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The CiviCase component is available starting with the 2.2 release of CiviCRM and is included in the general release download files. This document provides instructions for setting up CiviCase with the sample configuration so you can try out CiviCase features prior to configuring CiviCase for your specific organizations needs.

Review the planning section of the configuration guide for an overview of concepts and terms. You can also review Physician Health Program's user documentation to get acquainted with a specific installed configuration of CiviCase from the user perspective.

Configuring Sample Data

Requirements

In order to configure CiviCase with sample data you will need:

  • an installed copy of CiviCRM 2.2 beta 4 or later
  • command-line access to create a new directory and copy files from one directory to another on the server where CiviCRM is installed
  • the ability to load a SQL script into your CiviCRM MySQL database using phpMyAdmin or mysql command line

Otherwise, you can explore the sample CiviCase configuration on our public demo:

What's Included?

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 » Custom Data. Select Activities in the Used For field and then select the activity type you want to add custom fields for.

Step-by-step

Configuration tasks are:

  1. Create the configuration directory.
  2. Copy sample configuration files.
  3. Load the sample mysql file.
  4. Enable the CiviCase component.
  5. Verify permissions.

1. Create configuration directory

2. Copy the sample CiviCase XML files to the configuration directory

3. Load the sample mysql file

Using phpMyAdmin:

  • Navigate to your CiviCRM database
  • Click the SQL tab and use the "location of textfile" field to browse to: <civicrm_root>/CRM/Case/xml/configuration.sample/SampleConfig.mysql
  • Click Go to load the configuration records into your CiviCRM database

Using MySQL command line:

4. Enable the CiviCase component

The CiviCase component is included in CiviCRM downloads starting with version 2.2 However it is NOT enabled by default. To enable the component:

  • Go to Administer CiviCRM » Global 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 CiviCase menu item in the CiviCRM menu block. You should also see New Case for New Client in the CiviCRM Shortcuts block.

5. 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.

  • For Drupal - Staff accounts must be granted the "access CiviCRM" and "access CiviCase" permissions. 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 Joomla - Staff accounts must have back-end (administrator) access. All CiviCase functions are done within the Joomla 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 CiviCRM Shortcuts block to begin adding contact records.

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