Create a new contact

1. Select New Contact from the Smokeball tab in the Desktop App.
   
2. Select whether the contact is for a Person or a Firm/Business/Organisation. The information you need to fill in changes according to what is selected here.
   • Note: you cannot change the type (Person or Organisation) once the contact has been created.
     
3. Enter information into each field as best you can.
4. Select Advanced view to open the contact card, and fill in the Additional details tab (for individuals) and VOI/Execution Details tab for this contact.
   Additional Details

   Additional details is where you can add in all other required information for your contacts including:

   • Birth Name
   • Previous Names
   • Marital Status
   • Occupation
   • Special Needs
   • Birth Details
     • Date
     • Place
     • Country
   • Death Details
     • Date
     • Place
     • Country
   • Identification Numbers
     • Driving Licence Number
     • National Insurance Number
   • Citizenship & Nationality Details
     • Country of Citizenship
     • Nationality
     • Language of Interpreter
   • Passport Details
     • Passport Number
     • Issue Date
     • Issuing Country
     • Issuing Authority
     • Expiry Date
   • Bank Details
     • Account Name
     • Bank
     • Sort Code
     • Account Number

   VOI/Execution Details

   The VOI/Execution Details tab allows you to enter information about VOI, and the Execution type required when signing document.

   VOI Details

   You can enter the individual's verification of identity (VOI) details through this tab on the contact card, including VOI Date, Source and Reference.

   The VOI details will remain on the contact card for any future matters you may have for this client.

   Execution Details

   Select the Execution Type required for this contact when signing a Deed or other document that requires specific execution formatting.

   Select Override sample clause to type custom amendments in the selected clause.

   

5. Select Save at the bottom of the window.

Enter an address or forwarding address

1. Select the Address box on the left panel to enter the contact's address details.
2. If you have the forwarding address of a contact, tick specify forwarding address to enter the details.
   

If you want to update the forwarding address to the current address:

1. Deselect the Forwarding address box.
2. Select "Yes" when prompted to update this to the current address.
   

Create a new contact from a matter

Create a new contact directly when adding parties to a matter. 

1. Double-click on a Matter List contact or select the plus icon to open the contact card.
   
2. The New Contact window will now open. Follow the steps above to create the contact.

Add another matter contact with the same role

To add additional contacts who share the same address:

1. Select "Add another contact at same address" from within the advanced contact view.
   
2. Enter the name and contact details for the new contact.
   • Note: The address will be automatically filled in to match the original contact.
3. Click Save.

If the contacts are at different addresses:

1. Right-click on the first contact.
2. Select "Add ..." or "Add an existing ..." role type.
   
3. Select if they have the same or different Solicitor.
   
4. Enter the contact details and click Save.

Your contacts will then be displayed in the Matter Details:

You can add in as many contacts as required using the above methods.