Adding a Non-client Entity

You can add files to Document for a non-client entity An entity that is not a client or staff member who you want to save files for in Document. Non-client entities are often used for vendors., just as you can for other entities, such as staff or clients. Use the following procedure to add and configure a non-client entity.

Note: Non-client entities are available only if your firm licenses Document. Your administrator must set up a non-client entity type in Administration Manager before you can create non-client entities.

1. Open Dashboard, click Configuration on the navigation panel, and then click Non-clients under Non-client Manager.
2. Click New > Non-client in the Create group on the Home tab or right-click a row in the grid and select New > Non-client.
3. Enter information for the client on the General tab.

   Component	Description
   Non-client type Non-client sub-type	Select the non-client type, and, if needed, the sub-type from the available options. Note: See Managing Non-client Types for information on adding non-client types and sub-types.
   Office	Select the office Either a specific geographic location or a logical partitioning of a firm. For most single-office firms, firm, region, and office are synonymous. An office can only be assigned to one region. that this non-client is primarily associated with.
   Business unit	Select the business unit A level of the organizational unit associated with one or more offices. Examples may be Human Resources, Billing, Tax, Audit, and Financial Planning. All offices must have at least one business unit. A business unit may be assigned to one or more offices. that this non-client is primarily associated with. If your firm only has one business unit, this option is unavailable.
   Non-client ID	Enter an identifier that your firm will use for the non-client.
   Name	Enter a name for the non-client name.
   Description	If needed, enter a description for the non-client.
   Sort name	If needed, edit the name that should appear when sorting non-clients. By default, the Name entered above will be used for the non-client.
   Status	Select a status for the non-client. Active. Available in all modules for all activity. Inactive. Available for reporting only. On hold. Available in all areas except time entry. Terminated. Not available in lists and unavailable for activity.
   Status date	If needed, enter or edit this date to indicate when the status was most recently updated.
   Identification numbers	For each list, you can select a non-client identification number type, and then enter a numeric identifier in the box immediately below the list. Note: See Managing Non-client Identification Number Types for information on adding non-client identification number types.

4. Click Address/Phone on the navigation panel, and then enter the address/phone contact information for the non-client entity.

   Component	Description
   Attention	Enter the name of the person to whom correspondence should be addressed.
   Salutation	Enter the preferred name to use in the salutation of correspondence. For example, you might enter Bob for an associate who prefers that name over Robert.
   Addresses	Enter or edit addresses for the non-client as needed. Click the down arrow and select the address type to enter or edit. Note: A check mark displays next to address types that already have data. Click the address button . Enter or edit the address information. Click OK. If needed, repeat steps a through d for additional addresses.
   Addresses - Primary	Click the Primary button to display and select the primary address from the list of entered address types.
   Addresses - Mailing	Click the Mailing button to display and select the mailing address from the list of entered address types.
   Phone numbers	Enter or edit phone numbers for the non-client as needed. Click the down arrow and select a phone number type. Note: A check mark displays next to phone number types that already have data. Click the phone number button. Enter or edit the phone number. Click OK. If needed, repeat steps a through d for additional phone numbers.
   Phone numbers - Primary	Click the Primary button to display and select the primary phone number from the list of entered phone numbers.
   Email addresses	Click to select the email address type, and then enter or change information in the box provided. The email address must contain three parts: the name, the @ symbol, and the domain. For example, first.last@company.com.
   Email addresses - Primary	Click the Primary button to display and select the primary email address from the list.
   Instant messenger addresses	Click to select the IM address type, and then enter the IM address in the box provided. The IM address must contain three parts: the name, the @ symbol, and the domain. For example, first.last@company.com.
   Instant messenger addresses - Provider	Click the Provider button to select the provider for each address entered.
   Web page address	Enter a web page address for the non-client entity.

5. Click Document on the navigation panel, and then select the folder template settings for the non-client entity.
   1. In the Managed folder templates and Extended folder templates sections, select the folder templates to use. See Subscribing to a Folder Template for more information.
   2. If needed, edit the folder structure for a storage area using the custom folder buttons.

      Option	Description
      Add Custom Folder	Creates a new custom folder in the selected folder.
      Rename Custom Folder	Opens the window where you can rename the selected custom folder.
      Delete Custom Folder	Permanently removes the selected custom folder.
      Change Custom Folder Color	Opens the Select folder color window so you can apply a color to the selected custom folder.

6. Click one of the Save buttons or cancel.

   Button	Description
   Save	Saves the changes and the window stays open for editing.
   Save & New	Saves the changes and resets the window to create a new non-client.
   Save & Close	Saves the changes and exits the window.