User Guide – Base Product

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Calendar

Calendar View the Calendar The Calendar section displays events for the case on a calendar which is integrated with Microsoft Outlook Calendar. On the case treeview, select Calendar. The current month opens. You can page through previous and later months using the...

Manage Documents Using Snowbound

From the Documents section, you can: Search Add Folders Add Documents View a Document Annotate/Redact Print In the Expanded Treeview of the Browse Panel, click on the Documents section title or icon, or from the Navigation Icons Panel select the  icon to open...

Overview of Reports

The Reports Page See also: Run a Report View a Report   The Reports module provides access to a list of predefined reports for the ArkCase FOIA system. You can define your own reports and save them, or run them as needed. The list of reports available may vary...

Manage Documents Using PDFTron Viewer

Document Management From the Documents section, you can: Search Add Folders Add Documents View a Document Annotate/Redact Print In the Expanded Treeview of the Browse Panel, click on the Documents section title or icon, or from the Navigation Icons Panel select...

User Guide – Table Of Contents

Dashboard Module Complaints Module Case Files Module Consultations Module Tasks Module People Module Organizations Module Document Repository Module My Document Repository Module Search Module Reports Module Adhoc Reports Module Notifications Module Subscriptions...

The ArkCase Page

ArkCase Page Layout The ArkCase page has a page banner, sidebar, and action menu or object details. ArkCase Global Banner The global banner is the top border of the ArkCase page. You can use these global operations from any page in ArkCase. The global actions are: the...

The ArkCase Modules

ArkCase is a collection of modules designed for managing the case process. The module names you see may be different than those in the list shown below. Your organization can configure the OOTB ArkCase module labels to its business terminology. The Navigation frame is...

ArkCase Support Request

Create a Support Request You can create a support request from any page in the ArkCase application.  The requests are sent directly to the ArkCase customer support team. File a Support Request 1. Click on Support Request. 2. Enter "What went wrong?" including a...

Log In

How to Log in to ArkCase Browse to your ArkCase URL. The login page opens. 1.  Enter your username. 2. Enter your password. 3. Click Log In A message appears if you enter incomplete or incorrect login information. The system permits a limited number of login attempts....

Your Profile

Your user profile lists your system roles, lets you enter contact information, location information, and a profile picture and signature. You can also manage your subscriptions. View Your Profile 1. Click the arrow next to your user name. 2. Select Profile. Your...

Help

ArkCase Help To open this user guide through the ArkCase application: 1. Click the down arrow next to your user name. 2. Select Help.  

Logout

Log Out of ArkCase To manually log out of ArkCase: 1. Click the down arrow next to your user name. 2. Click Logout. ArkCase closes and returns to the Login Page. Note: you will be automatically logged out after a set period of inactivity. The time period can be...

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...

Simple Search

Simple Search See also Advanced Search. Use Simple Search from any page in the Application 1. On the page banner, click the Search ArkCase box. 2. Enter your search term and click enter.

Internationalization

Change Language Internationalization Use the Internationalization functionality to set a language preference. 1. On the page banner, click the Language dropdown and select your preferred language. 2. Select Language and all labels will change. Note: Labels are...

Dashboard Overview

The Dashboard is your ArkCase landing page. The dashboard displays your ArkCase content,  grouped into widgets. The widgets show the status of complaints, cases, and tasks. You can quickly access your content through the widgets. Edit your Dashboard Add a New Widget...

Overview Of Complaints

The Complaints Module Treeview of a Complaint Navigate a Complaint Add Complaint Content The Complaints module lists all complaints currently in the system. Use the module to edit a complaint, add supporting documents, update people and participants, and submit a...

Treeview Of A Complaint

Complaint Tree View ArkCase displays a list of all complaints that you are authorized to view or act on in the Browse Panel. The sections within each complaint in the Browse Panel let you locate and select specific content. Search, Filter, Sort, Refresh Treeview The...

Navigate a Complaint

View the Complaint Click a title from the Browse Panel. The complaint content opens in the Detail Frame. You can locate and select specific content from  the Browse Panel (Expanded Treeview) or from the icons in the Navigation Icons Panel. From the Browse Panel 1....

Add Complaint Content

To  create a new complaint, see Global New for details. A complaint has the following components: Global Information Details Locations People Organizations Documents Participants Notes Tasks References History Time Cost Tags Approval Routing Complaint Actions Global...

Overview Of Case Files

The Case Files Pages Treeview of a Case Navigate a Case Add Case Content The ArkCase Case Files module lists all case files you are authorized to view. You can locate and open a case file from the Navigation Frame or from your dashboard. From the Navigation Frame To...

Treeview of a Case

ArkCase displays a list of all cases that you are authorized to view or act on in the Browse Panel. There are sections within each case in the Browse Panel, where you can locate and select specific content. Search, Filter, Sort, Refresh Treeview The following...

Navigating a Case

View the Case Click a title from the Browse Panel. The case content opens in the Detail Frame. Expand Treeview and Navigate Icons You can locate and select specific content for view from the Browse Panel (Expanded Treeview) or from the Case section icons in...

Add Case Content

To create a new case, see Global New for details. A case has the following components: Global Information Details People Organizations Documents Participants Notes Tasks References History Time Cost Tags Calendar Suggested Cases Approval Routing Case Actions Global...

Overview Of Tasks

The Tasks Module Treeview of a Task Navigate a Task Add Task Content The Tasks module lists all your active tasks, and depending on your local customization, other peoples’ tasks as well. There are two types of tasks in ArkCase. Ad hoc tasks: Tasks that a person...

Treeview of Task

Task Tree View ArkCase displays a list of all tasks that you are authorized to view or act on in the Browse Panel. There are sections within each task in the Browse Panel, where you can locate and select specific content. Search, Filter, Sort, Refresh Treeview The...

Navigating A Task

View the Task View  sections of the task by expanding the task’s view. Click a title from the Browse Panel. The task content opens in the Detail Frame. Note: The task detail sections that automatically open in the Detail Frame depend on the Preference settings...

Add Task Content

Tasks include the following components: Global Information Details Reject Comments Parent Documents Attachments Notes References Workflow History eSignatures Tags Process Diagram Task Actions Global Information The Task global information is displayed while viewing...

Overview of People

The People Page Treeview of a Person Navigate People Add People Content The People module provides contact management functionality. New contacts can be added from Complaints, Case Files, Forms, and directly from the People module. Features Search Add Edit Activate or...

Treeview Of A Person

Person Tree View ArkCase displays a list of all people that you are authorized to view or act on in the Browse Panel. You can expand the person's entry to select specific content. Search, Filter, Sort, Refresh Treeview The following navigational actions are available...

Navigating People

View a Person Click a title from the Browse Panel. The Person’s content opens in the Detail Frame. Expand Treeview and Navigate Icons You view specific content from the Browse Panel (Expanded Treeview) or from the icons in the Navigation Icons Panel. From the Browse...

Add People Content

The People Module has the following components: Global Information Details Pictures Locations Phone Numbers Email Addresses URLs Participants Aliases Organizations IDs Complaints Cases Tasks Related People History Deactivation Restrict a Person Global Information...

Overview Of Organizations

The Organizations Page Treeview of an Organization Navigate Organizations Add Organization Content The Organization module provides flexible contact management functionality. New contacts can be added from Complaints, Case Files, Forms and directly in the Organization...

Treeview Of An Organization

Organization Treeview ArkCase displays a list of all Organizations that you are authorized to view or act on in the Browse Panel. Expand the Organization to view specific content. Search, Filter, Sort, Refresh Treeview The following navigational actions are available...

Navigating Organizations

View an Organization To view sections of an Organization click a title from the Browse Panel. The Organization’s content opens in the Detail Frame. Expand Treeview and Navigate Icons You can locate and select specific content from the Browse Panel (Expanded Treeview)...

Add Organization Content

Organizations have the following components: Global Information Details Locations Phone Numbers Fax Numbers Email Addresses URLs Participants DBAs People IDs Complaints Cases Related Organizations History Global Information The Global Information of an Organization is...

Overview of Document Repository

The Document Repository Page Treeview of a Document Repository Navigate a Document Repository Add Document Repository Content The Document Repository module allows you to create document repositories that are not related directly to cases or other objects in the...

Treeview Of A Document Repository

Document Repository Treeview ArkCase displays a list of all Document Repositories that you are authorized to view or act on in the Browse Panel. On the Document Repository list you can: Filter Sort Search Expand a repository to view its sections Select a Document...

Navigate a Document Repository

View a Document Repository Expand the document repository to view its contents. Click a title from the Browse Panel. The Document Repository’s content opens in the Detail Frame. You can locate and select specific content from  the Browse Panel (Expanded Treeview) or...

Add Document Repository Content

Global Information The Global Information of a Document Repository is displayed while viewing any section in the module. The edit capability for all other summary information is based on permissions and your local configuration. You can edit the content shown in blue...

Overview Of My Document Repository

The My Document Repository Page Treeview of My Document Repository Navigate My Document Repository Add My Document Repository Content The My Documents module is exactly like the Documents module, except it allows the user that is longed in to maintain their personal...

Treeview Of My Document Repository

My Document Repository Treeview ArkCase displays a list of all your Document Repositories that you can act on in the Browse Panel. Within each repository in the Browse Panel, there are 7 sub sections where you can locate and select specific content. Search, Filter,...

Navigating My Document Repository

View My Document Repository You can view one, several, or all sections of one of your Document Repository by expanding the repository’s view. 1. Click a title from the Browse Panel. The Document Repository’s content—metadata and detail—opens in the Detail Frame....

Adding My Document Repository Content

Viewing and Updating Global Information The Global Information Bar of My Document Repository is displayed while viewing any section in the module. The edit capability for all other summary information is based on permissions and your local configuration. Editable...

Overview Of Search

Search You can initiate a search from the page banner. Type in the search text and hit return or click the search icon. See also: Advanced Search Search ArkCase for all  content that you have permissions to view through the global search on the ArkCase page banner or...

Advanced Search

Advanced Search Create the Search Request 1. Enter your search criteria in either the Search box in the page banner or within the search module. You can include: Words and phrases. This is a search against all application metadata and full text. Numbers Use of...

Overview of Reports

The Reports Page Running Reports Viewing Reports Use the Reports module to retrieve information from the application. Depending on the report type selected, one or more additional parameters will become available to refine the content of the report. *NOTE:...

Running Reports

Report Search Criteria 1. In the Report field, select a report from the list. Depending on the selected report, one or more additional parameters will become available. 2. Select an option from the State list drop-down to further specify the content of the selected...

Viewing Reports

View Report Results The reports are displayed in the Report frame with up to 25 entries on a page. The report columns (content) depend on the report selected. Note: Your organization can personalize reports. Format Report Content You can choose from several output...

Overview of Adhoc Reports

Adhoc Reports Module Authorized users can create personal and shared reports on the fly using ad hoc reports. Features: Create New Data Source Allows authorized users to create new data sources (i.e., database connections, new SQL queries, etc.). Create New...

Overview of Notifications

The Notifications Page The Notifications module is a collection of all notifications that ArkCase creates when you are assigned or unassigned a complaint, case, or task. Note: By default, notifications are shown by modification date in descending order. You can narrow...

Overview of Subscriptions

The Subscriptions Page Advanced Search on Subscriptions The Subscriptions module lists events related to complaints, cases, tasks, organizations, etc. to which you have subscribed. Note: By default, subscriptions are shown by modification date in ascending order. You...

Overview of Tags

Tags You can apply tags  to content and search based on tags. See Advanced Search for more details.

Overview of Cost Tracking

The Cost Tracking Page Navigate Cost Tracking Add Cost Tracking Content Create, Edit, Send a Costsheet The Cost Tracking module lists your Costsheets. Costsheets are associated to charge codes; an individual sheet tracks expenses for an item, such as each complaint or...

Treeview of Cost Tracking

Costsheet Treeview ArkCase displays a list of all Costsheets that you are authorized to view or act on in the Browse Panel. Within each Costsheet in the Browse Panel, there are 6 sub sections where you can locate and select specific content. Search, Filter, Sort,...

Navigate Cost Tracking

View a Costsheet Click a title from the Browse Panel. The Cost content opens in the Detail Frame. You can locate and select specific content from the Browse Panel (Expanded Treeview) or from the icons in the Navigation Icons Panel. From the Browse Panel 1. Click...

Add Cost Tracking Content

Global Information The Global Information of an Organization is displayed while viewing any section in the module. Details In the Expanded Treeview of the Browse Panel, click on the Costsheet’s name or icon, or from the Navigation Icons Panel select the  icon to open...

Create, Edit, and Send a Costsheet

Create a New Costsheet You can create a new costsheet from the Global New button or by clicking the New Costsheet button from within the Cost Tracking module. From the Global New menu button 1. On the page banner, click the Global New button .  2. Select the Costsheet...

Overview of Time Tracking

Time Tracking Navigate Time Tracking Add Time Tracking Content Create, Edit, Send a Timesheet The Time Tracking module stores all your Timesheets. Timesheets are associated to charge codes; an individual sheet tracks time for an item, such as each complaint or a case....

Treeview of Time Tracking

Timesheet Treeview ArkCase displays a list of all Timesheets that you are authorized to view or act on in the Browse Panel. Within each Timesheet in the Browse Panel, there are 5 sub sections where you can locate and select specific content. Search, Filter, Sort,...

Navigating Time Tracking

Time Tracking Use the Time Tracking module to view and manage timesheets. See Time Tracking for more details.

Create, Edit, and Send a Timesheet

Create, Edit, Send a Timesheet You can create a new timesheet from the Global New button or by selecting New Timesheet button from within the Time Tracking module. See Create, Edit, and Send a Timesheet for more details.  

Overview of Audits

The Audits Page Run an Audit Report View an Audit Report Use the audit module to view a set of events based on your selections. Choose an audit type, specify a date range, then generate an  audit report. Note: if you select All the report can take a long time to run...

Run an Audit Report

Specify the Audit Report Select the report type in the Report Name dropdown. 2. Fill in the Object ID number field (optional). 3. Select a date Range. Note: The default date range setting is limited to the current day. 4. Click Generate Audit Report. The report...

View Audit Report

View Audit Report Results Results are displayed with up to 25 entries per page. The report columns depend on the report selected. Note: Your organization can personalize reports. Content in Audit Results Report: Format Report Content Use the audit report page to...

Overview of Administration

The Administration Page Security Dashboard Reports Forms Workflows Form/Workflow Link Application Branding Correspondence Management Document Management Media Services State of ArkCase The ArkCase Administration module (Overview of Administration Video) is the central...

Security

Security The Administration/Security section allows you to specify which users can access which functions in the system. You can also manage users, user groups, and document and email settings. LDAP Configuration Organizational Hierarchy Functional Access Control...

Dashboard

Update Dashboard Configuration Select the dashboard widgets each role has access to. 1. In the Dashboard section, select Dashboard Configuration. The existing widgets are shown along with authorizations. 2. Select a widget from the Choose Widget list. Once selected,...

Reports

Report Configuration You can specify which reports user roles have access to. Select Reports Configuration. The current report authorizations opens. Select a report, then choose which roles are authorized to use the report. Report Designer  To create custom reports,...

Forms

Timesheet Configuration Specify timesheet properties and add/edit charge roles and cost that will display on the timesheet form. Update Timesheet Properties By default, all timesheet properties will be checked. Choose Use Approval Workflow to send timesheets through...

Workflows

Workflow Configuration The workflow configuration provides the following: Access to workflow designer Edit Workflow Delete Workflow Download Workflow Upload a Workflow Version Workflow Versions View a Workflow Diagram Download a Workflow Click the button and the...

Form/Workflow Link

The Form/Workflow Link allow workflows to be linked directly to actions or forms in the system. This configuration dictates what actions happen and how workflows are triggered in the application. Select the Link Forms/Workflows function. A spreadsheet opens with the...

Application

The Administration-->Application module includes the following options: Application Configuration Application Version Label Configuration Lookups Configuration Username Display Configuration Login Configuration Audit History Holiday Schedule Business Hours...

Branding

Logos Use the Logo option to upload your corporate logo to display in ArkCase. You can upload an image for the header, login, and email logos. Use only png format images. A 1-to-4 aspect ratio is recommended. Minimum image height is 50 px. Add New Header, Login, or...

Correspondence Management

Use the Administration/Correspondence Management option to configure the following: Merge Fields Configuration Correspondence Templates Email Templates Correspondence Management functionality lets you manage correspondence templates including letter/email templates...

Administration – Document Management

The Document Management options include: CMIS Configuration De-duplication Settings Auto Redaction Configuration CMIS Configuration Use the Content Management Interoperability Services (CMIS) Configuration section to add, update, and test the CMIS connection. Add New...

State Of ArkCase

State of ArkCase Use the State of ArkCase option to access ArkCase log files for a specific date. Select a date using the calendar. Click . A zip file downloads, which includes the error log and state of ArkCase .json files. You can view the contents using...