The Case Manager allows users to keep track of the progress of any type of case that might impact a property. This can include:
- contractual events, such as rent reviews, lease expiries and break options
- planning and construction cases, such as dilapidations, new builds, monitoring and surveys
- transaction cases, such as acquisitions, sales and valuations
- estate management cases such as boundary disputes, insurance claims and invoicing queries
- incidents, problem management and feedback handling
The Case Manager stores all relevant data, documents and information regarding the case and allows one or more authorised users to provide commentary on progress and to update the status of the case.
The Case Manager has three primary views:
The case list shows a list of different case types in the left hand side and a summary list of the cases for each case type on the right hand side. To view cases for a particular case type, click the Case type name. This will refresh the list and show only cases related to that case type.
You can scroll through the list of cases by using the scroll bar on the right side of the screen.
The case settings allow users to specify as many different types of case as necessary. It also allows users to define the information fields to be used to define the case type. Each case type has a list view that is particular to the needs of that case. The list view is also defined using the case administration settings.
To View a case, click the case name. This will open the case page.
To Add a case, click the ‘+’ button. This will prompt you to select the case type to which you would like to add a case. Choose a case type and then complete the case information form. To Save the new case, click the tick button. To Return to the previous view, click the back button.
To Delete a case, click the tick box next to the case name then click the ‘X’ button. This will prompt you to confirm that you are sure you would like to delete the case. If you would like to Delete the case, click OK. If not, click Cancel to return to the list view.
The Case page shows all data and information held about the case. You use this view to update the progress and status of each case.
To Edit a case, click the pencil button. This will open the form in edit mode and allow you to update the information and status of the case. To Save your changes click the tick button. To Close the form and loose your changes, click the back button. This will return the case to the state it was in prior to you editing the case information.
To Delete a case, click the ‘X’ button. This will prompt you to confirm your action. If you are sure you wish to delete the case, click OK. If not, click Cancel to return to the case detail view.
To Return to the list view, click the Back button.
Case settings allow administrators to create new case types, update existing case types and remove redundant case types. The basic concept of the system is that you can choose from an extensive palette of fields the ones that are appropriate for your case type and decide the order in which they should be displayed in the case list and case detail view.
To View the case settings, click the Cog button on the main menu, then select SHOW next to the CASE TYPES.
To Add a new case type, click the ‘+’ button. This will prompt you to provide a case type name. Once you have added this, click the check box next to the fields you would like to be included in this case type. You can then select a short name for the field and indicate the order in which you would like to see it displayed. Once you have completed your selection of fields, click the tick button to Save your new case type. To Return to the previous view without saving, click the back button.
To Edit an existing case type, click the Pencil button. This will open the case type in edit mode and allow you to update the case by adding or removing fields, changing the case type name, setting the display order of the fields or resetting their display names. Once you have finished editing the case type, click the tick button to Save your changes or press the back button to Return without saving your changes.
To Duplicate an existing case type, click the Duplicate button. This will create a copy of the case ready for editing.
To Delete a case type, click the 'X' button next to the case type. This will display a prompt asking you to confirm the deletion. If you are sure, click OK to proceed. If not, click Cancel to return to the case type list view.