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.
Major Differences between Create New Case for Client and Quick Case CopyCreate 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.
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).
Income note: Family member income is copied during Create New Case for Client if a site has enabled choosing a person for each income row, a family member has income on the source case, and that family member is selected to be copied. This will be changed in the future so that income is not copied (Ref: 87494).
Create New Case for ClientUse 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.)
- In the confirmation screen, click "Yes, continue" to create the new case for the client.
- 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.
- 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 CopyUse 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.)
- 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.
 e - 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.
- 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.
- See below for a list of fields that will automatically be copied into the new case.
- 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 OfficeIntake 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 NoteMonthly 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 SchoolSchool 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.)
- 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.
- At this point, you will start a new intake for the subordinate case.
- 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.
- 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.
- Likewise, if you return to the master case's main profile, you will see the new case is now listed as a subordinate case.
Create Case for Family MemberThis 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.)
- 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.
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.
- 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.
- The family member's new case is automatically created as a subordinate case associated with the existing client's case as the master case.
- 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 PrescreenThis 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.
- 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.
- 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 addressApplicant citizenship statusApplicant date of birthApplicant genderApplicant languageApplicant marital statusApplicant nameApplicant phone numbersApplicant raceApplicant Social Security numberCounty of disputeCounty of residenceFamily members over 18Family members under 18Family size (Application)Gross monthly income (Application) - from the Basic Financial Information blockPrescreen datePrescreen intake userPrescreen officePrescreen programReferred byReferred dateThese fields are not copied:
Adverse party informationApplicant's preferred phoneDV presentLegal problem codePrescreen notes Administrative SetupSite 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.
- 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.
Enabling Links in the Actions MenuTo 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.
- 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.)
- 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.
- 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 QuestionsBoth questions below are negated by the addition of "Show for Disposition" options in the Case Copy Custom element. 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.
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.
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