Citations in eCourtDate let your agency create, track, and manage citation records with auto-generated reference numbers. Link citations to clients and cases, monitor their status from issuance through resolution, and filter records by type, status, date range, and more.

### Overview

The Citations feature provides a structured system for issuing and tracking citations across your agency. Each citation receives an auto-generated reference number in the CIT-YYYY-MM-DD format for consistent identification. You can link citations to client records and case numbers, track their status through the full lifecycle, and use filters to find specific records quickly.

- **What it does:** Creates citation records with unique reference numbers, links them to clients and cases, and tracks status from issuance to resolution.
- **Why it matters:** Replaces paper-based citation tracking with a searchable, auditable digital system that integrates with your existing case and client data.
- **Who uses it:** Law enforcement officers, court clerks, agency administrators, and supervision staff.
- **Expected outcomes:** A complete citation management workflow with auto-generated reference numbers, real-time status tracking, and easy integration with cases, violations, and warrants.

### Prerequisites

Before you begin issuing citations, make sure you have:

- An active eCourtDate account with the **Admin**, **Officer**, or **Clerk** role
- At least one client record created in the system (optional but recommended for linking)
- Familiarity with your agency's citation types and applicable statutes
- Notification templates configured under **Admin** > **Messaging** if you plan to send automated alerts

### How-To Steps

#### Step 1: Navigate to the Citations Section

1. Click on **Cases** in the top navigation bar.
2. Select the **Citations** tab to access the citations management area.
3. The left column displays the **Create Citation** form and **Search Citations** form. The main column displays existing citation records.

#### Step 2: Create a New Citation

1. In the **Create Citation** form on the left side of the page, select the **Citation Type** from the dropdown. Common types include traffic, parking, code enforcement, ordinance, and criminal.
2. The system automatically generates a **Reference Number** in the CIT-YYYY-MM-DD format (for example, CIT-2026-02-13-00042). This number is unique and cannot be edited.
3. Enter the **Violation Description** with a clear summary of the offense (for example, "Speeding 45 mph in a 25 mph zone").
4. Enter the **Statute Citation** referencing the applicable code or ordinance.
5. Enter the **Issue Date** and **Issue Time** (defaults to the current date and time).
6. Enter the **Location** where the citation was issued.
7. Select the **Issuing Officer** from the dropdown if your agency tracks which officer issued the citation.
8. Click **Create** to save the citation record.

#### Step 3: Link the Citation to a Client

1. From the citation detail page (click **Edit** next to the newly created citation), locate the **Client** section.
2. Use the **Search Clients** field to find the individual who received the citation.
3. Click **Attach** next to the correct client record.
4. The client's name, contact information, and other details now appear on the citation record.
5. Click **Save** to confirm the link.

#### Step 4: Link the Citation to a Case

1. From the citation detail page, locate the **Case** section.
2. Use the **Search Cases** field to find the associated case, or click **Create Case** to start a new one directly from the citation.
3. Select the case and click **Attach**.
4. The case number now appears on the citation record, connecting the citation to the broader case file.
5. Click **Save** to confirm the link.

#### Step 5: Update Citation Status

1. From the citation detail page, locate the **Status** dropdown.
2. Select the appropriate status. Available options include:
   - **Outstanding**: The citation has been issued and is awaiting action.
   - **Paid**: The fine or fee associated with the citation has been paid in full.
   - **Partial Payment**: A portion of the fine has been paid.
   - **Dismissed**: The citation has been dismissed by the court.
   - **Contested**: The individual is contesting the citation.
   - **Warrant Issued**: A warrant has been issued for failure to respond to the citation.
   - **Resolved**: The citation has been fully resolved through payment, court action, or dismissal.
3. Enter any relevant notes in the **Description** field (for example, "Paid in full at clerk's office on 2/10/2026").
4. Click **Save** to update the status.

#### Step 6: Search and Filter Citations

1. Click on **Cases** in the top navigation bar, then select the **Citations** tab.
2. Use the **Search Citations** form on the left side of the page.
3. Filter by any combination of the following:
   - **Citation Type**: Traffic, parking, code enforcement, ordinance, criminal, or other.
   - **Status**: Outstanding, paid, dismissed, contested, warrant issued, or resolved.
   - **Case Number**: Enter a specific case number to find all citations linked to that case.
   - **Date Range**: Enter start and end dates to narrow results to a specific time period.
   - **Portal**: Filter by the portal the citation was associated with.
   - **Reference Number**: Enter the CIT reference number for a direct lookup.
4. Click **Search** to display matching results.
5. Click **Edit** next to any citation to view full details or make updates.

#### Step 7: Configure Automated Notifications

1. Go to **Admin** > **Messaging** in the top navigation bar.
2. Create a notification template for citation-related alerts (for example, "Citation Issued Notice" or "Citation Payment Reminder").
3. Return to the citation record and enable the **Notify on Create** or **Notify on Update** toggle.
4. Select the recipients who should receive alerts.
5. Click **Save** to apply the notification settings.

### What to Expect

After creating a citation, it appears immediately in the **Citations** tab with its auto-generated reference number and current status. Linked client and case records display a reference to the citation for full traceability. Status changes are timestamped and recorded in the audit trail. If notifications are enabled, recipients receive alerts within minutes. You can download or export citation data for court filings, compliance reporting, or internal analysis.

### Best Practices

- **Use consistent citation types** across your agency so that reports and dashboards reflect accurate, comparable data.
- **Link every citation to a client record** to build a complete compliance history and support warrant issuance if the citation goes unresolved.
- **Update citation status promptly** when payments are received, hearings are scheduled, or dismissals are granted, so all stakeholders see current information.
- **Leverage the reference number** (CIT-YYYY-MM-DD format) in all correspondence and court filings for consistent identification across systems.
- **Set up payment reminder notifications** for outstanding citations to encourage timely resolution and reduce the need for warrant issuance.

### Frequently Asked Questions

**Q: Can I edit the auto-generated reference number on a citation?**
A: No. The reference number is generated automatically in the CIT-YYYY-MM-DD format and cannot be changed. This ensures each citation has a unique, consistent identifier across your agency.

**Q: Can I link one citation to multiple cases?**
A: Each citation is linked to one case at a time. If the same incident involves multiple cases, create separate citations for each case, or consolidate the cases before linking.

**Q: What happens when I change a citation status to "Warrant Issued"?**
A: Changing the status to **Warrant Issued** updates the citation record and triggers notifications if enabled. You should also create a corresponding warrant record under the case's **Warrants** tab (see [How to Issue and Track Warrants](/how-to-issue-and-track-warrants)) to manage the warrant lifecycle separately.

**Q: Can I delete a citation after it has been created?**
A: Citations cannot be permanently deleted to maintain the audit trail. Instead, update the status to **Dismissed** or **Resolved** with an explanation in the **Description** field. If you need to remove a citation from active views, you can archive it using the **Tools** button.

**Q: How do I export citation data for court reporting?**
A: Use the **Search Citations** filters to narrow your results, then click the **Export** button to download the data as a CSV file. You can also build custom reports under **Reports** in the top navigation bar.

### Troubleshooting

**Issue:** Citation reference number is not generated after clicking Create.
**Symptoms:** The citation is saved but the reference number field is blank.
**Solution:**

1. Refresh the page and check if the reference number now appears.
2. Verify that the **Citation Type** was selected before clicking **Create** (the type is required for reference number generation).
3. If the reference number is still missing, edit the citation and click **Save** to trigger the auto-generation.
4. If the issue persists, contact your agency administrator to verify the citation configuration.

**Issue:** Citation does not appear in search results.
**Symptoms:** You created a citation but cannot find it using the **Search Citations** form.
**Solution:**

1. Clear all filters in the **Search Citations** form and click **Search** to display all records.
2. Verify you are searching in the correct portal if your agency uses multiple portals.
3. Check if the citation was archived by enabling the **Archived** filter.
4. Confirm the citation was saved successfully by checking for a confirmation message after creation.
5. If the issue persists, check the audit logs under **Console** > **Audit Logs** for the creation event.

> **Important:** If you continue to experience issues after following these troubleshooting steps, sign in to eCourtDate and create a ticket by clicking the ticket button in the bottom right corner of the screen.

### Related Articles

- [How to Manage Cases](/how-to-manage-cases)
- [How to Track Violations and Case Compliance](/how-to-track-violations-and-case-compliance)
- [How to Issue and Track Warrants](/how-to-issue-and-track-warrants)
- [How to Manage Clients](/how-to-manage-clients)
- [How to Create Reports](/how-to-create-reports)