Persons

This page covers the Persons register which is a Sub-Item of Cases. The Persons register stores records including contact details of applicants and affected persons.

Overview

The Persons sub-register holds all the Person records that have been created through Relief Registrations and Recovery Cases and include links through to their related parent records.

Persons are similar to (but not the same as) Contacts. You can use Persons to record affected entities for both Individual Persons or Organisations such as businesses.

Persons can be added via a Case, a Relief Registration or directly by selecting New Person.

Person records can be managed directly through this sub-register and have their own Workflow fields.

Any changes made to the Person record will be reflected back in the Case or Relief Registration record they are connected to. Links to their parent records are listed and hyperlinked under the Related section of the record.

The Person record includes Contact Details, Records Notes, Message History and Workflow Status.

Access

To access Persons:

Persons must be enabled for the event.
Go on duty with an appropriate role such as Recovery Officer or Recovery Manager. If you can't access it, ask your administrator to check your permissions.

Locate the Persons register under Recovery > Persons in the menu.

Finding Persons

Searching, Filtering and Querying Registers

The register includes a number of features to assist in finding Persons:

Datagrid view
Filters including workflow, relief centre, alphabetical listings, language, relationship to primary contact and tags
Combination filters and search by most fields

Viewing Persons

Opening and Viewing Register Items

When viewing Persons, sections can be expanded and filled in.

As each section is completed, new fields and options may become available.

Person Settings

Left Column

Right Column

Record Notes

When editing, you can record notes as you make changes which will appear in the Activity log.

Refer to: Recording Notes

General

The General section contains contact information including:

Contact Type - if the record is for an Individual or an Organisation
Identification information including Family Name, Given Names, Age, Gender and Born in Australia
Phone numbers and Email
Additional fields for helping managing Cultural and Linguistic Diversity including Aboriginal or Torres Strait Islander origin, Language (to determine if a translator may be needed) and Identifying as having a disability.
When selecting Attending Relief Centre, record the centre they attended in the Relief Centre field
When selecting Has been displaced to a temporary address, record the temporary address in the Temporary Address section

Contact Details

Contact details is used mainly for communication via Phone, Email or Post. If a Person doesn't wish to be contacted.

Information captured in related items (such as Relief Registrations or Cases) can be used for communication purposes. If no information is recorded in related items it is recommended to select Specify other address and record it here.

Use address of property in this case will look up the address from the Case or Relief Registration. When selecting Specify other address, record the temporary address in the Address section

Communication

The Communication section may contain a Message History in the form of a delivery report of any messages sent to the Person.

Workflow

The Workflow section of the Person record allows you to set their status.

Persons have the following Statuses, in order of which they can be set:

Status

Datagrid Icon

Notes

Current

Person record is current and can be linked to Cases and Relief.

Closed

Closed records are no longer needed and will not show up in lists.

Classification

Refer to: Editing Items: Classification

If the Person record was created via a Case or Relief Registration, a link will be listed here to those related parent records.

Activity

Refer to: Viewing and Opening Register Items: Activity

Updating Persons

Editing Register Items

When updating Persons:

Keep contact information up to date.
Record notes in the Record Notes field.

Adding Persons

Adding New Register Items

To add a new Person:

Select the New Person button from the New item menu.
Select Individual or Organisation under Contact type.
Complete each section of the Person Settings as required. Note that some options may open up new sections to complete.
Set communication preferences under Where can we send postal communication?
Save the Case