As of April 2025, "Contacts" in Casefleet are being renamed to "Entities." This change reflects our expansion of this feature beyond just tracking persons and organizations to include products, locations, and other case-relevant items. This enhancement is part of our preparation for the upcoming Document Intelligence AI feature release.
Creating entities at the beginning of your case provides a handy list of all the witnesses, parties, and other persons or entities that make up the cast of characters in your case. You'll also be able to link specific entities to facts by typing the "@" key as you enter the text of a fact in your chronology. Linking entities to facts is particularly important when it comes time to run reports on witnesses or for cross-examination.
Global Entities vs. Case Entities
Entities/Contact records can be accessed in two different places within your Casefleet account:
The Entities tab in the menu bar of a case. The list of entities/contacts found here includes only those that have been assigned to the specific case file.
The global Entities menu is accessible in the left-side toolbar. Entity/Contact record visibility in the global Entities screen is dependent upon your assigned permissions level:
Administrators and Standard users can see all entity records in the account
Limited users can see any entities created by their user profile, as well as entities assigned to any cases to which they have been given access.
To learn more about creating entities/contacts and adding them to your case, click here.
Entity Types
When adding a new entity to your case, you’ll be prompted to select an Entity Type. This helps categorize the entity appropriately for your case data. The available options include:
Person
Organization
Event
Location
Date
Date/Time
Product
Document
Other
Creating an Entity Short Name
The Short Name field in the entity form allows you to create a short name that will appear on your chronology and in your reports. To create a short name, simply enter the desired information in the "Short Name" field of the entity form. If you do not wish to create a short name for the entity record, leave the field blank and the full name will continue to appear on your chronology and in your reports.
Setting an Entity's @-Name
Once an entity/contact has been added to a case, you will be able to link the entity in facts using their "@ Name". The entity's @-Name is auto-generated upon creation but can be customized in the "@ Name" field on the entity/contact record.
NOTE: An entity's @-Name must be unique for each entity record.
When linking entities to a fact, the full name will still appear in the drop-down list along with the @-Name, so it's easier to identify the correct record:
Once an entity/contact is tagged in a Fact using their @-Name, their name (or assigned alias) will appear on the Facts tab and in any reports:
