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About short names

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Short names are unique names created by CaseMap for each object entered in a case and are what make linking case data possible. CaseMap automatically creates short names from the Full Name field entry. When you type using short names, CaseMap automatically identifies text that already has a short name created for it and links the object short name with case information (documents, facts, questions, research, and issues). When using short names, CaseMap automatically does a significant amount of the linking for you.

You can create your own object short names or modify CaseMap's default short names as needed. Fields that store short names and link to other case information are Description (10,000 character) fields, identified by the chain link icon in the field header.

Using short names is not required; you can enter data without using short names. However, not using short names limits the power of CaseMap's primary feature: linking and connecting case knowledge elements between spreadsheets. This feature is what allows you to search and view data in various ways at a moment's notice so you can locate essential information and create reports that shape and support your case strategy.

Once all short names are entered into a case, run a report on the short names and distribute it to case staff so they can familiarize themselves with parties involved in the case and reference the sheet for correct short names.

Using short names brings consistency to your case information. Short names are unique identifiers created by CaseMap based on the object's Full Name entry and can vary depending on whether it is a person, organizations or documents. Without short names, it's easy to enter multiple names or records for the same person, organization, or document.

Reference the following table for an overview of how short names work in CaseMap.

Short Name Considerations
Fields	Description
General	CaseMap removes all instances of "The", spaces, and commas. Each remaining word is capitalized.
	The maximum character limit is 30 characters with no punctuation or spaces (hyphens and dashes count as characters).
	Never use brackets as they block out CaseMap's recognition of short names.
	Each short name must be unique.
Display	Short names (by default) always display in description fields as underlined with blue dashes to verify that the object is recognized by CaseMap. You can modify short name display by clicking Object Display Options on the View menu.
	Object short names display in a cell when editing content, then CaseMap reverts to full name display when you move to another cell.
Data Entry	You can ignore using capitalization during data entry. CaseMap identifies short names with or without capital letters.
Persons	CaseMap creates a person's short name with the last name followed by the first initial. For example, Philip Hawkin's short name is HawkinsP. When customizing short names avoid using common words, e.g. "TO" for Tom Oliver instead of OliverT or OliverTed.
	CaseMap removes titles, ignores middle initials, and eliminates all naming distinctions, such as Jr., Sr., II, etc.
Organizations	CaseMap removes all instances of "The" and "Inc.".
	If the organization's name is two words or less, CaseMap combines the words into one and trims it to 30 characters or less.
	If the name is three words or more, CaseMap reduces it to initials or an acronym.
Documents	CaseMap uses the initial Bates number of the document as the default short name. It copies this values from the Bates - Begin field.
	For documents without Bates numbers, CaseMap creates a short name based on the full name entry up to 30 characters.
Printing	Full names automatically replace short names when printing. The blue underline does not display on reports.

using short names

Reference the Short Names Checklist to ensure that you are minimizing any possible data impacts that could be related to short name linking.

Checklist: Short Names
	Task
	Developing a Case of Characters
	Have you developed a Cast of Characters for all objects, primarily people, and organizations?
	Naming Conventions
	Do you have file naming conventions in place for all electronic and digital file types?
	Do you have document naming conventions in place? Have you determined how emails, documents, letters, proceedings, and other documentation materials will be named with a short name?
	Have you determined how to manage documents with Bates numbering applied? Will you use Bates numbers as short names for these documents?
	Have you noted any people that have identical names or where the short names become identical? Did you find a way to differentiate between them using numbers, using full first names following a last name, or the last four digits of a SSN, etc.?
	Have you located any duplicate people entries? Were you able to merge them keeping any data linking in tact? * See the Merging short names help topic for details.
	Did you locate any short names that might spell a common word, like “to” or “the”? * Short names that are also common words will be overlooked in a search. We recommend that you manually modify the short name entries to avoid this.
	Have you determined whether a short name should be created for a group of people, as opposed to one individual? * This is useful to identify a group or organization involved in a matter, when individuals’ names are less of an issue.
	After you bulk import a set documents into a case, did you remember to run the Short Name Assistant utility? * We recommend you run this utility after every bulk import of documents to ensure that any unlinked objects are identified and can be repaired. See the Using the Short name Assistant section for details.
	Educating Case Users
	Do case users understand the importance of and how to use short names when working in a case? Or is this task restricted to certain staff?
	Have you determined any guidelines for how case staff will enter new short names on the fly during case analysis?
	Did you give case staff a short names reference listing? * See the Hiding Documents when Printing section for details.
	If you have a new short name entry (person or organization) once case analysis has started, do you have process in place for notifying case staff?

Need additional help? Email the CaseMap Support team at: casemap.support@lexisnexis.com, or contact a support representative at 1-800-833-3346 (option 3). The CaseMap Support team is available between the hours of 9:00 a.m. to 9:00 p.m. Eastern Time, Monday - Friday.

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