Intaking a new Client and Matter through the Contacts View

Client and Matter Intakes can be started from within the Contacts View or from within File Maintenance Manager.  This article deals with starting a Client and/or Matter Intake from the Contacts View.  The User can start a Client Intake on an existing Contact record or they may start a Client Intake where no Contact record exists.

STARTING A CLIENT INTAKE ON AN EXISTING CONTACT RECORD

1.     To intake an existing Contact as a Client, highlight the Contact record and double click or click the EDIT Button to display the Contact record:

2.    Click the NEW Button and choose “Intake as New Client.”  Confirm that you want to start a Client Intake Form for the Contact.  The Client Intake form as set up by your firm will appear.  Following is a sample of an Intake Form:

Some information is carried over from the Contact record but you may change it.

3.    Complete the required information in your section of the Intake Form and place a checkmark in the Completed box at the end of your section.  This will pass the Intake Form to the next person in line as defined by your firm.

4.    To open a Matter for the new Client, click on the INTAKE NEW MATTER Button at the bottom right of the Client Intake Form.  The system will return a message that the Client Intake has not been completed and will ask if you want to proceed to open the Matter anyway.  Answer Yes.  A Matter Intake form similar to the following will be displayed:

Complete the required fields in the Matter Intake Form and place a check mark in the Completed box at the bottom of your section.

STARTING A CLIENT INTAKE WHERE NO CONTACT RECORD EXISTS

1.    To start a Client Intake where there is no existing Contact record, access the Contact View and click the NEW Button to add a new Contact.  Make sure the “Type” (Person or Company) is set correctly and change the “Type of Contact” to Client.  At a minimum, complete the Name and File As Name fields.

You may complete the address information in the Contact record and it will flow to the Intake Form or you can wait and complete the address information in the Intake Form and it flows back into the Contact record.

2.    Click the NEW Button and choose “Intake as New Client.”.\ Confirm that you want to start a Client Intake Form for the Contact. The Client Intake Form as set up by your firm will appear.

3.    Complete the required information in your section of the Intake Form and place a check mark in the Completed box at the end of your section.  This will pass the Intake Form to the next person in line as defined by your firm.

4.    To open a Matter for the new Client, click on the INTAKE NEW MATTER Button at the bottom right of the Client Intake Form.  The system will return a message that the Client Intake has not been completed and will ask if you want to proceed to open the Matter anyway.  Answer Yes.  Complete the required fields in the Matter Intake form and place a check mark in the Completed box at the bottom of your section.