Cases - Closing Cases - Customizing

This page covers some of the features site administrators may want to consider using in a site's close case process and form(s). The last section covers replacing the Close Case block for older sites still using it.

Who Can Close Cases

Like other processes (links) on cases, site administrators can control who sees the Close Case link on cases by user role. Edit the close case process on the Admin > Processes, Forms, and Profiles page and remove the permission from one or more user roles if desired.

Require Fields

A typical close case form will require Date Closed and Close Reason. Administrators can require any other field on the closing form(s). Fields that were optional during intake, in case information wasn't available, can be required at closing.

Limit the Date Closed Values that can be Entered

The Date Closed field has Min and Max values. Administrators can, for example, after a year is closed out, change the Min Date to 1/1/20xx to prevent a case being closed with a date in previous years. The Max value can optionally be set to prevent closing cases too far in the future. The Date Closed field also has an option "Date cannot exceed current date" to prevent forward-dating the date closed.

Require Time to be Entered

The Timeslip Lock block removes the Continue button on a form unless the case has at least one timeslip or a specified number of hours entered. Highly recommended to put this block near the top of the closing form so users know they will not be able to save the form.

Check Trust Account Balance

The Trust Funds Check block removes the Continue button on a form unless the case's trust balance meets the configured minimum or maximum values. Highly recommended to put this block near the top of the closing form so users know they will not be able to save the form.

Force Completion of Processes Required by a Grant

If the case uses a grant tied to a process, use the Force Completion of Outstanding Processes block to prevent closing the case until those processes are complete.

Initial and Final Closing Processes

A site can have two (or more) closing processes and forms. A typical setup has an "Initial Case Closing" process that anyone can use. A separate "Final Case Closing" process is restricted to certain user roles (supervising attorneys, etc.) so others do not see the link. Tip: Only put the "Set Disposition Closed" block on a form in the restricted process.

Replacing the Close Case Block (Pre-2009 sites only)

The original Close Case dynamic form included with LegalServer used the "Close Case" block to display several fields. Most sites will no longer be using this block. This section covers how to replace it.

Administrators gain more control and configuration options by replacing the block with individual fields and blocks. For example, the Close Case block only allows the Result Achieved and Main Benefit fields to be required or not required; they cannot be removed. Sites not using those fields can leave them off a custom closing form.

The elements that replicate the Close Case block:

Administrators do not need to use all of the above elements when replacing the Close Case block, but the form must include the "Set Disposition Closed" block.

Sites replacing the Close Case block in a multiple step closing process should put the "Set Disposition Closed" block, and if used the "Automatic Sequential Closing Number" block, on the last step (form) of the process.