This section covers how to configure Correspondence Contacts within a Client Organisation. This only needs to be completed if your system uses the Correspondence Management functionality.


Contacts will not be available on the Contacts tab of a case unless they are set up as a Correspondence contact. See below for the steps to do this!

Go to the Correspondence tab within the Client Organisation

 

  1. Go to the Address Book
  2. Find and click on the Client Organisation name
  3. Click on the ‘Correspondence’ tab

 

Add Correspondence Contacts

 

  1. Click on the Contact Category you want to configure

There are four categories of correspondence contacts that can be set up:


Contact Category

Description

Correspondence

These are contacts at the case’s main Client Organisation that receive general information and updates about the case.

Billing Correspondence

These are contacts at the case’s Billing Location that receive invoices and billing information about the case.

Renewal Correspondence

These contacts receive information and updates about the renewal details. 

Renewal contacts do not need to be the main Client on the case. Please see Edit Renewal Client/Billing for more information.

Renewal Billing

These contacts receive renewal invoices and billing information about the case.

Renewal contacts do not need to be the main Client on the case. Please see Edit Renewal Client/Billing for more information.

 

2. Click 'Add'

 

  

3. Enter the following contact information

 

Field

Description

Person

Select the relevant person from the drop down list. 

Note: The person will need to be an existing contact within your Address Book.

Case Country

Select the country that this contact should be available to receive correspondence for. E.g. if GB is selected, the contact will be available for correspondence on GB cases for the client.
 

If a person is a contact for cases in more than one country, users would need to either: 

  • Record the person as a contact for each country separately.

OR

  • Set the country to ‘All’ (Recommended).


Note: It is not currently possible to edit a contact once it has been added. You would need to create a new record or delete the existing entry.

Case Categories

Select the case categories where this contact will need to receive correspondence. E.g. if Patent is selected, correspondence can only be generated for the contact on Patent cases for the client.
 You can set this to ‘All’ if the contact received correspondence across all case categories.

 

4. Click ‘Add’ to save the contact or click ‘Cancel’ to go back