This topic describes how to create and manage contacts in eCASE.
Create a New Contact
Before creating a case folder, a contact record must be created to associate with the case. New contacts are created on the New Contact page.
NOTE: Before creating a new contact, use Search Contacts to see if the Contact already exists in the eCASE application. This helps avoid duplicate contacts.
You can access the New Contact page by clicking Contacts > New then select a contact type from the list. Alternatively, it's recommended to always search for a contact in the system before creating a new one. You'll also have the option to create a new contact from the contact search screen (Contacts > View > Search Contacts > New). Here's an example screen showing a new Employee contact type:
NOTE: Your eCASE environment may include additional fields which do not appear on this list.
From the New Contact page, complete the required fields to fill in the contact profile. These fields depend on your eCASE configuration and contact type selected.
After all fields on the New Contact page have been completed as needed, click Save to save the new contact information.
Merge Contact History
The merge process allows you to combine the history of two contacts (within the same contact type), in the event that duplicate contact information is entered into eCASE. Use the steps below to merge one account (Subordinate Contact) into another account (Master Account).
From the Main Menu, click Contacts > Search Contacts and use the search fields to search for the Subordinate Contact to merge with the Master Contact. Once the Subordinate Contact has been located, highlight it in the search results list and click Actions > Merge as shown below
After clicking Merge, the screen below appears
Confirm that the correct contact is listed by Subordinate Contact, and click the Search Icon adjacent to Select Master Contact field: The Select Contact window appears
Select the radio button next to the contact to merge, and click Select. The selected Master Contact is populated in the Select Master Contact field
Enter a note in the Comments field
Click Merge. A confirmation window appears
Click OK. The contacts are merged, and users are returned to the Search Contact screen
View Contact Folder History
The Contact Folder History contains a detailed log of all case folders associated with a particular contact. These records help track folders received from a contact, find duplicate items (if any), or find information about an item's due date. The history can be used to prevent duplicate item folders from being entered into eCASE. Users can select any record and view the details report from this screen.
To view a contact's history, from the Main Menu click Contacts > Search Contacts and use the search fields to search for the Contact to view the history. Select the contact from the list, and click View Folder . The Contact Folder History screen appears.
Additional actions on this page are detailed in the table below:
Action | Description |
Actions | Take actions on the selected folder from the Contact History. These folder actions are described under the Inbox section, see Inbox > Toolbar > Action Menu. |
Create View | Create a custom view for the history screen. For instructions on creating a custom view, see Custom Views. |
Select View | Select a previously created custom view. |
Back | Return to the previous screen. |
Group | Select a value from the drop-down list to group the results. |
Edit Contact Information
Contact information can be edited after creation. To edit an existing contact's details:
From the Main Menu, select Contacts > Search Contacts. The Search Contacts screen appears
Enter search criteria fields into the applicable fields and click Search
Select the contact from the list, and click Actions > Edit
The Edit screen appears. Use the available fields to edit the contact details as needed
After performing the update, click Save. Alternatively, users can click Delete to delete the contact, or Back to return to the previous screen
Delete a Contact
Contacts can be deleted, provided the contact is not attached to a folder that is currently in progress. If attempting to delete a contact that is attached to a case Folder, a system message appears indicating that the operation cannot be completed.
To delete a contact:
From the Main Menu, select Contacts > Search Contacts. The Search Contacts screen appears
Enter search criteria fields into the applicable fields and click Search
Select the contact from the list, and click Actions > Delete
A verification message appears. Click OK to confirm deletion, or Cancel to cancel deleting and return to the previous screen. After clicking OK, the contact is deleted
