Manage Your Client and Address Book Contacts

The Contacts area allows you to manage your Client, Payee, and Address Book contacts.

Note: For information regarding managing payees, see Manage Your Payees.

Your options include:

• Adding
• Editing
• Deleting
• Associating other parties with clients with your Client and Address Book contacts
• Exporting

Adding a Client

From Contacts

Note: If the contact is a client, the information you add displays in your invoice’s Bill To section.

To add a contact or client from Contacts:

1. From the left navigation panel, click Contacts.
2. From the Contacts menu, you can add a client within the Client or Address Book tabs.
3. From atop either screen, click Add (Client or Contact). Click on the > arrow in the upper left corner of the drawer to expand it.
4. If you are adding a contact from the Client tab,  Type will default to Client; If adding from the address book tab, choose client from the Type drop-down.
   Note: If you add a contact with type Client in the address book area, it will automatically be added to the client tab as well.
5. In the Name field, enter the contact’s name. If the contact is a business, enter the individual who will receive invoices and other transmissions from the software.
6. In the Entity field, enter the company’s name.
7. In the Notes field, enter any notes relative to the contact, if desired.
8. In the Client Identification Number field, enter an identification number such as a driver’s license #.
9. Turn the toggle button on beside Client is an entity, if applicable.
10. Turn the toggle button on beside Active.
11. Complete the Primary Party Info section’s fields.
12. Complete the Phone Numbers section, as desired. If you are using CosmoLex’s text messaging service, make sure to add the contact’s cell number.
13.  Billing Address refers to the address used for integrated payments. If this is identical to the mailing address, turn on the toggle button beside Same as Mailing Address. If it is not, complete the fields.
14. The Custom Fields section can be completed after saving.
15. To add additional parties to the contact card, in the lower right corner, click Add More Parties.
16. Complete the Setup section (Invoice Address and Invoice Email Setup).
17. Once you have completed the desired fields, in the upper right corner, click Save.

When Adding a Matter

1. From the left navigation panel, click Matters.
2. From the toolbar, click Add Matter.
3. Complete client information. Only client name and Client ID are required.  You can always complete additional information later, by editing this contact in the Contacts area.
4. When ready, in the upper right corner, click Save.
   The system saves your contact.

Adding a Non-Client Contact

From Contacts

1. From the left navigation panel, click Contacts.
2. From the Contacts menu, click Address Book. Click on the > arrow in the upper left corner of the drawer to expand it.
3. From the Type drop-down menu, click the contact type.
4. In the Name field, enter the contact’s name. If the contact is a business, enter the individual who will receive invoices and other transmissions from the software.
5. In the Entity field, enter the company’s name.
6. In the Notes field, enter any notes relative to the contact, if desired.
7. In the Client Identification Number field, enter an identification number such as a driver’s license #.
8. Turn the toggle button on beside Client is an entity, if applicable.
9. Turn the toggle button on beside Active.
10. Complete the Address section’s fields.
11. Complete the Primary Party Info section’s fields.
12. Complete the Phone Numbers section, as desired.
13.  Billing Address refers to the address used for integrated payments. If this is identical to the mailing address, turn on the toggle button beside Same as Mailing Address. If it is not, complete the fields.
14. The Custom Fields section can be completed after saving.
15. To add additional parties to the contact card, in the lower right corner, click Add More Parties.
16. Complete the Setup section (Invoice Address and Invoice Email Setup).
17. Once you have completed the desired fields, in the upper right corner, click Save.

Edit a Contact or Client

Note: Users that are restricted using the Ethical Wall feature will not be able to view certain Clients-Matters.

From Contacts

To edit a contact or client from Contacts:

1. From the left navigation panel, click Contacts.
2. From the Contacts left navigation, select Client, Payee, or Address Book if applicable.
3. Double-click the contact, or click on the three dots (kebab icon) and from the drop-down, click Edit.
4. Edit the fields, as needed.
5. In the upper right corner, click Save.
   The system updates your contact.

From Matter Summary

To edit a client from Matter Summary:

1. From the left navigation panel, click Matters.
2. Either double-click the applicable matter, or click on the three dots and from the drop-down, click Edit.
3. Scroll down to lower half of the screen and from the tabs, click Summary.
4. Under the Client Info column, hover over the name of the client.
   To the right of the field, an edit pencil icon displays.
5. Click the edit pencil icon.
6. Make your changes and click Save.
   The system updates your contact.

Add Additional Parties to a Client or Address Book Contact

You can add other parties’ contact information to any contact card. These parties are only for reference or to be chosen as a billing contact for a matter.  If you are looking to add matter relations instead, click here.

To add other parties’ contact information to a client contact:

1. From the left navigation panel, click Contacts.
2. From the tabs under the Contacts left navigation, select Client or Address Book if applicable.
3. On the Client or Contacts screen, take the appropriate action:
   • Add Parties to new Contact
     1. From the left navigation panel, click Contacts.
     2. From the Contacts left navigation, click either Client to add a client or Address Book to add a non-client contact.
        The Add Client or Add Contact screen opens, if applicable, displaying the Values tab.
   • Add Parties to Existing Contact
     1. Double-click the contact, or single-click it to highlight it, and then from the toolbar, click Edit.
        The Edit Client or Edit Contact screen opens, if applicable.
4. In the lower right corner, click Add more Parties.
   The New Party Info section displays.
5. Complete the desired fields.
6. Repeat steps 4 – 5 to add more parties as needed.
7. In the lower right corner, click Save.
   The system saves your additional parties to your contact.