This article will discuss the Add New Case screen.
Add New Case
Note: The option to add a new case will be available if the Case Manager is turned on by the Administrator on your account in the Admin Screen. If you do not see the option to add a new case check with the Administrator to have it turned on.
Figure 1
From any screen click on the Add New dropdown arrow in the top blue bar (see above - Figure 1) and click on Case (see below - Figure 2).
Figure 2
In the New Case screen, you will see 3 boxes for data entry and the blue Save and Continue button. (see below - Figures 3-5)
Case Info
Figure 3
In the Case Info box, you will be able to turn on Confidentiality at the case level. This means that only the Advocate(s) that are assigned to the case and any Administrators on the account will be able to view anything about this case. After you have saved this case, you will have the opportunity to add clients, defendants, and locations. Making the case confidential here, at the case level, will mean that the other items you add to the case will also be confidential. (see above - Figure 3)
Note: With the Case manager turned on, the Admin on the account can create Stages for the cases. Intake is preloaded into the software, but they can also add other stages to fit the specific needs of your agency.
The case date and time will be the date and time you receive the case and begin working on it. It will default to the current date and time however, you can edit the information by clicking on the field and typing the correct date and time or click on the calendar icon to the right. (see above - Figure 3)
Choose the date on the calendar. If you need to choose a different year, click on the month and year dropdown in the upper left corner. Select the year, then the month, and finally the day. Below the calendar, you can select the time using the up and down arrows or click on the field to type the correct time. When you are finished click on the checkmark in the bottom right corner. (see above - Figure 3)
The case number will be whatever number is assigned by your agency. This number can be left blank if needed. The system will generate a unique sequential Case ID number that can be used in place of the Case Number. (see above - Figure 3)
The officer, Badge No. and Division are optional fields. (see above - Figure 3)
Case Assignments
Figure 4
In the Case Assignments box, you will default as the Case Owner. You can, however, change the Case Owner to any user in the user list by choosing the name from the dropdown box. Below the Case Owner field, you will have the ability to add additional users from the list to be assigned to the Case. The benefit is that multiple users can view the confidential case (other than Admin). Only the names of users that would not be able to view the confidential case would be included in the list. If you are not finding a name within the list that you want to choose, it is because they are already able to view the Case and do not have to be added to view. You can choose more than one name from the Assign Advocate list if needed. (see above - Figure 4)
Case Tags
Figure 5
The Tag Categories and Tags are not pre-loaded into the software and will be created by the Admin on your account in the Admin screen and are used to track, sort, organize and categorize any information regarding the Case that your agency would want or need to track. The examples that you see here were added as part of testing and to use for examples.
Note: The Tags box will be available if the Tag Manager is turned on in the Admin screen. If it is not available on your screen you can check with an Admin on your account to see if it can be turned on.
To apply the Tags that pertain to this case click on the words Add Tag… for each category listed. Choose the Tag or multiple tags. (see above - Figure 5)
Save Case
Figure 6
When you are finished click Save and Continue (see above - Figure 6). This saves the case and brings you to the next screen, and the next step in the process, adding the Case Narrative.