How to Add Cases in SAFE

How to Add Cases in SAFE


This article will walk you through how to create a new Case from start to finish.

In SAFE, you’ll create a Case first. Then you can add Items and Persons to that Case. A Case is the record that keeps everything for one incident, investigation, or project organized in one place.

Step 1: Go to Add Case
  1. On the left side of your screen, click + Add
  2. Then select Case
You’re now on the Add Case screen.

Step 2: Enter the Basic Information
 Enter the required case details, including the Case Number.

  • Case Number – The Case Number must follow your organization’s Case Number Formatting rules if this feature is enabled. This format is configured by organization administrators.

  • Offense Type – Choose the type of incident or offense from the list

 SAFE TIP: Once you enter both fields, click Next to continue. If the Case Number you enter already exists, you’ll have the option to view that existing Case instead.

Step 3: Fill Out the Case Details
Now you’ll be asked to enter more information about the Case. Required fields will need to be completed before you can save. These are the required fields:

  • Status – Select whether the Case is Open or Closed

  • Case Number – Already entered in the last step

  • Offense Type – Already entered in the last step

  • Case Officer(s) – Select the person (or people) responsible for this Case. They must be active users in SAFE

  • Offense Location – Type in where the offense or incident happened

Important: Case Creation is Permanent. Before saving, carefully verify the Case Number and details. Once a Case is created, it cannot be deleted or merged. This safeguard protects the integrity of your agency’s chain of custody, audit history, and compliance requirements. Notify your supervisor or SAFE administrator or follow your agency’s approved correction process. 

Step 4: Complete Any Extra Forms (if Shown)
Depending on the Offense Type you chose, you might see an extra form appear at the bottom of the screen. These forms are set up by your administrator to collect more specific information.  

Some fields may have specific rules:

  • Number fields may not allow more than one decimal point (e.g., 12.1 is OK, but 12.1.2 is not)

  • Some fields only allow positive numbers

Important: If any field is filled out incorrectly, it will be highlighted in red and must be fixed before you can save.

Step 5: Save Your Case
At the bottom of the screen, you’ll see a Save button.

  • If it appears greyed out, that means something is missing or filled out incorrectly

  • Once all required fields are completed correctly, the button will turn dark and become clickable

  • Click Save to finish creating your Case


Step 6: What Happens Next
After saving, you'll be asked "Save and Add a Person." To view the case, simply change to "View Added Case" to you'll be taken to the Case View screen. From here, you can:

  • Add Items and Persons to the Case

  • View or edit Case details

  • Navigate to other areas using the menu on the left

SAFE TIPS FOR SUCCESS

  1. Always create the Case first, before trying to add Items or Persons
  2. Use a clear and consistent format for Case Numbers
  3. Make sure the Case Officer you assign is already set up as a user in SAFE
  4. Don’t ignore red highlighted fields, they must be fixed before saving
  5. If an extra form appears, fill it out completely and correctly
Reminder: Cases can be edited (with permission), but they can’t be deleted or merged. This protects the chain of custody and audit history.


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