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martyk

Changing Client Classification to Inactive and Closed

Posted By

My employer has asked me to find out the real difference between Inactive and Closed and the upsides/downsides. I have looked at the forum as well as the Users' Guide and unfortunately, I am not sure whether I understand all the upsides and downsides and risks. From reading other posts and looking at the Users' Guide, this is what I know:

If a client is moved to Inactive, bills cannot be undone. However, the Inactive client can still be reported on.

If a client is moved to Closed, bills cannot be undone and the client is available to be purged if desired. The Closed client can still be reported on.

Question #1: Is there anything else that CAN'T be done when a client is Inactive or Closed?

Right now, for our clients that have paid all their invoices and are still our clients - we just may not have a current matter with them - we make them Inactive. For those clients who are no longer our clients because they have moved and requested their file or are deceased, we make them Closed. 

Question #2: What if a mistake is made and a client was closed or he/she moves back after a really long time and becomes our client again? Can we move from Closed back to Active? Will we have lost anything?

Thank  you!

  • 0

    You will likely need to reclassify a client as open to review or research the history on the file.

    You will not lose anything if you classify a client as closed for three years and then make them open again.  Timeslips just picks up where it left off.

    Off topic thought........at some point in time, depending on how long you have been using Timeslips, you might want to consider doing some purging of data in your database.  For example, you can't currently convert a Timeslips database with more than 300,000 slips.

    Hope this helps!

  • 0 in reply to AllenH

    I suggest thinking of Inactive as clients you are no longer working with but need to keep the information around. This may be for conflict checking, for past reporting or because you think they may become re-open.

    Closed should be viewed as the trash. You can't delete a client directly. You put them in closed status and then purged clients with a closed classification. Once you purge, no detail will remain and you can not conflict check or re-open.

  • 0 in reply to Caren2

    Thank you. But should we change our mind about closing or do it in error before a purge is run, we will be able to change the status of the client back to InActive or even Open and not have lost any information or abilities, correct?

  • 0 in reply to AllenH

    Thank you. The information you provided about the conversion of the Timeslips database was timely as we are upgrading to 2015 tomorrow or over the weekend.

  • 0 in reply to martyk

    Correct......if you classify a client as closed and later decide (prior to purge) that was a mistake, you can always reclassify accordingly prior to purging and the data is still there.

  • 0

    I recently read here that names marked closed are not included in conflicct checks, however I just tested this and a closed file was included.  Can you clarify?  I mark all closed files as closed, but need names to be checked for conflicts.

  • 0 in reply to Angela Crutchfield

    Hi  , and welcome to Sage City - Timeslips.

    If  you tested it and it worked, I'm not sure what we can add or clarify for you here.

    But if you need to check the client records for conflicts, I would not make them Closed, but rather Inactive. Closed records are candidates for Purging, and it does not sound like you want these clients Purged because then you could not Conflict Check.

    Nancy Duhon, Esq.
    Duhon Technology Solutions, LLC
    Master Certified Consultant for Sage Timeslips
    Providing individual Consultations and Third Party Remote Desktop Support - including older/unsupported versions.
    404-325-9779
    [email protected]

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