Creating a New Matter from an Existing Matter

LegalServer has several features that allow users to create a new matter from an existing matter. Colloquially asked: "Can I make a copy of a case?"

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

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

Similar: Copy Outreach

In this Article:

• Major Differences between Create New Case for Client and Quick Case Copy
• Create New Case for Client
• Quick Case Copy
• Create New Prescreen for Client
• Copy to New Member Case
• Create Case for Family Member
• Copy Prescreen
• Administrative Setup
  • Quick Case Copy
  • Enabling Links in the Actions Menu
  • Setting the Time Limit for Quick Case Copy and Copy to New Member Case
  • Having Custom Field Values Copied
  • Erasing or Editing Copied Values
  • Frequently Asked Questions
  • System Fields Copied by Quick Case Copy and Create New Case for Client
  • System Fields Excluded by Create New Prescreen for Client

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

Create New Case for Client

• Walks you through a full intake. Some information is copied to the new case, but you review each intake form and add any missing information.
• Does not copy, or even offer to copy, adverse parties.
• Income, expense, and asset 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 you to pick the legal problem code and then accept the new case. Information is copied "in the background" without being shown.
• Quick Case Copy displays a list of adverse parties with checkboxes to select which, if any, should be copied to the new case.
• Income, expense, and asset 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

Typically Actions menu > Case Copy > Create New Case for Client:

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

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.

Quick Case Copy

Typically, Actions menu > Case Copy > 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.

However, site administrators determine how many forms there are and what fields are displayed.

Create New Prescreen for Client

Compare to Create New Case for Client which starts an intake process, this option starts a prescreen process.

Site administrators need to select and label the process used for "Create New Prescreen from Case" in the case copy section of the site's menu boxes. You have the option to default the prescreen process you'd like to pre-populate in menu boxes in process settings.

This feature provides special handling of a few fields:

intake_date is set to null
is_case is set to null
application is set to true
case_disposition is set to prescreen

System fields excluded from the copy case to prescreen process are noted below.

Copy to New Member Case

This feature designates the current case as a Lead case and starts the configured intake process to create a new matter for, typically, a different client. See Lead and Member Cases for more information.

The new intake is essentially blank. The only values copied from the now-lead case are : Case Status, County of Dispute, and Legal Problem Code.

This feature was previously called "Copy to Subordinate Case". Changed as part of changing the Master/Subordinate terms to Lead/Member.

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 member to a case. Read this section before enabling this feature.

If enabled by site administrators, adding a family member will include a "Create Case" option.

The family member's new case is automatically created as a member case with the existing client's case as the lead case. This feature pairs nicely with having the Lead/Member Cases (Compact) block on case profiles.

Copy Prescreen

This feature allows an intake worker to quickly create another prescreen for an applicant from an existing prescreen. For example, if an applicant is screened for a divorce case, but 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.

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

Quick Case Copy Process and Form(s)

See Quick Case Copy.

Enabling Links in the Actions Menu

Links for these features are typically enabled in a Case Copy Custom element in the Actions menu:

The links for these features will only appear in the Actions menu if you enter something in the text boxes next to the dropdown selectors.

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

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

View the "Case Copy Settings" section of the Admin > Process Settings page.

A value is required for this field. Leaving the field blank will effectively disable the quick case copy and copy to new member 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. The maximum value is 999.

Having Custom Field Values Copied

The "Case Copy Settings" section of the Admin > Process Settings page contains a "Custom Fields" selector. Search and select the custom fields that should have values copied.

Erasing or Editing Copied Values

There may be system fields copied by QCC or CNCfC that you want to erase on the new case. Let's say you use the Cause Number field, which is copied by QCC, but you want it to be blank on the new case.

Add the field to your QCC form, set the Value to blank and set "Default Overrides Existing Value", like this:

When you submit the QCC form, the above will set Cause Number to blank/empty. Alternatively, you could leave the field displayed with its current value and allow people to edit it.

For CNCfC, you could do the same on an intake form. If you typically display the field during an intake, you could leave it as is. If you want someone to affirmatively select a response, you could erase the copied value as above on an early step of the intake.

Rinse and repeat for additional fields.

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 allows 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 system fields that have values copied for Quick Case Copy or New Case for Client?

No. The field values that are copied are hardcoded. But see Adding Custom Fields above.

System Fields Copied by Quick Case Copy and Create New Case

Some fields are only copied by QCC, designated in the list as "(QCC only)".

Income, expense, and asset information is copied by QCC but not CNCfC.

CNPfC copies the same fields as CNCfC, with certain exceptions noted after the Field List.

Field List:

(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
Adjust Monthly Income (QCC only)
Adjusted Percentage of Poverty (QCC only)
Adverse Party Conflict Status (QCC only)
Age at Intake
Annual Adjusted Income (QCC only)
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 Status (QCC only)
Case Type
Cause Number
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
Did Any Staff Meet Client in Person (2023-04-21)
Disabled
Disaster (2023-04-21)
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 (QCC only)
Elderly?
Email
Employer
Employment Status
Ethnicity (person.ethnicity)
Exclude from Search Results
Exp Date (QCC only)
Eye Color
Family ID Number
Fax # Safe?
Fax Note
Fax Number
File Exists
Financial Eligibility Override Reason (QCC only)
Financial Override (QCC only)
Financial Override Advocate (QCC only)
First Name
Foster or Kinship Care Agency
Gender
General Person Note
Grade
Gross Monthly Income (Application) (QCC only)
Hair Color
Has Applicant been to {site abbreviation} 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 (person.hud_9902_ethnicity) (not copied)
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 (QCC only)
Income Note
Income Provided? (QCC only)
Indigenous
Initial Visitation Status
Institutionalized at
Institutionalized?
Intake Office
Intake Type
Interpreter Needed (QCC only)
Is another attorney helping Applicant in any Matter?
Is applicant a student?
Is applicant caring for a relative's child? (QCC only)
Is Applicant's Income expected to change in a manner which would change Applicant's Eligibility? (QCC only)
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 (QCC only)
Lives With Client
Longitude
LSC Eligibility Override Date (QCC only)
LSC Eligibility Override Reason (QCC only)
Maiden Name
Mailing Address
Mailing Address 2
Mailing Apt#/Lot#
Mailing City
Mailing State
Mailing Town
Mailing Zip
Marital Status
Medical Insurance Type (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 (Ref: LS-88147 - if the field is "0" it is not being copied)
Organization Lacks Means for Other Representation
Organization Name
Organization Services Eligible Persons
Other Contact Notes (QCC only)
Other Phone
Other Phone # Safe?
Other Phone Note
Other Relationships to Case
Packet
Passport #
Passport # (2)
Percentage of Median Income (QCC only)
Percentage of Poverty (QCC only)
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 (QCC only)
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 (QCC only)
Total Annual Income (QCC only)
Total Assistance (QCC only)
Total Liquid Asset Amount (QCC only)
Total Monthly Expenses (QCC only)
Total Monthly Income (QCC only)
Total Non Liquid Asset Amount (QCC only)
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 (QCC only)
Zip Code

System Fields Excluded by Create New Prescreen for Client

'case_type',
'intake_date',
'intake_type',
'attorney_call_reason',
'attorney_hired',
'cause_number',
'confidential_verify',
'conflict',
'determination_verified',
'did_staff_meet_client_in_person',
'disaster',
'doc_number',
'domestic_violence',
'dynamic_process_id',
'how_referred',
'impact',
'is_incarcerated',
'major',
'packet',
'referring_organization',
'returning',
'transfer'