Creating a Name

With proper security permissions, you can create a new name record, add new information, or edit information in an existing name record.

1. Before creating new name or case records, search for already existing records to avoid creating duplicate records.

2. If the name you are looking for does not appear in the results of the name search, you can add a new name record to associate by using one of these three methods:

   • Click New Name from the NAMES ribbon drop-down arrow
   • Click the File menu item and select New Name
   • Press the shortcut keys Ctrl+Shift+N

   Depending on your Default View Settings, either the new name record will open in the default name view, or you will be presented with a dialog pop-up. Default View Settings are set in Tools | Settings in the Menu Toolbar.

3. Select or type all required and relevant data for each available field. Some fields may be required while others are not. See the Name Entry Fields for what data those entries require.

Note: The session does not necessarily need to be saved until all information has been entered. It is recommended, however, that you save periodically to avoid data loss due to unforeseen circumstances. If you attempt to close the session without saving, you will be prompted to save or abandon changes before the session closes.

Name Entry Fields

Field	Description
Name Type	If this field has not been automatically populated, you may select the Name Type from the list. It is not necessary to select a Name Type unless you are creating a name record for an agency, business, or another name type that differentiates this name record from other general name records within the database. Caution: The Name Type of a name record that is not restricted and has case involvements cannot be changed to a restricted name type.
Last Name	Type the last name of the person for whom you are creating a name record. It is recommended that you enter names in title case, with only the first letter capitalized. Note: When entering the name of a business or the name of an agency, the entire business name or agency name should be placed in the last name field.
First Name	Type the first name of the person for whom you are creating a name record.
Middle Name	Type the middle name of the person for whom you are creating a name record.
Prefix	Type any applicable prefix of the person for whom you are creating a name record (e.g., "Dr."). Caution: Some JustWare Document Automation (JDA) templates insert a prefix of Mr/Mrs/Ms etc. based on the gender code. When such a document is generated, if there is also a prefix selected in this JustWare field, it will duplicate the prefix inserted by the JDA template. Refer to your organization's standards for proper use of this field.
Suffix	Type the suffix of the person for whom you are creating a name record (e.g., Jr., Sr., III, MD).
DOB	Type the date of birth or select the date of birth from the drop-down calendar.
Gender	Select the gender from the list.
Height	Type the height in this numeric field. Note: There is no need to type the words "feet" and "inches." JustWare automatically designates the first number typed as "feet" and the rest as "inches." For example, type "511" to insert a height of 5 feet and 11 inches (5'11'').
Weight (lbs)	Type the weight in this numeric field.
Race	Select the race from the list.
Eye Color	Select the eye color from the list.
Hair Color	Select the hair color from the list.
Drivers License Number	Type the driver license number in this field.
DL State	Select the driver license state from the list. Tip: For quick data entry, narrow choices in a drop-down list by typing the beginning of your selection. Only choices that match your input appear in the list.
DL Class	Select the driver license class from the list.
Social Security Number	Type the Social Security number in this field. There is no need to type the dashes.
FBI Number	Type the FBI number in this field.
Inmate Number	Type the inmate number in this numeric field.
Initials	Type the Name Initials in this field.

A numeric field might have a mask, which will require a certain format or certain characters for a specific number type. In this scenario, the numeric field, once selected, is underlined for the number of required characters. An example of a mask is when you complete a phone number field. In this example, you may type three digits between the parentheses for the area code, three digits before the hyphen, and four digits after the hyphen.

Note: For quick data entry, narrow your choices in a drop-down list by typing the beginning of your selection. Only choices that match your input appear in the
list. Also, you can cancel changes and revert to a saved record by pressing Esc.