Create a case

In F2 a case is always attached to one or more records. You can create a case either as you’re creating a new record or by attaching an existing record to a new case. When a new case is created, it is given a case number. The case number is a combination of the current year and the next available number in the list of cases from that year. For example, a case with the case number “2023 – 96” means it was the 96^th case created in 2023. cBrain recommends naming cases using the single case principle.

Through a configuration, a warning can be enabled to alert users if a case with an identical name already exists in F2. Configurations are performed in cooperation with cBrain.

Create a case when creating a new record

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.

Figure 1. Create a new case from a new record

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.

Figure 2. The “New case” dialogue

Click OK to create the case.

The mandatory fields in the “New case” dialogue depend on F2’s configuration and the guidelines of your organisation. Some fields may be pre-filled.

Create a case from an existing record

You can create a new case from an existing record. This can be useful when you receive emails from external participants, for instance. You can do this either in the record window or using the context menu in the main window.

Before sending an email to an external participant, attach it to a case. This will automatically link the reply to the same case.

Create case and attach record from the record window

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

Figure 3. Create a new case from the record window

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.

The mandatory fields in the “New case” dialogue depend on F2’s configuration and the guidelines of your organisation. Some fields may be pre-filled.

Create case and attach record from the main window

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.

Figure 4. Attach records to a case from the main window

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

Figure 5. The “Assign records to case” dialogue

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.

The mandatory fields in the “New case” dialogue depend on F2’s configuration and the guidelines of your organisation. Some fields may be pre-filled.

The single case principle and naming conventions

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:

Case type 1: Grant application
A citizen applies for a grant. The authority approves or rejects the application.
Case type 2: Grant payment
The authority processes the approval and issues the payment.
Case type 3: Grant rejection complaint
The authority receives a complaint regarding the grant rejection. If the complaint is resolved in favour of the citizen, a new grant payment case is created.

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.

Figure 6. Personal search for cases with a set of naming conventions