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Creating a New Matter from an Existing Matter

LegalServer has several features that allow users to create a new matter from an existing matter.

Availability of these features depends on your site's configuration.

Note: Create New Case for Client and Quick Case Copy both associate the new matter with the existing one. See Associating Multiple Cases with a Client for more information.


Major Differences between Create New Case for Client and Quick Case Copy

Create New Case for Client walks a user through a full intake. Some information is copied to the new case, but the user reviews each intake form and adds any missing information.

Income, asset, and expense information is not copied, with one exception: Family member income is copied if: (a) the Financial Information block is configured to show a person on each income row, and (b) a family member has income on the source case, and (c) that family member is selected to be copied. This will be changed in the future so that no income is copied (Ref: LS-55445).

Quick Case Copy typically only displays one form, for a user to pick the legal problem code and then accept the new case. Information is copied "in the background" without being shown to the user to review. Income, asset, and expense information is copied. Quick Case Copy is limited to "recent" cases, as configured by each site (see below about setting the time limit).

Create New Case for Client

Site administrators determine where in the Actions menu this link is. A typical configuration is a "Case Copy" category:

Graphic: Create a new case for a client

  • In the confirmation screen, click "Yes, continue" to create the new case for the client.
  • Complete the intake as you normally would, making changes to the copied information as needed. Note: Changes made in the new intake do not change information in the source case.

  • Fields Copied by Create New Case for Client:
(Individual) Work City
(Individual) Work State
(Individual) Work Street Address
(Individual) Work Street Address (additional)
(Individual) Work Zip
A Number
Access to a Car
Active Directory GUID
Additional City
Additional Contact Notes
Additional Contact Type
Additional First Name
Additional Last Name
Additional Middle Name
Additional Phone
Additional Phone 2
Additional Phone 2 Note
Additional Phone Note
Additional State
Additional Street Address
Additional Street Address 2
Additional Suffix
Additional Title
Additional Zip
Age at Intake
Apartment Number
Approximate DOB
ARDC Last Checked Date
ARDC Licensed
Attention/Care Of
Attn line
Availability to meet during the day
Bar Number
Best time to call?
Bind Work Address to Non-Primary Organization Address ID
Bind Work Address to Organization
Case Contact
 Case Type
Cell Phone # Safe?
Chronically homeless?
Citizenship City
Citizenship Status
Citizenship Verified
City
City Of Birth
Client Conflict Status
Country Issuing Passport
Country Issuing Passport (2)
Country Of Birth
Country of Citizenship
Country of Origin
Country Of Residence
County
County of Dispute
Creating Process
CUA Organization
Current Living Situation
Current Placement Status
Current Placement Status of the Child
Date File Opened
Date Graduated
Date of Birth
Date of Current Removal / Re-entry
Date of Enrollment
Date of Initial Petition
Date of Initial Removal
Date Passport Expires
Date Passport Expires (2)
Date Passport Issued
Date Passport Issued (2)
Date Visa Issued
DHS Number
Disabled
DOB Status
 Does Applicant pay child support payments?
Does caller live in the service area? (Even though the dispute is outside the service area)
Domestic Violence Present?
Driver's License
Drivers License Number
Elderly?
Email
Employer
Employment Status
Ethnicity (Non-HUD)
Exclude from Search Results
Eye Color
Family ID Number
Fax # Safe?
Fax Note
Fax Number
File Exists
First Name
Foster or Kinship Care Agency
Gender
General Person Note
Globally Unique ID
Grade
Hair Color
Has Applicant been to DEMO before?
Has the Intake Specialist printed and placed a copy of the Alien Determination Form in the Caller's File?
Hearing Impaired?
Height
Highest Court of Practice
Highest Education
Highest Education Level
HIV/AIDS Status
Home Phone
Home Phone # Safe?
Home Phone Note
Home/Hospital Visits
 Housing Stability Rating
HUD 9902 Ethnicity
HUD Destination
HUD Disabling Condition
HUD Ethnicity
HUD Housing Relocation and Stabilization Services Provided
HUD Housing Status (Entry)
HUD Housing Status (Exit)
HUD Last Permanent Zip
HUD Length Of Stay In Previous Place
HUD Race
HUD Type of Housing Prior to Entry of Program
HUD Veteran Status
HUD Zip Code Type
ID
If yes, who is the attorney and for what matter is s/he representing the Applicant?
IHPS Agency
Immigration Status
Impact
Imported from Kemps DB
Imported Id
Income Note
Indigenous
Initial Visitation Status
Institutionalized at
Institutionalized?
Intake Office
Intake Type
Interpreter Needed
Is another attorney helping Applicant in any Matter?
Is applicant a student?
Is Child Court Involved?
Is Child Currently Removed?
Is Group?
Is it okay to send email?
Is it okay to send mail?
Is The Client Head Of Household?
 Is There a CUA?
Is there a safety plan
Is There Foster or Kinship Care?
Is There Home Protective Services?
Is this Needs Based Public Assistance
J Number
Jurisdiction
Language
Last Name
Last or Current Employer
Last Salary
Last Sync With Active Directory/LDAP
Latitude
Lives With Client
Longitude
Maiden Name
Mailing Address
Mailing Address 2
Mailing Apt#/Lot#
Mailing City
Mailing State
Mailing Town
Mailing Zip
Marital Status
Medical Insurance Type
Member in Good Standing of Bar
Mental Disability Description
Mental Disability?
Middle Name
Migrant
Military Service
MLP system fields
Mobile Phone
Mobile Phone Note
Monthly food stamps received
Monthly rent or mortgage
Name of Current Care Giver
Naturalization Cert #
 Naturalization Date
Naturalization Place
Nickname
No Phone Number
Note
Number of People 18 and Over
Number of People under 18
Organization Lacks Means for Other Representation
Organization Name
Organization Services Eligible Persons
Other Phone
Other Phone # Safe?
Other Phone Note
Other Relationships to Case
Packet
Passport #
Passport # (2)
Perm. City
Perm. State
Perm. Zip
Permanent Contact Address
Permanent Contact Address 2
Person's Docket Number
Phone Ref
Physical Disability Description
Physical Disability?
Placement Status at Time of Intake
Preferred Address
Preferred Donation Name
Preferred Phone #
Prefix
Prefix/Salutation
Primary Source of Medical Care (HIV)
Profile
Program
Quadrant (DC only)
Race
 Referred By
Referring Organization
Retainer Agreement
Salutation
School
School Attended
School Status
Second Language
Secretary Name
Shelter
Social Security #
SSN Information
State
State (Province) Of Birth
State of Practice
Street Address
Street Address (additional)
Suffix
Supported By Client
Tax Identification Number
Telephone System Login
Town
Transfer
Unemployed? For how long?
Veteran
Visa Expiration Date
Visa Issue Location
Visa Number
Website URL
Weight
Wife's Maiden Name OR Husband's Last Name
Work Phone
Work Phone # Safe?
Work Phone Note
Zip Code{FADE}

Quick Case Copy

Site administrators determine where in the Actions menu this link is. A typical configuration is a "Case Copy" category:
Graphic: Quick case copy

In the confirmation screen, select any adverse parties you want to copy to the new case, then click "Yes, continue".

If the intake for the original case was created too long ago (as defined by the site administrators), you will not be able to use quick case copy. You typically will want to return to the original case and use Create New Case for Client, however you have the option to start a new blank intake.

Graphic: quick case copy


    A typical configuration for Quick Case Copy has one intake form with the legal problem code and disposition fields. However, site administrators determine how many forms there are and what fields are displayed.

    Graphic: quick case copy


    The following is an alphabetical list of fields that are copied into the new case using the quick case copy feature:

     (Individual) Work City
    (Individual) Work State
    (Individual) Work Street Address
    (Individual) Work Street Address (additional)
    (Individual) Work Zip
    A Number
    Access to a Car
    Active Directory GUID
    Additional City
    Additional Contact Notes
    Additional Contact Type
    Additional First Name
    Additional Last Name
    Additional Middle Name
    Additional Phone
    Additional Phone 2
    Additional Phone 2 Note
    Additional Phone Note
    Additional State
    Additional Street Address
    Additional Street Address 2
    Additional Suffix
    Additional Title
    Additional Zip
    Adjusted Monthly Income
    Adjusted Percentage of Poverty
    Adverse Party Conflict Status
    Age at Intake
    Annual Adjusted Income
    Approximate DOB
    ARDC Last Checked Date
    ARDC Licensed
    Attention/Care Of
    Attn line
    Availability to meet during the day
    Bar Number
    Best time to call?
    Bind Work Address to Non-Primary Organization Address ID
    Bind Work Address to Organization
    Case Contact
    Case Status
    Case Type
    Cell Phone # Safe?
    Chronically homeless?
    Citizenship City
    Citizenship Status
    Citizenship Verified
    City
    City Of Birth
    Client Conflict Status
     Country Issuing Passport
    Country Issuing Passport (2)
    Country Of Birth
    Country of Citizenship
    Country of Origin
    Country Of Residence
    County
    County of Dispute
    Creating Process
    CUA Organization
    Current Living Situation
    Current Placement Status
    Current Placement Status of the Child
    Date File Opened
    Date Graduated
    Date of Birth
    Date of Current Removal / Re-entry
    Date of Enrollment
    Date of Initial Petition
    Date of Initial Removal
    Date Passport Expires
    Date Passport Expires (2)
    Date Passport Issued
    Date Passport Issued (2)
    Date Visa Issued
    DHS Number
    Disabled
    DOB Status
    Does Applicant pay child support payments?
    Does caller live in the service area? (Even though the dispute is outside the service area)
    Domestic Violence Present?
    Driver's License
    Drivers License Number
    Duplicate Status
    Elderly?
    Email
    Employer
    Employment Status
    Ethnicity (Non-HUD)
    Exclude from Search Results
    Exp Date
    Eye Color
    Family ID Number
    Family Size (Application)
    Fax # Safe?
    Fax Note
    Fax Number
    File Exists
     Financial Eligibility Override Reason
    Financial Override
    Financial Override Advocate
    First Name
    Foster or Kinship Care Agency
    Gender
    General Person Note
    Globally Unique ID
    Grade
    Gross Monthly Income (Application)
    Hair Color
    Has Applicant been to DEMO before?
    Has the Intake Specialist printed and placed a copy of the Alien Determination Form in the Caller's File?
    Hearing Impaired?
    Height
    Highest Court of Practice
    Highest Education
    Highest Education Level
    HIV/AIDS Status
    Home Phone
    Home Phone # Safe?
    Home Phone Note
    Home/Hospital Visits
    Housing Stability Rating
    HUD 9902 Ethnicity
    HUD Destination
    HUD Disabling Condition
    HUD Ethnicity
    HUD Housing Relocation and Stabilization Services Provided
    HUD Housing Status (Entry)
    HUD Housing Status (Exit)
    HUD Last Permanent Zip
    HUD Length Of Stay In Previous Place
    HUD Race
    HUD Type of Housing Prior to Entry of Program
    HUD Veteran Status
    HUD Zip Code Type
    ID
    If yes, who is the attorney and for what matter is s/he representing the Applicant?
    IHPS Agency
    Immigration Status
    Impact
    Imported from Kemps DB
    Imported Id
    Income Eligible

    Income Note
    Income Provided?
    Indigenous
    Initial Visitation Status
    Institutionalized at
    Institutionalized?
    Intake Office
    Intake Type
    Interpreter Needed
    Is another attorney helping Applicant in any Matter?
    Is applicant a student?
    Is applicant caring for relative's child?
    Is Applicant's Income expected to change in a manner which would change Applicant's Eligibility?
    Is Child Court Involved?
    Is Child Currently Removed?
    Is Group?
    Is it okay to send email?
    Is it okay to send mail?
    Is The Client Head Of Household?
    Is There a CUA?
    Is there a safety plan
    Is There Foster or Kinship Care?
    Is There Home Protective Services?
    Is this matter LSC Eligible
    Is this Needs Based Public Assistance
    J Number
    Jurisdiction
    Language
    Last Name
    Last or Current Employer
    Last Salary
    Last Sync With Active Directory/LDAP
    Latitude
    Legal Problem Code
    Lives With Client
    Longitude
    LSC Eligibility Override Date
    LSC Eligibility Override Reason
    Maiden Name
    Mailing Address
    Mailing Address 2
    Mailing Apt#/Lot#
    Mailing City
    Mailing State

    Mailing Town
    Mailing Zip
    Marital Status
    Medical Insurance Type
    Member in Good Standing of Bar
    Mental Disability Description
    Mental Disability?
    Middle Name
    Migrant
    Military Service
    MLP system fields
    Mobile Phone
     Mobile Phone Note
    Monthly food stamps received
    Monthly rent or mortgage
    Name of Current Care Giver
    Naturalization Cert #
    Naturalization Date
    Naturalization Place
    Nickname
    No Phone Number
    Note
    Number of People 18 and Over
    Number of People under 18
    Organization Lacks Means for Other Representation
    Organization Name
    Organization Services Eligible Persons
    Other Contact Notes
    Other Phone
    Other Phone # Safe?
    Other Phone Note
    Other Relationships to Case
    Packet
    Passport #
    Passport # (2)
    Percentage of Median Income
    Percentage of Poverty
    Perm. Address Notes
    Perm. City
    Perm. State
    Perm. Zip
    Permanent Contact Address
    Permanent Contact Address 2
    Person's Docket Number
    Phone Ref
    Physical Disability Description
    Physical Disability?
    Placement Status at Time of Intake
    Preferred Address
    Preferred Donation Name
    Preferred Phone #
    Prefix

    Prefix/Salutation
    Primary Source of Medical Care (HIV)
    Profile
    Program
    Quadrant (DC only)
    Race
    Referred By
    Referring Organization
    Retainer Agreement
    Salutation School
    School Attended
    School Status
    Second Language
    Secretary Name
    Shelter
    Social Security #
    Special Characteristics
    SSN Information
    State
    State (Province) Of Birth
    State of Practice
    Street Address
    Street Address 2
    Suffix
    Supported By Client
    Tax Identification Number
    Telephone System Login
    Total Annual Expenses
    Total Annual Income
    Total Assistance
    Total Liquid Asset Amount
    Total Monthly Expenses
    Total Monthly Income
    Total Non Liquid Asset Amount
    Town
    Transfer
    Unemployed? For how long?
    Veteran
    Visa Expiration Date
    Visa Issue Location
    Visa Number
    Website URL
    Weight
    Wife's Maiden Name OR Husband's Last Name
    Work Phone
    Work Phone # Safe?
    Work Phone Note
    Zero Income?
    Zip Code{FADE}~tc~

    Refer to Quick Case Copy for admin setup of this feature
     


    Copy to New Subordinate Case

    This feature allows users to designate a case as a "master" and create "subordinate" cases, usually with different clients. For details about this feature, please see Master and Subordinate Cases. 
    • Open the main profile for the case you want to use as the master case.
    • Under the Actions menu, click on Copy to New Subordinate Case. The precise name and location of this link in the Actions menu may vary from the example depending on your site configuration. (For sites still using the legacy interface, this link appears on the right side of the screen.)
    Graphic: create a subordinate case


    • In the confirmation screen, click "Yes, continue" to create the new subordinate case.
    • You also have the option on this screen to include adverse parties from the original case in the new case.
    Graphic: create a subordinate case

    • At this point, you will start a new intake for the subordinate case.
    Graphic: create a subordinate copy


    • However, if the intake for the original case was created too long ago, you will not be able to use create subordinate case to copy fields from the original case because the information is presumed to be out of date. In that instance, you will see an error stating that the original case information cannot be copied.
      • The time limit for copy to new subordinate case is set by your site administrator.
      • After the time limit has passed, the system will not automatically copy any information from the original case into a new intake.
    Graphic: create a subordinate case- new intake


    • Complete the intake as you normally would.
    • When you have completed the intake, you will be taken to the main profile for the new subordinate case. You will see that the case has automatically been associated with the master case from which you began the intake.
    Graphic: a subordinate case

    • Likewise, if you return to the master case's main profile, you will see the new case is now listed as a subordinate case.

    Graphic: master-subordinate case
      

    Create Case for Family Member

    This feature allows you to create a new case for a family member on an existing case, or when adding a new family to a case.

    This feature is not enabled by default. Site administrators must enable it in the Family Information block.

    Go to the case that has the family member you want to create a case for. This is typically an Actions menu link called "Edit Family Information."

    You can add a new family member and create a case for them, or as showing below, edit an existing family member and create a new case.
    Graphic: click on a family member


    Below the list of family members, you will now see a profile form for the family member you selected. Scroll down to the bottom of the form and select "Yes" next to the Create Case field.

    Graphic: create a case


    Additional fields will appear for the family member's new case. Complete the required fields.
    • If you click Save & Search, the system will automatically create an open case for the family member. You will see the new case in the family member list.
    • If you click Continue, the system will automatically create a pending case for the family member and you will be taken back to the main profile for the existing client's case.
    Graphic: creates an open case-or pending case


    The family member's new case is automatically created as a subordinate case associated with the existing client's case as the master case. The information shown in this screenshot must be enabled by a site administrator:


    Graphic: family member is now subordinate


    NOTE: Nothing other than the family member's information and the master case's legal problem code is copied into the new case, so you will need to add adverse party, financial information, etc. to complete the family member's case profile.
     

    Copy Prescreen

    This feature allows an intake worker to quickly create another prescreen for an applicant. For example, if an applicant is screened for a divorce case, but she also needs to be screened for a housing problem, the ultimate disposition of the two matters could be different, so the applicant needs to have two separate prescreens. 

    • Open the prescreen summary for the prescreen you want to copy.
    • Under the Actions menu, click on Copy Prescreen. The precise name and location of this link in the Actions menu may vary from the example depending on your site configuration. (For sites still using the legacy interface, this link appears on the right side of the screen.)
    • In the confirmation screen, click "Yes, continue" to copy this applicant's prescreen.
    Graphic: yes to confirm copy prescreen

    • Because this feature assumes that all of the client's information is the same for the new prescreen, you will typically only need to set the prescreen status and add any relevant notes in the new prescreen form. Your prescreen form may differ from the example depending on your site configuration.
      • See below for a list of fields copied into the new prescreen.
    • Complete the prescreen as you normally would, making changes to the pre-filled information as necessary.
      • NOTE: Making changes to the pre-filled information in the new prescreen form (or later in the new prescreen summary) will not change any information in the original prescreen.
    Graphic: Prescreen form


    • When you are finished, click Continue in the lower right corner to save your new prescreen.

    List of fields that are copied into a new prescreen:


    Applicant address

    Applicant citizenship status
    Applicant date of birth
    Applicant gender
    Applicant language
    Applicant marital status
    Applicant name
    Applicant phone numbers
    Applicant race
    Applicant Social Security number
    County of dispute
    County of residence
    Family members over 18
    Family members under 18
    Family size (Application)
    Gross monthly income (Application) - from the Basic Financial Information block
    Prescreen date
    Prescreen intake user
    Prescreen office
    Prescreen program
    Referred by
    Referred date

    These fields are not copied:

    Adverse party information

    Applicant's preferred phone
    DV present
    Legal problem code
    Prescreen notes
     

    Administrative Setup

    Site administrators can make these features available to users by following these steps:

    Creating the Quick Case Copy Intake Process and Form(s) - if needed

    Unlike the create new case for client and copy to new subordinate case features, which both can use your site's main intake process and form(s), quick case copy has its own intake process and form(s). If your site does not already have a quick case copy process and form(s) in place, you will need to create them before your site case use this feature.

    Also see: Quick Case Copy

    Check your site for this process on the Admin > Processes, Forms, and Profiles page. The process may be inactive, so remove the default Active = Yes filter on the list of processes.

    If you need to create the process and/or form, note the following points:

    • IMPORTANT NOTE: When creating the quick case copy intake process, make sure to set "Show Process Link in Module Static Profile" to No. Otherwise, the link will appear, along with other intake process links, on static Home and Cases pages. If clicked, the link will produce an error because no case has been selected for copying.
    Graphic: create quick case copy intake process form


    • The intake process used for quick case copy can use as many forms as desired.
    • At a minimum, it must contain one intake form (as in the example above), and that form must contain at least the Disposition block element.
      • See Disposition for information about configuring this block.
    • Administrators often include either the Legal Problem Code field or the Case Specific Questions block if avoiding 'duplicate' cases is a concern (same client and legal problem code in the same year).
    • Administrators also often include an eligibility block.

    Graphic: Disposition block and quick case copy intake

     

    Enabling Links in the Actions Menu

    To enable the create new case for client, quick case copy, and copy to new subordinate case features for your site, you have to enable the links for these features on your main profile's actions menu. 

    NOTE: To enable the copy prescreen feature for your site, the procedure is essentially the same, except that you begin by opening an existing prescreen summary (or the menu box your site uses for the prescreen summary, if applicable).

    • If your site uses menu boxes, you will edit the main profile menu box in the Admin tab on your site.
      • Go to the Processes, Forms, and Profiles page in the Admin tab. 
      • Make sure Case/Matter is selected in the dropdown next to "Forms and Processes for Module".
      • Click on the Menu Boxes tab.
      • Then click the edit icon for the menu box your site uses on the main profile.
    Graphic: enabling links in the actions menu


    • If your site is not configured to use menu boxes, you can enable these features by editing the main profile.
      • Open any main profile under the Cases tab in your site.
      • Under the Admin menu, click on Edit profile. (For sites still using the legacy interface, this link appears on the right side of the screen.)
    Graphic: edit profile


    • In either the main profile or menu boxes form, scroll down to the Side/Action Elements section.
    • To enable the new case for client, quick case copy (aka quick client add), and/or new subordinate case features on your site, use the Case Copy Custom element.
      • NOTE: If your site still uses the Link Boxes element in the main profile, the configuration is the same as described below.
    • Select the appropriate intake process for each feature in the dropdowns.
      • The new case for client and new subordinate case features both use the "Start New Intake" process in this example, but you can create custom intake processes for either or both of them. For information on creating custom intake processes, please see Intakes — Customizing.
      • The quick case copy feature uses the "Quick Case Copy" process in this example, which is also a custom intake process that you can configure to meet your organization's needs.
    • NOTE: The links for these features will only appear in the Actions menu if you provide names in the textboxes next to the dropdowns.




    Setting the Time Limit for Quick Case Copy and Copy to New Subordinate Case

    To prevent users from copying outdated information into new cases with the quick case copy and copy to new subordinate case features, you can set a time limit beyond which these features will not be available.

    • Go to the Process Settings page in the Admin tab. Show me more.
    Click on the Admin tab at the top of the page.

    • The first field on the process settings page is "Quick Client Add/ Copy to Subordinate Limit."
    • The system sets a default time limit of 30 days, which can be changed.
    Graphic: quick client add-copy to subordinate limit


    • NOTE: A value is required for this field. Leaving the field blank will effectively disable the quick case copy and copy to new subordinate case features because the system will treat the blank field as a zero. In other words, users will never be able to copy fields with these features because the time limit will always be exceeded.
      • If you want to create a practically unlimited time limit for using these features, just enter a very large number of days in the field.
    • When you are finished, scroll all the way down to the bottom of the process settings page and click Continue in the lower right to save your changes.

    Frequently Asked Questions

    How can I get some or all of these links on closed cases or rejected matters?
    The "Show for Disposition" options in the Case Copy Custom element now allow you to do this. If you are displaying your links via the legacy Link Boxes element, remove them from that element and add a Case Copy Custom element to your profile's Actions menu.

    Can I add fields that have values copied for Quick Case Copy or New Case for Client?
    No. The field values that are copied are hardcoded.