This article shows how users can add personal information within Insight Legal using the Client Maintenance Function
The Client Maintenance function allows users to add and maintain information relating to the Clients of the firm. The information contained in Client Maintenance is particular to the Client and not related to any matter that the firm may be dealing with for the Client.
A single record should be held for each Individual Client or Organisation.
- Client Details form the foundation for essential Conflict Searches.
- Information held in Client Maintenance is used in many other areas of the system, including Case Enquiry, Accounting and numerous Reports.
- Client records can be (and usually are) linked to Matter records. The principle is to add each Client to the system, then link them to the matters with which they are associated.
Using this method, you can easily tell which matters you are dealing with for any client as well as which client/s are related to any matter.
Client Maintenance can be found on the Cases menu and within the Maintenance section.
Adding a new Client record
Each Client should have an individual record, so it is advisable to check that the Client you wish to add isn’t already on the system. To do this, type all or part of the Client’s name in to the Client Lookup. If a match is found, the results will be displayed under the name that you have typed.
- If you need to add a client click Add.
- The Ref and Ref Chars fields will be left blank. The Ref Chars field will start to populate when you enter the family name in for an individual or the Name field for an Organisation. The Ref. field will be populated by the system when the client has been saved to the system. If relevant, select an Introducer from the drop-down list of codes.
- The list is configurable by your firm and can be set up and amended from the Introducers section of System Settings.
- A Client Limit can be added by typing an amount in to the field. A Client Limit is similar to a credit limit and allows firms to record a limit per Client (to cover all that Client’s matters) either in addition to or instead of a limit per matter.
- Click the appropriate radio button to specify whether the Client is a Person (i.e. an individual) or an Organisation. The screen will adapt to whichever selection you make and display the relevant fields
To add an Individual as a Client
The first fields to complete are the Title, Given Name and Family Name. The Family Name is the only compulsory field within this section as it is required for the system to automatically generate the reference.
There are additional optional fields for National Insurance Number and Date of Birth, with Gender and Ethnic Origin also being available to select from pre-defined drop-down lists.
Adding addresses:
- To add an address record for the Client, click on the add button in the Address section at the top of the page.
- Alternatively, you can right click anywhere within the Addresses section.
- Click Add.
- A number of fields will appear, ready for completion.
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From the drop-down list in the first field, select the type of address that you are adding. Examples of this are Home Address and Office Address.
- The different types of address stored in this drop-down list can be configured in the Address Types section of the System Settings screen.
- Complete the relevant address fields
- If the Client has a DX address, check the ‘Has DX’ box and fields for entering the DX Number and Location will appear. Complete those fields if necessary.
Adding Contact Details
To add Contact Details for the Client either:
- Click on the Add button at the top of the screen in the contact method section.
- Or right click the Contact Details section and select Add from the menu that appears
- Select the type of contact method that you are adding. Examples of this are Mobile Number or Email Address.
- The different types of contact method stored in this drop-down list can be configured in the Contact Methods section of the System Settings screen.
- Once you have selected your Contact Method enter the telephone number or e-mail address (or other information, as appropriate).
Adding Notes
To add notes relating to this Client either:
- Click on the Add Notes button at the top of the screen.
- Or right click anywhere within the Notes section. From the menu that appears, click Add.
- The ‘Date’ and ‘By’ fields will populate themselves as you save the matter so do not need to be completed. Type your note in the third field and mark it as Critical if necessary.
To add an Organisation as a Client
The only fields to complete are the Name and the VAT Registration Number. The Organisation Name is the only compulsory field within this section as it is required for the system to automatically generate the reference.
To add Addresses or Contact Details to this Organisation follow the same steps as above.
The Conflict Search
Once the Client details have been completed with as much information as you have, you should run the Conflict Search.
To start the search either:
Click on Add Conflict Search at the top of the screen
Or right click anywhere in the Conflict Search section. From the menu that appears, select Add Search.
The screen will populate with the Client details already entered.
If you have further information that you wish to search on, it can be entered here either in the existing fields
If you need more fields, click on the Add Search option at the top of the screen or right clicking and selecting Add Search.
Each time you click Add Search, another set of Client fields will be generated for you to complete
Once you have completed all the Client information that you wish to search on either:
- Click on Run Searches at the top of the screen
- Or right click and select Run Searches.
The system will immediately check whether any matching information is found anywhere within the Insight system. This includes other Client records, other Matters, any Contacts and any fee earner/staff member/firm wide information that is held.
All results will be displayed on the right-hand side of the Results section.
If you are satisfied that there are no genuine Conflicts or other reasons why you should not add the Client to the system, click Accept Results at the top of the screen or alternatively right click and click Accept Searches
Saving the Client record or not
Once you have completed the input relevant information and run the Conflict Search, the client record can be saved.
- To save the record, click the Save button at the top
- The Client reference will then be generated and shown in the Ref field, which is the first visible field on the Client Maintenance screen
If you try to close the record without saving you will be prompted on if you wish to Discard Changes
- Selecting Yes will delete all entered data
- Selecting No will return you to the screen and you can then save
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