When a new client comes on board, you need to be able to create a Client Record for them within Centerbase to store their documents, invoices, matters, etc. This article will go through the steps of creating a new Client Record.
"Allowed to Create Contacts" must be checked within the Windows Administration Tool for users who will be creating clients or contacts. Access should generally be set to public to allow everyone in the firm to see the client. See Manage Users (PC Client) for more in-depth user security settings.
*As a note: All clients are contacts, but not all contacts have to be designated as clients. We will get into that later.
A new Client Record can be created one of two ways.
1) Directly from the "New" button
2) By creating a matter from a Potential New Client Record, which will automatically create the client.
Creating A Client From The "New" Button
You will need to make sure that the item is set up in the item manager to show in the New button (Instructions on this can be found in the help center of the Windows Administration Tool)
From any page within Centerbase, you can click the New button and choose to create a contact.
This will bring you to your Contacts Form. Your forms are managed by your "Form Designer" and may look different than the image below.
On the Contact form, you will fill out the desired information ( and any information your firm has deemed required).
If the contact is to be a client, you will want to make sure to click the "Is Client" box.
Hit Save and your client is created. From here you can create a multitude of other items such as Matters, Activities, Bills, Payments, ETC.
Creating a Client From a PNC
Additionally, a client is created when creating a matter from a Potential New Client record.
From the PNC Record, you will click on the Workflow button and choose "Open a Matter"
A dialogue box will appear that will allow you to either search for an existing contact or create one based on the PNC.
Choosing Use PNC will create the client.
*Your dialogue box may look different based on any changes your firm has made to the workflow*
This will open a matter for the PNC and create a Client record based on the information you already have from the PNC.
You can now navigate to either the client or the matter and continue on with your file.
Centerbase allows you to set specific settings that will be inherited by the client's matters unless the settings are specified differently on the matter. These settings include billing, account, rate table settings. Learn about Definitions of Client & Matter Level Billing Settings
To access these settings click on the gear located to the right of the Contact Actions and Workflow buttons.
- If you create a matter and assign your contact as the matter's client, Centerbase will automatically convert the contact into a client by checking the Is Client field off.
- You cannot delete a contact record if it's a Client with matters associated with it. If you wish to delete the record, you have to reassign the matters to different clients before deleting the contact record.