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Adding a Record

← Adding Records
Records are used to track information about specific entities. For example, people, property, vehicles, and incidents. Records can also be connected, or involved, with other records to help track how entities are related.

To add a record:
  1. From the menu bar, select the record type. For example, to create a Name record, select Records > Names. The Search screen for the select record type opens.

    NOTE: It is recommended to search for existing records before adding a new one to avoid creating duplicate records.

  2. Click Add New to open the Adding New screen. 
  3. Complete the appropriate fields on each tab. It is recommended to start with the first tab displayed, and then to complete other tabs as needed. Most tabs are the same for all records, but some are specific to certain record types. See the related articles below. Fields on tabs that are marked in yellow are required, while fields marked with the IBR icon are required for IBR or Clery reporting.
  4. To complete an Address field, see the article "Entering Addresses."
  5. To add an entry to an area, click the Add icon. Multiple entries can be added. 
  6. To add an involvement between the record and another record, see the article "Connecting Records."

    NOTE: Involvements between records help to minimize the need to enter information more than once. For example, in the Victim area on an Incident record, an involvement to a Name record is used, rather than fields that would contain the same information as the Name record.

  7. To delete an entry, click the Remove icon.
  8. Save the record by clicking one of the save buttons. The Save button saves the record, but leaves it open for more changes. The Save and Close button saves the record and closes the Adding New screen.
  9. Once the record is saved and closed, the record is displayed for viewing. Do any of the following:
    — To add another record, click Add New.
    — To edit the displayed record, click Edit.
    — To return to the Search screen, click the Return to Search link.
Related Articles:
"Using the Attachments Tab"
"Using the Involvements Tab"
"Using the Comments and Narratives Tabs"
"Entering Addresses"
"Connecting Records"

For field descriptions of each Adding New screen, see the article for the desired screen. For example, "Fields on the Identification Tab on the Name Screen." 

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