The Intake Checklist Tab is available to create automated tasks and effectively process your firm's Intakes. Checklist items in your firm can be used to manage tasks for different types of intakes. Checklists are created in the Primary Checklist by Case Type or in the Auxiliary Checklist Directory.
Checklist items can be filtered using a new "Intake" Phase. The Due Date of Checklist items can be calculated using a Reference (Ref) of "Intake Date", as defined in the Primary or Auxiliary Checklist.
Auxiliary Checklists can be created for a variety of firm needs, such as rejecting or referring Intakes.
NOTE: You must have at least Enabled permissions to: My Intakes and/or Others' Intakes (to view Intakes) and Case > Checklist Tab (to access the Intake Checklist Tab).
The Intake Checklist Tab is very similar to the Case Checklist Tab. Information about the function of the Checklist will be linked below.
NOTE: The Intake must have a Case Type assigned (on the Intake tab in the detail view) in order to access the Checklist Tab (otherwise, this tab will be hidden).
Accessing the Case Checklist details the view of the Checklist Tab. The Intake Checklist tab will initially display the Phase filter by default with "Unphased" and "Intake" preselected. Filter changes can be saved by clicking the Apply button above the grid.
NOTE: Any of the other Case Type phases may be selected in the Phase filter. Primary Checklist items should be phased appropriately to only view tasks your firm deems applicable to Intakes.
Checklist items will be assigned using the Staff Role selected in the Staff column of the Primary Checklist. If the Default Staff has been specified in the corresponding Staff Role within the Case Type > General Tab > Staff Assignments section, that user will automatically be assigned to Checklist items referencing that Staff Role from the Primary Checklist. If the Default Staff does not exist in the Case Type, the Intake Primary Staff will be assigned to the Checklist items referencing that Staff Role.
NOTE: For Checklist items that are assigned to the Primary Staff (and the Staff Role is blank in the current Case Type), when the Case Type of an Intake is changed, the Primary Staff will also be changed. All Checklist items with a Staff Role that is blank in the new Case Type and NOT manually reassigned, will be reassigned to the new Primary Staff.
In the following example, "Intake Manager" is the Primary Staff Role in the Automobile Accident Case Type. By leaving the Default Staff blank for the "Intake Manager", firms can choose the staff person who should be assigned to an Intake ad hoc. However, if your firm uses the same staff person for all intakes of a certain case type, their Staff Code can be selected in the Default Staff field for the Primary.
Checklist items in the Primary Checklist for this Case Type can be set accordingly by the Staff Role from the Staff Assignments tab. In the screen below, the Attorney staff will be assigned to the Staff 1 Staff Role. However, the Default Staff for the "Intake Primary Staff" Staff Role is blank, so the Intake Primary Staff will be set by default.
Refer to the first image that shows how Staff are assigned accordingly based on the Staff Role and Default Staff from the General Tab and Primary Checklist Tab in the Case Type Setup.
Checklist items can be created with a Phase of "Intake" from the Primary or Auxiliary Checklist to easily identify items that relate to Intakes. The "Intake Date" can be used as the reference date in the Ref field when adding new checklist items (e.g., 10 days after Intake Date).
Checklist items can be added individually from the Primary Checklist of the assigned Case Type. All items from an Auxiliary Checklist can also be added.
Checklist items can be modified from the grid or from the Case Checklist Task Pane.
Individual Checklist items can be deleted from the Checklist Tab but they will not be removed from the Primary or Auxiliary Checklist.