This ‘How to’ will cover how to create a new matter using the contacts feature in Prevail Version 9.
To view an instructional video of these steps, click the link below.
https://share.synthesia.io/73efed9f-c95d-4afd-976c-cc9e1a9221e1
A matter in Prevail is a case. Just like a hard copy or electronic file on your computer, you'll enter all of your notes, appointments, tasks, documentation, etc., in your client's matter.
To create a matter, you can:
Complete an Intake Questionnaire
Create the client or prospect as a contact and create a matter from there.
Instructions
Follow these instructions to create a Matter from a Contact:
Click New in the Prevail toolbar.
Click Contact.
Complete the required fields, highlighted in yellow.
Note: If there is not an Office/Company/Firm associated with this contact, you can skip that field and only put First and Last name.
Select a Contact Type from the 'Type' dropdown.
Complete any additional fields you would like.
Note: While not required, it is important to put as much information as you have on the contact, especially when you are looking for this information to automate in documents later.Address: Use the 3 lines to input the address for the contact.
Note: If the contact has a physical and mailing address, uncheck the 'Physical same as mailing' checkbox. You will then have 2 places to put a physical address, and a mailing address. This box will be checked by default, giving one option for the address.Enter the Zip Code for the contact.
Note: Inputting the zip code will automate the corresponding city and state.Mailing List: If you would like to add this contact to a mailing list, use the dropdown to select the list you want them to be included in. This dropdown is customizable through the Databank in the Administration menu.
Add communication methods for the contact:
Click Add.
Use the type dropdown to specify if this is an email address, phone number, or web address.
Enter the phone number, email, or web address in the field to the right.Click Save.
Optional: Check the primary checkbox if there is more than one option for this communication type, and you would like one to be the primary. When this box is checked, that email or phone will be listed first with a yellow star.
Optional: Enter any notes you would like for this communication entry
Optional: For phone numbers:
Enter an extension in the field to the right of the number, if applicable.
Check the 'messages' checkbox to send a text to the contact asking for permission to send text messages to this number.
Check the 'International' checkbox if the phone number is outside of the United States.
Click ‘Create Matter/Prospect’ at the top of the Contact window.
Note: A Prospect is a potential client, while a Matter is a case you have already taken.
Complete the following fields in this window.
Prospect Type: Determines matter type
Case Type: Determines Statute of Limitations for the matter, if applicable.
Incident Date: If applicable, will automate to the current date.
Group Security assignment
Optional: Case Manager and Lead Attorney
Group Security
Note: The Security Group determines which users within your firm will have the ability to access the matter, and to what degree.
This list is customizable by administrators.
If anyone can have access to this matter or prospect, select 'Default Group.'
The Branch Office: field will default to the one assigned to the user who is creating the matter. If you have more than one Branch Office, you may change the selection.
After completing these, click one of the two buttons at the top of the window depending on the client type.
Click 'Create Matter' If this contact is a client.
Click 'Create Prospect' if this contact is a potential client or lead.