Add, View, and Edit Phone Messages

Any firm user can create a record for a phone message and assign it to a specific user in the firm, while working in any part of the application.

Add a Phone Message

You can add a phone message from any screen in the application or specifically from the Phone Message screen.

To add a phone message while working anywhere within the application:

While working on any screen, click the + icon.
From the drop-down, select Phone Message.
In the Add Phone Message window, enter the details.
Note: All fields marked with a red asterisk (*) are required fields.
Once you have completed all relevant entries, click Save.
The user for whom the message is meant, will receive a notification and can click the Bell icon > Phone Message(s) to view it.

To add a phone message from the phone message screen

From the left navigation panel, click Practice Management.
From the Practice Management menu, click Phone Messages.
From the tabs atop the phone message screen, click Add Phone Messages.
In the Add Phone Message window, enter the details.
Note: All fields marked with a red asterisk (*) are required fields.
Once you have completed all relevant entries, click Save.
The user for whom the message is meant, will receive a notification and can click on the Bell icon > Phone Message(s) to view it.

Date and Time	The date and time defaults to the time when user clicks on Phone Message. You can use the drop-down to change it.
Caller	When you enter any letter, the contact list will display. Choose the caller from the list. If the caller is not in the contact list, you can manually enter the caller’s name. You will get a Warning message: Contact does not exist. Do you want to create this new contact for this phone message? If you click Yes, the caller name will display in the Address Book.
Caller’s Number	Enter the number of the caller for the user to call back.
Message For	From the list of users in the drop-down, select the user for whom you recorded the firm message. The user will receive a notification after the message is saved.
Matter	If this message is related to a matter, enter the matter name. This is not a required field.
Billing Status	If you have entered a matter name, the Billing Status field will display. From the drop-down, you can select from Billable, Non-Billable, No Charge, or Billed.
Subject	Enter the subject of the message.
Message	Enter the message text.

You can view phone messages from a couple of different places in the application.

To view your phone messages from Practice Management:

From the left navigation panel, click Practice Management.
From the Practice Management menu, click Phone Messages.
From the list of messages on the screen, select a message and click on the three dots at the end of the row. Here, you have the option to View Details, Archive, Forward or Delete the message.
From the drop-down, select View Details.
Note: In addition to archiving and forwarding the message, you can use this message details screen to edit the message.
If your message is linked to a matter, learn how to add a timecard to the phone message.

To view a phone message from Contacts:

From the left navigation panel, click Contacts.
From the Contacts menu, click Address Book.
In your address book, under the Type column, the person who called will be listed as Caller.
Click on the three dots at the end of the row and from the drop-down, click View/Edit.
On the panel that opens, scroll down to the Phone Messages section and click on the three dots beside the message. Here, you have the option to View Details, Archive, Forward or Delete the message.
From the drop-down, select View Details.
Note: The message window that opens is read only. You can forward or archive the message but not edit it.

To edit a phone message:

From the left navigation panel, click Practice Management.
From the Practice Management menu, click Phone Messages.
From the list of messages on the screen, select a message and click on the three dots at the end of the row.
From the drop-down, select View Details.
In the lower right corner of the pane, click Edit.

UpdatedSeptember 20, 2024