Cases you have created in the Case Manager can be converted to contacts in the Contact Manager without loosing your work. All it takes is one click.

In this tutorial we’ll show you how the case information fields are mapped to the contact record fields, how to organize your new contacts in a group, and ways to handle case information that is not included in the case to contact conversion.

Convert a case to a contact

When you click into a case you’ll see a green “Convert Case to Contact” button in the blue notification area at the top of the case. Click the button and your case will be instantly converted, and you will be taken into your newly created contact record.

Open Contact Record

A case can only be converted to a contact once. If you have already converted a case, you will see a “Open Contact Record” button in the blue notification area at the top of the case.

How case information is mapped to the contact fields

The table below shows how the convertible case fields are mapped to the contact record fields. All the fields are editable before and after the case is converted.

Cases you have created in the Case Manager can be converted to contacts in the Contact Manager without loosing your work.

Case Number

The case number is saved as the Contact ID 1. This ID can be any alpha-numeric combination. The ID is visible when you view a list of contact is a group or view all contacts. You can search on any contact ID number.

Case Name

The case name is saved as the last name in the contact record. The contact last name is visible when you view a list of contact is a group or view all contacts.

Extension

The case extension is saved as a custom field named “extension” and can be found near the bottom of the contact record.

Client

The case client is saved as the Contact ID 2. This ID can be any alpha-numeric combination. The ID is visible when you view a list of contact is a group or view all contacts. You can search on any contact ID number.

Notes

Case notes are saved as individual notes in the contact record.

Phone Numbers

Phone numbers in a case are saved as phone numbers in the contact record.

Caller IDs and Aliases

Caller IDs and aliases in a case are combined and saved in the alias field of the phone number they belong to.

Status

A phone number status in a case is saved in the status field of the phone number it belongs to.

Emails

Case email addresses are saved as email addresses in the contact

A case that is ready to be converted.
A contact created from a case.

Case activity: calls, emails, and texts

Calls, emails, and texts that are saved to a case will not be included in the contact record created when the case is converted. This data needs to be saved manually.

If it’s necessary for you to save your case activity, the data can be successfully copied and pasted into a spreadsheet or a note in the contact.

Case activity: searches

The search history in your BellesLink account records up to two years of search records. Searches in your history can be viewed and saved to a contact. Go to Searches/Search History from the dashboard or main menu.

You can filter your search history by keyword and date range. Use the blue “Save to Contact” button at the top of the search page to link the search to a contact.

No new cases

The Case Manager is available in your account until February 28th, 2022. After that date, no new cases can be created and the Case Manager will no longer be available.

If you need additional time to convert your cases to contacts, email customersupport@belleslink.com to request an extension of access.