General Features

• Single point of reference for all contact and client related information.
• Tabbed form for users to quickly find the details they are looking for.
• Default read-only mode to prevent accidental changes.
• Drop-down menu and navigation buttons to quickly switch between open records.
• Unlimited number of contacts.
• Stores relationships between contacts, companies, employees, etc.
• Centrally stores shared or private contact lists.
• Recurring date reminders (year-ends, tax filing dates, etc.).
• Links to frequently used files.
• Enables mailings by email fax or Word merge.
• Detailed history log of all contact interactions (including correspondence, phone calls, meetings, etc.)

To view screen captures, click on the thumbnails in each section.

Activity Summary

The Activity Summary displays a number of key metrics and navigates quickly to:

• Upcoming recurring dates
• Unbilled WIP
• Newly assigned tasks
• Outlook calendar
• Outlook e-mail import, including management of attachments
• Firm website
• A firm-wide message can be displayed on the Home Page, as can a personal greeting for the user

Contact Information

• Quick reference to contact's key information including name, title, organization, website and default phone, fax, email and addresses.
• Optional identification of contact as Clientware user or client.
• Unique client codes.
• Ownership of client assignable to partner.
• Unlimited number of addresses, phone numbers, fax numbers and email addresses per client/contact.
• Shared addresses and phone numbers such as central switchboard phone number or common mailing address, or non-shared such as home phone.
• Central updating for shared addresses and phone numbers by contacts within the same organization.
• Optional comments for each entry to ensure addresses, phone numbers and emails are used as intended.
• Ability to flag 'out of service' numbers, for easy recognition.
• Addresses and phone numbers have local extensions.
• Phone numbers are automatically formatted and displayed for any country, using firm-specific preferences.

Relationships

Who is related to whom? A major challenge of the modern professional service practice is now solved using unique relationship tracking capabilities.

• Document the complex relationships between clients and other contacts.
• Locate a client's lawyer or spouse; navigate to the parent company of a subsidiary.
• Store information on officers, directors, partners and affiliates of contacts.
• Identify potential conflicts of interest in contacts by viewing all exposed relationships, in organizations or individuals.

Custom Fields

Because each firm's information tracking needs are unique, Clientware provides user-defined contact fields. These "Contact Attributes" store any kind of information such as default charge rate, SIN, GST & PST numbers and industry type.

• Each firm has its own custom attributes to track any type of contact information.
• Common attributes are pre-set.
• The system administrator sets up new fields in seconds.
• New attributes appear immediately in the Contacts screen and are available for use by all contacts.
• Attributes can be used as criteria for searches.
• Attributes can be exported with other contact data.

Recurring Dates

• Users can set up a list of recurring dates for any contact, such as year-end, remittance dates, and annual meetings.
• As a recurring date approaches, the responsible staff person receives a notification on their home page.
• Each contact has an unlimited number of recurring dates and users can specify their own preference for notification lead-time.

Contact Lists

As firms grow, so do their contact lists. Christmas cards, company events, VIP clients, and many more must be updated frequently. Clientware manages all lists within the firm using a single contact database.

• Changes made to contact information are immediately inherited by all lists.
• Contacts can be members of multiple lists.
• Lists can be shared among all users or private to a specific user.
• Users can view and manage the lists of a given contact.
• The Find Contacts feature shows all members of a list, then records correspondence of all or a select group of members. Members can also be added and deleted from this screen.

Messaging

"It's easy to forget who said what to whom and when", is a common problem in large firms. Clientware maintains a unified log of all interactions involving a contact, using Messages and Notes to record these interactions.

• Messages track contact correspondence and include letters, faxes and/or emails sent to or received from the contact.
• Notes track all other contact interactions (e.g. phone calls, meetings, general comments or file notes).
• The Contacts History tab displays a comprehensive list of all Messages and Notes filed under a given contact. Double-clicking on a list item displays the message or note's details.
• Messages and Notes are created anytime, from anywhere within the application.
• Messages and Notes are filed under any number of contacts.
• Notes are linked to tasks so that managers can monitor the progress of staff members.
• Notes are created from time or disbursement charges (or vice versa) so the details of a telephone conversation can be entered into both a time charge note and the client's history.

Word Merges

• Email any number of recipients, and include linked files as message attachments.
• Import emails from MS Outlook and make these emails available to all members of the firm.
• Perform MS Word mail merges with messages using richly formatted text.
• Use messages to keep track of which publications and their versions have been sent out such as brochures, quarterly reports, newsletters, etc.

File Links

File Links provides rapid access to a client's most frequently accessed files.

• Create for any file type or folder including spreadsheets, word-processing documents, tax prep software and web pages.
• Locate files or folders anywhere - a shared network drive, a user's local computer or an internet server.
• Open links with the click of a button.
• Create a link to a contact's main file folder and browse the entire list of files or specify a default location for new files.
• Link files to Messages and Notes for single click access to email file attachments or a meeting's PowerPoint presentation.

Envelopes and Labels

Clientware makes it easy to print envelopes and mailing labels. Templates for any document type (large envelopes, shipping labels, greeting cards, move notices) can be entered directly into Clientware from Microsoft Word.

• Over three dozen merge fields with personalized mailing.
• Many merge fields are pre-formatted to eliminate time spent formatting addresses, salutations, etc.

Contact Search

The Find Contacts screen is a compact, yet powerful pop-up window, available anytime using a toolbar button or keyboard shortcut. Users can perform basic searches to locate any contact.

• Combines contacts with the results of other searches.
• Tag contacts for further examination.
• Save to lists.
• Create messages, notes, envelopes or labels.
• Export to a choice of 6 popular file formats.
• View members of shared or private lists.
• Use advanced searches and include any criteria, combine AND/OR operators and include conditions (Equals, Contains, Between…And, Greater Than or Equal To, Is Null, etc.).
• Name and save searches for easy access in the future. E.g. "Locate clients in Ontario who are not GST exempt, have 2 or more dependents, receive the monthly newsletter, and have an incorporation date later than June 1, 1990 ".
• Share saved searches with other users or make private to a specific user.