Getting Started Guide
Welcome to Lexicata! We’re thrilled to have you as a part of the growing Lexicata family. We truly value your loyalty and we’re committed to getting you off to great start.
We’ve found that the best way of learning Lexicata is by “doing”. This step-by-step guide will get you familiar with executing your first matter in Lexicata.We will walk you though: Creating a contact & matter, sending a form, scheduling an appointment, sending an engagement letter, and tracking a lead from newly added to hired in your pipeline.
This guide will only take about 5-10 minutes, start to finish. You’ll need access to your personal email address and a fee agreement or engagement letter which requires a signature.
Add a matter and contact simultaneously using, Quick Intake.
- Click on, Quick Intake (Arrow Icon on the Top Navigation)
Create your first contact as if you just received a lead (via phone, email, or from your website).
For name: Use “John Doe” or “TEST”, to mark the contact as your test account.
Email: Use an email address that you have access to (NOT the email address you used to create the Lexicata account - a personal email is best)
Select, "Contact Type" and "Lead Source"
Create a matter
You can add a new matter type by clicking, “Create New Matter Type”
Example: DUI, Probate, or Personal Injury.
Select the Matter Status “Lead”
Add a Checklist. Select, “Intake Checklist”
Add a checklist to the matter. Checklists are a series of “to-do” items for that particular case. We've added a general ‘intake checklist’ that you can use as an example. You can create and customize Checklists that are more specific to your process later on.
Congratulations! You’ve created your first matter (and added your first contact). You’ll see in the matter page you have three items to complete (these were generated from the Intake Checklist you added during Quick Intake)
We’ll take you through these three items to get you better acquainted with the some primary Lexicata functions.
Send an Intake Form
Usually following an initial phone consultation you’ll send an intake form to gather more information.
We’ve added a “General Intake Form” that you can test out. If you’d like to skip ahead and learn how to create your own intake forms, click here.
From the Matter Page, “John Doe” - Matter Checklist
- “General Intake Form” - Send or Fill out
If you usually send out the form we’d recommend you “Send”. If you usually fill the forms out on the phone or during the consultation, we recommend you “Fill Out”. However, for illustration purposes we'd recommend using "Send".
When you send an Intake form to be filled out by a client you have the option to add a “Due Date”. This will send an automatic reminder to the client that they need to complete the form prior to your consultation. Once you send the form you can have an opportunity to experience filling it out (you did use another email address, right? Check that email and click through to fill it out).
If you chose “Fill It Out”, simply complete the form and click, “Submit”
Schedule an Appointment
Schedule an Initial Consultation for your new lead.
- From the matter page, under "Intake Checklist", "Appointment", click “Schedule”
- Select the date and time as well as the appointment length.
Then select the checkbox, “Send Confirmation Email”
This is the email that your client will receive as the confirmation of their appointment. You can customize as you see fit. Add an attachment (for example: Attach a PDF document containing directions to your office)
You can also elect to set a reminder. This is a reminder email which goes out automatically to the client, days or hours before the appointment time.
Send a Document
Upload an Engagement Agreement or Fee Agreement to send to “John Doe” for e-Signature. Sending out a fee agreement for e-signature is one of the powerful tools Lexicata has available. Making this document available for e-signature converts leads into paying clients even faster.
Try out this functionality by going to your matter page for “John Doe”
Under the checklist item: Document, Click “Upload”
- Choose the number of signers: Select "1"
- Confirm that “John Doe” is the required signer (this should be your email address that is associated with test lead “John Doe”)
- Choose "Send by Email"
- Choose Document (Here you should upload an example engagement letter or fee agreement - just so you can get a feel for what this process looks like), Click "Continue".
Later you will have an opportunity to create document templates to further automate this process. To skip ahead, and learn more about creating and sending documents, click here
From here, Add a signature block where the client should sign and a “Sign Date” block where the date would go. (As a reminder this is being sent to your email so you will have an opportunity to learn what it’s like for your client to be e-signing fee agreements
This is the email that your client will receive. You can customize as you see fit. You can also add a document due date and a reminder as well.
Click, "Send Request".
Check your email to experience what the client will experience when you send out a document via Lexicata. Once that document is signed, you’ll receive notification that the document has been returned.
Changing a matter status will help you keep track of your lead though out the hiring process. Initially, you may add a lead or a potential lead to Lexicata under the status of "Newly Added". Then they may move though the pipeline, though phases such as "Pending Engagement" meaning you're waiting on receiving an engagement letter back or "Consultation Scheduled" - All before they convert and you move them to "Hired" or "Did Not Hire".
Go back to your pipeline where you can see the contact/matter under Newly Added.
- Hover over, "Home". Click, "Dashboard".
Now, move your lead through the different "Intake" phases of the pipeline by dragging and dropping.
If you'd like to change the matter status from Lead to Hired:
To return to the Matter Page, click to open your test matter/contact "John Doe"
- Go to Matter Status, Click to open dropdown. Select "Hired"
Note: The Dashboard/Pipeline will be how you can specifically track your leads throughout the hiring process. We have defined some different phases that usually take place in the hiring process such as Newly Added, Pending Engagement, Consultation Scheduled etc. You should plan to customize your pipeline to best illustrate the different phases in your hiring process. For more information on how to customize your pipeline. If you’d like more information on how to customize your Lexicata pipeline for your workflow, click here.
Hopefully this guide got you familiar with creating and managing a new contact and lead in Lexicata. Keep this lead so that you can test other functions of the platform as you get more advanced.
You can always find more resources in the Lexicata Help Center!
Let us know if we can help with anything, Lexicata Support Team!