Case Files User Guide

Introduction

The Case Files page is the central hub for managing all case files in CaseCompass. This page provides a comprehensive grid view of cases with powerful filtering, searching, and editing capabilities. You can create new case files, edit existing ones, and track case information all in one place.

Case Files Grid

Page Layout

The Case Files page consists of three main sections:

  1. Toolbar - Actions and controls at the top
  2. Grid - Tabular display of all case files
  3. Dialogs - Forms that appear for creating/editing cases

Grid Features

Column Overview

The grid displays the following information for each case file:

  • File Number - Unique identifier for the case (clickable to open case hub)
  • Patient Name - Full name of the patient
  • Law Firm - Associated law firm
  • Case Manager - Assigned case manager
  • In Treatment - Whether case is currently active
  • Surgical - Whether case involves surgery
  • File Opened Date - When the case was opened
  • Next Activity Date - Earliest upcoming incomplete task due date
  • Phone - Patient's primary phone number
  • State - Patient's address state

Interacting with the Grid

Sorting

To sort by a column:

  1. Click on any column header
  2. Click once for ascending order (↑)
  3. Click again for descending order (↓)
  4. Click a third time to remove sorting

Filtering

Each column has a filter bar beneath the header where you can enter search criteria.

Text Filters (File Number, Patient Name):

  • Type directly into the filter bar
  • Filters automatically as you type
  • Searches for partial matches (contains)

Date Range Filters (File Opened, DOB, Next Activity Date):

  • Click the calendar icon in the filter bar
  • Select a preset range (Today, This Week, This Month, etc.)
  • Or select custom start and end dates
  • Click "Apply" to filter

Dropdown Filters (State, In Treatment, Surgical):

  • Click the dropdown arrow in the filter bar
  • Select from available options
  • Click "×" to clear the filter

Pagination

At the bottom of the grid:

  • Page Size Dropdown - Choose 20, 50, 100, or 500 rows per page
  • Page Numbers - Click to jump to specific pages
  • Previous/Next Arrows - Navigate one page at a time
  • Page Info - Shows current range (e.g., "1-20 of 250")

Toolbar Features

My Cases Toggle

Location: Top of the grid, next to the Add button

Purpose: Filter the grid to show only cases where you are the assigned case manager

How to Use:

  1. Toggle the switch to ON (blue)
  2. Grid instantly filters to your cases only
  3. Toggle OFF to see all cases again

Note: This setting persists—your preference is saved between sessions

Case Files Grid My Cases Toggle ON

Add New Case File

Button: "Add" in the toolbar

Steps to Create a New Case File:

  1. Click the Add button in the toolbar
  2. The "New Case File" dialog opens
  3. Fill in the required fields (marked with red asterisk *)
  4. Optionally fill in additional details
  5. Add patient information
  6. Click Submit to create the case
  7. Or click Cancel to discard

Case Files Add Form

Required Fields

You must complete these fields before submitting:

  • File Opened - Date the case file was opened (defaults to today)
  • Date of Loss - When the incident occurred
  • Law Firm - Select from dropdown
  • P&L - Profit & Loss classification
  • Case Manager - Person managing this case
  • Law Firm Contact - Primary contact at the law firm
  • Record Status - Current status of the record

Case Files Form Required Fields

Optional Fields

Additional information you can provide:

  • Law Firm File Number - Law firm's internal reference number
  • Attorney - Assigned attorney (filtered by selected law firm)
  • Case Type - Category of case
  • Market Manager - Market management assignment
  • Referral Source - How the case was referred
  • Referring Physician - Doctor who referred the case
  • Responsible Party - Financial responsible party
  • Statuser - User responsible for status updates
  • Statute of Limitations - Auto-calculated from Date of Loss (2 years after Date of Loss)
  • Statusing Group - Group for status tracking
  • File Group - Organizational grouping
  • File Secured By - Who secured the case
  • Initial Time Frame - Expected timeline
  • Comments - Free-text notes
  • In Treatment - Toggle (defaults to ON)
  • Surgical - Toggle if case involves surgery
  • Exclude from Balance Due - Toggle for billing purposes
  • Companion Cases - Related case files (select multiple)

Case Files Form Optional Fields

Patient Information Section

When creating or editing a case file, you must also provide patient information.

Toggle Button: "Show Patient Info" / "Hide Patient Info"

Required Patient Fields:

  • First Name
  • Last Name
  • Date of Birth
  • Gender
  • Primary Phone Number
  • Primary Address

Optional Patient Fields:

  • Middle Name
  • Language
  • Email Address
  • Additional Phone Numbers

How to Add Patient Info:

  1. Click "Show Patient Info" button if not visible
  2. Fill in required patient fields (marked with *)
  3. Add phone number(s)
  4. Add address information
  5. Add additional phone numbers if needed
  6. Patient is automatically created when you submit the case file

Edit Case File

How to Edit:

  1. Find the case file in the grid
  2. Click the Edit icon (pencil) in the Actions column
  3. The "Edit Case File" dialog opens
  4. Make your changes
  5. Click Submit to save
  6. Or click Cancel to discard changes

What You Can Edit:

  • All case file fields
  • Patient information (if needed)
  • Companion case associations

Note: File Number cannot be changed after creation

Case Files Form Edit Form

Column Chooser

Purpose: Customize which columns are visible in the grid

How to Use:

  1. Click the Column Chooser icon in the toolbar
  2. A panel appears showing all available columns
  3. Drag columns into or out of the grid header
  4. Or click checkboxes to show/hide columns
  5. Changes are saved automatically

Pro Tip: Hide columns you don't need to reduce clutter and improve performance!

Column Order

Purpose: Customize the order in which columns are visible in the grid

How to Use:

  1. Click and hold on any column header you want to move
  2. Drag the column left or right to your desired position
  3. A visual indicator shows where the column will be placed
  4. Release to drop the column in its new position
  5. Changes are saved automatically

Pro Tip: Arrange your most frequently used columns to one side for easier access

Resize Columns

How to Resize:

  • Hover over the line between column headers
  • Cursor changes to resize indicator (↔)
  • Click and drag to adjust width
  • Column width is automatically saved

Auto-Fit:

  • Double-click the line between columns
  • Column automatically resizes to fit content

Export Data

Button: "Excel Export" or "PDF Export" in the toolbar

How to Export:

  1. Apply any filters you want (exports respect filters)
  2. Click Excel Export or PDF Export
  3. File automatically downloads
  4. Open in Excel or PDF viewer

What Gets Exported:

  • All visible columns
  • All rows matching current filters
  • Current sort order

Advanced Features

Companion Cases

What Are Companion Cases? Related case files that should be linked together (e.g., multiple injuries from the same incident, family members involved in the same accident).

How to Link Companion Cases:

  1. When creating or editing a case file
  2. Scroll to the Companion Cases field
  3. Click the dropdown
  4. Type to search for case file numbers
  5. Select one or more cases to link
  6. Submit the form

Viewing Companion Cases:

  • Companion case links are visible in the case file hub
  • All linked cases show the relationship

Automatic Statute of Limitations Calculation

When you enter a Date of Loss, the system automatically calculates the Statute of Limitations based on state-specific rules (typically 2 years from date of loss).

How It Works:

  1. Enter or select Date of Loss
  2. Statute of Limitations field auto-populates
  3. You can manually adjust if needed

Law Firm Dependencies

When you select a Law Firm, several fields automatically update or filter:

Auto-Populated:

  • Case Manager - Default from law firm settings
  • Market Manager - Default from law firm settings

Filtered:

  • Law Firm Contact - Shows only contacts associated with selected firm
  • Attorney - Shows only attorneys associated with selected firm

Why This Matters:

Always select the Law Firm first when creating a case to ensure you see the correct contacts and attorneys.

Case Files Form Law Firm Fields

Next Activity Date

The Next Activity Date column shows the earliest due date from all incomplete work items (tasks) associated with the case file.

What It Means:

  • Shows the most urgent upcoming task
  • Helps you prioritize case work
  • Automatically calculated from work items
  • Excludes completed tasks

If Blank:

  • No upcoming work items scheduled
  • All work items are complete

Filters and Persistence

Saved Filter State

Your filter selections are automatically saved and will be restored when you return to the Case Files page:

What Gets Saved:

  • Column filters (text, date ranges, dropdowns)
  • Sort order
  • Column widths and visibility
  • Page size preference

What Doesn't Get Saved:

  • Current page number (always returns to page 1)
  • Selected rows

Clearing All Filters

Button: "Clear Filters" in the toolbar

What It Does:

  • Removes all active filters
  • Resets date ranges
  • Clears dropdown selections
  • Keeps My Cases toggle and sort order

Common Workflows

Finding a Specific Case

By File Number:

  1. Type file number in the File Number filter bar
  2. Case appears instantly

By Patient Name:

  1. Type patient name in the Patient Name filter bar
  2. Matching cases appear

By Your Cases Only:

  1. Toggle My Cases to ON
  2. See only your assigned cases

Tips & Best Practices

Efficient Case Management

✅ Use My Cases toggle - Focus on your work without distraction

✅ Save common filters - The system remembers your filters between sessions

✅ Sort by Next Activity Date - Prioritize cases with upcoming deadlines

✅ Link companion cases - Maintain relationships between related files

Data Entry Tips

✅ Select Law Firm first - This populates defaults and filters dependent fields

✅ Check auto-calculated fields - Statute of Limitations, Next Activity Date

✅ Use required fields as minimum - Add optional details as available

Grid Performance

✅ Hide unused columns - Improves load time and readability

✅ Use filters instead of scrolling - More efficient than paging through data

✅ Choose appropriate page size - Smaller pages (20-50) load faster

Troubleshooting

Cannot Submit Case File Form

Possible Causes:

  • Required fields are missing (look for red asterisks *)
  • Invalid data in fields (e.g., future date for Date of Loss)
  • Patient information incomplete

Solution:

  1. Scroll through entire form
  2. Look for red error messages
  3. Fill in all required fields marked with *
  4. Ensure patient section is complete
  5. Try submitting again

Law Firm Contact/Attorney Dropdown Empty

Cause: No law firm selected yet, or selected law firm has no associated contacts

Solution:

  1. Select a Law Firm first
  2. Wait a moment for dropdowns to populate
  3. If still empty, law firm may not have contacts configured
  4. Contact support to add contacts to the law firm

Case File Not Appearing in Grid

Possible Causes:

  • Active filters excluding the case
  • My Cases toggle is ON (and case assigned to someone else)
  • Case file creation failed

Solution:

  1. Click Clear Filters button
  2. Turn OFF My Cases toggle
  3. Search by file number in the filter bar
  4. If still not found, check if creation was successful

Grid Loading Slowly

Causes:

  • Large result set (many cases matching filters)
  • Too many visible columns
  • Large page size

Solution:

  1. Apply more specific filters to reduce results
  2. Hide unnecessary columns using Column Chooser
  3. Reduce page size to 20 or 50
  4. Sort/filter by indexed columns (File Number, Date)

Form Field Reference

Case File Fields

Field Type Required Description
File Number Text No Auto-generated unique identifier
File Opened Date Yes Date case was opened
Date of Loss Date Yes Date of incident/injury
Law Firm Dropdown Yes Associated law firm
P&L Dropdown Yes Profit & Loss classification
Case Manager Dropdown Yes Assigned case manager
Law Firm Contact Dropdown Yes Primary law firm contact
Record Status Dropdown Yes Current record status
Attorney Dropdown No Assigned attorney
Case Type Dropdown No Category of case
Market Manager Dropdown No Market management assignment
In Treatment Toggle No Active treatment status (default: ON)
Surgical Toggle No Surgery involvement
Statute of Limitations Date No Legal deadline (auto-calculated)
Companion Cases Multi-select No Related case files
Comments Text Area No Free-text notes

Patient Fields

Field Type Required Description
First Name Text Yes Patient's first name
Last Name Text Yes Patient's last name
Date of Birth Date Yes Patient's DOB
Gender Dropdown Yes Patient's gender
Phone Number Text Yes Primary contact number
Address Text Yes Street address
City Text Yes City
State Dropdown Yes State
Zip Code Text Yes ZIP/Postal code
Email Text No Email address
Language Dropdown No Preferred language

Need Help?

If you encounter issues not covered in this guide:

  1. Contact CaseCompass support via support@casecompass.com
  2. Provide specific error messages
  3. Include screenshots if helpful

Last Updated: November 2025