The ArkCase Case Files module (page) gives you a view of all case files to which you are authorized to see. The Cases list includes all of the cases you own (as assignee), those in which you are a participant or play a supervisory role, and all others that you have authorization to see. The Case Files module is the space where you will track, update, and close every case.
You can locate and open a case file from one of two places: from the Navigation frame and from your dashboard.
- From the Navigation frame
To open the page of all Case Files from anywhere in ArkCase, click the Case Files tab in the Navigation frame
By default, ArkCase lists all cases in the system (all cases you have permission to view), selects the first case on the list (list is in descending order, newest first), and opens in the Detail frame all sections that you enabled on the Preferences
- From your dashboard
If you are the case assignee, click the case from the My Cases (widget) list on your dashboard.
Clicking either the case number or title in the widget list opens the case file.
Browse Frame – List of Case Files
ArkCase displays a list of all cases to which you have authorized access to view or act on. The default order of the list is most recent incident date to oldest. The Browse frame makes available several ways to view case files.
The following navigational actions are available in the Cases list.
- Filtering the list – narrow the number items on the list
- Sorting the list – reorder the items on the list
- Searching the list – find a case file(s)
- Expanding the list – view the sections of the case file
- Opening a case – select a case from the list
- Selecting a case section – view a specific set of details
- Refreshing the list – update with the latest case information
Filter the Case List
When opening the Case Files module from the Navigation frame, the Browse frame provides all of the cases to which you have access. Use Filter to narrow the list.
- To filter the list of cases, click the Filter button to open a drop-down list of options.
- Click to select a filter option. The list displays the requested group.
Sort the List of Cases
Use Sort to reorder the list display.
- To sort the list of cases, click the Sort button to open the list of options.
- Click to select a sort option. The list rearranges in the order requested
Search for a Case(s)
Use the text box in the Browse frame to perform simple searches of the list of case titles. Search entries must contain only the metadata from the case titles (no wildcard).
Type the search criteria in the box and click Go!. The list will display the search results.
Refresh the List
Click the Refresh button to update the list with the latest cases and case detail.
View the Case File
You can view one, several, or all sections of the case file. Start by opening the case for view.
- Click a title from theCases The case content—metadata and detail—opens in the Detail frame.
The case detail sections that automatically open in the Detail frame depend on the case file Preference settings (enabled or disabled).
You can locate and select specific content for view from either of two links: from the Browse frame (expanding the case tree view) or from case section icons (when expanded for view in the case file).
- From the Browse frame
- Click the Case folder icon to expand the list of sections.
- Click the document icon to open the section in the detail frame.
Only the selected section will appear. Any other section that is open will close.
- From the section links (appear in the space above the case details)
Click an icon to open the case section.
Only the selected section will appear. Any other section that is open will close.
If the section links do not appear on the page, click the Expand/Collapse button in the Actions panel above the case details. The section icons do not automatically display if the Default View option on the Preferences page is set to Collapsed.
Case Detail Frame
This section describes the elements of the Case detail.
When opening to view a case, sections automatically display only if they are enabled in case preferences. You can open disabled case sections from the links or the expanded folder view in the Navigation frame. Jump: Preferences
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.
A summary (metadata) of the selected case appears as the first section of the case detail.
The summary gives a top-level overview of the case. The system creates the case number, identifies the Owning Group (determined by the assignee), sets the due date, and assigns the State (status). Your local configuration may generate other information.
The actions you can take on a case depend on your local configuration and permissions. For example, a read-only permission may apply to cases in which you are not the assignee or you are only following by subscription.
Use the action panel to:
- Take action on the case, such as modify existing content, change pre-close status and close the case.
- Start following the case (subscribe) or stop following the case (unsubscribe).
- Restrict view and modification permissions to you (as assignee) and to designated members of the Owning Group.
Links to Case Sections
If the link view is enabled, each section of the case opens by clicking the associated link in the panel below the Action buttons.
An icon appears with a hover over of the name of each section of the case. Open the section to view and make updates.
By default, the panel view is enabled. To change the default, open the Preferences page.
The Detail frame shows the content that has been, and will continue to be, collected to complete the case.
Preferences determine if or what sections display when selecting a case. The initial display is a high-level view of the section content. To see complete information and have access to full functionality, open the section from the expanded view in the Browse frame or the icon panel above the case detail.
Each section of the case has a title bar. The case section titles and content align on the left side of the frame. Where available, section-specific action buttons appear on the right side of each section.
+ cross icon indicates add, the ability to create a new record
trash can icon deletes the associated item
disk icon is available to save text, used for additions and changes to the Details section.
Sort and hide are available in list columns
Drop-down lists are available for adding document types
- If the case file was createdNew, the space contains information that was entered in the new case form.
- If the case file was generated from a ComplaintOpen Investigation disposition, the space pre-fills the
- Associated complaint name/ID
- Existing complaint details
- Add and edit content – the space provides full-function rich text options for entering and pasting text, formatting text, inserting hyperlinks, and uploading pictures and videos.
Stores contact information for people associated to the case. The Entities buttons open subsections for collecting different types of contact information.
- Communication devices
Stores and organizes case-associated documents in a Windows Explorer-like folder structure.
- Newly created case files include supporting documents
- A copy of the New Case Form (.pdf) or
- A copy of the originating complaint and a copy of the close complaint request
In the Documents section, you can
- Create new folders
- Add documents by
- Creating a document associated to a document type
- Moving a document from your share drives
- Pasting a document from the clipboard
- Create a document of record
- Download, send by email, and rename documents
- Manage documents in theDocument Viewer by
- Creating document-level security
- Tracking document versions
For descriptions and instructions, refer to the Document Management section of this document.
Lists all users who have a role in the case. Initially, contains the assignee, the assignee's Owning Group, and any other person/role included in the complaint disposition or the new case form.
Provides a free-form text field for making notes, automatically captures date created and the author name.
Create and track tasks associated to the case.
Lists items associated to the case, such as the complaint that originated the case.
A view-only record of events taken on the case. ArkCase creates an event whenever someone (or the system) takes actions such as create, search, approve, and upload. Records include the username of the initiator and the date. History content can be sorted by column data.
Create different types of correspondence from a list of form-based document types that your organization uses for cases.
Time Tracking section
Shows the time charged to the case. A record is created, or is modified, each day for each person that charges time to the case.
Cost Tracking section
Shows the expenses charged to the case. A record is created, or is modified, for each expense charged.
Displays your Outlook calendar.