The process to add a participant to a case always begins by selecting the type of participant you wish to assign and then checking to see if there is an ODS entity for that participant, in other words, if they already exist in ShareDo. If a participant does not exist, you can create them and add their contact and location details and any competencies they may have. If a participant already exists in ShareDo, you can review and amend their details if required. You can also check their involvement in other cases for reference or conflict purposes.
Entities are then assigned a role. At this stage, you may need to capture further information about the participant that relates specifically to their involvement in this case. The participant is then added to the case, and their details can be seen from a portal widget.
This assignment process can start by either of the following 2 ways:
- Select the role to assign the participant to. ShareDo uses this to help locate the participant. For example, when searching, ShareDo displays suggested participants from this and other cases based on the selected role.
- Select the type of participant to assign. As mentioned above, this helps drive the process. For example, when searching, ShareDo displays suggested participants based on the party type, such as expert.
After that, the process is essentially the same, regardless of the method chosen.
Work Type > Participants icon > Manage Participants
In the top right of the ribbon bar are two icons.
Add Role
Select Add Role.
The system lists all possible roles for this type of case, grouped by category. The roles available can vary according to the phases of the case.
The list of roles may cover more than one screen. Use the arrow buttons on the top left to navigate back and forth. To filter the list of roles, begin typing the role name into the search filter at the top right. Select a role of the participant, for example, witness. This role is used to assist the user in selecting a participant.
Once the role is selected, a new blade opens. Use this blade to search for existing participants in the selected role or create new participants using the Add new + button.
Search for Existing Participants
Related is used to find Participants already assigned to this case or a parent case.
System administrators who set up the system determine the rules for this, which will vary per work type.
The other options available depend on the role. Either one or both of the People/Organisations tabs (for example, if the role of Witness had been selected, the tab displayed would be People, as ShareDo assumes that all witnesses are persons rather than organisations). User/Team tabs display if the role requires an internal user or team to be selected.
Select the appropriate tab and type in the name of a person/organisation/user/team to assign to the case.
ShareDo performs an Elasticsearch all the participants on the system and returns any that closely match the name entered. For example, searching for sam returns entries with that in the first name or surname.
At this point you can edit their details. See Edit Person/Organisation Details.
Click the Link icon to the right of the participant to select them and link them as a participant with that role.
Add Participant
Select Add Participant.
 Select the type of the participant to assign. You can further refine the search by filtering. This example uses the person party type, and we'll filter the search in the step below. | |
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Selecting the participant's party type opens the search blade. Click the filter icon to apply a filter. Add party type filters by clicking the text box and selecting the appropriate filter. The image here shows the Expert party type selected. The results will be restricted to the selected party type. If required, you can select one or more competencies or locations to refine the search criteria further. |
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Enter the name of the participant to search for. Leaving the search box blank and clicking on the search icon (or hitting enter) lists ALL the participants in ShareDo that match the applied filters.
At this point you can edit their details. See Edit Person/Organisation Details. |
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Click the Link icon to the right of the participant. The Edit Participant blade opens. Select the Role this participant has in this work type and a reference is applicable.
Click Save and Close. |
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In both cases, if the participant you want to add does not already exist in ShareDo, you can create it and then assign it to a case.
Create New Participant
When you are confident the participant doesn’t already exist, click the Add New button at the bottom of the Search blade.
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ShareDo uses the options selected previously to help refine/speed up the process. For example, if you chose to add a role of Witness, in ShareDo a Witness is a person therefore the Add/Edit Person blade displays. Enter the details of your new Participant, including the Contact details and preferences. |
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| Some Party types may have further fields to capture specific details. |  |
| Click Save to save progress and present the nav bars at the foot of the blade. See the notes below for how to complete this data. |  |
| Click Save and Close. The selected Participant will be added to the list of Assigned Participants in the chosen role. | |