When creating a new Client it’s important to check whether the Client already exists in MatterSphere. Although this may be a new record for this Client, the Client may already exist as a Contact in relation to another Matter. For example, a joint Client record may have been set up for Mr & Mrs Smith and Mr Smith could then ask you to help creating his Will. Mr Smith would already exist in the system as a Contact in respect of the joint Client record and can therefore be selected when creating the new Individual Client record.
To create a new Client, click the New Entry icon on the Matter Centre toolbar and Select New Client.
Person(s) should be selected in the Client Type field and you shouldn’t need to change this for an Individual Client, click Next to continue.
In the Client Search field, enter the Client’s surname in the Client Name field and click Search – Do Not enter the whole name of the Client. If the Enhanced Search tick box is ticked a wildcard search will be performed – this means that any records where the criteria exists anywhere in the Client name will be returned – if this box is not ticked a search will be performed using the Client Search Keys method.
NB: If the Enhanced Search box is ticked the search may take longer and more results may be returned.
The maximum number of results that will be returned for a search is 50, if the Records Returned field shows 50 there may be more than 50 matches – reduce the Max no of records field to 0 (zero) and click Search again to find all matches.
If a Client is found in the search results, click the Select button. You will then be asked if you want to create a Matter for the Client.
Existing Contact, New Client
Although the person you are adding as a new Client may be a first time Client of the firm, we may have written to them in the past on another matter – they may have been an Executor or a relative of another Client. If you notice that the Contact Search icon shows a number, click the Show Me link. This will show the address details, if the address matches that of your Client click the Contact Search link to open Contact Manager and search for the Client. If you find a match, click the Select button to link the Contact to the Client. If the Client isn’t found, click Next to create a new record.
In the Client Name field, enter the names of everyone who makes up the Client e.g. if the Client is a joint Client enter the names of both people, if the Client is a single Client enter one name only. The information entered in this field will form the file name so if you have the full Christian names of the Clients it’s best to enter these rather than just initials. Enter details of the Principal Contact – all fields with a red asterisk are mandatory fields and must be completed before you can save the record.
Click Next and enter any additional details for the main Client e.g. phone number and email if you have them. Click Next again and enter further additional information for the Client.
The fields on this page aren’t mandatory but some of the information feeds into code lookups on some of the documents – if you do know the information, complete as much detail as you can. When all information has been completed, click Next. If you’re creating a joint Client, tick the box to enter details of the second Client. If you’re creating an Individual Client, click Next.
The Search Criteria fields should already be populated with details taken from the Client record – these fields are used when searching for a Client.
Complete the Source of Business field and click Finish. If any of the mandatory fields have been missed a message will be displayed informing you which fields still need to be completed, if all information has been entered the Client number will be created and a message will be displayed asking if you want to continue to create the Matter.
