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My system is a bit more primitive. I have an excel spreadsheet with contact information, date of last contact with client, next two steps to be done (not standardized though) and a line for any notes. I then go down the list and use fill feature to denote which clients I looked at each day so I can tell which ones I have left to work one. I try to look at each client file each week unless in a holding pattern. Not a super lot of cases (28) to manage so not an idea long-term solution but it works for now.
I put this into place a month ago and much more is getting done than when I previously just had the files in a row and put stickies on the cases which needed attention.