2017

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CAAP Guide: Custom Fields

  • Video: Custom Fields

  • Custom Fields: Creating Contact & Matter Custom Fields and Sets

    You can create custom fields for all kinds of information related to your Contacts and Matters, and you can group them into sets so that they can quickly be added to your Contacts and Matters.

    Please Note: Custom fields can only be created by the Account Administrator and they are shared firm-wide.

    Contents

    Individual Custom Fields
    Changing the Ordering of Individual Custom Fields on Matters and Contacts
    Custom Field Sets
    Adding Custom Fields to a Contact or a Matter

    Creating Individual Custom Fields

    To create and manage your Custom Fields, go to the Clio Settings panel and click on "Custom Fields" in the System column. 

    In Clio, Matter and Contact Custom Fields are created separately. To add or manage your Matter Custom Fields, click on the "Matter Custom Fields" tab. Similarly, to add or manage your Contact Custom Fields, click on the "Contact Custom Fields" tab. 

    From the "Individual Fields" sub-tab of either area, click on the "Add" button to create a new Custom Field. 

    Enter a "Name", and select the desired field "Type".  For a breakdown of all available Field Types, click HERE.

    1. Check the "Default" box if you want the field to appear whenever creating or editing a Matter or Contact.
    2. Check the "Required" box if the field must be completed when added to a Matter or Contact form. When making a field Required, we also suggest that you make the field a Default. Fields that are set as Required but are not Defaults, can still be removed from the Matter form.
    3. Click "Save".

    Repeat these steps for all Matter and Contact Custom Fields you want to create. 

    Changing the Ordering of Individual Custom Fields on Matters and Contacts

    You can change the order in which Custom Fields appear in the Matter or Contact form by clicking on the "Modify Order" button from the "Individual Fields" sub-tab of your Matter or Contact Custom Fields.  

    In the "Re-Order Custom Fields" window, drag and drop the fields into the order you would like. 

    At the bottom of the list, make sure you click the "Save Order" button. 

    Creating Matter Custom Field Sets

    You can also create Custom Field Sets which group fields together so you can add them at once to the Matter or Contact form instead of individually. 

    Tip:  You must create your Individual Custom Fields before proceeding with Custom Field Sets.  If you have just added them, refresh your page before continuing.

    To define a Custom Field Set, click on the "Field Sets" sub-tab for either your Matter Custom Fields or Contact Custom Fields then click on the "Add" button.

    Enter a "Name" to help you identify the set then click on "Select some Custom Fields" to chose the individual Custom Fields that should be included in the set.

    Check the "Default" box if you want all of the fields in the set to be added to the Matter or Contact forms (whether or not the individual fields have been set as Default). If you want all of the fields in the set to be Required, you will have to make each of the individual fields included in the set Required.

    Adding Custom Fields to a Contact or a Matter

    When creating or editing a Matter or Contact, your individual Custom Fields or field sets specified as Default will appear automatically on the form. Otherwise, individual Custom Fields and field sets that are not marked as Default can be added by clicking on the "Select to add a custom field" drop down menu.

    Note that a Custom Field cannot be added more than once. If you require duplicate fields, then you will have to create multiple Custom Fields with numbered names.

    The "Select to add a custom field" drop down menu will display your Custom Field Sets first, followed by your individual Custom Fields underneath.

    Once finished selecting your Field Sets or individual fields, input the appropriate information and scroll to the bottom of the page. Click "Update Matter" to save.

  • Custom Fields: Filtering Contacts, Matters, and Billable Clients by a Custom Fields

    You can now filter Contacts, Matters, and Billable Clients by Custom Field, allowing you to quickly find the information you need!

    Contacts

    To filter Contacts by Custom Field, go to the main Contacts page in Clio and select "Filter".

    The Filter option allows you to add Custom Fields to narrow the Search results. To add a Custom Field Filter, click on "Add Custom Field".

    You can then select which field you would like to filter by.

    Once you have selected the appropriate field, another dropdown box will appear with options that are dependent on the field you selected. For example, "Married Prior", which is a Checkbox-style Custom Field, has "Enabled" or "Disabled" as options.

    You can add as many Custom Field filters as you want by clicking on "Add Custom Field" as needed.

    Matters

    Filtering Matters by Custom Field is very similar. Click on the Filter button when viewing your Matters and select "Add Custom Field".

    You can then choose which Matter Custom Fields you would like to filter by. Depending on the type of Custom Field, you will notice different options appear in the second box. You can add as many Custom Field filters as you need by clicking on "Add Custom Field".

    Billable Clients

    When generating bills, you can filter your Billable Clients by Matter Custom Fields. Adding Matter Custom Fields to your filter criteria works in the same way as filtering Matters and Contacts.

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