Assignment Actions - Case Folder Actions

The Assignments tab allows you to take direct action on tasks on the tab. Select the desired (1) assignment and click one of the (2) buttons available beneath the section heading. The buttons available are dependent upon the eCASE instance and configuration.

Actions Menu

You can take action on selected assignments by selecting a menu option from within the Actions menu. After selecting an assignment, hover the mouse over the Actions menu and select the desired option. Each option is covered in depth in the following subsections.

Continue

The Continue menu option allows authorized users to continue the workflow of a task, if a task has been assigned to that user. To continue a task:

NOTE: These steps depend on your specific eCASE configuration and these screens and steps are only presented as an example.

1. Navigate to the Assignments tab of the selected case folder.

2. Click the Actions drop down list and select Continue.

NOTE: If multiple tasks are assigned to a user, they are prompted to select one of the assignments via the pop up window that appears after clicking Continue.

3. The Select Next Activity pop up window appears. Select the (1) radio button next to the desired next stage and click (2) Select.
   
   

4. The Continue Workflow pop up window appears. Users can configure a message within this window, which is distributed when the workflow enters the next stage.
   
   

5. Configure the email message by completing the following fields:

6. Click Continue. The window closes and the Assignments tab refreshes. The selected activity is removed from the Tasks Assigned to Me section, and reaches the selected/next stage of the workflow.

Delegate

The Delegate menu option allows authorized users to delegate of a task that has been assigned to that user. To delegate a task:

1. Navigate to the Assignments tab of the selected case folder.

2. Click the Actions drop down list and select Delegate.

3. The Task Information window appears. Select the (1) checkbox next to the desired task and click (2) Delegate.
   
   

4. The Delegate Task window refreshes, and displays additional fields. Within this window, select the Assignee Type from the Assignee Type drop down list.

5. Click the Magnifying Glass to select the user who receives the delegated task.
   
   
   

NOTE: The Advanced and Send Email Notification tabs in the Delegate Task window are detailed in the subsections below.

6. Click Delegate. The selected user receives the delegated task.

Delegate Task Advanced Tab

eCASE features advanced delegation options beyond what is offered in the Basic tab. To utilize the advanced delegate task options:

1. Navigate to the Assignments tab of the selected case folder and click the Actions drop down list.

2. Select Delegate. The Delegate Task pop up window appears.

3. Click the Advanced tab.

4. Click the Enable Automatic Forward of Activity to Alternate checkbox. Several additional fields appear:
   
   

5. Click the Magnifying Glass to search for a user to serve as an alternate. An additional pop up window appears, displaying a list of the eligible assignees.

6. Enter the number of days until the assignment is due in the Days field. Users can select the nature of these days from the drop down list next to the field, as pictured below:
   
   

7. If the fields within the Basic tab are complete, click Delegate to delegate the task to a user. If additional work is required on the Basic or Send Email Notification tabs, navigate to the tab and enter any remaining required information.

Delegate Task Send Email Notification Tab

eCASE offers email notification options to authorized users when assigning tasks. To utilize the assign task email notification options:

1. Navigate to the Assignments tab of the selected case folder and click the Workflow drop down list.

2. Select Delegate. The Delegate Task pop up window appears.

3. Click the Send Email Notification tab.

4. Select a user to receive the email notifications in the To field. If necessary, select a user to receive carbon copies or blind carbon copies of the notification by selecting a user in the CC /BCC field.

5. Click the Send a Calendar Appointment as Attachment checkbox to include a calendar appointment within the message.

NOTE: It is not recommended to alter the Subject field.

6. Utilize the text editor features to configure the message.

7. If the fields within the Basic tab are complete, click Delegate to delegate the task to the user(s). If additional work is required on the Basic or Advanced tabs, navigate back to the tab and enter any remaining required information.
   

Suspend

The Suspend menu option allows authorized users to put a halt to workflow activities within a case folder.

NOTE: Suspending a workflow does not limit user access to a case folder, it only “stops the clock” on the workflow. The Suspend menu option does not suspend individual assignments, rather it is a suspension applied to an entire workflow for a case folder. All activities are halted, not just those affecting a single user.

To suspend a case folder:

1. Navigate to the Assignments tab of the selected case folder.

2. Click the Actions drop down list and select Suspend. The Suspend Workflow pop up window appears.
   
   

3. Utilize the text editor features in order to configure the Workflow Suspension comment. Workflow suspension comments are intended to add materials or information that justifies the suspension of the workflow.

4. Once the Workflow Suspension Comments are complete, click Suspend. eCASE returns to the home page.

NOTE: The workflow has been suspended. If the user navigates back to the case folder and clicks the Actions drop down list, they see a new list of options, including options to Resume the suspended workflow. The updated Actions drop down list is pictured below:

Start

After a workflow has been suspended, authorized users can restart the workflow. To restart the workflow:

1. Navigate to the Assignments tab of the suspended case folder.

2. Click the Actions drop down list and select Start. The Assign Task pop up window appears.
   
   

3. Select the Task Name from the Task Name drop down list.

4. Select the Assignee Type from the Assignee Type drop down list.

5. Click the Magnifying Glass to select the user who receives the delegated task.

6. Enter the number of days until the assignment is due in the Due Days field. Users can select the nature of these days from the drop down list next to the field.

7. Click Start. The selected user is assigned a task on the resumed workflow.

Lock Folder

The Lock menu option allows authorized users to lock a case folder, which prevents all users from working on the folder until it is unlocked.

NOTE: The Lock menu option is available only to users with suitable permissions. Anyone with Lock Folder permissions can lock and unlock any folder in eCASE.

To lock a case folder:

1. Navigate to the Assignments tab of the selected case folder.

2. Click the Actions drop down list and select Lock. A pop up window appears.
   
   

3. Click OK. The Assignments tab refreshes and the case folder is now locked (indicated by the updated folder number).
   
   

Abort

The Abort menu option allows authorized users to abort a workflow for a case folder. To abort a workflow:

Navigate to the Assignments tab of the selected case folder.

Click the Actions drop down list and select Abort. A pop up window appears.

Click OK. The Assignments tab refreshes, and the folder number displays that the folder has been aborted.

NOTE: A folder can be reopened after it has been aborted, however, a folder cannot be reopened if it is deleted.

Delete

The Delete menu option allows authorized users to delete a case folder, which removes all record of the case folder from eCASE. To delete a case folder:

1. Navigate to the Assignments tab of the selected case folder.

2. Click the Actions drop down list and select Delete. A pop up window appears.
   
   

3. Click OK. The Comments pop up window appears.
   
   

4. Enter comments justifying or supporting the deletion of the case folder in the Comments field, and click Delete.

5. eCASE returns to the home page and the record is deleted.

NOTE: A folder can be reopened after it has been aborted, however, a folder cannot be reopened if it is deleted.

Change Folder Number

The Change Folder Number menu option allows authorized users to change a case folder number. To change the case folder number:

1. Navigate to the Assignments tab of the selected case folder.

2. Click the Actions drop down list and select Change Folder Number. The Change Folder Number pop up window appears.
   
   

3. Enter the desired folder number in the Folder Number field.

4. Click Apply. The case folder page refreshes and displays the updated Folder Number.
   
   

Add to Monitor List

The Add to Monitor List menu option allows authorized users to add a case folder to the Monitor List widget (visible if configured by the administrator). To add a case folder to the monitor list:

1. Navigate to the Assignments tab of the selected case folder.

2. Click the Actions drop down list and select Add to Monitor List. A pop up window appears.
   
   

3. Click OK. The case folder number has been added to the Monitor List widget, which is present on the home page. Users can click this number to immediately open the case folder.

NOTE: The Monitor List widget must be enabled by an administrator before it can be viewed on the home page.

Add to Favorites

The Add to Favorites menu option allows authorized users to add a case folder to the Favorites widget (visible if configured by the administrator). To add a case folder to the favorites:

1. Navigate to the Assignments tab of the selected case folder.

2. Click the Actions drop down list and select Add to Favorites. The Add To Favorites pop up window appears.
   
   
   

3. Select the Folder Type from the Folder drop down list. This selection changes the options available in the adjacent drop down list.

4. Select an option from the second drop down list.

5. Enter a Display Name in the Display Name field. This field is pre-populated but can be altered.

6. Select an Expiration Date from using the date picker.

7. Click Save.

8. Return to the eCASE Home Page. The folder is now present in the Favorites folder.
   
   
   

NOTE: The name of the Favorite’s Folder widget is determined during configuration, and may be application specific.

Deliver Documents

The Deliver Documents menu option allows authorized users to distribute the attachments in a case folder to another user (including users outside the eCASE application). To deliver documents:

1. Navigate to the Assignments tab of the selected case folder.

2. Click the Actions drop down list and select Deliver Documents. The Deliver Documents pop up window appears.
   
   

3. The Deliver Documents pop up window appears. Users can complete the fields in this window to configure a message which is distributed when documents are sent.

4. Configure the email message by completing the following fields:

5. Click Save to save the configured message as an email template.

NOTE: The Deliver Documents pop up window offers a second tab, where users can include additional attachments. This tab is described in the following subsection.

6. Click Send. The message and its attachments are sent to the desired user.

Deliver Documents Attachments Tab

eCASE offers advanced options beyond what is offered in the Content tab. To utilize the Deliver Document Attachments options:

1. Navigate to the Assignments tab of the selected case folder

2. Click the Actions drop down list and select Deliver Documents. The Deliver Documents pop up window appears.

3. Click the Attachments tab.
   
   

4. A list of all attachments contained in the case folder Attachments tab is displayed. Click either the (1) checkbox adjacent to the desired attachment, or to select all attachments, click the (2) checkbox at the top of the left column.

5. If the fields within the Content tab are complete, click Send to send the message to the desired user. If additional work is required on the Content tab, navigate back to the tab and enter any remaining required information.

Export as XML

The Export as XML menu option allows authorized users to export case data in XML. To export a case folder as XML:

1. Navigate to the Assignments tab of the selected case folder.

2. Click the Actions drop down list and select Export as XML. The file appears in the Downloads bar at the bottom of the screen. Users can open the .zip file to view the exported case folder.
   
   

Check Permission

The Check Permissions menu option allows authorized users to determine the permissions levels for individual users. To check permissions:

1. Navigate to the Assignments tab of the selected case folder.

2. Click the Actions drop down list and select Check Permissions. The Check Permissions pop up window appears.
   
   

3. Click the Magnifying Glass. A user list appears.
   
   

4. Click the radio button next to the desired user and click OK. The username populates the User field.

5. Click Check. The Check Permissions pop up window displays a full list of permissions for the selected user.