Basics
Contact management is one of the key aspects of law firm organization. In Lexolution, contacts are more than just addresses.
Contacts are categorized as individuals, organizations, and authorities (e.g., courts). Multiple addresses and communication data can be stored for a contact, allowing you to record the visiting and billing addresses separately, for example.
Create a New Contact
In the views for authorities, organizations, and individuals, you can create a new contact by clicking on New. Before creating a new contact, you must search for the contact name you want to add. This ensures that you don't create an unnecessary duplicate of an existing contact.
If there are multiple contacts with the same name, the columns Debtor Account and Involvements provide a clue as to which is the correct contact to select.
Delete Contacts
You can delete a contact as long as it hasn't been used in Lexolution (e.g., as a case participant or representative). This allows you to correct errors when creating a contact (e.g., duplicates).
Debtor/Creditor Account
You can assign a debtor and/or creditor account to each contact. The assignment can be done automatically or manually.
The input can be restricted to a specific group of users through functional rights.
If a contact is the invoice recipient for a case, a debtor account/person account number can be assigned immediately. The number depends on the chosen account length of your chart of accounts. For example, in an SKR03 chart of accounts, person accounts from 10,000 to 69,999 are available for this purpose.
Relationships
In Lexolution, each contact can be linked to another contact. Individuals can belong to organizations, and organizations can be part of a network. Additionally, representative structures can be recorded.
A relationship is characterized by a relationship type (e.g., network, business partner) and can be supplemented with an individual note. If contacts are linked with the relationship type Network, this network can be displayed and exported as a list or graphic. This makes it very easy and clear to map complex networks of organizations.
Case Participants
By adding a contact to a case, the contact becomes a participant in the case, classified by the type of involvement (e.g., client, opponent, expert). After assigning a contact to a case, you can set a correspondence address and a contact person for this case using the Correspondence Address function, so you always have the correct contact information at hand quickly.
Quick Info
In the Quick Info on the right, you see the address and communication data marked as VCard. You also see the location and employee responsible for contact maintenance at your firm, if this data has been stored.
You can also see the case involvements of the contact and can display the respective cases via the hyperlink.
To write an email, you can directly transfer the email recipient by clicking on the hyperlink in the Quick Info.
CRM Contact Category
For the long-term maintenance of your customer relationships (CRM), you have individual contact categories available. For example, you can categorize your clients and contacts with ABC classifications or into categories like newsletter recipients and seminar participants.
General Data Protection Regulation (GDPR)
You have the option to anonymize contacts according to Art. 17 GDPR. To do this, click the Anonymize button in the views for authorities, organizations, or individuals. Lexolution will then replace the name system-wide with XXX. The anonymization process cannot be undone.
Furthermore, you can provide information about the personal data stored and processed in Lexolution according to Art. 17 GDPR. The Information button is available in the views for authorities, organizations, and individuals. The report must include master data, addresses, communication data, and bank details. Additional data can be selected as needed by checking the boxes in the report.
MCS Selection
In the contact views (authorities/organizations/individuals), the external tool can be accessed in the ribbon via the "MCS Selection" button.
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