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 your clients and potential clients as well as partners, referrers and any other professional relationship you wish to track in the system. Having all of your contacts in one central location 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 as well as collect their contact details. Once you have a contact in Lexicata you will have a whole host of features available to you to communicate with and organize the contact.
Features of the Contact Page
One of the most important aspects of the contact page is to collect their most basic details. These include phone numbers, email addresses, physical addresses, Titles and more.
Tags are customizable labels/keywords that can be applied to any contact with the purpose of grouping and organizing contacts. For example, contacts can be organized by location, profession, source or any other way to segment your contacts you see fit.
The notes feature will allow you to create a note at any given time to track your interactions with the client and store any important notes regarding your relationship with that contact
If you need to set a reminder for yourself to complete a task regarding a certain contact then simply create a task and set a due date to automatically remind yourself via email to complete the task
Provided that you have the contact’s email address, you can send emails directly to the contact via their contact page. If you tend to draft the same emails consistently, you should create email templates for those repeated emails. You will now be able to send those emails without typing, saving both time and energy.
The timeline feature will allow you to easily see which actions have been taken in the past and what events are scheduled regarding the contact. This makes managing multiple contacts easier as there is always a log of what has and hasn’t happened yet.
Custom Fields allow you to collect data in fields that Lexicata does not provide as a default. For example, if you would like to collect the Contact’s driver’s license number, then you can create a contact custom field and enter that value on their contact page.
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 gives the user greater familiarity with the contact.
If a contact shows interest in becoming a potential client for a specific case, then you will want to create a matter for that contact. A matter will allow the user to utilize several other features, including sending intake forms, scheduling appointments and sending out e-signable documents. A contact can have multiple matters, making it easy to manage and track return clients or those that have multiple inquiries.
Editing Contact Information
Basic Contact Info
When you add a contact into Lexicata you will be able to add their basic information while logging them in. However, the only 2 fields that are required are their first and last names. At any given time you can add additional details, such as their Phone Numbers, Address, Company etc. This is all done through the contact’s page.
Similarly, when you create the contact you will have the option to add existing tags to the newly created contact. If you would like to do this at a later time, or need to add additional tags at a later time, then you can add tags to the contact via their contact page.
Custom fields can either be added by the user on the contact page or directly by the contact via an intake form, which greatly reduces the amount of data entry.
Companies and People
Beyond creating people contacts you can also create company contacts. The main difference between person and company contacts is that Company contacts can have multiple people contacts associated with them.
Each company contact requires at least 1 person contact associated with them meaning they cannot exist in isolation.
Creating a company contact is just as easy as a person contact. Simply create a new contact and select the “company” contact type to add a company contact. When doing so you will have the option to add an existing person contact to the company or create a new person contact and associate them with the company contact.
How contacts work with Clio
Contacts can exist between Lexicata and Clio. If you already have a large list of contacts in Clio when setting up Lexicata you can import those contacts into lexicata. This will not only allow you to have the same list of contacts between the two systems, but will avoid duplication later on. When a contact is exported to Clio it will either update the existing contact with any new details, or it will create a new contact if they have yet to be entered in Clio.
This sync between Clio and Lexicata is not automatic and does require that the contact be exported in order for the changes to apply.