03 Jun 2015

Dividing Case Assignments among Staff in CaseLink

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Dividing Case Assignments among Staff in CaseLink

Many offices find it helpful to assign a lead on a case to monitor and track the case progression. These case owners are in charge of checking the docket, meeting deadlines, and reviewing cases for reporting purposes. During TIR and Audit preparation, many offices find it helpful to divide cases up amongst staff to provide attention to each case.

Both CaseLink Web and CaseLink Office provide easy ways to associate a staff member with specific cases. Whether your office splits up cases routinely or only on occasion, you’ll find the tools provided in CaseLink make it easier for staff to keep track of their assigned workload.

Read the step-by-step tutorials based on your software platform below:

Instructions for CaseLink Web Users

Step 1: Tag the Case with Staff Name

Go to the Case Information screen and access the tag portlet.  Click Edit to open the portlet to add the staff name or names as a tag.  This is also a great time to add any other tags that may be useful in this case.

CLW-AddTags

Step 2: Find Cases by Staff Name

Finding cases by Staff name is simple!   Go to Advanced Search and enter the Staff name in the search window.

Then click Search.

CLW-SearchByTag

The results display all cases with the same tag.  In this example these are all of Mary’s cases.  Mary can go right into the case and work from this screen.  The advanced search results are saved until reset, so Mary can keep accessing her case list.

Step 3: Create Case Owner List

If Mary wants to print a report of her cases, she can simply choose to Download results to CSV file.

CLW-CaseOwnerList

As long as cases have been consistently tagged with case owner names, the Trustee can also use the Case Owner List to get a comprehensive view of Staff Assignments by case. The Case Owner List can be output as a highly customized report, which gives the Trustee the ability to identify who is responsible for any individual case and the ability to see how the overall workload has been distributed.

For example, if a Trustee has received an inquiry about a specific case or is curious about its status, the Trustee can use the Case Owner List report to find the case owner and make appropriate inquires. Or, if the Trustee has been reviewing the status of various cases and needs to identify a case owner in order to push the case along, the Case Owner List report enables the Trustee to do that.

As you can see, CaseLink Web provides many options for staying on top of staff case assignments. If you need further assistance working with Case Assignments by Staff, please contact your BMS Account Manager or chat with a BMS Software Support team member.

Instructions for CaseLink Office Users

Step 1: Setup the Staff

Go to Tables, Setup Tables, Trustee.  Access the Trustee Staff list and enter the Staff.  Each Staff will receive a code.  This is a one-time setup.

CLOffice-Set-UpStaff

Step 2: Assign the Staff

Then go to the case screen and select the staff initials to assign this case to a staff member.

CLOffice-AssignStaff

Step 3: Track and Update Staff Assignments

Staff can be assigned, updated, and viewed from the Case Power Editing feature.  Go to Case Administration and scroll down to Select Case Power Edit.  The shortcut command is CTRL+F8.

Once you’ve brought up the Case Power Editing Screen, you can sort the cases by column. Sorting gives you many options for viewing assignments, which in turns gives you the ability to identify who is responsible for any individual case and the ability to see how your overall workload has been distributed.

CLOffice-CasePowerEditing

For example, if you’ve received an inquiry about a specific case or are curious about its status, you can use the Case Power Editing Screen to find the case owner and make appropriate inquires. Or, if you’ve been reviewing the status of various cases and need to identify a case owner in order to push the case along, the Case Power Editing Screen allows you to do that.

If, while reviewing staff case assignments, you find that the workload is distributed unevenly, you can re-assign cases and update the owner status on this screen. One way to review staff case assignments easily is to run a report.  From the Case Power Editing Screen you can build a merge report, a SnapShot, do a case export, or use the Case Power Edit Feature.

As you can see, CaseLink Office gives you many options for staying on top of staff case assignments. If you need further assistance working with Case Assignments by Staff, please contact your BMS Account Manager or chat with a BMS Software Support team member.

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