Exporting Contact Information

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1 Contents About Exporting Contact Information Selecting Layouts Creating/Changing Layouts Removing Layouts Exporting Contact Information 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 File > Contact Manager > Export Practice Management > Contact Manager > Export Contact Manager > Export 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. Exhibit 1. The Export Contact window that appears when clicking the Export button in Contact Manager

2 Layout 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 & . 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. 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. Exporting Contact Information Page 2

3 Layout Tab File > Contact Manager > Export > Add/Change > Layout tab Practice Management > Contact Manager > Export > Add/Change > Layout tab Contact Manager > Export > Add/Change > 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 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. Type the title to give the exported file. Common Tab File > Contact Manager > Export > Add/Change > Common tab Practice Management > Contact Manager > Export > Add/Change > Common tab Contact Manager > Export > Add/Change / 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. Exhibit 3. The Common tab of the Export Contacts - Add/Change Layout Information window Exporting Contact Information Page 3

4 Other 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. File > Contact Manager > Export > Add/Change > Other tab Practice Management > Contact Manager > Export > Add/Change > Other tab Contact Manager > Export > Add/Change / 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. Exporting Contact Information Page 4

5 Custom Tab File > Contact Manager > Export > Add/Change > Custom tab Practice Management > Contact Manager > Export > Add/Change > Custom tab Contact Manager > Export > Add/Change > 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 File > Contact Manager > Export > Remove Practice Management > Contact Manager > Export > Remove Contact Manager > Export > Remove 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 confirmation prompt: 3. Click Yes to remove the layout and return to the Export Contacts window. Exporting Contact Information Page 5

6 Exporting Contact Information File > Contact Manager > Export > Export Practice Management > Contact Manager > Export > Export Contact Manager > Export > Export 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 Contact: Click to export information for a specific contact or group or contacts using the Contact Selection window. Matter: Select the matter nickname to export information for contacts associated with a specific matter. Client: Select the client nickname to export information for contacts associated with matters belonging to a specific client. Lawyer: Select the lawyer nickname to export information for contacts associated with a specific lawyer. Private: Check to export information on the Contact Information tab marked as private. Type the name to export information for contacts that match a specific person. Firm Type the name to export information for contacts that match a specific company. Position: Type the title to export information for contacts occupying a specific position. City, State, Province: Type the place name to export information for all contacts from a specific location. Select From: Check one or more of the following: Contacts: Include contact information in the export process. Clients: Include client information in the export process. Vendors: Include vendor information in the export process. OK: Click to perform the export. The file specified in the Export Contacts window is created or appended with the information that meets the selected criteria. Exporting Contact Information Page 6

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