Creating Participant Records

When adding participants to a case, it is not uncommon that a new participant record needs to be created.

Avoiding Duplicate Participant Records

Duplicate participant records in GTS should be avoided at all costs. Participant records can be located and used on cases statewide. If the same person or organization were to have multiple participant records created and the different records were added on different cases, they could not log into GTS and view all cases to which they are affiliated with a single login. Since a unique user name, e-mail address, and password are required when creating an account, a participant would need to use and keep track of multiple login credentials to work on their cases, causing confusion and inefficiency. Additionally, some reports and statistics generated in GTS would not be accurate.

For this reason, GTS requires a search of existing participant records before a new participant can be created. Searches should be conducted methodically to prevent participant record duplication. The following tips can be helpful when searching:

  • Search by partial names - This is especially important if the exact spelling is unknown or unclear in provided filings. Only two characters are required for the Last Name field. A single character can be used for the First Name.

  • Use less information in the search criteria - If information was not entered when a participant record was created, or was entered incorrectly, using the information in the search will not return the participant in the results and could lead to concluding that a new record should be created. For example, if a date of birth was never entered but it is used as search criteria, the person will not come back in the search results because that information doesn't exist in their record. So using less criteria when you are unsure if information has been recorded may be more effective. If many results are returned in the search, use the information displayed in the search results to locate the participant record needed. When searching for persons, just the Last Name can be used.

  • Contact the participant - If you cannot determine if a participant record is the participant you need, it is useful to contact the participant and ask if they have already created an account on the UJS Web Portal. They may be able to provide additional information, such as a more current address, that can be used to find their participant record. They may also be able to add additional information, such as a date of birth, to their own participant record in order to make it easier to find.

 

 

Creating Person Participant Records

This process assumes you have already performed a search for the person and determined that a new record is needed.

1. 

On the Add/Edit Other Case Participant popup, click the Add Participant icon Add Participant icon above the results grid.

2. 

The Type defaults to Person since that was the value selected for the Search By field for the search, but can be changed if needed.

3. 

Any information used in the search for the First Name and Last Name populates automatically. Verify and, if needed, update this information.

4. 

(Optional) Additional information about the person can be added, if available, that uniquely identifies them, such as the Name Type, Prefix, Generation, and Suffix. These identifiers can be useful in the future when someone is searching for the participant to ensure they have the correct one and to prevent duplicate records from being created.

5. 

Use the Address Type field to identify the address as a home, business, or mailing address. Then record the street Address, City, State, County, and Zip Code. These fields are required. However, if the person's address is not available, select the Address Unknown checkbox in order to be able to proceed.

6. 

Verify all the information for accuracy and completeness. When finished, click the CREATE button. The new person record is created and displays on the screen from which the search was initiated.

 

 

Creating Organization Participant Records

This process assumes you have already performed a search for the organization and determined that a new record is needed.

1. 

On the Add/Edit Other Case Participant popup, click the Add Participant icon Add Participant icon above the results grid.

2. 

The Type defaults to Organization since that was the value selected for the Search By field on the prior screen, but can be changed if needed.

3. 

Any information used in the search for the Organization Name and EIN populate automatically. Verify and, if needed, update this information.

4. 

(Optional) Additional information about the organization can be added, if available, that uniquely identifies them, such as the Store/Branch and Location. These identifiers can be useful in the future when someone is searching for the participant to ensure they have the correct one and to prevent duplicate records from being created.

5. 

Use the Address Type field to identify the address as a business, home, or mailing address. Then record the street Address, City, State, County, and Zip Code. These fields are required. However, if the organization's address is not available, select the Address Unknown checkbox in order to proceed.

6. 

Verify all the information for accuracy and completeness. When finished, click the CREATE button. The new organization record is created and displays on the screen from which the search was initiated.

 


Creating Attorney Participant Records

Participant records cannot be created for Pennsylvania bar attorneys in GTS. Instead, GTS interfaces with the Disciplinary Board of the Supreme Court of Pennsylvania to provide attorney records that can be used as part of cases. However, when adding an attorney to a case, certified legal interns and Pro Hac Vice attorney types can be created. The process is very similar to creating other non-attorney person records.

This process assumes you have already performed a search for the person acting as a certified legal intern or Pro Hac Vice and determined that a new record is needed.

1. 

On the Add/Edit Attorney Details popup, click the Add Participant icon Add Participant icon above the results grid.

2. 

The Type defaults to Person.

3. 

Any information used in the search for the First Name and Last Name populates automatically. Verify and, if needed, update this information.

4. 

(Optional) Additional information about the person can be added, if available, that uniquely identifies them, such as the Name Type, Prefix, Generation, and Suffix. These identifiers can be useful in the future when someone is searching for the participant to ensure they have the correct one and to prevent duplicate records from being created.

5. 

Use the Address Type field to identify the address as a home, business, or mailing address. Then record the street Address, City, State, County, and Zip Code. These fields are required. However, if the person's address is not available, select the Address Unknown checkbox in order to be able to proceed.

6. 

(Optional) Record the Date of Birth. This information is maintained for Pennsylvania bar attorneys but is not required for certified legal interns or pro hac vice attorneys.

7. 

(Optional) Record the social security number in the SSN field. This information is maintained for Pennsylvania bar attorneys but is not required for certified legal interns or Pro Hac Vice attorneys.

8. 

Select the appropriate Attorney Type from the dropdown.

9. 

Select the appropriate Status that relates to the certified legal intern or pro hac vice attorney.

10. 

Verify all the information for accuracy and completeness. When finished, click the CREATE button. The new person record is created and displays on the screen from which the search was initiated.