Upgrading to CiviCase

CiviCase component is available since CiviCRM 2.2 - it provides enhanced workflow and many new features for working with cases and clients. If your organization has been using Cases in CiviCRM prior to CiviCRM v2.2, there are a number of steps required before you can being using the new CiviCase component. These steps should be completed AFTER you've completed the standard upgrade procedures.

This document supplements the CiviCase Configuration guide. Please review that document first for an overview of planning concepts and configuration steps. You should also spend some time trying out the public CiviCase "sandbox" (demo) in order to get a feel for the differences in screens and workflow. Then use the sequence of steps below to work through the upgrade process.

Technical Requirements

For version 3.0 - most of the configuration steps require that you create and edit files outside of the CiviCRM user interface. You will need:

• access to a text editor
• access to upload XML files to the server directories where CiviCRM is installed
• (optional) the ability to load a SQL script into your CiviCRM MySQL database using phpMyAdmin or mysql command line

Configuration Tasks

Configuration tasks are:

1. Create and upload an XML-formatted configuration file for each case type.
2. Configure Case Resources.
3. Enable the CiviCase component.
4. Verify your Case Types and Activity Types, and add Case Roles (relationship types).

Step-by-step

1. Case configuration files

You must create an XML-formatted case configuration file for each case type you currently use.

» learn how ...

2. Case Resources

CiviCase allows you to include a listing of people and organization contacts whom your staff might need to communicate with (Case Resources) whenever a case is being viewed. You can do this initially, or add this feature at any time.

» learn how ...

3. Enable the CiviCase component

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

» learn how ...

4. Verify Case Types and Activity Types, and Add Case Roles

CiviCase allows you to connect a set of expected activities with specific types of cases. This new functionality may cause you to modify the Case Types and Activity Types you already have configured in CiviCRM (these existing selections will be available in CiviCase after you upgrade to 3.0) and / or add new ones.

CiviCase also allows you to configure case management specific roles - as part of managing cases and case work. Examples might include Intake Coordinator, Employment Counselor, Housing Advocate, etc. You'll need to define relationship types for each of these roles.

» learn how ...

5. Custom fields

You may want to define some / additional activity-specific custom fields for your case activities.

» learn how ...

6. Site Preferences

To make sure that the Cases tab is turned on when viewing contacts:

• Navigate to Administer CiviCRM » Global Settings » Site Preferences
• Review the Viewing Contacts checkboxes - and check Cases if it's not already checked.
• Save your change.

7. User Permissions for Staff Members

As before, all staff members or service providers who will be using CiviCase to enter or view case information will need to have a user account (Drupal and Joomla installs) or a permitted Open ID login (Standalone).

• 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.

If you haven't already done so, 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.