Creating People

In Casebook, you will often use person auto-completers to populate names in various forms. The auto-completer fields will help you find the correct person by actively searching the application as you type the name of the person you want to add. Since all work is built around people in Casebook, it is important to select the right people when working on cases, assessments, and other units of work. All involvements will link from the unit of work back to person profile pages and give workers important back story and information about everyone involved in a unit of work.  

Only people with created person profile pages are searchable in the auto-completer field. Workers are often in the middle of a workflow when they realize that someone they need for an assessment or case does not yet exist in the system. Rather than stop your work to navigate to the Create Person page, Casebook allows you to create people from any person auto-completer in the system. This lets you finish your work accurately and without interruption. Once the current work is completed you can go to the new person's profile page to add further information.  

Adding People

All people must be entered into the application. A majority of people must have a person page created to enter them into the application (read more here). These people include anyone the case worker contacts multiple times or who has an existing relationship with the family. People who are contacted only once and do not have a relationship with the family can be entered as a note with a contact (read more here).

People who are only contacted ONCE

There have been many questions about what to do with a person that a worker knows they will only contact once. In some instances, it might make sense not to create a person profile page for a person contacted once.  

People who are not involved in a unit of work for the long term can be recorded in a note, with any information about them put into the note narrative. This way, workers do not have to enter every single person that they talk with into Casebook. 

When to create a person page for a person contacted once

Most times it will make sense for workers to enter a person into Casebook, even if that person is only contacted once. For example, a worker might only contact a babysitter once in the investigation. However, workers should enter the babysitter if she has had a long-term relationship with the family. The babysitter could have been able to take the child for a period of time if he/she was removed from the parents.

Workers would create a person page for a neighbor that the focus child might stay with a couple nights a week. This might help the caseworker find the child if they are not at home.

Creating a Person from the Auto-Completer Box

There are many instances when a worker would be inputting a person's name into an auto-completer box, whether to create a relationship, add someone to a notes, add an individual to a resource, among other locations in Casebook. If the person you need to add is not yet in Casebook, there is a method in which you can add them directly from the auto-completer box mid-work flow, save them to Casebook, and continue your work.  

Workers should always ensure that a person they are adding to Casebook is NOT already contained in the system. If a due diligence search is not conducted prior to entering a person into Casebook, workers could risk creating a duplicate person. In order to avoid this, please open a new tab in Casebook and conduct a search by name and any known aliases. 

To create a person from an autocompleter:

• 1. After trying to type the name of a person into an auto-completer box, if the person does not exist, you will see text appear that reads "Not listed? Create as a new person"; this message might appear even if some similar names are found. 

• 1. When this link is clicked, a new box appears on the page that allows you to enter basic demographic information for a new person including; name, gender, birthday and phone number. The only two boxes that you must fill in are the first and last names. To avoid creating a duplicate users will get a message asking for the date of birth and/or social security number (see below Avoid Creating Duplicate People).

Notes:

• • If you enter a DOB using this modal, it will appear on the created Casebook profile as "Unverified"

  • Choose "unable to communicate/incapacitated" If the person is unable to communicate 

  • Choose "Safe Haven" if the person you are creating is a Safe Haven child

Creating a Person from the Person Index 

• 1. After logging into Casebook, go to the Resources & Lists dropdown menu found in the universal toolbar and select "All People." 

• 1. From the Actions menu in the Smart Bar, select "Create Person" 

• 1. Once clicked, this link will take workers to the "Create Person" edit page.

Avoid Creating Duplicate People

When creating people the application has built in ways to help the user avoid creating duplicate people. What is needed in the "Create New Person Profile" modal is the First and Last Name as well as the Social Security Number (SSN) and/or Date of Birth (DOB). If this level of information is put in and you are trying to create a new person Casebook will check the system to see if the person already exist in the application.  The duplicates (if they exist) will be returned in a "Review Matching Profiles" that display the information you entered as well as possible duplicates (see below).

There is a drop down menu called "Change View"  on the  page that allows you to view the duplicates by - Involvements, Relationships and Profile Information.  This will assist in deciding if the person the user is creating already exist in the system.  If the person already exist there is no need to create a new person.

The following should be noted:

• 1. Before you can create a person you will get a message reminding you to put the SSN and/or DOB so that a duplicate check can be conducted.

• 1. If all the information has been put in the Create a new Person modal and there are more than 5 matches the user will get a message saying that "Too Many Matches Found".  In this case it is recommended that the user check the name via the Global Search box and see what comes up.