Setting up your Case Types

Case types are the glue that connect and configure various components to capture unique data for each type of investigation you work.  When creating a new case or case request the end user will be prompted to select which type of case they want to create.  Based on this selection, the information that is captured throughout the new case wizard will vary.  You can configure what information you want to capture on each individual case type (see below).

To create a new case type, click the Settings tab, and then click the Case Types link.

• Name - The name of the case type, as you want it to appear for your clients and staff.
  • Note: You can optionally disallow this case type from being used on your public case request form under the Options section. 
• Tag - A two-character identifier that will help you quickly recognize this case type when you cannot see the name.  You can insert this tag in your case number format, so it's easy to determine which type of case this at a glance.
• Description - A brief description of what this case type is.  This is only used for your reference in the settings, and is not displayed anywhere else in the system.
• Reference Labels (1, 2, and 3) - Reference labels are used to capture alternative case numbers and/or client reference numbers that are related to a case.  For example, if your client typically references this case type by "Claim Number", then the Reference Label 1 field should be labeled such.  If you have additional reference labels that are commonly used for this type of case, you can list them in the subsequent label spaces.  If you leave a reference label field blank, it will not appear on the intake form for this type of case.
  
  Tip: Read Quick Tips on Reference Labels below (scroll down) for more information and sample labels.
  
  
• Case Flags - Determine which case flags will be available to choose on this case.
• Case Services - Determine which case services are relevant for this type of case.
• Subject Types - Determine which subject types are relevant for this type of case.
• Default Subject Type - Of the selected subject types, choose the primary type of subject for this case.  For example, if this were an insurance case type, the default subject type would most likely be a "Claimant".  When creating a new case of this type, the end user will automatically be presented with a form to capture information about the primary subject (additional subjects can be added later).  
  Note: Only the default subject type can be marked as a "primary" subject on this cases of this type.
• Document Templates - Determine which document templates are relevant for this type of case.
• Case Reviews - Determine which case reviews are relevant for this type of case.
• Custom Fields - Select existing, or create new custom fields that you want to be available on this type of case.  If you want to add a field that already exists in your system, use the Add Line button and choose it from the list.  If this is a brand new field, click the Add New Field button to create a new custom field on the fly.  
  
  Note: Creating a new custom field on the fly through this form is exactly the same as creating one from the custom fields section of the settings.  After creating the field here, it will automatically be available for other case types to use.  As a general rule, you should never create duplicate fields.

Modifying the Budget Strategy

While configuring the case type, you will have the ability to adjust the Budget Strategy, located under the options section of the configuration.  From here, you can choose what type of budget (if any) you wish to track on the case type, as well as if the budget should be required or not.

• Disable Budget - The system will not prompt users to enter a budget, nor will the ability to track budgets on these types of cases be available.
• Use Budget (Hours and Money) - New cases will allow for budget in both hours and money.  Budget tracking will also be available for both methods.
• Use Budget (Hours Only) - New cases will only track budget in time (hours), and the ability to add budgets in money will be disabled.
• Use Budget (Money Only) - New cases will only track budget in money($), and the ability to add budgets in time will be disabled.

Once you've selected your budget strategy, it is also possible to choose if the budget should be required when entering a new case. If selected, the budget will be required (a zero entry is allowed) and cannot be left blank.

Understanding Reference Labels

Reference labels are most commonly used to identify a case or create search terms that are available to search for cases by a specific words, phrases, names, or other references.

As a rule of thumb, you only need to create a reference label on a case type when you have a piece of information that helps you identify a case or holds a value that is commonly used to search for or reference the case.

Examples

Have a look at the below table for some example reference labels on different types of cases:

Setting the Default Company Location

The default company location can be configured on each case type, making it easier to pre-define which location handles each type of case or case request.  When a default location is selected, that location will be pre-selected for new cases of this type when possible.

In the event that a staff member creates a new case or case request and does not have access to the default company location, it will fall back to their own location so they are able view the case.