Adding Case Content

Viewing and Updating Global Information

The Global Information Bar of a Case is displayed while viewing any section of a case. The edit capability for all other summary information is based on permissions and your local configuration.

Editable sections in the Global Information Bar are the fields where the text is blue with dotted lines underneath (hyperlink)

1. Click the hyperlink to open a corresponding pop-up box to editing existing content.

Viewing and Updating Global Information

Change Case Name

1. Clear the current content and type in the change.

2. Click the check - icon button to finalize the action.

Change Case Name

Change Case Type

1. Click an item from the list to replace the existing content.

2. Click the check - icon button to finalize the action.

Change Case Type

Change Assignee

1. Clear the current content and type in the change.

2. Click the Save button finalize the action.

Change Assignee

Change Owning Group

1. Clear the current content and type in the change.

2. Click the Save button finalize the action.

Change Owning Group

Change Priority

1. Click an item from the list to replace the existing content.

2. Click the check icon button to finalize the action.

Change Priority

Change Due Date

1. Calendar date selector field: Click the month, day, or year. Use the spin control to modify the date.

2. Calendar picker: Click the down arrow to open the calendar. To change month and year, click the < left or > right arrows. To close the calendar, click the circle icon button.

3. To clear existing content, click the Clear (X) icon in the field or panel.

4. To close the pop-up box without saving, click the Close (boxed X)

5. To open a list, click the Expand (arrow-down) button.

6. Click the check icon button to finalize the action.

Change Due Date

Viewing Overview Details

The Overview section is the initial section that is displayed when clicking on a Case title.

When opening a case to view, sections automatically display only if they are enabled in Case preferences. You can open disabled case sections from the Navigation Icons Panel or the expanded folder view in the Browse Panel.

The enabled sections that automatically display when you initially select the case are in read-only mode. To update case information, open the section from the link or expanded folder.

1. In the Expanded Treeview of the Browse Panel, click on the Case title or icon, or from the Navigation Icons Panel select the Overview - icon icon to open the Overview section.

Expanded Treeview

 Tip: Additional sections can be enabled by default on the Preferences page.

Viewing and Updating Details

View Details

The Details section records information about the details directly associated to the case.

1. In the Expanded Treeview of the Browse Panel, click on the Details section title or icon, or from the Navigation Icons Panel select the i -icon icon to open the Details section.

2. The free-form text space is available for edit.

View Details

Tip: The name and shortcut keys appear in a pop-up box when hovering over tools.

Edit Details

1. Enter (or update) case details in the text space. The section provides a full set of tools for formatting text, adding hyperlinks, and attaching a variety of file types.

2. When the entry is complete, click the Save (disk icon) button save icon.

Viewing and Updating People

View People

The People section records information about people directly associated to the case

1. In the Expanded Treeview of the Browse Panel, click on the People section title or icon, or from the Navigation Icons Panel select the Add Existing Members -icon icon to open the People section.

View People

Add People

1. To add a person, click the icon button on the section title bar. This will link to a pop-up window where a person can be added.

Add People

Note: Required fields are outlined in red.

2. To add a new Person, select the add new person icon button where you can add a new person that isn’t currently in the system.

Person

3. Complete the required fields and any additional fields and click Save Person when finished.

Edit People

1. To edit a person, click the edit icon button, and you will be able to modify a previous entry.

Delete People

1. To delete a person, click the delete icon button, and the entry will be removed.

Filter People

You can filter people based on role, first or last name, organization, phone number, or location.

1. To filter, click in a column’s filter box and type in the first 3 or more characters. The list of results will update automatically.

Filter People

Viewing and Updating Organizations

View an Organization

The Organization section records information about the organizations directly associated to the case.

1. In the Expanded Treeview of the Browse Panel, click on the Organization section title or icon, or from the Navigation Icons Panel select the Navigation Icons Panel icon to open the Organization section.

View an Organization

Add Organizations

1. To add an organization, click the icon button on the section title bar. This will link to a pop-up window where an organization can be added.

Add Organizations

Note: Required fields are outlined in red.

2. To add a new Organization, select the Add new organization button where you can add a new organization that isn’t currently in the system.

Organization

3. Complete the required fields and any additional fields and click Save Organization when finished.

Edit Organizations

1. To edit an organization, click the edit icon button, and you will be able to modify a previous entry.

Delete Organizations

1. To delete an organization, click the delete icon button, and the entry will be removed.

Filter Organizations

You can filter organizations based on role, organization, organization type, ID, primary contact, phone number, or location.

1. To filter, click in a column’s filter box and type in the first 3 or more characters. The list of results will update automatically.

Filter Organizations

Viewing and Updating Documents

Documents section

The Documents (or Attachments) section provides the space for associating documents to a case and individually managing each file.

1. In the Expanded Treeview of the Browse Panel, click on the Documents section title or icon, or from the Navigation Icons Panel select the Document - icon icon to open the Documents section.

Documents section

From the Documents section, you can

  • Create form-based documents
  • Add documents from shared drives and assign document types as you copy them into the case folder
  • Copy or move files from other cases
  • Organize the document collection using familiar folder structures
  • Track versions and reinstate to Active status
  • Assign document-level access permissions for each participant
  • Split and merge documents
  • Mark and annotate pages
  • Insert page layers to control document review and content release
  • Download, export, and print files
  • Designate a file as Document of Record

For descriptions and instructions, refer to the Document Management section of this document.

Filter Documents

1. To filter documents, start typing in the filter box. As you type, attachment titles that match what you are typing will be displayed in bold. Any document titles that don’t match what is being typed become greyed out.

Filter Documents

Search Documents Table

1. To search documents, start typing in the search box. Once you have typed what you would like to search, press enter or click the search button.Search Documents Table

Add a Folder/Sub-Folder

1. To add a folder/sub-folder, right click on the folder or sub folder you wish for that folder to be added to and select ‘New Folder’.

Add a Folder

Add a Folder

Add a Document

1. To add a document, right click on the folder or sub folder you wish for that document to be added to and select ‘New Document’.

2. Then select the document type you are uploading.

Add a Document

3. Now browse to a local drive or shared drive and select the file(s) to be uploaded.

Add a Document

Add a Document

Add a Correspondence

1. To add a correspondence, right click on the folder or sub folder you wish for that correspondence to be added to and select ‘New Correspondence’.

2. Now pick the correct correspondence from the list and the correspondence will be generated and added to the folder.

Add a Correspondence

Add a Correspondence

Search for a Document

1. To search for a document, right click on the folder or sub folder you wish for that document(s) to be added to and select ‘Search Document(s)’.

Search for a Document

2. Then a user can search the ArkCase repository for any document.

Search for a Document

3. Once the search returns document, per the search criteria, the user can select one many or all document to be added to the request folder.

Search for a Document

Search for a Document

View a Document in the Document Viewer

1. To view a document, right click on the document and click ‘Open’ or double click the document name.

2. The document will then open in the viewer.

View a Document

Annotate/Redact a Document

1. When a document is open in a viewer, the user cannot only add annotations (text, shapes, stamps), but the user can redact a certain area of the document.

Annotation Text

Annotation Text

Annotation Shapes/Stamps

Annotation Shapes/Stamps

Redaction

Redaction

2. By click the pen button button, the user can us the + icon to click and drag across an area of the document.

3. This is a redaction annotation that is an overlay on the document (Note: the current version of the document is not effect, due to the annotations (i.e. redaction, text, stamp) being an overlay).

4. After a redaction annotation is added, the overlay can be modified or deleted by right clicking on the redaction area.

Redaction

5. The user can add as many redaction annotations as needed to cover the specific information that can’t be viewed by the public.

6. The user can then save the annotations by click the save icon button on the viewer.

redaction

Search the Document to Redact One or Many Matches in Bulk

1. When a document is open in a viewer (in Edit Mode), the user cannot only add a single redaction annotation, but the user can search for a specific term and redact all matches or each match one by one, in a bulk action.

Search the document

2. When the term has been searched or the pattern has been selected, the user has the ability to add redaction annotations, exemption codes, and notes to one, many, or all results.

Search the document Search the document Search the document

3. The user can then save the annotations by click the save-1 button on the viewer or burn the redactions permanently and version control the document.

save the annotations save the annotations

Search the Document with Predefined Patterns to Redact One or Many Matches in Bulk

1. When a document is open in a viewer (in Edit Mode), the user can search for a specific pattern (i.e. SSN, Telepone #) and redact all matches or each match one by one, in a bulk action.

Predefined Patterns

2. When the pattern has been search, the user has the ability to add redaction annotations, exemption codes, and notes to one, many, or all results.

Predefined Patterns

 Predefined Patterns  Predefined Patterns

3. The user can then save the annotations by click the save-1 button on the viewer or burn the redactions permanently and version control the document.

save the annotations save the annotations

Add Exemption Code(s) to a Document

1. When a redaction annotation is added to the document, the user can right click on that overlay and add an exemption code for that redaction annotation.

Add Exemption Code

2. An exemption code can be added to each redaction annotation overlay individually.

3. The user can then save the annotations by click the save-1 button on the viewer.

Add Exemption Code

Burn Redaction into Document

1. When all redaction annotation and exemption codes have been added to a document, the user can permanently burn the annotations.

2. The user can click the refresh icon button, then the screen will refresh and show the new version (i.e. v2.0) of the document with the redaction annotations burned into the document (Note: each redaction annotation will show the exemption code selected, if one was added.).

Burn Redaction

Print a Document from the Viewer

1. A user can print a document from the viewer by clicking the print icon button.

2. Print options will allow the user to print the document with or without annotations, redactions, document notes, and watermarks

Print a Document

3. Once the print button button is clicked, a print preview window will show, to print to a specific print or save as a pdf.

Print a Document

All Other Folder and Document Actions

See the Document Management section of this document

Viewing and Updating Participants

View Participants

The Participants section records information about the participants directly associated to the case.

1. In the Expanded Treeview of the Browse Panel, click on the Participants section title or icon, or from the Navigation Icons Panel select the Participants - icon icon to open the Participants section.

View Participants

Add Participants

1. To add a participant, click the icon button on the section title bar. This will link to a pop-up window where a participant can be added.

View Participants

View Participants

Note: Required fields are outlined in red.

2. Complete the required fields and any additional fields and click Save when finished.

add participant

Edit Participants

1. To edit a participant, click the edit icon button, and you will be able to modify a previous entry.

Delete Participants

1. To delete a participant, click the delete icon button, and the entry will be removed.

Filter Participants

You can filter participants based on type or name.

1. To filter, click in a column’s filter box and type in the first 3 or more characters. The list of results will update automatically.

Filter Participants

Viewing and Updating Notes

View Notes

The Notes section records notes and information about the notes directly associated to the case. It will show previous notes and is available to add or update notes.

1. In the Expanded Treeview of the Browse Panel, click on the Notes section title or icon, or from the Navigation Icons Panel select the Notes - icon icon to open the Notes section.

View Notes

Add Notes

1. To add a participant, click the icon button on the section title bar. This will link to a pop-up window where a participant can be added.

Add Notes

2. Complete your note and click Save when finished.

Edit Notes

1. To edit a note, click the edit icon button, and you will be able to modify a previous entry.

Delete Notes

1. To delete a note, click the delete icon button, and the entry will be removed.

Viewing and Updating Tasks

View Tasks

The Tasks section records information about the tasks directly associated to the case. It will show previous tasks and is available to add or update tasks.

1. In the Expanded Treeview of the Browse Panel, click on the Tasks section title or icon, or from the Navigation Icons Panel select the correct icon icon to open the Tasks section.

View Tasks

Add Tasks

1. To add a task, click the icon button on the section title bar. This will link to a pop-up window where a participant can be added.

Add Tasks

Note: Required fields are outlined in red.

2. Complete the required fields and any additional fields and click Save Task when finished.

Edit Tasks

1. To edit a task, click the edit icon button, and you will be able to modify a previous entry.

Delete Tasks

1. To delete a task, click the delete icon button, and the entry will be removed.

Viewing and Updating References

View References

The References section records information about the references associated to the case. It will show the reference number, titles and is available to create records of all other relevant information.

1. In the Expanded Treeview of the Browse Panel, click on the References section title or icon, or from the Navigation Icons Panel select the arrow icon icon to open the References section.

View References

Add References

1. To add a reference, click the icon button on the section title bar. This will link to a pop-up window where a reference can be added.

Add References

2. Search and select a reference. Then click add, and the reference will be added to the complaint. All columns will be filled automatically after the add button is clicked.

Delete References

1. To delete a reference, click the delete icon button, and the entry will be removed.

Filter References

You can filter references based on reference number, title, type, assignee, date last modified, or status.

1. To filter, click in a column’s filter+ box and type in the first 3 or more characters. The list of results will update automatically.

Filter References

Viewing History

View History

The History section records associated events that take place in relation to the case.

1. In the Expanded Treeview of the Browse Panel, click on the History section title or icon, or from the Navigation Icons Panel select the history icon to open the History section.

View History

Viewing and Updating Time

View Time

The Time section records information about the timesheets associated to the case. It will show the form name, user, and other related information.

1. In the Expanded Treeview of the Browse Panel, click on the Time section title or icon, or from the Navigation Icons Panel select the clock -icon icon to open the Time section.

View Time

Add Time Tracking

1. To add a timesheet, click the icon button on the section title bar. This will link to separate window where the timesheet can be completed.

Add Time Tracking

2. Complete the required fields and any additional fields and click Save or Send for Approval when finished.

Edit Timesheet

1. To edit a timesheet, click the edit icon button, and you will be able to modify a previous entry.

Delete Timesheet

1. To delete a timesheet, click the delete icon button, and the entry will be removed.

Filter Timesheet

You can filter timesheets based on the form name, user, total hours, total cost, modified date, or timesheet status.

1. To filter, click in a column’s filter box and type in the first 3 or more characters. The list of results will update automatically.

Filter Timesheet

Viewing and Updating Cost

View Cost

The Cost section records information about the costsheets associated to the case. It will show the form name, user, and other related information.

1. In the Expanded Treeview of the Browse Panel, click on the Cost section title or icon, or from the Navigation Icons Panel select the Navigation Icons Panel icon to open the Cost section.

View Cost

Add Cost

1. To add a costsheet, click the icon button on the section title bar. This will link to separate window where the costsheet can be completed.

Add Cost

2. Complete the required fields and any additional fields and click Save or Send for Approval when finished.

Update Cost

1. To edit a costsheet, click the edit icon button, and you will be able to modify a previous entry.

Delete Cost

1. To delete a costsheet, click the delete icon button, and the entry will be removed.

Filter Cost

You can filter costsheets based on the form name, user, total cost, modified date, or costsheet status.

1. To filter, click in a column’s filter box and type in the first 3 or more characters. The list of results will update automatically.

Filter Cost

Viewing and Updating Tags

View Tags

The Tags section provides the space for associating tags directly to a case.

1. In the Expanded Treeview of the Browse Panel, click on the Tags section title or icon, or from the Navigation Icons Panel select the tags icon icon to open the Tags section.

View Tags

Add Tags

1. To add a tag, click the icon button on the section title bar. This will link to a pop-up window where a reference can be added.

Add Tags

2. Complete the fields and select Add Tag when finished.

Delete Tags

1. To delete a tag, click the delete icon button, and the entry will be removed.

Filter Tags

You can filter tags based on the tag, the date created, or the user who created it.

1. To filter, click in a column’s filter box and type in the first 3 or more characters. The list of results will update automatically.

Filter Tags

Viewing and Updating Calendar

The Calendar section provides the space for associating calendar events directly to a case within ArkCase.  Each case calendar is a shared calendar within Outlook, where calendar events can also be added/edited, which sync with ArkCase case calendars realtime.

View Case Calendars within ArkCase

1. In the Expanded Treeview of the Browse Panel, click on the Calendar section title or icon, or from the Navigation Icons Panel select the calendar icon icon to open the Calendar section.

calendar of year 2018, month may that point to 22nd

View Case Calendars within Outlook

1. Login to the email account that manages all ArkCase shared case calendars and find the shared calendar.  By selecting this calendar, you can view all events associated to this ArkCase shared case calendar.

View Case Calendars

Add Calendar Events within ArkCase

1. To add a tag, click the icon button on the section title bar. This will link to a pop-up window where a reference can be added.

Add Calendar Events

2. Complete the fields and select Next when finished.

3. Enter any comments that you have into the field provided.

new event

4. Complete the fields and select Next when finished.

5. Add any attachments related to the event.

new event

6. Complete the fields and select Add New Event when finished.

7. The new event can be seen on the ArkCase case calendar and the Outlook case calendar.

ArkCase Case Calendar

ArkCase Case Calendar

Outlook Case Calendar

Outlook Case Calendar

Add Calendar Events within Outlook

1. Go to the correct share case calendar in Outlook and click New – Calendar event.

Add Calendar Events

2. Now enter all the details of the event and click the Save button button.

Add Calendar Events within Outlook

3. The calendar event is now saved to your shared case calendar within Outlook and the event is synced with the ArkCase case calendar.

Add Calendar Events within Outlook

Edit Calendar Events within ArkCase

1. To edit an ArkCase calendar event, click the the event on the calendar, and you will be able to modify the event.

event details

. Click the edit event button, which will allow the user to update any of the event information as if they were creating a new event.  The only difference is that the current events information will be populated and can be changed.

new event

Edit Calendar Events within Outlook

1. To edit an Outlook calendar event, double click the the event on the calendar, and you will be able to modify the event.

2. Now update the Outlook calendar event and click Save button button.

Edit Calendar Events

Delete Calendar Events within ArkCase

1. To delete a calendar event, click the the event on the calendar, and you will be able to delete the event, by clicking the delete button.

event details

2. Clicking the delete button, which will prompt a confirmation message, which will allow the user to confirm the delete the event.

delete event

3. Clicking the delete button will permanently delete the calendar event from the ArkCase case calendar and the the Outlook shared case calendar.

Delete Calendar Events within Outlook

1. To delete an Outlook calendar event, double click the the event on the calendar, and you will be able to delete the event by clicking the delete button.

2. Clicking the delete button, which will prompt a confirmation message, which will allow the user to confirm the delete the event.

Delete Calendar Events

3. Clicking the delete button will permanently delete the calendar event from the the the Outlook shared case calendar and ArkCase case calendar.

Viewing and Updating Approval Routing

View Approval Routing

The Approval Routing section provides the space for adding a workflow to the case. Here you can add and remove approvers as well as see a history of past reviewers.

1. In the Expanded Treeview of the Browse Panel, click on the Approval Routing section title or icon, or from the Navigation Icons Panel select the Approval Routing icon icon to open the Approval Routing section.

Approvers Approvers

Add Approvers

1. To add an approver, click the icon button on the section title bar. This will link to a pop-up window where an approver can be added.

new future task

Note: Required fields are outlined in red.

2. Complete the required fields and any additional fields and click Save when finished.

Delete Approvers

1. To delete an approver, click the delete icon button, and the entry will be removed.

Initiate Approvers

1. To initiate the approval workflow, click the Initiate button on the section title bar.

Changing Case Status

Use the Change Case Status request form to close cases and to change the case status.

  • Close marks the case as completed and assigned a resolution
  • Active to identify the case as in-progress
  • Inactive to indicate no further action will be taken

Completing the Change Case Status Form

To change a case’s status, a changed status form must be completed.

1. Click the Change Case Status button located above the case details in the module page.

restrict

change case status

Note: A blank Change Case Status form opens on a separate page.

2. Add/change the information required for the status change.

3. Click the Submit button when finished.

Subscribing to a Case File

Subscribe to a Case File

1. In the Action Panel, click the Subscribe - button button to make available a list of all events related the Case File.  (Click Unsubscribe to cancel.)

Merge Cases

Merge Case Files

1. In the Action Panel, click the to merge merge the current case you are viewing with another case.

Split Cases

Split Case Files

1. In the Action Panel, click the split to split the current case you are viewing into two separate cases.

Claiming a Case File

Claim a Case File

1. In the Action Panel, click the claim button to self-assign the (Click Unclaim to unassign.)

Restricting a Case File

Restrict a Case File

1. In the Action Panel, check the Restrict -button check box to restrict view and modification permissions to you (as assignee) and to designated members of the owning group.