When a firm has been engaged to represent a new client, a client record should be created in Centerbase to store client-related documents and matters. This article will detail the three procedures to create a new client record as well as certain system settings that can be overridden at the client level.
In order for users to create a client record, they will first need to have the proper record security to create a new contact. For more information on setting user record security, see Manage Users Security Settings (PC Tool). Note that all clients are contacts, but not all contacts will be designated as clients.
A new client record can be created one of two ways.
- By using the "New" button;
- By creating a matter from a Potential New Client (PNC) record, which will automatically create the client; or
- By creating a new matter and choosing a non-client contact as the client.
Creating A Client From The "New" Button
From any page within Centerbase, you can click the New button and choose to create a contact.
This will open your New Contact form. Note that the layout of your form was designed for the specific needs of your firm, so it may differ from the example below. All information that is required by your firm will be designated with an "*" next to the description. If the contact will be a client, the "Is Client" box must be checked.
Once all information has been entered and saved, a new client record has been created and new matters can now be added to the client.
Creating a Client From a PNC
Additionally, a client record can be automatically generated when a new matter is created from a Potential New Client record. From the PNC record, 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 record. Check the Use PNC Name Below box and enter the matter information.
When saved, a new client record will be created as well as a matter for the client.
Creating a Client When Creating a New Matter
If while creating a new matter, a contact that has not previously been designated as a client, is entered as the client, Centerbase will automatically convert the contact into a client by checking the Is Client box.
Once a client record has been created, certain default system settings can be overridden at the client level. By editing the client settings, all of the matters created for the client will inherit that client's settings unless the settings are overridden at the matter level. These settings include, accounting, billing and rate tables.
To access these settings click on the gear located to the right of the Workflow button.
Note that contact records cannot be deleted if the contact is designated as a client with matters associated with it. If the contact record needs to be deleted, the client associated with those matters will have to be changed to a different client before the contact record can be deleted.
Please reach out to firstname.lastname@example.org if you have any questions or want further information regarding creating a new client record.