Exporting Client Information
Contents
About Exporting Client Information Selecting Layouts
Creating/Changing Layouts Removing Layouts
Exporting Client Information
About Exporting Client Information
Selected client fields can be sent to a word processor or spreadsheet using the Export Contact feature. You can choose what information is exported, save your selections as a layout for future use, or use layouts provided by PCLaw.
Since exporting contact information is contained in separate documentation, this document deals only to that part of the Export Contact feature that pertains to clients.
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Selecting Layouts
Fields selected to be exported are saved on a layout. PCLaw provides several layouts for the Export Contact feature. You can use one of these layouts or customize and use your own layout. This procedure describes how to select a layout to use.
Exhibit 1. The Export Contact window that appears when clicking the Export button in Contact Manager
Layout Name: Select the layout from the drop down list to export information from a pre-existing template. The Export Contact feature provides the following templates that will export client information:
• All
• Name & Address
• Phone & E-mail.
An explanation of the layout is displayed in the Description box.
Pull-down menu: File > Contact Manager > Export
Quick Step: Practice Management > Contact Manager > Export
File Format: Select the export application to use from the drop down list. Existing options include:
• WordPerfect 4.2 for WordPerfect
• Word for Windows 6.0 for Microsoft Word
• CSV for spreadsheet applications.
Note: For word processing programs, note that the exported file is not itself a word processor file. It is a file that can be merged into the variable fields in the word processor document to produce form letters, mail labels etc.
For database programs, the exported file is a comma-separated variable (CSV) file that can be read by many database applications. Check your database documentation to see if your database supports CSV files.
Output File: Complete the following information:
Path: Type the destination directory path and folder name or click the Browse button to select the path.
Name: Type the title to give the exported file.
Add: Click to create a new export layout using the Export Contacts - Add Layout Information window. See “Creating/Changing Layouts” on page 2.
Change: Click to modify the layout selected in the Layout Name box using the Export Contact - Change Layout Information window. See “Creating/Changing Layouts” on page 2.
Remove: Click to delete the layout selected in the Layout Name box. See “Removing Layouts” on page 4.
Export: Click to include clients whose information is to be exported using the Export Contacts - Select Contacts window. See “Exporting Contact Information” on page 5.
Close: Click to exit the Export Contacts window and return to the PCLaw desktop.
Creating/Changing Layouts
Client information that appears on the Contact Information and Contact Address tabs of Contact Manager can be exported to a word processor or spreadsheet. In addition, client nickname, client introducing lawyer, and the Is A Major Client and Associated To Major Client settings can also be exported.
If an existing layout does not suit your needs, you can create your own and add the contact fields that you would like to include. To create a layout, you must first be in the Export Contacts window. The process has two steps; setting the layout information on the Layout tab, and choosing the fields to include in the export on the Common, Other and Custom tabs.
Layout Tab
This procedure determines the name of the layout, and what additional information appears on the Export Contacts window when the layout is selected.
Exhibit 2. The Layout tab of the Export Vendors - Add Layout Information window
Pull-down menu: File > Contact Manager > Export > Add/Change > Layout tab
Quick Step: Practice Management > Contact Manager > Export > Add/Change > Layout tab
Name: Type the title for the new layout.
Description: Type a description of the layout.
Initial File Format: Select the default export application to use.
Output File: Complete the following information:
Path: Type the destination directory path and folder name.
Name: Type the title to give the exported file.
Common Tab
Each item listed on this tab corresponds to the box of the same name on the Main tab of Client Manager/
Matter Manager. Fields on this tab can apply to contacts, clients, and vendors.
Exhibit 3. The Common tab of the Export Contacts - Change Layout Information window
1. Check the corresponding box for each item that you want to include when exporting client data.
2. Click OK to display a confirmation prompt:
3. Click Yes to add the layout to the layout name drop down list.
Other Tab
The Client area on this tab pulls its information from Client Manger/Matter Manager. Fields selected in this area correspond to clients only. The Contact and Vendor areas correspond respectively on contacts and vendors, thus has no bearing on the export of client information.
Exhibit 4. The Other tab of the Export Contacts - Change Layout Information window
Pull-down menu: File > Contact Manager > Export > Add/Change > Common tab Quick Step: Practice Management > Contact Manager > Export > Add/Change > Common tab
Pull-down menu: File > Contact Manager > Export > Add/Change > Other tab
Quick Step: Practice Management > Contact Manager > Export > Add/Change > Other tab
1. To export additional information specific to clients, in the Client area, select the requested field.
2. Click OK to display a PCLaw prompt:
3. Click Yes to add the layout to the layout name drop down list. The layout is available for selection for your next client export session.
Custom Tab
Including fields from custom tabs is a two step process. First, select the custom tab that contains the fields you want to include. Next, select the fields.
Exhibit 5. The Custom tab of the Export Contacts - Change Layout Information window
1. Select the custom tab that contains the required field from the drop down list in the Tab column to display in the corresponding Field drop down list all fields for the selected custom tab.
2. Select the requested field.
3. Click OK to display a confirmation prompt:
4. Click Yes to add the layout to the layout name drop down list. The layout is available for selection the next time your export vendor information.
Removing Layouts
If a layout format is no longer required, it can be removed from the system. Once a layout is removed, it cannot be recovered. This procedure is performed in the Export Contact window.
1. Select the layout to be deleted from the drop down list in the Layout Name box.
2. Click Remove to display a PCLaw prompt:
3. Click Yes to remove the layout and return to the Export Contacts window.
Pull-down menu: File > Contact Manager > Export > Add/Change > Custom tab Quick Step: Practice Management > Contact Manager > Export > Add/Change > Custom tab
Pull-down menu: File > Contact Manager > Export > Remove
Quick Step: Practice Management > Contact Manager > Export > Remove
Exporting Contact Information
The procedure for exporting client information begins in the Export Contacts window. Before selecting contacts to export, the Layout Name, File Format, Path, and Name must be selected in the Export Contacts window as shown in “Selecting Layouts” on page 1.
Exhibit 6. The Export Contacts - Select Contacts window that appears when clicking Export in the Export Contacts window
