Clients, contacts and cases

The client record is the anchor of everything else in Lex: case files, projects and deadlines all hang off a client. This guide covers creating one, the satellite records around it, and the simple case records that live in the same section.

Everything here is under Clients in the sidebar.

Create a client

Open Clients → New Client. Only Nume is required; everything else can be filled in later.

Identification

• Nume — the client’s name.
• Status — Activ, Inactiv or Prospect. One field covers both the type of relationship and whether it is live.
• Cod client — leave it blank and Lex assigns the next code for your firm (CLI-00001, CLI-00002, …). If you type your own, it must be unique within the firm.
• Tip entitate fiscală — Persoană juridică or Persoană fizică. This is what the type badge on the clients list shows.
• CUI — validated on save: 2 to 10 digits with a correct control digit, and an RO prefix is accepted. A wrong checksum is rejected with an explanation, which catches transcription errors at entry.
• Reg. Com — trade-register number.

Address — Adresa principală, Oraș, Județ (picked from the Romanian counties) and Țara.

Relationship and billing — Responsabil (chosen from the members of your firm), Limbă factură, Valută factură (RON, EUR or USD), Tip TVA (Plătitor de TVA, Neplătitor de TVA, TVA la încasare), Comentariu TVA, Banca and Cont (IBAN).

Classification — Industrii (one or more industry tags), Sursa (Recomandare, Website, Eveniment, Partener, Altă sursă), Descriere and Comentariu intern.

If Lex thinks it is a duplicate

When the name matches an existing client of your firm exactly, or the CUI matches after normalisation, the form comes back with a Possible duplicate client banner listing what it found. This is a warning, not a block: submit the same form again and the client is created. Use the pause to check whether you are about to create a second record for a client someone else already entered.

Contact data: several addresses, phones and emails

A client can have any number of postal addresses, phone numbers and email addresses. Each row takes a free-text label — Sediu social, Punct de lucru, Birou, Personal — and can be marked as the primary one, which is what sorts to the top.

You add these on the client form itself, in the address, phone and email blocks. They appear on the client page under Contact data.

Fiscal entities

A client may bill through more than one legal entity. Those are fiscal entities, added from the client page under Fiscal entities → Add:

• Denumire — the entity’s name.
• Tip entitate fiscală — Persoană juridică or Persoană fizică.
• CUI and Reg. Com — the CUI is validated the same way as the client’s.
• Adresă.
• Entitate implicită de facturare — marking one as default clears the flag on the others, so a client always has at most one default.

Fiscal entities are what projects bill to, so a fiscal entity that a project already uses cannot be deleted; Lex refuses and tells you why. Remove or re-point the project first.

Contact persons

Contact persons are the named individuals you actually deal with. They live in their own list (Clients → Contact Persons) because one person can be a contact for several clients of the firm.

Fields are Nume, Rol / calitate (for example Responsabil Administrativ), Email and Telefon, plus the Clients they are attached to — at least one is required.

Two ways to attach one:

• From the client page: Contact persons → Add creates a new person already linked to that client, or Link existing attaches someone who is already in the list.
• From Contact Persons → Add Contact Person, selecting the clients on the form.

Unlink removes the link from one client. A contact must remain linked to at least one client, so unlinking the last one is refused — edit or delete the contact instead.

The client page

The client page opens on Overview — identification, fiscal details, relationship and billing, contact data, fiscal entities and contact persons — with these tabs alongside it:

• Litigation Matters — the client’s case files, most recently updated first, with New Matter to add one.
• Projects — the client’s engagements, with New Project.
• Interaction history — a timeline. You can Add note in your own words, and Lex adds entries itself when something structural happens, such as a case file being created or its status changing. Each entry shows who did it and when.

The Documents, Invoices and Deadlines tabs are placeholders in this release and say so. Documents live under Knowledge for now (see Your firm’s documents), and deadlines under Calendar (see Deadlines and calendar).

Finding clients

The Clients list shows three counters — total, added in the last 30 days, and clients with at least one active case — and supports:

• Search across name, email, company, CUI and client code.
• Sort by name (A–Z or Z–A) or by creation date (newest or oldest first).

Cases

Clients → Cases holds simple case records: a Client, a Title, an optional Case Number, a Description and a Status of Open, In Progress or Closed.

These are deliberately light — a way to note that you are handling something for a client, and to have it appear in the client’s list and in your recent activity on Home. The list has status tabs with counts, a search across title, case number and client name, and sorting by most recently updated, creation date or title.

For litigation, use case files instead: they carry the court, the parties, the procedural stage, hearings and the portal.just.ro link. See Case files and portal.just.ro.

Who sees what

Client records belong to your firm, and within the firm you work with the clients you own. Contact persons are shared across the firm, which is what lets the same person be a contact for several clients. Nothing you enter is visible to another firm.

Deleting

Clients, cases, contact persons and fiscal entities can each be deleted from their own page, behind a confirmation. Deleting a client removes what hangs off it, so prefer setting Status to Inactiv when a relationship simply ends.