Managing Rolodex Entries

FluentCase provides comprehensive Rolodex management to organize all the people and organizations involved in your cases.

Table of Contents

• What are Rolodex Entries?
• Creating Rolodex Entries
• Deleting a Rolodex Entry
• Rolodex Entry Types
• Viewing Rolodex Entries
• Linking Rolodex Entries to Matters
• Rolodex Entry Search
• Merging Rolodex Entries
• Best Practices

What are Rolodex Entries?

Creating Rolodex Entries

Creating a Rolodex Entry

1. Click Rolodex in the left navigation panel
2. Click New Entry
3. Enter required information:
   • First Name - First name
   • Last Name - Last name
   • People Type - Person or Organization
4. Click New Email to add email address
5. Click New Phone to add phone number
6. Click New Address to add mailing address
7. Click Save

Deleting a Rolodex Entry

Helpful Tip: A contact cannot be deleted if they are a party on any matters. You must remove them from all matters before deleting the entry.

How to Delete

1. Click Rolodex in the left navigation panel
2. Search for Rolodex entry
3. Select Rolodex entry
4. Locate the Delete button located next to the Merge Contact button

Rolodex Entry Types

Person vs. Organization

Person:

• Individual people
• Has first name and last name
• Can have job title and employer

Organization:

• Companies, firms, agencies
• Has organization name
• Can have multiple entries within

Examples of Rolodex Entry People Types

Workers’ Compensation:

• PTP (Primary Treating Physician)
• AME (Agreed Medical Evaluator)
• QME (Qualified Medical Evaluator)
• Insurance Adjuster
• Employer Representative
• Defense Attorney
• Applicant Attorney

Helpful Tip: Use the UAN lookup field to tie a UAN (Unit Account Number) to a company whenever possible. This helps ensure accurate identification of employers and insurance carriers in workers’ compensation cases.

UAN already in use: Each UAN can belong to only one Rolodex entry. In the Uniform Assigned Number list, a UAN that another entry already uses is marked In use by: with a link to that entry. If you save it anyway, FluentCase shows “UAN code already in use by: …” and does not save. If the two entries are duplicates, open one and click Merge Company to combine them (see Merging Rolodex Entries), or delete the duplicate to free the UAN.

Personal Injury:

• Plaintiff
• Defendant
• Medical Provider
• Expert Witness
• Insurance Adjuster

Viewing Rolodex Entries

Helpful Tip: You can view and manage Rolodex entries from outside of a matter by clicking Rolodex in the left navigation panel.

All Rolodex Entries

View all entries in your firm:

1. Click Rolodex in the left navigation panel
2. See complete entry list
3. Search, filter, or sort as needed

Matter Rolodex Entries

View entries for a specific matter:

1. Open a matter
2. Click the Rolodex tab
3. See all entries linked to this matter
4. Organized by role

Rolodex Entry Details

View full entry information:

1. Click on an entry
2. See:
   • Entry information
   • Associated matters
   • Recent activities
   • Documents
   • Messages
   • Notes

The picture at the top of an entry shows a saved image when one is available. For companies with a Website, FluentCase tries to fetch the company’s logo from that domain. When there is no image, the entry shows its initials, or a silhouette icon if no name is available to build initials from.

Editing Personal Details

To add or change details such as Date of Birth, Date of Death, Sex, or Social Security Number:

1. Open the Rolodex entry (from Rolodex, or from Parties in a matter)
2. Click (Edit)
3. Update the field
4. Click Save

Linking Rolodex Entries to Matters

Adding Rolodex Entries to Matters

1. Open a matter
2. Click Parties in the left navigation
3. Click Add Party
4. Search for an existing entry, or add a new contact or company
5. Set the entry’s Party Type for this matter

For the full workflow, see Managing Matter Parties.

Rolodex Entries People Type Examples

Each entry can have a specific role in each matter:

• Client/Applicant - Your client
• Opposing Party - Defendant, respondent
• Opposing Attorney - Defense counsel
• Insurance Adjuster - Claims adjuster
• Medical Provider - Doctor, hospital
• Employer - Current or former employer
• Witness - Fact or expert witness

Removing Rolodex Entries from Matters

1. Open a matter
2. Click Parties
3. Click on the party to detach
4. Click the Detach button
5. The party is immediately removed

Note: This only removes the link; the entry remains in your system.

Rolodex Entry Search

Basic Search

1. Click Rolodex in the left navigation panel
2. Click the search button to search by entered text (as little as 3 characters)
3. Select an alphabet button to search by the letters displayed in the buttons (A-B, C-D, E-F, etc.)
4. Filter by people type as needed

Search Tips

• Minimum characters - Enter at least 3 characters to search
• People type filter - Use the filter to narrow results by entry type
• Partial matches - Search “smith” finds “Smith”, “Smithson”, etc.
• Phone numbers - Search with or without formatting. Enter at least 3 digits from any part of the number; the last four digits work well
• Email domains - Search “@gmail.com” to find all Gmail entries

Merging Rolodex Entries

Best Practices

Data Entry

• Complete information - Fill in all available fields
• Consistent formatting - Use standard phone/address formats
• Verify accuracy - Double-check email addresses and phone numbers
• Add notes - Include helpful context

Organization

• Use tags - Categorize entries consistently
• Link to matters - Always link entries to relevant matters
• Update regularly - Keep entry information current
• Avoid duplicates - Search before creating new entries

Privacy and Security

• Confidential information - Be careful with sensitive data
• Access control - Use permissions appropriately
• Data retention - Follow firm’s retention policies
• GDPR/Privacy - Comply with privacy regulations