The sample configuration provides examples of case types which might be used in a community-based human services organization:
- Two example case types : "Housing Support" (homeless services) and "Adult Day Care Referral" (senior services)
- Timelines (pre-scheduled activities) for each case type
- Case roles, including "Housing Coordinator", "Senior Services Coordinator", "Benefits Specialist"
- Related activity types, including: "Medical evaluation", "Mental health evaluation", "Secure temporary housing"
It does not include configured custom fields for these activities - although you can add these yourself once the configuration is loaded from Administer CiviCRM > Customize Data and Screens > Custom Fields. Select Activities in the Used For field and then select the activity type you want to add custom fields for.
- Enable the CiviCase component.
- Verify permissions.
1. Enable the CiviCase component
The CiviCase component is included in CiviCRM downloads, but it is NOT enabled by default. To enable the component:
- Go to Administer CiviCRM » System Settings » Enable Components
- Select CiviCase in the left-hand box and click Enable. This should move it to the right side.
- If your organization is not planning on using some of the other CiviCRM components - you can Disable them by moving them from the right to the left side. (EXAMPLE: If you are not tracking donors, managing events or membership - move CiviContribute, CiviEvent and CiviMember to the left side.)
- Click Save.
You should now see a Cases menu item in the top navigation bar. You should also see Case when you click on the Create New shortcuts button.
2. Verify Permissions
You will need to create a contact record for each staff member or service provider who will be trying out / using CiviCase. These individuals will also need to have a user account (Drupal and Joomla installs). If you are new to CiviCRM, please review the Access Control section before continuing.
- Staff accounts must be granted the "access CiviCRM", as well as "access my cases and activities" permissions OR "access all cases and activities". Staff who will be creating new cases need "add cases" permissions as well. Unless you are implementing group-level access restrictions - you should also grant the following permissions to staff:
- access all custom data
- access uploaded files
- add contacts
- edit all contacts
- view all activities
- view all contacts
- For WordPress - Staff accounts must have back-end (administrator) access. All CiviCase functions are done within the WordPress Administrator interface.
You should also add contact records for service providers who will be assigned case roles but will not be accessing the CiviCase system. CiviCase will allow your staff to easily send emails to these providers with pertinent case and client information, as well as record case-related interactions reported by them. Click New Individual from the Create New button to begin adding contact records.