The MAGNET Back Office supports tracking contact information for any related contacts for 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.
Adding Contacts to Cases
Contacts can be added to cases during case creation under the Contact Information Section, or 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.
When this button is clicked, the search field changes to instead show the contact information fields for this new contact. Clicking 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.
Applicant
All applications must have an applicant contact defined. 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 not yet 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 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 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. 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”.
Updating Contacts
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 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 other contacts in the MAGNET Back Office that may match the contact currently being updated, and 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. To limit this list to show only matching contacts from cases related to the case being updated, the “Show only related?” checkbox above the list can be checked.
Once any changes have been made, and any additional cases selected, the “Update Contact” button can be clicked to save these changes.
