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 a defined applicant 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 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. Primary Contacts can be set up manually per case, or preset 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”.
There is no limit on the number of primary contacts that a case can have. This feature is primarily intended to allow for easy identification of who should be contacted for notifications regarding this case.
When utilizing the MAGNET Template Generator, the contacts selected as “Primary Contact” will be selected to receive the template automatically. Any contacts not set as the primary, will not be selected by default. You can update the contacts that should receive the notification, by selecting them individually in the template generator.
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. 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. 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.
By default, MAGNET will show any case with a contact that is matched.
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.
