Names Files

Spillman

Names File Entry

1.   Search the Names File prior to adding a new name to reduce duplicate entries.  (While adding a call) After entering the info field your cursor will move to the last name of the complainant field.  You will be in search mode.

a.       Enter the first three letters of the last name followed by an asterisk (*). Hit Tab key.                                                                                               ------Practice (type last name “Exa*”)

b.       Enter the first three letter of the first name, followed by an asterisk (*).  If you aren’t ure of the spelling of the name, or think they may be using a nickname, or hortened name, start with only the first, or first and second letter.  (ex: Mi* for Mike or Michael)                                --------Practice (type first name “Exa*”)

c.       Hit f3 and you will get a list of everyone matching the search criteria you entered.                                                                                                                                             (Using the above practice, you’ll get 2 names “Example Example” and “Extra  Example”)

d.       If you are searching for a very common name (like John Smith) enter a DOB before you hit f3, or you will be searching through several pages of John Smiths.

e.       If you see the matching name and DOB there, highlight it and hit enter.

   2. Entering A NEW Names File

                   a.   If the name is not in the list, click cancel or use Ctrl C.  A message will come up that says “No matching name records found; add a new name record Y/N)? “  Type Y for yes.          

b.       You will now be in entry mode.  The search criteria you used should auto-fill.  Enter the complete name and hit Tab.

c.        Enter the complainants DOB.   If the caller asks why you need a DOB, advise them it is for the officers report. If they still do not want to give you a DOB, don’t argue or push further, but do not enter the name into the names file without a DOB. Put their info in the contact field only, and note that the caller refused to give their info in the call comments.

d.       The address of the call may automatically fill as the callers address.  If that is not the caller’s correct home address, correct it, then hit Enter, and verify the address in the Geobase.

e.       Fill out the callers telephone #, hit F3, and the info will be saved to the Spillman Names File and you can proceed with the rest of the call.