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
- Click on Cases in the top navigation bar.
- In the Create Case form, enter the Case Number.
- Choose any other options such as Case Type and Location.
- 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
- Click on Cases in the top navigation bar.
- Locate the Search Cases section.
- Use any of the available filters. If you already know the case number, use the Search field.
- Click the Search button to view results.
- 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
Step 1) From the Dashboard, click on Cases in the top navigation.
Step 2) Search for the desired case and then click to edit.
Step 3) Use the Search Clients to list clients. Click the Attach button next to the desired client.
You'll see a Case Client section if a client is already attached to a case. Click the Detach button and follow the steps above to attach a different client.
Once a client is attached to a case, you can click Cases when editing a client to list any other associated cases quickly:
How to Attach Attorneys to Cases
Step 1) From the Dashboard, click on Cases in the top navigation.
Step 2) Search for the desired case and then click to edit.
Step 3) In the Attorneys field, type to search available attorneys (by attorney name or bar number). Click the desired attorneys and then click Save to apply any changes.
Note: Manage available attorneys in Cases > Attorneys.
How to Archive a Case
An archived case means the following:
- 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).
Step 1) From the Dashboard, click on Cases in the top navigation.
Step 2) Search for the desired case and then click to edit.
Step 3) Click the Tools button, then click Archive.
The case is immediately archived. Any scheduled messages are trashed.
To search for archived cases, go to the Cases page, then click on the Archived option in Search Cases.
How to Trash a Case
A trashed case means the following:
- 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).
Step 1) From the Dashboard, click on Cases in the top navigation.
Step 2) Search for the desired case and then click to edit.
Step 3) Click the Tools button, then click Trash.
The case and any scheduled messages are immediately 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
A case that is currently archived or trashed can be restored. Once restored, the case:
- The case will be searchable.
- Restoring the case alone won't trigger Auto Messages. An Auto Message for "When a Case is Updated" may be triggered if the case is updated after restoring.
- 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.
Step 1) From the Dashboard, click on Cases in the top navigation.
Step 2) Search for the desired case and then click to edit.
Step 3) Click the Tools button, then click Restore. The case is immediately restored.
How to Send a One-off Message About a Case
Step 1) From the Dashboard, click on Cases in the top navigation.
Step 2) Search for the desired case and then click to edit.
Step 3) Fill in the Send Message form with your desired message, then click Send.
- Each valid contact will receive the message if a client is attached to the case.
- Enter phone numbers and email addresses in the To field if no client is attached to the case.
- Any case-related merge tags will automatically use the case details. Example: [CaseNumber] and [CaseLocation].