Mapping the Case Types

TABLE OF CONTENTS

• Understanding the Mappings
• Enable Hearings
• Additional Mappings
• Auto Tasks (Recommended)
• Appeal Period and Main Case

Once the Case Types are added, they need to be mapped with locations and other case related parameters like appeal period. In this article we will understand how to create a case type mapping.

Before this, please understand how to add the relevant masters used in case type mappings using the following links

Countries and Locations 
Case Types, Party titles, Categories, Stages and Judicatures

In order to map a case type go to "Master Settings" -> "Cases" -> "Case Type Mappings"

You see the following page from where you can add/amend the case type mappings. Use the circled action buttons in the image to add/edit the case type mapping. You can also search for an existing mapping using the "Search All Columns" textbox.

Understanding the Mappings

1. Only one combination of case type and location mapping can exist, example you can have single mapping for Commercial Plenary + Dubai or Commercial Plenary + Abu Dhabi and so on.
2. You can select/map as many case category to this mapping. Map all categories you want to see on the case management for this mapping, example Commercial Plenary should ideally map with Commercial category so while registering the case with Commercial Plenary the category is selected as default to avoid human error.
   1. Note: List of categories that you see in mapping can be adjusted from the case type master - Case Types, Party titles, Categories, Stages and Judicatures
3. Next is selecting the Judicature/Courts - you have to select all the courts where you can register selected type of case in the selected location, example for Commercial Plenary + Abu Dhabi the judicature should be Abu Dhabi Courts.
4. After Judicature, you select the Litigation stages for the selected case type + location, example Commercial Plenary + Abu Dhabi in Abu Dhabi Courts can only be registered as First Instance.
   1. Note: List of stages that you see in mapping can be adjusted from the case type master - Case Types, Party titles, Categories, Stages and Judicatures

Let's understand relevance of some more mapping options on the page as shown below:

1. Mapping Clerks - as we explained in the article Manage Users and Permissions, court clerks or similar users who get access to the cases based on the case type + location mapping, can be selected here.
   1. Note: You may select auto mapping for similar users to avoid this step. For any user with the role Clerk and whose auto mapping is enabled, they will get mapped to all case types for the selected location. 
2. Next step is to select the Position group. We learned the relevance of position group aka party titles in the article Case Types, Party titles, Categories, Stages and Judicatures. 
   1. You can select only one position group per case type + location mapping
3. There is a checkbox to make Case Summary entry mandatory - if this check box is enabled, the system will automatically creates a task to add case summary to the newly registered case so that the lawyer keeps getting reminders to adding the case summary.
4. Along with Case Summary, you can enable "Timelines" - this works for the cases that have an start and end date but no hearings. 
   1. If you enable this, you will not be able to make this case type + mapping cases to have hearings.
   2. This will allow the user to set an end date to the case which works as a deadline while adding the case summary. This deadline will keep showing on the case grid, views and reports.
5. Hearings - for the select case type + location mapping, you can select if there will be single or multiple hearings at any given point of time. 
   1. Single Hearing (mostly used) - means you can add next hearing after entering the hearing minutes for the last hearing once its adjourned
   2. Multiple Hearing (need basis) - means you can add many hearing dates in the future  

Enable Hearings

Important Note - If you do not see an option to add a hearing in any case, please cross check the mapping if the hearing is enabled for the case type for which the case is registered. Once you enable this option, you will see the Hearing option in all cases related to this case type + location.

Additional Mappings

Once you click the check box "Do you have additional information", you will be able to add ore mappings as explained below

Auto Tasks (Recommended)

As the name suggests, this section can be used to create automatic tasks for this case type + location mapping for the selected user as soon as the case is registered in CASENGINE.

For example, if the case is filled by the client party then first step could be to "Follow up and notify the opponent" or "To serve the legal notice to the opponent"

Whatever task you map here will automatically show to be assigned to users while registering the case eliminating the mistake of missing out an important step.

New tasks can be added or existing tasks can be amended from the Auto task masters, by going to Master Settings -> Cases -> Auto Tasks. Once the tasks are created in the master, you can map them from the Case Type Mapping page to show them automatically on case Registration.

Appeal Period and Main Case

Another important to set up appeal. In this segment you can

1. Mention the appeal period for the selected case type + location mapping for 3 types:
   1. Appeal period if the Judgement is in our favor
   2. Appeal period if the Judgement is not in our favor
   3. Appeal period if the Judgement is neutral
2. Set Main Case Warning - which means while filing an appeal, you may make it mandatory for the user to select the main case by enabling this option.

Whatever appeal period you set here will work as a default/standard for all cases registered under the selected case type + location mapping. However you will be able to amend the same while filing the judgement for any case.

Setting appeal period is also important to show the appeal deadline on the dashboard. For all the cases where the judgement is issued and appeal period is set, the system will show them on dashboard under the "Deadlines" tab with number of days remaining to file appeal to take timely actions

With the case type mapping, you can define the workflow for different case types based on the location mappings.