Pathfinder - Closing

This content is geared to agencies onboarding with LegalServer. While most of this content is timeless, relevant, and all around useful, not all of it will be applicable if you are currently live with LegalServer.

In LegalServer, we typically denote that a record is not longer active by marking the "Active" field to "Inactive". Because prescreen and case records are more complex, necessitating additional information, there are dedicated forms for the reject and closing processes. As part of this discussion, we'll also take a look at outcomes.

Rejecting a Case

If a record has not yet become a case (it is a prescreen, an incomplete intake or an intake that has not yet been opened at the disposition screen) you can reject the case. This allows you to record very little information (typically the date of rejection, who it is rejected by, reason for the rejection, organizations you may have referred the applicant to, a matter referral code for LSC-funded organizations, as well as rejection notes). You can also reject a case if that client becomes ineligible for your services, a conflict arises, or other criteria your agency decides necessitates rejecting a case. Your team can add or remove fields on this form depending on your site needs.

The ultimate decision of which to choose, the rejection form vs the case closing form, is typically up to your team, but a good rule of thumb is where you cannot serve the applicant because they are over income, have a conflict, are outside your service area, or are otherwise ineligible the reject form is your friend. Where you have assisted an applicant, the closing form is a good bet.

Where to Start

• Review the reject form- determine what values you will use in each lookup, if any additional information needs to be collected and what can be eliminated.
• Confirm that imported rejection data appears as expected on your site.
• Make the necessary customizations or communicate customizations to your LegalServer Onboarding contact.

Closing a Case

In contrast, when you have created a case record (by completing an intake, opening a case, or provided a service to an applicant) you will typically complete a closing form. This form typically asks for a close reason or the highest level of service, close date, number of people helped, file destroy date, whether the case is a good story and the outcome of the case including monetary values. There is a closing number that is assigned automatically by the LegalServer platform. Your team can customize the case close form to meet your needs.

Where to Start

• Review the closing form to determine what values you will use in each lookup, if any additional information needs to be collected and what can be eliminated.
• Confirm that imported closing data appears as expected on your site.
• Make the necessary customizations or communicate customizations to your LegalServer Onboarding contact.

Outcomes

Typically, outcomes are collected on cases, although the outcomes block is available on an auxiliary form as well. In LegalServer, one of the best ways to collect outcomes on a case is through the Outcomes V2 block. This block is a series of interrelated lookups on the admin side, and filters within the block.

Where to Start

• Determine what outcomes you will use, how they should be organized and which outcomes will also collect monetary amounts.
• Confirm that imported outcomes data appears as expected on your site.
• Make the necessary customizations or communicate customizations to your LegalServer Onboarding contact.