Communication Logs Flashcards
When you view the Communications page, you will be provided with two tabs, sorting all of the communications that you have permission to view across all Matters q
Secure Messages: This tab shows all Secure Messages in the account that you are party to or are linked to Matters that you have permission to view, even if the message is between users other than yourself
Logs: The Logs sub-tab will show all recorded email and phone communications linked to Matters that you have permission to view as well as logs not linked to a Matter
Email and Phone Logs
The Logs section is where users can record a log of phone conversations and email correspondences. This is especially useful for support staff that need to record a phone message on a related Matter or client, and attorneys that want to record notes during a consultation call
Emails can also be copied here to maintain records of communications through the timeline of a Matter
The Communications page offers quick filters allowing you to isolate your view to only Phone log, or only Email logs. There are also options to filter by keyword, to choose which columns you want visible in this table, as well as filter based on Matter or whether a time entry is associated
The creation of a Communication log can be initiated from multiple areas that include:
- The main Communications page
- Using the global “Create New” button in the Clio banner
- Within a Contact’s Communications tab
- Within a Matter’s Communications tab
Phone calls aren’t always planned, so being able to utilize the global add button in the blue banner is a valuable too. Regardless of where you are in Clio, it’s always there
In planned situations, the Communications page and Communications tabs within Contacts and Matters have buttons to add Communications
In the “Add Email/Phone Log” windows, the following fields are available to be filled:
Matter: The Matter field will be pre-filled if the communication log is being added from within a Matter. Otherwise, if you do not associate a Matter properly, the communication log will not appear in the Matter’s communication tab-though, it can still be found from the “Logs” area of the main Communications tab
Date: Select the date of the communication, otherwise it will default to today’s date
From & To: These are Contact select fields. Start typing in the Contact or Firm User’s name and select it from the drop-down menu. If you do not associate a Contact properly, the communication will not appear on the Contact’s communication tab. The “To” field is a required field
Subject: The subject of the email or general topic of the phone call. This is a required field
Body: The contents of the email or general notes regarding what was discussed during the phone call. This is a required field
We have discussed that there is an ability to associate time entries with Communication logs. This allows firms to easily record billable (or non-billable) hours for the work spent on communicating with clients, as well as have a better understanding of how much time is being spent on this type of work
To make it easier to track time associated with a phone call, Clio has added a timer function within the phone call log form. This allows staff to start a timer as soon as a call comes in (or is made), and then fill in the details of the call as the conversation takes place
