Contacts

  • Updated

The ORION Contacts Manager offers a quick and easy way to locate information on Clients and their associated Matters. It also gives you the ability to maintain a list of contacts for the Client as well as make minor edits to the Client and Matter information set up through the Client and Matter Input programs.

Contacts Button

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To enter the Contacts Manager, choose the CONTACTS Button from the ORION Desktop Program Group Task Bar. The following screen will appear:

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Use the ↑, ↓, PAGE UP and PAGE DOWN keys or the scroll bar to move through the list to find your Client. You can also begin typing the Client’s name in the File As field and ORION will move the cursor to the first instance it finds matching the letters you typed. The Find (CTRL+F) option will perform a search throughout the entire Client Name and is useful when you are unsure of what the Client Name begins with.

 

Contact Information                                                             

Detail information about the Client is available in both the Detail Panel on the right-hand side of the screen and by double-clicking on the selected Contact record from the Contact Main Grid. Make any necessary edits and click the SAVE Button.

Matters Folder                                                             

To view the Matters of a particular Client, click on the Matters Folder while the Client Name is highlighted in the Contact List. The following screen will appear:

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Options Description
Search

To locate a particular Matter for the specified Client, use the ↑, ↓, PAGE UP and PAGE DOWN keys or the scroll bar to move through the list to find your Matter. You can also begin typing the Matter’s name in the Name field and ORION will move the cursor to the first instance it finds matching the letters you typed.
Matter Info

Double-click on a Matter to see additional information. Make any necessary edits and click the SAVE.

 

Related Contacts Folder                                                             

To view the Related Contacts of a particular Client, click on the Related Folder while the Client Name is highlighted in the Contact List. The following screen will appear:

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Options Description
Search Search To locate a particular Related Contact for the specified Client, use the ↑, ↓, PAGE UP and PAGE DOWN keys or the scroll bar to move through the list to find your Contact. You can also begin typing the Contact’s name in the File As field and ORION will move the cursor to the first instance it finds matching the letters you typed.
Related Contact Info

Double-click on a Related Contact to see additional information. Make any necessary edits and click the SAVE Button.

 

Adding Contacts                                                             

To add a Contact, choose the NEW Button from the Main Toolbar. The following screen will appear:

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Following are details on each of the options found in Contact Setup.

Options Description
Type

Select either Person or Company. Based on the option chosen, certain logic is used when completing the remaining fields.
Name/Title/File As If the Contact is a Person, then simply enter the Contact’s name using their proper name. If the Contact is a Company, then enter the Company’s name. If the Contact is a Person, then the Title field is available for entry. The File As, also known as the Sort Name, will be automatically updated based on the Contact Type and the Name entered.
Type of Contact If the Contact is a Client, then select Client from the pull-down list. The options available in this list are controlled by the System Administrator and whether or not the firm has purchased ORION’s Practice Management system.
Phone/Address/Email Information If this Contact is a Client, many of these fields may be required. After entering the required information, click the SAVE Button.

 

Intake Process                                                             

The Intake Process is an electronic form, separated into stages, by which you tell the system and your accounting department that you want to initiate the establishment of a Contact as a Client and a Case a Matter. Each stage is assigned to either a specific person or group. In some firms, there may be several stages involved in the process of completing information required to open up a new Client. In other firms, there will only be one stage, which is assigned to the file maintenance person to complete.  Once the Contact has been saved, you can initiate the Client Intake Process by selecting the NEW Button from the Contact Toolbar followed by INTAKE AS NEW CLIENT:

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After confirming that you wish to begin the CLIENT INTAKE PROCESS, the following screen will appear (or one similar):

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All fields which have a RED * next to it, are required fields and you will not be able to complete that stage until values are entered into those fields. After completing the information that you are required to enter, mark that section COMPLETED before selecting the OK Button. Once this has been done, the Intake form is passed onto the next person for data entry (or completion).

Once the Client Intake is complete, you can initiate the Matter Intake Process by selecting the NEW button from the Contact Toolbar followed by OPEN MATTER FOR THIS CLIENT.

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After confirming that you wish to begin the MATTER INTAKE PROCESS, the following screen will appear (or one similar):

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All fields which have a RED * next to it, are required fields and you will not be able to complete that stage until values are entered into those fields. After completing the information that you are required to enter, mark that section COMPLETED before selecting the OK Button. Once this has been done, the Intake form is passed onto the next person for data entry (or completion).

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