Properly assigning the right Contact Class is an essential step to maintaining an organized and efficient database. It reduces duplication, simplifies searches, and prevents confusion when connecting contacts to specific matters. This guide will walk you through the steps needed to assign the correct Contact Class effectively.
Before we get started, here’s why assigning the correct Contact Class is so important:
Eliminates Duplicates: Ensures similar contacts are grouped correctly.
Improves Searchability: Makes it easier to find and sort contacts by category.
Prevents Confusion: Provides clarity when associating contacts with specific matters.
A clear and accurate Contact Class helps streamline your workflow, saving you time and effort.
1. Understand the Basics
When assigning a Contact Class, you are categorizing a contact based on their "role in life," not their role in a specific matter. This classification represents what someone or an organization predominantly does outside of any specific casework. Think of it as their professional identity.
For individuals:
Look at the person’s business card (if available). Assign their professional role such as Accountant, Engineer, or Attorney.
If they don’t have a professional role (e.g., a family member or personal acquaintance), assign them the class Individual.
For organizations:
Identify their type of entity. Examples include:
Business
Law Firm
Government Agency
Any other relevant category that reflects the organization’s purpose or function.
Note: The Contact Class is not where you set someone's role in a specific matter. That happens within the Matter itself.
2. Assigning a Contact Class in a New Contact Record
When creating a new Contact Record:
Enter the basic details of the individual or organization.
Look at their professional role or organizational function.
Assign the correct Contact Class based on the guidelines mentioned above.
3. Handling a Contact's Role in a Specific Matter
Don’t confuse someone's Contact Class with their Matter-specific role. Roles such as Attorney for Claimant, Client, or Witness are always selected from within the Matter and not within the Contact record itself.
Additionally, Party Types like Plaintiff, Defendant, or Third-Party Plaintiff are also selected directly within the Matter setup. These represent the Matter Role or Relate Class for that context.
4. Correcting an Incorrect Contact Class
Mistakes happen. If you discover a contact record with the wrong Class:
Fix It If You Can: If you have editing access to the contact record, update the Class immediately.
Request Assistance: If you don’t have access to edit the contact, ask for help from an assistant, paralegal, or a Power User who can make the correction for you.
If you have any questions or run into issues with assigning a Contact Class, don’t hesitate to reach out to the Sophus Support Team at SR@sophusconsulting.com. We’re here to help you maintain clean, organized, and efficient contact records.
By following these steps, you can ensure your database stays tidy, user-friendly, and prepared for seamless integration into matter-specific workflows. Remember, the key to efficient contact management lies in proper categorization.