How to Manage Cases

You must be a Super Admin user or have the following permissions: create cases update cases

Learn how to manage cases in eCourtDate. Create case-based workflows, organize clients based on cases, and send messages associated to dynamic case types and statuses.

How to Create a Case

1. Click on Cases in the top navigation bar.
2. In the Create Case form, enter the Case Number.
3. Choose any other options such as Case Type and Location.
4. Click the Create button.

You should expect to be redirected automatically to the newly created case. To review the case or make further changes, skip to the How to Update a Case steps.

How to Search Cases

1. Click on Cases in the top navigation bar.
2. Locate the Search Cases section.
3. Use any of the available filters. If you already know the case number, use the Search field.
4. Click the Search button to view results.
5. Click on the Edit button next to any case result.

Tips:

• If your case is archived or trashed, click to enable the Archived or Trashed checkbox filters. Only one can be chosen at a time. 
• If your case is assigned to a client, you can search by case number with the quick search in the top navigation bar. When clicking on a result, it will take you to the client profile. Then click on the "Cases" link in the left sidebar to view the cases attached to the client.

How to Update a Case

When viewing a single case, you can make changes to the case, attach files, add comments, and manage subscribers.

Case Details

The following fields are available on a per case basis:

• Case Number
• Location
• Agency
• Type
• File Date
• Arrest Date
• Offense Date
• Judgment Date
• Arrest Tracking
• Victim Name
• Offender Name
• Codes
• Conditions
• Description
• Offense Type
• Offense Description
• Charge Number
• Warrant Status

Click on the Save button to apply any changes.

Case Files

Each case can support an unlimited number of files. Drag-and-drop new files to the Case Files section.

Any uploaded files will display below. Click on the Download button to download a file or the Trash button to delete a file. 

If cases are enabled on the web portal, case files are accessible to the client and any case subscribers.

How to Attach Clients to Cases

From the case that you want to attach a client to:

1. Locate the Search Clients field in the top right corner
2. Type in a client name or reference and click the Search button.
   1. Note: You can click the search button to list the most recently created clients.
3. Click the Attach button next to the desired client

What to expect:

• You will see a Attached Client section that details basic client info.
• (If the client has at least one valid contact) You will see a Send a Message form where you can send one-off messages to the client regarding the case.

To remove the client from the case, click the Detach button.

How to Archive a Case

From the case that you want to archive:

• Click on the Tools button
• Click on the Archive button

What to expect:

• The case is immediately archived. Any scheduled messages are trashed.
• The case won't be searchable by default.
• The case won't trigger any Auto or Flow messages.
• The case isn't accessible through a portal.
• The case isn't used for merge tags on non-case messages.
• If Auto-Trash Archived Data is configured in General Settings, the case will be automatically trashed based on the number of days configured (for example, 90 days after the case is archived).

How to Trash a Case

From the case that you want to trash:

• Click on the Tools button
• Click on the Trash button

What to expect:

• The case and any scheduled messages are immediately trashed.
• The case won't be searchable by default.
• The case won't trigger any Auto or Flow messages.
• The case isn't accessible through a portal.
• The case isn't used for merge tags on non-case messages.
• If Auto-Delete Trashed Data is configured in General Settings, the case will be automatically deleted based on the number of days configured (for example, 30 days after the case is trashed).

To search for trashed cases, go to the Cases page, then click on the Trashed option in Search Cases.

How to Restore an Archived or Trashed Case

If you are unable to find the case:

• Click on Cases in the top navigation bar
• Locate the Search Cases form
• Click on the Archived or Trashed checkbox
  • Make sure to choose only one
• Click on the "Edit" button next to the desired case

To restore a case from the edit screen:

• Click on the Tools button
• Click on the Restore button

What to expect:

• The case will be searchable.
• Restoring the case alone won't trigger Auto Messages. 
• If the case was assigned to a Flow, messages may be triggered based on the Flow.
• The case is accessible through a portal. Case links previously sent in messages should become active (unless the link expired).
• The case can be used for merge tags on non-case messages.