed list.

Clients:

Check to include clients on the displayed list.

Vendors:

Check to include vendors on the displayed list. Note: Some fields and tabs may not be available if Clients and/or Vendors are selected.

New:

Click to create a new contact using the Contact Information window. See “Adding Contacts” on page 7.

Remove:

Click to remove the highlighted contact.

Copy Addr.:

Click to copy the address marked as the contact’s Main Address to the clip board.

Export:

Click to export contact information to a word processor or spreadsheet using the Export Contacts window.

Label:

Click to print labels containing contact information. See “Printing a Label” on page 8.

New Matter:

Click to create a new matter using the new matter window.

Toolbar The toolbar allows for accessing other PCLaw features, help, and to save your work. The toolbar is available on all PCLaw manager utilities. Exhibit 3. The PCLaw Toolbar in Contact Manager

Appt:

Click to open the New Appointment window.

To Do:

Click to open the New To Do window.

Note:

Click to open the New Notes window.

Help:

Click to access PCLaw Help.

Save and Close:

Click to save your work this session and close Contact Manager.

Contact Manager

Page 2

Tabs Tabs in Contact Manager can be grouped into different types. In this section, tabs are discussed under the following headings: • Contact Information • Contact Address • grid tabs - Appointment, Associated Matters, Notes, Calls, Docs, and E-mail tabs • custom tabs • Add tab.... Tabs in Contact Manager can be added, hidden, or rearranged. See “Add Tab...” on page 6.

Contact Information Contact Manager:

Contact Information Tab

The Contact Information tab contains basic information for the contact, including name, contact type, lawyer, phone number, and memos This tab is available to all users who are assigned rights to Contact Manager.

Exhibit 4. The Contact Information tab of Contact Manager

Much of the information that appears on the Contact Information tab is added through the New Contact window. See “Adding Contacts” on page 7. Type(s), Display As, Lawyer, Private: This fields are only available for unaffiliated contacts. These fields are also unavailable if the Clients or Vendors boxes are checked. Business, Home, Bus. Fax, Cell, Other: Click to create a phone message for the contact using the New Phone Call window. The contact name and phone number filled in. Web Page:

Click to view the contact’s web page.

Bus E-mail, Home E-mail: Click to open a compose e-mail window with the contact’s e-mail address filled in automatically.

Contact Address Tab Contact Manager:

Contact Address Tab

Use the Contact Address tab to store both the contact’s main and secondary addresses.

Exhibit 5. The Contact Address tab of Contact Manager

Use As Main Address:Check to specify the Main or Other address as the main address. Note: The Use As Main Address check box is not available if Clients or Vendors is selected. Copy Address:

Click to copy a contact, client, or vendor address to the clipboard using the Copy Address From window. Note: The Main and Other addresses of the source contact, client, or vendor copies to the Main and Other address location respectively for the destination contact. The Use as Main Address check box is enabled according to the selection for the source.

Contact Manager

Page 3

Grid Tabs Grid tabs list individual events and items for the contact in a grid format. The following tabs are categorized as grid tabs and are discussed in this section: • Appointments • Associated Matters • Notes • Calls • Docs • E-mail.

Exhibit 6. An Example of a Grid tab in Contact Manager. The Appointment tab is displayed.

The grid lists items associated with the active contact. None of the grid tabs are available if a vendor is highlighted. Custom grid tabs are not available if a client is highlighted. With all grid tabs, the listed items and the grid appearance itself can be customized. Column Heading: Click a column heading to sort the list by that heading. Click a second time to sort by reverse order. Remove Column: Right click the column heading and select Remove Column to hide that column. Customize Columns: Right click the column headings and select Customize Columns to Add columns using the Customize Columns window. Restore Columns: Right click the column headings and select Restore Columns to return the grid columns to the PCLaw default setting. Item Detail:

View an item in greater detail by resting the cursor above the entry to display an information bubble.

What’s This:

Right click an area and select What’s This to view information on that area.

Change Row Color: Right click a row and select Change Row Color to change the color of each alternating row. Grid Lines:

Right click anywhere in the Contact Manager grid and select Show Internal Grid Lines to display or remove the lines for columns and rows.

Appointments Contact Manager:

Appointments Tab

The Appointments tab displays appointments associated with the contact. To access the Appointments tab, the user must be assigned rights to the Appointment Listing report. Use the Appointments tab to: • view appointments • filter the listing by completion, date range, appointment or location code • add, change or remove appointments • convert appointments to time entries • print an Appointment Listing report.

Contact Manager

Page 4

Associated Matters Contact Manager:

Associated Matters Tab

The Associated Matters tab enables you to work with matters associated to the selected contact. To access the Associated Matters tab, the user must be assigned rights to the List of Clients report. Use the Associated Matters tab to: • list all matters associated with the selected contact • associate a matter to the contact • change information on a matter that is associated with the contact • define the role that the contact has with the matter.

Notes Contact Manager:

Notes Tab

The Notes tab enables you to create or edit notes associated with the selected contact. To access the Notes tab, the user must be assigned rights to Data Entry > New Notes. Use the Notes tab to: • view notes about the contact • filter the list by date range or lawyer • add, change or remove notes • print a Notes Listing report.

Calls Contact Manager:

Calls Tab

The Calls tab displays phone calls and message where the active contact is referenced. To access the Calls tab, the user must be assigned rights to the Appointment Listing report. Use the Calls tab to: • view phone records associated with the contact • filter the list by calls only, completed status, date range, contacts, or users • add calls or change existing calls and messages • print a List of Phone Calls report.

Docs Contact Manager:

Docs Tab

The Docs tab displays documents associated with the contact. To access the Docs tab, the user must be assigned rights to the Document Listing report. Use the Docs tab to: • view, change, or remove documents associated with the contact • e-mail a document • add an existing document to PCLaw • copy a document to another location • view the properties of a document. Note: Although a document is associated with a contact, it still must be linked to a matter.

E-mail Contact Manager:

E-mail Tab

The E-mail tab lists e-mails that are associated with the contact. To access the E-mails tab, the user must be assigned rights to the Document Listing report. Use the E-mails tab to: • view, change, or remove e-mails for the active matter • associate an e-mail with the contact • copy an e-mail to another location • view the properties of an e-mail. Note: Although an E-mail is associated with a contact, it still must be linked to a matter.

Contact Manager

Page 5

Custom Tabs Contact Manager:

Custom Tabs

User defined tabs can be created through the Custom Tabs feature, and added individually to existing contacts, or by default for newly created contacts. For a custom tab to be added automatically to a new contact, select Add This Tab By Default For Clients on the Custom Tab - Layout window of the Custom Tabs feature.

Add Tab... Contact Manager:

Add Tab...

Tabs can be added, hidden, removed, or the tab order changed in Contact Manager. Tabs that can be added include tabs that were previously hidden or removed or custom tabs. Add Tabs:

Click the Add Tabs... tab or right click any tab and select Add Tabs to add a tab using the Add Tabs window:

Exhibit 7. The Add Tabs window that displays when clicking the Add Tabs tab in Contact Manager

Add: Hide Tab:

Click to add the hight lighted tab to Contact Manager.

Right click a tab and select Hide tab to remove a tab from view in Contact Manager. The Contact Information and Contact Address tabs cannot be hidden. Warning: Although hidden tabs are not visible, settings on the tabs are still read and acted upon by PCLaw. For PCLaw not to act upon tab settings, that tab must be removed.

Delete Tab:

Right click a custom tab and select Delete tab to remove that tab. Only custom tabs can be removed. Warning: Removing a tab removes all information on that tab.

Change Tab Order:Left click a tab and drag it to the desired location or right click the tab and select Change Tab Order to change the tab arrangement using the Set Tab Order window:

Exhibit 8. The Set Tab Order window used to move tabs in Contact Manager

OK: Contact Manager

Move Up:

Click to move the highlighted tab higher on the list. Moving the tab higher equates into shifting the tab to the left in Contact Manager.

Move Down:

Click to move the highlighted tab lower on the list. Moving the tab lower equates to shifting the tab to the right in Contact Manager.

Click to change the tab order and return to Contact Manager. Page 6

Adding Contacts Contact Manager:

New button

Contacts can be added by clicking the New button in Contact Manager to open the Contact Information window. Contacts can also be created in Calendar, Matter Manager, Phone Call Manager, or imported through the Outlook Connection. All manager features open the Contact Information window.

Exhibit 9. The Contact Information window for adding new contacts

Title, First, Middle, Last: Type the contact’s name if the contact is a person. Firm Name:

Type the contact’s name if the contact is a firm.

Display As:

Indicate the preferred name to use if the contact has both a person and firm name.

Position:

Type the contact’s position or occupation.

Type(s):

Click to designate the contact type using the Contact Types window.

Lawyer:

Select the timekeeper to associate with the contact.

Conflict:

Click to perform a conflict search on the new contact using the File Conflict List window.

Copy Address:

Click to copy the address of a current contact, client, or vendor using the Copy Address From window.

Main Tab:

Complete the primary address for the contact.

Other Tab:

Complete the secondary address for the contact if applicable.

Use as Main Address: Check to indicate the main address if two addresses are added. Contact:

Type the phone and fax numbers, and web site information for the client.

E-mail:

Type the business and home e-mail addresses.

Memos:

Type any additional notes about the contact. Note: Contact memos appear on the Contact Information tab of Contact Manager and on the Contacts tab of Matter Manager if the contact is associated with a matter

OK:

Contact Manager

Click to create the contact and return to Contact Manager.

Page 7

Printing a Label Contact Manager:

Label button

Contact information can be printed on a label format provided by PCLaw or on a custom label you design yourself using Template Editor. Multiple copies of a label can be printed. Labels can be produced for all contacts, specific contacts, contacts associated to a specific matter, client or vendor, or contacts belonging to a certain contact type. Restricted vendor and client information can also be printed on a contact label.

Exhibit 10. The Contact Label Template Selection window that displays when clicking the Label button in Contact Manager

Template:

Select the contact label template.

# of Copies:

Type the quantity you want for each label.

Printer:

Change the page setup or destination printer from the current default label printer.

OK:

Click to display the Labels - Select Contact window:

Exhibit 11. The Label - Select Contact window for filtering contact labels by specified parameters

Contact:

Click to select contacts using the Contact Selection window.

Matter:

Select the matter nickname to print labels for contacts associated to that matter.

Client:

Select the client nickname to print labels for contacts associated to that client’s matters.

Lawyer:

Select the lawyer nickname to print labels for contacts associated to all matters for that responsible lawyer.

Contact Type:

Click to select from the Contact Types window, the contact type to print labels for contacts assigned to that type.

Name:

Type the text to print labels for contacts with a matching last name.

Firm Name:

Type the text to print labels for contacts with a matching firm name.

Position:

Type the text to print labels for contacts with a matching position.

City:

Type the text to print tables for contacts with a matching city.

State, Province:

Type the text to print labels for contacts with a matching state or province.

Contacts:

Check to include unaffiliated contacts in the print group.

Clients:

Check to include clients in the print group.

Vendors:

Check to include vendors in the print group.

Adv. Search:

Search contacts using the customizable parameters of the Advanced Search window.

OK:

Click to print the selected labels.

Warning: The Contact, Matter, Client, Lawyer, and Contact Type parameters apply to contacts only, and do not affect the choice of client or vendor labels produced.

Contact Manager

Page 8

Security Contact Manager contains tabs and function buttons, any of which can be made unavailable if rights are restricted to the user’s group. Items not listed do not require individual security settings. Advanced Security refers to the Advanced button on the Security > Users tab. Tab or Buttons

Corresponding Report

Contact Information tab

Data Entry > Contact Manager

Phone buttons Contact Address tab

Data Entry > Phone Calls - and - Data Entry > Phone Messages Data Entry > Contact Manager

Associated Clients tab

Reports > Client > List of Clients

Appointments tab

Reports > Appointment Listing

New button

Data Entry > Appointment Sheet

Change button

Advanced Security > Calendar tab > Modify Access

Remove button

Advanced Security > Calendar tab > Modify Access

Notes tab

Data Entry > New Notes

Calls tab

Reports > Appointment Listing

New button Change button Documents tab

Data Entry > New Phone Call Data Entry > New Phone Call Reports > Document Listing

Add Doc

File > New Document

Properties

File > Open Document

E-mail tab

File > Document Manager - and - Reports > Document Listing

Add Doc

File > New Document

Properties

File > Open Document

Exhibit 12. Table listing Contact Manager tabs and buttons and the PCLaw features required to access them

Contact Manager

Page 9