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Connecting Records

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Many records use another record to display information, which eliminates the need to enter the information multiple times. For example, when a Property record is created, the Owner area uses a Name record to track the owner of the property. In Nova, these connections between records are called involvements.

Involvements can also be created using the Involvements tab on most records. However, it is recommended to use the Involvements tab only for involvements that do not correspond with an area on a screen. See the article "Using the Involvements Tab." 

The following methods can be used to create an involvement:
  • Detailed Search: Uses the standard Search screen to locate the record to involve.
  • Simple Search: Uses a simple search on the original record screen to locate the record to involve.
NOTE: For some record types, only the Detailed Search method is available. 

When either method is used, if any applicable records have been viewed during your session, then the Recently Viewed area is displayed and lists those records. If the desired record is listed, then it can be involved immediately, instead of searching for it.

To create an involvement:
  1. From the Adding New or Editing screen, locate the area in which the involvement is displayed. For descriptions of which areas use involvements, see the field description articles. For example, "Fields in the Identification Tab in the Name Screen."
  2. Click the Add icon. One of the following occurs:
    — If multiple record types can be involved, then a list of available record types is displayed. Select the type of record to use. Either the Detailed Search method or the Simple Search method is displayed.
    — If only one record type can be involved, then either the Detailed Search method or the Simple Search method is displayed.

    NOTE: Some records provide options that bypass creating an involvement and display applicable fields. For example, when adding an employer on the Name screen, the Quick Contact option can be selected instead of involving a Name or Business record. In which case, skip to step 4.

  3. Use one of the search methods to locate the record. See the sections “Using the Detailed Search method” and “Using the Simple Search method” below. Information from the involved record is displayed on the original record.
  4. Complete any additional fields. See the field description articles for the appropriate record type.
  5. Save the record by clicking the Save button or the Save and Close button.

Using the Detailed Search method

When the Detailed Search method is used, a link to search for the record is displayed.  If applicable, the Recently Viewed area is also displayed.

To use the Detailed Search method:
  1. Do one of the following:
    — If the desired record is displayed in the Recently Viewed area, then select the record. Information from the involved record is displayed.
    — If the desired record is not displayed, then click the link to open the Select screen for the selected record type.
  2. Search for the desired record. If the record is not found, then create it.
  3. Select the record to view it.
  4. Click the Involve This button. The screen for the original record is displayed with information from the involved record.

Using the Simple Search method

When the Simple Search method is used, fields for searching are displayed, as well as the Filter Results area. If applicable, the Recently Viewed area is also displayed.

To use the Simple Search method:
  1. Do one of the following:
    — If the desired record is displayed in the Recently Viewed area, then select the record. Information from the involved record is displayed.
    — In the search fields, enter your search criteria. Fields vary based on the record type being searched.
  2. Click the Filter button. Any records that match your search criteria are displayed in the Filter Results area.

    NOTE: If no records match your search criteria, then the following message is displayed in the Filter Results area: Could not find matches. Click here to create and involve a new record from the filter data. Click the message. A new record is created and involved with the original record. The new information is displayed on the original record. 

  3. Select the desired record. Information from the involved record is displayed.

    TIP: Even when the Simple Search method is the default method for an involvement, the Detailed Search method can be used by clicking the Detailed Search link. See the section “Using the Detailed Search method” above.

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