Managing Contacts

In this article:

• Editing a Contact
• Closing or Archiving a Contact
• Reopening a Contact
• Running Ledger Reports
• Viewing Contact Communications
• Generating a Vendor Ledger Report

After successfully creating contacts, you can manage, view, edit, and close/archive them. Closed files can also be reopened, if needed. 

Editing a Contact

Once you've created a contact, there will be times you need to update information on the contact's record.

1. In Legal Accounting, navigate to Contacts in the main menu, and select the Contact Manager tab.
2. Use the search bar to find the contact you wish to edit, and click the circled ▶ icon to display the contact.
3. Edit the contact details as needed. Contact Manager provides additional options not available during initial contact creation:

   • Group Members: Add other contacts for split billing.
   • Member Of: View groups the contact belongs to.
   • Other > Change Contact Number: Change or rename the contact number (if it doesn't already exist in the system).
     NOTE:  If Change Contact Number is not available and the firm is using NetDocuments, it might not be enabled or you do not have the necessary permissions to make the change, consult with your Admin.
4. Click Save to save your changes.

Closing or Archiving a Contact

Closing a contact will hide contact information from routine processing and reporting. This is typically used after a file has been fully documented and paid in full.

To do this:

1. Navigate to Contacts in the main menu, and select the Contact Manager tab.
2. Use the search bar to find the contact you wish to close, and click the circled ▶ icon to display the contact.
3. Before closing the contact, ensure the following conditions are met:
   • No assigned open files, including those related to split bills.
   • Not a group contact and/or member of a group contact 
   • If a vendor, no outstanding payables
   • Not assigned as a contact role on any other active contact or file.
   • Not listed as a CC on any active files
   • Not set as a Contact for Billing Address on any file.
4. Click Close Contact in the lower-right corner of the page.
    
5. Choose Yes to the question if you want to close the contact.
6. A pop-up message saying Contact has been closed will be displayed.

Reopening a Contact

Closed (archived) contacts can be reopened if needed.

To do this:

1. Navigate to Contacts in the main menu, and select the Contact Manager tab.
2. From any page within Contact Manager, click Reopen A Contact.
   
3. Use the search bar at the top left to find the contact you wish to reopen, and click the circled ▶ icon. A pop-up displaying the closed contact appears.
4. Click Reopen at the bottom left of the pop-up.
   

Running Ledger Reports

You can also run ledger reports under Contact Manager. 

To do this:

1. Click Contacts and go to Contact Manager.
2. Search for the file under Contact search box then click play.
3. Go to the Ledger tab.
4. Click the down arrow and select the ledger report you want to generate.

Viewing Contact Communications

Invoices and Statements issued and emailed to the client can be found under Communications tab (e.g. Ledes, PDF and text files).

To do this:

1. Click Contacts and go to Contact Manager.
2. Search for the file under Contact search box then click play.
3. Go to the Communications tab.
4. Click on the document to which to view or download.

Generating a Vendor Ledger Report

If a contact is set as a vendor, they will have a Vendor tab to run Vendor Ledger report.

To do this:

1. Click Contacts and go to Contact Manager.
2. Search for the file under Contact search box then click play.
3. Go to the Vendor tab.
4. Click the arrow down icon and select the vendor report you want to generate.