Creating a Case for Case Management 2.0

Enterprise Archive allows users to create cases or update existing cases based on specific industry scenarios to perform operations such as Collect, and Review on conversations.

To create a case:

1. Select the Case Management tab .

2. Click My Cases from the Case Management workspace.
   The My Cases pane provides a list of cases that are created in Enterprise Archive.

3. Click Create Case from the My Cases pane.
   

   

4. Type a case name in the NAME text box.

   Ensure that the case name entered is unique. Enterprise Archive does not allow you to create duplicate case names.

   An error messages is displayed if a duplicate case name is attempted.

5. Type a case description in the DESCRIPTION text-box.

6. Type notes for the case in the NOTES text box.

7. To associate users/groups with the case, click in the ASSIGNED To box.

8. Select Users/Groups and then click Add.
   
   

9. Click Close to exit the Select Assignments window. The Case Summary window appears. The selected user(s) appear in the ASSIGNED TO box.

   Note

   Ensure to assign at least one case assignee to a case. Click the checkbox next to the assignee to select multiple assignee from the list.

   

10. Select a role to assign to the user/group from the drop- own box against the username. For more information on case specific roles, see the Creating Case Specific Roles section.

    Note

    • The Administrator assigns a role to a user, while creating a new user. A users' role can be modified at any time in Enterprise Archive. This role that is defined at the Enterprise Archive application level is defined as the users' default role. You must have the permission, "Update Case Assignments" assigned to your role to be able to modify the case level role of a user.
      When a case is created, a user can be assigned to the case as a case manager or a case researcher. His roles and permissions for that case are those that are assigned within the case. His default role does not apply to him within the particular case. This is defined as a case level role of the user.
      Within a case, the users case level role takes precedence over his default role.

    • When a role is granted with the permission "Full Archive Access", then the user assigned to that role will be able to perform a search on the entire corpus of archive data and the search is not limited to the custodians assigned to the case. When a user with this permission is searching for interaction data, it is not mandatory to add custodians to the case.

11. Enable Custodian Hold: This feature allows a case manager to create and place any new documents belonging to a case custodian on legal hold based on selected time period options. Users have the ability to add, modify, or remove participants or groups for the custodian holds policy, along with an optional date range. See Managing Custodian Holds Policy for more information.
    
    The date range specifies the starting and ending date set for a policy. You can either set a single date range for all participants, or set custom date ranges for each participant. In order to specify a specific date range choose one of the following options:

    • Single Date Range: This option allows users to set a single date range that will apply to all participants included in the custodian holds policy. For example, a user could set a single date range of January 1st, 2023 to March 31st, 2023 for all the selected participants or groups.

    • Specific Dates Per Custodians: This option allows users to set different date ranges for each individual participant included in the custodian holds policy. This can be useful if you need to manage different custodian holds policies for various individuals or groups. For example, a user could set a date range of January 1st, 2023 to March 31st, 2023 for one participant or group, and a different date range of April 1st, 2023 to June 30th, 2023 for another participant or group. This option provides more flexibility and customization options for users who need to manage different custodian holds policies for various individuals or groups.

12. To assign custodians for Custodian Hold, click beside the Custodian Hold box. The Select Custodians page appears.
    To search specific participants, enter either the users name, job title, office email, mobile phone, company, department, or province in the Search text-box. Sorted search results appear in the Participants panel.

13. To add the selected participant as a custodian, click Add.
    The added participant is listed in the Custodians section.

14. Add required Case Restrictions by clicking .
    Case level restrictions can be added using various restriction attributes such Networks, Channels, and so on including participant custom attributes. The documents are filtered and displayed based on the Case Restriction criteria set. For conceptual details and examples and video demo on Case Restrictions, see Understanding Case Restrictions.

    Note

    Case Restriction is controlled by a role level permission. For more information, see Creating a Role and Granting Permissions.

15. Select the required attributes from the Case Restrictions window by clicking the drop-down in the top-left corner.
    

16. Click beside the names at add the attributes. The selected attributes are added to the right of the window.
    

17. Close the window once all required attributes are added.

18. To associate tag groups, click from the TAGS box. The Select Tag panel appears.
    

    

19. Select a tag from the Available Tags panel and click Add. The selected tag appears in the Selected Tags panel.

    Note

    You can select more than one tag to assign to a case. It is required that you assign a minimum of one tag to the case.

    Once you add a tag group to a case and then save it, the tag group can not be removed for the case.

    Case Specific or Private Tags Groups are also displayed here.

20. To create the case, click Save. The My Cases panel appears. The newly created case is listed in the My Case panel.

    The My Cases panel displays the following information for each of your cases:
    Table 2: Case Details—My Cases panel

    Permission Category	Description
    Name and Description	Provides the name and the description of the case.
    Custodians	Shows if there are custodians added to the case.
    Assignments	Shows the users that are assigned to the case.
    Date Created	Displays the date when the case is created.

    You can also use the Search Cases pane on the left to search for cases by Name or Description, Custodians, Assigned To, and Date Created filters.

    Creating Case Specific Roles

    Case Management provides users the ability to create case specific roles irrespective of a user's default role. To add a role, follow the instructions in the Creating a Role and Granting Permissions section.

    To add case specific roles for the cases Case 1, and Case 2.

    1. Perform the steps listed in the Creating a Role and Granting Permissions section to create a new role.

    2. Name the roles Case 1 Role and Case 2 Role respectively.

    3. The default roles are listed in the Select Assignments window.

    4. To modify the user's Role, click the Role field and select the case specific role (Case 1 Role, or Case 2 Role) from the drop-down.
       The new role will be applicable only within the scope of the case.

    5. This permission controlled feature allows the Administrator to override default restriction policies (based on targets like Legal Entity, LOB and so on) for a case based on a user's default role.