History for
Auto-Linking
(history as of 4/9/2025 12:00:09 PM)
In the past, whenever an application didn't have any information about a person, vessel, berth, and/or vehicle and someone entered information about any of those things, we'd create a new database record. Even if the information entered was exactly the same as a record that we already have.
Now, during the situations outlined below, we will either automatically link to existing records, or will ask the user if they want to link their application to the existing. The reasons for this are:
- Reducing data entry effort
- Reducing/eliminating duplicate records about the same thing, which improves maintainability/usability.
- Allowing us to more effectively collect outstanding violations for applicants
| Situation |
Process for Linking |
Process for Unlinking |
Notes |
- Application without a person (applicant, vessel owner, proposed applicant)
- User enters the cell phone number (1st field on the applicant tab) |
- User enters at least 7 characters
- We reformat the number according to our standard format (xxx-xxx-xxxx)
- We get a list of existing records with a matching cell number
- We prompt user whether they want to link (once per match) |
- User enters a different cell number |
There are some functionality/privacy issues involving persons:
- When the user confirms that they want to link, we disable the name fields. This will prevent users from changing the name on an existing person record, which would be equivalent to transferring the application to a different person.
- If the user has rights to edit the person record (because they are an Approver/Administrator, OR they are a user and the person record has an access code that matches with one of the access codes they've already entered), then we'll update the on-screen fields for that person to show the information we already have on file.
- If the user does NOT have right to edit the person record, we give them two options:
1) Use all the existing info on the record. If the user chooses this option, we hide all the person fields on the application where the record has a value. This allows the user to enter missing information, but not to see what is already there.
2) Re-enter info on the record, other than the name fields. This could be useful in situations where contact info has changed. |
- Application without a vessel (vessel, proposed vessel)
- User enters the reg/doc number (1st field on the vessel tab) |
- User enters at least 6 characters
- We reformat the reg/doc number according to our standard format
- We get a list of existing records with a matching reg/doc
- We prompt user whether they want to link (once per match) |
- User enters a different reg/doc number |
If the user chooses to link, we'll update the on-screen fields to show all the information about the vessel.
THEN, if we are on the application page, we'll do a registration/documentation database search, and if there is a current reg/doc for that reg/doc number, and the last name of the applicant matches the last name in the registration database, we'll update the on-screen fields to reflect the information on the registration.
|
| - User enters the license plate number on a new vehicle row (1st field on the row) |
- User enters at least 4 characters
- We reformat the license plate number according to our standard format (no spaces or special characters)
- We get a list of existing records with a matching license plate
- We prompt user whether they want to link (once per match) |
- User enters a different license plate number |
If the user chooses to link, we'll update the on-screen fields to show all the existing information about the vehicle.
|
|
** PLANNED BUT NOT YET IMPLEMENTED **
- Application has no existing information about a berth
- User enters the berth number (1st field on the Berth tab)
|
- User enters at least 1 characters
- We get a list of existing records with a matching berth number
- We prompt user whether they want to link (once per match) |
- User enters a different berth number |
If the user chooses to link, we'll update the on-screen fields to show all the existing information about the berth. |
| - User updates the vessel information for an application, where the person is known. |
- We search for other applications for the identical vehicle record, where the person record is not filled in. |
N/A |
In this case, we update the person record on OTHER applications for this vessel |
| - User updates the vehicle information for an application, where the person is known. |
- We search for other applicatoins for the identical vessel record, where the person record is not filled in. |
N/A |
In this case, we update the person record on OTHER applications for this vehicle. |
|
** PLANNED BUT NOT YET IMPLEMENTED **
- User specifies the person for an application, and the application has a vessel or vehicle specified.
|
- We search for applications with the same vessel, where the person is not specified.
- We search for applications with the same vehicle, where the person is not specified.
|
N/A |
We automatically link this person to all the OTHER applications that we find. |
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