Verifying Resources

All new resources in Casebook must be verified to see if they are duplicates or original records. Central Office Resource workers can mark resources as verified from the New Resource Index or on the main page of the resource itself.

Verifying Resources on the New Resource Index

An introduction to the New Resource Index can be found here. 

All new resources appear on the New Resource Index and most must be checked to see if they are duplicates or original records. When the resource unit sees a resource with a status of "Not Checked", they need to check these resources using the process explained below. There are two other statuses a resource can have when it enters the index.

• 1. If an FCM has placed a child with a person instead of a resource, the person's status is Non-Inquiry.

  2. A resource that is created in Casebook through the integration with KidTraks will appear in the index with a status of Verified.

All status, including duplicate or verified, will be listed in the status column of the New Resource Index.

The first thing the resource unit will need to do is search for the new resources in Casebook to see if similar or identical records exist. To search for a resource, the worker should click the magnifying glass in the row of the resource they want to search for.

This will run a search for the name of the resource. Workers will be taken to a page of search results that will open in a new tab.

On the list of search results, workers should look to see if there are any similar records. To compare, workers can open up the resource on the index by right clicking the resource's name and opening up the resource's page in new tab. This link can be found in the first column of the New Resource Index.

On the resource's page, workers should take note of the Resource Type-ID number located in the quick information box on the right hand side of the main resource overview page. The resource unit will need to use this number if they conclude that the resource is a duplicate during the search process.

After searching for the resource, click the link in the status column.

This will bring up a pop up box where resource workers see:

• • The name of the resource

  • The date it was added

  • The type of resource

  • The number of children linked to the resource

  • A dropdown menu used to change the status to verified or duplicate

  • A text box where resource workers would copy and paste in the resource number of the original resource if it was found to be a duplicate.

For a Duplicate Resource

• 1. From the dropdown menu, select Duplicate

  2. Enter the Resource ID number of the original resource's record in the text box

• 1. Click Save. This will update the resource index, changing the status to Duplicate, listing the name of the resource worker who made the status change, and listing a link to the original resource index in the last column.

• 1. On the main page of the resource, you will also see that the resource is a duplicate in the quick info menu and in a red outline message at the top of the page.

For an Original Resource

• 1. From the dropdown menu, select Verified

• 1. Click Save. This will update the resource index, changing the status to Verified and listing the name of the resource worker who verified the resource.

Verifying a Resource on the Main Page of the Resource

You can now mark a resource as a duplicate from the main page of the resource itself. NOTE: This feature can only be seen and used by the following roles: Central Office Resource Unit, Admin, Super Admin.

1. From the main page of a Foster Family Home, Residential Resource, Placement Provider, or Out of State Resource, open the Actions menu in the smart bar and select “Set status to Verified or Duplicate” 

1. The same popup that displays on the New Resource Index (seen above) will open on which you can select the status of the resource. 

2. If you set the status to duplicate, enter the ID of the original and click save. The ID is the number only (if FFH-124 is list in the quick info, enter 124)

3. A warning message will display at the top of the page signifying that the resource is a duplicate, with a link to the master record.