How to verify client identity documents

Verifying a client's identity document means comparing the ID they presented against the identity record your agency keeps on the **Identities** page. eCourtDate stores the scan next to the ID number, type, issuer, and dates, and it can read a driver license so you check printed values instead of retyping them.

### Overview

- **What it is:** The **Identities** page, a tab in the **Clients** section, where each identity record holds one document, its details, and an optional scan.
- **Why it matters:** Keeping the scan beside the ID number, issuer, and dates lets you confirm the document matches the client record without handling paper.
- **Who uses it:** Staff who work client records, including clerks, case managers, and administrators.
- **Expected outcomes:** An identity record whose **ID Number**, **Issuer Country**, **Issuer State**, **Issued On**, and **Expires On** values match the scanned document, with your findings written in **Notes**.

### Prerequisites

- Access to the **Clients** section of the main navigation
- An identity record for the client, or the details needed to create one ([learn how to manage identities](/how-to-manage-identities))
- A scanned image or PDF of the identity document
- The client record you are checking the document against ([learn how to manage clients](/how-to-manage-clients))

### How-To Steps

#### Open the identity record

1. Click **Clients** in the main navigation.
2. Click the **Identities** tab.
3. Enter the client's name or reference in the **Search clients...** box in the left column to narrow the list to that client.
4. Click the **Edit** button in the first column of the row you want to check.

#### Attach the scan of the document

1. Click **Choose File** on the **Edit Identity** card.
2. Select the scanned image or PDF of the document.
3. Watch the progress bar until the upload finishes, which saves the record.
4. Review the preview beside the form. Images appear inline and PDFs open in a frame.
5. Click **Open File** in the header to open any other file type in a new tab.

#### Read the document with Optical Character Recognition

1. Click **Scan File** in the **Optical Character Recognition** card.
2. Review the detected values listed under the card, such as first name, last name, date of birth, address, issued date, and expiry date.
3. Check the red outlines drawn over the preview to confirm the scan read the right parts of the document.
4. Click **Map Fields** to copy the detected license number, state, country, issued date, and expiry date into **ID Number**, **Issuer State**, **Issuer Country**, **Issued On**, and **Expires On**.
5. Compare each mapped value against the image before you trust it.
6. Click **Save**.

#### Compare the document to the client record

1. Review the client card on the right of the record, which lists **First Name**, **Last Name**, **Date of Birth**, **Reference**, and other client details.
2. Compare the detected name and date of birth values against that card.
3. Click **View Client** to open the full client record in a new tab when you need more detail.
4. Click **Search** in the client card and click **Attach** next to the correct client if the record shows a "No Client attached" warning.

#### Record what you checked

1. Enter the **Issued On** and **Expires On** dates by hand if the scan did not fill them.
2. Enter your findings in **Notes**, such as the date you compared the document to the client record.
3. Click **Save**.
4. Review the **Audit Logs** card, which shows **Created By**, **Updated By**, **Created**, and **Updated**, to confirm the check is stamped against your name.
5. Click **Tools** > **Archive** when the document is replaced, so the record stays searchable under the **Archived** filter.

### What to Expect

The **Optical Character Recognition** card stays hidden until the record has a file, and **Map Fields** only appears after a scan returns values. The fields the card lists (license number, state, dates, name, date of birth, address, physical description) are driver license fields, so a scan of a passport or a certificate may return nothing to map. **Map Fields** fills the form on screen only, so the mapped values are stored when you click **Save**. Choosing a file saves the record straight away, and the **Open File** and **Delete File** buttons appear once the file is attached.

### Best Practices

- Attach the scan first, then use **Scan File** and **Map Fields** rather than typing the ID number and dates.
- Check every mapped value against the image, because a scan can misread worn, glossy, or angled cards.
- Write what you compared and when in **Notes**, since the record has no verified or approved flag.
- Set your agency's list of **Identity Types** under **Admin** > **Settings** > **Documents** so staff file each document under a label your agency recognizes.
- Archive a replaced ID instead of trashing it, so the earlier document stays available for audits.

### Frequently Asked Questions

**Q: Does eCourtDate mark an identity record as verified or valid?**

A: No. The record has no verified, approved, or valid field. Record the outcome of your check in **Notes**, and use the **Audit Logs** card to show who last updated the record and when.

**Q: Can I filter identity records by expiration date?**

A: No. The **Search Identities** card filters by **Search**, **Type**, **Creator**, **Archived**, and **Trashed** only, and the list shows **ID #**, **Type**, **Status**, **Creator**, **Created**, and **Updated**. Open a record to see its **Expires On** date.

**Q: Can clients upload their own ID through a portal?**

A: No. Identity records are created by staff on the **Identities** page. The portal upload files client documents on the **Documents** page instead, and it is controlled by **Allow Documents Upload** on the **Documents** tab of the portal editor.

**Q: Does Map Fields save the record?**

A: No. It fills the form on screen. Click **Save** after you review the mapped values, or they are lost when you leave the page.

**Q: Which file types preview on the record?**

A: Images appear inline and PDFs open in a frame. For any other file, click **Open File** in the header to open it in a new tab.

### Troubleshooting

**Issue:** The **Optical Character Recognition** card is missing.

**Symptoms:** The record shows the edit form and the client card, but no scan option.

**Solution:** The card stays hidden until the record has a file. Click **Choose File**, upload an image or PDF, and the card appears with the **Scan File** button.

**Issue:** No **Map Fields** button appears after a scan.

**Symptoms:** **Scan File** finishes and the preview is shown, but no detected values are listed.

**Solution:** The button appears only when the scan returns results. Upload a sharper, full-page image or PDF and click **Scan File** again. The reader targets driver licenses, so other document types often return nothing.

**Issue:** Mapped values are gone when you reopen the record.

**Symptoms:** **Map Fields** filled in the ID number and dates, but the record shows the old values later.

**Solution:** **Map Fields** fills the form without saving it. Click **Save** after you review the mapped values.

**Issue:** The record is not attached to a client.

**Symptoms:** The record shows a "No Client attached" warning, so there is nothing to compare the document against.

**Solution:** Enter the client's name or reference in the client card on the right of the record, click **Search**, then click **Attach** next to the correct client.

### Related Articles

- [How to manage identities](/how-to-manage-identities)
- [How to Manage Clients](/how-to-manage-clients)
- [How to upload and manage client documents](/how-to-upload-and-manage-client-documents)
- [Roles and Permissions](/roles-and-permissions)