Case Overview
Objective: Learn how to update case details, case note, case status, case type, and case staff on the Case Overview screen.
Accessing the Case Overview
The Case Overview is the default screen that displays when a case is viewed. It can be accessed on the case screen by clicking the button labeled Case Overview.
The Case Overview contains Case Details, the Case Note, Case Status, Case Type, and Staff.
Case Details
Some of the general case information is found in the Case Details, such as Case ID, Case Start Date, Scheduled End Date. etc.
Updating Case Details
Click anywhere in the area labeled “Case Details”.
Enter the Case ID, State ID, Federal ID, and Electronic Monitoring ID if applicable.
Select the Location from the drop down list.
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.
The Case End (Actual) Date and Termination Reason should only be added when closing the case.
If you are satisfied with your entry, click the checkmark icon in the toolbar to save the record.
If you wish to close the edit view without saving, click the x in the toolbar to cancel your changes and return to the Case Overview screen.
Case Note
A Case Note can be added on the Overview screen as well. 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 logged 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.
Updating the Case Note
Click anywhere in the area labeled Case Note.
If you want to make any notes or comments about the Case, enter them in the Note field.
If you are satisfied with your entry, click the checkmark icon in the toolbar to save the record.If you wish to close the edit view without saving, click the x in the toolbar to cancel your changes and return to the Case Overview screen.
Case Status, Type, and Staff
Below the Case Note, you can get a quick look at pertinent case information including the case status and type, as well as all staff assigned to the case. The current information is always visible, so you can see that information at a glance. You can, however, view a history of past records for each item. The following tutorials will instruct how to update or view histories for each type of record.
Updating the Case Status
Click anywhere in the area labeled “Status”.
A window will open asking whether you wish to edit or view history. Click Edit.
Select the correct case status from the drop down menu.
The date will default to today’s date. If you wish to change the date, click the calendar icon and select the date from the calendar or enter it manually using the format: M/D/YYYY.
If you want to make any additional notes or comments, enter them in the Note field.
When you are satisfied with your changes, click the checkmark icon to save the record OR if you wish to cancel your changes, click the x to close the edit view.
Viewing Case Status History
Click anywhere in the area labeled “Status”.
A window will open asking whether you wish to edit or view history. Click View History.
A window will open displaying a history of the client’s case status records.
When you are finished viewing, click anywhere outside the window to close it.
Updating the Case Type
Click anywhere in the area labeled “Type”.
A window will open asking whether you wish to edit or view history. Click Edit.
Select the correct case type from the drop down menu.
The date will default to today’s date. If you wish to change the date, click the calendar icon and select the date from the calendar or enter it manually using the format: M/D/YYYY.
If you want to make any additional notes or comments, enter them in the Note field.
When you are satisfied with your changes, click the checkmark icon to save the record OR if you wish to cancel your changes, click the x to close the edit view.
Viewing Case Type History
Click anywhere in the area labeled “Type”.
A window will open asking whether you wish to edit or view history. Click View History.
A window will open displaying a history of the client’s case status records.
When you are finished viewing, click anywhere outside the window to close it.
Updating the Case Staff
Click anywhere in the area labeled “Staff”.
A window will open asking whether you wish to edit or view history. Click Edit.
Select the correct staff person from the drop down menu.
Select the correct staff role from the drop down menu.
The date will default to today’s date. If you wish to change the date, click the calendar icon and select the date from the calendar or enter it manually using the format: M/D/YYYY.
By default, supervision by other staff members will end for the case when a new staff member is added. The red switch in the image below indicates this. If you want to keep other staff members as active supervisors, toggle the switch to prevent this.
If you want to make any additional notes or comments, enter them in the Note field.
When you are satisfied with your changes, click the checkmark icon to save the record OR if you wish to cancel your changes, click the x to close the edit view.
Notice how the staff names are displayed if you do not close supervision for other staff. They will remain listed as current staff.
Viewing Case Staff History
Click anywhere in the area labeled “Staff”.
A window will open asking whether you wish to edit or view history. Click View History.
A window will open displaying a history of the client’s case staff records.
When you are finished viewing, click anywhere outside the window to close it.
Options for items such as Case Status, Case Type, Staff, and Termination Reason can be added or edited in the Organization Management portion of Probatum.