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 can be added, viewed, or edited.

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Adding Contacts to Cases

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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.

Applicant/ Complainant/Requester

All 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.

If the applicant is a new contact who has not yet been added to MAGNET, 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 onto to the case when the “Create New Case” button at the bottom has been clicked.

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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 for indicating 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, the From this dialog, any contact information can be updated such as full name, email, phone numbers, and address, as well as update the contact type. Also found in this window is the Contact Multi-Update feature, which lists .

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 . This allows for bulk-updating 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. 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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