Selecting the Client from the Home Screen

New cases can be added directly from the home screen.

1. On the side menu, click Cases to display the Case list.
   
   

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2. Click the “Add New” button in the bottom right corner of the screen.  

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3. You will be prompted to select the client who corresponds to the case you are creating. Type in the client’s name or Social Security number. If you are unsure if a client already exists in Probatum under a different name, enter the SSN here to verify.
   
   

4. If the client already exists in Probatum, you will be prompted to select the client with a matching SSN. Click the client’s name from the list, then click Create New Case.
   
   
   
   If the client does NOT already exist in Probatum, you will be prompted to create a new client record. Click Create New Client to begin the intake process. You can read more on how to do this here.
   
   
   
   

Entering Case Data

Once you have selected an existing client or created a new client, you can then proceed to enter all available case data.

Enter case data as prompted. Items marked "Required" must be entered before proceeding. Any other items left blank can be added later after the case has been created.

1. Enter a Case ID. This will be used to identify the case in Probatum. Add the State ID, Federal ID, and Electronic Monitoring ID if applicable. For the arrest date, conviction date, case begin and scheduled end dates, you can click the calendar icon next to the corresponding field and select the date from the calendar, or enter it manually in the date field in this format: M/D/YYYY. When you are finished, click Next. 
   
   

2. Specify Court Information for the case. Enter the County, and select the Court, Judge, and Sentence from the corresponding drop down menus. When you are finished, click Next. 
   
   

3. Select the Case Status from the drop down menu. When you are finished, click Next. 
   
   

4. Select the Case Type from the drop down menu. When you are finished, click Next. 
   
   

5. Select the Staff and Staff Role from the corresponding drop down menus. When you are finished, click Next. 
   
   

6. You will be prompted to add an optional Case Note. Any additional case information that you would like to be visible from the case overview can be added here. When you are finished, click Next. 
   
   It is important to make a distinction between the Case Note and notes that can be added in the client log. The log displays a feed of notes recorded over a period of time, ordered by the date they were added. The Case Note, on the other hand, is a single note that appears on the Case Overview, much like a memo (displayed below). The Case Note can be edited or updated at any time, but no record of note history will be kept. 
   
   

7. At this point, none of the case data has been submitted. If you wish to change any items, click Back to navigate to the form you wish to update. When you are satisfied with the data you have entered, return to the final case entry form and click Save.
   
   

8. Click Exit to Case if you wish to view the case and add any information that has not yet been recorded or edit any existing information. If you want to return to the case list, simply click the X in the toolbar.    
   
   

9. The case will appear in both the organization-wide case list, as well as the case list on the client's profile.

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