How to Create and Add a Case in S.A.F.E.

How to Create and Add a Case in S.A.F.E.

Creating a Case

Quick Menu » + Add \ Case


When adding new items to the system, users begin by creating a new case/project to contain them. Depending on your organization's industry and preferences, your tracking containers may be referred to as either cases or projects. Both are exactly the same thing. Think of your cases/projects as containers or folders for groups of items and the persons associated with them. Persons and items must be placed within previously established cases/projects. Therefore, the cases/projects must be created prior to the items and persons that will be placed inside of them.


1. From the + Add menu on the left hand side of the screen, select Case. You are now on the Add Case screen. Enter a Required valid Case/Project Number based on your organization's naming strategy and an Offense Type.


Consider that a consistent, well thought out naming strategy will increase your overall organization and ability to locate projects and items in the future. Example: 03-16-2010-A, 03-16-2010-B, 03-16-2010-C... incorporate the case/project creation date for the first part of the name and alphabetic increments to differentiate cases/projects entered on the same day.



2. Once you have successfully entered a Required valid Case/Project Number and Offense Type, and clicked Next, the software performs a check to ensure that the Case/Project Number entered does not already exist. Because the tracking system is designed to track unique cases/projects and items, it is essential that each case/project is given a unique number. This safety feature prevents case duplication.


You must now enter a Required Case Officer, Offense Location, and Offense Date. Next, add any Tags and/or an Offense Description to the Case you just created and click Add.



Fields on the Add Case Page

Case Number

A unique number that differentiates cases/projects in the system. This is a Required field.


Offense Type

Click anywhere in the Offense Type field to bring up a list of offenses to choose from. This is a Required field.


Case Officer

This is the name of the person in charge of the case, which is Required. Entering this accurately is extremely important because all permissions to a case are based on the user that is listed in Case Officer.


(Note: Only users with power status or better will see the Case Officer menu. This drop down menu allows a user with these credentials to assign or change a case manager from any available user. Users with the status “Add Item Only” do not have the option to select another case officer. When a user with this level of clearance creates a new case, they are automatically assigned the case manager position. Users with the “Add Item Only” status will have access to the permissions link (discussed in the next section). “Add Item Only” users that create a case will be, by default, able to create more items in that case or view that case at a later date. General users with the “Add Item Only” status users must be granted access to this case to perform the same functions.)


Offense Location

The location where the offense took place. This is a Required field.


Offense Date

The date the offense took place. This is a Required field. You may wish to use the calendar icon in this field, or enter the date manually.


Tags

A label you can attach to a Case for the purpose of identification. Click anywhere inside the Tags field to bring up a list of available Tag options to choose from.


Offense Description

Type a brief description of the Offense which occurred.


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