This documentation relates to CiviCRM version 3.2. It's not maintained anymore.
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Finding an Existing Case Record

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Finding an Existing Case Record

You have logged into CiviCase and want to search for a Case Record.  You know at least one of the following: the client's name, the case record number, the case type, date of recent or upcoming activity or the name of a person who has a role in the case.

From the CiviCase Dashboard

If you have a role in the case then the case will appear on the "My Cases" page.  If you do not have a role in the case then you must go to the "All Cases" page.  For more details about the CiviCase Dashboard see Understanding the CiviCase Dashboard

  1. From the Summary of Case Involvement table: If the case has upcoming or recently performed activities then it will be tallied in the Summary of Case Involvement table.  Click on the the appropriate entry to see a list of all cases of that type / status, and you will be able to scroll down and find the case (by client name.) Click on the expand (plus) button to see the list of activities associated with the case, or click on "manage case" to get to the Manage Case Screen.
  2. From the Cases with Upcoming Activities or Cases with Recently Performed Activities tables: The client's name, case ID number, and the date of the upcoming / recently performed activities are show.  You can locate the case file this way and click on the expand (plus) button to see the list of activities associated with the case, or click on "manage case" to get to the Manage Case Screen.

From the Find Cases screen

To get to the "Find Cases" screen, click on the "Find Cases: link in the CiviCRM menu (for more more help finding the link see Understanding the CiviCase Dashboard.)

By case type:

  1. Select the case type(s) from the list of case types and click "Search".
  2. Choose the case status from teh drop down menu (or leave the default -any status-.)
  3. Select "My Cases" if you have a role in the case.  Otherwise, choose "All Cases".
  4. Click "Search".  You will go to a screen that lists all the cases of that case type / status.  (Note: this is the same screen that you found by clicking on the tally number in the Summary of Case Involvement table, shown above.)
  5. Scroll down the list of cases to  find the case (by client name.) Click on the expand (plus) button to see the list of activities associated (see Reviewing Cases; with the case, or click on "manage case" to get to the Manage Case Screen.

By client name:

  1. In the field marked "Client Name or Email", type in part or all of the client's first, last name or email address and click search.  You will go to a screen that lists all the cases with a client that has that string in their name.
  2. Scroll down the list of cases to  find the case (by client name.) Click on the expand (plus) button to see the list of activities associated (see Reviewing Cases; with the case, or click on "manage case" to get to the Manage Case Screen.

From the Advanced Search screen

If you want to search by another piece of information, such as the Human Solution's Case ID, then you can locate case records through Advanced Search. The link is located under the Contact Search box.

  1. Click on the Activities section to expand it.
  2. For the Activity Type choose Open Case.
  3. Fill out other criteria as needed to limit the search, for example where it says Service Provider Case ID, enter the Human Solution's Case ID.
  4. Click Search.
  5. Note the search results will return a contact record not the case directly. To get to the case click on the resulting contact and then click on their Cases tab to see the case.
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