Global New Menu

The Global New menu allows you to create new:

• complaints
• cases
• tasks
• people
• organizations
• document repositories
• costsheets
• timesheets.

 

Create a New Complaint

1. Click New.

2. Select Complaint.

The new Complaint window opens.

Note: The New options you see may be different than the example. Your organization customizes the application according to its business processes. Plan to complete the form in one session. There is no option for saving information and re-opening later. Except for the required fields, information can be added and updated after the complaint is created.

Click Submit. The system checks for missing required information. The Submit button label changes to Please Wait, after which the message Thank You! Your submission has been received appears.

Complaint Workflow – Submit Complaint

ArkCase initiates a workflow when a new form is successfully submitted.

Complaint number. The system generates a number for the item (complaint).

Complaint status. The system assigns Draft state to the newly submitted item. See the complaint summary area of the content frame.

Copy of the completed form. The system generates a .PDF (Adobe Portable Document Format) document of the submitted form and automatically associates the document to the complaint. Your organization configures the format of the filename. The document is found in the Documents section of the complaint.

Create a New Case

1. On the page banner, click the New.

2. Click Case.

The first section of the form opens.

Note: The New menu you see may be different than the example. The menu options will represent your role and your local business processes.

Identify the Contact

• Title – List of options-Mr., Miss, Mrs., Ms.-not required.
• First Name – Enter name in text field, required for Initiator.
• Last Name – Enter name in text field, required for Initiator.
• Type – Default for Initiator, select a contact type (role) for each associated person in the People Section.

Add contact details

• Communication Device – Indicate one or more ways to reach people – create a record of each associated phone, email, social media account, instant messenger account.
• Organization Information – Identify the organization(s) to which the contact belongs or represents or is otherwise associating to the case.
• Location Information – Identify the address associated to the contact person and organization.

Participants Page

Participants are the owning group and the team members who have an interest in the new case. Examples of participant type are Owner and Follower.

1. Click Submit. The system checks for missing required information.

Note: If the form is incomplete, a message appears.

2. The Submit button name changes to Please Wait, after which the message Your submission has been received

Create a New Task

You can create a task from the New menu or an existing complaint or case.

From the New Menu

1. From the ArkCase page banner, click the New icon to open the pop-up menu.

2. Click the Task

From an Existing Case or Complaint

1. In an existing case or complaint, select the Tasks section.

2. On the Tasks title bar, click the + Add

Complete the fields required to define the task. Your local ArkCase configuration determines the required information and available options.

New Task form fields

• Assign To – Select an assignee for the task, click in the Assign  to view the list of users.
• Associated with Complaint of Case – Enter the complaint or case number (title). If the new Task is being added from an existing complaint or case, ArkCase defaults the association. Your local configuration determines whether or not the field can be changed. If the new item is an ad hoc task (created from the Newmenu), the field is blank. To reference a complaint or case, enter or paste its number/title.
• Subject – Enter a title for the task in the text field.
• Start Date/Due Date – Change a default date by clicking in the date field and selecting a new day from the calendar.
• Status – Assign a status to the task by clicking in the Statusbox and selecting from the list of options.
• Priority – Assign a priority to the task by clicking in the Prioritybox and selecting from the list of options.
• % Complete – Use this text field to manually post status.
• Notes – Add further description of or instructions to the task.

To create the task, click the Save button.

ArkCase Workflow – New ad hoc Task

• Assigns a unique ID number to the task
• Assigns the state Active
• If created from an existing case or complaint, associates the task
  • Attaches the case or complaint summary to the task record
  • Add the task to the Tasks section
• Adds the task to the Tasks module and to the owner’s My Tasks widget
• Sends a notification to the owner or owning group

Workflow Generates the Task

Actions taken on cases and complaints generate a task for designated approvers. A workflow creates and routes tasks for certain actions, such as those requiring a participant’s approval or review of a new case file or complaint, a status change, a form-based document, a time sheet, or an expense form.

ArkCase Workflow – Workflow-Generated Task

• Assigns a unique ID number to the task
• Assigns the state Active
• If generated from a close complaint request or change case status
  request, associates the task
  • Adds the complaint or case summary to the task record
  • Adds the task to the Tasks section of the complaint or case file
• Creates and attaches the associated form (.pdf record of close
  complaint request, change case status request, report of
  investigation document, expense form, time sheet) to the task
• Adds the task to the Tasks module and to the owner’s My Tasks widget
• Sends a notification to the owner or owning group

Create a New Person

Your local configuration dictates field names and the minimum amount of information (required fields) to create a New Person.

Opening the Person Form

1. On the page banner, click the New

2. Click Person from the menu. The modal box will open.

3. Populate the mandatory fields at minimum and then click Save Person. If the user clicks Cancel, no information will be saved and the new person modal box will close.

Create a New Organization

Your local configuration dictates field names and the minimum amount of information (required fields) to create a New Organization.

Opening the Organization Form

1. On the page banner, click the New

2. Click Organization from the menu. The modal box will open.

3. Populate the mandatory fields at minimum and then click Save Organization. If the user clicks cancel, no information will be saved and the new organization modal box will close.

Create a New Document Repository

Your local configuration dictates field names and the minimum amount of information (required fields) to create a New Document Repository.

Opening the Document Repository Form

1. On the page banner, click the New

2. Click Document Repository from the menu. The modal box will open.

3. Populate the mandatory fields at minimum and then click Create Repository. If the user clicks Cancel, no information will be saved and the new document repository modal box will close.

Create My Document Repository

Your local configuration dictates field names and the minimum amount of information (required fields) to create a New My Document Repository.

Opening the My Document Repository Form

1. On the page banner, click the New

2. Click Document Repository from the menu. The modal box will open.

3. Populate the mandatory fields at minimum and then Create Repository and select the “My Documents”. If the user clicks Cancel, no information will be saved and the new document repository modal box will close.

Create a New Costsheet

Your local configuration dictates field names and the minimum amount of information (required fields) to create a New Costsheet.

Opening the Costsheet Form

1. On the page banner, click the New

2. Click Costsheet from the menu. The modal box will open.

3. Populate the mandatory fields at minimum and then click Save. If the user clicks Cancel, no information will be saved and the new costsheet modal box will close.

Create a New Timesheet

Your local configuration dictates field names and the minimum amount of information (required fields) to create a New Timesheet.

Opening the Timesheet Form

1. On the page banner, click the New

2. Click Timesheet from the menu. The modal box will open.

3. Populate the mandatory fields at minimum and then click Save. If the user clicks Cancel, no information will be saved and the new timesheet modal box will close.