Ways to get help while you work:
- Handy Tool Tips
for each field on every screen. When you hover in a particular field, Geni gives you hints about the information that should appear in the field; in addition, if more than one answer is available, Geni displays all of the possible entries for quick reference and selection.
- Quick-Pick Lists
are generated from integrated data contained in the setup, case management and accounting features of the program to make data selection quicker and learning how to use Geni faster.
- Help Screens
are available by pressing the Help button on the Taskbar at each level of the program or Ctrl+H on pop-up screens so each user can “learn as you go.”
DIRECT MAIL TO POTENTIAL CLIENTS
Marketing to Potential Clients through Geni Law’s direct mail system is a breeze. Here you will find step-by-step instructions how to set up and reach out to Potential Clients:
- Potential Client Profile
- Entering Data (Manually)
- Sending Letters or Emails
- Export Potential Client to Active Client Database
- Search Potential Clients
- Print Potential Clients
Access the Potential Clients database from anywhere in the Geni Law program by clicking MARKETING > POTENTIAL CLIENTS on the TASKBAR.
Did you notice the New Case button? You can create a New Case/Client even while working in Potential Clients!
Immediately upon clicking the Potential Clients tab, the Potential Clients database screen opens:
Entering Data (Manually)
Use information obtained from the client on the client intake form, website contact information, or information obtained from an outside source to complete the profile fields and create a potential client.
When you click open the Potential Clients database, the screen always opens to an empty profile that is highlighted with a gray bar. You can scroll up and down with the gray bar using the arrow keys to find a certain name, or more simply use the Search feature (explained below). Here is a blank profile screen with explanations for each field:
|DIV-||Enter the DIV code from the quick-pick list|
|CT-||Enter the Case Type from the quick-pick list|
|REP-||Enter the REP code from the quick-pick list;┬ácan be left blank|
|GP-||Enter “P” for individual person or “B” for a business; default is “P”|
|OD-||Original Date profile is created; auto-filled by the program|
|EVENT DATE-||This refers to an incident date such as date of arrest/ticket in a criminal matter or complaint or judgment date in a bankruptcy matter if you are using a docket gathering service|
|CODE-||This is the Name Code; auto-filled by the program|
|NAM1-||Enter name of potential client, including initials if that is how the name is presented|
|TITLE-||Enter the Title from the quick-pick list|
|SALU-||Enter the Salutation; generally the first name; can be left blank if using EMAIL|
|AD-||Enter the address; include Suite or Apartment numbers if there is room|
|AD2-||Enter additional address information if necessary|
|ZIP-||Enter Zip Code and press Tab|
|COURT-||Enter Court from the quick-pick list (if known)|
|SRC-||Enter the Source of the potential client from the quick-pick list if it is other than a criminal docket|
|PHO C-||Enter cell phone number|
|PHO H-||Enter home phone number|
|PHO W-||Enter work phone number|
|FAX-||Enter fax number (work or home, whatever information is available)|
|EMAIL-||Enter email address|
|small box||In the small box next to EMAIL, enter “N” for Not Current Email|
|REF CODE-||Referred By; this can be a person or a source; can be left blank|
|CONTACT-||Enter First Name if using EMAIL; can be left blank if printing letters|
|empty field||Area auto-fills with the quantity, date and Code of letter or email sent; e.g., “1 ltr 10/15/2016 ALLBKR-Appr… “|
|NCA- small box||Enter “N” for Not Current Address|
|QUICK NOTES-||A generous amount of space that can be used to denote charges in a criminal matter or the import source of a database; can be left blank|
Sending Letters or Emails
Use the following steps to send letters or emails to Potential Clients. Click MARKETING > POTENTIAL CLIENTS on the main Taskbar and the Potential Clients database opens:
Click on the Contact button. Immediately upon clicking the Contact button, the Contact overlay screen opens:
Please choose from the following options to general automatic direct mail letters:
|To Whom?||Select the DIV from the quick-pick list; default is All|
|Event Date||Insert the incident date as explained above|
|State||Enter State from quick-pick list; default is All|
|Zip||Enter Zip; default is All|
|Send by email?||Default is No; if you enter “Y”es two more fields open:|
|Subject of email?||Enter email subject line|
|Send email using address||Enter the email address of the sender; can be an individual name, the firm name or a specialized group email created for certain types of email, or a general email box|
|Letter Code||Click on the field and a quick-pick list of the stylized letters/emails you have created just for mailing to potential clients appears; select the letter or email|
|Date Letter||The default date is the current date; press enter in the date field and the Calendar pops up for you to select a future date|
|How many||LIMIT: the number can be 1 to 1000 or more; enter the number if you know it. However, it may be best to send mass marketing letters/emails in small batches to control print quality and costs in the case of sending letters|
Press the Merge button to merge the selected Potential Clients database with the coded document to send letters or email. The first letter will open up in the native application assigned to the letters (i.e., OpenOffice or Microsoft Word). Letters can be reviewed and revised if necessary, printed and saved to a folder (if desired). The exception is with Email. All Email will be sent automatically.
NOTE: Generating email correspondence requires knowledge of plain text and HTML and special coding for the subject line. Please contact TechSupport@GeniLaw.com if you experience difficulty using this feature.
Search Potential Clients
Click on the SEARCH button in the Potential Clients database. Immediately upon clicking the SEARCH button the Search overlay screen opens. Use one or a combination of options to locate the desired profile:
|Client Code||Select the name from the quick-pick list if the list is not too big; otherwise, start typing the last name first and click on the name when found|
|Enter the email address if known|
|Rep Code||Enter the Rep Code from the quick-pick list|
|Event Date||Enter the Event Date if known; default is current date|
|Case Type||Enter the Case Type from the quick-pick list|
|Zip||Enter the Zip Code|
|State||Enter the State from the quick-pick list|
Press Enter for the results or ESC to return to the previous screen.
Export Potential Client to Active Client Database
You can convert a potential client to an active client with the click of a button! Search for the desired potential client profile using the search instructions. The profile will be presented with a gray highlight bar on it. Confirm it is the correct profile and make any necessary revisions with respect to contact information. When you are ready, press the DO WORK button:
Instantaneously the profile is sent to the Active Database and assigned a case number. This information is made available to all features of the Geni Law program without you having to do anything else.
Print Potential Clients
Click on the PRINT button in the Potential Clients database. Immediately upon clicking the PRINT button the print overlay screen opens.
Please make the following selections:
Select Start Date; default is current date
Select End Date; default is current date
Client Code; start typing the client’s name last name first and then click on it when it appears; the default is ALL
Rep Code: Enter the Rep Code from the quick-pick list; the default is ALL
SOURCE: Enter the Source from the quick-pick list; the default is ALL
WO1: Enter the division from the quick-pick list; the default is ALL
Zip Code: Enter the zip code
Print to “Screen” or “Printer”; default is Printer
Press Print for the results or ESC to return to the previous screen.