Creating a Case
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When adding new Items to the system, users begin by creating a new Case/Incident/Matter/Project to contain them. Depending on your organization's industry and preferences, your tracking containers may be referred to as either Cases, Incidents, Matters, or Projects. All are exactly the same thing. Think of them as containers for groups of Items and the Persons associated with them. Persons and items must be placed in previously established Cases/Incidents/Matters/Projects. Therefore, the Cases/Incidents/Matters/Projects must be created prior to the Items and Persons that will be placed inside of them. For the purposes of this guide, we will use the term Case.
1. From the + Add menu on the left-hand side of the screen, select Case. You are now on the Add Case screen. Enter a Required valid Case/Project Number based on your organization's naming strategy and an Offense Type. Consider that a consistent, well thought out naming strategy will increase your overall organization and ability to locate projects and items in the future. Example: 03-16-2010-A, 03-16-2010-B, 03-16-2010-C... incorporate the case/project creation date for the first part of the name and alphabetic increments to differentiate cases/projects entered on the same day.
If you have entered a pre-existing Case, the following will appear, at which time you may View the pre-existing Case.
2. Once you have successfully entered a Required, valid Case/Project Number and Offense Type, and clicked Next, the software performs a check to ensure that the Case/Project Number entered does not already exist. Because the tracking system is designed to track unique cases/projects and items, it is essential that each Case/Project is given a unique number. This safety feature prevents Case duplication.
You must now enter a Required Case Officer, Offense Location, and Offense Date. Next, add any Tags and/or an Offense Description to the Case you just created. SAFE will generate a Review Date based on the specific follow up dates your administrator entered into the system for each Case Offense Type if Auto Disposition is set up. You may enter Review Date Notes, if you have permissions, then choose how you would like to proceed. Whether that is saving the Basic Info, then Adding an Item, or Adding a Person etc. When you have made your choice, click Save & Choose an Option.
Fields on the Add Case Page
Status - Is this an Open or Closed Case?
Case Number - A unique number that differentiates cases/projects in the system. This is a Required field.
Offense Type - Click anywhere in the Offense Type field to bring up a list of offenses to choose from. This is a Required field.
Case Officer - Name of the person in charge of the case, which is Required (must be an Active User).
Offense Location - The location where the offense took place. This is a Required field.
Offense Date - The Date and Time the offense took place. This is a Required field. Click the calendar icon, then pick a time and day. If no time is selected, the system will default to the current time.
Tags - A searchable label any User can create that is attached to a Case or Item for the purpose of identification. Click anywhere inside the Tags field to bring up a list of available Tag options to choose from.
Offense Description - Type a brief description of the Offense which occurred.
Review Date - Based on the specific Follow Up Date(s) your administrator enters into the system for each Case Offense, SAFE will generate a Review Date which will show when the Case will be up for Review.
Review Date Notes - You may enter notes in this field that pertain to when the next review date is if you have the appropriate Permissions to do so.
3. In addition to the Basic Info Add Case fields, you may be asked to fill out additional Fields if you enter a Case containing a particular Offense Type. For example, if you choose the Offense Type Animal Hoarding, an administrator may have added a Form to be filled out.
FYI: Some data entry fields may have requirements set by your system administrator. For example, when entering numbers on a Custom Form, the field does not allow multiple dots to be entered. The field will allow a single dot like “12.1” but not “12.1.” or “12.1.2.” to be entered. There may be other requirements like a number field must be positive, in which case, you can’t enter a negative number. Any field that has not met the required standard will show a red glow around the field (telling you that it must be fixed before you can save).
This field does not meet the required validation and must be corrected before saving.
This is an example of a Case entry screen with a Custom Form at the bottom. This Case Custom Form relating to a Drug Offense was set up by the system administrator and is designed to obtain additional information.
Saving a Case - Once you have filled in all of the required fields you will go to the bottom of the Case Entry screen and you will see a Save button.
If that button is light in color (like this one is), something is not right and you must fix it. You can’t Save a Case until all fields have met the required validation.
Now that the button is no longer lightly colored, click the Save button to save your Case.
After successfully saving your case you are now on the Case View screen. From here you can select many options from within the Case or go to your Navigation Menu on the left to go elsewhere.