Embedded Files
On this page you will learn how to find and work with the correct person in Casebook if that person has multiple records/is duplicated in Casebook.
People and their person profile pages are the central pages for all work in Casebook. Once a person is entered into the application, the files associated with him/her will follow the individual through their life. However, sometimes you might find multiple records for the same person in Casebook. Duplicate people can be created for several reasons and it is important for you to be able to distinguish between duplicate people and select the correct person.
Duplicate person records can be created for several reasons: they can come over from Intake or they can be created in the middle of a workflow for example. There is a feature currently being developed that will be released soon to help workers de-duplicate people. Until that feature is complete, you can follow the process explained below.
Working with Multiple Entries for the Same Person
It is important that the correct people are selected when working with a case, assessment, or resource. When you’re using an auto-completer, you might see multiple instances of the same person in the results without being able to clearly distinguish between them to find the exact one you're looking for.
Additional Resources
Read full descriptions of updates in Casebook and see recently found and resolved bugs.
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On each page, click photos to enlarge, then click back button to return to prior page.
If this happens, you should further investigate which instance of the person is the correct one to use.
In this new tab, perform a search for the person you found with multiple instances. All instances of the person should appear in the search results.
Open every instance of the person in its own tab. Read through each person profile page to try to distinguish whether one profile has more information attached to it. The instance with more information connected to it is usually the instance you want to use. You should look for things like previous assessments, cases, plans, tools, households, relationships, and removals.
Once you have decided which instance of the person you want to use, you should add an identifier to the name of all the instances you do not want to use. For example, you can change the name of the person by making the middle name ‘incorrect’ or ‘do not use’. This will allow you to distinguish it from the other instances.
To do this, click edit on the Identity and Contact card, edit the person's name, and click save at the bottom of the page.
When you toggle back to the original workflow, begin a new search with the autocompleter. You will see the edited names will appear in the results.
Duplicate People in Allegations
When the name is changed for one instance of a person in Casebook MaGIK, it will not only change in the autocompleter results but also every time that instance of the person was used. The name change could illustrate where the ‘wrong’ instance of a person was used unintentionally on a unit of work.
For example, before the name change on a duplicate person, allegations added to an assessment could look like this.
However, after you have searched and made a clearer distinction between multiple instances of a person, the allegations you added the assessment could look like this.
To correct this problem, the allegation should be edited to remove the incorrect instance of the person with the correct instance of the person. Alternatively, you can create an exception explaining that the person used was a duplicate person so the allegation cannot be substantiated or unsubstantiated. To learn more about creating an exception, click here.
Duplicate people on Assessment from Intake
If Intake created a duplicate person who is used in an allegation on a new assessment, you will not be able to deleted it because allegations that come over from Intake are locked for editing. To ensure the correct instance of the person is associated with the assessment:
1. Add a copy of the allegation using the correct person.
2. Create an exception for the allegation that came in from intake, indicating that there is a duplicate person in it.
3. If the duplicate person appears in the mandated contacts, create an exception, indicating that a duplicate person is listed.
Duplicate People in Mandated Contacts
In addition to seeing multiple results for a person appear in the autocompleter, you may also see multiple entries of the same person in the Mandated Contacts card. If a duplicate person has been added to an Assessment, that both instances of the person will display in the Mandated Contacts card.
This duplicate listing should signal to you that there might be a duplicate instance of a person listed on the assessment.
Follow the steps explained above to change the name of an instance of the person to clearly distinguish between the people listed on the Mandated Contacts card. Once this has been done, the card will display the name change.
Before submitting the assessment, make all other Mandated Contacts as normal. If the duplicate person was contacted to initiate the assessment, you will have to either edit the original contact note or create a new note using the correct instance of the person. Instead of entering a contact with the duplicate instance of the person, you can create an exception explaining that no contact was made with the person because they are a duplicate person. To learn more about creating an exception, click here.
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