Associating Multiple Cases with a Client

LegalServer maintains a record for each client (client profile) and for each case (case profile). This allows multiple cases to be associated with a single client profile if an agency wants to maintain data in this manner.

Associating multiple cases with a single client profile is not required by LegalServer. If you do not use the association tools mentioned here, each case will link to a unique client profile.

Viewing Client Profiles

You view a client profile by clicking on a name instead of a case number. In the lists on the Cases tab, for example, each case listing will display both the ID and the client's name. (The option to display names as links can be disabled by a site administrator.)

Client profile pages show the most recent address, gender, and phone information for a client, all cases currently associated with the client, all family members entered for the client, the notes from all associated cases (grouped by case), and all timekeeping entries from the associated cases.

There are some limited configuration options for client profiles on the Admin > Client Profile Settings page. Your role needs the "Edit Client Profile Settings" permission to see that page.

Associating a New Intake with an Existing Client

During the Applicant Conflict Check step of an intake, LegalServer searches for existing records that might match an applicant's name. If you know that the applicant is the same person as someone in the results, you can click the radio button in the far left column next to the appropriate record. This will associate the current intake with that client profile, and will update the client profile based on the new information.

Associate Existing Cases with a Client

Associating existing cases with a client is done from a case profile page. Where the appropriate links will appear depends on the site configuration. A common setup is an "Other Cases" tab that has the following links (possibly only shown after clicking an "Expand" button):

• "Change Client Associated with this Case"
• "Associate Other Cases with This Client"

Clicking the "Change Client Associated with this Case" link will open a search page and display potential matches of the client's name. If the client that should be associated with the current case is found, you can click the radio button next to the appropriate client, then Continue. Note that this will disassociate the "original" client from the case as it associates the "new" client you selected with the case.

Clicking the "Associate Other Cases with This Client" link will open a search page and display potential matches of the client's name. Each result will have a checkbox on the left, allowing you to associate one or more existing cases or matters with the client. Cases that you select to associate with the client will lose any previous associations if you do not also select those cases. If you'd like for selected cases to maintain their previous associations, you can inquire about whether additional beta testers are being sought for a new "client merge on associate" feature (October 2023).

Disassociating a Case from a Client

You can disassociate a case from a client on the client profile page. There is a "Disassociate" link for each case listed in a client profile.

Automatic Association - Copy Case and Quick Case Copy

The "Copy New Case for Client" and "Quick Case Copy" (sometimes called "Quick Client Add") action links on a case will automatically associate the new case created with the existing client. The availability of these links and the exact link labels depends on each site's configuration.

Client IDs and Matter IDs

See the Associating Cases - Client IDs and Person IDs for an example of how associating matters changes the Client ID.