Names can be added as Individuals or Organisations and these, separately or together, can make up Stored Names. You have seen a pick-list of Names on the Names Tab of an Item. There is also a Manual section called Adding Names via the Names Menu which results in Horatio Nelson of Victory Ltd and Charles Chaplin of Chaplin Ltd being added to the names pick-list

This and the following sections take you through two ways of adding Items using these names - in the Tab View (covered on this page) where you can enter as much information as you like, and from the Grid where there is a Fast Add facility for the main Disclosure fields only. In addition, you will see that Names can simply be typed into an Item and yet end up in the formal list of Stored Names by being parsed.

Go to the Tab View and press <Add>. A blank Item appears. Enter Letter as the Description and a Date. Go the Names Tab and press the down arrow beside the Senders box. If you did the exercise in the Manual section called Adding Names via the Names Menu the new names will appear in the list. Pick Chaplin as the Sender and then Nelson as the Recipient.

 

Go back to the Main Tab. Your Full Description now shows Letter from Charles Chaplin of Chaplin Ltd to Horatio Nelson of Victory Ltd. Save the Item. If you look back at the Names Tab, you will see that the words Sender and Recipient are in green. If you press Edit, the down arrows beside the Names fields become active; pressing one shows that you could deselect the name and select another, or more than one.

Now repeat the adding exercise, but this time type in a new name Jim Baker of Baker Bros Ltd rather than picking one from the Stored Names list. Save the Item and look back at the Names Tab. The words Sender and Recipient are in Red, and the down arrows beside the boxes are not active. Jim Baker is an unparsed name – it does not have matching entries in the Stored Names list or the lists of Individuals and Organisations and, although you can edit the name by retyping, you cannot yet pick it, or any others, from the list.

There is a separate section on Parsing Names.

Items can also be added (but not edited) in the Grid View which is accessed from a button at bottom right of the tabs. There is a separate section on adding Items into the Grid View.

Note that there is an Openlaw Add-On called Bulk Item Adder which allows you to add multiple Items to a Case with either blank or partially-completed Item Cards.