Create a case

When creating a new record, you can either attach it to an existing case or create a new case. To create a new case in the “New record” dialogue, type either “+” or “new case” in the “Case” field. Then press Enter.

The “New case” dialogue opens. Here you can enter a case title and any relevant metadata such as file plan, action code, and task guide (add-on). Depending on the setup of F2, it may also be possible to select a case template. A case template may influence which metadata fields you are required to fill in.

Using case templates requires an add-on for F2. Depending on your organisation’s fields of work, more than one case template may be available in the F2 installation. For example, a case template for HR cases could be configured to suggest a specific file plan and automatically add a security group to the case. Read more about case templates.

Click OK to create the case.

You can create a new case from an existing record. You can do this either in the record window or using the context menu in the main window.

In the record window, type either “+” or “new case” in the “Case” field when in edit mode. Then press Enter. The “New case” dialogue opens.

Enter the relevant metadata in the “New case” dialogue, and click on OK to create the case. F2 suggests using the record title as the case title when you create a case from an existing record. You can edit the case title before creating the case or rename the case at a later time.

Save the record by clicking the Save button. The record is then attached to your newly created case.

To attach one or more existing records to a new case in the main window, select the record(s) in the result list. Right-click on the record(s) and select Add records to case.

The “Assign records to case” dialogue opens. Type either “+” or “new case” in the “Case” field. Then press Enter. The “New case” dialogue opens.

Enter the relevant metadata in the “New case” dialogue, and click on OK to create the case.

When the case has been created, click on OK in the “Assign records to case” dialogue. The records are then attached to the new case. If the selected records are already attached to a case, they will be moved to the new case.

cBrain recommends adhering to the single case principle to ensure that only relevant records and documents are saved on each case. This approach also makes completing and registering cases easier. The single case principle means that you devise a case type for each of your work processes.

For example, if you’re working with grant management, creating a new case for each ruling may be appropriate. A simple grant management workflow might contain three case types:

Naming cases based on an established set of conventions is a good idea. A naming convention might look like this: [authority service] - [process] - [name of citizen].

Following the single case principle and a set of naming conventions facilitates the creation of personal, dynamic searches in F2. For example, a search for "Rewilding gardens grant - Payment" will show all cases with these words in the title.