| Contact Management Overview | 
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Contact Management in Tabs3 Software consists of a Contact file and the use of its information in other files within the software. The Contact file is designed to be used as a firm-wide address book that can store up to three (3) addresses, nineteen (19) phone numbers, and three (3) email addresses for each contact. This file provides the ability to track contact information using a lookup file that is shared across all Tabs3 Software applications. Therefore, when contact information is updated in one program, it will be updated in each of the other programs as well.
Contacts can include all of your current clients, vendors, payees, and users, as well as potential clients, expert witnesses, courthouses, judges, opposing attorneys, bail bondsmen, court personnel, government officials, court reporters, private investigators, insurance companies and adjusters, hospitals, doctors, interpreters, media contacts, and more.
How Contacts are Used for Clients - Addresses, phone numbers, and email addresses are stored in the Contact file, not the Client file. In the Client file (Tabs3 Billing and PracticeMaster) or Trust Account file (Trust), you will find two Contact lookup fields: Client Name and Contact Name. These fields are linked from the contact record, allowing you to share address, phone, and email address information for multiple clients and matters.
- Client: The contact selected in the Client Name field determines the available addresses for the client.
- Matter Contact: The contact selected in the Contact Name field determines the available phone numbers and email addresses for the client.
How Contacts are Used for Payees and Vendors - Addresses, phone numbers, and email addresses are stored in the Contact file, not the Payee or Vendor files. In the Payee file (Trust) or Vendor file (AP), you will find Contact lookup fields: Payee Name or Vendor Name. These fields are linked from the contact record, allowing you to share address, phone, and email address information.
- Payee: The contact selected in the Payee Name field determines the available addresses for the payee.
- Vendor: The contact selected in the Vendor Name field determines the available addresses for the vendor.
Individuals vs. Organizations - The Contact file consists of individual and organization contacts.
- Any individual can be associated with an organization by entering the organization's Contact ID in the Organization field. Business information can be updated for all associated contacts by updating the organization.
Merging Contacts - The Merge Contacts program in PracticeMaster can be used to combine duplicate contact records.
Potential Clients - When you are contacted by a potential client, enter the basic contact information into the software using the Contact file. This allows the contact record to be searchable using the Conflict of Interest Search without using a Client ID.
Contacts Become Clients - A contact record can be used to create a new client. In the Client file, add a new client by assigning a new Client ID and selecting the contact as the Client Name.
Tip: You can quickly create a client for an existing contact in the Contacts list using the Create Client link in the Take Action section of the Quick Clicks pane.
Changing Information in the Contact File
The following information is displayed in the Client, Vendor, Payee, or User file, but must be edited in the Contact file.
Statement Addresses - Statements can be sent to clients via mail, email, or both. The address for a client's statement is displayed in a Bill To record.
- By default, each client has one Bill To record that uses the information displayed on the Address tab of the Client file to determine where the client's statement is sent.
- One additional Bill To record can be defined for each matter.
To view a Bill To record, on the Billing Preferences tab of the Client file, double-click or highlight the record and click Edit to open the Bill To Record window. This window displays the address for a client's statement along with additional statement delivery options.
Initials - The initials for users and timekeepers are stored in the Contact file for logon users, or in the User file of System Configuration for non-logon users.
Changing an Address - Address information is stored in the Contact file, with a few exceptions.
- To edit a contact's address, click the blue hyperlink next to the contact field.
- To use a different existing address, use the address selector to display a different address.
Changing a Phone Number or Email Address - Phone number and email address information is stored in the Contact file.
- To edit a contact's phone number or email address, click the blue hyperlink next to the contact field.
- To use a different existing email address, use the email selector to display a different email address.
Changing a Client or Contact Name - When a client's name changes, use the Rename Contact program to change the name in one place and update all instances of the name throughout the Tabs3 Software.
Contact Information Not Stored in the Contact File
There are a few scenarios in which contact information is not stored in the Contact file:
Secure Clients - Information regarding secure clients is stored in the Client file, not the Contact file, in order to preserve the confidentiality of the information. Contact records cannot be made secure because contact information can be seen by all users who have rights to the Contact file.
Matter Mode Clients - A client whose address selector displays Matter is considered to be in "matter mode." Matter mode addresses are stored in the Client file and can be edited. Additional information regarding matter mode can be found in the Matter Mode Help topic.
Single-Use Trust Payee - A check or EFT transaction in Trust made out to a contact who is not in the Contact file can store the address for this single-use payee in the Trust Transaction file.
Miscellaneous Vendors - A check or EFT transaction in AP made out to a miscellaneous vendor can store the address for the vendor in the Invoice file; the default address for miscellaneous vendors, if specified, is stored in the Vendor file.
Tabs3 Connect Email - The email address used for logging into Tabs3 Connect is stored in the User file.
| See also: | Contact Information Window |
| Client File: Address Tab | |
| Bill To Record Window | |
| Renaming a Client | |
| Types of Client Billing Addresses |
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