Matters – Contacts Guide

The Contacts feature helps you easily manage all people and organizations involved in a matter. Whether you’re handling insurers, opposing parties, internal stakeholders, or external experts, Contacts centralizes everything so collaboration stays smooth and organized. ✨

What Are Contacts?

A contact represents any person or company involved in a matter. This can include, for example:

• Insurance company (e.g., Groupama)
• Defending parties (e.g., The Coca-Cola Company, John Smith)
• Law firms, experts, suppliers, clients

Contacts can be:

• Individuals (e.g., John Smith)
• Entities (e.g., The Coca-Cola Company)

They are stored in a centralized repository, making them reusable across all matters. Users can select existing contacts or create new ones directly while working on a matter. ✍

Where to Find Contacts

A dedicated Contacts repository appears in the application alongside Matters and Requests. From this centralized screen, you can:

• View and search all contacts
• Add, edit, deactivate, or delete contacts
• Access structured contact profiles (email, phone, address, company, etc.)
• Check their “last used in matter” information

Adding Contacts to a Matter

1️⃣ Use the New “Contact” Field Type

Matter types now include a new custom field type: Contact. Admins can configure this in the matter type settings to track any stakeholder category needed (e.g., Insurance Company, External Counsel, Claimant, etc.).

• Select one or several contacts for the same field (multi-contact support) ✌
• Only active contacts can be selected
• If a contact is deleted from the repository, it appears as [Former contact] in existing matters

2️⃣ Create Contacts “On the Fly”

While filling a matter, you can create a new contact directly if the right one doesn’t exist yet. The contact is then automatically added to the global repository for future reuse.

Managing Contacts in the Repository

From the Contacts section, you can:

• Create a new contact
• Edit existing contacts
• Deactivate contacts (they remain visible but cannot be selected anymore)
• Delete contacts (they appear as “Former contact” in past matters)

Each contact profile includes structured information such as:

• Email and phone
• Address details
• Associated company
• Flag for Legal Service Provider

Importing & Exporting Contacts

To support onboarding, data cleanup, or migration activities, administrators can use:

• Import of contacts via XLS/XLSX files (Part 1, MVP) ⏫
• Export of contact lists for reporting, auditing, or collaboration

Importing helps create multiple contacts quickly—ideal for enterprise environments with large stakeholder lists.

Key Benefits

• ✨ Centralized information: all matter stakeholders in one place
• ✨ Faster collaboration thanks to standardized and searchable contact data
• ✨ Reduced errors by eliminating duplicate manual entries
• ✨ Better reporting through clear tracking of who is involved in each matter
• ✨ Simplified onboarding with import/export options

Limitations to Know

• Inactive contacts cannot be selected in matter fields
• Deleted contacts still appear in matters but marked as [Former contact]

Tips for Getting the Most Out of Contacts

• ✔️ Keep your contact list clean by deactivating duplicates
• ✔️ Use import when onboarding large teams or complex portfolios
• ✔️ Add a "Contact" field to all relevant matter types for better consistency
• ✔️ Use companies + individuals to clearly distinguish roles and responsibilities

Frequently Asked Questions ❓

Can I assign multiple contacts to one field?

Yes! Fields like "Defending parties" can include multiple individuals or entities. (Part of MVP) ?

What happens if a contact is deleted?

The system keeps the historical reference by marking it as [Former contact] in existing matters.

Can I create a contact while filling a matter?

Absolutely. New contacts can be created directly from the matter form and will be added to the repository automatically.

Can I export my contact list?

Yes. Contact export is available for reporting, audits, or backup.