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Person search jurisdiction grouping in report and search editor starts today

The way that records appear in the search editor and on the report for the person search will be changing starting today. Person search results shows things like address history, name variations and their dates of use, and date of birth, which can help you decide what additional jurisdiction searches you may need to run. This affects both CRA views and the client view, if your client has access to view person search results.
This change only affects results for the person searches moving forward, and will not be retroactive or apply to other search types. Learn more about the person search in general here.

Grouping jurisdictions to more easily take action

Rather than having multiple rows with the same name, date of birth, and jurisdiction combination, these will all be grouped together with the number of how many times that combination of records was returned.
For example, in the old view, a search might have appeared like this:

old search view is lage and does not group multiple reports by the same person

You can see that there are a lot of line items that actually contain almost identical information, and it can be hard to parse through them all without the helpful color coding above.
In the new view, for those same search results, you would now see that each color from above will only appear once, with a new column on the right letting you know how many times that combination of records appeared in the person search:

the new view groups multiple reports by the same person and saves space

This allows the results to appear much clearer and more concisely, while making sure each unique combination will still be visible. Misspellings or variations of the name, different geographic locations, or different dates of birth will still all show up for the same person, but instead of having to scroll through a whole bunch of lines and manually count them, you can now see them all tallied up to know which names and jurisdictions are most relevant for you to perform additional searches on, then dive deeper using select records if desired.

Hiding full address and phone number

If a person has multiple addresses and phone numbers within the same jurisdiction, these will still be grouped together in the same line item since the jurisdiction stays the same, and these pieces will not be shown directly in the search editor or report view, as you can see in the new view above.
For example, if Sally Test has the following addresses in a single jurisdiction, they will all be rolled into one line, with the additional information accessible by CRA users from the select records view:

  • 123 Test Street Apt B
  • 123 Test St Apt B
  • 123 Test Street.

Since this information is intended primarily to help CRAs gather more background information so they can know which jurisdictions to conduct additional searches on, this gives a quick summary without adding additional unnecessary information that can be distracting from that purpose.
The detailed records, including specific address, are still available in the select records view as before by clicking the Select Records radio button on the search editor page.
Step 1: Go to Workspace >> Searches >> Pending Searches >> select the person search you ordered.
Step 2: Under application information click the Select Records button.

buttons with the select records icon marked with a red box

Step 3: This will take you to their records summary that will list the full address information for each jurisdiction where the applicant’s records were found, along with a new column showing if the individual is deceased or not, if your data provider shares reports this information.

person search record summary with a new compact view

Add or remove records that appear on the search display

You can choose to add or remove records that appear on the search display on the select records page. This is where you can remove records that are not applicable or don’t match.
Step 1: Go to Workspace >> Searches >> Pending Searches >> select the person search you ordered.
Step 2: Under application information click the Select Records button.

buttons with the select records icon marked with a red box

Step 3: On this page, you can deselect or select records based on what you want to appear. For example, if you don’t want TESTAR, SALLY’s information to display, you would deselect the box next to their information. When you click add selections and view the report again, it will display like this:

information is de-selected so it does not show in the results

To add the record back in, you would do the same thing. Check the box next to TESTAR, SALLY’s information and select add selections. The report will refresh and display like this:

rhe add selection checkbox will add sally

Managing client views of person search results

If your clients have the ability to view person search results in their report, they will also see this change in the report results page.
As a reminder, TazWorks has always allowed you the ability to hide the person search results from your report.

How to exclude person search results from your report

Step 1: Go to Admin >> Manage Report Layout >> select an existing layout or add a new one >> Report Layout page.

report layout

On the report layout page, you have the option to exclude the results of a search type, exclude the results of the search from the consumer copy, and/or add a page break after a search type on the report.
To exclude the person search results, check the box under Exclude next to the person search type.

background check report section with the gery person bar marked in a red box

Once it has been excluded, the area will be greyed out.
Click Save at the bottom of the page to save your changes to your report layout.
Learn more about managing your report layout here.

Hiding Person search results from individual users

You can also hide search results on a user-by-user basis. If you wish to hide person search results from your client, follow these steps:
Step 1: Go to Admin >> Manage Clients >> select the user you wish to hide person search results from.
Step 2: On the edit client modal that displays, click the view reports tab.

red box markings are on view reports and a checkbox for person search

Step 3: You can remove their permission to view the person search results and reports by deselecting the box.
Click save at the bottom of this page to save your changes.

Questions? Feedback? Let us know in the comments below!

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