Overview of Extra Databases

Extra databases can be used to collect data that is not standard in Abacus. For example, a criminal law practice could use an extra database to store charges and penalties for a case. Or, a family law practice could use an extra database to list all the information about assets involved in a divorce.

Extra databases are for when you have information that does not belong with your Abacus calendar, notes, emails, or linked documents tabs that you use for case management.

An extra database is better than using a Word document, a spreadsheet, an Access database, or any other standalone program. Each extra database is a tab on your Matter (or contact) window. It comes with a standardized data entry screen, at no added expense, is backed up along with Abacus, uses Abacus reports, can be customized, and the extra database information is available for output to document templates and court forms.

Extra databases are associated with one name and one matter. They are accessible through a custom tab added to the Name or Matter window.

Extra Database Workflow

When you work with an extra database, following is the recommended work flow:

Step 1: Create the extra database.

This step creates an empty database shell. See Maintaining Extra Databases for more information.

Step 2: Create the extra database field structure.

This step creates the fields in the extra database. See Maintaining Field Structure for an Extra Database for more information.

Step 3: Add indexes to the extra database

This is an optional step that lets you create indexes to be able to sort the extra database information by specific fields. See Maintaining Indexes to an Extra Database for more information.

Step 4: Design the extra database intake form

The extra database intake form is used to input the information you want to capture. You define which fields should appear on the form for the end user. See Designing Intake Forms for an Extra Database for more information.

Step 5: Add the extra database to a Name or Matter window

The extra database appears as a custom tab on the Name or Matter window. This tab provides access to the extra database intake form designed in the previous step. See Adding Extra Databases to Screens for more information.

Step 6: Use the extra database to collect information

The user can now access the extra database intake form to input information into the extra database for a name and matter. See Viewing/Managing All Records in Extra Databases for more information.