TABLE OF CONTENTS. Chapter 8: Miscellaneous Administrative Functions Transferring Cases Between Prosecutors Merging Person Records...

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1 TABLE OF CONTENTS Chapter 8: Miscellaneous Transferring Cases Between Prosecutors Merging Person Records...8-9

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3 Chapter 8: Miscellaneous Chapter 8: Miscellaneous Miscellaneous Administration Functions within DAMION Within the DAMION system, there are some miscellaneous Administrative functions that are used to simplify the entire process within your organization. Chapter Objectives In this chapter, the following topics will be discussed: A. Transferring Cases between Prosecutors B. Merging Person Records v

4 DAMION Application Administration Reference Guide Where do we begin? Sometimes it becomes necessary within the DAMION system to perform certain administrative functions to help maintain the integrity of the database information. The administrative functions are simple to perform and will help your office run more efficiently. Topic A Transferring Cases Between Prosecutors DAMION offers a Prosecutor Case Transfer function that transfers some or all cases currently assigned to a particular Prosecutor to another Prosecutor within the organization. This may be necessary, for example, if a Prosecutor leaves the organization or is transferred to a different division. The Prosecutor Case Transfer window enables the administrator to transfer the appropriate cases in a single automatic transfer rather than requiring each case to be transferred manually. The Prosecutor Case Transfer window is accessed from the following location: By selecting Case Prosecutor Case Transfer from the menu bar located on the DAMION Launch Pad. 8-2 v. 4.3

5 Chapter 8: Miscellaneous The Prosecutor Case Transfer window is divided into the following three block: Attorney Query Case Assign To Attorney Query Block The Attorney Query block is located at the top of the Attorney Case Transfer window. This block is used to enter the appropriate search criteria to locate the cases in the database you wish to transfer to another Prosecutor. Case Block Once the search criterion is entered in the Attorney Query block, and the query is executed, all cases matching the search criteria entered will be displayed in the Case block. From this block, the user will then decide which cases will be transferred to which Prosecutors. The following buttons are located in the lower portion of the Case block: Assign To Block The Invert button will select any unselected cases and unselect any selected cases in the Case block by removing or adding a checkmark to the Select checkbox associated with the appropriate records. The Select All button will select all of the cases listed in the Case block for transfer to the Prosecutor selected in the Assign To block. The De-Select All will deselect or remove the checkmark from the Select checkbox for all of the records displayed in the Case block. Located at the bottom of the Attorney Case Transfer window is the Assign To block. This block is used to select the appropriate Prosecutor to which the selected case(s) will be transferred. v

6 DAMION Application Administration Reference Guide The following button is located in the lower right corner of the Assign To block: The Assign button is used to assign or transfer all selected cases in the Case block to the Prosecutor entered in the Assign To block. Task A-1: Transferring Cases from one Prosecutor to another Prosecutor Before you begin: This task assumes that you have logged into DAMION, and are viewing the Launch Pad. 1. Open the Prosecutor Case Transfer window a. From the menu bar located on the Launch Pad, select Case Prosecutor Case Transfer. Press ALT + C S 2. Observe the Attorney Query block You can enter search criteria into one more fields located in the Attorney Query block. Each field is described below. 3. In the Prosecutor field, enter search criteria on the Prosecutor from which you would like to transfer a case(s) 4. In the Office field, enter the search criteria on the appropriate office code to which the case(s) you wish to transfer is assigned 8-4 v. 4.3

7 Chapter 8: Miscellaneous 5. In the Filing Date Between field, enter search criteria on the beginning filing date for the case(s) you wish to transfer When used in conjunction with the Filing Date And field, you can enter a range of dates for your search. 6. In the Filing Date And field, enter search criteria on the ending filing date for the case(s) you wish to transfer 7. In the Court Location field, enter search criteria on the court location handling the case(s) you wish to transfer The Filing Date And field is the field located to the right of the Filing Date Between field. When used in conjunction with the Filing Date Between field, you can enter a range of dates for your search. 8. In the Case Status field, enter search criteria on the case status associated with the case(s) you wish to transfer 9. In the Case Type field, enter search criteria on the appropriate case type associated with the case(s) you wish to transfer v

8 DAMION Application Administration Reference Guide 10. In the Crime Type field, enter search criteria on the appropriate crime type associated with the case(s) you wish to transfer 11. Execute the query 12. Observe the Case block The Case block will display all cases matching the search criteria entered in the Attorney Query block. By default, a checkmark may appear in the Select checkbox for each case, but can be removed if necessary. 13. Navigate to the Assign To block to select the Prosecutor to which the selected case(s) should be assigned a. Click in the Prosecutor field located in the Assigned To block. Press CTRL + PAGE DOWN OR PAGE DOWN 14. In the Prosecutor field located in the Assigned To block, enter the appropriate Prosecutor code to which you would like the selected case(s) assigned 8-6 v. 4.3

9 Chapter 8: Miscellaneous 15. Observe the Transfer Event checkbox By default a checkmark will appear in this checkbox indicating that all future events entered for the transferred case(s) will be updated with the new Prosecutor code as of the date displayed to the right of the checkbox. If you do not what to update the future events, remove the checkmark from this checkbox. 16. Assign the cases a. Click on the Assign button to assign the cases. Press ALT + S 17. Observe the Prosecutor field located in the Case block The Prosecutor field in the Case block will now be updated to the Prosecutor to which the case(s) is being assigned. v

10 DAMION Application Administration Reference Guide 18. Save the changes 19. Exit back to the Launch Pad 8-8 v. 4.3

11 Chapter 8: Miscellaneous Topic B Merging Person Records Sometimes an individual s name is entered in the Person/Entity Database more than one time because, for example, their name was misspelled or perhaps due to data being converted into DAMION. Whatever the reason for the multiple instances of an individual s name, DAMION s Person Merge function is used to merge the records of a person(s) with those of another person. Once you have identified the incorrect instances of the name in the Person/Entity Database, and merged that information with the correct instance of the name, all of the information with the record(s) with the incorrect name will be merged with the information in the record with the correct name. The DAMION Person Merge Function allows a user to merge several incorrect instances of the individual s Person/Entity record into the correct record. The Person Merge window is accessed from the following location: By selecting Case Person Person Merge from the menu bar located on the DAMION Launch Pad. v

12 DAMION Application Administration Reference Guide The Person Merge window is divided into two blocks of information: Transfer Activity From Transfer Activity To Transfer Activity From Block The Transfer Activity From block is located in the upper portion of the Person Merge window. From this block, the user will select all incorrect Person/Entity records you wish to merge into the correct Person/Entity record. The Person/Entity record entered into the Transfer Activity From block will be deleted once the merge is completed. Be absolutely sure that you have chosen the appropriate individual s Person/Entity record(s) in this block prior to merging the information. The following button is located in the lower portion of the Transfer Activity From block: Transfer Activity To Block The GPLS button will access the GPLS window. From this window, the user has the ability to search for and select all of the incorrect Person/Entity records they wish to merge into the correct record. The Transfer Activity To block is located in the lower portion of the Person Merge window. In this block, the user will enter the correct Person/Entity record to which the records in the Transfer Activity From block will be merged. In this block, the user may select one and only one individual s name. The following button is located in the lower portion of the Transfer Activity To block: The GPLS button will access the GPLS window. When the window is accessed from the Transfer Activity To block, the user has the ability to search for and select the correct Person/Entity record to which the incorrect records will be merged v. 4.3

13 Chapter 8: Miscellaneous The following button is located in the lower right corner of the Person Merge window: Task B-1: Merging Person Records The Merge button will complete the merging of the individuals entered in the Transfer Activity From block to the individual entered in the Transfer Activity To block. Before you begin: This task assumes that you have logged into DAMION, and are viewing the Launch Pad. 1. Open the Person Merge window a. From the menu bar located on the Launch Pad, select Case Person Person Merge. Press ALT + C P M 2. Access the GPLS window to search for and select the appropriate individual(s) to be merged a. Click on the GPLS button located in the Transfer Activity From block. Press ALT + G 3. Enter the appropriate search criteria a. Enter search criteria into one or more fields located in the Person/Entity Query block. 4. Execute the query v

14 DAMION Application Administration Reference Guide 5. Select the appropriate name(s) to be merged a. Place a checkmark in the checkbox located along the left side of the Person/Entity Matching Query block for the appropriate individual(s) you wish to merge. 6. Select the individual(s) names a. Click on the Select button. Press Enter 7. Enter any additional individuals necessary using different search criteria a. Repeat steps #2 - #6 if different search criteria is needed to locate the appropriate individual s name. 8. In the Create Alias checkbox, indicate whether the DAMION system should create an alias record when the information is merged By placing a checkmark in the Create Alias checkbox, an alias record will be created for the correct individual using the incorrect Person/Entity record selected v. 4.3

15 Chapter 8: Miscellaneous 9. In the Name field located in the Transfer Activity To block, enter the name of the correct Person/Entity record a. Type the name directly into the Name field using the format LAST NAME, FIRST NAME MIDDLE NAME. Example: SMITH, JOHN HARRY b. Press TAB or click in another field. If an exact match to the name is found, the name will be populated in this field. c. Go to step #11. If more than one match to the name is found, the GPLS window will open. d. Go to step # Select the appropriate individual s Person/Entity record a. In the People/Entity Matching Query block, click to highlight the appropriate name, and then click on the Select button. In the Person/Entity Matching Query block, use the up and down arrow keys on your keyboard to highlight the appropriate name, and then press Enter v

16 DAMION Application Administration Reference Guide 11. Merge the records a. Click on the Merge button. Press ALT + M 12. Observe the window The fields located in the Transfer Activity From block will be cleared. The message line located in the lower left corner of the window will display Transfer of activities completed v. 4.3

17 Chapter 8: Miscellaneous 13. Save the changes Your charges are not saved and the merge is not complete until you commit your changes to the database. 14. Exit back to the Launch Pad v