The Contact Card is where all of the information for a contact can be viewed and edited. The information in the contact card is divided into four tabs, only one of which is visible at a time; click the heading of the tab you want to access to bring up that tab's information. The four tabs are Main Details, Cases And Related Contacts, Notes And Documents, and Mailing Lists.
Main Details
This tab contains most of the basic information about the contact, in particular how to actually contact them. For individuals, it also contains some personal information. This tab is divided into eight areas for individuals, and seven for organizations. These areas are Contact, Role, Contact Type Details, Addresses, Phone Numbers, Email, Website, and Other Details (for individuals only).
Contact
This area is mainly for the contact's name and a couple of other essential details. It contains different information for organizations than for individuals.
For organizations, there are fields for its name, an alternate name for the organization, its hours of operation, its Employer Identification Number, and its Employer Code.
For individuals, there is a button to select the person's gender, and fields for their last name, first name, middle name, and nickname. There are dropdowns for the person's prefix title (e.g. Dr.) and suffix title (e.g. Esq.). There is also a contact-widget dropdown for the organization that employs the person.
Note: The organization must be in your contacts to be chosen as the employer, although if it is not already there when you click on Organization, there is an "Add New Contact" button available that you can click to create the contact.
Role
This area is somewhat of a catch-all for data that doesn't fit elsewhere in the contact card. It contains a contact-widget dropdown for the individual or organization that referred this contact to you or your firm, a field for any comments you wish to store about the contact, and a list of all the roles this contact has served in at least one of your cases.
Notes: The list of roles is populated automatically by the SmartAdvocate system; you cannot edit it directly. The referrer must be in your contacts to be chosen, but the dropdown includes an "Add New Contact" button that you can click to create the contact if it is not already present.
Contact Type Details
This area is mainly for the contact's type (e.g. attorney, doctor, school, etc.). It also has some information that affects how the SmartAdvocate system handles the contact, and any follow-up information about the contact's type. At minimum, the area has a dropdown for the contact type, a checkbox for whether the contact should be considered active by the system (checked by default), a checkbox for whether the contact card is locked (uneditable by a user unless one of the user permission groups to which that user belongs has been given permission to do so), and a checkbox for whether mail and email should generally not be sent to the contact.
Addresses
This area is for all known physical addresses associated with the contact, both current and prior. It contains a list of addresses in the form of a table, where every row is a separate address, and every column is a separate piece of information about the address. Addresses can be added to this list, edited, and removed from this list. If the contact is an individual employed by some organization, then the organization's addresses will also be automatically shown in this table; however, these cannot be edited or removed.
The columns of the table are the address type (i.e. its purpose to the contact), the street address, spread if necessary over three columns, the city, the county, the ZIP code, the state, whether the address is the contact's primary address, a valid mailing address for the contact, and/or an address still associated with the contact at the current time, and any Comments that have been added to the address. There is also a column for the actions that can be taken on each address.
The action column contains three icons: a green pin, which opens the address in Google Maps in a new tab; a pencil, which opens an Add/Update Address Panel allowing you to edit the associated address; and a red X, which allows you to delete the record (there will be a confirmation message first to prevent accidental deletion). The pencil and X icons will not appear in the rows for addresses belonging to the contact's employing organization.
The Addresses area also has two buttons at the top right. Show Deleted Address brings up a panel with all the addresses that have been deleted from this contact, and Add New Address opens an Add/Update Address Panel allowing you to create a new address record.
Phone Numbers
This area is for all known phone numbers associated with the contact. It contains a list of phone numbers in the form of a table, where every row is a separate number, and every column is a separate piece of information about the number. Phone numbers can be added to this list, edited, and removed from this list. If the contact is an individual employed by some organization, then the organization's phone numbers will also be automatically shown in this table; however, these cannot be edited or removed.
The columns of the table are the phone number type (i.e. its purpose to the contact), the number itself, any extension, whether it can receive text messages, and whether it is the primary phone number for this contact. There is also a column for the actions that can be taken on each phone number.
The action column contains two icons: a pencil, which opens an Add/Update Phone Panel allowing you to edit the associated phone number; and a red X, which allows you to delete the record (there will be a confirmation message first to prevent accidental deletion). The pencil and X icons will not appear in the rows for phone numbers belonging to the contact's employing organization.
The Phone Numbers area also has a button at the top right labeled Add Contact Number that opens an Add/Update Phone Panel allowing you to create a new phone number record.
This area is for all known email addresses associated with the contact. It contains a list of addresses in the form of a table, where every row is a separate address, and every column is a separate piece of information about the address. Email addresses can be added to this list, edited, and removed from this list.
The columns of the table are the email address, a comment about the address, and whether it is the primary email address for this contact. There is also a column for the actions that can be taken on each email address.
The action column contains two icons: a pencil, which opens an Add/Update Email Panel allowing you to edit the associated email address; and a red X, which allows you to delete the record (there will be a confirmation message first to prevent accidental deletion).
The Email area also has a button at the top right labeled Add Email that opens an Add/Update Email Panel allowing you to create a new email address record.
Website
This area is for all known websites associated with the contact. It contains a list of sites in the form of a table, where every row is a separate website, and every column is a separate piece of information about the site. Websites can be added to this list, edited, and removed from this list.
The columns of the table are the website URL and whether it is the primary website for this contact. There is also a column for the actions that can be taken on each website.
The action column contains two icons: a pencil, which opens an Add/Update Website Panel allowing you to edit the associated website; and a red X, which allows you to delete the record (there will be a confirmation message first to prevent accidental deletion).
The Website area also has a button at the top right labeled Add Website that opens the Add/Update Website Panel allowing you to create a new website record.
Other Details
This area, which is only present for individuals, is for miscellaneous personal information about the contact.
If a picture of the contact has been uploaded, it will be displayed in this area. (If not, this space will display a generic blue person icon.) You can upload a picture by clicking Update Avatar, which will allow you to either Browse (search for any file on your computer or network to which you have access), Select an Image from any case to which the contact has been attached.
You can add the contact's social security number (or use a checkbox to indicate the contact does not have a social security number), the country of the contact's citizenship, the contact's date of birth and place of birth, the contact's date of death, the contact's Sub Category (whether Adult, Infant, Incompetent, or Deceased), the contact's EIN, the contact's height and weight, the contact's primary and secondary language, the contact's religion and race, the contact's mother's maiden name, the contact's marital status, marriage date, and marriage location, the contact's spouse's name, the contact's occupation, the contact's driver's license number and the state that issued the license, and an official ID number and the state that issued the ID.
Note: If the Date of Death field is filled in, the contact's Sub Category will automatically be set to Deceased and attempts to change the status will be ignored. If the Date of Birth field is set to less than eighteen years before today's date, the contact's Sub Category will automatically be set to Infant, but you can change that status manually.
Related Cases
This area is for all cases in the SmartAdvocate system in which this contact has some role. It contains a list of cases in the form of a table, where every row is a separate case, and every column is a separate piece of information about the case. This table is generated automatically by the SmartAdvocate system and no record can directly be added to, edited in, or deleted from this table.
The columns of the table are the case's case number, the case's name, this contact's role in the case, the case type, the date of the case's most recent change in status, the case's current status, and the primary attorney handling the case.
Related Contacts
This area is for other contacts in the SmartAdvocate system that share some sort of relationship with this contact. It contains a list of contacts in the form of a table, where every row is a separate contact, and every column is a separate piece of information about the contact. Contacts can be added to this list, edited, and removed from this list.
The columns of the table are the related contact's name, the related contact's relationship to the main contact, and the related contact's physical address, email address, and phone number. There is also a column for the actions that can be taken on each related contact.
The action column contains two icons: a pencil, which opens an Add/Update Related Contact Panel allowing you to edit the associated related contact; and a red X, which allows you to delete the record (there will be a confirmation message first to prevent accidental deletion).
The Related Contacts area also has two buttons at the top left. Add/Link Employee opens an Add/Update Related Contact Panel with "Employee" preselected, and unchangeable, in the relationship field. Link/Add Related Contact opens an Add/Update Related Contact Panel with nothing filled out, allowing you to add any type of related contact. Both allow you to choose from existing contacts or add a new contact.
If an individual contact has an employer listed, that organization will be listed under Related Contacts.
Notes
This area is for notes about the contact. It contains a list of notes in the form of a table, where every row is a separate note, and every column is a separate piece of information about the note. Notes can be added to this list, edited, and removed from this list.
The columns of the table are the date of the note, the name of the staff member who created the note, the text of the note, the type of note it is (which will always be Contacts), and the priority level of the note. There is also a column for the actions that can be taken on each note.
The action column contains two icons: a pencil, which opens the Edit Note Panel allowing you to edit the associated note; and a red X, which allows you to delete the record (there will be a confirmation message first to prevent accidental deletion).
The Notes area also has a button at the top left labeled Add New Note that opens the Edit Note Panel allowing you to create a new note.
If there are any notes in this area, the Notes tab will include the number of notes in parentheses after the word "Notes."
Documents
This area is for documents pertaining to the contact. It contains a list of documents in the form of a table, where every row is a separate document, and every column is a separate piece of information about the document. Documents can be added to this list, viewed, edited, and removed from this list.
The columns of the table are the date the document was created, the name of the document, and any comments about the document. There is also a column for the actions that can be taken on each note.
The action column contains three icons: a piece of paper with a green arrow, which opens the document; a pencil, which opens an Add/Update Document Panel allowing you to edit the associated document; and a red X, which allows you to delete the record (there will be a confirmation message first to prevent accidental deletion).
The Contact Document area also has a button at the top right that opens an Add/Update Document Panel allowing you to upload a new document.
If there are any documents in this area, the Documents tab will include the number of documents in parentheses after the word "Documents."
Mailing Lists
This tab allows you to manage which mailing lists the contact is on. This tab contains two lists of mailing lists in the same table format. One table contains all the mailing lists that have been created in the system to which the contact does not already belong, and the other contains the mailing lists to which the contact does belong.
The columns of each table are a checkbox for selecting that list, the name of the list, and the description of the list.
You can display only a subset of the mailing lists in a table by using the filter row for that table. This can be useful if, for example, you prefix mailing lists by the type of contact that should belong to them (such as "Doctors - Available for Expert Testimony" or "Clients - Settled, Checks Not Received"). In particular, it is useful in conjunction with the "Add All >>" and "<< Remove All" buttons (see below).
To add the contact to a mailing list, click the checkbox for that mailing list, then click the "Add >" button. (You must click the checkbox, or at least somewhere in the cell containing it; clicking elsewhere in the row will do nothing.) You can add the contact to multiple mailing lists at once by clicking each one's checkbox, then clicking the "Add >" button once you have selected the checkboxes for all the mailing lists to which you want to add the contact; alternately, you can move them one at a time by clicking a checkbox, then clicking "Add >," then clicking another checkbox, then clicking "Add >" again, etc., but that would take longer. To remove the contact from a mailing list they are currently on (or one you just added them to), click the checkbox for that mailing list, then click the "< Remove" button. Removing a contact from multiple mailing lists at once works essentially the same way as adding them to multiple mailing lists. To add the contact to all the mailing lists currently visible in the All Mailing Lists table, click the "Add All >>" button. To remove the contact from all the mailing lists currently visible in the Assigned Mailing Lists table, click the "<< Remove All" button. For both of these "All" buttons, you can use the filter row to specify a subset of the lists in the table to be moved. This can be a more efficient way of moving the contact from or to multiple mailing lists than doing so checkbox-by-checkbox. To undo all the changes you have made in this tab since the last time you saved the contact, click the "Undo" button.
Saving
To save any changes you have made to the contact card and close it, click the Save button in the lower right of the contact card screen. To discard changes and close the contact card, click the Cancel button. The Save and Cancel buttons are accessible from any of the four tabs. Note: some changes are saved separately from the Save button and thus cannot be undone by the Cancel button either. These include, but may not be limited to, edits/additions of addresses, phone numbers, email addresses, and websites.