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.

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

Create 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, 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 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).

Create New Case for Client

Site administrators determine where in the Actions menu this link is. A typical configuration is a "Case Copy" category:

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

    • 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.

    • Fields Copied by Create New Case for Client:

Quick Case Copy

Site administrators determine where in the Actions menu this link is. A typical configuration is a "Case Copy" category:

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.

A typical configuration for Quick Case Copy has one intake form with the legal problem code and disposition fields. However, site administrators determine how many forms there are and what fields are displayed.

The following is an alphabetical list of fields that are copied into the new case using the quick case copy feature:

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 copies from the now-lead case are : Case Status, County of Dispute, and Legal Problem Code.

  • Open the main profile for the case you want to use as the lead case.

  • Under the Actions menu, click on Copy to New Member 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 member 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 member case.

  • However, if the intake for the original case was created too long ago, you will not be able to use create member 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 member case is set by your site administrator on the Admin -> Process Settings page.

    • 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 member case. You will see that the case has automatically been associated with the lead case from which you began the intake.

  • Likewise, if you return to the lead case's main profile, you will see the new case is now listed as a lead case.

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 to a case.

This feature is not enabled by default. Site administrators must enable it in the Family Information block.

Go to the case that has the family member you want to create a case for. This is typically an Actions menu link called "Edit Family Information."

You can add a new family member and create a case for them, or as showing below, edit an existing family member and 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. The information shown in this screenshot must be enabled by a site administrator:

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.)

  • 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 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.

Also see: Quick Case Copy

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).

    • See Case Specific Questions for information about configuring this block.

  • Administrators also often include an eligibility block.

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.

  • 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 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.

  • NOTE: 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.

    • 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.

Adding Custom Fields to the Case Copy Processes (including Create New Case for Client)

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.

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 now allow 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 fields that have values copied for Quick Case Copy or New Case for Client?

No. The field values that are copied are hardcoded.

Known Issues/Notes

* The value of Asset Eligible is not copied by the Quick Case Copy process (LS-45164). A workaround is to put the Asset block (and optionally the Financial Information block) on a form in your QCC process.