Adding a New Party

Parties are added to cases in Needles either when adding a new case to the system or by adding a party to an existing case. Needles makes a distinction between parties that are persons or individuals, as opposed to a corporation or other entity. In Needles, a Party is either a Person or a Company and different information may be captured for each.

Person (Detail View)
Company (Detail View)

When adding a new party, a message displays asking if the new party is a person or a company.

Click on Yes if this party is a person.
Click on No if this party is a company or other entity.

Person (Detail View)

The Full Name Name Details window for a person is displayed.

Complete the Name Details fields:

Prefix

Select the prefix from the dropdown list, or enter the party’s prefix, including punctuation, up to ten characters. For example, ”Mr.”, ”Hon.”, or ”Dr.”.

First Name

Enter the party’s first name, up to 50 characters.

Middle Name

Enter the full middle name, up to 50 characters.

Last Name

Enter the party’s last name, up to 100 characters.

Suffix

Select the suffix from the dropdown list, or enter the suffix, if any, including punctuation, up to ten characters. For example, ”Jr.”, ”III”, "M.D.”, or ”Esq.”.

The drop-down lists for prefix and suffix are populated from their respective mini directories. Enter both the prefix and suffix, if applicable, for all names. While you enter all information (for example, “Dr. John C. Smith, M.D.”) in the name fields, merge documents and forms will not address the name as such. They are coded to retrieve specified fields (the letter may be addressed to “John C. Smith, M.D.” and the salutation will read “Dear Dr. Smith”). Settings for the default full name parameter for merging can be found on the Word Processor tab under the Firm Preferences.

Click on OK. The party tab is displayed. The Name Details you entered will display in the Full Name field on the Party tab.
To edit the Full Name field, double-click into the field or click on the pencil icon at the end of the field.

AKA Name

The AKA Name field displays “also known as” information, such as a nickname, maiden name, or other alias. The AKA name is also included in the name search.

To edit the AKA Name field, double-click into the field or click on the pencil icon at the end of the field.

Complete the AKA Details fields:

AKA First

Enter the AKA First name, if applicable.

AKA Last

Enter the AKA Last name, if applicable. If you enter an AKA First name but not an AKA Last name, the AKA name field displays the AKA name and will use the last name from the Full Name field.
Click on OK.

Once the AKA Details are entered, the information displays in the AKA Name field on the Party tab.

Names ID

Needles automatically assigns a Name ID number which is unique to each name and can be used for various purposes like searching or filtering in a report, etc.

Gender

Select the appropriate gender (Male, Female or Unknown) from the drop down list.

D.O.B.

Enter the month, date, and year of the date of birth in MMDDYYYY format. Once the date of birth is entered, the Age and Age at DOI fields are automatically calculated.

ID Code

Select the party’s ID code from the list. See the ID Codes mini directory for additional information about maintaining the list of ID Codes.

SS Number

Enter the nine-digit Social Security Number. Dashes are automatically displayed. If the Social Security Number is already being used by another person in Needles, a validation warning icon will display with a message notifying you that the number is already in use and by whom. This may help identify possible conflicts.

If the Save button is clicked without correcting the validation error, the following message will display.

Needles will mask the SSN field so that only the last 4 digits of the Social Security Number will be displayed. In order to view or enter data in the SSN field, you must have the proper permissions for the SSN field.

Minor

Select the Minor check box, if applicable. The Date of Majority field automatically displays the party’s 18^th birthday calculated using the date entered in the Date of Birth field.

Deceased

Select the Deceased check box, if applicable. Enter the Date of Death.

Incapacitated

Select the Incapacitated check box, if applicable. If you check the incapacitated check box, enter the Incapacity.

The Minor, Deceased, and Incapacitated fields indicate information about parties that are not representing their own interests. Generally, another party (such as a parent, guardian, or personal representative) is also added as a party to the case. Indicate the person representing the minor, deceased, or incapacitated party by checking the “Responsible for another party” check box, and enter their relationship in the Relationship field.

Our Client

Select the Our Client check box, if applicable. If you do not designate any parties in the case by selecting the Our Client check box and attempt to save the case, you will receive a warning advising you there are no clients in the case.

Your client should be entered as the first party in each case. Many reports display the first party of each case to identify the case by party name.

Responsible for Another Party

Select the Responsible for Another Party check box, if applicable.

Role

Select the party role from the list. You must select a role before you can save the party information. The party roles are created in the Party Role mini directory.

Relationship

Enter the party’s relationship to the case or to the party for whom they are responsible.

Case Status

If you have elected to use the Case Status tab in the case type and it includes Party information, the Case Status check box will be available. Click on the Case Status check box to select information from this Party to be displayed on the Case Status tab.

Different Case Status screens can be defined in the Case/Matter Type Directory. You can also designate different Party Roles in the Party Roles mini directory to automatically have the appropriate Status check box selected when a new Party is added to the case.

If using the QuickBooks SDK interface with the option "Prompt to add client to QuickBooks when a new case is created" selected, a prompt to update QuickBooks will display when saving a new party. QuickBooks must be open on your workstation. If using the Juris interface, you will receive an additional prompt asking if you wish to create a new client and matter in Juris. Click on Yes to create the new case in Juris.

To save the person party information:

Click on the Save button on the Party ribbon.

Company (Detail View)

The party information tab for a company or other organization is displayed.

Complete the company party information fields:

Full Name

Enter the company name.

Federal ID #

Enter the nine-digit Federal Tax Identification Number.