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
Step 1) From the Dashboard, click on Cases in the top navigation.
Step 2) In the Add Case form, enter the Case Number, then click the Add button.
Step 3) Click the newly created case to edit or fill in the form again to add a new case.
Use the Filter by Client button to assign a client to a case before creating.
How to Edit 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) Make any desired changes to the case. Click Save to apply any changes.
Depending on your settings, a case can have any number of custom fields. The following are the default fields available:
- Case Number
- Case Location
- File Date
- Judge
- Attorneys
- Status
- Type
- File Uploads
- Internal Notes
Cases can include additional fields depending on the use case. For example, cases for a criminal court may consist of:
- Arrest Date
- Offense Date
- Judgement Date
- Arresting Agency
- Arrest Tracking
- Victim Name
- Offender Name
- Charge Number
- Charge Codes
- Charge Description
- Offense Type
- Offense Description
- Case Conditions
- Warrant Status
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].