Contacts are the building blocks of any CRM. By adding contacts into Lexicata you will be able to manage all your relationships and interactions with clients and potential clients, as well as partners, referrers and any other professionals in your network.
Having all of your contacts in one central database allows for better management, organization and communication, with the goal of ultimately improving your relationships and improving your firm as a result.
Lexicata allows you to add as many contacts to the system as you would like. Each contact will have its own page with contact info, notes, emails, and tasks. Once you have created a contact in Lexicata, you will have a whole host of features available to keep track of the person and communicate with them.
Sections of the Contact Page
Below is a summary of each of the main sections within the contact page:
One of the most important aspects of the contact page is the contact details section. This is the entire left sidebar of the contact page. It includes all the basic contact info such as phone numbers, email addresses, and physical addresses, plus the lead source, contact type, tags, custom fields, job titles, company relationships, and more.
Tags are customizable labels/keywords that can be applied to any contact with the purpose of grouping and organizing contacts into lists. For example, contacts can be tagged by location, profession, source, type of law, interests, relationships, or any other way you see fit.
Tags are also commonly used to refine the Contact Type parameter. For instance, if you had a contact type of "Lawyer," you might use tags to indicate each lawyer's primary practice area (Personal Injury, Family, Estate Planning, Business, etc.)
You can add existing tags or even create new ones directly from the contact page.
Custom Fields allow you to customize the data you want to collect in order to make Lexicata fit more closely with the way your practice works. They are additional pieces of information beyond just the fields Lexicata provides by default.
For example, if you would like to track your contacts' birthdays, marital statuses, or any other important information, you can create a contact custom field and input the information on someone's contact page.
Learn more about how to create and manage custom fields in our Custom Fields Feature Guide.
The Social Media plugin will automatically search for and pull in the contact’s social media accounts and profile picture, based on their primary email address. This feature helps provide more familiarity with your contacts and also helps you build your social media following.
The data is pulled in from a third party system called ClearBit. Unfortunately, the accuracy or reliability of the data cannot be guaranteed. In some circumstances, no social media data will be found because all of the major social networks have stopped openly sharing their data with third parties in recent years.
If a contact shows interest in becoming a potential client or has inquired about a legal matter, then you will want to create a matter for that contact.
Most of the core functionality in Lexicata such as sending intake forms, scheduling appointments, and sending out e-signable documents require you to create a matter in the system.
Any contact can have multiple matters associated with it, making it easy to manage and track all of your current, past, or potential clients, including those who may have multiple inquiries or issues over time.
You can learn more about matters in these Matter Feature Guides.
Tasks function like a virtual to-do list. They can have due dates and automatic email reminders. They can also be managed from the Agenda page. If you need to set a reminder for yourself to complete an action regarding a contact, such as following up at a certain time in the future, tasks are the perfect tool.
Learn more in our Tasks Feature Guide.
The notes feature allows you to quickly jot down information about a contact and save it under their contact page. Notes are typically used to keep track of interactions you've had, such as meetings or phone calls, and also to share any important details with other users at your firm, since the notes are shared and viewable by all users in the account.
Also, keep in mind that there are two different types of notes - matter notes and contact notes - depending on where the notes are saved and what they are regarding. Learn more in our Notes Feature Guide.
Provided that you have the contact’s email address, you can send emails directly to the contact via their contact page in Lexicata. Any emails you have sent out via Lexicata will also be saved in the contact page so everyone at your firm has a record of past email correspondence with the contact.
If you tend to draft the same types of emails consistently, you can also create reusable email templates to save time. The email templates enable you to draft and send out those emails without typing. It just takes a couple of clicks to draft and send.
The timeline feature will allow you to easily see which actions have occurred regarding a contact in the past, as well as what events are scheduled in the future. The timeline feed includes activities such as emails that were sent, notes that were added, tasks that are due in the future, and more.
Updating Contact Information
You will want to get in the habit of keeping your contacts up to date. Here's an explanation of how to update contact information for all your contacts.
Editing Contact Details
When you add a contact into Lexicata, the only required fields are first and last name for a person, and company name for a company. You can update their name or any other information later on by using the Edit Contact form.
Adding Emails, Phone Numbers, Addresses, & Companies
At any time you can quickly add additional details to your contacts, such as Emails, Phone Numbers, Addresses, Companies, etc. This is all done through the contact’s page by clicking one of the "Add" links under the Contact Details section.
Adding or Removing Tags
When you create the contact you will have the option to add existing tags to the newly created contact. If you would like to update these tags later on, or if you need to add additional tags or remove tags, you can do this via their contact page by clicking the "Edit Tags" link.
Adding or Removing Custom Fields
Custom fields can be added by a user from the contact page by clicking the "Add custom field" link. They can also be added directly by your contacts themselves when they submit an online intake form, which helps reduce the amount of data entry required to update contacts in Lexicata.
If you need to remove custom fields from a contact, you can do so from the Edit Contact form.
Companies vs. People Contacts
A company contact still has all of the primary contact details such as name, contact type, lead source, tags, emails, phone numbers, addresses, and custom fields. But the main difference between person and company contacts is that Company contacts can also have multiple people contacts associated with them. In fact, Lexicata currently requires all company contacts to have at least one related person contact.
When to use companies
Sometimes you may represent a company as a client instead of an individual, in which case you can create a company contact and assign it as the client for a matter.
Companies can also be used to group people together, since each person will be related to the company contact and displayed on the company's page. That way, you can track all the important people at a particular company along with their job title.
Creating companies and linking them to people
Creating a company contact is just as easy as a person contact. Simply create a new contact and select “company” to add a company contact. When doing so you will have the option to add an existing person contact to the company.
Alternatively, you can navigate to any person's contact page and click the "Add company" link to add the person to a new or existing company.
How contacts work with Clio
Contacts can be synced between Lexicata and Clio. This will not only allow you to have the same list of contacts between the two systems, but will also help avoid possible duplication later on.
If you already have a large list of contacts in Clio when setting up Lexicata, it is recommended that you import those contacts into Lexicata using a spreadsheet, including the Clio ID of each one so that our system knows which Clio contact corresponds to which Lexicata contact. See this video for a more in-depth overview.
When a contact is exported to Clio it will either update an existing contact with any new information, or it will create a new contact in Clio if the contact has not already been synced with the contact in Lexicata.
Keep in mind that this syncing between Clio and Lexicata is not automatic, so any changes you make will need to be update by re-exporting in order for the changes to apply.
Learn more in our Clio Feature Guide.
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