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You are able to manually add Participants to a Case. If you have a large group of participants, it is recommended to use the Attendance Form feature of a Case--this allows people to “sign in” which will automatically add them as a Participant to the Case.
Detailed Steps
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On the Case record page, click the New Case Contact button
You can search/filter for the Participant in many ways:
Name, EID, email, etc.
Department
Searching inactive employees
Searching other campuses
Once you have found the Participant:
Click on the radio button next to their name
Click on the Next button
Salesforce will copy the Participant’s Contact and Employment data and paste it into the Case Contact Record
Update Case Contact Type to “Participant”
Click the Save Button
You’ll be sent to the Participant’s new Case Contact record. If you click on the Case Number hyperlink, you’ll be sent back to the Case where you can see your new Participant.
Repeat these steps as necessary.
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Notes about the Attendance Form:
Only people with an IdentiKey will be able to use the Attendance Form because it utilizes Single Sign On. Nonaffiliates can be tracked in the “External Participants” field on the Case.
If a Participant accidentally completes the Attendance Form more than one time, only one Case Contact will be created. You do not need to worry about duplicates.
Detailed Steps
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On the Case record page, right click on the Attendance Form hyperlink and copy the link address.
Send the copied link to your Participants to sign-in.
When Participants open the link, they will be prompted to Single Sign On.
After SSO, Participants will be asked to review their information and click Mark me as attended.
Participants will be sent to a generic confirmation page, and the Participant will be added as a new Case Contact to your case.
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