Overview

The MAGNET Back Office supports tracking contact information for any related contacts for on cases, listing each contact in the RHS in a block titled “Contacts”. The Contact Information section is where details regarding each case contact is addedcan be added, viewed, or edited.

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Adding Contacts to Cases

Contacts can be added to cases during case creation under the Contact Information Section, or after case creation by selecting “Add Contact” from the Select Action… menu on the case after it has been created.

When creating a new case in MAGNET, contacts can be added under the Contact Information section by searching for an existing contact using the text field. If the contact is new and does not yet exist in MAGNET, a new contact can be created by clicking the “Create New Contact” button.

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When this button is clicked, the search field changes to instead show the contact information fields for this new contact. By default, all contacts must have either a Company name or a First name, as well as a valid email addressClicking this button again will change this section back to allow for searching for existing contacts in MAGNET.

In the upper left-hand corner of the Contact Information section, the Contact type can be selected from the Contact dropdown menu. This dropdown lists the available contact types for the selected case type.All

Applicant/ Complainant/Requester

Most applications must have an applicant contact defineda defined applicant(Also referred to as Complainant in Code Enforcement or Requester in COO) contact. The applicant is typically one of the contacts previously added to the case, or an additional Applicant can be added. If the applicant is a contact that was previously added to the case, the orange “Set As Applicant” button can be clicked to set the selected contact as the applicant.

Contact types can be made required for specific case types. If the required contact type applicant is a new contact who has not yet been added to the case during case creation, the case will not be able to be createdMAGNET, the orange “Create New Applicant” button can be clicked, opening the contact fields to allow the applicant’s contact information to be entered. The applicant contact will be saved and added to the case when the “Create New Case” button at the bottom has been clicked.

Primary Contacts

Contacts on cases can be set as a “Primary Contact,” which indicates who should be the primary point of contact and to check off by default if they should receive a copy of any letter templates generated for the case. Primary Contacts can be set up manually per case, or preset with the exception of properties.The Primary Contact is typically designed to allow you to indicate the primary contact for the case. In the Properties module, typically the Owner contact type is set as the primary contact for each parcel. based on the MAGNET module.

How this feature functions can differ slightly in some modules.

• Properties Module

  • The primary contact is typically set on parcel updates, based on agreed-upon logic. This typically would be the “Owner” contact on the property.

  • If no logic has been determined, it may be different based on historical or legacy cases, and modern cases.

  • This logic can be updated as needed, by contacting your friendly MAGNET Support representatives.

• Other modules

  • This setting can be manually updated for each contact by checking or unchecking the box next to each contact type on a case, or by checking the option in the Contact information window “Set this contact as the primary contact on the case”

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Updating Contacts

General Updates

Case contacts can be updated from a case by clicking on the Edit button available on each contact listed in the Contacts block in the RHS. This will open up the Contact Information page for the contact, listing all of the available fields for the contact and any information currently entered for that contact. Here, you can update the contact’s information such as full name, email, phone numbers, and address, as well as update the contact type. This also allows you to use the Contact Multi-Update feature, which lists From this dialog, any contact information can be updated.

Bulk updates

The Contact Bulk Update feature, found at the base of the dialog, lists any other contacts in the MAGNET Back Office that may match the contact currently being updated, and allows you to bulk-update contact information for that contact across other cases that the contact has been added to.After making any appropriate changes to the contact, additional cases can be selected from the Contact Multi-Update feature by checking off each case from the list. . This allows for simple updating of other cases in MAGNET, when needed, to match the new information being supplied.

Once the appropriate changes have been made to the contact information, simply select the other cases in the Bulk Update section that you would like these updated to also apply to.

Once any changes have been made, and any additional cases selected, the “Update Contact” button can be clicked to save these changes.

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