Viewing a Contact or Company

To view a contact’s information, simply click on Contacts, click on Search Contacts & Companies, and search for the desired contact. Click anywhere on the line item corresponding to the contact you wish to view, and their contact card will open up in the right panel, on the Contact Details area. Contacts attached to a particular case can also be viewed through the Parties tab of said case.

Contact/Company Details

The left side of the Contact Details area is where all of the general information for that Contact/Company is displayed, such as name, phone number, email address, and so forth. Some fields will only be available for contacts (e.g. social security number) and some only for companies (e.g. date founded).

Note

Any information changed in the Contact or Company Details will always update that contact’s corresponding rolodex entry unless otherwise noted. Changes made here will affect information on all cases the Contact/Company is a Party on.

Contact Details

To add or edit information in this tab, click Edit in the top right corner of the contact card. Once it has been updated, click Save.

Printing Mailing Labels

To print a mailing label, click Print Envelope underneath the primary address, select whether or not you would like a return label, edit the address block if desired, and click Print.

Note

Any information changed in the Contact or Company Details will always update that contact’s corresponding rolodex entry unless otherwise noted. Changes made here will affect information on all cases the Contact/Company is a Party on.

Managing Multiple Addresses, Numbers, & Email

MerusCase supports an infinite number of aliases, addresses, phone numbers, fax numbers, and email addresses for contacts. With this feature, it is necessary to select a Primary address, phone number, fax number, and email address for each contact so that MerusCase knows which data to pull into your firm’s Court Forms & Letter Templates.

To add additional addresses, phone numbers, fax numbers, and email addresses, click Edit then click on the corresponding Add button next to the fields that correspond with the additional contact information you would like to add.

To remove an address, number, or email address, click on the corresponding Remove button.

To set a Primary address or number, click on Mark as Primary next to the appropriate item.

Once a primary has been set (and you’ve clicked Save), it will be indicated by a star on the Contact Details Tab.

Logging Calls via the Contact Card

When viewing a contact, the option to Log Call is present. This button is conveniently located within the Contact’s information as a way to quickly log details as you’re on the phone with that contact.

Note

If Time Tracking is on by default upon clicking Log Call, the time tracker will automatically start. Switch Time Tracking on or off via Accounting Setup. For more information on Time Tracking, view Logging & Editing Time Charges.

Clicking on Log Call will open a popup prompting you to log the call via a new case activity. If you are viewing the Contact from within a case, the case field will be automatically populated with the current case. If you are viewing the Contact from your firm’s rolodex, this field will need to be entered.

By default, the activity tag Telephone Call will be selected.

Cases

The Cases tab allows you to view and/or detach the various cases on which each company or contact is a party. The number bubble next to the Cases tab is an indicator of how many cases the contact is listed as a party on.

As with all filters in MerusCase, there are several different filtering options available in order to help you find a specific attached case:

Case (matter): This searches by the name of the case.

Case Status (Use ‘TO’ to specify a date range): Using Case Status as your filter will allow you to search by status and date.

Party Type (Case Specific): Party Type filters the case list by the party type the contact holds for each individual case.

Staff Responsible: You can search by the initials of someone who is a responsible party on the case.

Visible/Hidden: Filter by whether the Contact/Company is hidden or visible on a case. For additional information on hiding parties on cases, see Hiding Parties.

Employee: When an employee is attached to a company, you can search for their cases through that company’s rolodex card.

Unlink cases from the Contact or Company by clicking on the control column and selecting Remove (as a Party) from Case.

Employment History (Contacts)

The Employment tab contains current and previous employment information for a contact. This information can be added manually or can be generated automatically by linking and unlinking contacts from companies.

Adding Employment History

Manually record historical employment on a contact by clicking New Employment and inputting appropriate company details.

For each entry in Employment History, the Start Date and Company Name are required. When you enter the company name, the Auto-Complete widget will suggest entries from your Rolodex, and will create a new company record if no matching record exists.

Optional fields include the End Date, Title/Position, where you can note their role at a given company, if known, and the Reason for Leaving, where you can enter notes related to why they left the company.

Editing Employment History

To edit the employment history at a certain company, click on the name of the company you want to edit, then change the employment history details. Once your changes have been made, click Save.

Note

Anytime a contact is unlinked from a company, the company will appear as an entry under the contact's Employment tab.

Deleting Employment History

To delete, click on the Control Column (displayed as three little dots) next to the desired line item and select Delete.

Generally, anytime a user deletes an item, a popup message will appear asking for confirmation from the user.

Filtering Employment History

Any table in MerusCase allows for filtering across any of the columns on your screen to provide the user a tailored list within the system. In other words, use the filter to quickly find a specific line item within the table.

Additionally, MerusCase supports the use of multiple filters at once. This means, for example, that a user can search for all open cases within Browse Cases and then apply a second filter to then search for Assigned to Me within those open cases.

To apply multiple filters, enter the first filter then click on the magnifying glass. On click, a drop-down window will appear. Click Add Filter and toggle what to filter by.

Select Always use this column if you wish to always use the same filter type. Many firms find it particularly useful to select this option when filtering for cases, forms, or templates.

Pro-Tip

MerusCase filtering supports Boolean Search and so much more. View our Search and Filter Tricks for more details.

To remove a filter, click on the added filter button (each applied filter appears as a button in the Search/Filter bar). For example, to remove the filter for open cases, click on the button Status: Open within the Search/Filter bar.

Employees (Companies)

The Employees tab contains any current employees for the selected company. This information can be added manually or can be generated automatically by linking contacts to companies.

Clicking on any row within the Employees tab will take you to that contact’s rolodex entry.

Adding an Employee

Add contacts to the list of employees by clicking Add Employee.

Detaching an Employee

To detach an employee from a company, click on the Control Column next to the desired line item and select Detach Employee. A pop-up message will appear asking for confirmation from the user.

Filtering Employees

Any table in MerusCase allows for filtering across any of the columns on your screen to provide the user a tailored list within the system. In other words, use the filter to quickly find a specific line item within the table.

Additionally, MerusCase supports the use of multiple filters at once. This means, for example, that a user can search for all open cases within Browse Cases and then apply a second filter to then search for Assigned to Me within those open cases.

To apply multiple filters, enter the first filter then click on the magnifying glass. On click, a drop-down window will appear. Click Add Filter and toggle what to filter by.

Select Always use this column if you wish to always use the same filter type. Many firms find it particularly useful to select this option when filtering for cases, forms, or templates.

Pro-Tip

MerusCase filtering supports Boolean Search and so much more. View our Search and Filter Tricks for more details.

To remove a filter, click on the added filter button (each applied filter appears as a button in the Search/Filter bar). For example, to remove the filter for open cases, click on the button Status: Open within the Search/Filter bar.

Previous Addresses

The Previous Addresses tab stores all previous addresses for a contact or company.

Adding a New Previous Address

Add previous addresses by clicking Add Previous Address and inputting the appropriate data.

Editing a Previous Address

Edit previous addresses by clicking on one of the addresses and editing the appropriate information. Once all changes have been made, click Save.

Note

Any time a move-out date is set on an address for a contact/company, the address will appear as an entry under the contact's Previous Addresses tab.

Deleting a Previous Address

To delete, click on the Control Column (displayed as three little dots) next to the desired line item and select Delete.

Generally, anytime a user deletes an item, a popup message will appear asking for confirmation from the user.

Filtering Previous Addresses

Any table in MerusCase allows for filtering across any of the columns on your screen to provide the user a tailored list within the system. In other words, use the filter to quickly find a specific line item within the table.

Additionally, MerusCase supports the use of multiple filters at once. This means, for example, that a user can search for all open cases within Browse Cases and then apply a second filter to then search for Assigned to Me within those open cases.

To apply multiple filters, enter the first filter then click on the magnifying glass. On click, a drop-down window will appear. Click Add Filter and toggle what to filter by.

Select Always use this column if you wish to always use the same filter type. Many firms find it particularly useful to select this option when filtering for cases, forms, or templates.

Pro-Tip

MerusCase filtering supports Boolean Search and so much more. View our Search and Filter Tricks for more details.

To remove a filter, click on the added filter button (each applied filter appears as a button in the Search/Filter bar). For example, to remove the filter for open cases, click on the button Status: Open within the Search/Filter bar.

Billing: Cases

If the selected Contact or Company has been assigned as the Bill To Party in a case via Case Details, the Billing: Cases tab will display these cases. This list will provide the date this Bill To party was last invoiced, the cycle he/she is on, delivery method, and next invoice date. All this information is set within the Billing: Setup tab below.

Note

This tab will not display ledger items for a case, but will allow the user to create invoices for the cases displayed.

If the contact or company is not billed on any cases, this tab will display no options.

Pro-Tip

Are you unable to select one of the line-items? Click the Enable All button to make all line-items selectable.

Create Invoices

Quickly create invoices from this interface by selecting a line-item(s) and clicking Create Invoices. Please note that this interface is displaying options to Create Invoices, but the traditional way to create invoices is via the Books section.

Filtering by Case

Any table in MerusCase allows for filtering across any of the columns on your screen to provide the user a tailored list within the system. In other words, use the filter to quickly find a specific line item within the table.

Additionally, MerusCase supports the use of multiple filters at once. This means, for example, that a user can search for all open cases within Browse Cases and then apply a second filter to then search for Assigned to Me within those open cases.

To apply multiple filters, enter the first filter then click on the magnifying glass. On click, a drop-down window will appear. Click Add Filter and toggle what to filter by.

Select Always use this column if you wish to always use the same filter type. Many firms find it particularly useful to select this option when filtering for cases, forms, or templates.

Pro-Tip

MerusCase filtering supports Boolean Search and so much more. View our Search and Filter Tricks for more details.

To remove a filter, click on the added filter button (each applied filter appears as a button in the Search/Filter bar). For example, to remove the filter for open cases, click on the button Status: Open within the Search/Filter bar.

Pro-Tip

Use the filter to create invoices based on a specific case or date range.

Use the QuickFilters above the search bar to automatically fill in filter criteria to only display billable items based on total or invoice period.

Billing: Setup

Set the default billing rates, billing time increment, invoice cycle, preferred method of delivery, and more for a specific contact. By doing so, anytime a new case is created and this contact is assigned as the Bill To party, the rates defined in this tab will be automatically filled in on that case.

Additionally, if a rate or billing time increment has been renegotiated and/or updated by the Bill To party, use this interface to control the rate accross each case this contact is assigned to. For example, if the Attorney Responsible rate is set to $120.00 and is then negotiated to $150.00 or, updating the rate for this contact within this view will prompt the user to either update all or none of the historical case rates. The prompt will have a list of checkboxes for each field in Billing: Setup (e.g. Minimum Invoice Amount), allowing you to select exactly which one(s) you would like to update on every case that this contact is the Bill To party on.

Note: The billing time increment set in the case’s billing info trumps the increment set here in the contact’s billing setup which in turn trumps the increment set in the firm preferences.

If the contact or company is not a billing contact on any cases, this tab will display no options.