When adding a person, vehicle, or business to a report, there may be instances where they already exist in your agency's Enterprise Records database. After entering information about the person, vehicle, or business specified by your agency (such as a person's first and last name or a business' address), Report Writing uses its matching functionality to automatically search the database for duplicate entries.
When global subjects, vehicles, or businesses that match the information entered exist, the corresponding Possible matches found dialog opens. If the correct person, vehicle, or business is displayed, select it, then click the Select button. The dialog closes, and all available information about that person, vehicle, or business is pulled from the Enterprise Records database and added to the corresponding fields in Report Writing.
If only one person, vehicle, or business displays, it is automatically selected. However, you must still click the Select button to add it to the report.
Additionally, if you add additional information about the selected person, vehicle, or business in Report Writing, the global subject or global business record is updated in the Enterprise Records database after the report is approved and merged.
Alternatively, if none of the persons, vehicles, or businesses displaying are correct, click the Create new button to add the information to the report manually.
By using this matching functionality, the potential for you creating duplicate records of people or businesses in Report Writing is minimized. It also assists in ensuring that the information added to a report about a person or business is accurate for when the report is submitted for review.
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