01 Aug 2014

Reduce Delays by Deleting Duplicate Professionals in CaseLink Office

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Trustee Tip:

Reduce Delays by Deleting Duplicate Profesionals in CaseLink Office

Duplicate entries are a hassle, so take the extra steps needed to help keep your professional lists clean. Not only will this help in streamlining your files, it will also help to reduce delays in notifying debtor attorneys of document requests through DocLink.

As you enter new debtor attorneys records into your cases, you will often find that a record has already been created. Many times, debtor attorney names are inputted multiple times because of something as simple as a nickname or a middle initial. Before you create a new record, check to see if a similar name already exists. For example: before adding in “Bill Huntley,” check to see if you have a debtor attorney record for “William Huntley” or “Will Huntley.” Or, for “Angelo A. Aguilar” also search for “Angelo Aguilar.”

How to Delete Duplicate Entries

If you come across multiple records, it is easy to clean them up by following the steps below:

Step 1) From the CaseLink Office homepage, go to the Tables toolbar and locate Professionals from the drop-down list.

Professional Table

Step 2) Search through your Professional List to locate duplicate entries.

Step 3) Delete any duplicate entries and ensure that any cases associated with the deleted professional are reassigned to another entry.

Note: If you have more than one Professional entry for the same person, always keep the one that shows as “Registered” – that is the entry that is linked with DocLink and is active.  If none of the records show as “Registered,” then keep the one that shows “RegKey Sent” as that is the entry that will become linked with DocLink when the registration key is activated.Deleting a professional that is registered with DocLink or has a DocLink registration key will create a missing link between CaseLink and DocLink – preventing the attorney from being notified of any new document requests as well as preventing them from uploading documents into DocLink.

In the example, below you can see that we have three records for “Angelo A. Aguilar.” The record code AAA is the one that is DocLink Registered. This will be the record that we keep.

Professional Table2

To clean up the duplicate records, select a record to delete. We are going to choose to delete the Angelo A. Aguilar entry with the code AA1, since the “RegKey” has not been sent to this record. Select this record and click on the Options button, then select Delete Record from the drop-down list.

Professional Table4The Professional Code Deletion box will appear. Here, you will see all the cases currently assigned to record Angelo A Aguilar code AA1. Next, in the Replace the professional code with drop-down list, select the record Angelo A. Aguilar with the AAA code (the entry that is “Registered”).  Then click on the Delete Professional Code button.  All of the cases listed will then be re-assigned to the attorney Angelo A. Aguilar code AAA in the Professionals List. Repeat the same procedure for the AA2 record.

Professional Table5

Now that we’ve shown you how to maintain clean records in CaseLink Office, you can make use of this time saving tip in your practice. If you need further assistance, you can contact the BMS support Center via email email or call 800-634-7734, ext. 6.