When your firm decides to change an Intake into a Case, the process is started directly from the Intake detail view.
To make an Intake into a Case:
Click the Browse Intakes icon on the left navigation pane.
On the Browse Intakes tab, double-click the desired Intake to display the Intake detail view.
While viewing the Intake, click the Actions menu and select the Make a Case option.
NOTE: To have the Intake Party marked as Our Client when it is made into a Case, you must add the Our Client field on the Intake Layout Manager for the Case Type. The Our Client option does not display on the Make a Case window, however, when the checkbox is marked on the Intake, the Party will be marked as Our Client on the Party Tab of the Case.
Warning: A Case Type must be assigned to an intake before it can be made into a case, otherwise you will see an Invalid Data message. Click the Close button to return to the intake and change the Case Type.
When an Intake is being made into a Case, the Stage & Status will need to be changed. The Stage will move to "Closed".
Select the relevant Status (e.g., Case). The Status dropdown contains Closed statuses that are flagged as Qualified. These are customizable in Intake Settings > States and Statuses. Refer to Intake Stage & Status for default options.
Additionally, you must choose the Primary Staff of the new Case. The Intake Primary Staff is listed by default. If the Case Type has a default Primary Staff configured, it will be listed below the field. Mark your selections on the Make a Case window and click the Done button.
When complete, a new Case Folder tab will display with the name of the first Party from the Intake as the tab name.
Data from Intake fields will be transferred to the corresponding field in the Case Folder of that Case Type. Additional Intake data will transfer to the Case as follows:
The Intake # will become the Case #.
Intake Checklist items, including items marked Done, will be transferred to the Case Checklist Tab.
Intake Documents will be transferred to the Case Documents Tab.
Intake Notes will be transferred to the Case Notes Tab.
Data from the Source field will be transferred to the How did you hear about us? field on the Case Tab.
Data from the Comments field will be entered as a note in the Case Notes Tab.
Intake Questions that contain data from the Intake will be transferred to a new "Intake Questions" tab (see below). NOTE: This Intake Questions tab will only be present if your firm has NeosAI Platinum.
• All questions from the Intake Layout Manager that contain data from the intake will be added into one "Intake Questions" section (paragraphs and headers will not display) with two questions per row.
• Questions are ordered by last modified date
NOTE: The full list of Intakes that were made into Cases and the corresponding Status selected at the time of creation can be located in an Advanced Search report for "Intakes and Cases". Include columns for "Current Stage Name" and "Current Status Name". For easier customization, group by Current Stage Name. Or use the criteria, "Case Details > Current Status > Select Current Status" to search for a particular status.
The Intake will be deleted from Browse Intakes once it has been made into a Case. Intake Reports, such as Intake Listing (Cases and Intakes) can be utilized to display Cases and Intakes that were created during a specific time period.
A record of the Intake migrated into a Case will display on the Activity Feed showing the selected Stage & Status.
