Cases

This section discusses how end users can manage their cases, as well as the options to that a user sees when running a case.

From version 1.6-3862 on, the CASES menu has changed. Now there is a different structure, where we have a menu as shown in Case Menu.

Case Lists

Each list division of the Cases tab contains a different type of cases for a given user. These menus can be used to quickly and efficiently locate a particular case or type of case. The illustration shows the cases list.

The user can also search for a case, or jump to a particular case number.

Note that cases only appear in a user’s menu list if the user is responsible for the current task.  
Once a user completes her task, the case moves from her list to the list of the next assigned user.

The following list divisions exist in the Cases tab:

• To Do – Includes the list of cases that require input from a particular user.

• Draft – Includes cases that are being edited or advanced by the user but have not yet been submitted to the next task.

• Paused – Includes cases that for some reason have been temporarily stopped at this task, and are no longer advancing.

• Canceled – Includes cases canceled by the user.

• Completed – Includes cases finished by the user.

• All – Includes all of a user’s cases.

• General - Includes cases from a pool that the user can select

• To Revise - Includes cases that have been sent back to the user for revision

• To Reassign - Includes cases that should be reassigned to another user

Cases Menu in the Unified Workspace

When a user clicks on “New”, she sees the available processes for which she is eligible to start a new case. By clicking “Start”, she begins a draft case.

Once a user starts a new case or enters a task of an existing case, she is prompted to complete the first step in that task.

At the top of her screen, she also sees three submenu choices: Steps, Information, and Actions. These submenus only appear while she is in the process of executing a case.

Steps

Steps gives the user a detailed outline of the various steps included in a given task. This helps the user orient herself to the activities required of her during this task.

Information

Information gives the user detailed information about the particular task.

As you can see in the illustration this information includes:

• Process Map (visual map indicating the status of the process tasks)

• Process Information (a written description of the process)
• Task Information (a written description of the current task)
• Case History (data about the current case)
• Messages History (messages for the current case)
• Dynaforms
• Uploaded Documents
• Generated Documents
• Stages

Actions

Actions shows the user the possible actions that she can perform on this case. For example, the user can pause, delete, or reassign the case, depending on her permissions.

Case Menu

Since version PMCE 1.6-3862, this is the new Case Menu. The illustration shows the new menu.

This menu is on the left panel, and it has four group options:

• New Case
• Folders
• Search
• Admin

New Case

In this group option, there are three buttons:

• : When the user clicks on this icon the Cases Tab menu will disappear. When the icon is File:Case rollB.png? it means the menu is hidden, so when the user clicks on it the menu will appear.

• New Case: This is a link to create a New case. Clicking on New, the available processes for this user will be shown inside a drop-down box. To change the view to a radio button list, click on the link Change view. Clicking Start a draft case will be started. This works just like in the 2985 version, and keeps the same options.

• : This icon indicates that the menu tab can be pinned or unpinned. When the menu tab is pinned it means that is going to stay fixed in place. When the menu tab is unpinned it means that is going to appear and disappear.

Folders

The Cases Tab menu has been reorganized inside this group option named Folders and the option Documents has been added. In this menu there are the following options:

• Inbox
• Draft
• Participated
• Paused
• Cancelled
• Completed
• Self Service
• Documents

Top Panel

The options at the top are:

Process: This option allows a user to filter the cases by a process.

Search: This option is to search cases by case name, task and process.

Jump: This option is to go directly to the case, if the name or case number is known.

Inbox

The Inbox, which is displayed by default when clicking on the CASE menu, shows a list of all the cases that the user has been designated to work on, but has not yet begun the work. These cases have a "TO_DO" status, meaning that their data has not been changed, since the user was first designated to work on a task in the case.

If the case is shown in bold-face, then it has not yet been opened and is considered "unread". Once the case has been viewed by clicking on its Open link, then it is considered a "read" case. Once the user edits the case, then its status will change to "DRAFT" and it will no longer be listed in the Inbox.

Cases whose Due Date is listed in red have already passed the date when their current task was expected to be completed. (The expected time for each task can be set under Task Timing Controls.)

The cases are initially ordered first by their Priority and second by their # (case number), but the cases can be sorted by any column by clicking on its header. To change to ascending or descending order, click on the up or down arrow which subsequently appears after clicking on a column header.

At the top of the screen are three options to filter cases according to their process, to search for cases and to jump to a particular case. See the top panel for information on how to use the Process, Search and Jump boxes.

By default, the Inbox displays all cases, bu there are options to filter for cases that have been opened and not yet opened:

• Read: Click to list cases which have already been opened (but not yet had their data changed).
• Unread: Click to list cases which have not yet been opened.
• All: Click to show all cases, whether "read" or "unread".

Draft

Includes all the cases that have had been edited or have been advanced by the user, but have not yet been submitted to the next task. Cases are considered to be in "DRAFT" status after the user edits case data by submitting a DynaForm or uploading an Input Document or after moving to a subsequent step in the current task.

Participated

Includes all the cases that the user has sent or participated in. When the user clicks on this option, a panel in the right side will show a cases list, three options at the top, and links to filter, like in the illustration:

At the top of the screen the user will see three submenu choices: Process, Search and Jump. See top panel for more information.

The links to filter for the Participated are:

• Started by me: when the user clicks on this link the cases list will only show the cases that have been started by the user.

• Read: when the user clicks on this link the cases list will only show the cases that have been read.

• Unread: when the user clicks on this link the cases list will only show the cases that have not been read.

• All: when the user clicks on this link all the cases list will be showed.

Paused

Includes cases that for some reason have been temporarily stopped at this task, and are no longer advancing. When the user clicks on this option, a panel in the right side will show a cases list and three options at the top.

At the top of the screen the user will see three submenu choices: Process, Search and Jump. See top panel for more information.

Cancelled

Includes cases canceled by the user. When the user clicks on this option, a panel in the right side will show a cases list and three options at the top.

At the top of the screen the user will see three submenu choices: Process, Search and Jump. See top panel for more information.

Completed

Includes cases completed by the user. When the user clicks on this option, a panel in the right side will show a cases list and three options at the top.

At the top of the screen the user will see three submenu choices: Process, Search and Jump. See top panel for more information.

Self Service

Includes cases that the user can work on, because he is on the pool of user for the task. But the user has not been assigned the case. Since version PMCE 1.6-3862, this feature has been added. When the user clicks on this option, a panel in the right side will show a cases list and three options at the top.

At the top of the screen the user will see three submenu choices: Process, Search and Jump. See top panel for more information.

Documents

This was Folders in the menu in the version previous to PMCE 1.2-3306. The documents panel will allow the user to arrange the documents in different folders that can be created here. When the user clicks on the Documents option, he will see the right side panel(see in the following illustration) divided in three panels: list of all the created folders, a list of all the input and output documents for each folder and a panel to move documents.

• List of the folders:

On the mentioned panel is a list of the folders. By default there is a Folder with a name Not in Folder where all the documents are listed, and the external documents under a link named EXTERNAL. In this panel will appear all the names for the newly created folders.

• List of documents:

Create a Folder: Click on New Folder, and a dialog box will show where the user can write a Folder Name, then click Save.

Attach: Click on Attach, a dialog box will show where the user can browse for the file and give a description (optional), then click save.

Search: It searches by filename. Type the name of the document the press search.

• Move documents Select the document yo want to move by clicking on the check-box and select in the Move selected to dropdown box the folder.

Search

Advanced search. This form allows a user to find cases by applying combined search criteria.

The options to search by, are the following:

• Process: Select a process definition from this drop-down. Only the process definition that you can start are listed here.
• Task: Select a task definition from this drop-down. The task defined in the process choosen are listed here.
• Current user: This list corresponds to the existing user account. In case of an administrator a list of the users for the workspace will be listed. Select an initial or current user with these drop-down lists.
• Sent by: This list correspond to users that have sent you a task.
• Case number: Enter the case ID.
• Status: Enter the case status value as defined in the task properties
• From: Select a starting date to filter existing cases
• To: Select a finishing date to filter existing cases

Process Supervisor

• Review: Includes cases that have been sent back to the process supervisor. This tab is available only if the user is a process supervisor and for that it is necessary that her role contains "PM_SUPERVISOR" permission . Click on the following link for more information on process supervisors.

• Reassign: Includes cases that may be reassigned to another user. This tab is available only if the user has in her role the "PM_REASSIGNCASE" permission.

To reassign a case click on this menu. In the top, the user will see two options to reassign the case by: Cases or Users.

Cases: The Cases is selected by default an it shows the list of cases that can be reassigned, just like in the following illustration.

Once you click on reassign, a dialog with a list of the available users will show. Select a user and click Reassign.

Users: Once you select this option, a list of users in a drop-down box will show. Selecting the user will list all the cases for this user. Select the case or cases you need to reassign, then a list just like the one in the following illustration will show.

In this dialog the user can select the user an click on Reassign Note:This menu will only show if you have an administrator role.