Electronic Case Transfer - Admin Setup
User Role Permissions
The Administrator user role needs the "Manage Case Transfer Settings" permission to see the necessary links on the Admin page.
Roles for users who need to see the incoming transfers need the permissions "Cases - Electronic Case Transfer List View" and "View Electronic Case Transfers".
The Admin > Configure Case Transfer page has several settings related to etransfer behavior.
Incoming Pending Transfers Settings
Incoming Transfer Alert Users Settings
Configure as desired to have an email sent to one or more users when an incoming transfer is received.
Incoming Pending Transfer Listview Options
Incoming Transfer Expiration
Outgoing Transfers Settings
Incoming and Outgoing Summary Fields
Select the data to display when Sending and the data to display when Receiving. The Send fields you select are the information the receiving site will see before deciding whether to reject the transfer or begin an intake. Likewise, the Receive fields you select are what your staff will see when looking at a pending transfer. These are display only settings. They do not control what data is sent and received. In other words, if you deselect SSN, the receiving site will not see SSN when looking at the pending transfer, but data in that field will be transferred if they start an intake on the pending transfer.
Map Incoming and Outgoing Lookup Values
On the Admin > Configure Lookup Mappings page you map incoming and outgoing lookup field values against the Legalserver Index. Mapping is needed because sites can customize lookups. For example, your site might use a race category called Other/Unknown, but other sites separate those two values. For Incoming Values, you map the Legalserver Index items against your site's lookup items.
In the example, you would map both of the Index values Other and Unknown to your site's Other/Unknown value. For Outgoing Values, map your site's values against the Index values. In the example, you would map your Other/Unknown value to one of the Index values Other or Unknown.
Pending Case Transfer Profile
The pending case transfer profile is a static form and not modifiable like dynamic forms. However, the fields displayed can be disabled or reordered by using the Lookups -> Transfer Summary Field list and modifying the list order. Not all fields can be moved as some are hardcoded.
Setting the Intake Process(es) and Modifying Forms
Modifying the Case Profile Page
Elements you may find useful on your main profile:
Transferring Agency Matter/Case ID# field.
Transfer Log list view
Transfer Status Data block - displays "Transferred From" information for an incoming case or "Referred To" information for an outgoing case.
Existing Referrals (Profile) list view - displays information about outgoing transfers.
E-Transfer Organizations links on Matters
This element only displays links on open cases by default. You can change that behavior via the "Show Transfer Link on All Case Dispositions" setting. See Outgoing Transfers Settings above.
List Views available for Dynamic Section Fronts
For sites using a dynamic Home page or dynamic Case/Matter section front, three list views are available:
Case/Matter - Electronic Case Transfer - typically used on a dynamic Case/Matter page to replicate the static pending incoming transfers on the Electronic Case Transfers list.
Case/Matter - Electronic Case Transfer, Received - available on dynamic Home pages.
Case/Matter - Electronic Case Transfer, Sent - available on dynamic Home pages.
Email Notifications and Notes
There is no setup needed for automatic email notifications and notes, but this is mentioned here so administrators are aware of the feature. As noted above in General Settings, multiple users can be notified by email when an incoming transfer is received.
After completing these steps, a site is ready to send and/or receive electronic case transfers. You should test your configuration by sending a test case to another organization and/or receiving a test case.
Information in system fields and select custom fields is transferred. Site administrators control which custom fields have information transferred.
The Admin > Field Transfers feature allows a site to send selected custom fields (previously known as "site specific fields") to any site (or sites) it can etransfer to. The receiving site(s) then have the option to accept those fields, adding them to the site's database. Once sent and accepted, the value(s) of those custom fields will be transferred if the sending site has set the fields to Allow Transfer.
Notes Created by Notes Generic Block
Notes created by this block are case notes on a matter, and as such, will transfer along with other case notes. However, the text will not appear on the receiving site in a Notes Generic block set to the same note type. The note type on all transferred notes is set to "Import Notes", therefore a corresponding block on the receiving site will not recognize the note as being the type it is supposed to display. The note will display in the Case Notes on the receiving site's case.
Information in the following fields is transferred by default.
The person making a transfer can deselect (not send) some of this information during the process of starting a transfer.
Other field values may be transferred if a site is part of a particular state or some other group.
Bare field names are shown below to avoid confusion if a site has changed the Short Name of a field.
'how_referred' (eff. 2022-05-13),
'attorney_hired' (eff. 2022-05-13)
'visa_number' (eff. 2022-09-09)
'visa_exp_date' (eff. 2022-09-09)
'citizenship_status' (eff. 2022-09-09)
'immigration_status' (eff. 2022-09-09)
'interpreter (eff. 2022-09-09)
'add_first' (eff. 2022-09-09)
'add_middle' (eff. 2022-09-09)
'add_last' (eff. 2022-09-09)
'add_suffix' (eff. 2022-09-09)
'add_addr1' (eff. 2022-09-09)
'add_add2' (eff. 2022-09-09)
'add_city' (eff. 2022-09-09)
'add_state' (eff. 2022-09-09)
'add_zip' (eff. 2022-09-09)
'add_phone' (eff. 2022-09-09)
'add_contact_type' (eff. 2022-09-09)
'add_contact_notes' (eff. 2022-09-09)
'add_phone' (eff. 2022-09-09)
'add_phone_note' (eff. 2022-09-09)
'add_phone2' (eff. 2022-09-09)
'add_phone2_note' (eff. 2022-09-09)
'add_postal_code' (eff. 2022-09-09)
'cause_number' (eff. 2022-12-30)
In addition, the following groups of information are transferred:
Custodial Status (eff. 2022-05-20)
Sentences (concatenated into a note) (eff. 2022-05-20)
Charges (concatenated into a note) (eff. 2022-05-20)