CounselLink Answer Center for Clients

Allocation Contacts Administration

  • Updated

Allocation allows you to define a cost-sharing agreement for invoices among multiple parties. You can manage Allocation settings from the Administration panel on the homepage or from the Corporate Profile page.

Client users with the Allocation Administrator role can manage allocation contacts and groups at the Corporate, Division, or Office level. 

  • Allocation Contacts: An allocation contact is either a third party or an internal budget unit assigned to share costs for a matter once included in an allocation group.
  • Allocation Groups: An allocation group contains two or more allocation contacts (internal or external entities) that have agreed to share responsibility for matter costs.

This article covers the following:

Creating an Allocation Contact

Allocation contacts are created at the Corporate level but may be used at the Corporate, Division, or Office level when forming allocation groups.

You must have the Allocation Administrator role to create allocation contacts.

Creating an Allocation Contact from QuickLinks

  1. Click Allocation Contacts in the QuickLinks section of the Corporate Profile page or the Administration panel on the homepage. The Allocation Contact Search page opens.

    This page displays only if the Allocation Contact Quick Search configuration is enabled.

  2. Click +Add in the upper-right corner. The Create Allocation Contact page displays.

  3. In the General Information section, complete the fields as necessary.

    The fields marked with (*) are required.

    Field Description
    Contact Name * Enter the name of the contact.
    Contact ID *

    Enter an identification number of the contact.

    • The Contact ID cannot be modified once created.
    • Additional attribute fields may display depending on configuration.
    Allocation Contact Currency Select contact's currency.
    Shared Contact
    • Select Yes if the contact will be used with Wasting Limit Amount or Aggregate Deductible Limit Amount settings.
    • Select No if these settings are not used (most common scenario).
  4. In the Contact Details section, enter any contact details.

  5. In the Additional Information section, complete all entries as appropriate.

    The fields in the Additional Information section are enabled only if the Shared Contact option is set to Yes. Other custom fields may also display in this area.

    Field Description
    Aggregate Deductible Limit Amount Enter the deductible limit.
    Allocation Type Select the type of allocation.
    Amount Applied to Date (USD) Displays the total applied amount.
  6. Click Save.

Click Back to go to the Allocation Contact List page.

Creating an Allocation Contact from the Allocation Groups Page

  1. In the QuickLinks section of the Corporate Profile page, click Allocation Groups. The Allocation Group List page displays.
  2. Click +Add Allocation Group. The Create Allocation Group page displays.

  3. Click Create New Contact. The Create Allocation Contact page displays.

  4. Repeat steps 3-5 in the section above.
  5. Click Save.

Activating an Allocation Contact

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Inactive contacts can be reactivated and added to allocation groups.

Only users with the Allocation Administrator role can activate allocation contacts.

Activating in Bulk

  1. Go to Allocation Contacts from the Allocations tab on the All Pages top toolbar or the link in the QuickLinks section of the Corporate Profile page.

  2. Select one or more contacts.

  3. Click Activate.

  4. Click Yes in the confirmation window.

The contact statuses update to Active.

Activating a Single Contact

  1. Open the contact from the Contact Name column of the Allocation Contact Search page.

  2. Click Activate.

  3. Click Yes, Continue in the confirmation window.

The contact status updates to Active.

Editing an Allocation Contact

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You must have the Allocation Administrator role to modify an allocation contact.

  1. Click Allocation Contacts in the QuickLinks section of the Corporate Profile page or the Administration panel on the homepage. The Allocation Contact Search page displays.
  2. Click a contact name link. 
  3. Click Edit. The Edit Allocation Contact page displays.

  4. In the General Information section, edit the the fields as necessary.

    The fields marked with (*) are required.

    Field Description
    Contact Name* Enter the name of the contact.
    Shared Contact

    Do one of the following:

    • Click Yes to allow other users to share this contact.
    • Click No if you do not want to share this contact with other users.
  5. In the Contact Details section, modify the field information for the fields shown in the following table:

  6. In the Additional Information section, modify the field information for the fields shown in the following table:

    This information shows only if the Shared Contact option is selected Yes. The Additional Information section may also display customized fields specific to your organization. 

    Field Description
    Aggregate Deductible Limit Amount Enter the deductible limit amount.
    Wasting Limit Amount Enter the wasting limit amount.
    Insured Expense Paid

    Enter the expense amount paid.

    This field displays only if configured.
    Insured Indemnity Paid

    Enter the indemnity amount paid.

    This field displays only if configured.
    Exclude Insured Indemnity Paid from Limit

    Do one of the following:

    • Click Yes to exclude the insured indemnity amount paid in limit.
    • Click No to include the insured indemnity amount paid in limit.

    This field is displayed only if the Insured Indemnity Paid configuration is enabled.
    Corporate Expense Paid

    Enter the corporate expense amount paid.

    This field is displayed only if the Insured Expense Paid configuration is enabled.
    Corporate Indemnity Paid

    Type the corporate indemnity amount paid.

    This field is displayed only if the Insured Indemnity Paid configuration is enabled.
    Exclude Corporate Indemnity Paid

    Select yes or no.

    This field is displayed only if the Insured Indemnity Paid configuration is enabled.
  7. Click Save. 

Allocation Contact Configuration Change Page

If invoices are impacted and the following conditions are met:

  • The invoice is approved

  • Allow Multiple Invoice Approvals is enabled at the Fee Structure level

  • The setting is enabled at the Corporate, Division, or Office level

You will be prompted to:

  1. Select the effective date for allocation changes.

  2. Review impacted invoices.

  3. Choose one of the following:

  4. Apply to Bills – Applies allocation changes to listed invoices.

  5. Don’t Apply to Bills – Saves changes without updating invoices.

  6. Cancel – Returns to the Edit page without saving.

Importing Allocation Contacts

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Allocation contacts can be imported in bulk.

The allocation contact spreadsheet must be formatted correctly for it to import successfully. It is recommended that you download the blank template file, add the allocation contact information in the appropriate formats, then save and import the file.

You must have the Allocation Administrator role to import contacts.

Preparing the Import File

  1. Click Allocation Contacts in the QuickLinks section of the Corporate Profile page or the Administration panel on the homepage. The Allocation Contact Search page opens.

  2. Click Import Allocations. The Import Allocation Contacts window displays.

  3. Download the Allocation_Contact_Template.xls file.

  4. Open the template file and enable editing.

  5. Review formatting requirements by hovering over the red triangles in column headers.

  6. Enter contact information following the template format.
  7. Save the file. The file is ready for import.

Importing the File

  1. From the Allocation Contacts Search page, click Import Allocations. 

  2. Click Choose a file. Select the saved spreadsheet file.

    CounselLink accepts Microsoft Excel (.xls, .xlsx). You can import a file up to 10 MB.

  3. Click Import. A status message displays.
    • If no formatting errors were found, the import was successful.
    • If errors occurred, an alert shows a description of the issue(s).
  4. If errors occur, resolve as needed.
    1. Edit the file to fix the issue(s) described in the alert.
    2. Save the file.
    3. Begin the import process again.
    4. Confirm the status message indicates the file import was successful.

Imported contacts are available at the Corporate level and can be added to allocation groups at any level.

Inactivating an Allocation Contact

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Inactive contacts cannot be added to allocation groups.

Only users with the Allocation Administrator role can activate allocation contacts.

Inactivating in Bulk

  1. Go to Allocation Contacts from the Allocations tab on the All Pages top toolbar or the link in the QuickLinks section of the Corporate Profile page.

  2. Select one or more contacts.

  3. Click Inactivate.

  4. Click Yes in the confirmation window.

The contact statuses update to Inactive.

Inactivating a Single Contact

  1. Open the contact from the Contact Name column of the Allocation Contact Search page.

  2. Click Inactivate.

  3. Click Yes, Continue in the confirmation window.

The contact status updates to Inactive.