Violations in eCourtDate allow your agency to record, categorize, and manage compliance infractions tied to cases, citations, warrants, and client supervision. Tracking violations ensures accountability and gives your team a complete audit trail for every enforcement action.

### Overview

The Violations feature provides a centralized system for documenting compliance infractions across your agency's caseload. Whether you are tracking a missed court appearance, a probation condition breach, or a supervision violation, eCourtDate lets you record the details, assign severity levels, link penalties, and trigger follow-up actions automatically.

- **What it does:** Creates structured violation records with severity, category, statute references, and penalty details.
- **Why it matters:** Maintains a defensible audit trail for every compliance action your agency takes, supporting transparency and public accountability.
- **Who uses it:** Court clerks, probation officers, supervision staff, and agency administrators.
- **Expected outcomes:** A searchable, filterable log of all violations tied to the relevant client, case, or event records, with automated notifications keeping stakeholders informed.

### Prerequisites

Before you begin tracking violations, make sure you have:

- An active eCourtDate account with the **Admin** or **Officer** role
- At least one case or client record already created in the system
- Notification templates configured if you plan to send automated alerts (see **Admin** > **Messaging**)
- Familiarity with your agency's violation categories and severity classifications

### How-To Steps

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

1. Click on **Cases** in the top navigation bar.
2. Use the **Search Cases** form to locate the case associated with the violation.
3. Click the **Edit** button next to the case.
4. Select the **Violations** tab on the case detail page.

#### Step 2: Create a New Violation Record

1. Click the **Create Violation** button in the left column.
2. Enter the **Violation Title** to briefly describe the infraction (for example, "Missed Drug Test" or "Failure to Appear").
3. Select the **Category** from the dropdown. Common categories include curfew violation, substance use, failure to appear, and supervision non-compliance.
4. Select the **Severity** level: **Low**, **Medium**, **High**, or **Critical**.
5. Enter the **Statute Citation** referencing the applicable code or ordinance (for example, "ORS 137.540").
6. Enter a **Description** with additional context about the violation, including date, time, location, and any witness information.

#### Step 3: Link the Violation to Related Records

1. Use the **Client** field to search for and attach the client associated with the violation.
2. Use the **Case** field to confirm or update the linked case number.
3. Optionally, link the violation to a specific **Event** (such as a court hearing or check-in) by selecting from the event dropdown.
4. Click **Create** to save the violation record.

#### Step 4: Assign Penalties and Sanctions

1. From the violation detail page, locate the **Penalties** section.
2. Click **Add Penalty** to define the consequence.
3. Select the **Penalty Type** from the dropdown. Options include fines, jail time, community service, extended supervision, and other sanctions.
4. Enter the **Amount** (for fines) or **Duration** (for jail time or community service hours).
5. Add any **Conditions** that apply, such as payment deadlines or reporting requirements.
6. Click **Save** to attach the penalty to the violation.

#### Step 5: Configure Automated Notifications

1. Go to **Admin** > **Messaging** in the top navigation bar.
2. Create or select a notification template for violation alerts.
3. Return to the violation record and enable the **Notify on Create** or **Notify on Update** toggle.
4. Select the recipients who should receive alerts: the assigned officer, the client, attorneys, or other stakeholders.
5. Click **Save** to apply the notification settings.

#### Step 6: Search and Filter Violations

1. Click on **Cases** in the top navigation bar.
2. Select the **Violations** tab to view all violation records across your agency.
3. Use the available filters to narrow results by **Category**, **Severity**, **Status**, **Date Range**, or **Portal**.
4. Click **Search** to display matching records.
5. Click **Edit** next to any violation to view full details or make updates.

### What to Expect

After creating a violation record, it appears immediately in the case's **Violations** tab and the agency-wide violations list. Linked clients, cases, and events display a reference to the violation for full traceability. If notifications are enabled, recipients receive alerts within minutes. Penalty records attach directly to the violation and update the case timeline. All changes are logged in the audit trail, so your agency can demonstrate compliance at any time.

### Best Practices

- **Standardize violation categories** across your agency so reports and dashboards reflect consistent data.
- **Assign severity levels promptly** when creating violations to ensure proper prioritization and follow-up.
- **Link every violation to a client and case** to maintain a complete compliance history that supports court reporting.
- **Enable automated notifications** for high-severity violations so supervisors and officers are alerted immediately.
- **Review violation records regularly** during case reviews to identify patterns and address repeat offenders proactively.

### Frequently Asked Questions

**Q: Can I create a violation without linking it to a case?**
A: Every violation must be associated with at least one case record. If the case does not exist yet, create the case first by going to **Cases** and using the **Create Case** form, then add the violation from the case detail page.

**Q: Who can view and edit violation records?**
A: Users with the **Admin** or **Officer** role can create, edit, and delete violations. Other roles may have read-only access depending on your agency's permission configuration. Check **Admin** > **Settings** > **Roles** to review access levels.

**Q: Can I change the severity of a violation after it has been created?**
A: Yes. Open the violation record, update the **Severity** dropdown, and click **Save**. The change is recorded in the audit trail with a timestamp and the user who made the update.

**Q: How do automated notifications work for violations?**
A: When you enable **Notify on Create** or **Notify on Update**, eCourtDate sends the selected message template to the designated recipients. You can configure templates under **Admin** > **Messaging** and choose delivery via text, email, or both.

**Q: Can I attach documents or evidence to a violation record?**
A: Yes. Use the **Files** section on the violation detail page to drag and drop supporting documents, photos, or other evidence. Uploaded files are stored securely and accessible to authorized users.

### Troubleshooting

**Issue:** Violation record does not appear in the case timeline.
**Symptoms:** You created a violation but it is not visible under the case's **Violations** tab.
**Solution:**

1. Confirm the violation was linked to the correct case number during creation.
2. Check that you clicked **Create** (not just filled in the form).
3. Refresh the page and verify the violation appears in the list.
4. If the issue persists, check your role permissions under **Admin** > **Settings** > **Roles**.

**Issue:** Automated notifications are not being sent for new violations.
**Symptoms:** Stakeholders report they did not receive alerts when a violation was created.
**Solution:**

1. Verify that the **Notify on Create** toggle is enabled on the violation record.
2. Confirm the notification template exists and is active under **Admin** > **Messaging**.
3. Check that the recipient has a valid contact (phone number or email) on file.
4. Review the **Messages** page to see if the notification was queued or encountered a delivery error.

> **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 Manage Clients](/how-to-manage-clients)
- [How to Issue and Track Warrants](/how-to-issue-and-track-warrants)
- [How to Issue and Manage Citations](/how-to-issue-and-manage-citations)
- [How to Check the Audit Logs](/how-to-check-the-audit-logs)