Customizing your account settings allows you to tailor your Lexicata account to your existing workflows to create the most seamless process possible. In this section we'll break down each customizable feature, give you some suggestions on how to exercise this functionality, and best practices for customizations.
This article covers customization of:
1.) Account Settings, Step-By-Step
- Lead Source, Tags, Contact Types
- Matter Types, Locations, Matter Status
4.) Full Account Settings Video Tutorial
5.) Best Practices for Customizations
To Access your Account Settings: Click the "Gear" icon on the top navigation
Letterhead: If you haven't already added a letterhead you can do so by going to:
- Access Account Settings (Gear Icon)
- Click, "Law Firm" (located on the left side menu)
- Click "Edit Letterhead"
- Customize your letterhead with your logo and firm information.
Contacts: Customize "Lead Sources", "Tags", and "Contact Types
- Access Account Settings (Gear icon)
- Click, "Contacts" (located on the left side menu)
- Click, "New Lead Source", "New Tag", or "New Contact Type"
Lead Sources: Lead Sources are used to annotate how the the client found you. The lead source could be a referral partner, advertisement, or another attorney who frequently sends clients your way.
Tags: Tags are used to sort your contacts in Lexicata. There are a number of conventions for using Tags in Lexicata but here are a few ideas:
- Tag your clients with the area of law or type of matter they contacted you about
- Tag your attorney contacts with their practice area, or tag other professional relationships with their job description e.g. "Banker" or "Accountant," etc.
- Tag people you meet at an event with the name of the event
- Tag members of a church or other organization with the name of that organization
Contact Types: Contact types are used to break down your pipeline and move leads through different phases in the process. That said, we have seen a ton of new and creative ways law firms are customizing their contact types (Example: Add a contact type for each phase of the retention process as well as each different practice area, if there are multiple users you can breakdown by phase and attorney)
Matters: Customize "Matter Types", "Locations" and "Matter Status"
- Access Account Settings (Gear Icon)
- Click, "Matters" (located on the left side menu)
- Click, "New Matter Type", "Locations", or "Matter Status"
Matter Types: You'll want to customize the matter types to reflect your practice areas and the sub-categories of your practice. As an example if your practice area is family law and probate, you might have custom matter types, "Probate" and "Family", or you may go even deeper to say "Divorce - No Kids" "Divorce - Kids" etc.
Locations: If you work in different areas or with different counties, you may want to add some custom locations. Example: If your primary area is Los Angeles but you take cases in some suburbs outside of the city (who use a different court system), you might include "Los Angeles", "Malibu", and "Long Beach".
Matter Statuses: Matter Statuses are used to track where a particular matter is in your pipeline. Lexicata uses three main statuses, "Lead", "Hired" and "Did Not Hire", from here you can add in different phases within these statuses. For example with in hired you may want to create a custom matter status of "Court Appearance Scheduled" etc.
Video Tutorial: Customizing Account Settings
- What are your practice areas? Are they broad? Is it important to look at granularity within the practice area? (i.e Family Law or Divorce, Divorce/Custody, Guardianship)
- What are your top lead sources (i.e where do your clients come from)
- When I communicate in bulk, or when I want to report, how do I group my clients (i.e I like to send an email wishing my clients happy birthday during their birthday month, I want to be able to send messages to all of the clients who I referred out to Jim Jones)
- What are the different stages of my workflow. Which stages are importing for my tracking my clients during the engagement process
When you've defined these questions it helps with structuring the customizations in your account settings. Customize as much as possible, without being irrelevant (vague, we know. but as we've said before, no two accounts are ever structured the exact same because no two processes are identical)
- If you need additional support deciding whats important for your firm, don't be shy to reach out. This is an important part of the process, we're happy to help!
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