How to Create Cases & Case Types

In this video, we will explore a new feature of StaffSavvy, 'Cases'. Cases allow you to group documents and notes around a single subject, such as an investigation or an employee request.

In detail, we will go through:

• How to create a case type
• How to create and assign a case
• How to assign people to a case
• How to add notes and documents

Step 1

Creating a Case Type

A case type is a template for specific situations requiring the same protocols and privacy restrictions. For example, all disciplines might need the case to be unavailable for subjects to view, with only managers involved in the case able to consider.

To create a case type, you must go to System > Staff Data and Processes > Manage Case Types.

You can then click to add a new case type. 

You will then be able to see your case type settings.

You can first set whether or not the subject of a case can view their case. This can be useful for more sensitive disciplinary cases.

You can then set permissions for cases. You can give ‘General access’ to cases and ‘management’ of cases to everyone with permission to view them. Alternatively, you can specify that only certain people, such as direct line managers, can have this permission. You can also determine whether they can edit or add to a case by viewing or changing the case status. You can also be specific about it only being editable by the subject of the case manager.

Step 2

Creating a Case

You will need to go to My Account > My Cases. 

First, you will specify the type of case it will be, which should be one of the case types you have already set, so this will automatically set permissions.

Then you will need to give this a Title - you might specify the event or the name of the staff member in the title and then provide a description of what happened. This might include details necessary to the case, including staff members involved, location, time, and assets involved.

You can set the status here to whether it is an ‘open and confirmed’ case, which will be the default, or a speculative case that has been opened but will need the manager's approval to get final approval.

Then, finally, you have the option to add case subjects. They will only be notified if the system permissions have allowed them to be. You can have multiple case subjects in one case.

Step 3

Adding Notes & Documents

Once you have set up your case study, you can view it to add more information to the case.

You can now add documents or notes to the case as more information is added. 

Notes might be information about the case or short updates instead of evidence. 

Documents are used to provide supporting evidence for a case. This is stored and available to view whilst the case is still active.

Step 4

Assigning People to a Case

Once you have set up your case, you can add more staff members who are not involved as ‘subjects’ to the case. 

You can specify whether they will have access to view the case here as well. This is useful if you want to add staff members as ‘witnesses’ but want them to be able to view sensitive case information. As you can see, you can also assign staff to specific case roles.

If you want someone to be the case admin, add that here. You can also add the case reporter. Having these roles can help keep all members of staff involved with the case in the loop up to date with essential information. You can also remove people from the case if they are irrelevant.

How to change your Case Status

You can also update the case status as the case continues. You have multiple status options, including in review and progress, and when it is closed, you can even specify whether the case was answered. Alternatively, if there has been a delay with information for the case, you can put the case on hold. You can choose to hide or view archived instances as well.

You can also view the case history, which will be a log-off whenever any changes have been made to a case or any documents added.

That was your introduction to cases. If you want to learn more about our features at StaffSavvy, check out our other How to Videos.