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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, including how this links family members across the associated cases. 


Create New Case for Client

Use this method to create a new case for an existing client without having to re-enter all of the client's information into the intake.

  • Open the main profile for a case associated with this client.
  • Under the Actions menu, click on Create New Case for Client. 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 new case for a client

  • In the confirmation screen, click "Yes, continue" to create the new case for the client.

Graphic: Create a new case for a client 2


  • At this point, you will start a new intake for this client's new case and the client's information will be copied into the intake.

Graphic: create a new case for a client


  • See below for a list of fields that will automatically be copied into the new intake.
  • Complete the intake as you normally would, making changes to the pre-filled information as necessary.
    • NOTE: Making changes to the pre-filled information in the new intake (or later in the new case profile) will not change any information in other cases to which this client is associated.
  • Fields Copied by Create New Case for Client
  • The following is an alphabetical list of the fields that are copied into the new case for the existing 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
Email Note
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
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

Use this feature to create an additional case for a client who has multiple concurrent cases. Unlike "Create New Case for Client," this feature is typically configured to skip over the full intake process because it is assumed that the new case is being created very close in time to the original, so the client's information will be the same for both cases.
  • Open the main profile for the case you want to copy.
  • Under the Actions menu, click on Quick Case Copy. 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: Quick case copy


  • In the confirmation screen, click "Yes, continue" to create the new case for the client.
  • You also have the option on this screen to include adverse parties from the original case in the new case.
    • NOTE: If you opt not to include any adverse parties from the original case in the new case, you will most likely need to add adverse parties and determine their conflict status after the new case has been created. For details about adding adverse parties to a case, please see Adverse Parties.
Graphic: quick case copye

  • Because this feature assumes that all of the client's information is the same for the new case, you will typically only need to set the legal problem code and disposition in the intake screen. Your intake screen may differ from the example depending on your site configuration.
Graphic: quick case copy


  • However, if the intake for the original case was created too long ago, you will not be able to use quick case copy 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 quick case copy 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: quick case copy


  • See below for a list of fields that will automatically be copied into the new case.
  • NOTES:
    • This feature does not copy information from site specific fields. If you have questions about what this means on your site, please ask your site administrator.
    • Making changes to the pre-filled information in the new case will not change any information in other cases with which this client is associated.
  • Fields Copied by 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
Email Note
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
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 users to create new cases for the family members of existing clients using the information already in the system for the family members. 

  • Open the main profile for the existing client's case.
    • TIP: If the client has multiple cases, open the profile for the case you want to associate with the family member's case as the master case. The family member's case will "inherit" the master case's legal problem code.
  • Under the Actions menu, click on Edit Family Information. 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: edit family information

  • You will now see a list of the client's family members. Select the family member for whom you want to 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.

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.)
Graphic: copy prescreen

  • 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.

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.

Graphic: Leave text box blank to prevent it appearing in Action menu

 


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

Q: How do I enable the various copy links for rejected matters?

A: You can't. These options were intentionally designed to not appear for rejected matters. The assumption, good or bad, is that rejected matters will likely be missing enough information that copying will not save significant time over starting a fresh intake, and has the potential to let outdated and incomplete information get into a new matter by mistake.

Q: How do I enable the various copy links on closed cases?

A: You can enable a Create New Case for Client link by using the Closing Options element in your Actions menu, but not the other links. Closing Options is a legacy element that displays several links, so add and test before you decide to use it.