Exporting Contact Information
Contents
About Exporting Contact Information Selecting Layouts
Creating/Changing Layouts Removing Layouts
Exporting Contact Information
About Exporting Contact Information
Contact information 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.
®
Microsoft, Windows, and Word are registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries.
®
WordPerfect is a registered trademark or trademark of Corel Corporation and/or its subsidiaries in Canada, the United States and/or other countries.
Selecting Layouts
The majority of contact information, added and viewed on the Contact Information and Contact Address tabs of Contact Manager, can be exported to a word processor or spreadsheet. Selected information is 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.
Pull-down menu: File > Contact Manager > Export
Quick Step: Practice Management > Contact Manager > Export
Toolbar: Contact Manager > Export
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:
• All
• Name & Address
• Phone & E-mail.
An explanation of the layout is displayed in the Description box.
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. See your WordPerfect or Word documentation for more information using merge files.
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 Contacts - 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 5.
Export: Select the contacts whose information is to be exported using the Export Contacts - Select Contacts window. See “Exporting Contact Information” on page 6.
Close: Click to exit the Export Contacts window and return to the PCLaw desktop.
Creating/Changing Layouts
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 adjacent 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 Contacts Add/Change Layout Information window
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: 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.
Common Tab
Each item listed on this tab corresponds to the box of the same name on the Contact Information and Contact Address tabs of Contact Manager. Fields on this tab can apply to contacts, clients, and vendors.
Pull-down menu: File > Contact Manager > Export > Add/Change > Layout tab Quick Step: Practice Management > Contact Manager > Export > Add/Change > Layout tab Toolbar: Contact Manager > Export > Add/Change > Layout tab
Pull-down menu: File > Contact Manager > Export > Add/Change > Common tab
Quick Step: Practice Management > Contact Manager > Export > Add/Change > Common tab
Toolbar: Contact Manager > Export > Add/Change / Common tab
1. Check the corresponding box for each item that you want to include in the export process for any of contact, client, or vendor.
2. To save the layout, click OK, or click another tab to select additional information to include on the layout.
Other Tab
The Contact area on this tab corresponds to the address on the Address tab that is not marked as the main address. Fields selected in this area correspond to contacts only.
The Client area on this tab pulls its information from Client Manger/Matter Manager. Fields selected in this area correspond to clients only.
The Vendor area on this tab pulls its information from New Vendor/Open Vendor. Fields selected in this area correspond to vendors only.
Exhibit 4. The Other tab of the Export Contacts - Change Layout Information window
1. Check the corresponding boxes in the Contact area to export secondary address information for contacts.
2. Check the corresponding boxes in the Client area, if clients are to be exported, to include additional information specific to clients.
3. Check the corresponding boxes in the Vendor area, if vendors are to be exported, to include additional information specific to vendors.
4. Click OK to display a PCLaw prompt:
5. 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.
Pull-down menu: File > Contact Manager > Export > Add/Change > Other tab
Quick Step: Practice Management > Contact Manager > Export > Add/Change > Other tab
Toolbar: Contact Manager > Export > Add/Change / Other tab
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 PCLaw 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.
Pull-down menu: File > Contact Manager > Export > Add/Change > Custom tab Quick Step: Practice Management > Contact Manager > Export > Add/Change > Custom tab Toolbar: Contact Manager > Export > Add/Change > Custom tab
Pull-down menu: File > Contact Manager > Export > Remove
Quick Step: Practice Management > Contact Manager > Export > Remove
Toolbar: Contact Manager > Export > Remove
Exporting Contact Information
The procedure for exporting contact information starts 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
